2. Objectives XXPP
• Open and view an existing PowerPoint
presentation
• Switch views and navigate a presentation
• View a presentation in Slide Show view
• Plan a presentation
• Create a presentation using a template
New Perspectives on Microsoft Office PowerPoint 2007 2
3. Objectives XXPP
• Edit text on slides
• Add, move, and delete slides
• Promote and demote bulleted text
• Check the spelling in a presentation
• Use the Research task pane
• Create speaker notes
• Preview and print slides, handouts, and speaker
notes
New Perspectives on Microsoft Office PowerPoint 2007 3
4. What Is PowerPoint? XXPP
• PowerPoint is a powerful presentation graphics
program that provides everything you need to
produce an effective presentation in the form of
on-screen slides, a slide presentation on a Web
site, or black-and-white or color overheads
• Using PowerPoint, you can prepare each
component of a presentation: individual slides,
speaker notes, an outline, and audience
handouts
New Perspectives on Microsoft Office PowerPoint 2007 4
5. XXPP
Opening an Existing PowerPoint
Presentation
New Perspectives on Microsoft Office PowerPoint 2007 5
6. XXPP
Switching Views and
Navigating a Presentation
• The PowerPoint window contains features
common to all Windows programs, as well as
features specific to PowerPoint
– Slide pane
– Notes pane
– Slides tab
• Thumbnails
– Outline tab
New Perspectives on Microsoft Office PowerPoint 2007 6
7. Switching Views and
Navigating a Presentation
• At the lower right of the PowerPoint window, on
the status bar to the left of the Zoom slider, are
three buttons you can use to switch views
– Normal view
– Slide Sorter view
– Slide Show view
XXPP
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8. Viewing a Presentation
in Slide Show View
• Slide Show view is the view you use when you present
an on-screen presentation to an audience
• When you click the Slide Show button on the status bar,
the slide show starts beginning with the current slide
• When you click the Slide Show button on the View tab
on the Ribbon or press the F5 key, the slide show starts
at the beginning of the presentation
• In Slide Show view, you move from one slide to the next
by pressing the Spacebar, clicking the left mouse button,
or pressing the → key
XXPP
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9. XXPP
Viewing a Presentation
in Slide Show View
• When you prepare a slide show, you can add
special effects to the show:
– Slide transitions
– Animations
– Progressive disclosure
– Footer
New Perspectives on Microsoft Office PowerPoint 2007 9
10. Planning a Presentation XXPP
• Planning a presentation before you create it:
– Improves the quality of your presentation
– Makes your presentation more effective and enjoyable
– Saves you time and effort
• As you plan your presentation, you should determine
the following aspects:
– Purpose of the presentation
– Type of presentation
– Audience for the presentation
– Audience needs
– Location of the presentation
– Format
New Perspectives on Microsoft Office PowerPoint 2007 10
11. Using Templates XXPP
• PowerPoint helps you quickly create effective
presentations by using a template
– A PowerPoint file that contains the colors,
background format, font styles, and accent colors for
a presentation
• Click the Office Button , and then click New
• In the pane on the left side of the New
Presentation dialog box, click New from existing
in the list under Templates
• Double-click the template you wish to use
New Perspectives on Microsoft Office PowerPoint 2007 11
13. Modifying a Presentation XXPP
• A placeholder is a region of a slide, or a location
in an outline, reserved for inserting text or
graphics
• A text box is an object that contains text
– An Active text box appears with dashed lines and
sizing handles around the text
– Sizing handles are small circles and squares on the
corners and sides of the text box
New Perspectives on Microsoft Office PowerPoint 2007 13
14. Modifying a Presentation XXPP
• A bulleted list is a list of “paragraphs” with a special
character to the left of each paragraph
– Bulleted item
– First-level bullet
– Second-level bullet
• Subbullet
• A numbered list is a list of paragraphs that are
numbered consecutively on the slide
• In all your presentations, you should follow the 6 x 6
rule as much as possible: Keep each bulleted item to no
more than six words, and don’t include more than six
bulleted items on a slide
New Perspectives on Microsoft Office PowerPoint 2007 14
15. Creating Effective Text Presentations XXPP
• Think of your text presentation as a visual map of your oral
presentation. Show your organization by using overviews, making
headings larger than subheadings, and including bulleted lists to
highlight key points and numbered steps to show sequences
• Follow the 6 × 6 rule: Use six or fewer items per screen, and use
phrases of six or fewer words. Omit unnecessary articles,
pronouns, and adjectives
• Keep phrases parallel. For example, if one bulleted item starts
with a verb, all the other bulleted items should start with a verb.
Or, if one bulleted list is a complete sentence, all the items should
be complete sentences
• Make sure your text is appropriate for your purpose and
audience
New Perspectives on Microsoft Office PowerPoint 2007 15
16. Editing Slides XXPP
• The slide title text is a text box at the top of the
slide that gives the title of the information on
that slide
• The slide content is a large box in which you type
a bulleted or numbered list or insert some other
kind of object
• You also can enter text using the Outline tab
New Perspectives on Microsoft Office PowerPoint 2007 16
18. Deleting Slides XXPP
• In Normal view, go to the slide you want to
delete so it appears in the slide pane, and then
click the Delete button in the Slides group on the
Home tab
or
• Click the desired slide thumbnail in the Slides
tab, click the slide icon in the Outline tab, or in
Slide Sorter view, select the slides you want to
delete, and then press the Delete key
New Perspectives on Microsoft Office PowerPoint 2007 18
19. Adding a New Slide
and Choosing a Layout
• A layout is a predetermined way of organizing
the objects on a slide including placeholders for
title text and other objects
• When you insert a new slide, it appears after the
current slide, with the default layout, Title and
Content
XXPP
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20. XXPP
Adding a New Slide
and Choosing a Layout
New Perspectives on Microsoft Office PowerPoint 2007 20
21. Promoting, Demoting,
and Moving Outline Text
• Working in the Outline tab gives you more
flexibility because you can see the outline of the
entire presentation
• To promote an item means to raise the outline
level of that item
• To demote an item means to decrease the
outline level
XXPP
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22. XXPP
Promoting, Demoting,
and Moving Outline Text
New Perspectives on Microsoft Office PowerPoint 2007 22
23. Promoting, Demoting,
and Moving Outline Text
• You can move outline text by dragging the text in
the Outline tab
XXPP
New Perspectives on Microsoft Office PowerPoint 2007 23
24. Moving Slides in Slide Sorter View XXPP
• In Slide Sorter view, PowerPoint displays all the
slides as thumbnails, so that several slides can
appear on the screen at once
• On the status bar, click the Slide Sorter button
• Dragging and dropping slides in Slide Sorter view
will rearrange them in the presentation
New Perspectives on Microsoft Office PowerPoint 2007 24
25. Moving Slides in Slide Sorter View XXPP
New Perspectives on Microsoft Office PowerPoint 2007 25
26. Checking the Spelling in a Presentation XXPP
• Before you print or present a slide show, you
should always perform a final check of the
spelling of all the slides in your presentation
• PowerPoint does two types of spell check:
– The regular type is when PowerPoint finds a word
that’s not in its dictionary
– The other type is called contextual spelling, which
checks the context in which a word is used
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27. Checking the Spelling in a Presentation XXPP
New Perspectives on Microsoft Office PowerPoint 2007 27
28. Using the Research Task Pane XXPP
• PowerPoint enables you to search online services
or Internet sites for additional help in creating a
presentation
• A thesaurus contains a list of words and their
synonyms, antonyms, and other related words
• You access the Research task pane by clicking the
Review tab on the Ribbon, and then clicking
either the Research or the Thesaurus button in
the Proofing group
New Perspectives on Microsoft Office PowerPoint 2007 28
29. Using the Research Task Pane XXPP
New Perspectives on Microsoft Office PowerPoint 2007 29
30. Creating Speaker Notes XXPP
• Notes (also called speaker notes) help the speaker
remember what to say when a particular slide appears
during the presentation
• They appear in the notes pane below the slide pane in
Normal view
• You can also print notes pages with a picture of and
notes about each slide
New Perspectives on Microsoft Office PowerPoint 2007 30
31. Previewing and Printing a Presentation XXPP
• PowerPoint provides several printing options
– Color, grayscale, or pure black and white
– Handouts are printouts of the slides themselves;
these can be arranged with several slides printed on
a page
– Overhead transparency film
• Print Preview allows you to see the slides as they
will appear when they are printed
New Perspectives on Microsoft Office PowerPoint 2007 31
32. Previewing and Printing a Presentation XXPP
New Perspectives on Microsoft Office PowerPoint 2007 32
33. Previewing and Printing a Presentation XXPP
New Perspectives on Microsoft Office PowerPoint 2007 33
