MIS 1300 MOD 3 - Assignment Essays

M3: Excel Basic 3-1

Attached Files:

Excel Basic 77-727 Excel Basic 77-727 – Alternative Formats (16.675 MB)

Do Projects 3-1: Searching For and Using a Template from the Excel Basic text.Document page 48 / PDF page 56.Once completed, submit the Excel file (.xlsx) into this assignment.

Microsoft Official Academic Course
MICROSOFT POWERPOINT 2016

Includes coverage of the following
Microsoft Office Specialist (MOS) exam:

MOS EXAM 77-729: POWERPOINT 2016

This courseware is licensed, not sold. You may not copy, adapt, modify, prepare derivative works
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Preface III

Preface

Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Office 2016.
MOAC represents the collaboration between Microsoft Learning and John Wiley & Sons, Inc.
publishing company. Microsoft and Wiley teamed up to produce a series of textbooks that deliver
compelling and innovative teaching solutions to instructors and superior learning experiences for
students. Infused and informed by in-depth knowledge from the creators of Microsoft Office and
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Because this knowledgebase comes directly from Microsoft, architect of the Office 2016 system
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THE MICROSOFT OFFICIAL ACADEMIC COURSE PROGRAM
The Microsoft Official Academic Course series is a complete program for instructors and institu-
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Book Tour

PEDAGOGICAL FEATURES
The MOAC courseware for the Microsoft Office 2016 suite is designed to cover all the learning
objectives for that MOS exam; these objectives are referred to as “objective domains.” Many peda-
gogical features have been developed specifically for Microsoft Official Academic Course programs.

Presenting the extensive procedural information and technical concepts woven throughout the
textbook raises challenges for the student and instructor alike. Following is a list of key features
in each lesson designed to prepare students for success on the certification exams and in the
workplace:

• Each lesson includes a Lesson Skill Matrix. More than a standard list of learning objectives,
the skill matrix correlates each software skill covered in the lesson to the specific MOS exam
objective domain.

• Every lesson includes a Software Orientation. This feature provides an overview of the soft-
ware features students will be working with in the lesson. The orientation will detail the general
properties of the software or specific features, such as a Ribbon or dialog box; and it includes a
large, labeled screen image.

• Concise and frequent Step-by-Step instructions teach students new features and provide an
opportunity for hands-on practice. Numbered steps give detailed, step-by-step instructions to
help students learn software skills. The steps also show results and screen images to match what
students should see on their computer screens.

• Illustrations provide visual feedback as students work through the exercises. The images
reinforce key concepts, provide visual clues about the steps, and allow students to check their
progress.

• Knowledge Assessments provide a mix of True/False, Fill-in-the-Blank, and Multiple Choice
questions, testing students on concepts learned in the lesson.

• Projects provide progressively more challenging lesson-ending activities.

Instructor Support Program V

Instructor Support Program

The Microsoft Official Academic Course programs are accompanied by a rich array of resources
that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These
resources provide all the materials instructors need to deploy and deliver their courses. Resources
available online for download include:

• The Instructor’s Guides contain solutions to all the textbook exercises as well as chapter
summaries and lecture notes. The Instructor’s Guides are available from the Instructor’s Book
Companion site.

• The Solution Files for all the projects in the book are available online from our Instructor’s
Book Companion site.

• A complete set of PowerPoint presentations is available on the Instructor’s Book Companion
site to enhance classroom presentations. Tailored to the text’s topical coverage and Lesson Skills
Matrix, these presentations are designed to convey key concepts addressed in the text.

• The Student Data Files are available online on the Instructor’s Book Companion site.

Author Credits

JOYCE J. NIELSEN
Joyce J. Nielsen has worked in the publishing industry for more than 25 years as an author, devel-
opment editor, technical editor, and project manager, specializing in Microsoft Office, Windows,
Internet, and technology titles for leading educational and retail publishers. She is the author or
co-author of over 40 computer books and has edited several hundred IT publications and more
than two thousand online articles. Joyce also worked as a research analyst for a major shopping
mall developer, where she developed and documented spreadsheet and database applications used
nationwide. She holds a Bachelor of Science degree in Quantitative Business Analysis from Indi-
ana University’s Kelley School of Business in Bloomington. Joyce currently resides in Arizona.

Microsoft Office 2016 Software

This content was created using Office 365 (version 1804). If you are using the Office 2016
Professional desktop version, some newer Office 365 features reflected in this text may not be
available and the user interface may differ slightly.

Brief Contents VII

Brief Contents

LESSON 1: POWERPOINT ESSENTIALS 1

LESSON 2: PRESENTATION BASICS 19

LESSON 3: WORKING WITH TEXT 41

LESSON 4: DESIGNING A PRESENTATION 68

LESSON 5: ADDING TABLES TO SLIDES 93

LESSON 6: USING CHARTS IN A PRESENTATION 111

LESSON 7: CREATING SMARTART GRAPHICS 124

LESSON 8: ADDING GRAPHICS TO A PRESENTATION 140

LESSON 9: USING ANIMATION AND MULTIMEDIA 168

LESSON 10: SECURING AND SHARING A PRESENTATION 187

LESSON 11: DELIVERING A PRESENTATION 204

APPENDIX A 225

INDEX 229

PowerPoint Essentials1

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Working with an Existing Presentation Change views of a presentation
Insert text on a slide

1.5.2
2.1.1

SOFTWARE ORIENTATION

Microsoft PowerPoint’s Normal View

Before you begin working in Microsoft PowerPoint 2016, you should become familiar with the
primary user interface. When you first start PowerPoint, the opening screen displays. If you then
press Esc or click Blank Presentation, a screen similar to the one shown in Figure 1-1 displays. This
is Normal view, where you will do most of your work. However, if your copy of PowerPoint has
been customized, your screen may be slightly different than what is shown. You can use this figure
as a reference throughout this lesson and the rest of this book.

Quick Access Toolbar Slides pane RibbonSlide pane (main work area) Title placeholder Subtitle placeholder

Status bar

Figure 1-1
The PowerPoint window
in Normal view

Lesson 12

The Ribbon across the top of the window contains a set of tabs; each tab has a different collection
of groups, with command buttons in each group. Additional contextual tabs appear when you
select certain types of content, such as graphics or tables.

WORKING IN THE POWERPOINT WINDOW
To use PowerPoint 2016 efficiently, you need to learn how to navigate in the PowerPoint applica-
tion window.

Starting PowerPoint
Before you can use PowerPoint, you need to start the program. When you first launch PowerPoint,
the opening screen provides options for starting a blank presentation or creating a presentation
based on an existing template. In this exercise, you will learn to start PowerPoint and view a blank
presentation.

STEP BY STEP Start PowerPoint

GET READY. Before you begin these steps, make sure that your computer is on. Sign in to
Windows, if necessary.

1. With the Windows 10 desktop displayed, click the Start button in the lower-left corner
of the screen (or press the Windows key on the keyboard). The Start menu displays.

2. In the list of applications on the left, scroll down and click PowerPoint. The PowerPoint
window opens to display recent PowerPoint files you’ve opened and examples of
templates you can use (Figure 1-2).

Click Blank Presentation to start a new file

Click another template to start with an example

Recent files you’ve opened (if any)

3. Click Blank Presentation or press Esc. A new blank presentation appears in the
PowerPoint window (refer to Figure 1-1).

PAUSE. LEAVE the blank presentation open to use in the next exercise.

Figure 1-2

PowerPoint’s opening screen

PowerPoint Essentials 3

SELECTING TOOLS AND COMMANDS
Most of the tools and commands for working with PowerPoint are accessible through the Power-
Point Ribbon. Each Ribbon tab provides commands that are relevant to the kind of task you are
performing—whether you are formatting a slide, adding animations to a presentation, or setting
up a slide show for display. A command is a tool (such as an icon, a button, or a list) that tells
PowerPoint to perform a specific task. In addition to the Ribbon, PowerPoint also offers tools and
commands on the File menu (also known as Backstage view), a Quick Access Toolbar, a floating
Mini Toolbar, and a status bar.

Using the Ribbon
In this exercise, you will learn how to select commands from the Ribbon, which is the tabbed
toolbar at the top of the PowerPoint window. The Ribbon is divided into tabs, and each tab con-
tains several groups of related commands.

On the Ribbon, some command groups feature a tool called a dialog box launcher—a small
arrow in the group’s lower-right corner. You can click the arrow to open a dialog box or task
pane, which provides additional tools and options related to a specific task. To close a dialog box
without accepting any changes you may have made to it, click the Cancel button. To close a task
pane, click the Close button (X) in the top-right corner of the pane.

Some of the Ribbon’s tools have small, downward-pointing arrows next to them. These arrows are
called drop-down arrows; when you click one, a drop-down list opens, displaying avail-
able options (such as a list of fonts). You can choose the option you want by clicking it.

If you need more space on your screen, you can minimize (hide) the Ribbon by double-clicking
the active tab. To restore the Ribbon, double-click the active tab again.

STEP BY STEP Use the Ribbon

GET READY. USE the blank presentation that is open from the previous exercise.

1. On the Ribbon, which appears in Figure 1-3, each tab contains several groups of related
commands. By default, the Home tab is active.

Home tab (active) Dialog box launcherGroup

2. Click the Design tab to make it active. The groups of commands change.

3. Click the Home tab.

4. On the slide, click anywhere in the text Click to add title. The text disappears and a
blinking insertion point appears.

5. In the lower-right corner of the Font group, click the dialog box launcher (the small
button with a diagonal, downward-pointing arrow, as shown in Figure 1-3). Clicking this
button opens the Font dialog box. Click Cancel to close the dialog box.

6. In the Font group, click the Font drop-down arrow. A drop-down list appears. This list
shows all the fonts that are currently available for use. The default font for headings is
Calibri Light.

7. Click the drop-down arrow again to close the list.

Figure 1-3

The Ribbon

Lesson 14

8. Double-click the Home tab. This action collapses the Ribbon, hiding the groups of
commands but leaving the tabs’ names visible on the screen.

9. Double-click the Home tab again to redisplay the Ribbon.

PAUSE. LEAVE the blank presentation open to use in the next exercise.

Take Note If you aren’t sure what a command does, just point to it. When the mouse pointer rests on a tool,
a ScreenTip appears. A basic ScreenTip displays the tool’s name and shortcut key (if a shortcut
exists for that tool). Some of the Ribbon’s tools have enhanced ScreenTips that also provide a brief
description of the tool or have a Tell me more link you can click for more information.

Using Backstage View
The File tab is not a regular tab; instead of displaying Ribbon commands, it displays a full-screen
menu called Backstage view. Backstage view displays commands for managing files. When
you select a command in the left panel of Backstage view, the screen displays a different page of
options and commands in the right panel.

Commands on the menu in Backstage view include the following:

• Info: Shows information about the active presentation and provides commands that control
permissions, sharing, and version management.

• New: Lists available templates from which you can create a new presentation.
• Open: Opens an existing presentation from your computer, OneDrive, a network drive, or an

external drive.
• Save: Saves the current presentation in your choice of locations.
• Save As: Lets you re-save a previously saved presentation with a different name, type, or loca-

tion than before.
• Print: Provides settings and options for printing a presentation in a variety of formats.
• Share: Provides options for sharing a copy of your presentation via OneDrive or by sending the

presentation as an email attachment.
• Export: Offers a variety of options for saving a presentation in different formats, as well as cre-

ating a video, packaging a presentation for CD, creating handouts, and changing the file type.
• Close: Closes the currently open presentation.
• Account: Enables you to choose which account you are signed into Office with, manage con-

nected services like OneDrive and YouTube, and get activation information.
• Feedback: Opens the Feedback page, which allows you to provide feedback to Microsoft and

suggest product improvements.
• Options: Opens the PowerPoint Options dialog box, from which you can configure many

aspects of program operation.

STEP BY STEP Use Backstage View

GET READY. USE the blank presentation that is open from the previous exercise.

1. Click the File tab on the Ribbon to display Backstage view.

2. Click Export in the left pane. Several options may appear, including: Create PDF/XPS
Document, Create a Video, Package Presentation for CD, Create Handouts, and Change
File Type.

3. Click Create a Video. Options and commands for completing that activity appear at the
right (Figure 1-4).

PowerPoint Essentials 5

4. Click Account in the left pane. PowerPoint displays user information in the center pane
and product information in the right pane.

5. Click Open in the left pane. A list of activities related to opening files appears. Recent is
selected in the center pane, and a list of recently opened files or folders appears in the
right pane.

6. Click New in the left pane. A list of templates appears.

7. Click the Return to Document icon (the left-pointing arrow) in the upper-left corner to
leave Backstage view.

PAUSE. LEAVE the blank presentation open to use in the next exercise.

Closing a Presentation
When you close a presentation, PowerPoint removes it from the screen. PowerPoint remains open
so you can work with other files. You should always save and close any open presentations before
you exit PowerPoint or shut down your computer. In this exercise, you will practice closing an
open presentation.

STEP BY STEP Close a Presentation

GET READY. USE the blank presentation that is open from the previous exercise.

1. Click the File tab to display Backstage view.

2. Click Close in the left pane. PowerPoint clears the presentation from the screen.

PAUSE. CLOSE PowerPoint by clicking the Close button in the upper-right corner of the
window.

Figure 1-4

The Export page in Backstage
view

Lesson 16

WORKING WITH AN EXISTING PRESENTATION
If you want to work with an existing presentation, you need to open it. After opening a presen-
tation, you can use commands on the View tab of PowerPoint’s Ribbon to change the way the
presentation is displayed onscreen. Different views are suitable for different types of presentation
editing and management tasks. You can also use PowerPoint’s Zoom tools to make slides appear
larger or smaller onscreen. The following exercises show you how to display your slides in different
ways, and how to add, edit, and delete text on your slides. You will then learn how to print and
save a presentation.

Opening an Existing Presentation
PowerPoint makes it easy to work on a presentation over time. If you can’t finish a slide show, you
can reopen it later and resume working on it. The Open page in Backstage view and the Open
dialog box let you open a presentation that has already been saved. Presentations can be stored
on your computer or network or on removable media (such as a flash drive). You can also store
presentations on your OneDrive account, which is a free, online cloud storage location provided
by Microsoft. You can use the Browse option and Open dialog box to navigate to the file’s location
and then click the file to select it. This exercise shows you how to use the Open command to open
an existing presentation—one that has already been created and saved as a file on a disk.

STEP BY STEP Open an Existing Presentation

GET READY. Connect your flash drive to one of the USB ports on your computer. LAUNCH
PowerPoint 2016.

1. On the PowerPoint opening screen, click Open Other Presentations in the left pane.
The Open page displays in Backstage view, as shown in Figure 1-5.

Take Note When PowerPoint is already open and a blank or existing presentation is displayed, you can click
the File tab and then click Open to access the Open page in Backstage view.

2. Click Browse. The Open dialog box appears.

3. In the Open dialog box, use the vertical scroll bar to locate and select your flash drive
in the left pane. Then, in the right pane, navigate to and then open the folder containing
the data files for this lesson.

Figure 1-5

The Open page in Backstage
view

PowerPoint Essentials 7

4. Select the file named Relecloud Overview and then click Open. The presentation
appears on your screen (Figure 1-6).

PAUSE. LEAVE the presentation open to use in the next exercise.

From the Open page in Backstage view, you can choose whether to browse your OneDrive or your
computer (using This PC or Browse). OneDrive is a cloud-based private storage system that Mic-
rosoft provides at no charge. Storing your files there makes them available to you no matter which
computer you are using. However, accessing your OneDrive requires Internet access, so if you do
not always have Internet access available, storing files on your flash drive or a local hard drive may
be a better option. If you decide to store the data files for this book locally, you might want to put
them in your Documents library for easy access.

Viewing a Presentation in Different Ways
PowerPoint’s various views enable you to review your presentation in a variety of ways. For ex-
ample, in Normal view, you can work with just one slide at a time, which is helpful when you are
adding text or graphics to a slide. In Slide Sorter view, you can display all the slides in a presen-
tation at the same time, which makes it easy to rearrange the slides. The following exercise shows
you how to change PowerPoint views.

PowerPoint provides these views:

• Normal view is the default view that lets you focus on an individual slide. The slide you
are currently editing is called the current slide. The current slide appears in the Slide pane,
which is the largest of the view’s three panes. Below the Slide pane is the Notes pane, where
you can add and edit notes you want to associate with the current slide. You can toggle the
Notes pane on and off with the Notes button on the View tab. In the left pane—called the
Slides pane—you can click the thumbnail images of the slides to jump from one slide to anoth-
er. Use the scroll bar to access slides that aren’t visible in the Slides pane.

• Outline view is the same as Normal view except instead of thumbnail images of the slides,
a text outline of the presentation appears in the left pane. Only text from placeholders appears
in the outline; any text from manually created text boxes does not. Text from graphical objects
such as SmartArt also does not appear in the outline.

Figure 1-6

The Relecloud Overview
presentation

Lesson 18

• Slide Sorter view displays all the slides in a presentation on a single screen. (If there are
more slides than can fit in one screen, use scroll bars to move slides in and out of view.) In Slide
Sorter view, you can reorganize a slide show by dragging slides to different positions. You can
also duplicate and delete slides in this view.

• Notes Page view shows one slide at a time, along with any notes that are associated with
the slide. This view lets you create and edit notes. You may find it easier to work with notes in
this view than in Normal view. You can also print notes pages for your presentation; they are
printed as they appear in Notes Page view.

• Reading view is like Slide Show view except it is in a window rather than filling the entire
screen. Displaying the presentation in a window enables you to also work in other windows at
the same time.

• Slide Show view lets you preview your presentation on the screen, so you can display it the
way it will be shown to your audience.

Take Note The Slide Show view doesn’t appear on the View tab. It has its own dedicated Slide Show tab on
the Ribbon. You can also access Slide Show view by clicking the Slide Show button in the status
bar at the bottom of the PowerPoint window.

STEP BY STEP Change PowerPoint Views

GET READY. USE the Relecloud Overview presentation that is open from the previous
exercise.

1. Click the View tab (Figure 1-7). Notice that the Normal button is highlighted in the
Ribbon and in the status bar at the bottom of the PowerPoint window.

View tab

View buttons in status bar

2. Click the Outline View button to change to Outline view.

3. Click the Slide Sorter button to change to Slide Sorter view (Figure 1-8).

Figure 1-7

Normal view, with the View
tab selected

PowerPoint Essentials 9

4. Click slide 2 and then click the Notes Page button. PowerPoint switches to Notes Page
view (Figure 1-9).

Take Note There is no button for Notes Page view in the status bar at the bottom of the PowerPoint window;
you must access it via the Ribbon.

Take Note If you stored the data files on your OneDrive, a message may display at step 4 warning you that
edits made in this view will be lost when saved to the server. That is not a concern at this point, so
click View to continue.

5. Click the Slide Show tab and then click From Beginning. The first slide of the
presentation fills the screen.

Figure 1-8

Slide Sorter view

Figure 1-9

Notes Page view

Lesson 110

Take Note If you have a widescreen monitor (16:9 height/width ratio), black panels appear to the left and
right of the slide because this particular presentation is set up for 4:3 monitors.

6. Press Esc to exit Slide Show view and return to Notes Page view.

7. Click the View tab and then click the Reading View button. The first slide appears in a
reading window.

8. Press Esc to close the reading window.

9. On the View tab, click the Normal button. PowerPoint switches back to Normal view.

PAUSE. LEAVE the presentation open to use in the next exercise.

Viewing in Color or Grayscale
Grayscale is a viewing mode in which there are no colors, only shades of gray. When you dis-
tribute a presentation using some low-tech methods, such as printing slides on a black-and-white
printer, your slides might look different than they do in full color on your screen. Therefore, it is
sometimes useful to display your slides in Grayscale mode on the screen so you can identify any
potential problems that might occur when slides are printed without color. There is also a Black
and White viewing mode that can check how slides will display with only black and white (no gray
shades). Some fax machines transmit only in black and white, for example; therefore, if you faxed
your slides, you might need to know how they will appear for the recipient.

STEP BY STEP Switch Between Color and Grayscale Modes

GET READY. USE the Relecloud Overview presentation that is open from the previous
exercise.

1. On the View tab, in the Color/Grayscale group, click Grayscale. The presentation slides
appear in grayscale mode, and a Grayscale tab appears on the Ribbon (Figure 1-10).

2. Click several of the buttons on the Grayscale tab and observe the difference in the slide
appearance.

3. Click Back To Color View. The presentation returns to color mode.

Figure 1-10

The Grayscale tab, with slides
displayed in grayscale

PowerPoint Essentials 11

4. On the View tab, click Black and White. The presentation appears in Black and White
mode, and a Black And White tab appears on the Ribbon.

5. Click Back To Color View. The presentation returns to color mode.

PAUSE. LEAVE the presentation open to use in the next exercise.

Viewing Multiple Presentations at Once
You can have multiple presentations open at the same time in PowerPoint, and you can arrange
their windows so that they are all visible at once. This makes it easy to drag-and-drop content be-
tween windows, and also to compare different versions of a presentation. In the following exercise,
you will open two presentations and arrange them.

STEP BY STEP Arrange Multiple Presentation Windows

GET READY. USE the Relecloud Overview presentation that is open from the previous
exercise. You will also open a second presentation in this exercise so that multiple
presentation windows are available to arrange.

1. Click the File tab.

2. Click Open. The Open page displays in Backstage view.

3. Navigate to the location containing the data files for this lesson.

4. Locate and open Job Fair. The presentation appears on your screen.

5. Click the View tab.

6. In the Window group, click Arrange All. The presentations appear side-by-side
(Figure 1-11).

7. Click the Close button in the upper-right corner of the Job Fair window to close the
Job Fair presentation.

8. In the Relecloud Overview window, click the Maximize button near the upper-right
corner of the window (next to the Close button). The PowerPoint window fills the
screen.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 1-11

Two presentations open
side-by-side

Lesson 112

Working with Text
Text is not typed directly onto a slide in PowerPoint, but instead is placed in text boxes. A text box
is, as the name implies, a box that holds text that you type into it. Most of the available slide lay-
outs have one or more placeholders (also called text containers) that become text boxes when you
type text into them, and you can also add more text boxes manually to slides. Text can be placed
on a slide either by typing it directly into a text box or placeholder, or by typing in the Outline
pane in Normal view. In the following exercises, you will practice adding text to a placeholder;
adding text to the Outline pane in Outline view; selecting, replacing, and deleting text on a slide;
and copying and moving text from one slide to another.

Adding Text to a Placeholder
In this exercise, you will practice entering text in a placeholder, which is a box that can hold
either text or a graphic object. The placeholders available depend on the slide layout. In the Rele-
cloud presentation, slide 1 is an example of a Title Slide layout; it contains two placeholders: one
for the title and one for the subtitle. Placeholders make it easy to add text—just click in the place-
holder and then type the text.

STEP BY STEP Add Text to a Placeholder

GET READY. USE the Relecloud Overview presentation that is open from the previous
exercise.

1. Click the Home tab. On slide 1, click at the beginning of the slide’s title (Relecloud
Airlines). The borders of the title’s placeholder appear (Figure 1-12), and a blinking
insertion point appears before the word Relecloud.

2. Click the slide’s subtitle, which is the last line of text. The subtitle’s placeholder
appears, as does the insertion point.

3. Display slide 4 by clicking the slide in the Slides pane, or by pressing Page Down until it
appears.

4. Click after the word Snorkeling in the second column. The insertion point appears.

5. Press Enter to start a new line and then type Scuba.

Figure 1-12

The title placeholder

PowerPoint Essentials 13

6. Press Enter and then type Sightseeing. Your slide should resemble the one shown in
Figure 1-13.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding Text in Outline View
Working in Outline view is like working in a word processor. PowerPoint displays the text from
each slide in the Outline pane, without any backgrounds, placeholders, or anything else that
might distract you from your writing. You can navigate a presentation in the Outline pane the
same way you use the Slides pane—scroll to the desired slide’s outline and then click it. Here, you
practice adding text in the Outline pane.

STEP BY STEP Add Text in Outline View

GET READY. USE the Relecloud Overview presentation that is open from the previous
exercise.

1. Click slide 7. This slide contains contact information, but the mailing address and
telephone number are missing.

2. Click the View tab and then click Outline View. Because slide 7 is the current slide, its
text is highlighted in the Outline pane.

Take Note You can adjust the Zoom level for the Outline pane, or any other pane, as needed if the content
is not shown at a convenient size for working with it. Click in the Outline pane and then on the
View tab, click Zoom to open the Zoom dialog box. Then select a lower percentage, such as 50%
or 33%, to shrink the text to a readable size and click OK.

3. In the Outline pane, click after the word Airlines on slide 7 to place the insertion point
there.

4. Press Enter to start a new line.

5. On the new line, type 234 Center Street and then press Enter. As you type the new text
in the Outline pane, notice that it appears on the slide.

Figure 1-13

Slide 4 with added text

Lesson 114

6. Type Nashville, TN 34567 and then press Enter.

7. Type (303) 555-0101. Your slide should resemble the one shown in Figure 1-14.

8. Switch to Normal view.

PAUSE. LEAVE the presentation open to use in the next exercise.

Saving an Edited Presentation
When you work on a presentation, you should save it often—especially if you have made changes
that you want to keep. In this exercise, you will practice saving a presentation with a different
filename in PowerPoint 2016 format.

STEP BY STEP Save an Edited Presentation

GET READY. USE the Relecloud Overview presentation that is open from the previous
exercise.

1. Click the File tab to display Backstage view.

2. Click Save As. The Save As page displays in Backstage view (Figure 1-15).

3. Double-click This PC (or click Browse) to open the Save As dialog box. The Documents
Library is the default location for saving new files. You want to change the location
from the default to your flash drive.

4. Using the vertical scroll bar in the left pane, scroll down until This PC displays. Expand
the This PC container, if necessary, and then scroll down and select your flash drive.

5. In the Save As dialog box, click New folder. A folder icon appears with the words New
folder selected.

6. Type PowerPoint Lesson 1 and then press Enter.

7. Click the Open button.

8. In the File name box, type Relecloud Overview Solution.

Figure 1-14

Text added to the Outline pane
appears on the slide

PowerPoint Essentials 15

9. Click the Save button.

PAUSE. LEAVE the presentation open to use in the next exercise.

Exiting PowerPoint
When you exit PowerPoint, the program closes. In this exercise, you will practice exiting
PowerPoint.

STEP BY STEP Exit PowerPoint

GET READY. USE the Relecloud Overview Solution presentation that is open from the
previous exercise.

1. Click the Close button in the upper-right corner of the PowerPoint window. The
PowerPoint window closes.

STOP.

Figure 1-15

The Save As page in Backstage
view

Lesson 116

Knowledge Assessment

Matching
Match the term in Column 1 to its description in Column 2.

Column 1 Column 2

1. Ribbon a. Includes the Slide, Notes, and Slides panes

2. Normal view b. Displays commands for managing files

3. Current slide c. The slide you are editing

4. Backstage view d. A Ribbon tool that opens a dialog box

5. Dialog box launcher e. A large toolbar that presents tools in related groups

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. If you need more room on the screen, you can hide the Ribbon.

T F 2. When you start PowerPoint, the last presentation you worked on automatically
opens.

T F 3. To close a dialog box without accepting any changes you may have made to it,
click the Cancel button.

T F 4. Backstage view gives you access to all of the PowerPoint design tools.

T F 5. In Normal view, PowerPoint displays five different panes for viewing different
aspects of your slides.

Projects

Project 1-1: Adding and Editing Text in a Presentation

As personnel manager for Woodgrove Bank, you have accepted an invitation to give a presentation
at a local job fair. Your goal is to recruit applicants for positions as bank tellers. You have created
the presentation but need to finish it.

GET READY. LAUNCH PowerPoint.

1. Click the File tab and open the presentation named Job Fair from the data files for this
lesson.

2. SAVE the presentation as Job Fair Solution in the lesson folder on your flash drive.

3. Click slide 2. In the slide title, select the words Woodgrove Bank by dragging the mouse
pointer over them and then replace the selected text by typing Us.

4. In the bulleted list, click after the word assets to place the insertion point there.

5. Press Enter to move the insertion point down to a new, blank line.

6. Type Voted “Best Local Bank” by City Magazine. The new text will wrap to fit in the
box.

7. Click slide 3 and switch to Outline view.

8. In the Outline pane, select the words Help Wanted (do not select the colon) and then
press Delete to delete the text.

9. Type Now Hiring.

PowerPoint Essentials 17

10. Click at the end of the first item in the bulleted list and then press Enter to create a new
line in the list.

11. Type Responsible for cash drawer and station bookkeeping.

12. Switch to Normal view and then press Page Down to display slide 4.

13. Select the last item in the bulleted list by dragging the mouse pointer across it.

14. On the Ribbon, click the Home tab and then click the Cut button. In the Slides pane,
click slide 5.

15. Click at the end of the last item in the bulleted list to place the insertion point there and
then press Enter.

16. On the Ribbon, click the Paste button. The item you cut from slide 4 is pasted into slide
5.

17. SAVE the Job Fair Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Project 1-2: Editing and Printing a Presentation

Consolidated Messenger is a new company offering in-town courier service to corporate and pri-
vate customers. As the company’s owner, you want to tell as many people as possible about your
new service, and a presentation can help you do it. You need to review your presentation, make
some minor changes, and print it.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Messenger Pitch presentation from the data files for this lesson.

2. SAVE the presentation as Messenger Pitch Solution in the lesson folder on your flash
drive.

3. Read slide 1. In the Slides pane, click slide 2 and read it.

4. Click the scroll down button to display slide 3 and then read it.

5. Click the Next Slide button below the vertical scroll bar to display slide 4 and then read
it.

6. Press Page Down on your keyboard to display slide 5 and then read it.

7. Press Home to return to the beginning of the presentation.

8. On slide 1, select the words and Delivery by dragging the mouse pointer over them.

9. Press Delete to delete the selected text from the subtitle.

10. Click slide 2, select the word delayed, and then type scheduled in its place.

11. Select the third item in the bulleted list (24-hour emergency service) by dragging the
mouse pointer over it.

12. On the Home tab of the Ribbon, click the Copy button.

13. Click slide 4, and then click at the end of the last item in the bulleted list to place the
insertion point there.

14. Press Enter to move the insertion point down to a new, blank line. On the Ribbon, click
the Paste button.

15. Click at the end of the newly pasted line to move the insertion point there. Type a colon,
press the spacebar, and then type $250.

16. Click slide 5, click at the end of the last line of text in the left column, and then press
Enter.

17. Type 555-0187 (daytime) and then press Enter.

18. Type 555-0188 (emergency) and then press Enter.

19. Type 555-0189 (fax).

Lesson 118

20. Click slide 1. Click the File tab. (Before printing the presentation in the next step, check
with your instructor.)

21. In Backstage view, click Print. Then click the Print button to print the presentation using
the default settings.

22. SAVE the Messenger Pitch Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Presentation Basics2

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Creating a New Blank Presentation Create a new presentation
Apply a different slide layout

1.1.1
1.2.5

Saving a Presentation Preserve presentation content 5.2.4

Creating a Presentation from a Template Create a presentation based on a template 1.1.2

Adding, Deleting, and Organizing Slides Insert specific slide layouts
Duplicate existing slides
Modify slide order
Delete slides

1.2.1
1.2.2
1.4.2
1.2.4

Creating a Presentation from Existing
Content

Import Word document outlines
Insert slides from another presentation

1.1.3
5.1.1

Printing a Presentation Print notes pages
Print all or part of a presentation
Print in color, grayscale, or black and white

1.6.2
1.6.1
1.6.4

SOFTWARE ORIENTATION

Selecting a Template

PowerPoint’s New tab in Backstage view enables you to create a new presentation from a template.
You can choose templates from Office.com or browse templates stored on your own hard drive
(Figure 2-1).

Lesson 220

Click here for local templates Search for a template by keyword Templates from Office.com

Figure 2-1
The New tab in Backstage view

Troubleshooting In Figure 2-1, there are two headings below the Suggested Searches line: FEATURED and
PERSONAL. If these headings are not shown on the New page, you need to specify a default
personal template location. In Backstage view, click Options in the left pane and then click
the Save tab in the PowerPoint Options dialog box. In the Default personal templates location
box, enter a path to the location where you want to store your templates and then click OK.

CREATING A NEW BLANK PRESENTATION
When you start PowerPoint, its opening screen appears. If you click Blank Presentation or press
the Esc key, a new blank presentation appears, containing a single slide. The fastest and simplest
way to create a new presentation is to start with a blank presentation. You can add text to the pre-
sentation and then format the slides later.

Creating a Blank Presentation
You can use the single slide that opens with a blank presentation to begin creating your new pre-
sentation. In this exercise, you will learn how to open a blank presentation.

STEP BY STEP Create a Blank Presentation at Startup

GET READY. Before you begin these steps, make sure that your computer is on. Sign in to
Windows, if necessary.

1. LAUNCH PowerPoint 2016. PowerPoint’s opening screen appears, as shown in Figure
2-2.

Presentation Basics 21

2. Click Blank Presentation or press Esc. A blank presentation appears in Normal view.

PAUSE. CLOSE the blank presentation without saving. LEAVE PowerPoint open for the next
exercise.

STEP BY STEP Create a Blank Presentation (PowerPoint Already Open)

GET READY. LAUNCH PowerPoint if it is not already open and OPEN a new blank
presentation.

1. Click the File tab to display Backstage view.

2. Click New in the left pane. The New page displays in Backstage view (refer to Figure
2-1).

3. Click Blank Presentation. A new blank presentation appears in Normal view.

PAUSE. LEAVE the blank presentation open to use in the next exercise.

There are two advantages to using a blank presentation to start a slide show. First, PowerPoint
creates a blank presentation every time the program starts, so you always have immediate access
to the first slide of a new presentation by just pressing Esc at startup. Second, because the presen-
tation is not formatted (meaning there are no backgrounds, colors, or pictures), you can focus on
writing your text. Many experienced PowerPoint users prefer to start with a blank presentation
because they know they can format their slides after they finish entering the text.

Adding Text to a Blank Slide
If a blank slide has one or more text placeholders, you can easily add text to the slide. To enter
text, just click the sample text in the placeholder and then type your text. In this exercise, you will
enter text into a blank slide’s placeholders to create a set of discussion points for a meeting of store
managers. The slide you work with in this exercise has a title placeholder and a content placeholder
that can hold text and other types of content.

Figure 2-2

The opening screen in
PowerPoint 2016

Lesson 222

STEP BY STEP Add Text to a Blank Slide

GET READY. USE the blank presentation that is open from the previous exercise.

1. Click the title placeholder at the top of the slide. The text Click to add title disappears
and a blinking insertion point appears in the placeholder.

2. Type Discussion Points.

3. Click the subtitle placeholder in the lower placeholder. The text Click to add subtitle
disappears and the insertion point appears.

4. Type Customer surveys and then press Enter to move the insertion point down to a
new line.

5. Type Inventory tracking and press Enter.

6. Type Absenteeism policy and press Enter.

7. Type Break and press Enter.

8. Type Store security and press Enter.

9. Type Store closing procedures and press Enter.

10. Type Cash drawer management and then click anywhere in the blank area outside the
placeholder to clear its border from the screen.

Take Note Notice that the text you entered is centered and becomes smaller as you type. That’s because by
default the first slide of a blank presentation is a title slide with centered text. After you fill the
subtitle placeholder with text, additional text is automatically sized to fit the placeholder.

11. Click the Home tab and then click the Layout button. A drop-down menu appears,
displaying PowerPoint’s default layouts in a gallery.

12. Click the Title and Content thumbnail in the gallery. The gallery closes and PowerPoint
applies the Title and Content layout to the current slide (Figure 2-3) so the subtitle
format is replaced with bullets.

PAUSE. LEAVE the presentation open to use in the next exercise.

SAVING A PRESENTATION
When you create a new presentation, it exists only in your computer’s memory. If you want to keep
the presentation, you must save it on your computer, a network drive, CD, flash drive, or other
storage location. After you save a file, you can close it and then open it later to resume working on
it. The following exercise shows you how to save a new presentation to a location you choose, how
to save the presentation in a different file format, and how to work with PowerPoint’s Save options.

Figure 2-3

The completed slide

Presentation Basics 23

Saving a New Presentation for the First Time
When you save a presentation for the first time, PowerPoint displays the Save As dialog box so
you can give the presentation a name before saving it. In this exercise, you will name and save
the presentation you created earlier.

STEP BY STEP Save a New Presentation

GET READY. USE the presentation that is open from the previous exercise.

1. On the Quick Access Toolbar, click Save. The Save As page displays in Backstage view.

2. Navigate to the folder where you want to save your file. For example, you can double-
click This PC (or click Browse) to open the Save As dialog box. Then use the Save As
dialog box to find the location, such as the lesson folder on your flash drive.

3. Select the text in the File name box by dragging the mouse pointer over it and then
press Delete to delete it.

4. Type Managers Meeting Solution.

5. Click the Save button. PowerPoint saves the presentation in the folder you chose with
the name you typed in the previous step.

PAUSE. LEAVE the presentation open to use in the next exercise.

When you save a presentation (or any type of document), be sure to give it a name that describes
its contents. Giving the presentation a name that describes its contents will help you identify
your presentations more easily when you are trying to find the correct file.

Embedding Fonts
When you create a presentation, you can choose any of the fonts installed on that computer.
When you present the presentation on another computer that does not have the same font
installed that you used in the presentation, PowerPoint substitutes a different font, which may
or may not be acceptable to you and may or may not display correctly onscreen. To ensure that
the correct font is always available no matter which computer you use to view the presentation,
you can embed the fonts in the presentation file. The disadvantage of embedding fonts is that it
makes the presentation file size larger.

Take Note Some fonts cannot be embedded in a presentation because of their licensing restrictions.

STEP BY STEP Embed Fonts When Saving

GET READY. USE the Managers Meeting Solution presentation that is open from the
previous exercise.

1. Click the File tab and then click Save As.

2. Click Browse and navigate to the location where you want to save, such as the lesson
folder on your flash drive.

3. In the Save As dialog box, click Tools. A menu opens.

4. Click Save Options. The PowerPoint Options dialog box opens.

5. Select the Embed fonts in the file check box. This check box is located under the
Preserve fidelity when sharing this presentation heading (Figure 2-4).

Lesson 224

Select this check box to embed fonts

6. Click OK.

7. SAVE the Managers Meeting Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

When you select the Embed fonts in the file check box in step 5, two option buttons become
available. Click the one that best fits your needs:

• Embed only the characters used in the presentation (best for reducing file size): Choose this
option if the presentation text is final, if you do not anticipate making any changes to it, and if
small file size is important.

• Embed all characters (best for editing by other people): Choose this option if the presentation
text is not final, or if file size is not important (for example, if there is plenty of space on the
drive where it is being stored).

CREATING A PRESENTATION FROM A TEMPLATE
PowerPoint’s templates give you a jump start in creating complete presentations. A template is
a reusable sample file that includes a background, layouts, coordinating fonts, and other design
elements that work together to create an attractive, finished slide show. Some templates also
contain sample content.

Figure 2-4

Choose to embed fonts in a
presentation

Presentation Basics 25

Using a Template as the Basis for a Presentation
Each template employs one or more themes. A theme is a collection of settings including colors,
fonts, background graphics, bullet graphics, and margin and placement settings. You can cre-
ate your own templates or download templates from Office.com. In this exercise, you will use a
downloaded template to start a presentation that, when finished, will help you show pictures and
descriptions of new products to a group of store managers.

STEP BY STEP Create a Presentation from a Template

GET READY. LAUNCH PowerPoint if it is not already open.

1. Click the File tab.

2. Click New to display the New page.

3. In the Search box, type photo albums and then press Enter or click the Start searching
button (the magnifying glass). Thumbnail images of the photo album templates appear.

4. Locate and click the Classic photo album thumbnail (Figure 2-5) and then click Create in
the preview window that appears in the middle of the screen. PowerPoint opens a new
presentation based on the selected template. It contains several sample slides with text
and graphics.

5. On slide 1, drag over to select the Classic Photo Album text and then type Northwind
Traders to replace it.

6. Click the text in the Click to add date and other details placeholder to place the
insertion point there. Type New Product Preview, press Enter, and then type January
2018 (Figure 2-6).

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Figure 2-5

Selecting a sample template

Lesson 226

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Type a subtitle and date

7. On the Quick Access Toolbar, click Save. The Save As page displays in Backstage view.

8. SAVE the presentation as New Product Preview Solution in the lesson folder on your
flash drive.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note You can change a presentation’s theme from the Design tab; you do not have to create a new
presentation based on a template just to use a different theme. Simply click the Design tab and
point to the various themes in the Themes group. Your presentation will show you a preview of the
theme. Click one you like to apply it.

It is important to choose a template that is appropriate for your audience and your message. If
you need to deliver business information to a group of managers, for example, choose a template
that appears professional and does not have elements that will distract the audience from getting
your message. Conversely, a whimsical template might work better for a group of young people.

Besides the Microsoft-supplied templates, you can also store and use your own templates. Click
the PERSONAL heading beneath the Sugg ested searches line on the New page in Backstage view
and then browse to locate the template you want to use from your own template collection.

ADDING, DELETING, AND ORGANIZING SLIDES
A template’s sample slides can provide a basic structure as a starting point, but you will probably
want to make some changes. In PowerPoint it is easy to add, delete, and reorder the slides in a
presentation to suit your unique needs.

Adding a New Slide to a Presentation
You can add as many new slides as you want to a presentation. The following exercise shows
you how to insert a new slide into the current presentation in two different ways: using the New
Slide button on the Ribbon, and using the Slides pane.

Figure 2-6

Customizing the text on the
first slide

Presentation Basics 27

STEP BY STEP Add a New Slide

GET READY. USE the New Product Preview Solution presentation that is open from the
previous exercise.

1. Click slide 1. On the Home tab, in the Slides group, click the New Slide drop-down
arrow. A gallery opens, showing thumbnail images of the slide layouts that are
available for this template.

2. Scroll down to the bottom of the gallery and then click Title and Content.

Take Note To view the New Slide gallery, you must click the New Slide button’s drop-down arrow. If you
click the face (top) of the New Slide button, PowerPoint will insert the default new slide for the
current template.

3. On the new slide 2, click the title placeholder and type This Year’s New Products.

4. Click the sample text at the top of the second placeholder and then type the following
items, placing each item on its own line:

Women’s jackets
Men’s jackets
Boots
Backpacks
Flannel shirts
Fleece
Turtlenecks
Underwear
Socks

5. Click in the area surrounding the slide to clear the placeholder’s border. When you are
done, your slide should resemble the one shown in Figure 2-7.

6. Click the View tab, and then in the Presentation Views group, click the Outline View
button to switch to Outline view.

Take Note Some of the slides in the Outline pane show no text in their Title placeholder; that is because this
presentation is based on a photo album template.

Figure 2-7

The inserted slide

Lesson 228

7. In the Outline pane, click to place the text insertion point after the word Socks in slide
2 and then press Enter, creating a new paragraph. At this point the new paragraph is a
bullet on slide 2.

8. Press Shift+Tab. The new paragraph is promoted into a new slide title.

9. Type Clearance Items and then press Enter. A new slide appears. Because the previous
paragraph was a slide title, the new one is too.

10. Press Tab. The new paragraph is indented so that it is a bullet on the Clearance Items
slide.

11. Type the following items, pressing Enter after each one except the last item to place it
in its own paragraph:

Biking accessories
Camping supplies
Spelunking gear

12. As the text is typed for the new slide, it appears in both the Outline pane and the Slide
pane. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Duplicating Selected Slides
If you want several similar slides in a presentation, you may be able to save some time by dupli-
cating some of the slides and then modifying the copies. The following exercise shows how to
select the slides you want to duplicate, even when they are non-contiguous (not adjacent), and
make copies of them. You will also learn how to use the Duplicate Selected Slides command to
make duplicates of slides.

STEP BY STEP Duplicate Non-Contiguous Slides

GET READY. USE the New Product Preview Solution presentation that is open from the
previous exercise.

1. On the View tab, click the Slide Sorter button to change to Slide Sorter view. The
presentation’s slides appear together in a single pane.

Take Note If you are working on a small screen, you may have to adjust the size of the slides so they all fit
on the screen. To change the zoom, click the minus sign button at the left end of the Zoom slider
located on the far right side of the status bar in the bottom-right corner of the window.

2. Click slide 4. An orange outline appears around the slide, indicating that it is selected.

3. Hold down Ctrl and click slide 7. An orange outline appears around this slide too
(Figure 2-8).

4. Click the Home tab and then click Copy. The two slides are copied to the Clipboard.

5. Click to the right of slide 9. A vertical line appears there.

6. On the Home tab, click Paste. The copied slides are pasted after slide 9.

7. Click slide 2 (This Year’s New Products) to select it.

8. On the Home tab, click the New Slide drop-down arrow.

9. Click Duplicate Selected Slides. A copy of slide 2 is pasted just after the original slide 2.

10. SAVE the New Product Preview Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Presentation Basics 29

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Rearranging the Slides in a Presentation
It is important to organize your slides so that they support your message. In PowerPoint, reorga-
nizing slides is a simple drag-and-drop procedure. In Slide Sorter view (or in the Outline pane
in Normal view), you can click a slide and drag it to a new location in the presentation. A line
shows you where the slide will be placed when you drop it. Moving a slide is a simple procedure,
as you will learn in the following exercise.

STEP BY STEP Rearrange the Slides in a Presentation

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Management Values presentation from the data files for this lesson.

2. SAVE the presentation as Management Values Solution in the lesson folder on your
flash drive.

3. Click the View tab and then click the Slide Sorter button to change to Slide Sorter view.
The presentation’s slides appear together in a single window.

4. Adjust the Zoom control in the status bar as necessary, so that all the slides fit on one
screen.

5. Click slide 5 (Our extended family) and drag it to the left of slide 4 (Our customers). The
moved slide is now slide 4 (Figure 2-9).

Figure 2-8

Two slides selected in Slide
Sorter view

Lesson 230

Drag the slide to a new position

6. Switch to Outline view, and in the Outline pane, click the slide icon to the left of slide
7’s title (We commit ourselves). All the text from slide 7 is selected.

7. Drag slide 7’s icon downward. When a horizontal line appears between slides 8 and 9,
release the mouse button. The moved slide is now slide 8.

8. Switch to Normal view and select slide 8 (We commit ourselves).

9. In the Slides pane, drag slide 8 downward, drop it between slides 9 and 10 (Figure 2-10),
and then release the mouse button. The moved slide is now slide 9.

Drag a thumbnail up or down to move the slide

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 2-9

Moving a slide in Slide Sorter
view

Figure 2-10

Moving a slide in the Slides
pane in Normal view

Presentation Basics 31

Deleting a Slide
When you do not want to keep a slide in a presentation, you can delete it. The following exercise
shows you how.

STEP BY STEP Delete a Slide

GET READY. USE the Management Values Solution presentation that is open from the
previous exercise.

1. Switch to Slide Sorter view and click slide 10 (the blank slide).

2. Press the Delete key. The slide is removed from the presentation.

3. SAVE the Management Values Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

To select more than one slide at a time for deletion, hold down the Ctrl key and click each slide
you want to delete. (If you change your mind, you can deselect the selected slides by clicking in
a blank area of the PowerPoint window.) You can then delete all the selected slides at the same
time.

PowerPoint does not ask whether you are sure if you want to delete a slide, so it is important to
be careful before deleting. If you accidentally delete a slide, click the Undo button on the Quick
Access Toolbar right away to bring the slide back (Figure 2-11).

Undo button

CREATING A PRESENTATION FROM EXISTING CONTENT
If the content you want to present already exists in another form, it makes sense to reuse it rather
than starting from scratch. PowerPoint imports content easily from a variety of formats, includ-
ing Word outlines, other PowerPoint presentations, and slide libraries.

Using Content from Word
Microsoft Word’s Outline view enables you to create a well-structured hierarchical outline that
consists of multiple heading levels. You can then open such outlines in PowerPoint, where each of
the major headings becomes a slide title and each of the minor headings becomes a bullet of body
text.

STEP BY STEP Start a Presentation from a Word Outline

GET READY. LAUNCH PowerPoint if it is not already open and OPEN a new blank
presentation.

1. In PowerPoint, click the File tab.

2. Click Open to display the Open page in Backstage view.

3. Click Browse and navigate to the folder that contains the data files for this lesson.

4. Click the All PowerPoint Presentations button to open the File type drop-down list.

Figure 2-11

Undo an accidental deletion

Lesson 232

5. In the File type list, click All Outlines. The file listing in the dialog box changes to show
outlines (including Word documents). The file location is the same; the only thing that
has changed is the filter that determines which file types are displayed (Figure 2-12).

Change the file type to All Outlines

6. Click Computer Use Policy x.

7. Click the Open button. The outline opens as a new presentation. Click each of the slides
in the presentation to review the content.

8. SAVE the presentation as Computer Use Policy Solution.pptx in the lesson folder on
your flash drive and then CLOSE the file.

Take Note Even though you used the Open command and not the New command, PowerPoint still started
a new presentation. Prior to step 8, the file name in the title bar of the application was a generic
name such as Presentation1, not the name of the original Word document. That’s why you have to
save the file as a presentation in step 8.

PAUSE. LEAVE PowerPoint open for the next exercise.

If you create an outline in Microsoft Word, you can import it into PowerPoint and generate slides
from it. Before you can create slides from a Word outline, the outline must be formatted correctly.
Paragraphs formatted with Word’s Heading 1 style become slide titles. Paragraphs formatted with
subheading styles (such as Heading 2 or Heading 3) are converted into bulleted lists in the slides’
subtitle placeholders. Any Word document may be opened in PowerPoint and converted to a pre-
sentation, but documents that are not structured as outlines may require quite a bit of cleanup in
PowerPoint after importing.

Reusing Slides from Presentations and Libraries
It is easy to reuse a slide from one presentation in another. This technique frees you from creat-
ing the same slide from scratch more than once. In addition, some companies store frequently
used slides in slide libraries on their file servers, so multiple users can draw from a common pool
of existing slides. The following exercise shows you how to locate a slide from a different presen-
tation or from a slide library and insert it into the current presentation.

Figure 2-12

Open a Word outline file

Presentation Basics 33

STEP BY STEP Reuse a Slide from Another Presentation

GET READY. RE-OPEN the New Product Preview Solution presentation that you saved
previously in this lesson. Switch to Normal view, if necessary.

1. In the New Product Preview Solution presentation, click slide 2.

2. On the Home tab, click the New Slide drop-down arrow. At the bottom of the
gallery, click Reuse Slides. The Reuse Slides task pane opens on the right side of the
PowerPoint window (Figure 2-13).

Reuse Slides task pane

3. In the task pane, click the Browse button. A menu displays. Click Browse File. The
Browse dialog box opens.

4. Locate and open New Jackets in the folder containing the data files for this lesson. The
presentation’s slides appear in the task pane.

5. In the Reuse Slides task pane, click slide 2 (This Year’s New Jackets) in the New Jackets
presentation. The slide is inserted into the New Product Preview Solution presentation
as the new slide 3.

6. Click the Close button in the upper-right corner of the task pane.

7. SAVE the New Product Preview Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Over time, you will probably create man y presentations, and some of them may share common
information. The Reuse Slides command lets you copy slides from one presentation to another. By
copying finished slides in this manner, you can avoid recreating similar slides over and over again.

You can import slides from other presentations, as you just practiced, or you can import them
from slide libraries. A slide library is a feature on a SharePoint server that enables people to
publish presentations with each slide saved as an individual file, so that others can reuse slides
on an individual basis without having to think about which presentation they originally came
from. Because using a slide library requires access to a SharePoint server that has special software
installed on it for slide libraries, this book does not practice using one. However, the steps for
selecting a slide from a slide library are very similar to those for selecting a slide from a presenta-
tion. Follow the preceding steps, but in step 3, instead of choosing Browse File, choose Browse
Slide Library.

Figure 2-13

The Reuse Slides task pane
provides access to existing
content

Lesson 234

Importing Text from Other Sources
PowerPoint readily accepts text from almost any Windows application. One way to import text is
to use the Clipboard, because nearly all Windows applications support Clipboard use. You can use
the Paste Options icon after pasting text to choose how it will be pasted, or use Paste Special to
select special pasting methods. In this exercise, you will learn how to paste text from a plain text
file and from a Word document into PowerPoint, and you practice using the Paste Special com-
mand to maintain the content’s original text formatting from the Word document. These same
techniques also work on graphics.

STEP BY STEP Import Text into PowerPoint

GET READY. LAUNCH PowerPoint if it is not already open.

1. LAUNCH Microsoft Word. OPEN the Other Resources x document from the data
files for this lesson.

2. Switch to PowerPoint, and then OPEN the Cashier Training presentation from the data
files for this lesson. SAVE the presentation as Cashier Training Solution in the lesson
folder on your flash drive.

3. Switch to Outline view and scroll down to the bottom of the presentation in the Outline
pane. Click after the last bullet point on the last slide and press Enter, creating a new
bulleted paragraph.

4. Press Shift+Tab to promote the new paragraph to a new slide (Figure 2-14).

New paragraph has been promoted to slide level

5. Go to the open Other Resources document in Word. Select the heading (Other
Resources) and press Ctrl+C to copy it to the Clipboard.

6. In PowerPoint, if the insertion point is not already on the Outline pane next to the slide
9 icon, click to place it there.

7. Press Ctrl+V to paste the text. The text appears as the slide’s title, and a Paste Options
icon appears beside the text. If the icon is not displayed, move the mouse pointer over
slide 9’s icon to the left of the pasted text.

8. Click the Paste Options icon to open its menu. Its menu contains the Paste Options
icons (Figure 2-15).

Figure 2-14

Create a new slide at the end
of the presentation to hold the
imported content

Presentation Basics 35

9. Click Keep Source Formatting (the second icon from the left). The pasted text’s font
changes to the font shown in the Word document.

10. In the Other Resources document in Word, select the bulleted list. Press Ctrl+C to copy
it to the Clipboard.

11. In PowerPoint, click the Click to add text placeholder in the Slide pane to move the
insertion point into that text box.

12. Click the Home tab and then click the Paste drop-down arrow. A menu opens,
containing the same types of icons as displayed in step 8, and also containing a Paste
Special command.

13. Click Paste Special. The Paste Special dialog box opens.

14. Verify that the Paste option button is selected.

15. In the As list, click Formatted Text (RTF).

16. Click OK. The text is pasted into the slide, keeping the text’s original formatting. Click
outside the text placeholder and compare your results with Figure 2-16.

17. Switch to Normal view. In the Slides pane, click between slides 8 and 9. A horizontal
line appears between them.

18. On the Home tab, click the New Slide drop-down arrow and then click Slides from
Outline.

19. In the Insert Outline dialog box, navigate to the data files for this lesson. Select
Contacts.txt and then click Insert. A new slide appears containing the content from
Contacts.txt. Click slide 9 to view the imported text.

20. SAVE the Cashier Training Solution presentation.

21. CLOSE the Other Resources x Word document without saving.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 2-15

Use the icons on the Paste
Options menu to specify how
pasted content should be
displayed

Figure 2-16

The completed imported
content

Lesson 236

Take Note The text from Contacts.txt imported smoothly because each paragraph after the first one was pre-
ceded by a tab stop. PowerPoint understands this to mean that each of those paragraphs should be
subordinate to the first paragraph, which forms the slide title. To check this out for yourself, open
Contacts.txt in Notepad or another text editor.

PRINTING A PRESENTATION
PowerPoint gives you many options for printing your slides. In the following exercises, you learn
how to preview a presentation before printing it, how to choose a printer, how to set print options,
and how to print a presentation in both color, grayscale, and black and white mode.

Using Print Preview and Changing the Print Layout
PowerPoint’s Print Preview feature shows you how your slides will appear on paper before you
print them. When you change to a different print layout, Print Preview reflects the change, so you
can try different potential layouts for your presentation printouts before committing one to paper.
This exercise shows you how to use Print Preview, and how to print different layouts, including
speaker notes.

STEP BY STEP Use Print Preview and Change the Print Layout

GET READY. USE the Cashier Training Solution presentation that is open from the previous
exercise.

1. Switch to Normal view, if necessary. Click slide 1 (Cashier Training).

2. Click the File tab and then click Print. A preview of the print job appears in the right
pane. The default print layout is Full Page Slides (Figure 2-17).

Print preview

Take Note If the printer selected under the Printer heading prints only in black and white, Print Preview will
display your slides in grayscale. The default printer is set within Windows, not within PowerPoint.

Figure 2-17

Print Preview appears to the
right of the print options in
Backstage view

Presentation Basics 37

3. Click the Next Page arrow at the bottom of the window. A preview of slide 2 appears.

4. In the left pane, under the Settings heading, click Full Page Slides to open a menu of
layouts.

5. Click 6 Slides Vertical under the Handouts section on the menu. Print Preview changes
to show a page containing six small slides.

6. Click the 6 Slides Vertical button and then click Outline. Print Preview shows the
presentation as a text-only outline.

7. Click the Outline button and then click Notes Pages. Print Preview shows slide 2 with
the existing notes in the notes area below the slide (Figure 2-18).

Notes

8. Click the Return to Document icon (the arrow icon in the upper-left corner of the
window) or press Esc to leave Backstage view without printing anything.

9. SAVE the presentation.

Take Note To print the Notes pages or any of the other views, you select the printer you want to print to and
click Print.

PAUSE. LEAVE the presentation open to use in the next exercise.

Setting Print Options
In addition to choosing a layout, PowerPoint lets you set a number of other attributes before
printing a presentation. The following exercise shows you how to set some of these printing op-
tions. One of these options is grayscale mode, in which there are no colors; each color appears
as a shade of gray. Grayscale mode is often used for draft copies because it minimizes the use of
expensive colored ink or toner. Another option is to print in black and white. (Some fax machines
only transmit in black and white.) You can also choose to print only certain slides, and to print
multiple copies.

Figure 2-18

Notes Pages printouts contain
the slide images and any
speaker notes you have added

Lesson 238

STEP BY STEP Set Print Options

GET READY. USE the Cashier Training Solution presentation that is open from the previous
exercise.

1. Click the File tab and then click Print. The printing options and Print Preview appear in
Backstage view. The Notes Pages layout is still selected from the previous exercise.

2. In the Copies box at the top of the window, type 2 to print two copies.

3. Under the Printer heading, click the first button. A menu appears of other available
printers (if any), as shown in Figure 2-19.

4. Click away from the open menu to close it without making a change.

5. In the Slides: text box (under Print All Slides), type 1-3. Specifying 1-3 sets only the first
three slides to be printed, and Print All Slides changes to Custom Range.

6. Click the Custom Range button and note the command at the bottom of its menu: Print
Hidden Slides. That option is not currently available because there are no hidden slides
in this presentation.

7. Click away from the menu to close it without making a change.

8. Click the Collated button to open a menu of collation options. When you are printing
multiple copies, you can choose to have the copies collated or not.

9. Click away from the Collated button’s menu to close it without making a change.

10. Click the Color button to open a menu of color options.

Take Note If a black and white printer is selected, the Color button will appear as a Grayscale button instead.

11. Click Pure Black and White from the Color button’s menu. Print Preview changes to
show how the setting will affect the printouts.

12. If you want to print now, click the Print button. Be sure to follow your instructor’s
guidelines before printing. Otherwise, click the Return to Document icon or press Esc
to leave Backstage view without printing.

13. SAVE the Cashier Training Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Figure 2-19

Other available printers appear
on the Printer list

Presentation Basics 39

Knowledge Assessment

Matching
Match the term in Column 1 to its description in Column 2.

Column 1 Column 2

1. Template a. A black-and-white printing mode that saves colored ink or toner

2. Handout b. A predefined arrangement of placeholders

3. Layout c. A small picture of a slide

4. Thumbnail d. A predesigned presentation

5. Grayscale e. A printed copy of a presentation for audience use

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. A new blank presentation appears on your screen when you launch PowerPoint.

T F 2. When you save a presentation for the first time, the Save As dialog box appears.

T F 3. You can copy and paste content from most Windows applications into
PowerPoint.

T F 4. PowerPoint can print just the text of your slide without printing any graphics by
using the Outline print layout.

T F 5. If you use a printer that does not print in color, your slides will appear in
grayscale when viewed in Print Preview.

Projects

Project 2-1: Creating a New Presentation from a Template

As director of a citywide business alliance, one of your jobs is to introduce the guest speaker at
the organization’s monthly meeting. To do this, you will create a new presentation from a theme
template and then reuse a slide with information about the speaker from a different presentation.

GET READY. LAUNCH PowerPoint and OPEN a new blank presentation.

1. Click the File tab and then click New to display the New page in Backstage view.

2. Scroll if necessary and click the Ion template. In the preview window, click the purple
sample and then click Create.

3. In the Click to add title placeholder, type Citywide Business Alliance.

4. In the Click to add subtitle placeholder, type Guest Speaker: Kelly Rollin.

5. On the Home tab, click the New Slide drop-down arrow and then click Reuse Slides.

6. In the Reuse Slides task pane, click the Browse button and then click Browse File.

7. Navigate to the location of the data files for this lesson and OPEN the Rollin.pptx
presentation.

8. In the Reuse Slides task pane, click slide 1. The slide is added to your new presentation.
CLOSE the Reuse Slides task pane.

9. Click the File tab and then click Print. The Print controls appear in Backstage view.

10. Click the Color button, and on the menu that appears, click Grayscale.

Lesson 240

11. Click the Full Page Slides button, and on the menu that appears, click 2 Slides in the
Handouts section.

12. Click Print to print the handout in grayscale mode. Only print if instructed by your
instructor. Otherwise, click the Return to Document icon or press Esc to leave
Backstage view without printing.

13. Click the File tab and click Save As. Click Browse and navigate to the lesson folder on
your flash drive.

14. In the Save as type box, click the drop-down arrow and choose PowerPoint 97-2003
Presentation.

15. Select the text in the File name box, press Delete, and then type Speaker Solution.
Click the Save button. The file is saved as Speaker Solution.ppt.

16. CLOSE the presentation.

PAUSE. LEAVE PowerPoint open for the next project.

Project 2-2: Creating a Presentation from an Outline

You are the editorial director for Lucerne Publishing, a small publishing house that provides edi-
torial services to other businesses. Your sales manager has asked you to prepare a simple presenta-
tion that lists the services offered by your editorial staff. You can create this presentation from an
outline that was created earlier.

GET READY. LAUNCH PowerPoint if it is not already open and OPEN a new blank
presentation.

1. In the title placeholder, type Lucerne Publishing.

2. In the subtitle placeholder, type Editorial Services and then click outside the
placeholder.

3. On the Home tab, click the New Slide drop-down arrow and then click Slides from
Outline. Locate and select the Microsoft Word document named Editorial Services in
the data files for this lesson and then click Insert.

4. Read each of the imported slides. In the Outline pane, click slide 6.

5. On the Home tab, click the New Slide drop-down arrow and then click Reuse Slides. In
the Reuse Slides task pane, locate and open the About Lucerne presentation from the
data files for this lesson. Insert slide 3 from that presentation to the end of your new
presentation.

6. Print one copy of the presentation in a layout that shows nine slides vertically per page
(check with your instructor before printing).

7. SAVE the presentation as Editorial Services Solution in the lesson folder on your flash
drive and then CLOSE the file.

STOP. CLOSE PowerPoint.

Working with Text3

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Formatting Characters Apply formatting and styles to text 2.1.2

Formatting Lists Create bulleted and numbered lists 2.1.5

Inserting WordArt Apply WordArt styles to text 2.1.3

Creating and Formatting Text Boxes Insert text boxes
Resize shapes and text boxes
Format shapes and text boxes
Apply styles to shapes and text boxes
Format text in multiple columns

2.2.2
2.2.3
2.2.4
2.2.5
2.1.4

Using Proofing Tools Proof a presentation 5.2.3

SOFTWARE ORIENTATION

Microsoft PowerPoint Basic Text Formatting Tools

Most of the PowerPoint basic text formatting tools are found on the Home tab of the Ribbon
(Figure 3-1). These are the tools you will use most often when working with text. There are two
groups of text formatting tools on the Ribbon: the Font group and the Paragraph group. They
allow you to fine-tune the text on your slides, right down to individual characters. These groups
also provide access to the Font and Paragraph dialog boxes, which give you even more control over
the appearance of your text.

Bullets Numbering
Decrease
List Level

Increase
List Level

Line
Spacing

Text
Direction Align Text

Align Left
Center

Align Right
Justify

Add or Remove Columns

Font Font Size Clear Formatting
Increase
Font Size

Decrease
Font Size

Bold

Italic

Underline

Shadow

Strikethrough

Character Spacing

Change Case Font Color

Figure 3-1
Basic text formatting tools
(Font group and Paragraph
group)

Lesson 342

FORMATTING CHARACTERS
The term formatting refers to the appearance of text or objects on a slide or in a document. Most
of PowerPoint’s tools are devoted to formatting the various parts of your slides. All PowerPoint
presentations are formatted with specific fonts, font sizes, and font attributes such as style and
color. You can change the way characters display on a slide by using commands in the Font group
on the Home tab or the Mini Toolbar. The Format Painter feature can save you time by allowing
you to copy formats from selected text to other text items.

Choosing Fonts and Font Sizes
Fonts (sometimes called typefaces) are sets of characters, numbers, and symbols in a specific style
or design. You can change the font and font size at any time on your slides. The following exercise
shows you how to do this with the Mini Toolbar and with the Ribbon.

STEP BY STEP Choose Fonts and Font Sizes

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Sales Pipeline presentation from the data files for this lesson.

2. SAVE the presentation as Sales Pipeline Solution in the lesson folder on your flash
drive.

3. Click slide 2. In the first row of the table, double-click Timing. The Mini Toolbar appears
above the selected text (Figure 3-2).

Font

4. Click the Font drop-down arrow on the Mini Toolbar. A list of fonts appears.

5. Scroll down and click Berlin Sans FB Demi. PowerPoint applies the chosen font to the
selected text.

6. Click the Font Size drop-down arrow on the Mini Toolbar. A list of font sizes appears.

7. Click 32. PowerPoint applies the chosen font size to the selected text.

8. Double-click Probability in the top-right cell of the table.

9. On the Home tab of the Ribbon, click the Font drop-down arrow. A list of fonts appears.

10. Select the Berlin Sans FB Demi font. It is in the Recently Used Fonts section near the
top of the list.

Figure 3-2

The Mini Toolbar

Working with Text 43

11. On the Home tab of the Ribbon, click the Font Size drop-down arrow. A list of font sizes
appears.

12. Click 32.

13. Click away from the selected text to deselect it. Your slide should resemble the one
shown in Figure 3-3.

14. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note To maintain formatting consistency between slides in a presentation, you might prefer to change
the font and font size on the Slide Master, which distributes the change to all slides automatically.

By default, PowerPoint presentations have two fonts: one font for the headings and one for the
body text. (The same font can be used for both.) These font choices are a result of the applied
theme. A theme is a set of formatting specifications, including the colors, fonts, graphic effects,
and slide layouts available. All presentations have a theme—even blank ones.

To return to the default fonts provided by the theme, select a font from the Theme Fonts section
of the Font drop-down list. If you choose anything other than a theme font, as in the preceding
exercise, applying a different theme will have no effect on that text, because manually applied fonts
take precedence over theme fonts.

Using AutoFit to Change Text Size
By default, text in the placeholder boxes on a slide layout are set to AutoFit, so that if you type
more text into them than will fit, the text automatically gets smaller so it will fit into the place-
holder box. If you then delete some of the text so that there is more room available, the text once
again enlarges to its default size. You can change the AutoFit setting for a text box or placeholder
as needed.

Figure 3-3

The new font and font size
applied to the table headings

Lesson 344

STEP BY STEP Change AutoFit Behavior

GET READY. USE the Sales Pipeline Solution presentation that is open from the previous
exercise.

1. Click slide 3 and then type the following new bullet points at the bottom of the slide:
• Helps Engineering staff do long-range planning for future product enhancements

• Provides Marketing staff with critical data about customer needs and preferences

As you begin to type the second bullet point, AutoFit engages, and makes the text in
the text box smaller so it will all continue to fit within the placeholder.

2. Click the AutoFit Options icon in the lower-left corner of the text box. A menu appears
(Figure 3-4).

3. Click Stop Fitting Text to This Placeholder. The text returns to its default size and
overflows the bottom of the text box.

Take Note Notice the other choices in Figure 3-4. You can choose to split text between two slides, continue
on a new slide, or change to a two-column layout.

4. Click the AutoFit Options icon again and then click AutoFit Text to Placeholder.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

AutoFit is enabled by default because it is a useful feature that users appreciate in most situations.
Rather than finding the maximum font size by trial and error that will allow the text to fit in
the allotted space, you can rely on AutoFit to figure that out for you. There are some situations,
though, where AutoFit may not be appropriate. For example, you might want the slide titles to
always appear in the same size font.

Take Note In manually created text boxes, AutoFit is not enabled by default. Instead, the text box itself resizes
as needed to hold the text.

Applying Font Styles and Effects
You can apply font styles such as bold, italics, and underlining to text on a PowerPoint slide. Text
can also be formatted with attributes such as strikethrough or shadow effects. In the following ex-
ercise, you will apply a font style and an effect to text on a slide, as well as adjust character spacing.

Figure 3-4

Set AutoFit behavior

Working with Text 45

STEP BY STEP Apply Font Styles and Effects

GET READY. USE the Sales Pipeline Solution presentation that is open from the previous
exercise.

1. Click slide 2 and double-click Timing in the top-left cell of the table. The Mini Toolbar
appears above the selected text.

2. Click the Italic button on the Mini Toolbar. PowerPoint formats the selected text in
italic. Notice that boldface is already applied to the text.

3. Double-click Probability in the top-right cell of the table and then italicize it using any
method.

4. Double-click Timing again in the top-left cell of the table and then click the dialog box
launcher in the Font group on the Ribbon (Figure 3-5). The Font dialog box opens.

Dialog box launcher

5. In the Font dialog box, on the Font tab, click to select the Small Caps check box.

6. Click the Character Spacing tab.

7. Click the Spacing drop-down arrow and then click Expanded in the list.

8. Click OK. PowerPoint places 1 point of spacing between the letters and applies the
Small Caps effect.

9. Double-click Probability in the top-right cell of the table.

10. On the Quick Access Toolbar, click the Repeat button. PowerPoint repeats the last
command you issued, applying the new character spacing to the selected text. Click
away from the text to deselect it. Your slide should resemble the one shown in Figure
3-6.

Figure 3-5

Click the dialog box launcher
in the Font group

Lesson 346

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Changing Font Color
An easy way to change text appearance is to modify its color. Use the Font Color button in the
Font group on the Ribbon to access a palette of colors you can apply to selected text.

STEP BY STEP Change Font Color

GET READY. USE the Sales Pipeline Solution presentation that is open from the previous
exercise.

1. On slide 2, double-click Timing in the top-left cell of the table. The Mini Toolbar
appears above the selected text.

2. Click the Font Color drop-down arrow on the Mini Toolbar. A palette of colors appears
(Figure 3-7).

Figure 3-6

Completed text formatting

Figure 3-7

Choosing a different font color
from the Mini Toolbar

Working with Text 47

3. In the first row of theme colors, click Orange, Accent 6. PowerPoint applies the color to
the selected text.

Take Note When you point to a color box, the color’s name appears in a ScreenTip.

4. Double-click Probability in the top-right cell of the table.

5. On the Home tab of the Ribbon, click the Font Color drop-down arrow and apply
the color Orange, Accent 6 to the selected text. Click away from the selected text to
deselect it. Your slide should resemble Figure 3-8 when you are finished.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Copying Character Formats with Format Painter
As you format text in your presentations, you will want to keep similar types of text formatted the
same way. Format Painter is a tool that copies formatting from one block of text to another. In
this exercise, you will use Format Painter to copy some formatting.

STEP BY STEP Copy Character Formats with Format Painter

GET READY. USE the Sales Pipeline Solution presentation that is open from the previous
exercise.

1. On slide 2, select the text in the title placeholder.

2. Change the font color to Blue, Accent 1, Darker 25%.

Take Note To locate the color requested in step 2, point to the Blue Accent 1 color in the palette (fifth from
the left) and then slide the mouse down over the various tints and shades of that color until you
find the one for which the ScreenTip shows Darker 25%.

3. Click the Bold button in the Ribbon’s Font group to apply the bold font style.

4. Click the Text Shadow button in the Font group to apply the shadow font style
(Figure 3-9).

Figure 3-8

Color has been applied to the
table headings

Lesson 348

Format Painter Text ShadowBold

5. With the text still selected, click the Format Painter button in the Clipboard group.

6. Click slide 3 and then click the word Assessment. The formatting is painted onto that
word.

7. Click the Format Painter button again to copy the formatting that is now applied to
Assessment.

8. Drag across the word Critical, releasing the mouse button when the word is selected.
The formatting is painted onto that word.

9. Double-click the Format Painter button. Double-clicking it makes the feature stay on
until you turn it off.

10. Click each of the remaining slides in the presentation, and drag across all the text in the
title of each slide, including the title on the first slide (Sales Pipeline). Format Painter
applies the new formatting to the text.

Take Note If you accidentally click anywhere that does not contain editable text, the Format Painter feature
turns off. If that happens, select some of the already formatted text and then click (or double-click)
the Format Painter button to turn the feature back on.

11. When you are finished painting each slide title, press Esc or click the Format Painter
button again to turn the feature off.

12. SAVE the Sales Pipeline Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Format Painter makes it easy to apply the same formatting to multiple blocks of text no matter
where they are in the presentation. If you want to copy a format only once, simply click the button.
To copy a format multiple times, double-click the button, and the feature will stay on until you
turn it off. Not only does this tool reduce your workload, but it also ensures consistency through-
out a presentation.

The Format Painter feature can copy not only character formats but paragraph formats such as
alignments and line spacing. You will learn about paragraph formats in the next section.

Figure 3-9

Format the title text

Working with Text 49

FORMATTING LISTS
Lists make the information on slides easy to read and remember. PowerPoint provides for several
levels of bulleted lists that you can modify for special effects. You can also create numbered lists
when your slide text implies a specific order.

Creating Numbered Lists
PowerPoint enables you to create numbered lists to place a list of itemized information in
numeric order. Numbered lists are used for procedural steps, action items, and other information
where the order in which the items appear is significant. In the following exercise, you will create
a numbered list from a list of items on a slide.

STEP BY STEP Create Numbered Lists

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Leveraging Corporate Cash presentation from the data files for this lesson.

2. SAVE the presentation as Leveraging Corporate Cash Solution in the lesson folder on
your flash drive.

3. Click slide 2 and then click in the first line of the text in the text placeholder (Determine
inventory turnover).

4. Click the Numbering button in the Paragraph group. PowerPoint formats the line with a
number 1.

5. Select the last three lines in the text placeholder.

6. Click the Numbering button. PowerPoint applies numbers 2 through 4.

7. Click outside the text placeholder to clear any text selection. Your slide should
resemble the one shown in Figure 3-10.

Numbering button

8. Click in the text placeholder containing the numbered list and then press Ctrl+A to
select the entire list.

9. Click the Numbering drop-down arrow (to the right of the Numbering button) to open a
gallery of numbering styles.

10. Click the uppercase Roman numeral style as shown in Figure 3-11.

Figure 3-10

A numbered list

Lesson 350

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

When you finish typing text in a numbered paragraph, you can press Enter to start a new num-
bered paragraph that continues the same numbering sequence. PowerPoint automatically numbers
the new paragraph with the next number in the sequence of numbers so you can continue the list
uninterrupted. To turn off numbering, press Enter twice or click the Numbering button on the
Home tab.

Working with Bulleted Lists
Bullets are small dots, arrows, circles, diamonds, or other graphics that appear before a short
phrase or word. A bulleted list is a set of paragraphs (two or more) that each start with a bullet
symbol. Bulleted lists are the most popular way to present items on PowerPoint slides. In fact,
most of PowerPoint’s text placeholders automatically format text as a bulleted list. In this exercise,
you will change the formatting for a bulleted list.

STEP BY STEP Work with Bulleted Lists

GET READY. USE the Leveraging Corporate Cash Solution presentation that is open from
the previous exercise.

1. Click slide 3 and select all of the bulleted list items in the text box. To do this, you can
either drag across them or click inside the list and press Ctrl+A.

2. Click the Bullets drop-down arrow in the Paragraph group. PowerPoint displays a
gallery of bullet styles.

Take Note If a series of paragraphs does not have bullets, you can add them by selecting the paragraphs and
then clicking the Bullets button in the Paragraph group.

3. Click Checkmark Bullets (Figure 3-12). PowerPoint applies the bullet style to the
selected paragraphs.

Figure 3-11

Changing the numbered list’s
numbering style

Working with Text 51

Bullets button

4. With the text still selected, click the Bullets drop-down arrow again and then click
Bullets and Numbering. The Bullets and Numbering dialog box appears.

5. In the Size box, type 80. This reduces the bullets’ size to 80% of the text’s size.

6. Click the Color button and then click Blue, Accent 1. (It is the fifth color from the left in
the first row.) This changes the color of the bullets.

7. Click OK. PowerPoint applies the changes.

8. SAVE the Leveraging Corporate Cash Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Take Note If you point to a certain bullet style on the list, the selected text on the slide is previewed using
that bullet character. This is an example of the Live Preview feature, which also works with various
other types of formatting too, including borders and fills.

Each PowerPoint theme supplies bullet characters for up to nine levels of bullets, and these char-
acters differ according to theme. When you create a bulleted list on your slide, you can continue
it automatically after the last item by pressing Enter. PowerPoint automatically adds the new
paragraph with a bullet. To turn off the feature, press Enter twice or click the Bullets button on
the Home tab.

INSERTING WORDART
The WordArt feature allows you to use text to create a graphic object. PowerPoint’s WordArt
feature can change standard text into flashy, eye-catching graphics.

Inserting a WordArt Graphic
In this exercise, you will enhance the appearance of slide titles by converting them to WordArt.

Figure 3-12

Select a different bullet
character

Lesson 352

STEP BY STEP Insert a WordArt Graphic

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Full Profit presentation from the data files for this lesson.

2. SAVE the presentation as Full Profit Solution in the lesson folder on your flash drive.
Notice that the first slide has a subtitle but no title placeholder.

3. Click the Insert tab on the Ribbon, and then in the Text group, click the WordArt button
to display a gallery of WordArt styles (Figure 3-13).

4. Click the Pattern Fill: Brown, Dark Upward Diagonal Stripe; Hard Shadow WordArt
style (in the lower-right corner of the gallery). PowerPoint displays the WordArt graphic
with the sample text Your text here.

5. Type Full Profit to replace the sample text. Click outside of the graphic. Your slide
should resemble Figure 3-14.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 3-13

Gallery of WordArt styles

Figure 3-14

A new WordArt graphic on a
slide

Working with Text 53

After you have inserted the WordArt graphic, you can format it in a number of ways. You can
change the style from the WordArt gallery, you can modify the fill or the outline, or you can apply
a number of interesting special effects. You can also modify the text of the graphic at any time.
Click the graphic to open the placeholder, similar to when editing a slide’s title or body text, and
then edit the text as desired.

Formatting Text with WordArt Styles
You do not have to insert a WordArt graphic to use the WordArt styles. You can apply WordArt
styles to any existing text on a slide. Applying WordArt styles to regular text in a presentation is
an additional way to format the text to customize the presentation. You can use the same features
you use to format the WordArt graphic to format a title or bulleted text: Text Fill, Text Outline,
and Text Effects. In this exercise, you will practice applying WordArt styles to text.

STEP BY STEP Format Text with WordArt Styles

GET READY. USE the Full Profit Solution presentation that is open from the previous
exercise.

1. Click slide 2.

2. Select the slide title On-Time Delivery.

3. Click the Drawing Tools Format tab and then click the More button in the WordArt
Styles group (Figure 3-15) to display the WordArt Styles gallery.

More button

Figure 3-15

The More button opens the
WordArt Styles gallery

4. Click the Fill: Black, Text color 1; Outline: White, Background color 1; Hard Shadow:
Red, Accent color 5 WordArt style. The style is applied to the selected text.

5. Click the Home tab, and then in the Font group, click the Font Size drop-down arrow
and select 60.

6. Click outside the text placeholder. The formatted title should resemble the one shown
in Figure 3-16.

Lesson 354

7. SAVE the Full Profit Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

CREATING AND FORMATTING TEXT BOXES
Although PowerPoint layouts are very flexible and provide a number of ways to insert text, you
may occasionally need to insert text in a location for which there is no default placeholder.
Text boxes are the answer in this circumstance. A text box is a free-floating box into which you
can type text. You can use text boxes as containers for extra text that is not part of a placeholder. A
text box can hold a few words, an entire paragraph of text, or even several paragraphs of text. Text
boxes make it easy to position content anywhere on a slide.

Adding a Text Box to a Slide
You can use text boxes to place text on a slide any place you want it. In this exercise, you will add
a text box to a slide and then type text into the text box.

STEP BY STEP Add a Text Box to a Slide

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Profit Analysis presentation from the data files for this lesson.

2. SAVE the presentation as Profit Analysis Solution in the lesson folder on your flash
drive.

3. If the rulers do not appear onscreen, click the View tab and then select the Ruler check
box so that rulers appear above and to the left of the slide.

4. Click slide 1.

5. Click the Insert tab, and then in the Text group, click Text Box. The cursor changes to a
text insertion pointer.

6. Move the pointer to the right side of the slide, below the red dot and at the 3.25” mark
on the horizontal ruler.

7. Click and hold down the mouse button. Drag the mouse down and to the right to create
a rectangle that is about 3” wide. Use the horizontal ruler to gauge the size.

Figure 3-16

The title with WordArt applied

Working with Text 55

Take Note The height you draw the text box does not matter because the height automatically adjusts to fit
the content. When blank, the text box is one-line high. It expands as you type more lines.

8. Release the mouse button. The rectangle changes to a text box.

Take Note When you release the mouse button after creating a text box, the Ribbon automatically displays
the Home tab.

9. Type Fourth Coffee in the text box.

10. Select the text Fourth Coffee and then change the Font Size to 28 using the Mini
Toolbar or the Font Size list on the Home tab.

11. Drag the text box to center the text below the red dot as much as possible.

12. Click outside the text box to clear its border. Your slide should resemble the one shown
in Figure 3-17.

Place text box here

13. Click slide 2, click the Text Box button on the Insert tab, and drag to draw a new text
box under the Divisional Breakdown heading, approximately 6” in width. Use the red
guidelines to align the text box with the left of the heading.

14. Click in the text box and type the following items, placing each item on its own line:
Sales
Marketing
Purchasing
Production
Distribution
Custom Service
Human Resources
Product Development
Information Technology
Administration

15. Position your mouse pointer over the center, right handle on the text box frame. Click
and the pointer becomes a plus sign.

16. Resize the box so the border is closer to the text (Figure 3-18).

Figure 3-17

Inserting a text box

Lesson 356

Right edge of
text box is now
closer to the text

17. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

You have two options when creating a text box. If you simply click the slide with the text box
pointer, you create a text box in which text will not wrap. As you enter text, the text box expands
horizontally to accommodate the text. If you want to create a text box that will contain the text
in a specific area, with text wrapping from line to line, you draw a desired width with the text box
pointer as you did in the preceding exercise. When text reaches that border, it wraps to the next
line.

Take Note You can change a text box’s wrap setting. Right-click its border and then click Format Shape. In
the Format Shape task pane, select Shape Options, click the Size & Properties icon, and under the
Text Box settings, mark or clear the Wrap Text in Shape check box.

Formatting a Text Box
You can apply many different types of formatting to text boxes to make them more eye-catching
and graphical. You can apply a Quick Style, add a border, or apply a solid, gradient, texture, or
pattern fill to its background.

Applying a Quick Style to a Text Box
PowerPoint’s Quick Styles allow you to quickly format any text box or placeholder with a
combination of fill, border, and effect formats to make the object stand out on the slide. In this
exercise, you will apply a Quick Style to a text box. PowerPoint also provides Quick Styles for
other features such as tables, SmartArt graphics, charts, and pictures.

STEP BY STEP Apply a Quick Style to a Text Box

GET READY. USE the Profit Analysis Solution that is open from the previous exercise.

1. Click slide 1.

2. Click the Fourth Coffee text box to select it.

3. On the Home tab, in the Drawing group, click the Quick Styles button to display a
gallery of Quick Styles.

4. Under Theme Styles, select the Intense Effect – Gray, Accent 5 Quick Style, the next-
to-last style in the last row (Figure 3-19). The Quick Style formatting is applied to the
text box.

Figure 3-18

The resized text box

Working with Text 57

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

There are several advantages to using Quick Styles to format an object. Each Quick Style provides
a number of formatting options that would take more time to apply separately. Quick Styles give a
professional appearance to slides. Using Quick Styles can also make it easy to format consistently
throughout a presentation.

Applying Fill and Border Formatting to a Text Box
If you want more control over formatting applied to a text box, you can use the Shape Fill and
Shape Outline tools to set the formatting for a text box on your own. In this exercise, you will
apply fill and border formatting to a text box.

STEP BY STEP Apply Fill and Border Formatting to a Text Box

GET READY. USE the Profit Analysis Solution presentation that is open from the previous
exercise.

1. Click slide 2.

2. Click inside the text box list. PowerPoint displays the text box border and sizing
handles.

3. Click the Drawing Tools Format tab, and then in the Shape Styles group, click the
Shape Fill button. The Theme Colors palette for the text box fill color appears.

4. Click the Tan, Background 2, Darker 25% theme color. PowerPoint formats the text box
fill with this color (Figure 3-20).

Figure 3-19

Apply a Quick Style to a text
box

Lesson 358

5. Click the Shape Outline button. The Theme Colors palette for the text box border color
appears.

6. Click the Orange, Accent 1, Darker 25% theme color. PowerPoint formats the text box
border with this color.

7. Click the Shape Outline button again.

8. Point to Weight. A menu with line weights appears.

9. Click 3 pt (Figure 3-21). PowerPoint resizes the text box border to a 3-point border size.

Take Note You can change the style of a text box’s outline from solid to dashed or dotted by selecting the
Dashes option from the Shape Outline menu.

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 3-20

Select a shape fill

Figure 3-21

Applying a 3-point shape
outline

Working with Text 59

Applying Special Fills to a Text Box
You are not limited to plain, solid colors for text box fills. You can fill using gradients, patterns,
textures, and pictures to create interesting special effects. In this exercise, you will insert a picture
and apply a gradient color to a text box.

STEP BY STEP Apply Picture and Gradient Fills to a Text Box

GET READY. USE the Profit Analysis Solution presentation that is open from the previous
exercise.

1. On slide 2, select the text box containing the list of divisions.

2. Click the Drawing Tools Format tab, click the Shape Fill button, and then click Picture.
The Insert Pictures dialog box opens.

3. Click the From a File button. Then navigate to the location of the data files for this
lesson and click Golden .

4. Click Insert. The dialog box closes and the picture is inserted as a background in the
text box (Figure 3-22).

5. With the same text box still selected, on the Drawing Tools Format tab, click the Shape
Fill button. A menu appears.

6. Point to the Gradient option. A menu of gradient presets appears.

7. Click the Linear Right sample in the Light Variations section (Figure 3-23). To determine
the name of a sample, point to each sample, so a ScreenTip appears with its name.

Figure 3-22

A picture applied as a text box
background

Lesson 360

8. On the Drawing Tools Format tab, click Shape Fill, point to Gradient, and then click
More Gradients. The Format Shape task pane opens.

9. Click the Color button in the task pane, and click Dark Red, Accent 2.

10. Drag the center stop on the Gradient Stops bar until the value in the Position box reads
25 (Figure 3-24).

Drag the center stop

Number indicates
current position of
selected stop

11. Click Close in the upper-right corner of the task pane to close it.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Gradient fills can be much more complex than the simple ones you applied in the preceding
exercise. You can choose from several preset color combinations in the Format Shape task pane
(Figure 3-24), or create your own color combinations. The slider in the task pane can be adjusted
to create multipoint gradient effects in which you choose exactly which colors appear and in what
proportions. You can also adjust the brightness and transparency of the gradient at various points
in the fill.

Figure 3-23

Select a gradient preset

Figure 3-24

Adjusting the gradient fill

Working with Text 61

Applying Texture and Pattern Fills
Texture and pattern fills are alternatives to plain colored fills. A texture fill repeats a small graph-
ic to fill the area; texture graphics are specially designed so that the edges blend together and it
resembles a single graphic. Texture graphics usually simulate some type of textured material like
wood, marble, or fabric. A pattern fill is a repeating pattern that consists of a background color
and a foreground color like the pattern on a checked table cloth or a pinstripe suit. In the following
exercise, you will apply texture and pattern fills to a text box.

STEP BY STEP Apply Texture and Pattern Fills to a Text Box

GET READY. USE the Profit Analysis Solution presentation that is open from the previous
exercise.

1. With slide 2 displayed, click the Insert tab and then click the Text Box button. Drag to
draw a new text box to the right of the existing one, approximately 4.5” in width.

2. In the new text box, type the following: Each division makes a unique and valuable
contribution to the organization.

3. Select the new text box. Click the Drawing Tools Format tab, click Shape Fill, and point
to the Texture option in the menu.

4. Click the Papyrus texture. To locate the correct texture, point to each texture to display
the ScreenTip (Figure 3-25). The texture is applied to the text box.

Papyrus texture

5. Click slide 3 and select the text box containing the bulleted list.

6. Right-click the text box to display the shortcut menu and click Format Shape. The
Format Shape task pane opens.

7. Click Pattern Fill. A selection of patterns appears.

8. Click the Diagonal stripes: Light downward pattern (the first pattern in the third row).

9. Click the Foreground button to browse for a color.

10. Click Brown, Accent 6 (Figure 3-26). The new fill appears in the text box.

Figure 3-25

Apply a texture fill to a text
box

Lesson 362

Choose a pattern

Choose a foreground color Choose a background color

11. CLOSE the task pane.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Setting Up Columns in a Text Box
PowerPoint enables you to create columns in text boxes to present information you want to set up
in lists across the slide but do not want to place in PowerPoint tables. As you enter text or other
items into a column, PowerPoint fills up the first column and then wraps text to the next column.
Viewers of your presentation may have an easier time reading and remembering lists formatted
into multiple columns. You can create columns in any text box, placeholder, or shape. In the fol-
lowing exercise, you will change a text box so it uses two columns.

STEP BY STEP Set Up Columns in a Text Box

GET READY. USE the Profit Analysis Solution presentation that is open from the previous
exercise.

1. Click slide 2 and drag the Each division… text box to the bottom of the slide, under the
other text box.

2. Click in the text box that contains the list of divisions beginning with Sales.

3. On the Home tab, in the Paragraph group, click the Add or Remove Columns button. A
menu appears.

4. Click Two Columns. PowerPoint formats the list of items into two columns. The
columns are truncated at this point because the text box is not wide enough.

5. Drag the right border of the text box to the right to widen it enough that two columns
can appear side by side with neither one truncated.

6. Click the Drawing Tools Format tab, and then in the Size group, click the down arrow
for the Shape Height text box, decreasing the shape height until each column contains
seven lines of text.

7. Position the text boxes so they are left aligned with the Divisional Breakdown heading.

Figure 3-26

Apply a pattern fill to a text
box

Working with Text 63

8. SAVE the presentation as Profit Analysis Final Solution in the lesson folder on your
flash drive and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Take Note If the choices in the Add or Remove Columns menu do not meet your needs, click the More Col-
umns option to display the Columns dialog box. Here you can set any number of columns and
adjust the spacing between columns.

USING PROOFING TOOLS
The Spelling and Thesaurus features in PowerPoint help you ensure your presentation’s text is
professionally written and edited, free from spelling errors.

Checking Spelling
The Spelling feature in PowerPoint compares each word in the presentation to its built-in and cus-
tom dictionaries, and it flags any words that it does not find plus any instances of repeated words,
such as the the. You can then evaluate the found words and decide how to proceed with each one.
Misspelled words appear with a wavy red underline in the presentation, and you can deal with
each one individually by right-clicking it. Alternatively, you can open the Spelling dialog box and
work through all the possible misspellings at once. In this exercise, you will practice using Power-
Point’s Spelling feature using both of these methods.

STEP BY STEP Check Spelling

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the TV Options presentation from the data files for this lesson.

2. SAVE the presentation as TV Options Solution in the lesson folder on your flash drive.

3. On slide 1, notice that the word Satelite is misspelled, and that it has a wavy red
underline.

4. Right-click the word Satelite. A list of possible spelling corrections appears.

5. In the list, click Satellite (Figure 3-27). The correction is made.

6. Click the Review tab, and then in the Proofing group, click Spelling. The Spelling task
pane opens, and the Spelling feature finds and flags the next misspelled word (Figure
3-28). The suggestions list contains only one possible correction.

Figure 3-27

Correct a single misspelled
word from the shortcut menu

Lesson 364

7. Click the Change button to change to the correct spelling of available. The next
problem identified is a repeated word, no.

8. Click the Delete button to delete one of the repeated words. The next problem that
appears is a proper name, Relecloud, which is actually a correct spelling.

9. Click the Ignore All button. You could have also clicked Add to add the proper name to
the dictionary; but because it is a fictional company name for this exercise, Ignore All is
more appropriate.

10. Click Change to change to the correct spelling of cable. A message appears that the
spelling check is complete.

11. Click OK to close the dialog box.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open for the next exercise.

Take Note Use caution with the Change All button because it may make changes you do not intend. For
example, if you correct all instances at once where you have typed pian instead of pain, it will also
change all instances of piano to paino.

Using the Thesaurus
A thesaurus is a reference book or utility that offers suggestions for words that are similar in mean-
ing to the word you are using (synonyms) or that are opposite in meaning (antonyms). PowerPoint
includes a built-in thesaurus. In the following exercise, you will use the thesaurus to find an alter-
nate word.

STEP BY STEP Change a Word with the Thesaurus

GET READY. USE the TV Options Solution presentation that is open from the previous
exercise.

1. Click slide 3 and select the word Costs.

2. On the Review tab, click Thesaurus. The Thesaurus task pane opens, displaying a list of
terms related to the word you have selected.

3. In the Thesaurus task pane, point to the word Charges. Click the down arrow that
appears to the right of Charges (Figure 3-29), then click Insert from the menu that
appears. The word Costs changes to Charges on the slide.

Figure 3-28

Correct multiple spelling errors
quickly with the Spelling task
pane

Working with Text 65

4. In the Thesaurus task pane, click the word Prices. The display changes to show
synonyms of that word.

5. Click the Back arrow in the task pane to return to the list of synonyms for Costs.

6. SAVE the TV Options Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Fill in the Blank
Fill in each blank with the term or phrase that best completes the statement.

1. A(n) _______ is a container for text on a slide.

2. A(n) _______ is a set of letters, numbers, and symbols in a specific style or design.

3. The _______ feature, when needed, shrinks the size of the text in a text box in order to fit
it in the box.

4. A(n) _______ is a symbol that appears to the left of each paragraph in a list.

5. A(n) _______ object is text in the form of a graphic.

Multiple Choice
Circle the correct answer.

1. You can select a different font from the _______ tab on the Ribbon.

a. Home
b. Font
c. Layout
d. Review

2. Most of PowerPoint’s text placeholders automatically format text as a(n) _______ list.
a. numbered
b. bulleted
c. sorted
d. itemized

3. To apply a WordArt style to existing text on a slide, you must first:
a. format the text with a Quick Style
b. insert a text box
c. select the text
d. change the text’s alignment

Figure 3-29

Find word alternatives with
the Thesaurus

Lesson 366

4. What does it mean when a word displays a wavy red underline?
a. The word is inconsistently formatted compared to the surrounding text.
b. There is a grammar error.
c. The word is not in the dictionary.
d. The capitalization does not match that of the surrounding text.

5. A thesaurus enables you to search for synonyms and _______.
a. alternate spellings
b. antonyms
c. translations
d. pronunciations

Projects

Project 3-1: Using Quick Styles

As director of marketing for Fourth Coffee, you have prepared a product brochure for new com-
pany employees. This year’s brochure includes a page of new products that you need to format.
In this project, you will use Quick Styles to format the title and text placeholders. You will also
correct a spelling error.

GET READY. LAUNCH PowerPoint.

1. OPEN the Coffee Products presentation from the data files for this lesson.

2. SAVE the presentation as Coffee Products Solution in the lesson folder on your flash
drive.

3. Click slide 2 and click anywhere in the slide title.

4. On the Home tab, click the Quick Styles button to display the Quick Styles gallery.

5. Click the Moderate Effect – Dark Red, Accent 1 style.

6. Click in any of the product items on slide 2.

7. Click the Quick Styles button.

8. Click the Subtle Effect – Dark Red, Accent 1 style.

9. Right-click the red-underlined word and select Caffeine as the correct spelling.

10. SAVE the Coffee Products Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Working with Text 67

Project 3-2: Typecasting with Typefaces

As an account representative for Graphic Design Institute, you are responsible for preparing a pre-
sentation for potential sponsors. Another employee started a PowerPoint presentation containing
a title slide, but when you open the file, you realize that the font choices are not appropriate. In
this project, you need to modify both the font and font size of the slide’s text, as well as change the
horizontal alignment of the text.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Graphic Designs presentation from the data files for this lesson.

2. SAVE the presentation as Graphic Designs Solution in the lesson folder on your flash
drive.

3. On slide 1, select the text Graphic Design Institute.

4. Click the Font drop-down arrow.

5. Click Bodoni MT.

6. Click the Font Size drop-down arrow.

7. Click 60.

8. Click the Center button in the Paragraph group.

9. Click the Format Painter in the Clipboard group.

10. Drag across the subtitle text to change its font and size to the same as the title.

11. With the subtitle text still selected, click the Font Size drop-down arrow and click 28.
Notice that the subtitle is not centered exactly beneath the title; that is because the text
boxes for the title and subtitle are different widths.

12. Click in the title text box and then note the position of its right edge on the slide.

13. Click in the subtitle text box and then drag its right edge to widen it so it is the same
width as the title box.

14. SAVE the Graphic Designs Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Designing a Presentation4
LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Formatting Presentations with Themes and
Layouts

Change the slide master theme or
background

1.3.1

Changing Slide Backgrounds Modify individual slide backgrounds 1.2.6

Inserting a Date, Footer, and Slide Numbers Insert slide headers, footers, and page
numbers

1.2.7

Linking to Web Pages and Other Programs Insert hyperlinks 2.1.6

Working with Sections Create sections
Modify slide order
Rename sections

1.4.1
1.4.2
1.4.3

Customizing Slide Masters Change the slide master theme or
background
Modify slide master content
Modify a slide layout
Create a slide layout
Modify the handout master
Modify the notes master

1.3.1

1.3.2
1.3.4
1.3.3
1.3.5
1.3.6

SOFTWARE ORIENTATION

Microsoft PowerPoint’s Themes and Variants

PowerPoint offers dozens of unique themes and variants you can apply to presentations to format
the slides with colors, fonts, effects, and backgrounds. Figure 4-1 shows the Design tab with the
Variants gallery open showing access to the Colors, Fonts, Effects, and Background Styles com-
mands.

Designing a Presentation 69

Design themes Colors submenuVariants
Variants gallery’s menu
contains several submenus

Use PowerPoint’s built-in themes to give your presentation a polished, professional appearance
without a lot of trial and error. You can preview a theme by pointing to it in the Themes gallery
and then apply it to the presentation by clicking it. After you have chosen a theme, you can select
one of its variants from the Variants gallery.

FORMATTING PRESENTATIONS WITH THEMES AND LAYOUTS
A PowerPoint theme includes a set of colors designed to work well together, a set of fonts (one
for headings and one for body text), special effects that can be applied to objects such as pictures
or shapes, and often a graphic background. The theme also controls the layout of placeholders on
each slide. Use a theme to quickly apply a unified appearance to one or more slides in a presenta-
tion (or to the entire presentation). You can also modify a theme and save your changes as a new
custom theme.

Slide layouts control the position of text and objects on an individual slide. For each slide, you
can select a layout according to the content you need to add to it.

PowerPoint makes it easy to view how a theme will appear on your slides by offering a live preview.
As you move the mouse pointer over each theme in the gallery, that theme’s formats display on the
current slide. This formatting feature takes a great deal of guesswork out of the design process. If
you don’t like a theme’s appearance, just move the pointer to a different theme or click outside the
gallery to restore the previous appearance.

Clicking a theme applies it to all slides in a presentation. You can also apply a theme to a single
slide or a selection of slides by making the selection, right-clicking the theme, and choosing Apply
to Selected Slides.

A theme differs from a template in that it contains no sample content—only formatting
specifications.

Figure 4-1
The Design tab

Lesson 470

Applying a Theme and Variant to a Presentation
In this exercise, you will learn how to select a theme from the Themes gallery to replace the default
blank design and create a more visually appealing design for your PowerPoint presentations.

You can apply a variant after selecting a theme. The most obvious change that a variant makes is
to apply different colors, but some variants also make other changes too, such as a different back-
ground graphic. You can select a variant from the Variants group on the Design tab.

STEP BY STEP Apply a Theme and Variant to a Presentation

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Special Events presentation from the data files for this lesson.

2. SAVE the presentation as Special Events Solution in the lesson folder on your flash
drive.

3. Make sure slide 1 is selected.

4. Click the Design tab, and then in the Themes group, click the More button.
PowerPoint’s available themes display in the Themes gallery.

5. Point to any of the themes in the gallery. Notice that a ScreenTip displays the theme’s
name, and a preview of the theme formats displays on the slide behind the gallery.

6. Right-click the Parallax theme. In the shortcut menu, click Apply to Selected Slides.
The Parallax theme is applied only to slide 1.

7. Click the More button again in the Themes group to reopen the Themes gallery.

8. Right-click the Ion theme and click Apply to All Slides to apply it to all slides.

9. Scroll through the slides to determine how the theme has supplied new colors, fonts,
bullet symbols, and layouts.

10. On the Design tab, in the Variants group, click the purple thumbnail image. The colors
change on all slides to reflect the chosen variant (Figure 4-2).

Girl in Graduation Cap & Gown: © Fuse/Getty Images, Inc.

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 4-2

The Ion theme applied to all
slides in the presentation

Designing a Presentation 71

Take Note You can display the name of the current theme on the status bar if you’d like. To do so, right-click
the status bar and click Theme.

Changing Theme Colors
If you do not like the colors used in the theme you have chosen, you can change them. One way
to do so is to choose a different variant, as you saw in the previous exercise. You can also select a
different color theme, or you can create your own color theme. When you apply a different color
theme, your current theme fonts, background graphics, and effects remain the same, only the col-
ors change. In this exercise, you will choose a different color theme for a presentation.

STEP BY STEP Change Theme Colors

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click the More button in the Variants group and then point to Colors. A menu appears
containing the available color themes.

2. Move the pointer over some of the color themes. The live preview of those colors
displays on the current slide.

3. Click the Blue Warm color theme. The new colors are applied to the presentation.

4. Click the More button again in the Variants group, point to Colors, and then click
Customize Colors at the bottom of the gallery. The Create New Theme Colors dialog
box opens to allow you to replace colors in the current color palette.

5. Click the drop-down arrow next to the color designated for Hyperlink.

6. Click White, Text 1 on the Theme Colors palette to change the color for Hyperlinks to
white (Figure 4-3).

7. Select the text in the Name box and type Southridge in its place.

8. Click Save to save the new theme colors.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 4-3

The Create New Theme Colors
dialog box

Lesson 472

Changing Theme Fonts
Each theme supplies a combination of two fonts to be applied to headings and body. Collectively
these two fonts are called a font theme. A font theme may have two different fonts—one for
headings and one for body text—or the same font for both. In the following exercise, you will
choose a different font theme for a presentation.

STEP BY STEP Change Theme Fonts

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click the More button in the Variants group and then point to Fonts. A gallery displays
showing font combinations for all available themes.

2. Move the pointer over some of the font combinations. The live preview of those fonts
displays on the current slide.

3. Click the Candara font theme. The new fonts are applied to the presentation.

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Applying a Different Slide Layout
The slide layout gallery shows the available layouts in the theme you have applied. If more than one
theme is in use in the presentation (e.g., if you applied a different theme to only selected slides),
the slide layout gallery shows available layouts from all themes in use so you can pick and choose
among a greater variety of layout options. In this exercise, you will choose a different layout for a
slide.

STEP BY STEP Apply a Different Slide Layout

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click the Home tab.

2. Click slide 5 and then click the New Slide button in the Slides group. (Click the
graphical part of the button, not the button’s arrow.) PowerPoint adds a new slide with
the same layout as slide 5, Title and Content.

3. On the new slide 6, type the title Contact Information.

4. Type the following information as the first bullet point in the content placeholder. (After
typing Road, press Shift+Enter to start a new line without starting a new paragraph.)
456 River Road
Cincinnati, OH 45678

5. Type these additional bullet points:
Phone: (520) 555-0131
Fax: (520) 555-0132

6. Select the entire bulleted list and then click the Bullets button on the Home tab to turn
off the bullets. Then click away from the text box to deselect the text. Your slide should
resemble Figure 4-4.

Designing a Presentation 73

Bullets button

Girl in Graduation Cap & Gown: © Fuse/Getty Images, Inc.

7. On the Home tab, in the Slides group, click the Layout button to display the slide layout
gallery.

8. Click Two Content to change the layout to two side-by-side content placeholders.

9. In the second placeholder, type the following:
Directions: From I-100 East, take exit 35 South (Seventh Street) to River Road. Turn
right on River Road, and look for us on the left after 2 miles.

10. Click anywhere in the text you just typed and then click the Bullets button on the Home
tab to turn off the bullet.

11. Drag over the text in the text box and change the font size to 24 pt. Apply the same font
size to the first text box. Click away from the text box to deselect it. Your slide should
resemble Figure 4-5.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

The layouts that appear in the slide layout gallery depend on the layouts stored in the Slide Master.

Figure 4-4

Add contact information to
the slide

Figure 4-5

The completed slide

Lesson 474

CHANGING SLIDE BACKGROUNDS
Themes provide a default background for all slides formatted with that theme. To customize a
theme or draw attention to one or more slides, you can apply a different background.

Selecting a Theme Background
The Background Styles gallery allows you to choose from plain, light, or dark backgrounds and
gradient backgrounds that gradually change from light to dark. Background colors are deter-
mined by the theme. Some background styles include graphic effects such as fine lines or textures
that cover the entire background. Use the Background Styles gallery to quickly apply a different
solid-color or gradient background based on theme colors. You can apply a background to one
or more selected slides or to all slides in the presentation. In this exercise, you will select a back-
ground style from the preset backgrounds provided by the theme.

STEP BY STEP Select a Theme Background

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click slide 6 if it is not already selected.

2. Click the Design tab, click the More button in the Variants group, and then point to
Background Styles. A gallery displays some background styles created using the
theme’s designated background colors.

Take Note Point to a background style to display its name and preview it on the current slide.

3. Right-click Style 8 and select Apply to Selected Slides (Figure 4-6). After clicking this
option, the background style is applied to slide 6 only.

Girl in Graduation Cap & Gown: © Fuse/Getty Images, Inc.

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

The area of the slide that is considered to be the “background” can change depending on the
theme. For example, some themes have graphics overlaid on a colored background, so that your
choice of background color peeks through in only a few spots.

Figure 4-6

The Background Styles gallery
with the Apply to Selected
Slides option

Designing a Presentation 75

Customizing the Background
Use the Format Background task pane to create and modify any background, even a default theme
background. You can apply a solid color or gradient fill, or select a picture or texture for the back-
ground. Options for each of these fill types allow you to modify the fill to suit your needs.

STEP BY STEP Customize the Background

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. With slide 6 still active, click the Format Background button on the Design tab. The
Format Background task pane opens. A gradient fill is selected because the style you
selected in the previous exercise was a gradient.

2. Click the Type drop-down arrow and then in the drop-down list, select the Linear
preset (Figure 4-7). The slide background changes to a different gradient type.

Set the
Gradient
Type to
Linear

3. Click the Solid fill option. The controls change to those for solid colors.

4. Click the Color drop-down arrow and in the gallery that appears, click Dark Purple,
Background 2, Lighter 40% (the third color in the fourth row of the Theme Colors
section).

5. Drag the Transparency slider to 20% or type 20 in the Transparency text box. The fill
lightens because it is now partly transparent.

6. Click Picture or texture fill. The controls change to those for pictures and textures.

7. Click the Texture drop-down arrow and then click the Purple mesh texture.

8. Click Pattern fill. The controls change to those for patterns.

9. Click the Foreground button and click Dark Purple, Background 2 (the third color in the
top row of the Theme Colors section).

10. Click the Background button and click Teal, Accent 5 (next-to-last color in the top row
of the Theme Colors section).

11. Click the Dotted: 90% pattern (the last pattern in the second row).

12. In the Format Background task pane, click the Reset Background button. The
background returns to its original state specified by the theme and variant in use.

13. CLOSE the Format Background task pane.

14. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 4-7

Format Background task pane
with gradient controls

Lesson 476

INSERTING A DATE, FOOTER, AND SLIDE NUMBERS
Adding a date, footer, and slide numbers to a presentation can help you identify and organize
slides. In this exercise, you will learn how to apply these useful elements to one or more slides.

Inserting a Date, Footer, and Slide Numbers
A footer is text that repeats at the bottom of each slide in a presentation (or in whatever location
on the slide where the footer placeholder is located). Use a footer to record the slide title, company
name, or other important information that you want the audience to keep in mind as they view
the slides. In this exercise, you will apply a footer, a date, and slide numbers to a PowerPoint pre-
sentation.

STEP BY STEP Insert a Date, Footer, and Slide Numbers

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click the Insert tab, and then in the Text group, click the Header & Footer button. The
Header and Footer dialog box opens.

2. Select the Date and time check box and then click Update automatically if it is not
already selected. The date will be today’s date.

3. Select the Slide number check box.

4. Select the Footer check box and then type Special Events in the text box below the
check box.

5. Select the Don’t show on title slide check box.

6. Click the Apply to All button to apply the date, footer, and slide number to all slides
except the title slide. Slide 6 should resemble Figure 4-8. In this particular theme, the
footer and date appear vertically along the right side of the slide, and the slide number
appears in the colored box in the upper-right corner.

Date Slide number Footer

7. Click the Design tab and move the mouse over several different themes in the Themes
group. Notice that the placement of the slide number, footer, and date change with
different themes. In many of the themes, these elements appear at the bottom of the
slide.

Figure 4-8

A slide number, footer, and
date on a slide

Designing a Presentation 77

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

You may have noticed that the Header and Footer dialog box has another tab, the Notes and
Handouts tab. When you create notes, pages, and handouts, you can specify a header to appear
at the top of every page. A header is repeated text, much like a footer, except it appears at the top
of each printed page. Headers do not appear onscreen in Slide Show view, only on printouts. You
can also create footers for notes pages and handouts.

LINKING TO WEB PAGES AND OTHER PROGRAMS
You can set up hyperlinks (clickable shortcuts) on slides that allow you to jump to a specific slide
in the presentation or to external content. Hyperlinks can be displayed as either text or a graphic.

Adding a Text Hyperlink
Use the Insert Hyperlink dialog box to set up links between slides or from slides to other targets.
(The target is the page, file, or slide that opens when you click a link.) If you select text before
inserting the hyperlink, that text will become the link that can be clicked. If you select a graphic
before inserting the hyperlink, the hyperlink will be attached to the graphic, so that clicking it
activates the hyperlink. In this exercise, you will create a text hyperlink.

STEP BY STEP Add a Text Hyperlink

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click slide 6, position the insertion point at the end of the fax number, and then press
Enter to start a new paragraph. Then type Visit our website.

2. Select the text you just typed and then, on the Insert tab, click the Link button. The
Insert Hyperlink dialog box opens.

3. In the Link to list, ensure that Existing File or Web Page is selected. Then click in the
Address box and type http://www.southridgevideo.com as the target of the link text.

4. Click OK. The website address is formatted with the theme’s hyperlink color and an
underline.

5. Click slide 1 and select Southridge Video.

6. On the Insert tab, click the Link button. The Insert Hyperlink dialog box opens.

7. In the Link To list on the left side of the dialog box, click Place in This Document. A list
of slides from the current presentation appears.

8. Click 6. Contact Information (Figure 4-9).

Lesson 478

Click here to display a list of slides Click the desired slide

9. Click OK. PowerPoint identifies slide 6 as the target for this hyperlink.

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

You can create links to a number of different types of targets using the Insert Hyperlink dialog
box. The available options are:

• Existing File or Web Page: Links to any web page or any file on your system or network.
Use the Look in box, the Browse the Web button, or the Browse for File button to locate the
desired page or file, or type the URL or path in the Address box.

• Place in This Document: Displays a list of the current presentation’s slides and custom shows.
Click the slide or custom show that you want to display when the link is clicked.

• Create New Document: Creates a link to a new document. You supply the path and the name
for the new document and then choose whether to add content to the document now or later.

• E-mail Address: Type an email address to which you want to link.
You can add hyperlinks to a slide in Normal view, but the links will work only in Slide Show view.
However, you can test a hyperlink in Normal view by holding down the Ctrl key and then clicking
the hyperlink.

Adding a Graphical Hyperlink
Hyperlinks can be attached to graphics so that when you click the graphic, the specified target
displays. In this exercise, you will make an existing graphic into a hyperlink.

STEP BY STEP Add a Graphical Hyperlink

GET READY. USE the Special Events Solution presentation that is open from the previous
exercise.

1. Click slide 2 and click the photo to select it.

2. Press Ctrl+K to open the Insert Hyperlink dialog box. (Ctrl+K is a keyboard shortcut for
the Insert Hyperlink command you used previously.)

3. Click Place in This Document. A list of slides from the current presentation appears.

Figure 4-9

Creating a hyperlink to another
slide

Designing a Presentation 79

4. Click 6. Contact Information.

5. Click OK.

6. SAVE the Special Events Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

If you need to change a link’s target, click the text or graphic with the hyperlink, and then click
the Link button on the Insert tab, or right-click the text or graphic and click Edit Link. The Edit
Hyperlink dialog box opens, offering the same functionality as the Insert Hyperlink dialog box.
You can remove a link by right-clicking the text or graphic with the hyperlink and selecting Re-
move Link from the shortcut menu.

WORKING WITH SECTIONS
To organize a long presentation, you can create sections, which are dividers that group slides
into logical clusters, similar to how folders organize groups of related papers. You can then work
with the sections rather than with individual slides, moving or deleting an entire section as a
group.

Creating Sections
You can create sections that organize the slides for easier management. This organization is espe-
cially useful in a lengthy presentation that covers multiple topics; each topic can be a section. In
this exercise, you will create some sections and then use them to manipulate content.

STEP BY STEP Create Sections

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Relecloud Introduction presentation from the data files for this lesson.

2. SAVE the presentation as Relecloud Introduction Solution in the lesson folder on your
flash drive.

3. Click slide 2. In the Slides pane on the left, right-click slide 2 and click Add Section in
the shortcut menu. A new section bar labeled Untitled Section appears in the Slides
pane above slide 2, indicating that the new section begins with that slide.

4. In the Rename Section dialog box, type Introduction in the Section name box and then
click Rename.

5. Click slide 5. In the Slides pane, right-click slide 5 and click Add Section. Another new
section (labeled Untitled Section) appears above slide 5 in the Slides pane.

6. In the Rename Section dialog box, type Details and click Rename.

7. Repeat steps 5 and 6 to create another new section named Conclusion above slide 6.

8. Right-click the Details section heading in the Slides pane and click Move Section Up to
move that section to appear before the Introduction section.

9. Right-click the Details section heading again and click Move Section Down. The Details
section moves back to its original location.

10. Right-click the Introduction section heading in the Slides pane and click Collapse All.
All the sections collapse in the Slides pane.

11. Double-click the Conclusion section heading. That section is expanded so you can view
the individual slides in it (Figure 4-10).

Lesson 480

Collapsed sections

Expanded section

12. Right-click the Conclusion section and click Remove Section. The section heading is
removed, but the slides remain; they are added to the Details section.

13. Right-click any of the remaining section headings and choose Expand All.

14. Click the Introduction section heading to select it. Click the Design tab, and then
in the Variants group, click the More button and point to Background Styles. In the
Background Styles gallery, right-click Style 1 and click Apply to Selected Slides. Only
the slides in the selected section change their background color.

15. SAVE the Relecloud Introduction Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Figure 4-10

Collapse and expand sections

Designing a Presentation 81

SOFTWARE ORIENTATION

PowerPoint’s Slide Master View

Slide Master view (Figure 4-11) provides tools for modifying the master slides, on which all of the
current presentation’s layouts and formats are based. You can modify the slide master itself, or any
of the individual layout masters subordinate to it.

Modify the slide master to change all layouts

Modify any of the layout masters to affect only slides that use that layout

Format the sample here

Figure 4-11

Slide Master view
Use the tools on the Slide Master tab and the slide in the Slides pane to customize formats that
will apply to all slides in a presentation. If you make changes to the topmost slide in the left pane,
the changes apply to all layouts. If you click a specific layout below it to change, the changes apply
to all slides that use that layout.

CUSTOMIZING SLIDE MASTERS
The slide master for a presentation stores information on the current theme, layout of place-
holders, bullet characters, and other formats that affect all slides in a presentation. If you want to
make design changes that will apply to many or all slides in a presentation, you can save a great
deal of time by modifying the slide master rather than applying changes on each slide. Slide Mas-
ter view makes it easy to change formats globally for a presentation by displaying the slide master
and all layouts available in the current presentation. Customizing a slide master makes it easy to
apply changes consistently throughout a presentation.

Lesson 482

Applying a Theme to a Slide Master
To customize a slide master, you use Slide Master view. Slide Master view has its own tab on the
Ribbon to provide tools you can use to change the masters. In this exercise, you will apply a theme
to a slide master to change its appearance.

STEP BY STEP Apply a Theme to a Slide Master

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Rates presentation from the data files for this lesson.

2. SAVE the file as Rates Solution in the lesson folder on your flash drive.

3. With slide 1 active, click the View tab.

4. In the Master Views group, click the Slide Master button. Slide Master view opens with
the Title Slide Layout selected in the left pane.

5. Click the first slide in the left pane, which is the slide master for the current theme. (It
is the top slide in the left pane—the one that is slightly larger than the others. You may
have to scroll up to display it.)

6. On the Slide Master tab, in the Edit Theme group, click the Themes button to open the
Themes gallery; click the Wisp theme in the gallery. The theme is applied to the slide
master as well as all slide layouts in the left pane (Figure 4-12).

Applying a theme to the Slide Master… …also applies it to each of the layouts

Take Note Remember that you can find a layout or theme’s name by pointing to it with the mouse.

7. SAVE the presentation.

PAUSE. LEAVE the presentation open in Slide Master view to use in the next exercise.

Moving and Resizing Placeholders
You may have noticed that some designs place slide content in different locations from others.
This is because the placeholders on the slide master are positioned differently. You can move and
resize the placeholders on the slide master to create different effects yourself. Each slide master has
a set of layout masters that determine the number, type, and position of the placeholders on a

Figure 4-12

A new theme applied to the
slide master and its layouts

Designing a Presentation 83

particular type of slide. In Slide Master view, the layout masters are beneath the Slide Master and
slightly indented in the left pane to show that they are subordinate to it. Any changes you make
to the placeholders on the Slide Master itself flow down to the layout masters. In this exercise, you
will change the layout for a particular layout master.

STEP BY STEP Move and Resize Placeholders on a Layout Master

GET READY. USE the Rates Solution presentation that is open in Slide Master view from
the previous exercise.

1. In Slide Master view, click to select the Title Slide Layout master in the left pane (point
to the slide to display a ScreenTip indicating the layout master’s name). The Title Slide
Layout master appears in the right pane.

2. In the right pane, click the outer border of the subtitle placeholder (Click to edit Master
subtitle style) to select that text box.

3. Click the Drawing Tools Format tab, and then in the Size group, set the Height value
to 1”.

4. Position the mouse pointer over the border of the subtitle placeholder, but not over
a selection handle. The mouse pointer becomes a four-headed arrow. Click and drag
the text box to the top of the slide and align it with the left edge of the title placeholder
(Figure 4-13).

Dotted line showing alignment Drag subtitle placeholder box here

5. Using the same process as in step 4, move the title placeholder immediately below the
subtitle placeholder.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open in Slide Master view to use in the next exercise.

Adding New Elements to a Master
Adding a new element to a layout, such as a text box or a graphic, places it on all slides that use that
layout. Adding such elements to the Slide Master itself places them on every slide that uses that
theme, regardless of the layout. You might place the company’s logo on each slide, for example,
or a copyright notice. In this exercise, you will add a copyright notice to the Slide Master, which
affects every layout master that is subordinate to it.

Figure 4-13

Moving a placeholder

Lesson 484

STEP BY STEP Add a New Element to a Master

GET READY. USE the Rates Solution presentation that is open in Slide Master view from
the previous exercise.

1. Click the Slide Master at the top of the left pane.

2. Click the Insert tab, and then in the Text group, click the Text Box button.

3. Near the bottom-left corner of the slide master, directly below the footer, click to place
a new text box and then type Copyright 2018 Southridge Video.

4. Select the text you just typed. Click the Home tab and then click the Decrease Font
Size button two times to change the font size to 14 pt. Resize and move the text box as
necessary so that the text fits on one line and displays completely on the slide.

5. Click the Drawing Tools Format tab, and with the text box still selected, change the
Text Fill color to Light Green, Background 2, Darker 75%.

6. Click the Slide Master tab. Your slide should resemble Figure 4-14.

7. Click the Close Master View button to return to Normal view.

8. View each slide to confirm that the copyright text appears on each one.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Working with Background Images
Many of PowerPoint’s themes include background images that enhance the appearance of the
slides. You can hide these images if you like for a particular layout master, or delete them entirely
from the Slide Master. You can also add your own background images.

STEP BY STEP Work with Background Images

GET READY. USE the Rates Solution presentation that is open from the previous exercise.

1. Click slide 1.

2. Click the Design tab and then click Format Background to display the Format
Background task pane.

Figure 4-14

Slide with a copyright in the
Slide Master

Designing a Presentation 85

3. Select the Hide background graphics check box in the task pane. The background
image disappears from slide 1. It remains on the other two slides.

4. Clear the Hide background graphics check box. The background image reappears on
slide 1.

5. CLOSE the Format Background task pane.

6. Click the View tab and then click Slide Master to enter Slide Master view. Select the
Title and Content Layout in the left pane.

7. On the Slide Master tab, select the Hide Background Graphics check box. The
background graphic is removed from the chosen layout. This method of removal hides
the background for all slides that use the chosen layout, whereas the method in step 3
hid the background just for the selected slide.

8. Clear the Hide Background Graphics check box to restore the background graphic to
the Title and Content Layout.

9. Select the Title Slide Layout in the left pane and then in the right pane, select the
brown polygon on the left side of the slide. Hold down the Ctrl key and click the page
number code inside it, so that both objects are selected.

10. Drag the selected objects up so that the point of the polygon points to the word “Click”
in the title placeholder (Figure 4-15).

Drag the polygon and the slide number placeholder here

11. Click the Slide Master thumbnail at the top of the left pane and then in the right pane,
click the leaf graphic on the left side of the slide to select it. Then press Delete to
remove it. The leaf graphic is in two parts; repeat the process for the remaining part to
remove the entire graphic.

12. Notice that the leaf graphic is removed from all the layouts.

13. Click the Insert tab, and then in the Images group, click Pictures. Navigate to the
location containing the data files for this lesson, select Store and click Insert. The
image is inserted on the Slide Master where it covers almost all the content.

14. Drag the top middle and bottom middle selection handles on the image so that it
covers the entire slide. The image will distort slightly; that is okay.

15. On the Picture Tools Format tab, in the Adjust group, click the Color button and then
click Washout (the fourth thumbnail in the first row of the Recolor section).

16. In the Arrange group, click the Send Backward drop-down arrow and click Send to
Back. Now the background image is behind all other objects on the Slide Master as well
as on each layout master (Figure 4-16).

Figure 4-15

Reposition background
graphics by dragging them

Lesson 486

Store Highlight: ©Tony Tremblay/iStockphoto

Send Backward button

17. SAVE the presentation.

PAUSE. LEAVE the presentation open in Slide Master view to use in the next exercise.

Creating a New Layout
If you need to create a number of slides with a layout different from any of the default layouts,
you can create a new custom layout to your own specifications. Or, if you want some slides to use
a modified version of one of the default layouts, but you also want to retain that original layout,
you may want to create your own custom slide layout. In this exercise you will create a custom
layout.

STEP BY STEP Create a New Layout

GET READY. USE the Rates Solution presentation that is open in Slide Master view from
the previous exercise.

1. Click the Slide Master at the top of the left pane.

2. On the Slide Master tab, in the Edit Master group, click Insert Layout. A new layout
appears at the bottom of the left pane.

3. On the Slide Master tab, click the Insert Placeholder drop-down arrow. A menu opens.

4. In the menu, click Text. The mouse pointer turns into a crosshair.

5. Draw a new text placeholder on the slide below the title placeholder that will cover
most of the empty space on the slide vertically and about three-fourths of the empty
space on the slide horizontally.

6. Click the Slide Master tab, click the Insert Placeholder drop-down arrow again,
and then click Picture in the menu. Draw a placeholder box to the right of the text
placeholder (Figure 4-17).

Figure 4-16

The new background image is
behind all other content

Designing a Presentation 87

Store Highlight: ©Tony Tremblay/iStockphoto

7. Right-click the new layout master in the left pane and click Rename Layout in the
shortcut menu.

8. In the Rename Layout dialog box, replace the current name with Text and Side Picture
and then click Rename.

9. On the Slide Master tab, click Close Master View.

10. Click slide 1.

11. On the Home tab, in the Slides group, click the New Slide drop-down arrow. On the
gallery of layouts that appears, click the new Text and Side Picture layout (Figure 4-18),
to create a new slide using it.

Figure 4-17

Draw a picture placeholder as
shown here

Lesson 488

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12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Modifying Handout and Notes Masters
Similar to the Slide Master view, the Handout and Notes masters let you modify various elements
on the page. There’s a little less flexibility on the sizes of the elements in these masters, but you
can customize elements such as the header, footer, date, page orientation, page number, number
of slides, background, fonts, and so on. In this exercise, you will modify the Handout and Notes
masters.

STEP BY STEP Modify Handout and Notes Masters

GET READY. USE the Rates Solution presentation that is open from the previous exercise.

1. Click the View tab and then click the Handout Master button. The Handout Master view
opens.

2. Click in the Header section in the top-left corner and type Southridge Video.

3. Click in the Footer section in the bottom-left corner and type Copyright 2018
Southridge Video.

4. Click the Slides Per Page button and select 4 slides from the drop-down menu. Your
Handout Master should resemble Figure 4-19.

Figure 4-18

Select the new layout to create
a new slide

Designing a Presentation 89

4 slides per page

5. Click Close Master View.

6. Click the View tab and then click the Notes Master button. The Notes Master view
opens.

7. Click in the Header section and type Southridge Video.

9. In the Page Setup group, click the Notes Page Orientation button and select
Landscape.

10. Resize the text box so it appears on the right side of the page and move the slide to the
left of the page, as shown in Figure 4-20.

Store Highlight: ©Tony Tremblay/iStockphoto

Figure 4-19

The Handout Master with
4 slides per page

Figure 4-20

The Notes Master now appears
in landscape orientation

Lesson 490

11. Click Close Master View.

12. Click the File tab, click Print, and under Settings, click the Full Page Slides button.

13. Click 4 Slides Vertical to preview the handout pages. Your header and footer should
display with the slides in landscape orientation.

14. Click the Return to Document icon.

15. SAVE the Rates Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Fill in the Blank
Fill in each blank with the term or phrase that best completes the statement.

1. A(n) _______ contains color, font, layout, and effect settings that you can apply to a
presentation to change its appearance.

2. A slide’s _______ determines the positioning and types of placeholders on it.

3. Text that repeats at the bottom of each slide is a(n) _______ .

4. Underlined text on a slide usually means that the text is a(n) _______ and opens a web
page or another slide when clicked.

5. To ensure consistency, make formatting changes to the _______ rather than individual
slides.

Multiple Choice
Circle the correct answer.

1. Which of the following does a theme not include?

a. A color palette
b. Fonts
c. Graphic effects
d. Sample content

2. Themes are applied from which of the following tabs?
a. Home
b. Insert
c. Design
d. Transitions

3. From which of the following tabs do you apply a different layout to a slide?
a. Home
b. Insert
c. Design
d. Transitions

4. Which of the following is not a type of fill you can use for a slide background?
a. Solid color
b. SmartArt
c. Texture
d. Gradient

5. To link to a slide in the current presentation, choose _______ in the Insert Hyperlink
dialog box.
a. Existing File or Web Page
b. Place in This Document
c. Create New Document
d. Show Current Slides

Designing a Presentation 91

Projects

Project 4-1: Changing Themes and Variants

You are the sales manager for a large chain of auto dealerships that prides itself on service and
warranty packages that give customers a sense of security. The company is rolling out a new line of
extended warranties to offer its customers. You have created a presentation that details three levels
of warranties. In this project, you will improve the appearance of the slides to make customers
take notice.

GET READY. LAUNCH PowerPoint.

1. OPEN the Warranty Plans presentation from the data files for this lesson.

2. SAVE the presentation as Warranty Plans Solution in the lesson folder on your flash
drive.

3. With slide 1 active, insert a new Title and Content slide.

4. Change the slide layout to Title Slide.

5. Type the title Northwind Traders and the subtitle Extended Warranty Plans.

6. Drag the title slide above slide 1 so the title slide becomes the first slide.

7. Click the Design tab and then click the More button in the Themes group to display the
Themes gallery.

8. Click the Wood Type theme to apply this theme to all slides.

9. Click the More button in the Variants group. On the menu that appears, point to Fonts
and then scroll down to locate and click the Times New Roman-Arial theme font
combination.

10. Click the More button in the Variants group, and on the menu that appears, point to
Colors and then click Customize Colors.

11. Click the Accent 1 drop-down arrow and then click Orange, Accent 1, Darker 25%.

12. Click the Accent 2 drop-down arrow and then click Dark Red, Accent 2, Darker 50%.

13. Type Northwind as the color scheme name and then click Save.

14. Click slide 1 if it isn’t already selected.

15. Click the More button in the Variants group, and on the menu that appears, point to
Background Styles and then click Style 9.

16. SAVE the Warranty Plans Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Project 4-2: Organizing Slides into Sections

You are an assistant at Margie’s Travel, and your boss has created the beginnings of a presentation
containing travel tips for various destination types. Because there will eventually be many slides
per destination, you will organize the slides into sections for the destination types and make some
changes to the slide master that will improve the appearance of the slides.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Travel Tips presentation from the data files for this lesson.

2. SAVE the presentation as Travel Tips Solution in the lesson folder on your flash drive.

3. Click slide 2. Notice that the title is obscured by the graphic.

4. Switch to Slide Master view and select the slide master.

5. Drag the bottom border of the title placeholder upward so its height is 0.75”. Use the
Height box on the Drawing Tools Format tab to gauge the height, or use the vertical
ruler.

Lesson 492

6. Close Slide Master view and confirm on slide 2 that the title no longer overlaps the
graphic.

7. Create a section that starts with slide 3. Name it Sand and Sun.

8. Create a section that starts with slide 6. Name it Adventure.

9. Create a section that starts with slide 9. Name it Cruise.

10. Create a section that starts with slide 12. Name it City.

11. Create a section that starts with slide 15. Name it Summary.

12. Move the City section before the Cruise section.

13. Click slide 2. Select the graphic for Sand and Sun (click the main graphic and then click
the Sand and Sun graphic inside the main graphic) and then create a hyperlink that
jumps to slide 3.

14. Create additional hyperlinks for the other three graphics, jumping to the first slide in
their respective sections.

15. SAVE the Travel Tips Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Adding Tables to Slides5

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Creating Tables Create a table 3.1.1

Importing Tables from External Sources Import a table 3.1.4

Modifying Table Layout Insert and delete table rows and columns 3.1.2

Formatting Tables Apply table styles 3.1.3

SOFTWARE ORIENTATION

A PowerPoint Table

Tables are designed to organize data in columns and rows (Figure 5-1).

Table Tools tabs

ColumnRow Cell

The Table Tools Design tab, shown in Figure 5-1, and the Table Tools Layout tab provide tools
for modifying and formatting a table. When you select a table, these tabs become active in the
Ribbon.

Figure 5-1
A PowerPoint table and
the Table Tools tabs on the
Ribbon

Lesson 594

CREATING TABLES
When you want to organize complex data on a slide, use a table. A table is a grid into which
you can type text in the individual cells at the intersection of each column and row. A table’s
column and row structure makes data easy to understand. If you need to organize numerical data
that may be used in calculations, you can insert an Excel worksheet on a slide and use Excel’s tools
to work with the data.

Inserting a Table
PowerPoint has automated the process of creating a table so that you can simply specify the num-
ber of columns and rows and then type data to achieve a professionally formatted result. Power-
Point offers several ways to insert a table. The simplest method is to click the Insert Table icon in
any content placeholder. You can also insert a table by using the Table button on the Insert tab. In
this exercise, you will create tables using both methods.

STEP BY STEP Insert a Table

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the ATMs presentation from the data files for this lesson.

2. SAVE the presentation as ATMs Solution in the lesson folder on your flash drive.

3. Click below slide 4 in the Slides pane and press Enter to insert a new slide with the
Title and Content layout after slide 4.

4. On the new slide, click in the title placeholder and type the slide title, Proposed ATM
Locations.

5. Click the Insert Table icon in the content placeholder. The Insert Table dialog box opens
(Figure 5-2).

Insert Table icon

Figure 5-2

The Insert Table dialog box

Adding Tables to Slides 95

6. In the Number of columns box, use the spin box arrow to specify 3 columns. Press
Tab to move to the Number of Rows box, and then use the spin box arrow to specify 6
rows. Click OK. PowerPoint creates the table in the content area. Notice that formats
specified by the current theme are applied to the table.

7. Click in the first table cell in the top row and type Location. Press Tab to move to the
next cell and type Site Study Complete. Press Tab to move to the third cell in the row
and type Nearest Competing ATM.

8. Type the following information in the remaining table cells, pressing Tab to move from
cell to cell (do not press Tab after the last entry or you will insert a new row). Your table
should resemble Figure 5-3 when you complete it.
Spring Street Cineplex Yes More than two miles
Park Avenue BIG Foods No Three blocks
Market Square Yes One block
Center City Arena Yes One block
State Street College No Half a mile

9. Insert a new slide with the Title and Content layout at the end of the presentation, and
click to display the new slide.

10. Click the Insert tab, and then in the Tables group, click Table to display the Insert Table
menu and grid.

11. Drag across the grid to select a 5×5 block (Figure 5-4) and then release the mouse
button to create the table.

Drag across the grid

Figure 5-3

The table with data typed in it

Figure 5-4

Use the Table button to select
a 5×5 block

Lesson 596

12. Delete the new slide on which you just created the table.

13. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Drawing a Table
Drawing a table enables you to create a table with different row and column sizes, and with dif-
ferent numbers of rows per column (or columns per row). In this exercise, you will draw a table.

STEP BY STEP Draw a Table

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Insert a new slide at the end of the presentation with the Title Only layout.

2. Click the Insert tab, click the Table button to open the Table menu, and then click Draw
Table. The mouse pointer changes to a pencil.

3. Click and drag the mouse pointer to draw a frame approximately 3” high and the same
width as the slide’s title placeholder box. When you release the mouse button, the new
table (with just one large cell) appears, and the Table Tools Design tab is displayed.

4. On the Table Tools Design tab, in the Draw Borders group, click Draw Table. The mouse
pointer becomes a pencil again.

5. Click and drag to draw a horizontal line that divides the table horizontally through the
middle of the table. A dotted horizontal line appears. Release the mouse button to
accept it.

Take Note Drag to draw the lines starting slightly inside the border rather than on the border’s edge. If you
start dragging too close to the border, PowerPoint creates a new table frame rather than adding
lines to the existing table. If this happens, click Undo in the Quick Access Toolbar and try again.

6. The pencil mouse pointer should remain on; if it turns itself off, click the Draw Table
button to enable it again.

7. Draw a vertical line through the middle of the table to divide it vertically.

8. Draw another vertical line that divides only the lower-right cell of the table vertically.

9. Draw another horizontal line that divides only the lower-right cells of the table
horizontally.

10. Press Esc to turn off the pencil cursor on the mouse pointer. Click outside of the table
to deselect it. Figure 5-5 shows the completed table.

Figure 5-5

A drawn table

Adding Tables to Slides 97

11. Type the text shown in Figure 5-6 into the slide’s title placeholder and into the table.
You will format this table later in the lesson.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

IMPORTING TABLES FROM EXTERNAL SOURCES
Microsoft Office 2016 allows a great deal of integration among its programs. If you need to show
numerical data on a slide, for example, you can insert an Excel worksheet directly on the slide and
use it to manipulate data just as you would in Excel.

Using an Excel Worksheet in PowerPoint
Inserting an Excel worksheet (a spreadsheet from an Excel workbook) in a PowerPoint pre-
sentation gives you access to all of Excel’s data manipulation and formatting tools. If you want
to show Excel data on a slide and have not yet created the worksheet, it makes sense to create the
worksheet directly on the PowerPoint slide. A worksheet you insert in this way is embedded on
the slide. This means it is stored within the PowerPoint presentation but can be edited using the
tools of its source application, Excel.

When you insert a worksheet using the Excel Spreadsheet command, the worksheet consists of
only four visible cells. Drag the bottom or side sizing handle (or the lower-right corner handle) to
reveal more cells. When you have finished inserting data, use these handles to adjust the border to
hide empty cells that would otherwise show on the PowerPoint slide.

You can also resize a worksheet object by clicking it once to display the container border, then
dragging a bottom, side, or corner of the placeholder. This action enlarges or reduces the object
itself; however, it does not change the font size of the embedded data even though the text may
seem larger. You can edit an embedded worksheet at any time by double-clicking the worksheet
object to open it in Excel. You can remove the object by clicking it once to display the container
border and then pressing Delete.

In this exercise, you will insert an Excel worksheet in a PowerPoint presentation. In some ways
the worksheet is like a table; in other ways it differs. You will notice the differences as you work
through the exercise.

Figure 5-6

The table with text added

Lesson 598

STEP BY STEP Insert an Excel Worksheet

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Insert a new slide at the end of the presentation with the Title Only layout.

2. Type the slide title ATM Cost Analysis.

3. Click away from the title text box, click the Insert tab, click the Table button, and then
click Excel Spreadsheet. PowerPoint creates a small Excel worksheet on the slide. Note
that the Excel Ribbon replaces the PowerPoint Ribbon, but the title bar still displays
ATMs Solution.pptx.

4. Resize the worksheet object by dragging the lower-right corner handle diagonally,
down and to the right, to display columns A through F and rows 1 through 10
(Figure 5-7).

Excel RibbonSelect All button Embedded Excel worksheet object

Take Note When an Excel worksheet is open on the slide, you are actually working in Excel. To return to
PowerPoint, click outside the worksheet object.

5. Click the Select All button in the upper-left corner of the worksheet, where the column
headers and row headers intersect. The entire worksheet is selected.

6. On the Home tab, click the Font Size drop-down arrow and click 16.

7. Type data in the worksheet cells, as shown in Figure 5-8. To move between cells, use
the arrow keys on the keyboard or press Tab. To adjust column widths, position the
pointer on the border between column headings so the pointer turns into a two-headed
arrow and drag to the right until all data appears in the column. The overall size of the
embedded Excel spreadsheet expands as needed when you widen the columns.

8. Click cell F5 and type the following formula: =E5-SUM(B5:D5). This formula sums the
values in B5, C5, and D5 and then subtracts that total from the value in E5.

9. Press Enter to complete the formula.

10. Click cell F5 and then click the Copy button on the Home tab. Click and drag over cells
F6 through F9 to select them and click the Paste button on the Home tab to paste the
formula in each of the selected cells. Press Esc to cancel the marquee in cell F5.

Figure 5-7

A new Excel worksheet object
on a slide

Adding Tables to Slides 99

11. Click and drag over the range B5:F9 to select those cells. Then click the Accounting
Number Format button in the Number group on the Home tab to apply a currency
format to the selected cells. (Do not worry if some of the cells fill up with # signs.)

12. With B5:F9 still selected, click the Decrease Decimal button in the Number group twice
to remove the decimal points and trailing zeros for the numbers.

13. Widen the columns as needed so that there are no #### entries in any of the cells.

14. Click cell A1 and change the font size to 20.

15. Click outside the worksheet to return to PowerPoint. Your slide should resemble Figure
5-9. You may need to resize and/or reposition the object to center it on the slide.

20-point text

Accounting format with no decimal places

Values in this column were calculated by functions

16. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note You know a worksheet is open and ready to edit in Excel when it displays the heavy hatched border
and the Excel Ribbon, as shown in Figure 5-7.

Figure 5-8

Type the data as shown

Figure 5-9

The completed Excel
worksheet embedded on
a slide

Lesson 5100

STEP BY STEP Paste Tables from Excel and Word

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Insert a new slide at the end of the presentation with the Title Only layout.

2. Type the slide title ATM Total Transactions.

3. Click away from the title text box.

4. LAUNCH Word and OPEN the ATM Total Transactions x document from the data
files for this lesson.

5. Press Ctrl+A to select all of the text in the Word document. Click the Copy button on
the Home tab.

6. Switch to the ATMs Solution presentation and click the Paste button on the Home tab.
The table from Microsoft Word is inserted into the PowerPoint presentation using the
current theme formatting.

7. Click Undo in the Quick Access Toolbar (or press Ctrl+Z) to remove the table you just
inserted.

8. LAUNCH Excel and OPEN the ATM Total Transactions.xlsx workbook from the data files
for this lesson.

9. Select cells A1:D7. Click the Copy button on the Home tab.

10. Switch to the ATMs Solution presentation and click the Paste button on the Home tab.
The table from Microsoft Excel is inserted into the PowerPoint presentation. Note that
the theme’s formatting isn’t applied in this case.

11. SAVE the presentation. CLOSE Word and Excel.

PAUSE. LEAVE the presentation open to use in the next exercise.

MODIFYING TABLE LAYOUT
It is often necessary to modify the layout as you work with a table. For example, you may need
to add or delete rows or columns, move data in the table, adjust column widths, or merge or split
table cells.

Take Note The steps described in this section may not work the same on tables inserted using the Excel
spreadsheet function.

Adding Rows and Columns
One of the most common reasons to change a table’s structure is to add data to or remove data
from the table. You will learn in this exercise that you can easily insert rows and columns in
PowerPoint tables to keep data accurate and up to date. In the following exercise, you will add a
row and a column to a table.

STEP BY STEP Add a Row and a Column

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Click slide 6 (the Team Leaders slide).

2. Click at the end of the word Jones in the last cell and press Tab. A new row appears.

3. In the new row, type Western in the first column, Greg in the second column, and
Chapman in the third column.

4. Click in the cell containing Eastern. Click the Table Tools Layout tab, and then in the
Rows & Columns group, click Insert Above. A new blank row appears above that cell’s
row.

Adding Tables to Slides 101

5. Drag the lower border of the first row upward, decreasing that row’s height as much
as possible. (The text within that row prevents the height from being smaller than will
accommodate that text.)

6. In the new row, type Northern in the first column, Christa in the second column, and
Geller in the third column. Your results should resemble Figure 5-10.

Insert Above button New row inserted

7. Click and drag across all the cells in the Division column to select that column. You can
also place your cursor above the column until it becomes an arrow to select the whole
column.

8. On the Table Tools Layout tab, click Insert Right. A new blank column appears.

9. In the new column, type the data shown in Figure 5-11. If the table becomes so tall that
it overruns the bottom of the slide, move the table upward on the slide as needed by
dragging its outer border.

New column added

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 5-10

Adding a row between two
existing rows

Figure 5-11

Adding a new column

Lesson 5102

To add a new row at the bottom of a table, simply move into the last cell of the table (bottom
right) and press Tab. Alternatively, the commands in the Rows & Columns group on the Table
Tools Layout tab make it easy to insert new rows and columns exactly where you want them in the
table. Click in a cell near where you want to add the row or column and then click the appropriate
button on the tab.

Deleting Rows or Columns
When you delete rows and columns, the table automatically resizes to account for the removal of
the data. Note, however, that columns do not automatically resize to fill the area previously occu-
pied by a column. After removing columns, you may need to resize the remaining columns in the
table to adjust space. In this exercise, you will delete a column and a row.

STEP BY STEP Delete Rows or Columns

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. On slide 6, click in the upper-left cell (Division).

2. On the Table Tools Layout tab, in the Rows & Columns group, click the Delete button
and then click Delete Columns. The first column is deleted.

3. Click the Undo button on the Quick Access Toolbar to undo the Delete operation.

4. Click in the lower-left cell (Western).

5. On the Table Tools Layout tab, click the Delete button and then click Delete Rows. The
bottom row is deleted.

6. Click the Undo button on the Quick Access Toolbar to undo the Delete operation.

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Moving Rows and Columns
Move rows and columns when you need to reorder data. You can use drag and drop or the Cut and
Paste commands to move row or column data into a new, blank row or column. In this exercise,
you will insert a new column and then move content into it.

STEP BY STEP Move a Column

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Click slide 4, click in the second column, and on the Table Tools Layout tab, click Insert
Left. A new column is inserted between the first and second columns.

2. Drag across all the cells in the rightmost column to select them.

3. Drag the selected column and drop it on top of the first cell in the blank column you
inserted in step 1. The data from the selected column is moved to the new column, and
a blank column remains in the data’s previous location.

4. With the second column still selected, press Ctrl+X to cut the column’s data to the
Clipboard. The column disappears entirely. When you use the Ctrl+X command to cut
all data from a column, a blank column is not left behind as with drag and drop.

5. Click in the first row of the empty column on the right side of the table and press Ctrl+V
to paste the data into that column. The data is placed into the empty column, and the
table returns to having only three columns.

6. Drag the table’s frame to re-center it on the slide if needed. (It may be slightly skewed
to the left.)

Adding Tables to Slides 103

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Resizing and Distributing Rows and Columns
Row heights and column widths can be easily resized by dragging or double-clicking cell borders.

Adjust column widths or row heights to eliminate unused space or add space to make table text
more readable. Dragging allows you to “eyeball” column widths or row heights so that they are
attractive on the slide. Double-clicking on the divider bar between columns allows you to imme-
diately set a column to the width of its widest line. Double-clicking does not adjust row height,
however. To resize a row that has been enlarged, drag its bottom border. To make all the rows or
columns the same width, you can use the Distribute Rows or Distribute Columns buttons.

In this exercise, you will resize rows and columns in two different ways and distribute the column
widths evenly.

STEP BY STEP Resize and Distribute Rows and Columns

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Click slide 6. Double-click the vertical border between the first and second columns of
the table.

Take Note Double-clicking a column border adjusts column width to fit the column’s widest entry.

2. Drag the horizontal border between the David Simpson and Sarah Jones lines in the
table upward, so that the David Simpson cells are as short as possible. (If you need to
be more precise in resizing, you can use the tools in the Cell Size group on the Table
Tools Layout tab to specify exact widths and heights for table cells.)

3. Click in the cell that contains States.

4. Click the Table Tools Layout tab, and then in the Table Size group, set the value in the
Width box to exactly 7” by clicking the increment arrows or typing over the existing
value.

5. In the Cell Size group, set the value in the Width box to exactly 3.1” by clicking the
increment arrows or by typing over the existing value.

Take Note The Width setting in the Table Size group controls the width of the entire table; the Width setting
in the Cell Size group controls the width of only the column in which the active cell is located.
The active cell is the one containing the insertion point.

6. Drag the outer border of the table to the right as needed to re-center the table beneath
the Team Leaders title.

7. Select the entire table by dragging across it.

8. On the Table Tools Layout tab, click the Distribute Columns button. Each column
becomes the same width.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Merging and Splitting Table Cells
The Merge Cells and Split Cells commands allow you to adjust how content fits in table cells and
to modify the internal structure of a table without increasing or reducing its overall width. By
merging cells, you can position content so it spans more than one column or row. When two cells
merge, all the content is retained; a paragraph break is inserted between their content.

Lesson 5104

Use the Split Cells command when you want to divide a single row or column to accommodate
additional entries without modifying the remainder of the table. When you split a cell that con-
tains content, the content goes with the leftmost or upper cell; you may choose to move some or
all of the content into the new blank cell(s) after the split.

Merging and splitting can modify the internal structure of a table without increasing or reducing
its overall width. In this exercise, you will practice merging and splitting table cells.

STEP BY STEP Merge and Split Table Cells

GET READY. USE the ATMs Solution presentation that is open from the previous exercise.

1. Click slide 6 and select the two cells containing Christa and Geller.

2. On the Table Tools Layout tab, click Merge Cells. The two cells become one, and the
text from both cells appears in the merged cell separated by a paragraph break.

3. Click at the beginning of the second name (Geller) and press Backspace to delete the
paragraph break between the two names, so they appear on the same line. Press the
spacebar once if needed to add a space between the two names.

4. Use the procedures in steps 1-3 to merge each of the other three names (David
Simpson, Sarah Jones, and Greg Chapman) in the table in the same way.

5. Use the procedures in steps 1-3 to merge the cells containing the two names of the
representatives for the Eastern region, and leave each name on a separate line as in
Figure 5-12.

6. Select all three cells that contain state names, and on the Table Tools Layout tab, click
Split Cells. The Split Cells dialog box opens.

7. In the Number of columns box, type 2 to set the number of columns to 2 if it is not
already at that value. In the Number of rows box, type 1 to set the number of rows to 1
if it is not already at that value. Click OK.

8. Select the entire table and then click the Distribute Columns button on the Table Tools
Layout tab to equalize the column widths.

9. For each division, move approximately half of the names from the existing cell to the
empty cell to its right (Figure 5-13). You can move the text with either drag and drop or
Cut and Paste. Resize the columns as needed to fit the states’ names.

Figure 5-12

The table after all first and last
names have been merged

Adding Tables to Slides 105

Some state names moved to new cells

10. SAVE the ATMs Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

FORMATTING TABLES
PowerPoint provides default formats to all new tables so that they have an appealing appearance.
You may want to modify formatting, however, because you do not like the default colors or you
want a different appearance. Use the tools on the Table Tools Design and Table Tools Layout tabs
to apply new formatting options.

Changing Table Text Alignment and Orientation
Text can be aligned both vertically and horizontally within a cell. You can also change the text’s
orientation (rotation) to create visual interest. Use the same tools to align content horizontally in
a table cell that you use to align text in a text placeholder. Changing alignment in table cells can
improve readability as well as make a table more attractive.

Vertical alignment options control how content appears from the top to the bottom of a cell. The
default option is top alignment, but column headings often display better when centered vertically
in table cells. When column headings have differing numbers of lines, standard procedure is to
align all headings at the bottom.

Use options on the Text Direction menu in the Alignment group of the Table Tools Layout tab to
change the orientation of text for a special effect. Vertical text or text that reads from bottom to
top makes a unique row header, for example. In this exercise, you will change the text direction
and alignment in table cells.

STEP BY STEP Align and Orient Text in a Table

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Bids presentation from the data files for this lesson.

2. SAVE the presentation as Bids Solution in the lesson folder on your flash drive.

3. Click slide 2 and click in the merged cell at the far left of the table.

4. Click the Table Tools Layout tab and then click the Text Direction button to display a
menu of orientation options.

5. Click Stacked. This option will stack text with each letter below the previous one.

6. Type Vendor in the merged cell. The text stacks in the merged cell.

7. Select the text you just typed. Click the Home tab, and then in the Font group, click the
Character Spacing button and select Very Tight (Figure 5-14).

Figure 5-13

Move some of the state names
into the new cells

Lesson 5106

Take Note When you move the I-beam pointer over rotated or stacked text, its orientation changes to match
the text orientation.

8. With text still selected, click the Bold button on the Home tab.

9. Select the cells with numbers in the Price column. Click the Align Right button in the
Paragraph group to align all numbers in that column along the right side of the cells.

10. Select the cells with numbers in the last two columns. Click the Center button on the
Home tab to center the contents of those cells.

11. Select all cells in the column header row. Because they have a dark blue fill color, it will
not be obvious that they are selected.

12. Click the Center button on the Home tab to center the contents of those cells.

13. Click the Table Tools Layout tab and then click the Align Bottom button in the
Alignment group. Click outside of the table to deselect it. All column headings now
align at the bottom of the cells (Figure 5-15).

Text is bottom-aligned and centered

Figure 5-14

Stacked text orientation with
Very Tight spacing

Figure 5-15

Set vertical alignment

Adding Tables to Slides 107

14. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Applying a Table Style
PowerPoint tables are formatted by default with a Quick Style based on the current theme colors.
You can choose another table style to change color and shading formats. In this exercise, you will
apply a table style.

STEP BY STEP Apply a Table Style

GET READY. USE the Bids Solution presentation that is open from the previous exercise.

1. Click anywhere in the table on slide 2 and then click the Table Tools Design tab.

2. Click the More button in the Table Styles group to display the Table Styles gallery. Note
that the table styles are organized into several groups—Best Match for Document,
Light, Medium, and Dark.

3. Click the Themed Style 2 – Accent 6 table style. This style is a colorful alternative, but
not exactly what you want.

4. Click the More button again and then click the Medium Style 1 – Accent 6 style, a green
and gray combination in the last column of the gallery. Your table should resemble
Figure 5-16.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Colors available for Table Style formats are controlled by theme. If you apply a Quick Style and
then change the theme, the Table Style colors will adjust to those of the new theme.

You may on occasion want to remove all table formatting to present data in a simple grid without
shading or border colors. You can remove formatting by clicking Clear Table at the bottom of the
Table Styles gallery. Once you have cleared formats, you can reapply them by selecting any table
style.

Figure 5-16

New style applied to entire
table

Lesson 5108

Turning Table Style Options On or Off
The options in the Table Style Options group on the Table Tools Design tab allow you to adjust
what part of a table receives special emphasis. If your table has a row that shows totals of calcu-
lations, for example, the Total Row option applies color to that row so it stands out. You can use
any number of these options in a single table, or you can deselect all of them for a simpler effect.
In this exercise, you will modify the formatting applied by a table style by turning certain options
on and off.

STEP BY STEP Turn Table Style Options On or Off

GET READY. USE the Bids Solution presentation that is open from the previous exercise.

1. Click anywhere in the table to select it if necessary.

2. Click the Table Tools Design tab if it is not already displayed.

3. In the Table Style Options group, deselect the Banded Rows check box to remove this
formatting.

4. Select the First Column check box. The first column receives special emphasis.

5. Select the Banded Columns check box. Color bands are applied to the columns.

6. SAVE the Bids Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Matching
Match the term in Column 1 to its description in Column 2.

Column 1 Column 2
1. Table a. Option you can use to make all rows the same height or all columns

the same width

2. Draw Table b. Insert data so that it can be edited using its original application

3. Merge c. An arrangement of columns and rows used to organize data

4. Distribute d. Option you can use to create a table frame and insert columns and
rows where you want them

5. Embed e. To combine two or more cells to create a larger cell

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. To create a new table, click the Insert Object button and then select the type of
table to create.

T F 2. By default, a new table is sized to fit the content placeholder in which it was
created.

T F 3. To edit a worksheet object on a slide, double-click the object to display Excel’s
tools.

T F 4. You must select an entire row before you can insert a new row above or
below it.

T F 5. Use the Blank Table option to quickly remove all formatting from a table.

Adding Tables to Slides 109

Projects

Project 5-1: Inserting and Formatting an Excel Table

You are a production manager at Tailspin Toys. You have been asked to give a presentation to
senior management about anticipated costs of upgrading machinery in the assembly area. Because
you want to sum the costs, you will use an Excel worksheet to present the information.

GET READY. LAUNCH PowerPoint.

1. OPEN the Upgrades presentation from the data files for this lesson.

2. SAVE the presentation as Upgrades Solution in the lesson folder on your flash drive.

3. Click slide 2. Click the Insert tab, click the Table button, and then click Excel
Spreadsheet.

4. Drag the lower-right corner handle of the worksheet object to reveal columns A
through D and rows 1 through 7. Move the worksheet object below the slide title,
centered on the side.

5. Type the following data in the worksheet.

Machine Upgrade Cost Time Frame

Conveyor #2 New belt, drive $28,000 30 days

Conveyor #3 Update software $5,800 14 days

Drill Press #1 Replace $32,000 30 days

Vacuum system New pump, lines $12,750 30 days

Docks #2 – #5 Doors, motors $14,500 10 days

6. Click the Excel Page Layout tab, click the Themes button, and then click Retrospect to
apply the same theme to the worksheet that your presentation uses.

7. Adjust column widths by dragging or double-clicking column borders to display all
data. Widen the overall worksheet object if needed.

8. Click in cell B7, type Total Costs, and then press Tab.

9. Click the Home tab, and then in the Editing group, click the AutoSum button and press
Enter to complete the SUM function. The result should be $93,050.

10. Apply Quick Styles to the worksheet as follows:

a. Select the column headings.
b. On the Home tab, in the Styles group, click the Cell Styles button, and then click the

Accent2 style.
c. Click the Total Costs cell, click the Cell Styles button, and click the Accent1 style.
d. Click the cell that contains the sum of costs, click the Cell Styles button, and then

click the Total style.
e. Apply bold formatting to the column headings and the Total Costs cell.

11. Click the Select All button at the top-left corner of the worksheet object, click the Font
Size drop-down arrow, and then click 20. Adjust column widths again if necessary to
display all data.

12. Select the entries in the Time Frame column and then click the Center button.

13. Click outside the worksheet twice to review your changes. Re-center the table on the
slide, if necessary.

14. SAVE the Upgrades Solution presentation and then CLOSE the file.

LEAVE PowerPoint open for the next project.

Lesson 5110

Project 5-2: Inserting a Table

You are an operations manager for Fabrikam, Inc. You have been asked to give a presentation
to department heads about scheduled maintenance of power substations around the city. In this
project, you will use a table to present the maintenance schedule.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Power presentation from the data files for this lesson.

2. SAVE the presentation as Power Solution in the lesson folder on your flash drive.

3. Click slide 3. Insert a table with two columns and seven rows. Move the table below the
slide title, centered on the side.

4. Apply the Themed Style 2 – Accent 6 table style to the table.

5. Type the following information in the table:
Substation Week of
Eastland July 11
Downtown October 3
Uptown June 6
Parkland May 23
Midtown July 25
Broadway December 11

6. In the Table Style Options group, select the First Column check box.

7. Click the Design tab, and then in the Variants group, click the More button, point to
Fonts, and select Calibri.

8. Delete the last row of the table.

9. Rearrange the rows so that the dates in the second column are in chronological order.
Re-center the table on the slide, if necessary.

Take Note Create a new blank row, and use it as a temporary holding area when moving rows and then delete
the blank row when you are finished.

10. SAVE the Power Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Using Charts in a Presentation6

111

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Building Charts Create a chart
Import a chart

3.2.1
3.2.2

Modifying the Chart Type and Data Change the Chart Type 3.2.3

Modifying Chart Elements Add a legend to a chart 3.2.4

Formatting a Chart Change the chart style of a chart 3.2.5

SOFTWARE ORIENTATION

A PowerPoint Chart

Charts can help your audience understand relationships among numerical values. Figure 6-1
shows a sample PowerPoint chart with some standard chart features labeled.

Vertical axis labels

Horizontal axis labelsData point Legend

Data series

A chart can compare multiple data series (Figure 6-1) with each series represented by a different
color or pattern. A legend explains what each color represents. Category axis labels explain what
the groupings of bars represent (on the horizontal axis) and vertical axis labels explain the meaning
of the numeric values (on the vertical axis). Optional elements such as gridlines behind the chart
help make the chart more readable.

Figure 6-1
Components of a chart

Lesson 6112

BUILDING CHARTS
Charts are visual representations of numerical data. Chart features such as columns, bars, lines,
or pie slices make it easy to understand trends or compare values. Once you have created a chart in
PowerPoint, you can easily modify the data on which the chart is based, choose a different type of
chart to display the data, change the layout of the chart, and modify its formats.

Inserting a Chart from a Content Placeholder
Excel opens when you create a chart in PowerPoint and you enter the data in Excel that you want
to plot on the chart. Then when you return to PowerPoint, the chart appears with the data pre-
sented. As with tables and other objects, such as diagrams and pictures, the easiest way to insert a
chart is to click the Insert Chart icon in any content placeholder. PowerPoint guides you the rest
of the way to complete the chart. In the following exercise, you will place a chart on a slide using
a content placeholder.

STEP BY STEP Insert a Chart

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Revenues presentation from the data files for this lesson.

2. SAVE the presentation as Revenues Solution in the lesson folder on your flash drive.

3. Click slide 3. Click the Insert Chart icon at the top center of the content placeholder. The
Insert Chart dialog box opens (Figure 6-2), showing chart types and subtypes.

Take Note PowerPoint 2016 offers six new chart types that you can use to help visualize data: Treemap,
Sunburst, Histogram, Box & Whisker, Waterfall, and Funnel.

4. Click the 3-D Clustered Column chart subtype (the fourth from the left in the row of
icons across the top of the dialog box).

5. Click OK. A Chart in Microsoft PowerPoint window opens on top of the PowerPoint
window containing the sample data on which the chart is based (Figure 6-3). It is
similar to an Excel worksheet. Notice the bright-blue border that surrounds the data
range. This range border is used to indicate the data series being charted.

Figure 6-2

Select a chart type and
subtype

Using Charts in a Presentation 113

6. Drag the marker in the bottom-right corner of the range border so that the range
includes only cells A1:C5.

7. Select Column D, right-click, and then select Delete in the shortcut menu to clear the
selected cells. (If you just press Delete, it leaves a placeholder for the Column, which
appears in your chart.)

8. Click cell B1 and type 2017, replacing the current entry. Then press Tab to move to cell
C1. Type 2018 and press Enter.

9. Beginning in cell A2, type the following data in the worksheet window to complete the
chart:
Spring $89,000 $102,000
Summer $54,000 $62,000
Fall $102,000 $118,000
Winter $233,000 $267,000

10. CLOSE the worksheet window and click away from the chart. The chart appears with
the data you entered (Figure 6-4).

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 6-3

A worksheet opens for entering
the data for the chart

Figure 6-4

The completed chart

Lesson 6114

As you saw in the previous exercise, a worksheet window opens to allow you to insert the data that
creates the chart. You can edit the worksheet data any time you want by clicking the Edit Data
button on PowerPoint’s Chart Tools Design tab (which appears when a chart is selected). When
you click Edit Data in the Data group, a menu appears with options for you to edit the data in
PowerPoint (Edit Data) or in Excel (Edit Data in Excel).

If you want to use data from an existing Excel workbook, open that workbook and Copy and Paste
the data into the sheet created for the chart’s data. Adjust the range border as needed.

Importing a Chart from Excel
You can create the chart in Excel and then Copy the completed chart to PowerPoint using the
Clipboard. Excel’s charting tools are virtually identical to those in PowerPoint, so there is little
reason to create the chart in Excel first, but if the chart already exists in Excel, copying it to Pow-
erPoint can save some time.

You can also paste charts from Microsoft Word. If you have a chart in Word that you want to use,
just Copy and Paste the chart into PowerPoint. The data will transfer with the chart. In addition,
you can Copy and Paste the data from the Word sheet into the sheet created for the chart’s data
in PowerPoint.

STEP BY STEP Import an Excel Chart

GET READY. USE the Revenues Solution presentation that is open from the previous
exercise.

1. With slide 3 selected, click New Slide on the Home tab. A new slide appears at the end
of the presentation.

2. LAUNCH Microsoft Excel and then OPEN the Beverages.xlsx workbook from the data
files for this lesson. Select the chart and press Ctrl+C to copy it to the Clipboard.

3. Switch to the Revenues Solution presentation and select the outer frame of the content
placeholder box on slide 4. Click twice on it to make sure the placeholder box itself is
selected.

4. Press Ctrl+V to paste the chart into the placeholder.

5. Click in the slide’s title placeholder box and type Beverage Sales.

6. Click the text Beverage Sales inside the chart so handles display around it. Press
Delete. The chart title is deleted and the pie chart increases in size a little.

7. Switch to Excel and CLOSE Excel.

8. In PowerPoint, SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Resizing and Moving a Chart
In addition to moving the individual elements within a chart, you can move and resize the chart
itself. The white circles on the chart’s border are sizing handles. You can resize any object by drag-
ging a side or corner handle of its container. Note that if you drag a side handle, you may “stretch”
the container, distorting its contents. Hold down Shift and drag a corner handle to maintain the
height-width ratio (the aspect ratio). You can move any object, including a chart, by dragging it
by its border. When the four-headed pointer displays, just click and drag. In this exercise, you will
resize and move a chart.

Using Charts in a Presentation 115

STEP BY STEP Resize and Move a Chart

GET READY. USE the Revenues Solution presentation that is open from the previous
exercise.

1. Click slide 3 and select the chart.

2. Position the pointer on the lower-right corner of the chart’s frame, so the mouse
pointer becomes a double-headed arrow.

3. Drag inward to decrease the size of the chart by about 2” in width.

Take Note Optionally, you can hold down Shift while resizing to maintain the aspect ratio.

4. Position the pointer anywhere on the chart’s frame except on one of the sizing handles.
The mouse pointer becomes a four-headed arrow.

5. Drag to reposition the chart so that it is centered attractively on the slide. Click outside
of the chart.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

MODIFYING THE CHART TYPE AND DATA
It is not uncommon to have to modify a chart after you have created it. You can change the data
on which the chart is based at any time or change the way the data is plotted. You can also add or
remove chart elements as desired to customize your chart.

Choosing a Different Chart Type
After creating a chart, you may choose to change its type and/or its layout. If you decide that the
chart type you have chosen does not display the data the way you want, you can choose a different
chart type or subtype.

Different chart types display the data series differently. A data series consists of all the data
points for a particular category, such as all the points for each season’s 2017 values. A data point,
sometimes called a data marker, is one point in a series. The default chart type is a Column
chart. In this exercise, you will change a chart’s type.

STEP BY STEP Choose a Different Chart Type

GET READY. USE the Revenues Solution presentation that is open from the previous
exercise.

1. On slide 3, select the chart. Click the Chart Tools Design tab and then in the Type
group, click the Change Chart Type button. The Change Chart Type dialog box opens
showing the same chart types that appeared when you first created the chart.

2. In the list of chart types on the left, click Bar.

3. Click the 3-D Clustered Bar subtype and then click OK. The columns change to
horizontal bars (Figure 6-5).

Lesson 6116

4. SAVE the Revenues Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Troubleshoo Changing from a 2-D chart type to a 3-D chart type can yield unexpected results. For some
chart types, PowerPoint may display the new chart type in a rotated perspective view that you
might not like. It is best to decide when you create the original chart whether you want it to
use 2-D or 3-D and then stick with those dimensions when making any change to the chart
type.

Editing a Chart’s Data
Chart data remains “live” as long as the chart remains on the slide. You can reopen the chart
worksheet at any time to adjust the data. Changes you make to the chart worksheet window are
immediately reflected on the PowerPoint chart. Use the Edit Data button to reactivate the work-
sheet window and make your changes there. You can also use the Switch Row/Column button to
plot the data on different axes.

Before you can edit chart data, you must select it. To select an individual cell in the data sheet,
click that cell. To select ranges of cells, drag across them, or click a column or row header to select
the entire row or column. In the following exercise, you will practice editing chart data, including
selecting individual cells and entire columns.

STEP BY STEP Edit a Chart’s Data

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Pricing presentation from the data files for this lesson.

2. SAVE the presentation as Pricing Solution in the lesson folder on your flash drive.
Examine the information on the slides and notice that the years on the title slide do not
match up with the four years displayed on the chart.

3. Click slide 2 and click the chart to select it.

Figure 6-5

A new chart type applied

Using Charts in a Presentation 117

4. Click the Chart Tools Design tab and then click the Edit Data button in the Data group.
The worksheet window opens.

5. Click cell B1 and type 2015, replacing the current entry there. Then press Tab to move
to cell C1 and type 2016, replacing the current entry. Repeat the process for D1 (2017)
and E1 (2018).

6. Click the column B column header (for 2015 data) to select the entire column and then
right-click the column and click Delete. The data in the worksheet should now resemble
Figure 6-6.

Edit Data in Microsoft Excel

7. Click the Edit Data in Microsoft Excel icon on the worksheet window’s toolbar (refer to
Figure 6-6). The data opens in Excel.

8. Click cell A3 and type Equipment Rental, replacing the current entry there.

9. CLOSE the Excel window and return to PowerPoint. Select the chart again if it is not
already selected.

10. If the Switch Row/Column button is available on the Chart Tools Design tab, click it to
switch rows and columns and then continue to step 14. If the button is not available, do
the following to switch rows and columns:

11. On the Chart Tools Design tab, click the Select Data button. The Select Data Source
dialog box opens.

12. Click the Switch Row/Column button in the dialog box.

13. Click OK.

14. On the Chart Tools Design tab, click the Switch Row/Column button to switch the rows
and columns back to their original settings. (Even if the button was unavailable in step
10, it will be available now.)

15. CLOSE the worksheet window if it is open.

16. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 6-6

The edited data for the chart

Lesson 6118

MODIFYING CHART ELEMENTS
Chart elements are the optional parts of a chart, such as the legend, title, data labels, data
table, axes, axis labels, and so on. You can apply Quick Layouts that apply preset combinations
of these elements and you can turn each element type on or off individually and apply different
options to it.

Applying and Modifying a Quick Layout
PowerPoint supplies several preformatted chart layouts that you can apply quickly to modify the
default layout. These layouts may adjust the position of features, such as the legend, or add chart
components such as titles and data labels. In this exercise, you will choose a different chart layout.

PowerPoint charts can be customized in a variety of ways by adding and removing chart elements
such as titles, labels, and gridlines. If you do not want to take the time to add elements, Power-
Point’s quick layouts can provide you with some standard appearance options to choose from. You
will learn how to add elements yourself later in this lesson.

STEP BY STEP Apply and Modify a Quick Layout

GET READY. USE the Pricing Solution presentation that is open from the previous exercise.

1. With the chart on slide 2 selected, click the Quick Layout button on the Chart Tools
Design tab. The Chart Layout gallery displays.

Take Note The thumbnails in the Chart Layout gallery show in miniature the new layout and elements of
the chart.

2. Point to Layout 2 in the gallery to display a preview of this layout in the chart (Figure
6-7). Point to other layouts to display their preview in the chart; then click Layout 2. The
layout is modified to place the legend above the chart and add data labels to each of
the bars.

3. On the Chart Tools Design tab, click the Add Chart Element button, point to Chart Title,
and then click None. The chart title is removed. (It is not necessary because the slide
itself provides a title.)

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 6-7

The chart with Layout 2
applied to it

Using Charts in a Presentation 119

Working with a Legend
A legend is a key that tells what each color or pattern in a chart represents. There are many options
available for adding, positioning, and customizing legends.

A legend is a very important chart element, because without it, the audience has no way of know-
ing what each colored bar, dot, line, or pie slice represents. In this exercise, you will practice add-
ing, modifying, and moving a legend.

STEP BY STEP Work with a Legend

GET READY. USE the Pricing Solution presentation that is open from the previous exercise.

1. With the chart on slide 2 selected, click the Chart Elements button (the plus sign) near
the upper-right corner of the chart. The Chart Elements list appears.

2. Deselect the Legend check box. The legend disappears.

3. Select the Legend check box. The legend reappears to the right of the chart.

4. An arrow appears to the right of the Legend option in the Chart Elements list. Click the
arrow to display a submenu and then click Bottom. The legend moves below the chart.

5. Click the arrow next to Legend to redisplay the submenu and then click More Options.
The Format Legend task pane opens.

6. Under Legend Position, click Left. The legend moves to the left of the chart area
(Figure 6-8).

7. CLOSE the task pane.

8. Position the mouse pointer over the border of the legend and drag it to place it in the
empty space above the Lift Pass bars.

9. Drag the left side selection handle on the legend’s frame to widen the legend so that
all its content fits on a single line and drag the bottom selection handle to decrease the
legend height. Reposition the legend as shown in Figure 6-9.

Figure 6-8

Position the legend to the left
using the Format Legend task
pane

Lesson 6120

10. On the Chart Tools Design tab, click Add Chart Element, point to Legend, and then click
Bottom to move the legend below the chart.

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding and Deleting Other Chart Elements
Elements such as axis labels, a chart title, and data labels make your chart more informative. Use
the tools on the Chart Tools Design tab to turn chart elements on or off or adjust settings for a
particular element. The controls for these elements are very similar to the controls for the legend
that you learned about in the preceding exercise.

As you saw in the preceding exercise, the Chart Tools Design tab has an Add Chart Element but-
ton that opens a menu for controlling chart elements of many different types. Each element of that
menu opens a submenu that includes several basic choices (including None) plus a More command
that opens a task pane for controlling that element.

You can remove chart elements by choosing None from their submenu, or in some cases by simply
clicking the item within the chart to select it and then pressing Delete. In this exercise, you will
practice adding and deleting chart elements.

STEP BY STEP Add and Delete Chart Elements

GET READY. USE the Pricing Solution presentation that is open from the previous exercise.

1. Click the chart on slide 2 to select it if it is not already selected and then click the Chart
Tools Design tab.

2. Click the Add Chart Element button, point to Gridlines, and then click Primary Major
Horizontal. Horizontal gridlines are added to the chart.

3. Click the Add Chart Element button, point to Data Labels, and then click None. The
data labels disappear from the chart.

4. Click the chart’s outer frame to select the entire chart again, if it is not already selected.

5. Click the Add Chart Element button, point to Axes, and then click Primary Vertical.
Numbers appear along the vertical axis.

6. Click the Add Chart Element button, point to Data Table, and then click More Data
Table Options. The Format Data Table task pane opens.

7. Clear the Show legend keys check box.

8. Clear the Vertical and Outline check boxes (Figure 6-10).

Figure 6-9

Resize the legend frame so the
legend appears horizontally

Using Charts in a Presentation 121

Data table

9. CLOSE the task pane.

10. Drag the bottom selection handle on the chart frame downward to increase the chart’s
height by approximately 1”, so that it is less cluttered.

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

FORMATTING A CHART
Once you have final data and have added the elements you want to include in the chart, you
can make final adjustments to the size and position of the chart and its elements and apply final
formatting. Use the tools on the Chart Tools Format tab to apply formats to any part of a chart,
including the entire chart area, the data series markers, the legend, and the chart’s labels and titles.

Applying Chart Styles
Chart styles provide instant formatting to change the appearance of a chart. A style can change
colors and borders of data markers, apply effects to the data markers, and apply color to the chart
or plot area. You can use a style to format a chart if you do not have time to adjust formatting of
chart elements such as data series or the individual data points in a series. In this exercise, you will
apply a style to a chart and then modify it.

STEP BY STEP Apply and Modify a Chart Style

GET READY. USE the Pricing Solution presentation that is open from the previous exercise.

1. Click slide 2 and click the chart to select it if it is not already selected.

2. On the Chart Tools Design tab, click the More button in the Chart Styles group. The
Chart Styles gallery appears.

3. Point to Style 4 in the gallery to display a preview of this style in the chart (Figure 6-11).
Point to other chart styles to display their preview in the chart; then click Style 4. This
style applies a new theme color and a different chart background color.

Figure 6-10

Customize the data table
options

Lesson 6122

4. SAVE the Pricing Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Fill in the Blank
Fill in each blank with the term or phrase that best completes the statement.

1. On a bar chart, the bars that share a common color are a data _______.

2. If you want to change a column chart to a line chart, click the _______ button on the
Chart Tools Design tab.

3. A(n) _______ is a visual depiction of numeric data.

4. A chart’s _______ provides a key to the information plotted on the chart.

5. Hold the _______ key as you drag a chart’s corner handle to resize it and maintain its
aspect ratio.

Multiple Choice
Circle the correct answer.

1. PowerPoint’s charting feature includes a worksheet window that is similar to which
other Office application?

a. Microsoft Word
b. Microsoft Excel
c. Microsoft Equation
d. Microsoft Chart

2. What is the default PowerPoint chart type?

a. Column chart
b. Bar chart
c. Line chart
d. Pie chart

Figure 6-11

The chart is more interesting
with the new Chart Style
applied

Using Charts in a Presentation 123

3. How can you move a chart on a slide?

a. By dragging its border
b. By cutting from one location and pasting elsewhere on the slide
c. By dragging a sizing handle
d. By issuing the Move command

4. ________ enables you to quickly format a chart with different colors, effects, and
background.

a. WordArt
b. A chart style
c. Master themes
d. SmartArt

5. Text that identifies information about the values on an axis is called a(n) _______.

a. Legend
b. Chart title
c. Plot title
d. Axis label

Projects

Project 6-1: Creating a Line Chart

You are a member of the Center City Board of Elections. You have been asked to create a presen-
tation to deliver to the Board showing how turnout has varied in the city over the past four presi-
dential elections. In this project, you will create a line chart to display this data clearly.

GET READY. LAUNCH PowerPoint.

1. OPEN the Turnout presentation from the data files in this lesson.

2. SAVE the presentation as Turnout Solution in the lesson folder on your flash drive.

3. Click slide 2, click the Insert Chart icon in the content placeholder, and then click Line.
Click OK to accept the default subtype.

4. Starting in cell A1, type the following data in the Excel worksheet:
Year Turnout
2004 0.62
2008 0.74
2012 0.49
2016 0.40

5. Adjust the range border to include only the data you typed and then delete all extra
data on the sheet.

6. CLOSE the worksheet window.

7. In the Quick Layout gallery, click Layout 9.

8. In the Chart Styles gallery, click Style 9.

9. Click the legend in the chart to select it and then press Delete.

10. Click the Add Chart Element button, point to Data Labels, and then click Above.

11. Right-click one of the data labels and click Format Data Labels.

12. In the Format Data Labels pane, click the Label Options icon.

13. In the Number section, change the Category to Percentage with 0 decimal places.

14. SAVE the Turnout Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Creating SmartArt Graphics7

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Adding SmartArt to a Slide Create SmartArt graphics
Convert lists to SmartArt graphics

3.3.1
3.3.2

Modifying SmartArt Apply styles to shapes and text boxes
Change the color of SmartArt graphics
Add shapes to SmartArt graphics
Reorder shapes in SmartArt graphics

2.2.5
3.3.5
3.3.3
3.3.4

SOFTWARE ORIENTATION

Choosing a SmartArt Graphic

PowerPoint offers eight different types of SmartArt with many layouts for each type. Figure 7-1
shows the dialog box that appears when you choose to insert a SmartArt graphic.

SmartArt types SmartArt layouts Explanation of how the selected layout can be used

When you click a layout, the right pane of the dialog box shows you a preview of the selected
layout and provides information on how to use the layout. This description can help you decide
whether the layout will be appropriate for your information.

Figure 7-1
The Choose a SmartArt
Graphic dialog box

124

Creating SmartArt Graphics 125

ADDING SMARTART TO A SLIDE
Use the Insert a SmartArt Graphic icon in any content placeholder to insert a new SmartArt
graphic. After you have selected a type and a layout, you can add text to the SmartArt graphic.
PowerPoint also lets you use existing bullet items to create SmartArt.

Inserting a SmartArt Graphic
SmartArt graphics (also called SmartArt diagrams, or just SmartArt) are visual representations
of information you want to communicate. SmartArt shows items of related information in a
graphical way that makes their relationships easy to understand. You can use SmartArt to present
text information in a more visually interesting way than the usual bulleted or numbered formats.
An organization chart is a type of SmartArt that shows the relationships among personnel or
departments in an organization. Organization charts are included in the Hierarchy layouts. In this
exercise, you will insert an organization chart.

STEP BY STEP Insert a SmartArt Graphic

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Orientation presentation from the data files for this lesson.

2. SAVE the presentation as Orientation Solution in the lesson folder on your flash drive.

3. Click slide 3 and click the Insert a SmartArt Graphic icon in the center of the content
placeholder. The Choose a SmartArt Graphic dialog box opens.

4. Click Hierarchy in the type list in the left pane of the dialog box. The layouts for the
Hierarchy type are displayed.

5. Click the first layout in the first row, the Organization Chart. Read the description of the
Organization Chart layout in the right pane of the dialog box.

6. Click OK to insert the SmartArt graphic. The diagram appears on the slide (Figure 7-2).

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 7-2

A new, blank organization
chart

Lesson 7126

Adding Text to SmartArt
A new SmartArt graphic appears on the slide with empty shapes to which you add text (and in
some cases, pictures) to create the final version. The appearance and position of these shapes are
guided by the layout you chose; shape color is controlled by the current theme. As you enter text,
PowerPoint resizes the shapes to accommodate the longest line of text. Font size is also adjusted
for the best fit and PowerPoint keeps the font size the same for all shapes. In this exercise, you will
learn how to add text to the organizational chart that you created in the previous exercise.

An organization chart, such as the one you create in this section, has some special terminology and
layout requirements. In an organization chart, there can be only one top-level shape, which
is typically occupied by the name of the person or department at the head of the organization.
Persons or departments who report to the top-level entity are subordinates. An assistant is a
person who reports directly to a staff member and usually appears on a separate level.

STEP BY STEP Add Text to SmartArt

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. On the SmartArt Tools Design tab, in the Create Graphic group, click the Text Pane
button if it is not already selected. This action opens the Text pane. You can also click
the arrow on the far left of the SmartArt graphic’s border to open the Text pane.

2. At the top of the Text pane, type Jeremy Nelson to enter the name in the top-level
shape. Notice that as you type the text in the Text pane, it appears in the top shape
(Figure 7-3) and the text automatically resizes to fit in the shape.

Text Pane button
on Ribbon

You can type text here,
or in the shape itself

Text Pane button
on SmartArt Top-level shape

Assistant shape Subordinate shape

3. Click in the bullet item below Jeremy Nelson in the Text pane and then type Katie
Jordan. Katie Jordan is an assistant to Jeremy Nelson, and as such, she has an
assistant shape on a level between the top-level shape and the subordinate shapes.

4. Click in the next bullet item in the Text pane and type Eric Lang. Eric Lang is a
subordinate to Jeremy Nelson.

Figure 7-3

Type a name in the top-level
shape

Creating SmartArt Graphics 127

Take Note Do not press Enter after typing the names because that inserts a new shape. If you accidentally do
so, click the Undo button on the Quick Access Toolbar to undo the addition.

5. Click in the next bullet item and type Holly Holt.

6. Click in the last bullet item and type Anders Madsen.

7. Click the Close button (X) in the Text pane to hide it. You will complete the text entry by
typing directly in the shapes.

8. Click just to the right of the name Nelson in the top-level shape, press Enter and type
Director. Notice that the text size adjusts in all the shapes to account for the additional
entry in the top-level shape.

9. Click after the name Jordan in the assistant shape, press Enter, and then type Assistant
Director.

10. Use the same process to type the title Reading Products for Eric Lang, Linguistics
Products for Holly Holt, and Writing Products for Anders Madsen.

11. Click away from the SmartArt to deselect it. Your slide should resemble Figure 7-4.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note If you need to edit text you have entered in a shape, you can click the text to activate it and then
edit the text as necessary.

Converting Text or WordArt to SmartArt
As you work with slide text, you may realize that the information would work well as a SmartArt
graphic. In this situation, you do not have to retype the text in the SmartArt shapes. Simply
convert the bulleted list to a SmartArt graphic. You can create SmartArt from any bulleted list
on a slide or any WordArt object. You can choose one of the common layouts in the Convert to
SmartArt gallery, or you can access the Choose a SmartArt Graphic dialog box to choose any type
or layout. In this exercise, you will learn how to convert a list into a SmartArt Cycle graphic and
you will convert WordArt text into a single SmartArt object.

Figure 7-4

The completed organization
chart

Lesson 7128

STEP BY STEP Convert Text or WordArt to a SmartArt Graphic

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 4 and drag over the text in the bulleted list to select it.

2. On the Home tab, in the Paragraph group, click the Convert to SmartArt button.
PowerPoint displays the Convert to SmartArt gallery (Figure 7-5).

3. Click More SmartArt Graphics at the bottom of the gallery. The Choose a SmartArt
Graphic dialog box opens.

4. Click Cycle in the left pane and then click the Block Cycle layout (the third layout in the
first row). Read the description of how best to use the Block Cycle layout.

5. Click OK. The bulleted list is converted to a cycle graphic (Figure 7-6).

Figure 7-5

The Convert to SmartArt
gallery

Figure 7-6

Bulleted list converted to a
Cycle graphic

Creating SmartArt Graphics 129

6. Click slide 1 and triple-click the Developer Orientation WordArt object to select it.

7. On the Home tab, click Convert to SmartArt and then click Vertical Bullet List (the first
layout in the first row). The WordArt text is converted to a single-item SmartArt object.

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

MODIFYING SMARTART
Although a SmartArt graphic makes an interesting visual statement on a slide in its default state,
you will probably want to make some changes to the graphic to customize it for your use. You can
apply a wide variety of formatting changes to modify appearance and you can also change layout
or orientation and add or remove shapes. You can even change the SmartArt type to another that
better fits your data.

Applying a Style to SmartArt
Like other graphic objects, SmartArt can be quickly and easily formatted by applying a SmartArt
style. Styles apply fills, borders, and effects to improve the appearance of the graphic’s shapes. In
this exercise, you will apply a style.

STEP BY STEP Apply a Style to SmartArt

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 3 and click once on the SmartArt graphic to select it. Take care to select the
SmartArt itself; don’t select a particular shape within it.

2. Click the SmartArt Tools Design tab to activate it.

3. Click the More button in the SmartArt Styles group. The SmartArt Styles gallery
appears (Figure 7-7).

4. Click the Inset style. (It is the second style in the first row of the 3-D section.)
PowerPoint applies the style.

5. Click slide 1, click the SmartArt object, and then repeat steps 2-4 to apply the same
style.

Figure 7-7

The SmartArt Styles gallery

Lesson 7130

6. Click slide 4, click the SmartArt object, and then repeat steps 2-4 to apply the same
style.

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Selecting a Color Theme for SmartArt
By default, SmartArt uses variants of a single theme color. Use the Change Colors gallery to ap-
ply a different theme color. In this exercise, you will apply a different color theme to a SmartArt
graphic.

STEP BY STEP Apply a Color Theme to a SmartArt Graphic

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 3 and click the SmartArt graphic to select it.

2. Click the SmartArt Tools Design tab, and then in the SmartArt Styles group, click the
Change Colors button. The Change Colors gallery opens.

3. Click the fourth style in the Colorful section, Colorful Range – Accent Colors 4 to 5.
PowerPoint applies theme colors differentiated by level.

Take Note Differentiating levels or processes by color gives your audience further visual cues that help them
understand the SmartArt graphic.

4. Click slide 4 and click the SmartArt graphic to select it.

5. Click the Change Colors button, and then click the first style in the Colorful section of
the Change Colors gallery, Colorful – Accent Colors. PowerPoint uses theme colors to
apply different colors to each shape.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Changing a SmartArt Graphic’s Layout
If you decide a particular layout does not present your data as you like, you can easily choose a new
layout. A different layout can dramatically change the way the data appears. Different layouts may
be more or less suited to your data, so you may want to try several different layouts to find the best
match. In this exercise, you will change a SmartArt graphic to a different layout.

STEP BY STEP Change a SmartArt Layout

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click the SmartArt graphic on slide 4 to select it, if necessary. Make sure you select the
outer frame of the graphic—not an individual shape.

2. On the SmartArt Tools Design tab, in the Layouts group, click the More button to
display the Layouts gallery.

Take Note The Layouts gallery displays alternative layouts for the current type.

3. Click Continuous Cycle (Figure 7-8). PowerPoint applies the new cycle layout to the
current chart.

Creating SmartArt Graphics 131

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note It is also possible to convert a diagram from one type (category) of SmartArt to another.

Adding a New Shape to a SmartArt Graphic
As you work with SmartArt, you may need to add shapes to accommodate your information. Use
the Add Shape button to choose what kind of shape to add and where to insert it in the graphic.
Adding a new shape to a graphic causes all the existing shapes to resize or reposition to make room
for the new shape.

STEP BY STEP Add a Shape to a SmartArt Graphic

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 3 and click the SmartArt graphic to select it. Make sure you select the
graphic’s outer frame; don’t select a specific shape within it.

2. Click the SmartArt Tools Design tab.

3. Click the last shape in the last row (Anders Madsen) to select it.

4. On the SmartArt Tools Design tab, in the Create Graphic group, click the Add Shape
drop-down arrow. PowerPoint displays a menu of options for adding a shape relative
to the current shape. (You can also right click the shape and click Add Shape.)

5. Click Add Shape Below. PowerPoint adds a subordinate shape to the Anders Madsen
shape.

Take Note Notice that the new shape, which is on a new level, has a different theme color to differentiate it
from the level above.

6. Type Jennifer Kim in the new shape, press Enter, and then type Product Coordinator.
Then click away from the graphic to deselect it. The slide should resemble Figure 7-9.

Figure 7-8

The Layouts gallery for the
Cycle type

Lesson 7132

Newly added shape

7. Select Jennifer Kim’s shape. On the SmartArt Tools Design tab, click the Add Shape
drop-down arrow and then click Add Shape Below. PowerPoint adds a subordinate
shape.

8. Type Luis Sousa into the new shape, press Enter, and then type Software Design.

9. With Luis Sousa’s shape still selected, click the Add Shape drop-down arrow and then
click Add Shape After. PowerPoint adds a shape on the same level.

10. Type Isabel Martins in the new shape, press Enter, and then type Package Design.

11. Click away from the graphic to deselect it. Your slide should resemble Figure 7-10.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 7-9

A new shape has been added

Figure 7-10

New subordinate shapes have
been added

Creating SmartArt Graphics 133

Removing a Shape from a SmartArt Graphic
You can easily delete shapes you do not need. When you remove a shape, PowerPoint resizes the
other shapes to take advantage of the increased space in the SmartArt container. Font sizes usually
increase accordingly, too. For this reason, you should not do any manual formatting of text and
shape size until you have finalized the number of shapes.

STEP BY STEP Remove a Shape from a SmartArt Graphic

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 4 and click the SmartArt graphic to select it.

2. Click the Update shape to select it. Make sure you select the shape and not the text
within it.

3. Press Delete. PowerPoint removes the shape and reconfigures the SmartArt graphic.

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Reversing the Direction of Shapes
You can change the look of a SmartArt graphic by modifying the way shapes are positioned. You
can use the Right to Left and Layout buttons to adjust the orientation. In this exercise, you will
reverse a graphic’s direction and change the layout of a section of an organization chart.

STEP BY STEP Reverse the Direction of Shapes

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 3 and click the SmartArt graphic to select it. Make sure you select the entire
graphic.

2. Click the SmartArt Tools Design tab if it is not already displayed.

3. Click the Right to Left button in the Create Graphic group. PowerPoint flips the graphic
horizontally so that shapes on the right side are now on the left side.

4. Click in the top-level shape (Jeremy Nelson). Make sure you select the shape; don’t
select the text within it.

5. Click the Layout button in the Create Graphic group. PowerPoint displays options for
positioning the shapes relative to the top-level shape.

6. Click Left Hanging. The subordinate shapes are arranged vertically below the top-level
shape, rather than horizontally (Figure 7-11).

7. Click the Layout button and then click Standard to restore the previous layout.

8. Click the Jennifer Kim shape, click the Layout button, and then click Both. The
subordinate shapes display horizontally rather than vertically.

Lesson 7134

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Reordering Shapes
In addition to changing the SmartArt graphic’s entire orientation, you can also reorder the in-
dividual shapes by using the Move Up and Move Down buttons. Be aware, however, that the
directions “up” and “down” are relative and, depending on the position of the shape, may not cor-
respond to the actual direction being moved. In this exercise, you will move a shape to a different
location in a SmartArt graphic.

STEP BY STEP Move a SmartArt Shape

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 4 and click the SmartArt graphic to select it.

2. Click the Testing shape.

3. On the SmartArt Tools Design tab, click Move Down. The shape moves one position in
a clockwise direction. Note that in this example, Move Down actually moves the shape
upward in the graphic.

4. Click Move Up. The shape moves one position in a counter-clockwise direction.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Promoting and Demoting Shapes
You can add, remove, or modify shapes by promoting or demoting text. When you promote an
item, you move it up a level. When you demote an item, you make it subordinate to the item
above it in the hierarchy. This procedure is similar to changing the indent level of items in a bul-
leted list. In the following exercise, you will learn how to promote a shape.

Figure 7-11

The subordinate shapes appear
vertically

Creating SmartArt Graphics 135

STEP BY STEP Promote a Shape

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 3 and click the SmartArt graphic to select it.

2. Click the Text Pane button on the SmartArt Tools Design tab.

3. In the Text pane, click the Jennifer Kim bulleted item. Notice in the Text pane that this
item is indented below the Anders Madsen bulleted item.

4. Click the Promote button in the Create Graphic group. Jennifer Kim’s shape jumps up
one level and her two subordinates are also promoted.

5. Click the Text Pane button to hide the Text pane again.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Choosing a Different SmartArt Type
Sometimes the hardest part about working with SmartArt is selecting the type and layout that
will best display your data. Fortunately, you can easily change the type even after you have created
and formatted a SmartArt graphic. Some types of SmartArt will convert very well to a different
type, while others will not fit the shape layout of the new type at all. You may need to retype in-
formation to display it properly in a different type. The following exercise shows how to select a
different type and layout.

STEP BY STEP Choose a Different SmartArt Type and Layout

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 4 and click the SmartArt graphic to select it.

2. Click the SmartArt Tools Design tab, and then in the Layouts group, click the More
button. Click More Layouts at the bottom of the gallery to open the Choose a SmartArt
Graphic dialog box.

3. Click the Process type in the left pane, then scroll down and click the Upward Arrow
layout in the center pane (in the third row from the bottom).

4. Click OK. PowerPoint converts the SmartArt graphic to the Upward Arrow layout.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Changing Shape Appearance
Final adjustments to a SmartArt graphic include tweaking the size of shapes and modifying text
formatting. PowerPoint formats shapes so that all will fit comfortably in the placeholder. If you
have only a few shapes, you might find that these adjustments result in a graphic where shapes are
much larger than they need to be to hold their text. Conversely, you may want to increase shape
size to draw attention to one specific shape. These types of appearance changes can improve the
look of a graphic and make it easier to read. In this exercise, you will learn how to change the size
of a shape.

Lesson 7136

STEP BY STEP Change Shape Size

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Select the SmartArt graphic on slide 4 if it is not already selected and then click the
Needs/Market Analysis circle (the circle nearest the thin end of the arrow graphic) to
select it. Make sure you select the circle, not the text.

2. Click the SmartArt Tools Format tab.

3. In the Shapes group, click the Larger button twice to increase the size of the smallest
circle.

4. Click the Design/Proof of Concept circle shape and then click the Larger button once to
increase the shape’s size.

5. Click the Roll-out circle shape and then click the Smaller button in the Shapes group
once to decrease the shape size. Then click away from the graphic to deselect it.

Take Note If you select the text box rather than the shape, click outside the text box to deselect it and then
try again by clicking the left edge of the shape with the four-headed pointer.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note You can also change shape appearance by selecting a completely new shape: right-click a shape,
click Change Shape, and then select the desired shape from the Shapes gallery.

Changing Text Formatting
PowerPoint automatically adjusts font sizes to fit in or around shapes. If you do not find the size or
color of text in a SmartArt graphic attractive or easy to read, you can use the Home tab formatting
options to adjust font formats such as size, color, or style. You can also adjust alignment in shapes
just as you would in any PowerPoint placeholder.

If you modify text formats with the SmartArt graphic selected, all text within the graphic will
display the new format. To apply a new text format to a single shape, select that shape first. Text
placeholders are selected the same way as other slide placeholders are. In this exercise, you will
format the text in a SmartArt graphic.

STEP BY STEP Change Text Formatting

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. On slide 4, select the outer frame of the SmartArt graphic (not a specific shape within
it).

2. On the Home tab, click the Font Size drop-down arrow and then click 20. PowerPoint
changes the size of all text in the graphic to 20 pt.

3. Click the Needs/Market analysis text box and drag its border to reduce its width
slightly so that the word Market moves completely to the second line.

4. Click the Design/Proof of concept text box and expand its width so that the word Proof
displays completely on the first line.

5. With the Design/Proof of concept text box still selected, press the right arrow key on
the keyboard three times to move the text box slightly to the right so its text does not
overlap the circle shape.

6. Widen the Development text box so the word fits on a single line and then move the
text box to the right slightly, as you did in step 5. Then click away from the graphic to
deselect it.

Creating SmartArt Graphics 137

7. Move the Testing text box to the right slightly. The completed slide is shown in Figure
7-12.

8. Click slide 3 and click the SmartArt graphic to select it.

9. Click the outside edge of the Jeremy Nelson shape.

10. Click the Font Color drop-down arrow on the Home tab and then click Black, Text 1.
The text in that shape is now easier to read against the light green fill.

11. Click the Bold button on the Home tab. All text in the shape is bolded. Then click away
from the graphic to deselect it.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Converting SmartArt
When you convert SmartArt to text, the text in the SmartArt object changes to a bulleted list.
Top-level shape text becomes top-level bullet points and subordinate shapes become subordinate
bullets. When you convert SmartArt to shapes, the diagram changes to a set of drawn shapes and
lines, like the ones you might draw yourself using the Shapes button on the Insert tab. In this
exercise, you will convert SmartArt diagrams to text and graphics.

STEP BY STEP Convert SmartArt

GET READY. USE the Orientation Solution presentation that is open from the previous
exercise.

1. Click slide 4 and select the SmartArt object.

2. Click the SmartArt Tools Design tab, and then in the Reset group, click the Convert
button and then click Convert to Text. The SmartArt is converted to a bulleted list.

3. Click the Undo button in the Quick Access Toolbar to reverse the change and return to
the SmartArt graphic.

4. Click slide 3 and select the SmartArt object.

Figure 7-12

The completed process chart

Lesson 7138

5. Click the SmartArt Tools Design tab, and then in the Reset group, click the Convert
button and then click Convert to Shapes. The diagram changes to a set of shapes.

6. Click inside the diagram to confirm that the SmartArt tabs on the Ribbon do not appear.

7. Click one of the diagram’s shapes. Notice that the Drawing Tools Format tab becomes
available, indicating it is a drawn shape object.

8. SAVE the Orientation Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Matching
Match the term in Column 1 to its description in Column 2.

Column 1 Column 2

1. Promote a. Holds the name of the person or department at the head of the
organization

2. SmartArt b. Panel in which you can type SmartArt graphic text

3. Top-level shape c. Increases the level of the item in the hierarchy

4. Text pane d. Visual representation of information

5. Subordinate e. Someone who reports to the head of the organization

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. Text in a SmartArt graphic can appear either in a shape or in a bulleted list.

T F 2. The Standard Colors gallery allows you to apply variations of theme colors to a
SmartArt graphic.

T F 3. The Add Shape Below option inserts a subordinate shape.

T F 4. To remove a shape, select it and press the Delete key on the keyboard.

T F 5. You have to retype text if you change from one SmartArt layout to another.

Projects

Project 7-1: Using SmartArt to Show Company Reorganization

In this project, you are the director of operations at Fabrikam, Inc., a company that develops fabric
treatments for use in the textile industry. Your company is undergoing reorganization and you
need to prepare a presentation that shows how groups will be aligned in the new structure. You
can use a SmartArt graphic to show the new organization.

GET READY. LAUNCH PowerPoint.

1. OPEN the Reorganization presentation from the data files for this lesson.

2. SAVE the presentation as Reorganization Solution in the lesson folder on your flash
drive.

3. Click slide 2 and click the Insert a SmartArt Graphic icon in the content placeholder.

4. Click the Hierarchy type, click the Hierarchy layout, and then click OK.

5. Click in the top-level shape and type Operations.

Creating SmartArt Graphics 139

6. Click in the first second-level shape and type Production.

7. Click in the second second-level shape and type R & D.

8. Click in the first third-level shape and type Manufacturing.

9. Delete the other third-level shape under Production.

10. Click in the remaining third-level shape (under R & D) and type Quality Assurance.

11. Click the Manufacturing shape to select it. Then click the Add Shape drop-down arrow
and select Add Shape Below.

12. Type Fulfillment in the new shape. Then click away from the new shape.

13. Display the SmartArt Styles gallery and click the Polished style (the first style under
3-D).

14. Click the Change Colors button and then click Colorful Range – Accent Colors 3 to 4.

15. Display the Layouts gallery and click the Horizontal Hierarchy layout.

16. SAVE the Reorganization Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Project 7-2: Using SmartArt to Improve a Presentation

In this project, you work for the city manager of Center City. She has asked you to create an agen-
da to display at an upcoming meeting of the city’s department heads. She has supplied the bulleted
text on an existing slide. You can use this text to make the agenda appear more interesting.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Meeting Agenda presentation from the data files for this lesson.

2. SAVE the presentation as Meeting Agenda Solution in the lesson folder on your flash
drive.

3. Click in the content placeholder. On the Home tab, in the Paragraph group, click the
Convert to SmartArt button and then click More SmartArt Graphics.

4. Click the List category in the left pane, click the Vertical Box List layout, and then click
OK.

5. Click the first shape to select it, click the Add Shape drop-down arrow, and then click
Add Shape After.

6. Type Budget Cuts in the new shape.

7. Display the Layouts gallery and click the Vertical Bullet List layout.

8. Display the Change Colors gallery and under the Accent 2 heading, click the
Transparent Gradient Range – Accent 2 option.

9. SAVE the Meeting Agenda Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

140

Adding Graphics to a Presentation8
LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Inserting and Formatting Images Insert images
Display alignment tools
Resize and crop images
Apply styles and effects
Preserve presentation content

2.3.1
2.4.4
2.3.2
2.3.3
5.2.4

Adding Shapes to Slides Insert or replace shapes
Resize shapes and text boxes
Format shapes and text boxes

2.2.1
2.2.3
2.2.4

Ordering and Grouping Shapes Order objects
Align objects
Group objects

2.4.1
2.4.2
2.4.3

SOFTWARE ORIENTATION

Picture Tools

The Picture Tools Format tab (Figure 8-1) enables you to apply formatting effects to images. After
selecting the picture, apply formatting by clicking a button on this tab.

Picture Styles Picture Effects Picture Border Crop a picture Resize a picture

You can use the tools on the Picture Tools Format tab to apply picture styles, to add or re-
move a picture border, and to apply special effects like shadow, ref lection, and 3-D rotation.
You can also crop and size the picture, correct the colors, and add artistic effects.

INSERTING AND FORMATTING IMAGES
You can use images to illustrate a slide’s content or provide visual interest to help hold the
audience’s attention. You can insert images from a Bing image search, or you can insert a
picture that you have created yourself or acquired from some other source. PowerPoint pro-
vides many options for improving the appearance of images after you have inserted them.
You can reposition and resize them, rotate them, apply special effects such as Quick Styles,
adjust brightness and contrast, and even recolor a picture for a special effect. If you do not
like formatting changes you have made, you can reset an image to its original appearance.

Figure 8-1
The Picture Tools Format tab

Adding Graphics to a Presentation 141

Inserting Images from the Web
In PowerPoint 2016, Microsoft has done away with the Office.com Clip Art gallery option. In-
stead, you search for the images you want using Bing. By default, this image search automatically
displays images that are tagged with Creative Commons licenses. These are images that you can
use royalty-free in your presentations, although you should always review the license before using
the image. To find an appropriate image for your presentation, you search by keyword using Bing
in PowerPoint. A keyword is a descriptor of an image’s content, such as dog, tree, or flower. Each
image has multiple keywords assigned to it, and so it can be found using a variety of keyword
searches.

Some of the images are photographs, whereas others are clip art illustrations. Clip art illustra-
tions are drawings composed of mathematically generated lines and shapes, similar to the lines
and shapes users can create using PowerPoint’s own drawing tools. Clip art illustrations increase
the size of the presentation file less than photographs do, but they are less realistic-looking. Power-
Point 2016 does not distinguish between clip art and photographs when it searches the Web, and
so your search results will likely contain a mixture of image types. To search specifically for clip
art, simply include the words “clip art” after your search term.

Take Note Office 2016 uses the terms image and picture interchangeably. For example, the exam objectives
reference images but those images are inserted using the Pictures and Online Pictures commands
in the applications. The term illustration refers to drawn artwork such as clip art, and the term
photograph refers to an image that was originally captured with a digital camera or scanned with
a scanner.

STEP BY STEP Insert an Image from the Web

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Exhibits presentation from the data files for this lesson.

2. SAVE the presentation as Exhibits Solution in the lesson folder on your flash drive.

3. Click slide 4 and then click the Online Pictures icon in the empty content placeholder.
The Online Pictures dialog box opens.

4. Click in the Bing text box and type gears.

5. Press Enter or click the Search icon (the magnifying glass). PowerPoint searches for
images that match the keyword and displays them in the dialog box (Figure 8-2).

6. Scroll down through the results and click a picture of gears that you think will look
good in the presentation.

Clipart courtesy of Microsoft

Type search keyword here Search button Results

Figure 8-2

Search for images with the
keyword “gears”

Lesson 8142

Take Note The number of results change depending on how you word your search. For example, by typing
gears, you get pictures of mechanical gears. If you type gear photo, you get many more results, some
showing camping gear, the word gear, and other random images.

7. Click Insert. The image is inserted in the content placeholder. (If an error message
displays after you click Insert, click OK to close the message. Then repeat the previous
steps, beginning with step 3, and select a different image in step 6.)

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Inserting a Picture from a File
You can download many pictures for free on the Internet or create your own picture files
using a digital camera. In this exercise, you will insert a picture from a file that has already
been created.

STEP BY STEP Insert a Picture from a File

GET READY. USE the Exhibits Solution presentation that is open from the previous
exercise.

1. Click slide 3. Click the Insert tab and then click the Pictures button. The Insert Picture
dialog box opens.

2. Navigate to the location of the data files for this lesson, click Astronomy and then
click Insert.

3. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Changing a Picture
After inserting a picture, if it is not what you want, you can easily delete it and insert a different
one—either from an online source or from another file. However, if you have applied formatting
to the picture, as you will learn to do later in this lesson, you might not want to lose the formatting
and start over. In situations such as this, you can use the Change Picture command to swap out
the picture without losing any of the formatting you have applied to the previous picture.

STEP BY STEP Change a Picture

GET READY. USE the Exhibits Solution presentation that is open from the previous
exercise.

1. Click slide 4.

2. Right-click the picture you inserted in a previous exercise, point to Change Picture, and
then click From a File. The Insert Picture dialog box opens.

3. Navigate to the folder containing the data files for this lesson and click Gears .

4. Click Insert. The picture is replaced.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding Graphics to a Presentation 143

Using the Ruler, Gridlines, and Guides
In Normal, Outline, and Notes Page views, you can turn on PowerPoint’s horizontal and vertical
rulers, which help you measure the size of an object on the slide, as well as the amount of space
between objects. Smart Guides appear automatically as you drag objects on a slide to help you
line them up with other content on the slide. If you want guide lines that stay visible, turn on the
Guides feature. These drawing guides are movable, vertical and horizontal non-printing lines
that you can use when positioning objects on a slide. PowerPoint also provides gridlines, a set
of dotted horizontal and vertical lines that overlay the entire slide. In this exercise, you will learn
how to use the ruler, guides, and gridlines to position objects so that they align with other objects
on a slide and appear consistently throughout a presentation.

STEP BY STEP Use the Ruler, Gridlines, and Guides

GET READY. USE the Exhibits Solution presentation that is open from the previous
exercise.

1. Click slide 3. On the View tab, in the Show group, click Ruler if this option is not already
selected. The vertical and horizontal rulers appear in the Slide pane.

2. Select the Gridlines check box. A grid of regularly spaced dots overlays the slide.

3. Select the Guides check box. The default vertical and horizontal drawing guides
display, intersecting at the center of the slide, as shown in Figure 8-3.

Check boxes for Ruler, Gridlines, and Guides Horizontal ruler Gridlines

Vertical ruler Guides

4. The guides will be more useful for positioning pictures in this presentation, so you can
turn off the gridlines. On the View tab, click Gridlines to remove the check mark and
hide the gridlines.

5. Click the text box on slide 3 that contains the bulleted list to activate it. Be sure to
select the text box; don’t select the text. You will use the text box’s border to help you
position guides.

6. Click the vertical guide near the top of the slide (above the slide title). As you hold
down the mouse button, a ScreenTip appears that shows the current position of the
guide—0.00, indicating the guide is at the 0-inch mark on the horizontal ruler.

Figure 8-3

Rulers, gridlines, and guides

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Lesson 8144

7. Click and drag the guide to the left until it aligns on the left border of the text
placeholder. The ScreenTip should read approximately 4.50 with a left-pointing arrow.
Release the mouse button to drop the guide at that location.

8. Click the horizontal guide to the right of the planet picture and drag upward until the
ScreenTip reads 1.67 with an upward-pointing arrow. Drop the guide. It should align
with the top of the capital letters in the first line of the text placeholder.

9. Click the vertical guide you positioned near the left edge of the slide, hold down Ctrl,
and drag a copy of the guide to the right until the ScreenTip reads 4.50 with a right-
pointing arrow. Drop the guide by first releasing the mouse button and then releasing
the Ctrl key. Your slide should resemble Figure 8-4.

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto

Vertical guides at the 4.5” marks on the rulerHorizontal guide aligned with top of text

10. Click slide 4, click the gear picture, and drag it until the upper-left corner of the picture
snaps to the intersection of the vertical and horizontal guides.

11. Click slide 5 and drag the picture down and to the left so its upper-right corner snaps to
the intersection of the guides.

12. Click slide 6 and drag the picture up and to the left to snap to the intersection of the
two guides.

13. On the View tab, clear the Guides check box to turn off the guides.

14. Click slide 7 and drag the picture up on the slide until a faint red dotted horizontal line
displays at its top. This Smart Guide indicates that the picture is at the same vertical
position as the text box to its left (Figure 8-5). Release the mouse button to drop the
picture in the new location.

Figure 8-4

Drawing guides positioned on
the slide

Adding Graphics to a Presentation 145

Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto, Slide 7: ©ooyoo/iStockPhoto

Smart Guide

Take Note If you do not like the Smart Guides feature, you can turn it off. Right-click an empty area of the
slide, point to Grid and Guides, and click Smart Guides. Repeat that same procedure to re-enable
the feature.

15. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Rotating and Flipping an Image
You can rotate or flip pictures to change their orientation on a slide. Rotating spins the pic-
ture around its center; flipping creates a mirror image of it. Rotating and flipping can provide
additional visual interest for a graphic or fit it more attractively on a slide.

STEP BY STEP Rotate and Flip an Image

GET READY. USE the Exhibits Solution presentation that is open from the previous
exercise.

1. SAVE the presentation as Exhibits Solution 2 in the lesson folder on your flash drive.

2. Click slide 3, and click the picture to select it.

3. Click the Picture Tools Format tab, and then in the Arrange group, click Rotate and then
click Flip Horizontal. The picture reverses its orientation so the planet is on the right
and its moons are on the left.

4. Drag the picture up into the upper-right corner of the slide, so that the top and right
edges of the picture align with the top and right edges of the slide. Click away from the
image and compare your slide with Figure 8-6.

Figure 8-5

Smart Guides can help you
position objects without using
traditional guides

Lesson 8146

Photo courtesy of NASA

5. Click slide 4 and click the picture to select it.

6. Click the Picture Tools Format tab, click Rotate, and then click Rotate Left 90°.

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Cropping an Image
You have several options for adjusting the size of a picture or other graphic object. You can crop an
object to remove part of the object, drag a side or corner, specify exact measurements for an object,
or scale it to a percentage of its original size. When you crop a picture, you remove a portion of
the graphic that you think is unnecessary in order to focus attention on the most important part of
a picture. The portion of the picture you cropped is not deleted. You can restore the cropped ma-
terial by using the crop pointer to drag outward to reveal the material that was previously hidden.

STEP BY STEP Crop an Image

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 6 and click the picture to select it.

2. Click the Picture Tools Format tab.

3. In the Size group, click the Crop button. (Click the upper part of the button, not the
arrow below it.) The pointer changes to a crop pointer and crop handles appear around
the edges of the picture.

4. Click to position the pointer on the left side crop handle and drag inward to crop the
picture so that there is an approximately equal amount of white space to the left of the
protractor and to the right of it (Figure 8-7).

5. Release the mouse button and then click the Crop button again to complete the crop.

6. On the View tab, mark the Guides check box to turn the guides back on.

7. Click and drag the cropped picture back to the intersection of the two guides.

8. On the View tab, clear the Guides check box to turn the guides off.

Figure 8-6

The picture has been flipped
horizontally and moved to the
top-right corner of the slide

Adding Graphics to a Presentation 147

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto,
Slide 7: ©ooyoo/iStockPhoto

Drag crop handle Crop button

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Resizing an Image
In this exercise, you will learn three ways to adjust the size of a picture: by simply dragging a
corner, by setting measurements in the Size and Position controls in the Format Picture task
pane, and by setting a measurement in the Size group on the Picture Tools Format tab. You
can use these options to resize any object on a slide.

Generally, you will want to maintain a picture’s aspect ratio when you resize it. The aspect ratio
is the relationship of width to height. By default, a change to the width of a picture is also applied
to the height to maintain aspect ratio. In some instances, you may want to distort a picture on
purpose by changing one dimension more than the other. To do so, you must deselect the Lock
aspect ratio check box in the Size section of the Format Picture task pane. You are then free to
change width and height independently. Alternatively, you can drag a side selection handle on the
object (not a corner); this action allows you to adjust each dimension separately.

In the following exercise, you will resize an object and change its aspect ratio.

STEP BY STEP Resize an Image

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 3 and click the picture to select it.

2. Click and drag the lower-left corner of the picture diagonally until the left edge of the
picture aligns with the 0 mark on the horizontal ruler (Figure 8-8). (Do not worry that the
slide title is partially covered; you will fix this in a later exercise.)

Figure 8-7

Drag the crop handle inward to
remove a portion of the picture

Lesson 8148

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto,
Slide 7: ©ooyoo/iStockPhoto

Left edge aligns with 0 on horizontal rulerDrag to resize

Take Note If you have difficulty getting the size right because Smart Guides pop up to snap the image into
alignment with other objects on the slide, turn off Smart Guides temporarily. Right-click an emp-
ty area of the slide, point to Grid and Guides, and click Smart Guides. Repeat that same procedure
to re-enable the feature.

3. Click slide 4 and click the picture to select it.

4. Right-click the picture and then click Size and Position from the shortcut menu. The
Format Picture task pane appears.

5. Click the Lock aspect ratio check box to deselect this option. You can now specify the
height and width independently.

6. In the Size area of the task pane, click the Reset button to remove previous
modifications made to this picture (rotation) from an earlier exercise.

7. Click the Height up arrow until the height is 3.7 inches. Click the Width up arrow until
the width is 3 inches. (Alternatively, you can type the numbers.)

8. Click to expand the Position heading in the task pane and then set the Vertical position
to 2.1. This action is an alternate way of moving a picture.

9. CLOSE the task pane.

10. Click slide 5 and click the picture to select it.

11. Click the Picture Tools Format tab, and then in the Size group, type 4.2 in the Width
box.

12. Turn the guides back on and then drag the picture to align its upper-right corner with
the intersection of the two guides near the right edge of the slide. Then turn the guides
off again.

13. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 8-8

Resize a picture by dragging
a corner

Adding Graphics to a Presentation 149

Applying a Style to an Image
PowerPoint provides a number of styles you can use to apply borders and other effects to
images. You can easily apply styles with heavy borders, shadow and ref lection effects, and
different shapes such as ovals and rounded corners. Use styles to dress up your images or
format them consistently throughout a presentation.

STEP BY STEP Apply a Style to an Image

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 5 and click the picture to select it if necessary.

2. Click the Picture Tools Format tab, and then in the Picture Styles group, click the More
button. The Picture Styles gallery appears.

3. Click the Soft Edge Oval style. Your picture should resemble Figure 8-9.

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto,
Slide 7: ©ooyoo/iStockPhoto

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Correcting Brightness and Sharpness
You may need to modify a picture’s appearance to make it show up well on a slide. This action
can be particularly important with pictures you insert from files, which may not have been photo-
graphed using the optimal settings. The Brightness, Contrast, and Sharpness/Softness settings are
all controlled from the same section of the Format Picture task pane. For presets, you can select
from the Corrections button’s menu. For precise amounts, you can use the task pane.

Figure 8-9

The Soft Edge Oval style
gives the picture a different
appearance

Lesson 8150

STEP BY STEP Adjust a Picture’s Brightness and Sharpness

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 6 and click the picture to select it. This picture is a bit too bright.

2. Click the Picture Tools Format tab.

3. In the Adjust group, click Corrections. A palette of corrections appears (Figure 8-10).
Notice that there are two sections: Sharpen/Soften and Brightness/Contrast. The center
selection in each section is the current setting.

Slide 4: ©visualgo/iStockPhoto, Protractor: ©MSRPhoto/iStockPhoto

Current setting for
sharpness/softness

Current setting for
brightness/contrast

4. In the Brightness/Contrast section, click the Brightness: -20% Contrast: 0% (Normal)
setting.

5. Click the Corrections button again, reopening the menu.

6. In the Sharpen/Soften section, click Sharpen: 25%.

7. Click the Corrections button again, and then click Picture Corrections Options. The
Format Picture task pane opens.

8. Drag the Sharpness slider to 30% and drag the Contrast slider to 5% (Figure 8-11).

Sharpness slider

Contrast slider

Figure 8-10

Select from the Corrections
button’s palette

Figure 8-11

Correct a picture from the
Format Picture task pane

Adding Graphics to a Presentation 151

9. CLOSE the task pane.

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Applying Color Adjustments
Color adjustments enable you to correct minor exposure or color problems in an image
without having to open it in a third-party photo editing program. You can improve the
appearance of a picture by making subtle adjustments, or apply dramatic adjustments that
distort the image for a special effect.

Each of the three sections on the Color button’s palette controls a different aspect of the color.
Color Saturation determines the intensity of the color, ranging from 0% (grayscale, no color)
to 400% (extremely vivid color). Color Tone refers to the subtle tint of the image’s color, ranging
from cooler shades (more blue) to warmer shades (more red). Recolor enables you to select a color
wash to place over the image or to set it to grayscale, black and white, or washout. In this exercise,
you will make some color corrections on a photo.

STEP BY STEP Apply Color Adjustments

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 5 and click the picture to select it.

2. Click the Picture Tools Format tab.

3. In the Adjust group, click Color. A palette of color choices appears.

4. In the Color Saturation section, click Saturation 200% (Figure 8-12).

Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto, Slide 7: ©ooyoo/iStockPhoto

5. Click Color again to reopen the palette, point to More Variations, and then under
Standard Colors, point to Light Green to display the preview applied to the picture.
Click away from the menu to close the menu without making a selection.

6. Click Color again to reopen the palette, and then click Picture Color Options. The
Format Picture task pane opens.

Figure 8-12

Select a color correction preset
for the picture

Lesson 8152

7. In the Picture Color section under Color Tone, type 7,000 in the Temperature text box to
change the temperature value.

8. CLOSE the task pane.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding Effects to an Image
There are two types of effects that you can apply to a picture: picture effects (such as Glow,
Shadow, and Bevel), which affect the outer edges of the picture, and artistic effects (such as
Chalk Sketch or Line Drawing), which affect the picture itself.

Adding Picture Effects
Picture effects apply to the edges of a picture; they don’t apply to the picture itself. For example,
you can apply a beveled frame to a picture, or make its edges fuzzy. In the following exercise, you
will apply a bevel and a glow effect.

STEP BY STEP Add Picture Effects to an Image

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 4 and click the picture to select it.

2. Click the Picture Tools Format tab.

3. In the Picture Styles group, click the Picture Effects button, point to Preset, and then
click Preset 2. A preset formatting effect is applied.

4. Click the Picture Effects button, point to Bevel, and then click Round Convex (the last
option). A different bevel is applied.

5. Click the Picture Effects button, point to Glow, and then click Glow: 8 point; Periwinkle,
Accent color 5. An 8-point periwinkle blue glow is placed around the picture.

6. Click away from the picture to deselect it so the changes display more clearly. The slide
should resemble Figure 8-13.

©visualgo/iStockPhoto

Figure 8-13

The slide after picture effects
have been applied to the
picture

Adding Graphics to a Presentation 153

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding Artistic Effects
Artistic effects enable you to transform the picture itself, not just the outer edges. Some of
the effects, such as the Paint Strokes effect you apply in this exercise, can even make the
picture appear less like a photograph and more like a hand-drawn work of art.

STEP BY STEP Add Artistic Effects to an Image

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 7 and click the picture to select it.

2. Click the Picture Tools Format tab.

3. In the Adjust group, click Artistic Effects to open the Artistic Effects gallery, and then
point to several different settings in the gallery. Observe their effect on the image
behind the open palette.

4. Click Paint Strokes (the second option in the second row).

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Removing an Image Background
Some graphic file formats allow a photo to have a transparent background, but most photos do
not use transparency. If you want to make areas of a certain color transparent in the copy of the
photo you use in your presentation, you can do so with the Remove Background command. You
will learn how to use the Remove Background command in this exercise.

STEP BY STEP Remove an Image Background

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click slide 3 and click the picture to select it.

2. Click the Picture Tools Format tab and then click Remove Background. The Background
Removal tab appears on the Ribbon and the picture turns purple except for one of the
planet’s moons. The purple areas are the parts that will be removed.

3. Zoom in to 100% zoom using the Zoom slider in the bottom right corner of the
PowerPoint window and then adjust the display so the photo displays clearly.

4. Notice that inside the picture is a rectangular border with selection handles. Only
content within this rectangle will be kept. Drag the corner selection handles of that
rectangle so that the entire picture is inside that area.

5. On the Background Removal tab, click Mark Areas to Keep.

6. Click and drag to draw across one of the moons. If the entire moon does not turn back
to its original color with a single click and drag action, continue clicking different parts
of it until the entire planet appears in its original color. Zoom in further if needed.

Troubleshooting If you make a mistake and click too much, and the entire background turns black, press Ctrl+Z
to undo your last action and try again.

Lesson 8154

7. Repeat step 6 until only the background is purple and the planet and all moons appear
in their original colors (Figure 8-14).

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto,
Slide 7: ©ooyoo/iStockPhoto

8. On the Background Removal tab, click Keep Changes to finalize the background
removal. Now that the background is removed, the slide title is no longer partly
obscured.

9. Click away from the image to deselect it.

10. Click Fit Slide to Current Window in the status bar at the bottom of the PowerPoint
window to reset the slide’s zoom (Figure 8-15). You can also click Fit to Window on the
View tab.

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto,
Slide 7: ©ooyoo/iStockPhoto

Fit Slide to Current Window buttons

Figure 8-14

Adjust the areas to keep

Figure 8-15

The completed slide with
the background removed
from the photo

Adding Graphics to a Presentation 155

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

It is easy to make a mistake when marking areas for background removal. The Undo command
(Ctrl+Z) easily reverses your last action and can be used when a particular marked area does not
turn out as you expect. You can also use the Mark Areas to Remove command on the Background
Removal tab to mark areas that have erroneously been marked for keeping.

Compressing the Images in a Presentation
When adding pictures to a presentation, you might need to consider the ultimate size of the
presentation. Pictures will add considerably to the presentation’s file size. This increased file
size can make a large presentation difficult to store or work with. Compressing images re-
duces the file size of a presentation by reducing its resolution (dots per inch). This action can
make the presentation easier to store and easier to email to others; it also speeds up display
if you have to work on a slow projector or computer system.

STEP BY STEP Compress the Images in a Presentation

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. Click the File tab, and then make a note of the file size under the Properties heading.
Then press Esc to return to the presentation.

2. Click any picture in the presentation to select it and then click the Picture Tools Format
tab.

3. In the Adjust group, click Compress Pictures. The Compress Pictures dialog box opens.

4. Click the Email (96 ppi) option button.

5. Clear the Apply only to this picture check box. If you wanted to compress only the
selected picture, you would leave this option checked.

6. Click OK.

7. SAVE the presentation. PowerPoint applies the compression settings you selected.

8. Repeat step 1 to recheck the presentation’s file size. You should notice that the file size
is considerably smaller.

PAUSE. LEAVE the presentation open to use in the next exercise.

ADDING SHAPES TO SLIDES
PowerPoint offers drawing tools that enable you to create both basic and complex drawings. Use
line tools and shapes to construct the drawing. You can easily add text to shapes to identify them
and format the drawing using familiar fill, outline, and effects options.

Drawing Lines
PowerPoint supplies a number of different line tools so you can draw horizontal, vertical, diagonal,
or free-form lines.

To draw a line, you select the Line tool, click where you want to begin the line, hold down the
mouse button, and then drag to make the shape the desired size.

You can use the Shift key to constrain some shapes to a specific appearance. For example, you
can hold down Shift while drawing a line to constrain it to a vertical, horizontal, or 45-degree
diagonal orientation.

Lesson 8156

STEP BY STEP Draw Lines

GET READY. USE the Exhibits Solution 2 presentation that is open from the previous
exercise.

1. SAVE the presentation as Exhibits Solution 3 in the lesson folder on your flash drive.

2. Click slide 8. You will create a map on this slide to show potential visitors how to get to
the museum. As you work, refer to Figure 8-16 for the position of objects.

3. Click the View tab and then click Gridlines to turn gridlines on.

4. Create the first street for the map as follows:

a. Click the Home tab, and then in the Drawing group, click the More button to display
the gallery of drawing shapes.

b. In the Lines group, click Line. The pointer takes the shape of a crosshair.
c. Locate the intersection of vertical and horizontal gridlines below the letter h in Ash,

click at the intersection, and then drag downward to create a vertical line three
“blocks” long.

Take Note You can also access the Shapes gallery on the Drawing Tools Format tab.

5. Add the street name as follows:

a. Click the Insert tab, and then in the Text group, click Text Box. Click anywhere on the
slide and then type the text Willow Pike.

b. Click the outer border of the text box to select all content within the text box and
then change the font size to 16.

c. Click the Drawing Tools Format tab, click Rotate, and then click Rotate Left 90º.
d. Move the rotated street name just to the left of the vertical line (Figure 8-16).

6. Select the Line tool again, hold down Shift, and then draw the diagonal line shown in
Figure 8-16.

Take Note Holding down the Shift key constrains the line to be exactly 45 degrees or exactly vertical or
horizontal as you drag.

7. Select the Line tool again and draw the horizontal line shown in Figure 8-16.

8. Add the street name for the diagonal street as follows:

a. Insert a text box anywhere on the slide and then type Maple Boulevard.
b. Change the font size to 16.
c. With the text box still selected, on the Home tab, click Arrange, point to Rotate, and

then click More Rotation Options. The Format Shape task pane opens.

Figure 8-16

The streets and street names

Adding Graphics to a Presentation 157

d. Type –45 in the Rotation box and then CLOSE the task pane.
e. Move the rotated text box to the right of the diagonal line (Figure 8-16).

9. On the View tab, clear the Gridlines check box to turn off gridlines again.

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Selected shapes have selection handles (also called sizing handles) that you can use to adjust the
size of the object. Some complex shapes have yellow diamond adjustment handles that allow you
to modify the shape. Drag a selected shape anywhere on a slide to reposition it.

Drawing and Resizing Shapes
PowerPoint’s many shape tools allow you to create multisided, elliptical, and even freeform
shapes. The Shapes gallery contains well over 100 different shapes. Just select a shape and
then drag on the slide to draw it there, or click on the slide to create a shape with a default
size and orientation.

When creating shapes, you can use the rulers or gridlines to help you size, or use the Height and
Width settings in the Size group on the Drawing Tools Format tab to scale the objects. Setting
precise measurements can help you maintain the same proportions when creating objects of dif-
ferent shapes; for example, when creating circles and triangles that have to be the same height and
width. You can also constrain a shape while drawing it by holding down the Shift key to maintain
its aspect ratio. In the following exercise, you will draw some basic shapes.

STEP BY STEP Draw and Resize Shapes

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise. As you work, refer to Figure 8-17 to help you position and size objects.

1. Click the Insert tab, and then in the Illustrations group, click Shapes and then click the
Rectangle tool. Hold down the mouse button and drag to create the taller rectangle
above the horizontal line (Figure 8-17).

2. With the shape still selected, click the Drawing Tools Format tab. Note the
measurements in the Size group. If necessary, adjust the size so the shape is 1 inch
high by 0.9 inches wide.

3. Select the Rectangle tool again and use it to create the wider rectangle shown in Figure
8-17. This shape should be 0.7 inch high by 1.2 inches wide.

Figure 8-17

Basic shapes have been added
to the map

Lesson 8158

4. Select the Oval tool, hold down Shift, and then draw the circle shown in Figure 8-17.
This shape should be 1 inch high and wide.

5. Click the Rectangle tool and create a rectangle 0.7 inches high by 1 inch wide near the
lower end of the diagonal street.

6. Click the shape’s rotation handle and drag to the left to rotate the shape so its bottom
side is parallel to the diagonal road (Figure 8-17).

7. Click the Freeform: Shape tool in the Lines section in the Shapes gallery. Near the
bottom of the slide (so you can easily view the line you are drawing), draw an irregular
oval shape to represent a lake. The shape should be about 1.4 inches high and 1.5
inches wide.

Troubleshooting When using the Freeform tool, if you return to the exact point at which you started drawing,
PowerPoint will automatically close and fill the shape with color. If your shape does not fill,
double-click to end it, click Undo, and then start again.

8. Drag the lake shape to the right of the diagonal line (Figure 8-17).

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding Text to Shapes
You can often improve a drawing by labeling the shapes to state what they represent. In
PowerPoint, you can add text by simply clicking a shape and typing the text. When you add
text to a shape, the shape takes the function of a text box. PowerPoint automatically wraps
text in the shape as in a text box; if the shape is not large enough to display the text, words
will break up or the text will extend above and below the shape. You can solve this problem
by resizing the shape or changing the text’s size. You can use any text formatting options you
like when adding text to shapes, just as when inserting text into a placeholder or text box. To
select text in a shape to edit it, drag over it with the I-beam pointer. In the following exercise,
you will add some text to shapes.

STEP BY STEP Add Text to Shapes

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise.

1. While still on slide 8, click in the taller rectangle above the horizontal street and then
type Graphic Design Institute.

2. Click in the wide rectangle shape and then type Museum.

3. Click in the circle shape and then type Oak Arena.

4. Click in the rotated rectangle and then type Bellows College. Note that the text is
rotated as well.

5. Click in the freeform lake object and then type Magnolia Lake.

6. Adjust the widths of any of the shapes as needed so that the text fits in them.

7. Drag over the Museum text to select it and then click the Bold button.

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note To adjust the way text appears in a shape, right-click the shape, click Format Shape, click Text
Options, click the Textbox icon, and then access the Text Box settings in the Format Shape task
pane. For example, you can align the text vertically and horizontally within the shape.

Adding Graphics to a Presentation 159

Formatting Shapes
You can apply many of the same formatting effects to drawn lines and shapes that you apply to
other objects in PowerPoint. For example, you can change the fill color or texture, add borders,
and use effects such as shadows and bevels. You can also apply Shape Styles to save time by for-
matting a shape using a preset. In the following exercise, you will format shapes by changing their
borders, fills, and effects and by applying Shape Styles.

STEP BY STEP Format Shapes

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise.

1. On the drawing on slide 8, format the Willow Pike line and label as follows:

a. Click the vertical line that represents Willow Pike.
b. Click the Drawing Tools Format tab, and then in the Shape Styles group, click the

Shape Outline button and then click the Gold, Accent 3 theme color.
Take Note You can use the Shape Outline button in the Drawing group on the Home tab or in the Shape

Styles group on the Drawing Tools Format tab.

c. Click the Shape Outline button again, point to Weight, and then click 6 pt.
d. Click the outside border of the Willow Pike text box to select all content in the

text box. On the Home tab, click the Font Color drop-down arrow and click Black,
Background 1.

e. With the text box still selected, click the Shape Fill button and then click White,
Text 1.

f. Drag the text box to the left slightly if needed so that it does not overlap the vertical
line.

2. Click the horizontal line and repeat steps 1a-1c to format the line with the White, Text 1,
Darker 35% theme color and 6 pt weight. (Do not worry if the street overlaps the Willow
Pike text box. You will learn to fix this problem in a later exercise.)

3. Click the diagonal Maple Boulevard line, click the Shape Outline button, point to
Weight, and then click 6 pt.

4. Format the Maple Boulevard text box following steps 1d and 1e to change the text to
Black, Background 1 and the fill to White, Text 1. Move the text box to the right so it
doesn’t overlap the line, if necessary.

5. Format the other shapes as follows:

a. Click the Graphic Design Institute shape above the horizontal street, hold down
Shift, and then click each additional filled shape until all five shapes are selected.
(Do not click any of the lines or the street name text boxes.)

b. Click the Drawing Tools Format tab, click the Shape Outline button, and then click
No Outline. You have removed outlines from the selected shapes.

c. Click the More button in the Shape Styles group and then click the Intense Effect –
Black, Dark 1 effect (under Theme Styles, the first style in the last row).

d. Click away from the shapes to deselect them all and then click the Museum shape to
select it.

e. On the Drawing Tools Format tab, click Shape Fill and then click Pink, Accent 2,
Darker 25%.

f. Click Shape Effects, point to Preset, and then click Preset 1.
6. Apply a texture to the Magnolia Lake shape by doing the following:

a. Click the Magnolia Lake shape.
b. On the Drawing Tools Format tab, click Shape Fill, point to Texture, and then click

the Water droplets texture.
c. Click the Text Fill button and then click Black, Background 1.

7. Click away from the Magnolia Lake shape to deselect it. Your map should resemble
Figure 8-18.

Lesson 8160

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Creating a Custom Shape
In PowerPoint, you can combine multiple drawn lines and shapes together into more complex
shapes. This makes the drawing tools much more useful and flexible. You can overlap two or more
shapes and then issue a command that combines them. There are several different commands for
creating custom shapes, each of which produces a different combination effect. In this exercise,
you will combine several shapes to create a custom shape for use in a logo.

STEP BY STEP Create a Custom Shape

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise.

1. Click slide 1. Click the Insert tab, click Shapes, and then click the Star: 8 points shape in
the Stars and Banners section.

2. Hold down the Shift key and drag on the slide, above the text, to draw a star that is
approximately 2” in both height and width.

3. Click the Insert tab, click Shapes, and then click the crescent moon shape in the Basic
Shapes section. Drag to draw it over the 8-point star, and then size and position it as
shown in Figure 8-19.

Figure 8-18

The map has been formatted

Figure 8-19

Draw the crescent moon over
the 8-point star

Adding Graphics to a Presentation 161

4. Click the 8-point star, hold down Shift, and then click the crescent moon shape. Both
are selected.

5. On the Drawing Tools Format tab, click the Merge Shapes button. A menu opens.

6. Point to each of the menu options to display the effect previewed on the shape.

7. Click Combine (Figure 8-20). The two shapes are combined such that the area where
they overlap is removed.

Slide 3: Photo courtesy of NASA

8. Select the shape. On the Drawing Tools Format tab, click Shape Fill and then click Light
Blue, Text 2, Darker 90%.

9. Click Shape Outline and click No Outline.

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

As you saw in step 6 in the preceding exercise, there are many options for merging shapes. These
options are summarized in Table 8-1.

Operation Description Example

Union Combines the areas of both shapes and takes on the formatting of
the top shape

Combine Includes areas where one of the two shapes appear, but excludes
areas where both shapes overlap

Fragment Combines the areas of both shapes, but divides the shapes into
multiple pieces where overlap begins and ends

Intersect Includes only the areas where the top shape overlaps the bottom
shape

Subtract Includes only the areas where the top shape did not overlap the
bottom shape

Figure 8-20

The shapes have been
combined using the Combine
command

Table 8-1

Options for Merging Shapes

Lesson 8162

ORDERING AND GROUPING SHAPES
It is not uncommon to have to adjust the layout of objects you have added to slides. You may find
that objects need to be reordered so they do not obscure other objects, or need to be aligned on the
slide to present a neater appearance. You can also group objects together to make it easy to move
or resize them all at once.

Setting Object Order
Objects stack up on a slide in the order in which you created them, from bottom to top. If you
insert a slide title on a slide, it will be the object at the bottom of the stack. The last item you cre-
ate or add to the slide will be at the top of the stack. You can envision each object as an invisible
layer in the stack. You can adjust the order in which objects stack on the slide by using Arrange
commands or the Selection pane.

Some objects can obscure other objects because of the order in which you add them to the slide.
You use the Arrange options to reposition objects in the stack:

• Bring to Front: Moves the selected object to the front or top of the stack, on top of all other
objects.

• Bring Forward: Moves an object one layer toward the front or top of the stack. Use this option
if you need to position an object above some objects but below others.

• Send to Back: Moves an object all the way to the back or bottom of the stack, below all other
objects.

• Send Backward: Moves an object one layer toward the back or bottom of the stack.
In this exercise, you will arrange some objects by changing their stacking order.

STEP BY STEP Set Object Order

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise.

1. Click slide 1 and draw a new rectangle that covers the logo:

a. Click the Insert tab, click Shapes, and then click Rectangle.
b. Drag to draw a square over the existing logo. Hold down Shift to constrain the

rectangle to make it a square.
c. On the Drawing Tools Format tab, adjust the Height and Width of the rectangle so

that its height and width are equal and just large enough to cover the logo. (You can
also select the square and use handles to resize as necessary. Use the red guidelines
to center the square over the shape.)

d. Click Shape Fill and then click Gold, Accent 3.
e. Click Shape Effects, point to Bevel, and then click Round.

2. On the Drawing Tools Format tab, click Send Backward (Figure 8-21). The rectangle
moves behind the star/moon shapes.

3. Select the rectangle and the star/moon shapes and then align them with the left edges
of the text. Look for the red guidelines as you move the shapes.

4. Click slide 8. On the Home tab, in the Drawing group, click the Arrange button and then
click Selection Pane. The Selection task pane opens, showing the current slide content
in the order in which it was created, from bottom to top. This order is determined by
the order in which the objects were added to the slide.

Adding Graphics to a Presentation 163

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto

Click Send Backward

5. Click the gold Willow Pike street line in the map to view how it is identified in the
Selection pane—it will have a name such as Straight Connector 4 (or some other
number). Then click the horizontal street line to display its name.

6. Click the Willow Pike street line again to select it. If that line is not already on top of the
horizontal street line, click the Bring Forward button (the up arrow) in the Selection
task pane until it is.

7. Click the Willow Pike text box and then click the Bring Forward button until the text box
is on top of the horizontal gray line in the map if was not already so.

8. Click the Maple Boulevard street line and then click the Bring Forward arrow until the
diagonal street is above the horizontal street in the map if it is not already so. Then
CLOSE the task pane.

9. You have one more shape to add to the map: an arrow that labels the horizontal street
as Ash Street and indicates that the street is one way. Click the Insert tab, click Shapes,
click Arrow: Right in the Block Arrows group, and then draw a block arrow (Figure
8-22). The arrow should be about 0.7 inches high and 5 inches wide.

Block arrow

Figure 8-21

Move the rectangle behind the
logo graphic

Figure 8-22

Draw a block arrow

Lesson 8164

10. In the arrow, type Ash Street – ONE WAY.

11. Click the Home tab and then click Align Left to make the text align on the left side of the
arrow.

12. Click the Shape Fill button and apply the Green, Accent 1, Darker 50% color to the
arrow.

13. Right-click a blank area of the block arrow (to the right of the words ONE WAY, for
example), point to Send to Back, and then click Send to Back. The arrow moves behind
all lines and shapes.

14. Click the Drawing Tools Format tab and then click the Bring Forward button until
the arrow is in front of the diagonal line representing Maple Boulevard. Figure 8-23
displays the arrow on the map.

15. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note Arrange options also display on other Ribbon tabs, such as the Picture Tools Format and SmartArt
Tools Format tabs.

Aligning Objects with Each Other
Your drawings will present a more pleasing appearance if similar items are aligned with each other
or to the slide. Use PowerPoint’s alignment options to position objects neatly.

PowerPoint’s alignment options allow you to line up objects on a slide both horizontally and
vertically:

• Use Align Left, Align Center, or Align Right to align objects horizontally so that their left
edges, vertical centers, or right edges are lined up with each other.

• Use Align Top, Align Middle, or Align Bottom to align objects vertically so that their top
edges, horizontal centers, or bottom edges are lined up with each other.

You can also use distribute options to space objects evenly, either vertically or horizontally. This
feature can be a great time-saver when you have a number of objects that you want to spread out
evenly across a slide.

PowerPoint allows you to align (or distribute) objects either to each other or to the slide. If you
select Align Selected Objects on the Align menu, PowerPoint will adjust only the selected objects.
If you select Align to Slide, PowerPoint will rearrange objects using the entire slide area.

Figure 8-23

The arrow on the map

Adding Graphics to a Presentation 165

STEP BY STEP Align Objects with Each Other

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise.

1. On slide 8, click the Graphic Design Institute shape, hold down Shift, and then click the
Museum shape and the Oak Arena shape. These landmarks can be aligned for a neater
appearance.

2. Click the Drawing Tools Format tab if necessary and in the Arrange group, click Align
and then click Align Bottom (Figure 8-24). The shapes are now aligned at the bottom
so they are the same distance from the horizontal line. (If any of the objects is touching
the line, press the up arrow with all three items still selected.)

Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto, Slide 7: ©ooyoo/iStockPhoto

3. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Grouping Objects
When a drawing consists of a number of objects, it can be tedious to move each one if
you need to reposition the drawing. Grouping objects allows you to work with a number of
objects as one unit. After grouping objects, you can still format an individual object in the
group without first ungrouping the objects. In the following exercise, you will group objects
into a single unit.

STEP BY STEP Group Objects

GET READY. USE the Exhibits Solution 3 presentation that is open from the previous
exercise.

1. While still on slide 8, click above and to the left of the map (but below the line of text
with the address and phone number) and then hold down the left mouse button and
drag downward and to the right until you have included the entire map in the selected
area. This action is called lassoing the shapes.

2. Release the mouse button. All the shapes within the selection lasso are selected.

Figure 8-24

Align the selected shapes at
their bottoms

Lesson 8166

3. Click the Drawing Tools Format tab. Click the Group button and then click Group. All
objects are surrounded by a single selection border.

4. SAVE the Exhibits Solution 3 presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Take Note It is easy to miss an object when selecting parts of a complex drawing to create a group. To check
that you have all objects selected, move the group. You will easily notice if one or more objects do
not move with the group. Undo the move, click the group, click any other objects that need to
belong to the group, and issue the Group command again.

Knowledge Assessment

Matching

Match the term in Column 1 to its description in Column 2.

Column 1 Column 2

1. Arrange a. The relationship of width to height for a picture

2. Constrain b. Sizing to a percentage of the original size

3. Aspect ratio c. To force a drawing tool to create a shape such as a perfect square or
circle

4. Scaling d. To move one object behind or in front of another

5. Crop e. To remove portions of a picture you do not need

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. When adding an image to a slide, you are limited to the pictures stored on your
computer.

T F 2. The Merge Shapes feature merges two or more overlapping drawn shapes.

T F 3. To add text to a shape, select the shape and begin typing.

T F 4. If you want an object to be at the bottom of a stack of objects, you would use
Send to Back.

T F 5. You can format a single object in a group without having to ungroup all objects.

Projects

Project 8-1: Inserting and Resizing a Picture

You are a recruiter for Woodgrove Bank, and you have prepared a presentation to be delivered at a
local job fair. You need to locate a picture to illustrate one of the presentation’s slides. You can use
Bing to search online for a suitable picture.

GET READY. LAUNCH PowerPoint.

1. OPEN the Job Fair presentation from the data files for this lesson.

2. SAVE the presentation as Job Fair Solution in the lesson folder on your flash drive.

3. Click slide 5 and click the Online Pictures icon in the right content placeholder.

4. In the Bing text box, type business person and then press Enter.

Adding Graphics to a Presentation 167

5. Review the results to find a photograph of one or more professionally dressed business
persons. Click the picture and then click Insert to insert it into the placeholder.

6. Click the Picture Tools Format tab and use the Size options to resize the picture to be
3 inches wide.

7. Click the View tab and then click Gridlines. Use the gridlines to align the top of the
picture with the top of the text in the left placeholder.

8. Click the picture to select it. Click the Picture Tools Format tab, click Picture Effects,
point to Shadow, and then in the Outer section, click the Offset: Top Right shadow
effect.

9. Hide the gridlines.

10. SAVE the Job Fair Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Project 8-2: Formatting a Picture

You have decided you need another picture in the Job Fair Solution presentation. You have a
picture file you think will work.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Job Fair Solution presentation that you saved in the previous project.

2. Click slide 2 and then click the Pictures icon in the right content placeholder.

3. Navigate to the data files for this lesson, locate Building , click the file, and then
click Insert.

4. Right-click the picture and click Size and Position. In the Format Picture task pane,
scale the picture to 90% of its current height and width.

5. Press Alt+F9 to display drawing guides. Click the slide title placeholder to display its
border and then drag the vertical guide to the right to align with the right border of the
slide title text box.

6. Drag the horizontal guide up to align with the top of the capital letter E in the first
bulleted item in the left content placeholder.

7. Reposition the picture so that its upper-right corner snaps to the intersection of the two
guides. Press Alt+F9 to hide the guides.

8. Click the Picture Tools Format tab, and then in the Picture Styles group, click the More
button and then click the Drop Shadow Rectangle picture style.

9. Right-click the picture, click Format Picture, click the Picture icon in the Format Picture
task pane, and then under Picture Corrections, change Brightness to 5% and Contrast
to 10%.

10. In the Adjust group on the Picture Tools Format tab, click Compress Pictures and then
click E-mail (96 ppi). Click OK.

11. SAVE the Job Fair Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

168

Using Animation and Multimedia9
LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Setting Up Slide Transitions Insert slide transitions
Set transition effect options
Set transition effect duration
Configure transition start and finish options

4.1.1
4.1.2
4.3.1
4.3.2

Animating Slide Content Apply animations to objects
Apply animations to text
Set animation effect options
Reorder animations on a slide
Set animation paths

4.2.1
4.2.2
4.2.3
4.3.3
4.2.4

Adding Media Clips to a Presentation Insert audio and video clips
Configure media playback options
Set media timing options
Set the video start and stop time
Adjust media window size
Preserve presentation content

3.4.1
3.4.2
3.4.5
3.4.4
3.4.3
5.2.4

SOFTWARE ORIENTATION

The Animation Pane

The Animation Pane (Figure 9-1) enables you to manage all the animation effects on the active
slide. Each object can have multiple animation effects, including entrance, exit, emphasis, and
motion path effect types.

PowerPoint professionals often use complex sequences of animation effects to add movement and
interest to an otherwise static presentation. Animation effects applied to static images can be a
cost-effective alternative to creating live motion video.

Using Animation and Multimedia 169

Yellow icon indicates
emphasis effect

Green icons indicate
entrance effects

Move Up and Move Down buttons
enable you to reorder the animations

The bars indicate the durations
of the animation

Red icon indicates
exit effect

SETTING UP SLIDE TRANSITIONS
Transitions are animated effects that occur when you move from one slide to another. They
differ from animations in that animations apply to individual items on a slide whereas transitions
apply only to entire slides. You can control the effect, its speed, its sound effect (if any), and in
some cases other options, such as direction.

Applying and Modifying a Transition Effect
By default, there are no transitions assigned to slides. When you advance to the next slide, it simply
appears in place of the previous one. For more impressive transitions, you can choose one of the
preset transition effects that PowerPoint provides and then modify it as needed. In this exercise,
you will apply and customize a transition effect.

You can apply any of the transition effects from the Transitions tab, and then modify the chosen
transition’s options. Some transitions have effect options you can choose from the Effect Options
button; if you choose a transition that does not have any, that button is unavailable.

You can assign a sound to a transition if desired. You can select any of the PowerPoint preset
sounds from the Sound menu, or choose Other Sound from the menu to open a dialog box from
which you can browse for your own sounds.

The Duration setting for a transition is its speed of execution—that is, the number of seconds the
effect takes to occur. Each transition has a default duration; increase the duration to slow it down,
or decrease the duration to speed it up.

The Apply To All button copies the transition from the active slide to all other slides. To remove
the transitions from all slides at once, first set one of the slides to have a transition of None, and
then click Apply To All.

Figure 9-1
The Animation Pane

Lesson 9170

STEP BY STEP Apply and Modify a Transition Effect

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Lobby presentation from the data files for this lesson.

2. SAVE the presentation as Lobby Solution in the lesson folder on your flash drive.

3. Click the View tab, click the Slide Sorter button, and then click slide 2. Decrease the
zoom, if necessary, so that all slides display onscreen.

4. Click the Transitions tab, and then in the Transition to This Slide group, click the More
button. A palette of transition effects opens (Figure 9-2).

5. Click the Honeycomb effect. The effect is previewed immediately on slide 2.

Take Note Notice that there is a small star below the lower-right corner of slide 2. This indicates that a tran-
sition or animation has been applied to the slide.

6. On the Transitions tab, in the Timing group, set the Duration to 06.00. This action sets
the transition to execute in 6 seconds.

7. Click the Sound drop-down arrow and then click Camera (to add the sound of a camera
shutter opening and closing at each transition).

8. In the Preview group, click the Preview button (or click the small star icon below slide
2) to display the effect again at the new speed, including the newly assigned sound.

Take Note If you do not hear the sound, try previewing it again. If you still do not hear the sound, make
sure your speakers are on or your system’s sound is not muted in Windows, and that the volume
is turned up.

9. In the Transition to This Slide group, click the More button again, and in the Subtle
section, click Wipe to apply the Wipe transition to the selected slide.

Take Note Notice that the Duration setting is reset to the default for the newly chosen transition, but the
sound (Camera) previously selected remains selected.

10. On the Transitions tab, click the Effect Options button. A menu of effect options opens.

11. Click From Left. The new effect option is previewed on the slide automatically.

12. Click Apply To All. The transition effect is copied to all the other slides in the
presentation. Now all the slides have small star icons beneath them.

13. Click the Slide Show tab, and then in the Start Slide Show group, click From Beginning
and watch the whole presentation from beginning to end, clicking to move to the next
slide. When finished, press Esc to return to Slide Sorter view.

Figure 9-2

The PowerPoint transition
effects

Using Animation and Multimedia 171

14. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note In PowerPoint 2016, there is a new transition called Morph. This transition allows you to move
objects from one slide to their new location on another slide. The most effective way to use the
Morph transition is to duplicate the slide, move the objects around to their new places, and then
apply the Morph transition.

Determining How Slides Will Advance
By default, the presentation advances from one slide to the next when you click the mouse. Slides
can be set to advance automatically after a certain amount of time, manually upon mouse click (or
other signal, such as pressing the Enter key), or both. If both are selected, the slide will advance
immediately if you click the mouse, otherwise advance will occur when the allotted time elapses.
In this exercise, you will learn how to set slides to advance automatically after a certain amount of
time and to advance manually upon a mouse click.

STEP BY STEP Set Slides to Advance Manually or Automatically

GET READY. USE the Lobby Solution presentation that is open from the previous exercise.

1. In Slide Sorter view, click slide 1 to select it.

2. Click the Transitions tab, and then in the Timing group, select the After check box to
indicate that the slide should advance manually after a certain amount of time has
passed.

3. Click the up increment arrow in the After text box until it reads 00:10.00 (to set the
amount of time to 10 seconds).

4. Clear the On Mouse Click check box (Figure 9-3). Then click Apply To All.

Do not advance on mouse clickAdvance automatically after 10 seconds

5. Click the Slide Show tab, click From Beginning, and then begin watching the
presentation. Try clicking the mouse; notice that it does not advance to the next slide.

6. After viewing three slides, press Esc to return to Slide Sorter view.

7. Click the Transitions tab and then select the On Mouse Click check box.

8. Click Apply To All. Now all slides will advance automatically after 10 seconds (or earlier,
if the mouse is clicked before 10 seconds elapses).

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

When creating a self-running presentation, such as for a lobby display, it is important that nothing
be set to happen only with a mouse click, because the audience will have no access to a mouse.

Figure 9-3

Choose to advance
automatically, but not
on mouse click

Lesson 9172

ANIMATING SLIDE CONTENT
You can animate individual objects on a slide to give the presentation a more active and dynamic
feel. Objects can be set to enter or exit the slide in an animated way. For example, a picture could
fly onto the slide, stay on the screen for a few seconds, and then fly away again. Text can also be
animated; it can be set to appear all at once or one bullet point at a time.

Animations are effects applied to placeholders or other content to move the content in unique
ways on the slide. Animations can be roughly divided into four types: entrance, emphasis, exit,
and motion paths. Entrance effects animate an object’s entry onto the slide, separately from
the entrance of the slide itself. If an object does not have an entrance effect, it enters at the same
time as the slide. An emphasis effect modifies an object that is already on the slide, calling
attention to it by moving it or changing its colors. An exit effect causes the object to leave the
slide before the slide itself exits. A motion path effect moves the object from point A to point B,
following along a path that you create for it.

Applying Animations
Many animation effects are available on the Animations tab for an object’s entrance, emphasis,
and exit. You can apply them to both graphic objects and text. After applying an animation, you
can modify it by changing its options. In this exercise, you will apply an animation effect and then
modify it for a custom effect.

STEP BY STEP Apply and Modify Animations

GET READY. USE the Lobby Solution presentation that is open from the previous exercise.

1. SAVE the presentation as Lobby Solution 2 in the lesson folder on your flash drive.

2. Click the View tab, click Normal view, and then click slide 2.

3. Click in the bulleted list to move the insertion point there.

4. Click the Animations tab, and then in the Advanced Animation group, click Add
Animation. A menu of animation presets appears (Figure 9-4).

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto

Figure 9-4

Select an entrance animation
preset

Using Animation and Multimedia 173

5. Click Fly In. The animation is previewed on the slide.

6. Click the Effect Options button. A menu of options appears.

7. Click From Top-Left. The effect is previewed. Notice that each bullet point flies in
separately.

8. Click the Effect Options button again.

9. Click All at Once. The effect is previewed. Notice that all the bullets fly in at once.

Take Note The text options like the one you selected in step 7 are available only when animating text, not
graphics.

10. Click slide 3 and select the graphic in the upper-right corner.

11. On the Animations tab, click the Add Animation button and then click More Emphasis
Effects.

12. In the Add Emphasis Effect dialog box, in the Subtle section, click Pulse. The effect is
previewed on the graphic.

13. Click OK to accept the new effect.

14. On the Animations tab, in the Duration box, click the up increment arrow until the
setting is 04.00.

15. Click the Preview button to preview the animation at its new duration setting.

16. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Using Motion Path Animation
Motion paths enable you to set a graphic to move from one place to another. You can start with
a preset, as you learn to do in this exercise, and then modify the path to fine-tune it. To modify
the path, on the Animations tab, click Effect Options, and then click Edit Points. Then you can
drag the individual points that comprise the path. In this exercise, you will apply a motion path
animation to a graphic.

STEP BY STEP Use a Motion Path Animation

GET READY. USE the Lobby Solution 2 presentation that is open from the previous
exercise.

1. Click slide 5 and select the graphic.

2. On the Animations tab, click Add Animation and then click More Motion Paths. The
Add Motion Path dialog box appears.

3. In the Add Motion Path dialog box, scroll down to the Special section and click Swoosh
(Figure 9-5). The animation is previewed on the slide.

4. Click OK to apply the animation. A dotted line appears on the graphic, showing the
motion path. This dotted line will not appear in Slide Show view.

5. Click Effect Options and then click Reverse Path Direction. The Swoosh effect is
previewed again, this time going in the opposite direction.

Lesson 9174

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

The start point is represented by an arrow (or in some motion paths, a circle). If the start and end
point is the same spot, only a green arrow or circle displays; however, if the end point is different,
it appears as a red arrow or circle. The motion path you applied in the preceding steps has the same
starting and ending point, so only a green arrow appears.

Modifying an Animation’s Start Options and Timing
Each animation has its own separate start, duration, and delay settings. The animation’s duration
determines how quickly it will execute. Each animation effect has a default duration, which you
can adjust up or down. The delay is the amount of time to wait between the previous action and
this animation. You might, for example, use a delay to give the audience a chance to read some text
on the screen. By setting these properties, you can sequence multiple animation effects to produce
the exact appearance you want.

Each animation has its own start options and timing settings, separate from the slide itself. The
start options available are On Click (the default), With Previous, and After Previous. On Click
waits for a mouse click to start the animation; the slide show pauses until the click is received.
With Previous starts the animation simultaneously with the start of the previous action. If it
is the first animation on the slide, the previous action is the entrance of the slide itself; otherwise,
the previous action is the previous animation on that slide. After Previous starts the animation
after the previous action has completed. If the previous action is very quick, you may not notice
any difference between With Previous and After Previous.

In this exercise, you will modify the start options and timing for an animation.

Figure 9-5

Select a motion path
animation

Using Animation and Multimedia 175

STEP BY STEP Modify Animation Start Options and Timing

GET READY. USE the Lobby Solution 2 presentation that is open from the previous
exercise.

1. Click slide 6 and select the graphic.

2. On the Animations tab, click Add Animation and then click More Entrance Effects. The
Add Entrance Effect dialog box opens.

3. In the Exciting section, click Pinwheel.

4. Click OK.

5. On the Animations tab, in the Timing group, click the Start drop-down arrow and click
After Previous.

6. In the Duration box, click the up increment arrow until the setting is 03.00.

7. In the Delay box, click the up increment arrow until the setting is 01.00. Figure 9-6
shows the settings on the Animations tab. This animation will start one second after
the previous event and will last for three seconds.

StartDurationDelay

8. Click the Preview button to check the new settings.

9. With the graphic still selected, click Add Animation and then click More Exit Effects.
The Add Exit Effect dialog box opens.

10. Click Pinwheel and then click OK. Notice that there are 0 and 1 icons near the upper-
left corner of the graphic on the slide. The 0 represents the first animation effect (the
entrance) and the 1 represents the second effect (the exit).

11. Click the 1 icon next to the graphic to make sure that the exit effect animation is
selected.

12. On the Animations tab, in the Delay box, click the up increment arrow until the setting
is 03.00.

13. Click the Preview button to watch the entire animation sequence.

14. Click in the bulleted list. On the Animations tab, click Add Animation and then click
Fade in the Entrance section. Notice that each bulleted item has a numbered icon to its
left.

15. Click the 1 icon to the left of the graphic. On the Animations tab, click Move Later. The
exit effect moves to position 7 (after the bulleted list completes).

16. Click in the bulleted list again. On the Animations tab, click the Start drop-down arrow
and click With Previous. Then click the Effect Options button and click By Paragraph.

17. Click the Preview button to check the new settings.

18. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Using the Animation Pane
When a slide has multiple animations on it, you might find the Animation Pane helpful in viewing
and organizing the animations. The Animation Pane lists each of the animations associated with
the active slide’s content and enables you to fine-tune them. From the Animation Pane, you can
reorder animations, adjust their settings, and view how they overlap and interact with one another.
Within the Animation Pane, an animated object that consists of multiple paragraphs appears by

Figure 9-6

Animation settings

Lesson 9176

default as a single item, so you can apply the same settings to all paragraphs. You can optionally
expand that entry to a list of each individual paragraph, so you can animate them separately if
you prefer. In this exercise, you will use the Animation Pane to fine-tune the animation effects on
a slide.

In addition to using the controls on the Animations tab on the Ribbon, you can display a dialog
box for each animation by opening the animation’s menu in the Animation Pane and choosing
Effect Options. The name of the dialog box depends on the animation type. Within this dialog
box are settings that, among other things, let you associate a sound with an animation and let
you reverse the order in which a list appears. To remove an animation from the slide, select the
animation either in the Animation Pane or by clicking the numbered icon to the left of the object
on the slide, and then press the Delete key on the keyboard.

STEP BY STEP Use the Animation Pane

GET READY. USE the Lobby Solution 2 presentation that is open from the previous
exercise.

1. On the Animations tab, click Animation Pane. The Animation Pane appears at the right.
It lists the three animation items for slide 6.

2. Click the gray bar that separates the second and third animations. The list expands to
show each bulleted list item as a separate animation event. Click a blank area of the
Animation Pane (Figure 9-7).

Bulleted list animations expanded

Click gray bar to collapse group again

Take Note When the list is expanded, each item is edited separately. If you want to change the settings for the
entire list, you should collapse the list again before changing settings.

3. Click the gray bar again to collapse the animations for the bulleted list.

4. In the Animation Pane, click the Content Placeholder animation, and then click the
drop-down arrow to its right to open its menu. On the menu, click Effect Options. The
Fade dialog box opens.

5. Click the Text Animation tab.

6. Select the In reverse order check box.

7. Select the Automatically after check box and then click the up increment arrow to set
the number of seconds to 3.

8. Click OK. Notice that the Start setting on the Animations tab has changed to After
Previous.

Figure 9-7

The bulleted list animations
are expanded

Using Animation and Multimedia 177

9. If the animation does not preview automatically, click Preview to watch the animation
for this slide.

10. Click slide 1, click in the slide, and then press Ctrl+A to select all objects on the slide.

11. On the Animations tab, click Add Animation, and then in the Entrance section, click
Float In. The same animation effect is applied to all objects.

12. On the Animations tab, click the Start drop-down arrow and then click With Previous.

13. In the Animation Pane, select the animation for the title (Title 1) and press the Delete
key to remove the animation for that object.

14. Select only the slide’s title text box (Trey Research Museum). Click Add Animation, and
in the Emphasis section, click Wave.

15. In the Animation Pane, confirm that the Title object’s animation is already selected
and then click the Move Up button (at the top of the task pane) three times to move the
animation to the top of the list, so that it executes first.

16. Click the Start drop-down arrow and then click After Previous, setting the Wave
animation to occur after the slide appears.

17. In the Animation Pane, click the drop-down arrow to the right of the animation,
opening its menu. Then click Effect Options.

18. Click the Sound drop-down arrow, click Arrow, and then click OK.

19. Click the Preview button to preview the slide’s animation.

20. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Using Animation Painter
Animation Painter enables you to select an object that already has the animation you want,
including the delay, duration, sound effects, and so on, and then copy that animation to another
object. Animation Painter is very much like Format Painter, but it works for animations rather
than for formatting. When you click Animation Painter, the mouse pointer becomes a paintbrush.
You can then navigate to any other slide (or stay on the same slide) and click another object to
receive the animation settings. If you double-click Animation Painter rather than single-clicking
it, it stays on until you turn it off (by clicking it again, or by pressing Esc), so you can paint the
same animation onto multiple objects. In this exercise, you will copy animation from one object
to another.

STEP BY STEP Use Animation Painter

GET READY. USE the Lobby Solution 2 presentation that is open from the previous
exercise.

1. On slide 1, select the Explore the World of Science text box.

2. On the Animations tab, click Animation Painter.

3. Click slide 8 and click Where to Find Us. The animation is copied to that text box.

4. CLOSE the Animation Pane.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Lesson 9178

ADDING MEDIA CLIPS TO A PRESENTATION
Audio (sound), video (moving picture), and screen recording clips can add interest to a
presentation by drawing the audience’s attention more than a static show. You can include your
own audio and video clips that you have recorded or acquired, record your own audio to insert,
select from video clips you find online via a YouTube search, or use a video embed code. You can
also apply formatting styles to audio and video content, as you do for images.

The timing options available to media clips are similar to the options available for animations
and transitions. Click the Playback tab in either the Audio or Video Tools tabs. You can set the
duration on the Fade In and Fade Out settings, select to loop the audio or video until it’s stopped
(throughout the entire presentation), set audio to play across all slides in the presentation or just
one, and much more. You explore some of these options in the following sections.

Adding an Audio File to a Slide
Audio files can provide simple sound effects, music soundtracks, real-time recorded narration, or
prerecorded narration in a presentation. You can add audio from files on your own PC or record
your own audio. You can specify when the sound will play, how loud it will be (in comparison to
the overall sound level), and which user controls will be available onscreen.

You have a number of options for adding audio to a presentation:

• Use Audio on My PC if you have an audio file in a supported format that you want to insert.
PowerPoint can handle ADTS, AIFF, AU, FLAC, MIDI, MKA, MP3, MP4, WAV, and WMA
files.

• Use Record Audio if you want to record your own audio to play on the slide. You must have a
microphone to record audio.

In this exercise, you will record your own audio to add to the presentation, delete it, and then add
an audio clip from the data files provided for this exercise.

STEP BY STEP Add an Audio Clip to a Slide

GET READY. USE the Lobby Solution 2 presentation that is open from the previous
exercise.

1. SAVE the presentation as Lobby Solution 3 in the lesson folder on your flash drive.

2. Click slide 1. Click the Insert tab, and then in the Media group, click the Audio button.
On the menu that appears, click Record Audio. The Record Sound dialog box opens
where you can name your sound.

3. Type Welcome slide in the Name box and click the red record button. The blue square
button becomes active. Say Welcome to the Trey Research Museum. Click OK. A
sound icon appears in the center of the slide.

4. Press F5 to change to Slide Show view and then click the sound icon on the slide. The
sound plays.

5. Press Esc to return to Normal view.

6. Select the sound icon on slide 1 and press Delete on the keyboard to remove it.

7. With slide 1 still displayed, on the Insert tab, click the Audio button and then click
Audio on My PC. The Insert Audio dialog box opens.

8. Navigate to the data files for this lesson, click Beethoven’s Ninth, and then click Insert.
A sound icon appears in the center of the slide.

9. On the Audio Tools Playback tab, in the Audio Options group, click the Start drop-down
arrow and then click Automatically.

10. In the Audio Options group, select the Hide During Show check box.

Using Animation and Multimedia 179

11. In the Audio Options group, click the Volume button, and then click Medium. Figure 9-8
shows the Audio Tools Playback tab and the playback controls.

Slide 3: Photo courtesy of NASA, Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto

Volume Start Visibility Audio clip Playback controls

12. View the first two slides in Slide Show view. Notice that the sound quits after the first
slide. The camera sound associated with the transitions is distracting from the music.
Press Esc to return to Normal view.

13. Click the Transitions tab, click the Sound drop-down arrow, and then click [No Sound].
Then click Apply To All.

14. Select the sound icon on slide 1.

15. Click the Audio Tools Playback tab and then select the Play Across Slides check box.

16. Watch the first several slides in Slide Show view. This time notice that the sound
continues as you move from one slide to another. Then press Esc to return to Normal
view.

17. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding a Video to a Slide
You can insert videos from your own collection to add visual interest or information to a presen-
tation. PowerPoint accepts Adobe Flash videos (.swf) as well as many standard formats such as
Windows Media (.asf) and Video (.avi), MP4, and Movie files (.mpg or .mpeg). You can insert
video content using the Video button on the Insert tab, or using the Insert Video icon in a content
placeholder.

In this exercise, you will insert a video clip from a file, set it to play automatically, and set some
playback options for it.

Figure 9-8

Adjust the sound clip’s volume,
start setting, and visibility, and
view playback controls

Lesson 9180

STEP BY STEP Add a Video to a Slide

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. Click slide 9.

2. Click the Insert Video icon in the empty placeholder box. The Insert Video dialog box
opens.

3. Click the Browse button next to From a file. The next Insert Video dialog box opens.

4. Navigate to the folder containing the data files for this lesson and select Sunspot.mp4.
Then click Insert. The clip appears in the placeholder, with playback controls beneath
it.

5. Click the Animations tab and then click Animation Pane. The Animation Pane opens.
Notice that there are animation events for the video clip already there (Figure 9-9).

Slide 4: ©visualgo/iStockPhoto, Slide 5: ©cdascher/iStockPhoto, Slide 6: ©MSRPhoto/iStockPhoto, Slide 7: ©ooyoo/iStockPhoto,
Slide 9: Photo courtesy of NASA

Animation events for video

6. CLOSE the Animation Pane.

7. Click the Video Tools Playback tab, click the Start drop-down arrow, and then click
Automatically.

8. Select the Loop until Stopped check box. This action makes the clip continue to play
until the slide advances.

9. Click the up increment arrow button on the Fade In box until the value is 00.50 (one half
a second). Do the same thing for the Fade Out box.

10. Click the Slide Show tab, and then in the Start Slide Show group, click From Current
Slide to watch this slide in Slide Show view. Press Esc to return to the presentation.

11. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 9-9

The video clip is part of the
slide’s animation sequence

Using Animation and Multimedia 181

Trimming a Video Clip
The raw video footage that you have on hand may need some cuts to be appropriate for your pre-
sentation. You can do this editing in a third-party video editing application, but if all you need
is to trim some of the footage off the beginning and/or end of the clip, it may be easier to do that
work in PowerPoint. In this exercise, you will trim two seconds off the beginning and end of a
video.

STEP BY STEP Trim a Video Clip

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. Click slide 9 and select the video clip.

2. Click the Video Tools Playback tab and then click Trim Video. The Trim Video dialog
box opens.

3. Drag the green Start marker to approximately the 00:02 spot on the timeline, or change
the value in the Start Time box to 00:02.000.

4. Drag the red End marker to approximately the 00:23.566 spot on the timeline, or change
the value in the End Time box to 00:23.566 (Figure 9-10).

Photo courtesy of NASA

Start marker

End marker

5. Click OK. The clip is now trimmed.

6. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Adding a Screen Recording to the Slide
Screen recordings are new in PowerPoint 2016. They allow you to illustrate an action on your
computer with or without audio to show viewers how to do something. When you insert a screen
recording, it is treated just like a video, displays the Video Tools tab, and has the same formatting
and playback options. In the following example, you insert a screen recording that shows viewers
how to find an interactive map to the museum.

Figure 9-10

Trim two seconds off the
beginning and end of the
clip

Lesson 9182

STEP BY STEP Add a Screen Recording to a Slide

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. Insert a new Title Only slide after slide 8 and title it Find an Interactive Map.

2. Open a browser window, open a search engine, and then switch back to PowerPoint.

3. Click the Insert tab, and then in the Media section, click Screen Recording.

4. Select the area you want to record, which is the browser window in this example.

5. Click the Record button and wait for the countdown to complete.

6. In your browser window, type 123 Ash Street, Asheville, NC 20802 in the search box
and then press Enter.

7. Locate the displayed map, and then point to the top of the screen and click the Stop
button in the controls (Figure 9-11). Adjust the size and position of the video clip on the
slide, if necessary. Remember, this is a fictional address and location so even though
you find a map, the details will not match the map on slide 8.

Stop recording

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Formatting Video or Audio Content
Any video clip on a slide and any audio clip that has a visible icon on a slide can be formatted with
the PowerPoint built-in styles. This works just like the style-based formatting for graphic objects:
You select a style from a gallery. You can then customize it as desired by applying formatting. You
can also choose a frame of the video clip that will appear on the slide whenever the video clip is
not playing.

Choosing a Poster Frame
A poster frame is an image that displays on the slide when the video clip is not actively playing.
You can use an outside image, but it is often easier to select a frame from the video clip itself. Poster
frames are useful because often the first frame of the video clip is not an image that is meaningful
or recognizable. Instead of choosing Current Frame from the Poster Frame menu, as you will do
in this exercise, you can choose Image from File to select your own image. To remove any poster
frame so that the first frame of the video clip is once again the default image for the clip, choose
Reset from the menu. In this exercise, you will choose a poster frame to display for a video clip.

STEP BY STEP Choose a Poster Frame

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. Click slide 10 and then click the video clip.

2. Click the Play button (the right-pointing triangle) below the video clip to begin its
playback. When the image onscreen shows the sun spot (the dark spot) in the center,
click the Pause button to pause it.

Figure 9-11

The Stop button

Using Animation and Multimedia 183

3. Click the Video Tools Format tab, and then in the Adjust group, click Poster Frame, and
then click Current Frame.

4. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Applying a Video Style and Formatting
Whereas the tools on the Video Tools Playback tab control the clip’s motion effects, the tools on
the Video Tools Format tab control its static appearance, including its borders, effects, and any
color or contrast corrections. The tools here are very similar to those for graphic images, which
you learned about in Lesson 8. In this exercise, you will apply a video style and some picture cor-
rections.

STEP BY STEP Apply a Video Style and Formatting

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. On slide 10, click the video clip.

2. On the Video Tools Format tab, in the Video Styles group, click the More button,
opening the Video Styles gallery.

3. In the Subtle section, click the Simple Frame, White style. The frame of the video clip
changes.

4. In the Video Styles group, click the Video Shape button, and on the Shapes palette that
appears, click the Rectangle: Rounded Corners shape. The shape of the video clip’s
frame changes.

5. In the Video Styles group, click the Video Border button, and on the palette of colors
that appears, click Periwinkle, Accent 5, Darker 50%.

6. In the Video Styles group, click the Video Effects button, point to Glow, and then click
Glow: 5 point; Periwinkle, Accent color 5.

7. Click the Video Effects button again, point to Shadow, and in the Perspective section,
click Perspective: Upper Left. Click outside of the video clip to deselect it. Figure 9-12
shows the completed formatting.

Photo courtesy of NASA

Rounded rectangle frame

Periwinkle blue frame
with glow

Shadow effect

8. On slide 10, select the video clip. Click the Video Tools Format tab, click the Corrections
button and then click Brightness: 0% (Normal) Contrast: +20%.

Figure 9-12

The formatted video clip

Lesson 9184

9. Click the Slide Show tab and then clear the Show Media Controls check box. This
action prevents the media controls under the video clip from appearing in Slide Show
view.

10. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note Part of the clip’s appearance is the media control bar, or the thick gray bar that appears beneath the
clip. If the presentation is self-running, you might prefer to hide that from the audience. To do so,
clear the Show Media Controls check box on the Slide Show tab as you did in step 9.

Sizing and Arranging Video or Audio Content
Video clips (and audio clips that have a visible icon) can be sized and arranged like any other
content on a slide. You can drag them to move or resize them or specify exact measurements. You
can also align them with other content using the Align tools, which you learned about in Lesson
8 when working with drawn shapes. In this exercise, you will change the size of a video clip and
align it on the slide using guides.

STEP BY STEP Size and Arrange a Video Clip

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. On slide 10, select the video clip if it is not already selected.

2. Click the Video Tools Format tab, type 2.4 in the Height box, and press Enter. The value
in the Width box changes proportionally.

3. Click the video clip again to select it, if necessary.

4. Click the View tab and select the Guides check box to turn on the guides. Drag the
horizontal guide down so it aligns with the 1” mark on the vertical ruler above the
midpoint.

5. Move the text box containing the bullets up so its upper-left corner aligns with the
intersection of the guides at the left side of the slide.

6. Move the video clip so its upper-right corner aligns with the intersection of the guides
at the right side of the slide (Figure 9-13). Then turn off the guides by clearing the
Guides check box on the View tab.

Photo courtesy of NASA

Place video
clip at the
intersection
of the guides

Figure 9-13

Use the guides to arrange
the slide content

Using Animation and Multimedia 185

Take Note Because there is a glow around the clip’s border, it may not appear to align precisely with the
guides. The glow may hang slightly over the lines.

7. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Compressing Media
If you plan on sharing a presentation that contains audio and video clips, you may want to com-
press the media in the presentation to make the overall file size smaller. This mode of compression
is similar to the Compress Pictures command for graphics, but it works with video and audio files.
You can choose high, medium, or low quality, depending on how you plan to use the presentation
file. Select Full HD (1080p) if you want to save space but preserve the quality, HD (720p) to save
the file in a size similar to what is streamed over the Internet, and Standard (480p) if you plan to
email the presentation. In the following exercise, you will compress media in a presentation.

STEP BY STEP Compress Media

GET READY. USE the Lobby Solution 3 presentation that is open from the previous
exercise.

1. Click the File tab.

2. Click Compress Media. A menu opens showing three choices for media quality.

3. Click HD (720p). The Compress Media dialog box opens, showing the progress of
compressing each clip.

4. When each clip shows Complete, click Close.

5. SAVE the Lobby Solution 3 presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Matching
Match the term in Column 1 to its description in Column 2.

Column 1 Column 2

1. Exit effect a. The time that an animation event takes to execute

2. Emphasis effect b. An animation effect that moves an object along a predefined path
that you create

3. Motion path c. An animated effect that occurs when you move from one slide to
another

4. Transition d. An animation effect that determines how an object exits a slide

5. Duration e. An animation effect that draws attention to an object on a slide
that is neither entering nor exiting the slide

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. A transition can be applied to a specific object on a slide.

T F 2. You can assign your own sound clips to slide transitions.

T F 3. An emphasis effect is a good way to draw audience attention to an object as it
exits the slide.

T F 4. An animation set to With Previous begins executing at the same time as the
previous animation effect begins.

T F 5. To slow down the speed of an animation effect, increase its Duration setting.

Lesson 9186

Projects`

Project 9-1: Working with Transitions

In this project, you have been asked by Woodgrove Bank to modify a presentation that was orig-
inally designed to be used with a live speaker to a self-running presentation in which no user
interaction is required. To accomplish this, you need to set all the slide transitions to occur auto-
matically. You should also set up a more interesting transition effect than the default.

GET READY. LAUNCH PowerPoint.

1. OPEN the Jobs presentation from the data files for this lesson.

2. SAVE the presentation as Jobs Solution in the lesson folder on your flash drive.

3. Click the Transitions tab and then select the After check box.

4. Click the up increment arrow for the After box until the value is 00:08.00.

5. In the Transition to This Slide group, select the Push transition. (You might need to click
the More button to locate it.)

6. Click the Effect Options button and then click From Left.

7. Click the down increment arrow for the Duration to set the duration to 00.50.

8. Click Apply To All.

9. Click the Slide Show tab, click From Beginning, and watch the entire slide show by
clicking the mouse to advance through each slide.

10. SAVE the Jobs Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Project 9-2: Using Animations

In this project, you have decided to add some object animations to the Woodgrove Bank presen-
tation to make it more eye-catching.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Jobs Solution presentation that you saved in the previous project.

2. Click slide 1 and select the text placeholder.

3. Click the Animations tab, click Add Animation, and in the Entrance section, click
Swivel.

4. Click slide 2 and select the photo.

5. Click Add Animation, and in the Emphasis section, click Teeter.

6. Click the Start drop-down arrow and click After Previous.

7. Click the up increment arrow on the Duration box until the duration is 02.00.

8. Select the text box containing the bulleted list.

9. Click Add Animation and then click More Entrance Effects.

10. In the Subtle section, click Expand and then click OK.

11. Click the Start drop-down arrow and click After Previous.

12. Click Move Earlier.

13. Click Preview to preview the slide’s animation.

14. SAVE the Jobs Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Securing and Sharing a Presentation10

187

LESSON SKILL MATRIX
Skill Exam Objective Objective Number

Working with Comments Review comments
Insert comments

5.1.4
5.1.3

Incorporating Reviewer Changes Insert slides from another presentation
Compare two presentations

5.1.1
5.1.2

Protecting a Presentation Protect a presentation 5.2.1

Preparing a Presentation for Distribution Inspect a presentation
Set file properties

5.2.2
1.5.3

Exporting and Saving a Presentation in
Different Formats

Export presentations to other formats 5.2.5

SOFTWARE ORIENTATION

The PowerPoint Review Tab

Tools on the Review tab make it easy for you to add comments to a slide. Figure 10-1 shows the
Review tab.

Tools for proofreading,
accessibility, and language

Tools for managing
comments

Tools for comparing and
merging presentations

Figure 10-1
The Review tab

Besides allowing you to add, delete, view, and show and hide comments, the Review tab lets you
check spelling, access references such as online encyclopedias, use a thesaurus, translate a word or
phrase, set the current language, compare documents, and annotate slides using ink annotations.

Lesson 10188

WORKING WITH COMMENTS
A comment is a note you insert on a slide. You can insert comments on slides to suggest con-
tent changes, add reminders, or solicit feedback. Use comments on your own presentations or on
presentations you are reviewing for others. You can also let other people review your presentations
and add comments addressed to you. The PowerPoint Review tab makes it easy to view, insert,
edit, reply to, and delete comments.

Viewing and Replying to Comments
Use the Show Comments button on the Review tab to show or hide comments. Clicking the but-
ton itself shows or hides the Comments task pane; clicking the arrow beneath the button opens a
menu. On that menu you can select Show Markup to show or hide the comment balloons in the
presentation itself, regardless of whether the Comments pane is displayed or not. Markup refers
to both comments and marked changes in the file, but in this section we deal only with comments.
The Next and Previous buttons make it easy to jump from comment to comment in a presenta-
tion. In this exercise, you will view the comments in a presentation.

STEP BY STEP View and Reply to Comments

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the HR Review presentation from the data files for this lesson.

2. SAVE the presentation as HR Review Solution in the lesson folder on your flash drive.

3. Note the small balloon icon in the upper-left corner of slide 1 (Figure 10-2).

Comment balloon

4. Click the Review tab, click the Show Comments drop-down arrow, and then click Show
Markup. The comment balloon is hidden.

5. Repeat step 4 to redisplay the comment balloon.

6. Click the Show Comments button (the button face, not the arrow below it). The
Comments pane appears.

7. On the Review tab, in the Comments group, click Next to highlight the comment on
slide 1. Read the comment in the Comments pane.

8. On the Review tab, in the Comments group, click Next. The next comment appears,
which is on slide 9. In this comment, Kelly Rollin suggests adjusting the diagram.

Figure 10-2

A comment balloon indicates a
comment on the slide

Securing and Sharing a Presentation 189

9. Click the SmartArt graphic, click the SmartArt Tools Design tab, click the More button
in the SmartArt Styles group, and then click Metallic Scene in the 3-D section. Click
Change Colors and then click Gradient Loop – Accent 6. The diagram now has the
“pop” Ms. Rollin suggested.

10. In the Comments pane under Kelly Rollin’s comment, type I have added the “pop” you
have requested. Is this acceptable? Then, press Enter (Figure 10-3).

Click here to display Comments pane New Comment Previous Comment Next Comment

Comment Reply

11. Select your comment in the Comments pane and then click the Next button at the top
of the Comments pane to go to the next comment.

12. Click the Previous button three times to return to the first comment on slide 1.

13. CLOSE the Comments pane. To do so, either click the Close button on the Comments
pane or click the Show Comments button on the Review tab.

14. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Inserting a Comment
To add a comment to a slide, use the New Comment button on the Review tab or the New button
in the Comments pane. You are now ready to add your own comments to the presentation. In this
exercise, you will insert two comments in a presentation.

STEP BY STEP Insert a Comment

GET READY. USE the HR Review Solution presentation that is open from the previous
exercise.

1. Click the File tab and then click Options. The PowerPoint Options dialog box opens.

2. In the User name text box and Initials text box, type your name and initials (if they are
not already there). Then click OK to accept them.

3. With slide 1 displayed, click the New Comment button on the Review tab. The
Comments task pane appears and a new comment text box opens there.

Figure 10-3

View and reply to comments in
the Comments pane

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Lesson 10190

4. Type the following text in the comment box:
Peter, I have already received feedback from Kelly Rollin. Please suggest any further
changes you think necessary to make this a dynamite presentation.

5. Press Enter. Your comment marker displays in the upper left corner of the slide, slightly
overlapping the other comment marker.

6. Click slide 10 and select the text six weeks in the third bullet.

Take Note If you select text or an object on a slide before creating a new comment, the comment balloon
appears adjacent to the selection. If you do not select anything beforehand, the comment balloon
appears in the upper-left corner of the slide.

7. Click the New button on the Comments task pane.

8. Type the following text in the comment box:
Peter, please read Kelly’s comment on this slide. I don’t have access to the Design
Department schedule. Can you confirm the lag time is now only 4 to 5 weeks?

9. Press Enter to display the entire comment.

10. Drag the comment balloon associated with Kelly’s comment to move it so it slightly
overlaps your comment balloon. Moving a comment marker allows you to associate
the comment with a specific area of the slide, such as a picture or a bullet item, or to
place it in a general location.

11. CLOSE the Comments pane.

12. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note You could also use the Reply feature if you wanted to reply within Kelly’s comment; however,
inserting a new comment is more effective here since you are addressing another individual.

Editing a Comment
Like any other text in a presentation, comment text should be clear and concise. If you find upon
review that your comments do not convey the information they should, you can reword, insert,
or delete text in the comment box. Use the Edit Comment button to open a comment box so you
can modify the text. In this exercise, you will edit a comment.

STEP BY STEP Edit a Comment

GET READY. USE the HR Review Solution presentation that is open from the previous
exercise.

1. Click slide 1 and then click one of the comment balloons. The Comments pane reopens.

2. Click in the comment you typed in the previous exercise, select the text to make this a
dynamite presentation at the end of the second sentence, and then press Delete. You
have removed text from the comment. Press Enter.

3. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Deleting a Comment
You can easily remove comments from slides when they are no longer needed. If you point to a
comment in the Comments pane, a Delete icon (X) appears in its upper-right corner. You can click
that X to remove the individual comment. You can also use the Delete button on the Review tab to
remove a comment. To quickly remove all comments, click the Delete drop-down arrow to open a
menu from which you can quickly delete all comments on this slide or in this entire presentation.
In this exercise, you will delete a comment.

Securing and Sharing a Presentation 191

Take Note When working with presentations that have comments, it is good practice to save a copy of your
file with the comments in it before you delete them. This way if anyone asks you who requested a
change, you can pull up the other version to find out.

STEP BY STEP Delete a Comment

GET READY. USE the HR Review Solution presentation that is open from the previous
exercise.

1. With slide 1 displayed, click Kelly Rollin’s first comment in the Comments pane,
then click the Delete icon in the upper-right corner of the comment. The comment is
removed from the slide, leaving only your first comment.

2. Click slide 9 and then click the comment in the task pane.

3. Click the Delete button on the Review tab. The comment and your reply are removed
from the slide.

4. CLOSE the Comments pane.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

INCORPORATING REVIEWER CHANGES
PowerPoint does not have a Track Changes feature like the one in Word, but you can receive com-
ments and feedback from reviewers by first saving your presentation to your computer and then
posting a second copy to a shared location such as OneDrive or SharePoint, or distributing copies
to reviewers via email. You can ask people to make changes and add comments to the shared copy.
Once they are done, you can compare and merge the shared copy with the original one saved to
your computer.

Take Note Some people like to share their version of the presentation via OneDrive or SharePoint and let
multiple people make changes to the same document. We don’t cover document sharing in detail
here but if you do work with shared documents, you will notice improved functionality in resolv-
ing conflicts in PowerPoint 2016. It now provides a side-by-side comparison of the two slides so
you can more easily determine which changes to keep.

Comparing and Combining Multiple Presentations
Comparing presentations enables you to note the differences between two similar presentation
files. You can easily identify the changes that have been made to a copy of a presentation. The
Compare feature merges two presentation files. You can then use the Revisions pane and the Com-
pare group on the Review tab to display the differences between the merged versions and either
accept or reject each revision. When you mark a revision for acceptance or rejection, the change
is not applied immediately; changes occur only when you click End Review. In this exercise, you
will compare and combine two presentations.

STEP BY STEP Compare and Combine Presentations

GET READY. USE the HR Review Solution presentation that is open from the previous
exercise.

1. SAVE the presentation as HR Review Solution 2 in the lesson folder on your flash drive.

2. On the Review tab, click Compare. The Choose File to Merge with Current Presentation
dialog box opens.

3. Navigate to the folder containing the data files for this lesson and select HR Summary.

Lesson 10192

4. Click Merge. The presentation opens and the Revisions task pane opens. To toggle the
Revisions task pane on and off, you can click the Reviewing Pane button on the Review
tab of the Ribbon.

5. Click slide 3 and then click the Revision icon on the slide. A balloon appears showing
the changes to that slide (Figure 10-4).

Revision appears on Slide Changes listRevision icon

List of specific changes made to slide

6. On the Review tab, click the Accept button. The changes on slide 3 are accepted. The
revision icon changes to show a check mark.

7. Click slide 9 and then click the Revision icon on the slide. Mark the check box next to
Diagram contents and then click Reject in the Compare group to reject the change and
keep the changes Kelly requested.

8. Click Next to go to slide 10. The revision is a deletion of a bullet point. Click Accept and
then click Reject to change your mind.

Take Note Do not confuse the Next button in the Compare group with the Next button in the Comments
group.

9. Go through and accept all other changes to the presentation by clicking each slide,
clicking the Accept drop-down arrow, and then selecting Accept All Changes to This
Slide. Be sure NOT to do this on slides 9 and 10 or you will revert to the changes you
rejected.

10. On the Review tab, click End Review. A confirmation box appears; click Yes.

11. Browse through the presentation to confirm that the changes were made. The revisions
you accepted were finalized and the revisions you rejected were discarded. The
comments are still there; they were not affected by the review.

12. On the Review tab, click the down arrow under the Delete button and then click Delete
All Comments and Ink in This Presentation.

13. Click Yes to confirm. All remaining comments are removed.

14. CLOSE the Comments pane if it is displayed.

15. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 10-4

Review the changes made to
this slide

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Securing and Sharing a Presentation 193

PROTECTING A PRESENTATION
Password-protecting a presentation file ensures that unauthorized users cannot view or make
changes to it. You can set, change, and remove passwords in a file. You can also mark a presenta-
tion as final, which does not provide much security, but can prevent accidental changes.

Encrypting Presentations with a Password
A password is a word or phrase that you, the user, must enter in order to get access to a file.
Adding a password to a presentation prevents anyone from opening the presentation who does not
know the password. Passwords are case-sensitive. You will assign a password to a presentation in
this exercise.

STEP BY STEP Set a Password

GET READY. USE the HR Review Solution 2 presentation that is open from the previous
exercise.

1. SAVE the presentation as HR Review Solution 3 in the lesson folder on your flash drive.

2. Click the File tab and then click Protect Presentation. A menu appears.

3. Click Encrypt with Password. The Encrypt Document dialog box opens.

4. In the Password box, type ProtectMe. Black circles appear in place of the actual
characters you type.

Take Note The password used for this exercise is not a strong password. It would not be that difficult to guess,
because it consists only of letters. When creating your own passwords, try to include a combina-
tion of uppercase letters, lowercase letters, numbers, and symbols.

5. Click OK. Another dialog box appears asking you to confirm the password; type
ProtectMe again and then click OK. Backstage view remains open and the Protect
Presentation area is highlighted in yellow. It states that a password is required to open
the presentation.

6. Click Close. When prompted to save your changes, click Save.

7. Click the File tab, click Open, and then on the Recent Presentations list, click the
HR Review Solution 3.pptx document. A Password dialog box opens.

8. In the Password box, type ProtectMe and then click OK.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Password-protecting a file is a type of encrypting, which prevents a file from being read by
unauthorized users. Password protection might be useful on a presentation that contains sensitive
data, such as human resources or medical information. If a user does not know the password, he
or she cannot open the file.

For more control over who views your presentation and what they can do with it, you may choose
to use the Restrict Access command. Click the File tab, click Protect Presentation, point to Re-
strict Access, and then click Connect to Rights Management Servers and Get Templates. To use
this feature, you must have Windows Rights Management access. Contact your employer’s IT
department to find out if you have access to this feature.

Changing or Removing a Password
You can change a password in much the same way as you created it. To remove a password entirely,
use the same process as for changing it, but change it to a null string (blank, no characters, not
even spaces). In this exercise, you will remove a password from a presentation.

Lesson 10194

STEP BY STEP Change or Remove a Password

GET READY. USE the HR Review Solution 3 presentation that is open from the previous
exercise.

1. Click the File tab and then click Protect Presentation. A menu appears.

2. Click Encrypt with Password. The Encrypt Document dialog box opens. The password
previously assigned is already filled in.

3. Double-click the current password and then press the Delete key on the keyboard to
clear it.

Take Note In step 3, you could have entered a different password instead of removing the password entirely.

4. Click OK. The password has been removed.

5. CLOSE the presentation, click Save, and then reopen it to confirm that no password
prompt appears.

PAUSE. LEAVE the presentation open to use in the next exercise.

Marking a Presentation as Final
When you have completed all work on a presentation, you can mark it as final to prevent any
further editing. When you use the Mark as Final command in a presentation, you can open the
presentation and read it, but you can no longer edit it or add comments. You are also restricted in
other activities, such as encrypting the document. For this reason, marking a presentation as final
should be one of your last tasks when finalizing a presentation. In this exercise, you will mark a
presentation as final.

STEP BY STEP Mark a Presentation as Final

GET READY. USE the HR Review Solution 3 presentation that is open from the previous
exercise.

1. Click the File tab, click Protect Presentation, and then click Mark as Final. A
confirmation dialog box appears, stating that the presentation will be marked as final
and then saved.

2. Click OK to continue. Another confirmation dialog box appears, stating that the
document has been marked as final.

3. Click OK to close the confirmation dialog box. Notice that the Ribbon is hidden; an
information bar appears with a message that the file is Marked as Final (Figure 10-5).

Information bar

4. Click Edit Anyway. The editing commands on the Ribbon are displayed again.

5. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 10-5

The presentation has been
marked as final

Securing and Sharing a Presentation 195

Marking a presentation as final does not prevent you from ever making additional changes to a
presentation. You can reverse the Mark as Final command by clicking Edit Anyway on the infor-
mation bar. All features are then available to you again.

PREPARING A PRESENTATION FOR DISTRIBUTION
As you are preparing to distribute your presentation to other people, there are some issues to con-
sider. For example, if the person working with your presentation uses a different version of Power-
Point than you have, will he or she still have access to all the content? Will personal information
from your computer be stored in the data file’s properties? In the following sections, you will learn
how to control these and other factors.

Checking for Compatibility Issues and Optimizing Media Compatibility
If you need to share your presentation file with someone who uses PowerPoint 2003 or earlier, save
it in PowerPoint 97-2003 Presentation format from the Save As dialog box. The file format is the
same for PowerPoint versions 2007, 2010, 2013, and 2016 so if you need to share your work with
people who use one of those versions, no special translation is usually required for the user to open
and view the presentation.

There are some minor compatibility issues among PowerPoint 2007, 2010, 2013, and 2016, how-
ever, and these issues might not be obvious until a user tries to use your file and encounters an
error or a feature that does not work as it should. For example, PowerPoint 2013 and 2016 support
more video formats than PowerPoint 2007 and 2010 did, so if the presentation includes one of the
formats that their version of PowerPoint cannot use, you may have a problem. To minimize the
impact of such compatibility issues, you may want to check the file for compatibility problems pri-
or to distributing it. The Compatibility Checker will recommend fixes that will help you minimize
the impact of any compatibility issues.

In this exercise, you will check a presentation for compatibility issues.

STEP BY STEP Check for Compatibility Issues and Optimize Media Compatibility

GET READY. USE the HR Review Solution 3 presentation that is open from the previous
exercise.

1. SAVE the presentation as HR Review Solution 4 in the lesson folder on your flash drive.

2. Click the File tab and then click Check for Issues. A menu appears.

3. Click Check Compatibility. The Microsoft PowerPoint Compatibility Checker dialog box
opens. It has found one potential issue (Figure 10-6).

Figure 10-6

The Compatibility Checker has
noted that SmartArt cannot be
edited in Office versions earlier
than 2007

Lesson 10196

4. Click OK to close the dialog box.

5. OPEN the Agility Media presentation from the data files for this lesson. SAVE the
presentation as Agility Media Solution in the lesson folder on your flash drive.

6. Click the File tab. Notice that the Optimize Compatibility button appears and is
available. That is because this presentation contains an actual embedded video clip,
not just a link to an online clip.

7. Click Optimize Compatibility. The Optimize Media Compatibility dialog box opens
and immediately begins processing the video clip in the presentation to improve its
compatibility.

8. When the optimization is complete, click Close.

9. If necessary, click the File tab, click Check for Issues, and then click Check
Compatibility. The Microsoft PowerPoint Compatibility Checker dialog box opens.

10. Note the compatibility issue that the checker found: that the media clips will be saved
as pictures.

11. Click OK to close the dialog box.

12. SAVE the Agility Media Solution presentation and then CLOSE the file.

PAUSE. LEAVE the HR Review Solution 4 presentation open to use in the next exercise.

Checking for Accessibility Issues
An accessible presentation is one that can be viewed by a wide variety of computer users, in-
cluding those who may have disabilities that require them to use adaptive technologies such as
screen reading programs. PowerPoint includes a command that checks the accessibility of your
work and offers suggestions for improving it. In this exercise, you will check a presentation for
accessibility issues and make corrections to it.

STEP BY STEP Check for Accessibility Issues

GET READY. USE the HR Review Solution 4 presentation that is open from the previous
exercise.

1. Click the File tab, click Check for Issues, and then click Check Accessibility. The
Accessibility Checker pane opens (Figure 10-7).

2. In the Accessibility Checker task pane, click Picture 2 (Slide 4). Slide 4 appears and the
picture is selected.

Take Note You can scroll down in the Additional Information area of the task pane to find steps for fixing
the problem.

Figure 10-7

Accessibility issues were found

Securing and Sharing a Presentation 197

3. Do the following to add alt text to the picture:

a. Right-click the picture and choose Format Picture.
b. Click the Size & Properties icon at the top of the Format Picture task pane.
c. If necessary, click Alt Text to expand that heading’s options.
d. In the Title box, type Smiling businessman.

4. Repeat steps 2-3 for Picture 2 on slide 7. (You can skip steps 3a through 3c because the
Format Shape task pane is already open.) For its alt text, type Balance scale.

5. Repeat steps 2-3 for Picture 3 on slide 12. (You can skip steps 3a through 3c because
the Format Shape task pane is already open.) For its alt text, type Woman writing.

6. Do the following to add alt text to the SmartArt graphic on slide 9:

a. In the Accessibility Checker task pane, click Content Placeholder 5 (Slide 9) to jump
to slide 9.

b. In the Format Shape task pane, in the Alt Text section’s Title box, type SmartArt
graphic of key positions to fill.

c. Click the SmartArt Tools Design tab and then click Text Pane to display the text pane
for the SmartArt.

d. Select all the text in the text pane (Ctrl+A) and then press Ctrl+C to copy it.

7. CLOSE the SmartArt text pane.

8. Reselect the outer frame of the SmartArt graphic, and in the Format Shape task pane,
click in the Description box under the Alt Text heading and press Ctrl+V to paste the
copied text. The Format Shape task pane should resemble Figure 10-8 at this point.

Alt text title describes the graphic Alt text description provides the same info as in the graphic

Clipart courtesy of Microsoft

9. CLOSE the Format Shape task pane.

10. In the Accessibility Checker task pane, click Slide 12 under the Check Reading Order
heading.

11. Read the instructions in the Additional Information section of the task pane about
checking the reading order. Note that the slide’s content is set to appear before its title.
The next few steps will address this issue.

Figure 10-8

Add alt text both as a title
and as a description for the
SmartArt object

Lesson 10198

12. On the Home tab, in the Editing group, click the Select button, and on the menu that
appears, click Selection Pane.

13. In the Selection pane, click Title 8 and then click the Bring Forward button (the up
arrow button) twice so that Title 8 appears at the top of the list of objects.

14. CLOSE the Selection task pane and then CLOSE the Accessibility Checker task pane.

15. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Modifying Properties and Removing Metadata
A file’s properties provide information about the file, such as the date and time it was created or last
modified, the file size, whether or not the file is read-only, and so on. The properties also include
metadata (which literally means “data about data”) such as the author’s name (taken from the
name you are logged into Office or Windows with), the subject, and any keywords you may have
assigned to it. You can modify a presentation’s properties to provide information to the people
who will later receive the presentation file, such as your co-authors or your audience members. In
some cases, you might want to remove your personal information from the file for privacy reasons;
PowerPoint provides a command that enables you to do so. In this exercise, you will change the
properties for a presentation file and remove your personal information from it.

Take Note PowerPoint 2016 has done away with the Documents Panel. Now you edit the majority of a
document’s properties directly in Backstage view.

STEP BY STEP Modify Properties and Remove Metadata

GET READY. USE the HR Review Solution 4 presentation that is open from the previous
exercise.

1. Click the File tab, click Info, and then click the Show All Properties link near the bottom
of the right pane. All the document properties appear on the screen.

2. Click in the Status text box and type Final.

3. Delete the text from the Comments text box (Figure 10-9).

Delete comments Add statusProperties heading

Figure 10-9

Display and change the file’s
properties

Securing and Sharing a Presentation 199

4. Click the Properties heading to open a menu, and then click Advanced Properties. The
Advanced Properties dialog box opens for the file.

5. Click the Summary tab. Note that some of the same properties appear here as on
the Info tab of Backstage view. Click the Statistics tab and note the information that
appears on that tab and then click the Contents tab and note the information that
appears on that tab.

6. Click the Custom tab.

7. In the list of properties at the top, scroll down and click Language. Then in the Value
text box, type English and click Add.

8. Click OK to close the dialog box.

9. In Backstage view, click Check for Issues and then click Inspect Document. At the
confirmation box, click Yes to save your changes. The Document Inspector dialog box
opens.

10. Click Inspect. A report appears showing what the inspection found.

11. Click the Remove All button next to Document Properties and Personal Information.

12. Click Close.

13. Click the File tab, click Info, and then click the Show All Properties link near the
bottom of the right pane. Examine the document’s properties. Note that most of the
information has been removed from its text boxes.

14. Click the Return to Document icon to return to the presentation.

15. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

EXPORTING AND SAVING A PRESENTATION IN DIFFERENT
FORMATS
There are many formats available for sharing your PowerPoint work with others who may not have
PowerPoint, or who may prefer to view your presentation in another format. Each format is suited
for a different usage; you choose the best one for your situation. In the following exercises, you
learn to save and export your presentation as PDF, XPS, video, and XML as well as a PowerPoint
show.

Exporting a Presentation to PDF/XPS and Video
Common formats that people use to view documents are the Adobe Portable Document Format
(PDF), the Microsoft XML Paper Specification (XPS) format, and video formats such as WMV
and MP4.

These formats make it easier to exchange data files across various types of computers, operating
systems, and applications. PDF and XPS are document formats. To save or export your presenta-
tion as a PDF, you need to have Adobe Acrobat. XPS is a Microsoft format that compresses the
file size, looks similar on most computers, and complies with industry format. You have Microsoft
Office, so you don’t need any additional software or add-ins to save to this format.

Video formats are convenient because most users have some type of media playback capability.

Lesson 10200

STEP BY STEP Export to PDF/XPS and Video

GET READY. USE the HR Review Solution 4 presentation that is open from the previous
exercise.

1. Click the File tab and then click Export.

2. Select Create PDF/XPS Document and then click the Create PDF/XPS button. Navigate
to the location where you are saving files for this lesson.

3. In the File name box, type HR Review XPS Solution. (If you have Adobe Acrobat
installed on your system, the type will default to PDF format.)

4. Click the Save as type drop-down arrow and select XPS Document, if it isn’t already
selected.

5. Click Publish. If the XPS Viewer (or another document viewer) window displays, close
the window. Return to PowerPoint if necessary.

6. Click the File tab and then click Export.

7. Select Create a Video. Click the Full HD (1080p) button in the right pane, and then
select HD (720p) (for medium file size and moderate quality) from the menu, as shown
in Figure 10-10.

8. Click the Create Video button. Navigate to the location where you are saving files for
this lesson.

9. In the File name box, type HR Video Solution.

10. Click Save.

11. Use File Explorer to navigate to the location where you saved the files and open them
to view how they display.

12. CLOSE the files you just previewed.

PAUSE. LEAVE the HR Review Solution 4 presentation open to use in the next exercise.

Figure 10-10

Set the options for creating a
video

Securing and Sharing a Presentation 201

Saving a Presentation in XML Format
Extensible Markup Language (XML) is a structured markup language that makes it easier to
exchange data files across various types of computers, operating systems, and applications. When
you save a file in XML format, it does not seem obviously different from a normal PowerPoint
presentation file, but internally the way the data is stored is different. PowerPoint 2016 supports
two different XML formats: PowerPoint XML Presentation (*.xml) and Strict Open XML Pre-
sentation (*.pptx). The former allows files to contain some Office-specific encoding that was used
in earlier versions of Office for XML files; the latter translates the file into a fully independent file
format that does not rely on anything Microsoft-specific. Depending on the program that you are
exchanging files with, one of those formats may be more useful than the other; you might even
want to save in both of those formats and send the recipient both files, so they can decide which
works best for them. In this exercise, you will save in Strict Open XML Presentation format.

STEP BY STEP Save in XML Format

GET READY. USE the HR Review Solution 4 presentation that is open from the previous
exercise.

1. Click the File tab and then click Save As.

2. Click Browse and navigate to the location where you are saving files for this lesson.

3. Click the Save as type drop-down arrow and then click Strict Open XML Presentation.

4. In the File name box, type HR Review Open XML Solution and then click Save. The file
is saved in that format and the new file is open in PowerPoint. Scroll through the file to
view how it displays.

5. CLOSE the HR Review Open XML Solution file.

PAUSE. LEAVE PowerPoint open for the next exercise.

Saving a Presentation as a PowerPoint Show
A PowerPoint Show file is just a regular presentation file except that it opens in Slide Show
view by default. You may want to distribute a presentation in this format if you expect your recipi-
ents to have PowerPoint installed on their PCs, but to be more interested in viewing the show than
in editing it. In this exercise, you will save a presentation as a PowerPoint Show.

STEP BY STEP Save a Presentation as a PowerPoint Show

GET READY. OPEN the HR Review Solution 4 presentation, which you created earlier in this
lesson.

1. Click the File tab and then click Save As.

2. Click Browse and then navigate to the location where you are saving files for this
lesson.

3. Click the Save as type drop-down arrow and then click PowerPoint Show.

4. In the File name box, type HR Show Solution.

5. Click Save. The file is saved in that format and the new file is open in PowerPoint.
CLOSE the file.

STOP. CLOSE PowerPoint.

When you save a presentation as a PowerPoint Show, nothing changes about the presentation ex-
cept its file extension: instead of .pptx, it is .ppsx. This different file extension prompts PowerPoint
to open the file in Slide Show view, rather than Normal view.

Lesson 10202

Knowledge Assessment

Fill in the Blank
Fill in each blank with the term or phrase that best completes the statement.

1. A(n) _______ is a note you can insert directly on a slide.

2. When you _______ presentations, you consolidate all changes into a single copy.

3. A(n) _______ protects a presentation file so that only authorized users can open it.

4. To make changes to a comment, click the comment balloon to open the _______ pane
and then make changes there.

5. If you save a presentation in PowerPoint Show format, it opens in _______ view by
default.

Multiple Choice
Circle the correct answer.

1. Which of the following describes how to display the properties of a presentation?

a. Click the File tab, click Info, and then click Show All Properties in the right pane.
b. Click the View tab and then click Properties.
c. Click the View tab, click Advanced, and then click Show Advanced Properties.
d. Click the File tab, click Share, and then click Properties.

2. In which of the following locations can you edit all of the properties of a PowerPoint
file?
a. Documents Panel
b. Backstage view
c. Save As dialog box
d. Advanced Properties dialog box

3. Which of the following describes how to change the user name that will appear on each
comment?
a. Manually type your name into each comment.
b. Click File > Options and type a different User name and Initials.
c. Click the Change User button on the Home tab.
d. Click the Manage Comments button on the Review tab.

4. Which of the following describes how to remove a password from a PowerPoint file?
a. Change the current password to a null string.
b. Click Encrypt with Password, then click Decrypt.
c. Click Encrypt with Password, then click Remove.
d. Click the File tab, then click Unprotect.

5. Which of the following statements is true?
a. Marking a presentation as final is the same level of security as password protection.
b. Marking a presentation as final is not as strong security as password protection.
c. Marking a presentation as final is stronger security than password protection.
d. Marking a presentation as final is useful only when saving in Text Only format.

Securing and Sharing a Presentation 203

Projects

Project 10-1: Adding and Replying to Comments

In this project, you are the new Marketing Manager for Consolidated Messenger. The company
owner has given you a presentation to review with his comments already inserted and has asked
you to add your own comments in response to his and describe any changes you would make.

GET READY. LAUNCH PowerPoint.

1. OPEN the Sales Pitch presentation from the data files for this lesson.

2. SAVE the presentation as Sales Pitch Solution in the lesson folder on your flash drive.

3. Click the Review tab and then click the Next button to read the comment on slide 1.

4. Click Next, read the comment on slide 3, then click Next again to read the comment on
slide 5.

5. Click the Previous button two times to return to the comment on slide 1.

6. Click the Delete button to delete the comment on slide 1.

7. Click the New Comment button and then type the following comment: I think the
template is fine as is.

8. Click slide 3 and reply by typing the following comment: I will try to find a picture with
color values more in line with the template.

9. Click slide 5 and delete the comment.

10. SAVE the Sales Pitch Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next project.

Project 10-2: Protecting a Presentation

In this project, you are a travel agent working for Margie’s Travel. Relecloud Airlines has asked
you to start pitching their services to corporate clients and has sent you a copy of their presenta-
tion. Your contact at Relecloud has asked you to share the presentation with other agents in your
office, but he does not want anyone to change the presentation. You can use PowerPoint features
to safeguard the presentation.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Airline Overview presentation from the data files for this lesson.

2. SAVE the presentation as Airline Overview Solution in the lesson folder on your flash
drive.

3. Click the comment balloon on slide 1 to open the Comments pane and then read the
comment.

4. Delete the comment and then CLOSE the Comments pane.

5. Click the File tab, click Protect Presentation, and then click Mark as Final.

6. Click OK twice to save the presentation and mark it as the final version.

7. CLOSE the presentation file.

8. REOPEN the Airline Overview presentation from the data files for this lesson. SAVE the
presentation as Airline Overview Protected Solution in the lesson folder on your flash
drive.

9. Click the File tab, click Protect Presentation, and then click Encrypt with Password.

10. In the Password box, type ProtectMe and then click OK.

11. In the Reenter password box, type ProtectMe and then click OK.

12. CLOSE the file, saving your changes if prompted.

STOP. CLOSE PowerPoint

204

Delivering a Presentation11
LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Adjusting Slide Orientation and Size Change slide size 1.5.1

Customizing Audience Handouts Modify the handout master
Print handouts

1.3.5
1.6.3

Choosing Slides to Display Hide and unhide slides
Create custom slide shows

1.2.3
1.7.1

Rehearsing a Slide Show Rehearse slide show timing 1.7.3

Setting Up a Slide Show Configure slide show options 1.7.2

Working with Presentation Tools Present a slide show by using
Presenter View

1.7.4

Packaging a Presentation for CD Delivery Export presentations to other formats 5.2.5

ADJUSTING SLIDE ORIENTATION AND SIZE
Orientation refers to the direction material appears on a page when printed. A page printed
in landscape orientation is wider than it is tall, like a landscape picture that shows a broad
panoramic view. A page printed in portrait orientation is taller than it is wide, like a portrait
picture that focuses on a single, upright figure. Slide size is expressed as a ratio of width to
height, also called aspect ratio. You can choose Standard (4:3) or Widescreen (16:9) or you can
set up a custom slide size with your choice of ratios.

Take Note Do not confuse slide size with resolution. Resolution refers to the number of pixels that makes up
a slide display on the monitor and is applicable only in Slide Show view. Resolution is configured
in the Set Up Show dialog box.

Selecting Slide Orientation
By default, slides are displayed so they are wider than they are tall (landscape orientation). You
might want to change the orientation of a presentation for a special case, such as to accommodate
large graphics that have a portrait orientation or to print slides at the same orientation as other
materials. You can easily change this orientation by using the Slide Size dialog box or a Ribbon
command. In this exercise, you will practice changing slide orientation.

You cannot mix landscape and portrait orientations in a single presentation the way you can in a
word processing document. All slides in a presentation must have the same orientation. However,
if you need to display one or more slides in a different orientation, you can create a secondary pre-
sentation with the different orientation and then provide links between the main presentation and
the secondary one. You can easily click the link during the slide show to jump to the secondary
presentation, and then click another link to return to your main presentation.

Presentation materials such as notes pages and handouts print in portrait orientation by default
because this orientation allows the most efficient placement of slide images and text on the page.

Delivering a Presentation 205

Adjusting orientation for these materials allows you to fit more information across the longest axis
of the page—a plus if you have a lot of notes for each slide.

STEP BY STEP Select Slide Size and Orientation

GET READY. LAUNCH PowerPoint 2016.

1. OPEN the Bid presentation from the data files for this lesson.

2. SAVE the presentation as Bid Solution in the lesson folder on your flash drive.

3. Click the Design tab and then click the Slide Size button. A menu opens.

4. Click Widescreen. The width/height ratio for all slides in the presentation changes to
widescreen (16:9).

5. Click the Slide Size button again, and then click Custom Slide Size. The Slide Size
dialog box opens (Figure 11-1). Note the current width and height measurements at the
left side of the dialog box.

Take Note The measurements for Width and Height in the Slide Size dialog box are in inches, but an inch
on a monitor can look different depending on the monitor’s size and display resolution. The main
concern is the ratio between the width and the height here. For example, the ratio of 13.333” by
7.5” expressed as a fraction is 16/9, the standard for widescreen. Because widescreen monitors are
the standard these days, that is the default size of a PowerPoint presentation.

6. Click the Slides sized for drop-down arrow and examine the available options for slide
sizes. Click 35mm Slides, and note the width and height settings.

7. Click Portrait in the Slides area.

8. Click OK. A dialog box opens asking whether you want to maximize the size of your
content or scale it down.

9. Click Ensure Fit. The slide’s orientation and aspect ratio has changed.

10. Click the Slide Size button again and then click Standard (4:3).

11. When prompted whether you want to maximize or ensure fit of the content, click
Maximize. The slides return to their original 4:3 dimensions. The content has been
somewhat distorted in size due to your choices of Ensure Fit and Maximize in steps 9
and 11 respectively.

12. CLOSE the Bid Solution presentation without saving.

PAUSE. LEAVE PowerPoint open for the next exercise.

If you do not find a suitable size for a specific need, you can create a custom slide size. Adjust the
width and height as desired in the Slide Size dialog box to create the custom slide size.

Figure 11-1

The Slide Size dialog box

Lesson 11206

Besides allowing you to set slide size and orientation, the Slide Size dialog box lets you choose
the starting number for slides in a presentation. This option is useful if you are combining several
separate presentations into one comprehensive slide show.

CUSTOMIZING AUDIENCE HANDOUTS
You can help your audience follow a presentation by giving them handouts, which show small
versions of the slides arranged in various ways on a page. Handout layouts are controlled by a
Handout Master, as slide appearance is controlled by the Slide Master. You can customize the
Handout Master to create your own handout layout. You can also export handouts to Microsoft
Word, where you can customize them further. That feature isn’t covered in this section, but you
can experiment with it yourself by clicking File, Export, and then selecting Create Handouts.

Customizing the Handout Master
You can customize the layout of the Handout Master, which controls how handouts are formatted
in PowerPoint. You can add text boxes to it, enable or disable certain placeholders, and format
those placeholders. In this exercise, you customize the Handout Master in several ways.

PowerPoint handouts can show one, two, three, four, six, or nine slides on a page. You cannot ad-
just the position or size of the slide placeholders in the Handout Master. You can, however, adjust
both size and position of the Header, Date, Footer, and Page Number placeholders. You can also
choose to hide some or all of these placeholders by deselecting their check boxes in the Placehold-
ers group on the Handout Master tab.

The Handout Master tab allows you to change both slide orientation and handout orientation,
using buttons in the Page Setup group. To further modify the appearance of handouts, you can
change theme colors and fonts (but not the current theme) and apply a different background style.
You can format the Header, Date, Footer, and Page Number placeholders like any text box or
placeholder using Quick Styles, fills, or outlines.

STEP BY STEP Customize the Handout Master

GET READY. RE-OPEN the Bid Solution presentation that you saved previously in this
lesson.

1. Click the Insert tab, and then in the Text group, click Header & Footer. The Header and
Footer dialog box opens. Click the Notes and Handouts tab.

2. Set up headers and footers as follows:

a. Click to select the Date and time check box, and make sure the Update automatically
option is selected.

b. Click to select the Header check box and then type the header Fabrikam, Inc.
c. Click to select the Footer check box and then type the footer No Job Is Too Big for

Fabrikam.
d. Click Apply to All.

3. Click the Design tab, click Slide Size, and then click Custom Slide Size.

4. Under the Notes, Handouts & Outline heading, click Landscape and then click OK.

5. Click the View tab, and then in the Master Views group, click the Handout Master
button. The Handout Master view opens with the header and footer you supplied in
step 2.

Delivering a Presentation 207

Take Note If the file is stored on a server, a message might display about edits made in this view being lost
when saved to the server. Click Check Out to continue.

6. In the Page Setup group, click the Slides Per Page button and then click 3 Slides. The
Handout Master displays the layout used to show three slides across the width of the
page.

7. Click the Insert tab, click Text Box, and then draw a text box above the center slide
placeholder that is the same width as the placeholder (Figure 11-2).

Text box

8. Type Center City Bridge Project in the text box.

9. Change the font size of the text box text to 16 pt, apply Bold formatting, change the
color to Dark Blue, Text 2, and then Center the text. Adjust the size of the text box as
necessary to display the text on one line.

10. Click the outside border of the header placeholder in the upper-left corner of
the master, hold down Shift, and then click the date, footer, and page number
placeholders.

11. Change the font size to 14 pt, apply Bold formatting, and then change the color to Dark
Blue, Text 2.

12. Click the Handout Master tab and then click the Close Master View button to exit
Handout Master view.

13. Click the File tab and then click Print. Click the Full Page Slides button and then click
3 Slides. Your customized handout master should resemble the one previewed in
Figure 11-3.

Figure 11-2

Add a text box to the Handout
Master

Lesson 11208

Select the 3 Slides handout here Company Name Next Page

14. Click the Next Page button. Notice that the text box you added displays on each page
of the handouts.

15. Click the Print button to print the handouts.

Take Note In some classrooms, printing is limited or unavailable. Check with your instructor as needed to
make sure it is okay to print a multiple-page document in your classroom.

16. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

CHOOSING SLIDES TO DISPLAY
You might want to present only a portion of the slides you have prepared on a specific subject. You
can select the slides to display by hiding slides or by creating a custom slide show.

Hiding Selected Slides
You can omit slides from a presentation by hiding them. Use the Hide Slide button or command
to hide a slide so it will not appear during the presentation. In this exercise, you hide a slide.

STEP BY STEP Hide a Slide

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. Click slide 2 and then click the Slide Show tab.

2. In the Set Up group, click the Hide Slide button. The slide is shaded in the Slides pane
at the left and the slide number displays with a diagonal bar across it.

3. Press F5 to start the presentation from slide 1.

4. Click the mouse button and notice that slide 2, Our Mission, does not display. You go
directly to slide 3, The Bid Team.

5. Press Esc to stop the slide show.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 11-3

Preview of the customized
handout

C
lip

Ar
t c

ou
rt

es
y o

f M
ic

ro
so

Delivering a Presentation 209

Creating a Custom Show
In this section, you learn how to create custom shows to customize presentations for different
groups using slides from a single presentation. A comprehensive year-end corporate review pre-
sentation, for example, might include information on the company as a whole as well as on the
operations of each department. You could show all of the slides to the board of directors and use
custom shows to present to each department the general company statistics and the information
specific to that department. Custom shows allow you to focus attention on the material most rel-
evant to a specific audience. In this exercise, you will create a custom show that contains a subset
of the slides in the main presentation.

You select the slides for a custom show in the Define Custom Show dialog box. Add slide titles
from the main presentation to the custom presentation. You can adjust the order in which the
slides display in the custom show: Use the up and down buttons to the right of the Slides in cus-
tom show list box to move a selected title up or down in the list.

STEP BY STEP Create a Custom Show

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. On the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show
button.

2. Click Custom Shows. The Custom Shows dialog box opens.

3. Click the New button. The Define Custom Show dialog box opens.

4. In the Slide show name box, type Corporate Information.

5. In the Slides in presentation list box, click the slide 2 check box and then click the Add
button to place this slide in the Slides in custom show list box.

6. Add slides 4, 5, and 6 to the Slides in custom show list box. Your dialog box should
resemble Figure 11-4.

Take Note The brackets around slide 2’s number in the Slides in presentation list box indicate that it is a
hidden slide.

7. Click OK and then click Show. The custom show starts with the second slide you added
(the first slide, slide 2, is still hidden). If you were to unhide slide 2, it would also be
unhidden in this custom show.

8. Click the mouse button to proceed through the slides of the custom show until the
show ends.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Figure 11-4

Four slides have been added to
the custom show

Lesson 11210

REHEARSING A SLIDE SHOW
To make sure that your audience will have enough time to read and absorb the content on your
slides, you can rehearse your delivery. When you rehearse a presentation, you read it just as if you
were a member of the audience viewing the slides for the first time. Look at pictures, charts, and
diagrams to read any information they supply. After you rehearse, you have the option of saving
your timings to use during your presentation.

Rehearsing Timings
Rehearsing a presentation can help you set the timings for it. Slide timings are particularly im-
portant if you intend to show the slides as a self-running presentation that viewers cannot control.
You should allow plenty of time for viewers to read and understand the content on each slide. (You
will learn more about self-running presentations in the next section.) When you rehearse, you
read the text on the slide out loud (or silently to yourself) to determine how long each slide should
appear onscreen. You can then choose to keep those timings after the rehearsal or discard them.
In this exercise, you will rehearse timings for a presentation and record the timings for later use.

The Rehearsal toolbar that displays when you rehearse slides shows you how much time you have
spent reading the current slide as well as the elapsed time for the entire presentation. You can pause
the rehearsal if necessary and then resume it when you are ready to continue. You can also choose
to start the time again for a particular slide.

Note that saving your rehearsed times applies timings to the slide that allow PowerPoint to control
the slides for you. The presentation can run automatically without your having to click buttons
to advance slides. If you have applied animations to slide objects, rehearsing will set the proper
timing for those objects to display.

You do not have to save the slide timings after rehearsal if you do not want PowerPoint to control
the slides for you. You can tell PowerPoint not to save the timings, or you can deselect Use Tim-
ings in the Set Up group on the Slide Show tab to remove slide timings.

STEP BY STEP Rehearse and Record Timings

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. On the Slide Show tab, in the Set Up group, click the Rehearse Timings button. The
slide show starts from slide 1 and the Rehearsal toolbar appears in the upper-left
corner of the screen (Figure 11-5).

Next Slide

Elapsed time
for current slide

Restart timing
for current slide

Pause timing

Elapsed time for
entire presentation

2. Read all the content on each slide, clicking the mouse button to display bullet items
and advance slides. As you read, the timer is recording the time you spend on each
slide. If you get interrupted, you can click the Pause button on the toolbar to pause.

3. When asked if you want to save the slide timings, click Yes.

4. Click the View tab and then click the Slide Sorter button. The presentation appears
with the timing for each slide displayed below it.

Figure 11-5

The Rehearsal toolbar appears
in Slide Show view

Delivering a Presentation 211

5. Click the Slide Show tab and select the Use Timings check box if it is not already
selected.

6. Press F5 to start the slide show again from slide 1. This time, let PowerPoint control the
slides according to the rehearsal times you set.

7. After three or four slides have displayed, press Esc to end the slide show. Switch to
Normal view and click slide 1.

8. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Clearing Slide Timings
If you decide not to use automatic timings, you can easily clear all the timings from all slides at
once. The following exercise shows how to clear the timings for all slides.

STEP BY STEP Clear Slide Timings

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. Click the Slide Show tab.

2. Click the Record Slide Show drop-down arrow to open a menu, point to Clear, and then
click Clear Timings on All Slides.

3. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note You can also record narration (recorded audio commentary), annotations, and other features.
If you cannot reach an audience in real time with your presentation, recording the presentation
for later playback is an attractive option. Use the Record Slide Show button on the Slide Show
tab to begin a recording. As with timings, you can record the presentation from start to finish or
re-record individual slides.

SETTING UP A SLIDE SHOW
The Set Up Show dialog box allows you to make a number of decisions about how slides display
during a presentation. When setting up a slide show, you have the option of choosing a Show Type:

• Presented by a speaker (full screen) is the option to choose if the slides will be presented by
a moderator (you or some other person) to a live audience. The slides will display at full screen
size.

• Browsed by an individual (window) is the option to choose if you are preparing the presenta-
tion for a viewer to review on his or her own computer. The slides display within a window that
contains a title bar with size/close controls. You can also choose to display a scrollbar to make it
easy for the individual to scroll through the slides.

• Browsed at a kiosk (full screen) is the option to choose if you intend to have the presentation
run unattended, with no moderator. This option is a standard choice for trade shows or other
venues where the slides can loop indefinitely for viewers to watch as long as they desire.

You can also configure the slide resolution for a specific monitor. (The default monitor setting is
Automatic, which adjusts the resolution based on the monitor in use.) To set a specific resolution,
select a monitor from the Slide show monitor drop-down list and then choose a resolution from
the Resolution drop-down list.

Lesson 11212

Setting Up a Slide Show
The following exercise walks you through the settings in the Set Up Show dialog box. Not all of
these settings are applicable to the presentation being used for the example, but all are useful to
know about because of the variety of presentations you might create in the future. In this exercise,
you configure various settings that govern how a slide show runs in Slide Show view.

STEP BY STEP Set Up a Slide Show

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. SAVE the presentation as Bid Kiosk Solution in the lesson folder on your flash drive.

2. On the Slide Show tab, in the Set Up group, click Set Up Slide Show. The Set Up Show
dialog box opens (Figure 11-6). Examine the settings in the Show type section, but do
not make a change yet.

3. In the Show options section, select the Loop continuously until ‘Esc’ check box.

Take Note This setting is turned on automatically if you choose Browsed at a kiosk (full screen) as the
show type.

4. Select the Show without narration check box.

5. Select the Show without animation check box.

6. Click the Pen color button and then click the Orange standard color. (The pen color is
not important for this presentation because it will be self-running, but it is useful for
future reference to know how to change it.)

7. In the Advance slides section, click the Use timings, if present option button if it is not
already selected.

8. In the Show type section, click Browsed at a kiosk (full screen). Several settings
become unavailable when you choose this option, including Loop continuously until
‘Esc’ (which becomes enabled by default) and Pen color.

9. In the Show slides section, click the Custom show option button.

Take Note The Corporate Information custom show is automatically selected because it is the only custom
show in the presentation.

10. In the Multiple monitors section, click the Slide show monitor drop-down arrow and
then click Primary Monitor. The Resolution drop-down list becomes available.

11. Click the Resolution drop-down arrow and then click 800 x 600. The dialog box should
resemble Figure 11-7 at this point.

Figure 11-6

The Set Up Show dialog box
with default settings

Delivering a Presentation 213

12. Click OK to close the dialog box.

13. Examine the check boxes in the Set Up group on the Slide Show tab. Notice that the
Play Narrations check box is cleared because of the check box you marked in step 4.
Notice that the Use Timings check box is marked because of the option button you
chose in step 7.

14. Clear the Show Media Controls check box. This setting is not directly applicable to this
presentation. However, knowing how to turn on/off the onscreen controls for such clips
is useful for future reference.

15. SAVE the Bid Kiosk Solution presentation and then CLOSE the file.

PAUSE. LEAVE PowerPoint open for the next exercise.

SOFTWARE ORIENTATION

Presentation Tools in Slide Show View

When in Slide Show view, presentation tools appear in the lower-left corner of the screen. They are
faint until you point to them; then they become bright icons that you can click to open menus. In
Figure 11-8, the Menu button is active and its menu is open.

Pen

Zoom

See All Slides

Figure 11-7

The Set Up Show dialog box
with custom settings applied

Figure 11-8
The presentation tools

Lesson 11214

You can also display a navigation menu by right-clicking anywhere on the slide. The right-click
menu contains an additional command, Pointer Options, which opens the same menu as the Pen
button in the presentation tools.

If you have a second monitor available, you can optionally choose to display Presenter View on the
monitor that the audience does not view. Presenter View contains many tools for controlling the
presentation behind the scenes and provides you with an opportunity to review any speaker notes
you might have included in the presentation file (Figure 11-9).

Next slideSpeaker notesCurrently displayed slide

Pen Zoom Previous Next Show notes in larger
or smaller font size

Black or unblack
slide show

See all slides More slide show
options

WORKING WITH PRESENTATION TOOLS
PowerPoint offers a number of presentation tools you can use during a presentation to control
the display of slides and mark directly on the slides if desired. You can use keyboard commands,
mouse clicks, presentation tools, or menu commands to control the presentation. You can select
from several marking options and colors to annotate your slides during the presentation.

Moving Through a Presentation
There are many ways to move through a presentation’s slides. You can simply click to move from
start to finish, ignoring any hidden slides. If you want to jump around to other slides that are not
in the default sequence, you can use the navigation menu, keyboard shortcuts, or other techniques.
In this exercise, you will practice moving through a presentation.

PowerPoint provides many methods so that you can use the tools that are most comfortable for
you to go forward, backward, or to a specific slide. Table 11-1 summarizes the most popular nav-
igation options in Slide Show view.

Figure 11-9
Presenter View

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Delivering a Presentation 215

If you have chosen the Browsed by an individual (window) show type in the Set Up Show dialog
box, the presentation tools at the lower-left corner of the screen do not display and you cannot use
the mouse button to go to the next slide. You can use the keyboard options to go to the next or
previous slide, or you can right-click the slide and select Next or Previous.

Action Keyboard Mouse Right-click menu Presentation tools

Show the next
slide or animation

N
Enter
Spacebar
Page Down
Right arrow

Left mouse
button.

Right-click, then click Next. Next button.

Show the
previous slide or
animation

P
Page Up
Backspace
Left arrow

n/a Right-click, then click
Previous.

Previous button.

Go to the next
slide if hidden

H n/a n/a n/a

Go to the last
slide viewed

n/a n/a Right-click, then click Last
Viewed.

Menu button, then click
Last Viewed.

Go to a specific
slide

Press G and use the arrow keys to
move the highlight to the desired
slide and then press Enter.
OR
Press Ctrl+S for the All Slides
dialog box, click the desired slide,
and then click Go To.
OR
Type the slide number and press
Enter.

n/a Right-click, then click See All
Slides, then click the desired
thumbnail.

See All Slides button,
then click the desired
thumbnail.

End show Esc n/a Right-click, then click End
Show.

Menu button, then click
End Show.

Zoom in on a part
of the current
slide

+ to zoom in (press again to
zoom in more) – to zoom out
(press again to zoom out more)

Right-click to
return to regular
viewing after
zooming in.

Right-click, then click Zoom
In. Click an area of the slide
to zoom in on. Drag to
move the zoomed area.

Zoom button. Click an
area of the slide to
zoom in on. Drag to
move the zoomed area.

Get Help
(command
summary)

n/a n/a Right-click, then click Help. Menu button, then click
Help.

STEP BY STEP Move through a Presentation

GET READY. RE-OPEN the Bid Solution presentation that you saved previously in this
lesson.

Take Note An easy way to re-open Bid Solution is to click the File tab, click Open, and then click the Bid
Solution file in the list of recent files.

1. Make the following changes to the presentation’s setup so that it is configured to be
used by a live speaker:

a. You should have done this earlier but if it’s not done, click the Slide Show tab,
click the Record Slide Show drop-down arrow, point to Clear, and then click Clear
Timings on All Slides.

Table 11-1

Navigation Options
in Slide Show View

Lesson 11216

b. Click the Set Up Slide Show button, and in the Show slides section, make sure All is
selected (not Custom show).

c. In the Show type section, click Presented by a speaker (full screen).
d. Click the Slide show monitor drop-down arrow and then click Automatic.
e. Click OK.

2. In the Start Slide Show group, click the From Beginning button to start the presentation
from slide 1.

3. Move the pointer on the slide until the presentation tools display in the lower-left
corner of the screen (refer to Figure 11-8).

4. Click the Next button (the right-pointing arrow). The next slide displays.

5. Click the Previous button (the left-pointing arrow at the far left of the tools). Slide 1
redisplays.

6. Right-click anywhere on the slide to display the presentation shortcut menu, and then
click See All Slides. Thumbnail images of the slides appear. Notice that slide 2 is darker
than the others because it is hidden.

7. Click the Back arrow in the upper-left corner to return to the slide shown and then press
Page Down to display the next slide.

8. Move the mouse pointer to display the presentation tools and then click the Zoom
button (which resembles a magnifying glass). A large rectangular area appears,
attached to the mouse pointer.

9. Move the mouse pointer so the shaded area is over the photo and then click to zoom in
on the photo. After viewing the photo, right-click to zoom out again.

10. Click the Menu button in the presentation tools (the rightmost button) to display a
menu (refer to Figure 11-8) and then click Last Viewed. The slide you previously viewed
(slide 1) displays.

11. Right-click the screen again and then click End Show on the presentation shortcut
menu to end the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Using Presenter View
Presenter View, as you saw in Figure 11-9, provides an interface for controlling a live show. You
can use it on another monitor as your slides display in Slide Show view on the monitor or projector
that the audience views. You can display Presenter View even if you do not have two monitors.
This gives you a chance to practice working with Presenter View in advance of your presentation,
regardless of the hardware you have to practice with. In this exercise, you will enter Presenter View
and learn about some of its tools and features.

STEP BY STEP Use Presenter View

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. On the Slide Show tab, click From Beginning to start the presentation from slide 1.

2. Right-click anywhere on the slide and then click Show Presenter View on the menu.
Presenter View displays. The current slide appears in the large pane on the left.
Beneath it are icons that represent some of the same presenter tools as in Slide Show
view. These icons were pointed out in Figure 11-9. The next slide appears in the smaller
pane on the right. If this slide contained any speaker notes, they would appear in the
lower-right corner.

3. Click the Next button (right-pointing arrow) at the bottom of the screen. The
presentation advances to the next slide.

4. Below the notes pane, click the Make the text smaller button two times. The note text
appears smaller (Figure 11-10).

Delivering a Presentation 217

Elapsed time Restart the timer End Slide Show Smaller note text appears here
Pause the timerShow Taskbar

Black or unblack slide show Make the text larger button Make the text smaller button

5. Above the current slide, note the timer, which has been recording how much time the
presentation has been running. Click the Pause the timer button next to it. The timer
stops and the button turns to a Resume the timer button (right pointing arrow).

6. Click the Restart the timer button (the button to the right of the Resume the timer
button). The timer resets and the timer resumes counting.

7. In the top-left corner of the screen, click Show Taskbar. The taskbar appears at the
bottom of the screen. Click Show Taskbar again to hide the taskbar. Showing the
taskbar during a presentation can be useful because it enables you to jump out to
some other application temporarily.

8. Click the Black or unblack slide show button below the current slide. The image of the
current slide appears black and appears that way on the audience’s screen too.

9. Click the Black or unblack slide show button again to restore the current slide’s image
to the audience’s screen.

10. Click End Slide Show to end the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

Annotating Slides with the Pen or Highlighter
As you proceed through a presentation, you might want to pause to emphasize certain points.
You can annotate (write) directly on a slide with the annotation tools in PowerPoint. You can
control these tools, including setting the color and width of the onscreen pen, via the Pen menu
in the presentation tools. Various pen types, thicknesses, and colors are available. In the following
exercise, you create ink annotations during a slide show.

PowerPoint offers three different annotation pen options: Laser Pointer, Pen, and Highlighter.
The Laser Pointer does not leave marks on the slide at all. The Pen leaves marks where you drag it,
about the same thickness as an ink pen. The Highlighter leaves a colored swath where you drag it
that is semi-transparent, so it does not obscure content. You can change the ink color for any of
these pen types.

Figure 11-10

Use the buttons below the
notes pane to make note text
larger or smaller

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Lesson 11218

The Black Screen and White Screen options allow you to replace the current slide with a black or
white screen that you can use for annotations or to cover the current material if you want to keep
it under wraps while you are discussing some other issue.

STEP BY STEP Annotate Slides

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. On the Slide Show tab, deselect the Use Presenter View check box, if necessary.

2. Press F5 to start the presentation from slide 1. Type 7 and then press Enter. Slide 7
appears.

3. Move the mouse to display the presenter tools, click the Pen icon (Figure 11-11), and
then select Pen from the menu. The pointer changes to a small, round pen pointer.

4. Right-click the slide, point to Pointer Options, point to Ink Color, and then click Dark
Red in the palette.

5. Press the spacebar until the Site Preparation bullet point appears and then use the pen
pointer to circle the value for site preparation, $1,125,500.

6. Press the B key on the keyboard. The screen is blacked out so you can annotate without
the distraction of the slide material.

7. Use the pen pointer to draw a large U.S. currency symbol ($) in the middle of the slide.

Take Note While a pen pointer is active, you cannot use the mouse button to advance slides.

8. Press the B key again. The slide background is restored and the annotation disappears.

9. Press Esc on the keyboard. The arrow pointer is restored.

10. Type 8 and then press Enter to go to slide 8.

11. Press the spacebar until the Weather and Overhead power lines bullet points appear,
click the Pen button in the presentation tools, and then click Highlighter. Drag the
highlighter pointer across the Weather bullet item to highlight it.

12. Click the Pen button and then click Erase All Ink on Slide. The highlight you added is
removed.

13. End the slide show. When asked if you want to keep your annotations, click Keep.

14. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

When you reach the end of the presentation (or end it early), if you have created any annotations,
you are prompted to either save or discard them. If you save them, they are saved on the slide as
ink, which is similar to a drawing you might create with the Shapes tool.

Editing Ink Annotations
You can move and delete individual annotations on slides as you would any other graphics and
you can also manage ink with the Ink Tools Pens tab. In the following exercise, you edit an ink
annotation in Normal view and add a new annotation there.

Figure 11-11

Choose the Pen pointer

Delivering a Presentation 219

STEP BY STEP Edit Ink Annotations

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. In Normal view, click slide 7 and then click the dark red circle you drew as an
annotation.

2. Click the Ink Tools Pens tab to examine the options available (Figure 11-12).

3. Click the Color button to open its palette, and then under Standard Colors, click Green.
The selected annotation changes color.

4. Click the Thickness button to open its menu, and then click 3 pt. The selected
annotation increases in thickness.

5. In the Pens group, click the More button to open a gallery of pen styles (Figure 11-13).

6. In the Built-In Pens section, click Red Pen (1.0 mm). Notice that the selected annotation
does not change. These pen styles are for creating new annotations, not editing
existing ones.

7. Drag on the slide to underline Site Preparation.

8. On the Ink Tools Pens tab, in the Write group, click the Select Objects button to return
to using the arrow pointer again. Click slide 1 and then click the Home tab.

9. SAVE the presentation.

PAUSE. LEAVE the presentation open to use in the next exercise.

PACKAGING A PRESENTATION FOR CD DELIVERY
You might need to transport your presentation materials to another computer to run your slide
show. The Package for CD feature streamlines the process of packing all the materials you need to
show the presentation even if PowerPoint is not installed on the other computer. Even though this
option has CD in the title, you can save the presentation on a flash drive (USB drive) or on a folder
on your computer to transfer to storage media later or to back up your presentation.

Figure 11-12

Ink Tools Pens tab on the
Ribbon

Figure 11-13

Gallery of pen styles

Lesson 11220

Packaging a Presentation for CD
The Package for CD feature makes short work of packing all the files you need to show your slides,
no matter what kind of system you have to use to run the show. In this exercise, you create a ver-
sion of your presentation on a CD that you can distribute to others.

Take Note Some earlier versions of PowerPoint packaged presentations to CD along with a PowerPoint View-
er utility. PowerPoint 2013 and 2016, however, take a different approach; they package presenta-
tions with a Web page on the CD. On this Web page is a link for downloading the PowerPoint
Viewer if it is needed. If you plan on showing the presentation somewhere that does not have
Internet access, make sure you download the PowerPoint Viewer ahead of time on the computer
you will be working with if it does not have a full version of PowerPoint on it.

STEP BY STEP Package a Presentation for CD

Take Note You must have a writeable CD drive inserted in your system to complete this exercise. If you do
not, or if you do not have a blank writeable CD disc available, skip this exercise.

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. Insert a blank writeable CD disc in your writeable CD drive. If an AutoPlay box pops up,
close it.

2. Click the File tab, click Export, click Package Presentation for CD, and then click
Package for CD. The Package for CD dialog box opens.

3. In the Name the CD box, type Bid, replacing the default name.

Take Note You can optionally add other presentations or other documents onto the same storage device to
avoid using a separate device for each presentation. To add other presentations, you would click
Add and select the presentations to include. You could then reorder them with the up and down
arrow buttons in the Package for CD dialog box. This exercise packages one presentation on CD,
so it does not include these actions.

4. Click the Options button. The Options dialog box opens. Note that linked files are
marked to be included and TrueType fonts will be embedded. Note that you can also
optionally specify passwords to control access to the presentation(s), as shown in
Figure 11-14.

5. Click OK to accept the default settings and close the Options dialog box.

6. In the Package for CD dialog box, click Copy to CD.

7. A dialog box asks if you want to include linked files in your package. Click Yes.

8. A message appears that the presentation contains comments or annotations, stating
that these will not be included. Click Continue.

9. Wait for the presentation to be written to the CD. It might take several minutes. The CD
ejects when finished.

Figure 11-14

The Options dialog box for
packaging a presentation

Delivering a Presentation 221

10. In PowerPoint, a message appears stating that the files were successfully copied to CD
and offering to copy the same files to another CD. Click No.

11. Click Close to close the Package for CD dialog box.

12. To test your new CD, reinsert the CD into your computer. If an AutoPlay box opens,
click Run PresentationPackage.html. If no AutoPlay box opens, open File Explorer, click
This PC, and then double-click the CD/DVD drive. Open the PresentationPackage folder
and then double-click the PresentationPackage.html file.

13. A Web page displays, showing a page that lists the presentations on the CD. (There is
only one in this case.) A link also appears for downloading the PowerPoint Viewer. You
do not need it on your PC since you have the full version of PowerPoint. Click the Bid
Solution presentation name.

14. Respond to any security warnings that might display in your Web browser and if
prompted, choose to open the file. The presentation opens in PowerPoint, in Read-Only
mode.

15. Click the File tab and then click Close to close the copy of the presentation that
originated from the CD. (The original Bid Solution presentation is still open.) Switch to
the browser window and CLOSE it.

PAUSE. LEAVE the presentation open to use in the next exercise.

Take Note Package for CD works only with CDs, not DVDs. If you want to store a presentation on a DVD,
you can save materials in a folder as described in the following section and then use your system’s
DVD burning tools to copy the files to the DVD.

Packaging a Presentation to a Folder
With current computers being smaller and more compact, many students might not have a CD
drive on their computer. You can use this same Package for CD option to save the files to a folder
that you can then put on a flash drive. In addition, you can use this feature to archive presentations
onto a CD, flash drive, or into folders for storage. The packaging process pulls together all the files
you need for a presentation, so your stored presentation provides an excellent long-term backup for
your work. In this exercise, you package a presentation to a folder.

STEP BY STEP Package a Presentation to a Folder

GET READY. USE the Bid Solution presentation that is open from the previous exercise.

1. Click the File tab, click Export, click Package Presentation for CD, and then click
Package for CD. The Package for CD dialog box opens.

2. Click Copy to Folder. The Copy to Folder dialog box opens.

3. In the Folder name box, change the default name to Bid.

4. In the Location box, change the path to the location where you are saving files for this
lesson.

5. Click OK.

6. A message appears asking if you want to include linked files in your package. Click Yes.

7. A message appears that the presentation contains comments or annotations and that
these will not be included. Click Continue.

8. Wait for the presentation to be written to the new folder. It should occur almost
instantaneously (unlike when making a CD). The folder opens in Windows when it is
finished.

9. In the folder window, double-click the PresentationPackage folder to view what is
inside it. The folder contains some graphics and support files that are needed to show
the Web page.

10. Close the folder window and return to PowerPoint. The Package for CD dialog box is
still open.

11. Click Close to close the dialog box.

Lesson 11222

12. SAVE the Bid Solution presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Knowledge Assessment

Fill in the Blank
Fill in each blank with the term or phrase that best completes the statement.

1. Use the _______ dialog box to change to a non-standard slide size.

2. You can set up a presentation to loop continuously until you press the _______ key.

3. Use the _______ toolbar to view timings as you rehearse a presentation.

4. When you _______ slides, you use the pointer to draw or write.

5. The _______ option allows you to save the presentation to easily distribute to others.

Multiple Choice
Circle the correct answer.

1. A slide that is wider than it is tall is displayed in which orientation?

a. Portrait
b. Column
c. Picture
d. Landscape

2. Which of the following is not one of the standard placeholders on the Handout Master?

a. Date
b. Header
c. Page Number
d. Author

3. Which of the following options prevents a slide from displaying during a presentation?
a. Delete Slide
b. Hide Slide
c. Show/Hide Slide
d. Conceal Slide

4. Which of the following is not a way to advance to the next slide during a presentation?
a. Press Home.
b. Press the spacebar.
c. Click the left mouse button.
d. Press Page Down.

5. Which of the following is a quick way to restore the arrow pointer after you have used
it for drawing?
a. Press End.
b. Double-click the screen.
c. Click the arrow pointer button in the presenter tools.
d. Press Esc.

Delivering a Presentation 223

Projects

Project 11-1: Finalizing a Presentation and Creating Handouts

You are nearly ready to present the slide show for Relecloud Airlines. In this project, you will use
the tools you have learned about in this lesson to finalize the presentation and create handouts.

GET READY. LAUNCH PowerPoint.

1. OPEN the Airline presentation from the data files for this lesson.

2. SAVE the presentation as Airline Solution in the lesson folder on your flash drive.

3. Click the Slide Show tab and then click the Set Up Slide Show button.

4. Choose the Presented by a speaker (full screen) option and choose to have slides
advance Manually. Choose Yellow as the pen color. Click OK to accept the new
settings.

5. Click the Insert tab and then click Header & Footer. Click the Notes and Handouts tab,
choose to display the date (update automatically), the header Relecloud Airlines, and
page numbers. Click Apply to All to apply the settings to all slides.

6. Click the View tab and then click Handout Master to open Handout Master view.

7. Center the header text and date in their placeholders and right-align the page number
in its placeholder. On the Handout Master tab, click Close Master View.

8. Hide the last slide in the presentation.

9. Click the File tab, click Print, and then set the following print options:

a. Choose to print handouts with four slides per page, in vertical order.
b. Click the Print All Slides button and then deselect the Print Hidden Slides option if

it’s not already deselected.

10. Print the handouts.

11. SAVE the Airline Solution presentation and then CLOSE the file.

Take Note In some classrooms, printing is limited or unavailable. Check with your instructor as needed to
make sure it is okay to print a multiple-page document in your classroom.

PAUSE. LEAVE PowerPoint open for the next project.

Project 11-2: Previewing a Presentation

In this project, you will run through the Airline Solution presentation before delivering it to make
sure you are familiar with the content and how to display it during the slide show.

GET READY. LAUNCH PowerPoint if it is not already open.

1. OPEN the Airline Solution presentation you saved in the previous project.

2. SAVE the presentation as Airline Solution 2 in the lesson folder on your flash drive.

3. Hide slide 7.

4. Press F5 to view the presentation from slide 1.

5. Use the Next button in the presentation tools to move to slide 3.

6. Use the Previous button in the presentation tools to go backward to slide 1.

7. Right-click the slide to display the shortcut menu and use See All Slides to jump to
slide 4.

8. Right-click the slide, click Pointer Options, and then click Highlighter.

Lesson 11224

9. Highlight the bullet items Caribbean and Scuba.

10. Restore the arrow pointer and press Esc to end the show. Choose to keep your
annotations.

11. Rehearse timings for the presentation. When the presentation ends, save the slide
timings.

12. Set up the slide show to use the slide timings you saved.

13. SAVE the Airline Solution 2 presentation and then CLOSE the file.

STOP. CLOSE PowerPoint.

Appendix A

EXAM 77-729: POWERPOINT 2016

Objective
Number Matrix Skill

Lesson
Number

Create and Manage Presentations

1.1 Create a Presentation

1.1.1 Create a new presentation 2

1.1.2 Create a presentation based on a template 2

1.1.3 Import Word document outlines 2

1.2 Insert and Format Slides

1.2.1 Insert specific slide layouts 2

1.2.2 Duplicate existing slides 2

1.2.3 Hide and unhide slides 11

1.2.4 Delete slides 2

1.2.5 Apply a different slide layout 2

1.2.6 Modify individual slide backgrounds 4

1.2.7 Insert slide headers, footers, and page numbers 4

1.3 Modify Slides, Handouts, and Notes

1.3.1 Change the slide master theme or background 4

1.3.2 Modify slide master content 4

1.3.3 Create a slide layout 4

1.3.4 Modify a slide layout 4

1.3.5 Modify the handout master 4,11

1.3.6 Modify the notes master 4

1.4 Order and Group Slides

1.4.1 Create sections 4

1.4.2 Modify slide order 2,4

1.4.3 Rename sections 4

1.5 Change Presentation Options and Views

1.5.1 Change slide size 11

1.5.2 Change views of a presentation 1

226

Objective
Number Matrix Skill

Lesson
Number

1.5.3 Set file properties 10

1.6 Configure a Presentation for Print

1.6.1 Print all or part of a presentation 2

1.6.2 Print notes pages 2

1.6.3 Print handouts 11

1.6.4 Print in color, grayscale, or black and white 2

1.7 Configure and Present a Slide Show

1.7.1 Create custom slide shows 11

1.7.2 Configure slide show options 11

1.7.3 Rehearse slide show timing 11

1.7.4 Present a slide show by using Presenter View 11

Insert and Format Text, Shapes, and Images

2.1 Insert and Format Text

2.1.1 Insert text on a slide 1

2.1.2 Apply formatting and styles to text 3

2.1.3 Apply WordArt styles to text 3

2.1.4 Format text in multiple columns 3

2.1.5 Create bulleted and numbered lists 3

2.1.6 Insert hyperlinks 4

2.2 Insert and Format Shapes and Text Boxes

2.2.1 Insert or replace shapes 8

2.2.2 Insert text boxes 3

2.2.3 Resize shapes and text boxes 3,8

2.2.4 Format shapes and text boxes 3,8

2.2.5 Apply styles to shapes and text boxes 3

2.3 Insert and Format Images

2.3.1 Insert images 8

2.3.2 Resize and crop images 8

2.3.3 Apply styles and effects 8

2.4 Order and Group Objects

2.4.1 Order objects 8

2.4.2 Align objects 8

2.4.3 Group objects 8

Index 227

Objective
Number Matrix Skill

Lesson
Number

2.4.4 Display alignment tools 8

Insert Tables, Charts, SmartArt, and Media

3.1 Insert and Format Tables

3.1.1 Create a table 5

3.1.2 Insert and delete table rows and columns 5

3.1.3 Apply table styles 5

3.1.4 Import a table 5

3.2 Insert and Format Charts

3.2.1 Create a chart 6

3.2.2 Import a chart 6

3.2.3 Change the Chart Type 6

3.2.4 Add a legend to a chart 6

3.2.5 Change the chart style of a chart 6

3.3 Insert and Format SmartArt graphics

3.3.1 Create SmartArt graphics 7

3.3.2 Convert lists to SmartArt graphics 7

3.3.3 Add shapes to SmartArt graphics 7

3.3.4 Reorder shapes in SmartArt graphics 7

3.3.5 Change the color of SmartArt graphics 7

3.4 Insert and Manage Media

3.4.1 Insert audio and video clips 9

3.4.2 Configure media playback options 9

3.4.3 Adjust media window size 9

3.4.4 Set the video start and stop time 9

3.4.5 Set media timing options 9

Apply Transitions and Animations

4.1 Apply Slide Transitions

4.1.1 Insert slide transitions 9

4.1.2 Set transition effect options 9

4.2 Animate Slide Content

4.2.1 Apply animations to objects 9

4.2.2 Apply animations to text 9

4.2.3 Set animation effect options 9

Index228

Objective
Number Matrix Skill

Lesson
Number

4.2.4 Set animation paths 9

4.3 Set Timing for Transitions and Animations

4.3.1 Set transition effect duration 9

4.3.2 Configure transition start and finish options 9

4.3.3 Reorder animations on a slide 9

Manage Multiple Presentations

5.1 Merge Content from Multiple Presentations

5.1.1 Insert slides from another presentation 2, 10

5.1.2 Compare two presentations 10

5.1.3 Insert comments 10

5.1.4 Review comments 10

5.2 Finalize Presentations

5.2.1 Protect a presentation 10

5.2.2 Inspect a presentation 10

5.2.3 Proof a presentation 3

5.2.4 Preserve presentation content 2, 8, 9

5.2.5 Export presentations to other formats 10, 11

229

Index

A
Accept button 192
Accessibility Checker pane 196–197
accessibility issues, sharing presentations

196–198
Account command (Backstage view) 4
Add Chart Element button 118
Add Emphasis Effect dialog box 173
Add Entrance Effect dialog box 175
adding. See also inserting

audio files to slides 178–179
chart elements 120–121
graphical hyperlinks 78–79
new elements to slide masters 83–84
rows/columns to tables 100–102
screen recordings to slides 181–182
shapes to SmartArt graphics 131–132
text boxes to slides 54–56
text hyperlinks 77–78
text in Outline view 13–14
text to blank slides 21–22
text to placeholders 12–13
text to SmartArt graphics 126–127
videos to slides 179–180

Add Motion Path dialog box 173
Add or Remove Columns button 62
Add Shape button 131
adjusting Zoom 13
Advanced Animation group 172
Advanced Properties button 199
Advanced Properties dialog box 199
advancing slides, transitions 171
After Previous start option 174
Align Bottom button 106
alignment of text (tables) 105–107
alignment options 164
Align Right button 106
All PowerPoint Presentations button 31
animation effects

Animation Painter 177
Animation pane 175–177
applying animations 172–173
knowledge assessment 185
motion paths 173
projects 186
start options and timing 174–175
transitions 169–171

Animation Painter 177
Animation Pane 168–169, 175-177
annotations 217–219
antonyms 64
applying

slide layouts 72
styles to graphics 149
themes to slide masters 82

Apply To All button 169
Apply to Selected Slides option 74
Arrange commands 162
arranging multiple presentation windows

11–12
Artistic effects 153
Artistic Effects gallery 153
aspect ratio 147, 204
assistants, organization charts 126
Audio button 178
audio commentary 211
audio files 178–179

formatting 182
sizing and arranging content 184–185

AutoFit, changing text size 43–44
automatically advancing slides 171

B
Background button 75
backgrounds

graphics 153–155
slide masters 84–86
slides 74–75
themes 74

Background Styles gallery 74
Backstage view 4–5

Export page 5
New tab 19–20
Open page 6

Bevel (Picture effect) 152
Bing image searches 141
Black and White viewing mode 10
Black Screen option 218
blank presentations 20-22
Block Cycle layout (SmartArt graphics) 128
Bold button 47
Box & Whisker charts 112

rightness/Contrast setting (Correctness but-
ton) 150

brightness, graphics 149–151
bulleted lists 50
Bullets and Numbering dialog box 51
Bullets button 50

C
CD delivery, packaging presentations

219–222
cells (tables) 94, 103–105
Center button 106
Chalk Sketch (Artistic effect) 152
Change All button, Spelling feature 64
Change button, Spelling feature 64
Change Chart Type button 115
Change Chart Type dialog box 115
Change Colors button 130
Change Colors gallery 130
Change Picture command 142
Change Shape button 136
changing. See also editing, modifying

passwords 193
slide backgrounds 74–75
theme color 71
theme fonts 72

Character Spacing button 105
Character Spacing tab 45
Chart Elements button 119
Chart Layout gallery 118
charts 111

adding/deleting elements 120–121
editing data 116–117
formatting 121–122
importing from Excel 114
inserting 112–114
knowledge assessment 122–123
legends 119–120
modifying chart type 115–116
organization 125-126
projects 123
Quick Layout 118
resizing and moving 114–115

Check Accessibility command 196
Checkmark Bullets button 50
Choose a SmartArt Graphic dialog box 124

Index230

Choose File to Merge with Current
Presentation dialog box 191

clearing slide timings 211
Clear Table button 107
clip art illustrations 141
Close command (Backstage view) 4
Close Master View button 84
closing

PowerPoint 15
presentations 5

Collated button 38
color

fonts 46
formatting graphics 151–152
themes 71
viewing presentations 10–11

Color button 38
Color Saturation 151
color themes, SmartArt graphics 130
Color Tone 151
columns, text boxes 62–63
Columns dialog box 63
columns (tables) 94

adding 100–102
deleting 102
moving 102–103
resizing and distributing 103

Combine command 161
combining presentations 191–192
command groups (Ribbon) 3–4
commands

Backstage view 4–5
Ribbon command groups 3–4

comment balloons 188
comments

deleting 190–191
editing 190
inserting 189–190
viewing and replying to 188–189

Comments pane 189
Compare feature, merging two presentations

191
comparing presentations 191–192
Compatibility Checker 195–196
compatibility issues, sharing presentations

195–196
compressing images 155
compressing media 185
Compress Media dialog box 185
Compress Pictures button 155, 185
Compress Pictures dialog box 155
content placeholders 112–114
Contents tab 199
converting

SmartArt graphics to text 137–138
text to SmartArt 127–129

Convert to Shapes button 138

Convert to SmartArt button 128
Convert to SmartArt gallery 127–128
copying

character formats, Format Painter 47–48
slides 28–29

Copy to Folder dialog box 221
Corrections button 149
Create a Video button 200
Create New Theme Colors dialog box 71
Create PDF/XPS button 200
creating presentations

blank presentations 20–22
existing content

importing text from other sources
34–35

slide libraries 32–33
Word 31–32

knowledge assessment 39
projects 39–40
templates 24–26

Creative Commons licenses 141
Crop button 146
cropping images 146–147
customizing

backgrounds 75
handouts 206–208
slide masters 81

adding new elements 83–84
background images 84–86
Handout and Notes masters 88–90
layout 86–88
moving and resizing placeholders

82–83
themes 82

transition effects 169–171
Custom Range button 38
custom shapes 160–161
custom shows 209
Custom Shows dialog box 209
Custom Slide Show button 209
Custom tab 199
Cycle SmartArt graphics 124

D
data (charts), editing 116–117
data series, charts. See charts
dates, inserting in presentations 76–77
Define Custom Show dialog box 209
Delete Columns button 102
Delete Rows button 102
deleting. See also removing

chart elements 120–121
comments 190–191
rows/columns from tables 102
slides 31

delivering presentations
adjusting slide orientation and size

204–206

choosing slides to display 208–209
customizing audience handouts 206–208
custom shows 209
knowledge assessment 222
packaging for CD delivery 219–222
presentation tools

annotations 217–219
navigation options 214–216
Presenter View 216–217

projects 223–224
rehearsing slide show 210–211
setting up a slide show 211–213

demoting shapes, SmartArt graphics 134–
135

design (presentations) 68–69
dates, footers, and slide numbers 76–77
hyperlinks 77–79
knowledge assessment 90
projects 91–92
sections 79–80
slide backgrounds 74–75
slide masters 81

adding new elements 83–84
background images 84–86
Handout and Notes masters 88–90
layout 86–88
moving and resizing placeholders

82–83
themes 82

themes and layout 69
applying a different slide layout 72
applying a theme and variant 70–71
changing theme color 71
changing theme fonts 72

Design tab
Themes gallery 69
Variants gallery 68–69

diagonal lines 155
dialog box launchers 3, 45
Distribute Columns button 103
Distribute Rows button 103
distributing

presentations
accessibility issues 196–198
compatibility issues 195
knowledge assessment 202–203
modifying properties and removing

metadata 198–200
projects 203

rows/columns in tables 103
Document Inspector dialog box 199
drag-and-drop, rearranging slides in a pre-

sentation 29
drawing

guides 143–145
tables 96–97
tools

drawing and resizing shapes 157–158
line tools 155–157

Draw Table button 96
drop-down arrows 3

Index 231

drop-down lists 3
Duplicate Selected Slides command 28
duplicating slides 28–29
Duration setting (transitions) 169

E
Edit Anyway command 195
Edit Comment button 190
Edit Data button 114, 117
edited presentations, saving 14–15
editing. See also changing, modifying

chart data 116–117
comments 190
ink annotations 218–219

Effect Options button 169
effects

Artistic effects 153
fonts 44–46
Picture effects 151–152

embedded worksheets 97
embedding fonts 23–24
emphasis effects 172
Encrypt Document dialog box 193
encrypting presentations, passwords 193
End Review button 192
entrance effects 172
Excel charts, importing 114
Excel workbooks 97
Excel worksheets, importing into Power-

Point 97–100
existing presentations

color versus grayscale viewing 10–11
multiple presentation windows 11–12
opening 6–7
text

adding in Outline view 13–14
adding to placeholders 12–13
saving edited presentations 14–15

views 7–10
exit effects 172
exiting. See closing
Export command (Backstage view) 4
exporting presentations

PDF/XSP and Video formats 199–200
PowerPoint Show files 201
XML format 201–202

Export page (Backstage view) 5
Extensible Markup Language (XML) format

201-202

F
Fade dialog box 176
Feedback command (Backstage view) 4
file properties, sharing presentations 198–

200
File tab (Ribbon) 4

fills, text boxes 57–58
picture and gradient 59–60
texture and pattern 61–62

Flip Horizontal command 145
flipping images 145–146
folders, packaging presentations 221–222
Font Color button 46
Font dialog box 45
Font group commands 41
fonts

color 46
embedding 23–24
selection and size 42–43
styles and effects 44–46
themes 43, 72

footers 76–77
Foreground button 75
Format Background button 75
Format Legend task pane 119
Format Painter 47–48
formats, saving presentations 199–200
Format Shape task pane 197
formatting

audio/video files 182
charts 121–122
graphics 140–155

Artistic effects 153
brightness and sharpness 149–151
color adjustments 151–152
compressing images 155
cropping images 146–147
Picture effects 151–152
removing image backgrounds 153–155
rotating and flipping images 145–146
rulers, gridlines, and guides 143–145
styles 149

presentations, themes and layout 69–73
tables

applying styles 107
text alignment and orientation 105–

107
turning off style options 108

text 41
AutoFit 43–44
bulleted lists 50
font color 46
font selection and size 42–43
font style and effects 44–46
Format Painter 47–48
knowledge assessment 65–66
numbered lists 49–50
projects 66–67
SmartArt graphics 136–137
text boxes 54–63
WordArt feature 51–54

video files 183–184
Fragment command 161
free-form lines 155
From Beginning button 216

Full Page Slides button 207
Funnel charts 112

G
Glow (Picture effect) 152
Gradient fill, text boxes 59
graphical hyperlinks 78–79
graphics

adding shapes to slides
adding text 158
custom shapes 160–161
drawing and resizing shapes 157–158
line tools 155–157

inserting and formatting 140
Artistic effects 153
brightness and sharpness 149–151
changing picture 142
color adjustments 151–152
compressing images 155
cropping images 146–147
Picture effects 151–152
pictures from files 142
removing image backgrounds 153–155
rotating and flipping images 145–146
rulers, gridlines, and guides 143–145
styles 149
Web images 141–142

knowledge assessment 166
ordering and grouping shapes

aligning objects with each other
164–165

grouping objects 165–166
setting object order 162–164

projects 166–167
SmartArt 124

adding text 126–127
converting text to 127–129
inserting 125
knowledge assessment 138
modifying 129–138
projects 138–139

WordArt 51
grayscale, viewing presentations 10–11
Grayscale button 38
gridlines 111, 143–145
Group command 166
grouping shapes

aligning objects with each other 164–165
setting object order 162–164

Guides feature 143–145

H
Handout Master button 88
Handout masters 88–90, 206
handouts, 206-208
Header and Footer dialog box 76
Header & Footer button 76
headers 77
height (table rows) 103

Index232

Hide Slide button 208
hiding selected slides 208
Hierarchy SmartArt graphics 124
Highlighter, annotating slides 217–219
histogram charts 112
Home tab (Ribbon) 3
Honeycomb effect 170
horizontal alignment options (table text)

105
horizontal axis labels (charts) 111
horizontal lines 155
hyperlinks

graphical 78–79
text 77–78

I
Ignore All button, Spelling feature 64
images. See graphics, pictures
importing

Excel charts 114
tables 97–100
text 34–35

incorporating reviewer changes 191–192
Info command (Backstage view) 4
information bar 194
ink annotations, editing 218–219
Ink Tools Pens tab 218
Insert Above button 100
Insert a SmartArt Graphic button 125
Insert Audio dialog box 178
Insert Chart dialog box 112
Insert Hyperlink dialog box 77–78
inserting. See also adding

charts, content placeholders 112–114
comments 189–190
dates, footers, and slide numbers 76–77
graphics 140

Artistic effects 153
brightness and sharpness 149–151
changing picture 142
color adjustments 151–152
compressing images 155
cropping images 146–147
Picture effects 151–152
pictures from files 142
removing image backgrounds 153–155
rotating and flipping images 145–146
rulers, gridlines, and guides 143–145
styles 149
Web images 141–142

SmartArt graphics 125
tables 94–96
WordArt graphics 51–53

Insert Layout button 86
Insert Left button 102
Insert Picture dialog box 142
Insert Right button 101
Insert Table button 94

Insert Table dialog box 94
Insert Video button 180
Insert Video dialog box 180
Inspect Document command 199
Intersect command 161
Italic button 45

K
keywords, Bing image searches 141
knowledge assessments

animation effects/multimedia 185
charts 122–123
creating presentations 39
delivering presentations 222
formatting text 65–66
graphics 166
PowerPoint essentials 16
presentation design 90
protecting presentations 202–203
sharing presentations 202–203
SmartArt graphics 138
tables 108

L
landscape orientation 204
Larger button 136
Laser Pointer annotation pen 217
layout

slide masters 86–88
slides 69, 72
SmartArt graphics 124, 130–131
tables

adding rows/columns 100–102
deleting rows/columns 102
merging and splitting cells 103–105
moving rows/columns 102–103
resizing and distributing rows/columns

103
Layouts gallery 130
legends (charts) 111, 119–120
libraries, creating presentations from existing

content 32–33
Line Drawing (Artistic effect) 152
Line tool 155
line tools 155–157
Link button 77
linking to Web pages, hyperlinks 77–79
lists

bulleted lists 50
numbered lists 49–50

List SmartArt graphics 124
Live Preview feature 51

M
manually advancing slides 171
Mark as Final command 194
marking a presentation as final 194–195
markup 188

Matrix SmartArt graphics 124
media compression 185
Menu button 213, 215
Merge Cells command 103
Merge Shapes button 161
merging cells (tables) 103–105
merging shapes 161
metadata, removing 198–200
Microsoft PowerPoint Compatibility Check-

er dialog box 195-196
Mini Toolbar, fonts

color 46
size 42
styles and effects 45

modifying. See also changing, editing
chart styles 121–122
chart types 115–116
Handout and Notes masters 88–90
SmartArt graphics 129–138

adding shapes 131–132
changing shape appearance 135–136
color theme 130
converting SmartArt to text 137–138
layouts 130–131
promoting/demoting shapes 134–135
removing shapes 133
reordering shapes 134
reversing the direction of shapes

133–134
styles 129–130
text formatting 136–137
type selection 135

transition effects 169–171
Morph transition 171
motion paths 172-173
Move Down button 134
Move Up button 134
moving

charts 114–115
placeholders, slide masters 82–83
rows/columns in tables 102–103

multimedia
audio files 178–179
compressing media 185
formatting video/audio content 182
knowledge assessment 185
poster frames 182–183
projects 186
screen recordings 181–182
sizing and arranging content 184–185
video files 179–180

trimming video clips 181
video style and formatting 183–184

multiple presentation windows 11–12

N
navigation tools, delivering a presentation

214–216
New command (Backstage view) 4

Index 233

New Comment button 189
New Slide button 27
New tab (Backstage view) 19–20
Next button 215
Normal view 1, 7
Notes and Handouts tab 77, 206
Notes masters 88–90
Notes Page Orientation button 89
Notes Page view 8
null string 193
numbered lists 49–50
Numbering button 49
numbers (slides), inserting in presentations

76–77

O
object order, setting 162–164
On Click start option 174
OneDrive, distributing presentations 191
Online Pictures command 141
Online Pictures dialog box 141
Open command (Backstage view) 4
Open dialog box 6
opening

existing presentations 6–7
PowerPoint 2

opening screen 2, 21
Open page (Backstage view) 6
Optimize Compatibility button 196
Optimize Media Compatibility dialog box

196
Options command (Backstage view) 4
Options dialog box 20
ordering shapes

aligning objects with each other 164–165
grouping objects 165–166
setting object order 162–164

organization charts 125
assistants 126
subordinates 126
top-level shapes 126

orientation
slides 204–206
text (tables) 105–107

Outline view 7–8, 13–14

P
Package for CD feature 220–221
packaging presentations 219–222
Paint Strokes effect 153
Paragraph group commands 41
password-protecting presentations 193
pattern fills, text boxes 61–62
Pause the timer button 217
PDF (Portable Document Format) files

199-200

Pen, annotating slides 217–219
Pen button 214
Picture effects 151–152
Picture Effects button 152
pictures. See also graphics

changing pictures 142
inserting pictures from files 142

Pictures button 142
Picture SmartArt graphics 124
Picture Styles gallery 149
Picture Tools Format tab 140
placeholders

adding text 12–13
content placeholders 112–114
moving and resizing, slide masters 82–83

playback controls 179
Pointer Options command 214
Portable Document Format (PDF) files

199-200
portrait orientation 204
Position control, resizing an image 147
poster frames 182–183
PowerPoint 97-2003 Presentation format

195
PowerPoint Show files, exporting and saving

presentations 201
PowerPoint window

Backstage view 4–5
closing presentations 5
exiting 15
knowledge assessment 16
Normal view 1
projects 16–18
Ribbon

command groups 3–4
File tab 4

starting PowerPoint 2
PowerPoint XML Presentation 201
presentations

animation effects
Animation Painter 177
Animation pane 175–177
applying animations 172–173
knowledge assessment 185
motion paths 173
projects 186
start options and timing 174–175
transitions 169–171

closing 5
comments

deleting 190–191
editing 190
inserting 189–190
viewing and replying to 188–189

comparing and combing multiple presen-
tations 191–192

creating
blank presentations 20–21
existing content 31–36

knowledge assessment 39
projects 39–40
templates 24–26

deleting slides 31
delivery

adjusting slide orientation and size
204–206

choosing slides to display 208–209
customizing audience handouts 206–

208
custom shows 209
knowledge assessment 222
packaging for CD delivery 219–222
presentation tools 214–219
projects 223–224
rehearsing slide show 210–211
setting up a slide show 211–213

design 68
dates, footers, and slide numbers

76–77
hyperlinks 77–79
knowledge assessment 90
projects 91–92
sections 79–80
slide backgrounds 74–75
slide masters 81–90
themes and layout 69

duplicating slides 28–29
existing

color versus grayscale viewing 10–11
multiple presentation windows 11–12
opening 6–7
views 7–10
working with text 12–15

exporting and saving
PDF/XSP and Video formats 199–200
PowerPoint Show files 201
XML format 201–202

graphics
adding shapes to slides 155–161
inserting and formatting images

140–155
knowledge assessment 166
ordering and grouping shapes 162–166
projects 166–167

printing 36–38
rearranging slides 29–30
saving 22

embedding fonts 23–24
first time 23

security

Index234

changing/removing passwords 193
knowledge assessment 202–203
marking as final 194–195
password-protection 193
projects 203

sharing
accessibility issues 196–198
compatibility issues 195
knowledge assessment 202–203
modifying properties and removing

metadata 198–200
projects 203

tables
cells 94
columns 94
drawing 96–97
formatting 105–108
importing 97–100
inserting 94–96
knowledge assessment 108
layout 100–105
projects 109–110
rows 94

text
adding to blank slides 21–22
adding to shapes 158
converting SmartArt graphics to

137–138
converting to SmartArt 127–129
formatting tools 41-67, 136-137
hyperlinks 77–78
importing 34–35
proofing tools, 63-65
SmartArt graphics 126–127
tables 105–107

presentation tools 213
annotations 217–219
navigation options 214–216
Presenter View 216–217

Presenter View 214, 216–217
preset animations 172
Previous button 215
Print command (Backstage view) 4
printing presentations 36–38
Print options 37–38
Process SmartArt graphics 124
projects

animation effects/multimedia 186
charts 123
creating presentations 39–40
delivering presentations 223–224
formatting text 66–67
graphics 166–167
PowerPoint essentials 16–18
presentation design 91–92
protecting presentations 203
sharing presentations 203
SmartArt graphics 138–139
tables 109–110

promoting shapes, SmartArt graphics
134–135

proofing tools
Spelling feature 63–64
thesaurus 64–65

properties, sharing presentations 198–200
protecting presentations

changing/removing passwords 193
knowledge assessment 202–203
marking as final 194–195
password-protection 193
projects 203

Protect Presentation button 193
Pyramid SmartArt graphics 124

Q
Quick Access Toolbar 1
Quick Layout, charts 118
Quick Styles, text boxes 56–57

R
Reading view 8
rearranging slides 29–30
Recolor option (Color button) 151
Record Audio button 178
recording narration 211
Record Slide Show button 211
Record Sound dialog box 178
Rectangle tool 157
Rehearsal toolbar 210
Rehearse Timings button 210
rehearsing slide show 210–211
Relationship SmartArt graphics 124
removing. See also deleting

image backgrounds 153–155
metadata 198–200
passwords 193
shapes from SmartArt graphics 133

Rename Section dialog box 79
reordering shapes, SmartArt graphics 134
Repeat button 45
Reply feature, comments 190
replying to comments 188–189
Reset Background button 75
resizing

charts 114–115
placeholders, slide masters 82–83
rows/columns in tables 103
shapes 157–158

resolution 204
Restart the timer button 217
Restrict Access command 193
Reuse Slides task pane 33
Reviewing Pane button 192
review of presentations 191–192

Review tab 187
Ribbon 1

command groups 3–4
File tab 4
Table Tools tabs 93
text formatting tools 41

Rotate command 145
rotating images 145–146
rows (tables) 94

adding 100–102
deleting 102
moving 102–103
resizing and distributing 103

rulers 143–145

S
Save As command (Backstage view) 4
Save As dialog box 14–15, 23
Save command (Backstage view) 4
saving

edited presentations 14–15
presentations 22–24, 199–201

PDF/XSP and Video formats 199–200
PowerPoint Show files 201
XML format 201–202

screen recordings 181–182
ScreenTips 4
sections 79–80
security (presentations)

changing/removing passwords 193
knowledge assessment 202–203
marking as final 194–195
password-protection 193
projects 203

See All Slides button 215
Select Data button 117
Select Data Source dialog box 117
Send Backward button 85
setting object order 162–164
setting up slide shows 211–213
Set Up Show dialog box 204, 211
Shadow (Picture effect) 152
Shape Fill button 57, 159
Shape Outline button 58, 159
shapes

adding to slides
adding text 158
custom shapes 160–161
drawing and resizing shapes 157–158
line tools 155–157

merging 161
ordering and grouping

aligning objects with each other
164–165

grouping objects 165–166
setting object order 162–164

SmartArt graphics

Index 235

adding shapes to 131–132
changing shape appearance 135–136
promoting/demoting 134–135
removing shapes from 133
reordering shapes 134
reversing the direction 133–134

Shapes gallery 156
Shape Styles 159
Share command (Backstage view) 4
SharePoint, distributing presentations 191
sharing presentations

accessibility issues 196–198
compatibility issues 195
knowledge assessment 202–203
modifying properties and removing

metadata 198–200
projects 203

Sharpen/Soften setting (Correctness button)
150

sharpness, graphics 149–151
Show Comments button 188
Show Markup button 188
Show Taskbar command 217
shutting down PowerPoint 15
size

fonts 42–43
slides 204–206

Size control, resizing an image 147
Slice theme 70
slide layout gallery 72
slide libraries 32–33
Slide Masters 43, 81

adding new elements 83–84
background images 84–86
Handout and Notes masters 88–90
layout 86–88
moving and resizing placeholders 82–83
themes 82

Slide Master tab 82
Slide Master view, customizing slide masters

81
adding new elements to a master 83–84
background images 84–86
creating a new layout 86–88
modifying Handout and Notes masters

88–90
moving and resizing placeholders 82–83
themes 82

slide numbers, inserting in presentations
76–77

Slide pane (main work area) 1
slides

adding shapes to
adding text 158
custom shapes 160–161
drawing and resizing shapes 157–158
line tools 155–157

advancing automatically 171
advancing manually 171

animation effects
Animation Painter 177
Animation pane 175–177
applying animations 172–173
motion paths 173
start options and timing 174–175
transitions 169–171

annotations 217–219
backgrounds 74–75
copying 28–29
deleting 31
hiding selected slides 208
hyperlinks 77–79
inserting SmartArt graphics 125
layout 69, 72
multimedia 178

audio files 178–179
compressing media 185
formatting video/audio content 182
poster frames 182–183
screen recordings 181–182
sizing and arranging content 184–185
trimming video clips 181
video files 179–180
video style and formatting 183–184

orientation and size 204–206
rearranging 29–30
selecting for delivery of presentation

208–209
tables. See tables
text boxes 54–56
timings 210–211

slide shows, setting up 211–213
Slide Show view 8

navigation options 214–216
presentation tools 213

Slide Size button 205
Slide Size dialog box 204-205
Slide Sorter button 170, 210
Slide Sorter view 8–9
Slides Pane 1
Slides Per Page button 88, 207
Smaller button 136
SmartArt Cycle graphic 127
SmartArt diagrams. See SmartArt graphics
SmartArt graphics 124

adding text 126–127
converting text to 127–129
inserting 125
knowledge assessment 138
modifying 129–138

133–134

styles 129–130
text formatting 136–137
type selection 135

organization charts 125
projects 138–139

SmartArt Styles gallery 129
SmartArt Text Pane 197
SmartArt Tools Design tab 197
Smart Guides 143–145
Soft Edge Oval style 149
Sound menu 169
special fills, text boxes 59–60
Spelling feature (proofing text) 63–64
Split Cells command 103
Split Cells dialog box 104
splitting cells (tables) 103–105
Standard (4:3) slide size 204
starting PowerPoint 2
Start menu 2
start options, animation effects 174–175
Statistics tab 199
Status bar 1
Stop button 182
Strict Open XML Presentation 201
styles

charts 121–122
fonts 44–46
graphics 149
SmartArt graphics 129–130
tables 107-108
video files 183–184
WordArt 53–54

subordinates, organization charts 126
Subtitle placeholder 1
Subtract command 161
Summary tab 199
Sunburst charts 112
Switch Row/Column button 116
Swoosh effect 173
synonyms 64

T
tables 93

cells 94
columns 94
drawing 96–97
formatting

applying styles 107
text alignment and orientation 105–

107
turning off style options 108

importing 97–100
inserting 94–96
knowledge assessment 108
layout

adding rows/columns 100–102
deleting rows/columns 102
merging and splitting cells 103–105

Index236

moving rows/columns 102–103
resizing and distributing rows/columns

103
projects 109–110
rows 94

Table Tools Design tab 93
Table Tools Layout tab 93
templates, creating presentations 24–26
text

adding in Outline view 13–14
adding to blank slides 21–22
adding to placeholders 12–13
adding to shapes 158
converting SmartArt graphics to 137–

138
converting to SmartArt 127–129
formatting 41

AutoFit 43–44
bulleted lists 50
font color 46
font selection and size 42–43
font style and effects 44–46
Format Painter 47–48
knowledge assessment 65–66
numbered lists 49–50
projects 66–67
SmartArt graphics 136–137
text boxes 54–63
WordArt feature 51–54

hyperlinks 77–78
importing 34–35
proofing tools

Spelling feature 63–64
thesaurus 64–65

saving edited presentations 14–15
SmartArt graphics 126–127
tables, alignment and orientation 105–

107
Text Box button 55
text boxes

adding to slides 54–56
formatting 54

columns 62–63
Quick Styles 56–57
special fills 59–60
texture and pattern fills 61–62

Text Direction button 105
Text Direction menu 105
Text Effects (WordArt style) 53
Text Fill (WordArt style) 53
Text Outline (WordArt style) 53
Text Pane button 126
Text Shadow button 47
texture fills, text boxes 61–62
themes

backgrounds 74
fonts 43, 72
formatting presentations 69

applying a theme 70–71
applying a theme and variant 70–71

changing theme color 71
slide masters 82
templates 25

Themes button 82
Themes gallery 69-70
thesaurus 64–65
timing

animation effects 174–175
delivering a presentation 210–211

title placeholder 1, 22
tools, formatting text 41

top-level shapes, organization charts 126
transitions 169–171
Treemap charts 112
trimming video clips 181
Trim Video button 181
Trim Video dialog box 181
type (charts) 115–116
typefaces. See fonts

U
Undo button 102
Union command 161
Use Audio on My PC option 178
Use Record Audio option 178

V
variants, applying to a presentation 70–71
Variants gallery 68–69
vertical alignment options (table text) 105
vertical axis labels (charts) 111
vertical lines 155
Video Border button 183
Video Effects button 183
video files 179–180

exporting and saving presentations
199–200

formatting 182
sizing and arranging content 184–185
trimming video clips 181
video style and formatting 183–184

Video Shape button 183
Video Styles gallery 183
viewing comments 188–189
views (presentations) 7–10

Normal 7

Notes Page 8–9
Outline 7–8
Reading 8
Slide Show 8
Slide Sorter 8–9

Volume button 179

W
Waterfall charts 112
Web images, inserting 141–142
White Screen option 218
Widescreen (16:9) slide size 204
width (table columns) 103
Wipe transition 170
Wisp theme 82
With Previous start option 174
Word, creating presentations from existing

content 31–32
WordArt

converting to SmartArt 127–129
formatting text

inserting WordArt graphics 51
styles 53–54

WordArt button 52
WordArt Styles gallery 53
workbooks (Excel) 97
worksheets (Excel), importing into Power-

Point 97–100
wrapping text (text boxes) 56

X
XML (Extensible Markup Language) format

201-202
XML Paper Specification (XPS) format

199-200
XPS (XML Paper Specification) format

199-200

Z
Zoom button 215
Zoom dialog box 13
Zoom level, adjusting 13

Microsoft Official Academic Course: MICROSOFT POWERPOINT 2016

Preface

Book Tour

Instructor Support Program

Author Credits

Microsoft Office 2016 Software

Brief Contents

1 PowerPoint Essentials

WORKING IN THE POWERPOINT WINDOW

Starting PowerPoint

SELECTING TOOLS AND COMMANDS

Using the Ribbon

Using Backstage View

Closing a Presentation

WORKING WITH AN EXISTING PRESENTATION

Opening an Existing Presentation

Viewing a Presentation in Different Ways

Viewing in Color or Grayscale

Viewing Multiple Presentations at Once

Working with Text

Adding Text to a Placeholder

Adding Text in Outline View

Saving an Edited Presentation

Exiting PowerPoint

Knowledge Assessment

Projects

2 Presentation Basics

CREATING A NEW BLANK PRESENTATION

Creating a Blank Presentation

Adding Text to a Blank Slide

SAVING A PRESENTATION

Saving a New Presentation for the First Time

Embedding Fonts

CREATING A PRESENTATION FROM A TEMPLATE

Using a Template as the Basis for a Presentation

ADDING, DELETING, AND ORGANIZING SLIDES

Adding a New Slide to a Presentation

Duplicating Selected Slides

Rearranging the Slides in a Presentation

Deleting a Slide

CREATING A PRESENTATION FROM EXISTING CONTENT

Using Content from Word

Reusing Slides from Presentations and Libraries

Importing Text from Other Sources

PRINTING A PRESENTATION

Using Print Preview and Changing the Print Layout

Setting Print Options

Knowledge Assessment

Projects

3 Working with Text

FORMATTING CHARACTERS

Choosing Fonts and Font Sizes

Using AutoFit to Change Text Size

Applying Font Styles and Effects

Changing Font Color

Copying Character Formats with Format Painter

FORMATTING LISTS

Creating Numbered Lists

Working with Bulleted Lists

INSERTING WORDART

Inserting a WordArt Graphic

Formatting Text with WordArt Styles

CREATING AND FORMATTING TEXT BOXES

Adding a Text Box to a Slide

Formatting a Text Box

Applying a Quick Style to a Text Box

Applying Fill and Border Formatting to a Text Box

Applying Special Fills to a Text Box

Applying Texture and Pattern Fills

Setting Up Columns in a Text Box

USING PROOFING TOOLS

Checking Spelling

Using the Thesaurus

Knowledge Assessment

Projects

4 Designing a Presentation

FORMATTING PRESENTATIONS WITH THEMES AND LAYOUTS

Applying a Theme and Variant to a Presentation

Changing Theme Colors

Changing Theme Fonts

Applying a Different Slide Layout

CHANGING SLIDE BACKGROUNDS

Selecting a Theme Background

Customizing the Background

INSERTING A DATE, FOOTER, AND SLIDE NUMBERS

Inserting a Date, Footer, and Slide Numbers

LINKING TO WEB PAGES AND OTHER PROGRAMS

Adding a Text Hyperlink

Adding a Graphical Hyperlink

WORKING WITH SECTIONS

Creating Sections

CUSTOMIZING SLIDE MASTERS

Applying a Theme to a Slide Master

Moving and Resizing Placeholders

Adding New Elements to a Master

Working with Background Images

Creating a New Layout

Modifying Handout and Notes Masters

Knowledge Assessment

Projects

5 Adding Tables to Slides

CREATING TABLES

Inserting a Table

Drawing a Table

IMPORTING TABLES FROM EXTERNAL SOURCES

Using an Excel Worksheet in PowerPoint

MODIFYING TABLE LAYOUT

Adding Rows and Columns

Deleting Rows or Columns

Moving Rows and Columns

Resizing and Distributing Rows and Columns

Merging and Splitting Table Cells

FORMATTING TABLES

Changing Table Text Alignment and Orientation

Applying a Table Style

Turning Table Style Options On or Off

Knowledge Assessment

Projects

6 Using Charts in a Presentation

BUILDING CHARTS

Inserting a Chart from a Content Placeholder

Importing a Chart from Excel

Resizing and Moving a Chart

MODIFYING THE CHART TYPE AND DATA

Choosing a Different Chart Type

Editing a Chart’s Data

MODIFYING CHART ELEMENTS

Applying and Modifying a Quick Layout

Working with a Legend

Adding and Deleting Other Chart Elements

FORMATTING A CHART

Applying Chart Styles

Knowledge Assessment

Projects

7 Creating SmartArt Graphics

ADDING SMARTART TO A SLIDE

Inserting a SmartArt Graphic

Adding Text to SmartArt

Converting Text or WordArt to SmartArt

MODIFYING SMARTART

Applying a Style to SmartArt

Selecting a Color Theme for SmartArt

Changing a SmartArt Graphic’s Layout

Adding a New Shape to a SmartArt Graphic

Removing a Shape from a SmartArt Graphic

Reversing the Direction of Shapes

Reordering Shapes

Promoting and Demoting Shapes

Choosing a Different SmartArt Type

Changing Shape Appearance

Changing Text Formatting

Converting SmartArt

Knowledge Assessment

Projects

8 Adding Graphics to a Presentation

INSERTING AND FORMATTING IMAGES

Inserting Images from the Web

Inserting a Picture from a File

Using the Ruler, Gridlines, and Guides

Rotating and Flipping an Image

Cropping an Image

Resizing an Image

Applying a Style to an Image

Correcting Brightness and Sharpness

Applying Color Adjustments

Adding Effects to an Image

Adding Picture Effects

Adding Artistic Effects

Removing an Image Background

Compressing the Images in a Presentation

ADDING SHAPES TO SLIDES

Drawing Lines

Drawing and Resizing Shapes

Adding Text to Shapes

Formatting Shapes

Creating a Custom Shape

ORDERING AND GROUPING SHAPES

Setting Object Order

Aligning Objects with Each Other

Grouping Objects

Knowledge Assessment

Projects

9 Using Animation and Multimedia

SETTING UP SLIDE TRANSITIONS

Applying and Modifying a Transition Effect

Determining How Slides Will Advance

ANIMATING SLIDE CONTENT

Applying Animations

Using Motion Path Animation

Modifying an Animation’s Start Options and Timing

Using the Animation Pane

Using Animation Painter

ADDING MEDIA CLIPS TO A PRESENTATION

Adding an Audio File to a Slide

Adding a Video to a Slide

Trimming a Video Clip

Adding a Screen Recording to the Slide

Formatting Video or Audio Content

Choosing a Poster Frame

Applying a Video Style and Formatting

Sizing and Arranging Video or Audio Content

Compressing Media

Knowledge Assessment

Projects`

10 Securing and Sharing a Presentation

WORKING WITH COMMENTS

Viewing and Replying to Comments

Inserting a Comment

Editing a Comment

Deleting a Comment

INCORPORATING REVIEWER CHANGES

Comparing and Combining Multiple Presentations

PROTECTING A PRESENTATION

Encrypting Presentations with a Password

Changing or Removing a Password

Marking a Presentation as Final

PREPARING A PRESENTATION FOR DISTRIBUTION

Checking for Compatibility Issues and Optimizing Media Compatibility

Checking for Accessibility Issues

Modifying Properties and Removing Metadata

EXPORTING AND SAVING A PRESENTATION IN DIFFERENT FORMATS

Exporting a Presentation to PDF/XPS and Video

Saving a Presentation in XML Format

Saving a Presentation as a PowerPoint Show

Knowledge Assessment

Projects

11 Delivering a Presentation

ADJUSTING SLIDE ORIENTATION AND SIZE

Selecting Slide Orientation

CUSTOMIZING AUDIENCE HANDOUTS

Customizing the Handout Master

CHOOSING SLIDES TO DISPLAY

Hiding Selected Slides

Creating a Custom Show

REHEARSING A SLIDE SHOW

Rehearsing Timings

Clearing Slide Timings

SETTING UP A SLIDE SHOW

Setting Up a Slide Show

WORKING WITH PRESENTATION TOOLS

Moving Through a Presentation

Using Presenter View

Annotating Slides with the Pen or Highlighter

Editing Ink Annotations

PACKAGING A PRESENTATION FOR CD DELIVERY

Packaging a Presentation for CD

Packaging a Presentation to a Folder

Knowledge Assessment

Projects

Appendix A

Index

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