CHAPTER 9: MICROSOFT OFFICE POWERPOINT 2003 – Fundamentals of Computers: For Undergraduate Courses in Commerce and Management

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MICROSOFT OFFICE POWERPOINT 2003

9.1 INTRODUCTION

In today's highly competitive world, representing ideas effectively has become the need of the hour. No matter how good the product or for that matter a project is, if the idea of the project or the product is not communicated effectively and efficiently, failure is guaranteed. One is also better heard if the ideas are presented stylistically. One of the best ways of expressing the ideas is visual images, which includes usage of graphics and pictures. Graphics, when used to convey ideas, expression, or thoughts are known as presentation graphics or business graphics. A good presentation can truly convince, motivate, inspire and educate its audience.

Microsoft Office PowerPoint 2003 is a powerful, yet easy-to-use presentation package which is a part of Microsoft Office 2003 suite of products. Its primary purpose is to help you design professional-style presentations quickly and easily. PowerPoint offers the tools to create a basic presentation, and to enhance and customise it to meet its goal. The tri-pane feature of PowerPoint 2003 allows you to view the slides, outline, and notes simultaneously so that you can easily organise the information to present in the slides.

9.2 STARTING MICROSOFT OFFICE POWERPOINT 2003

To open Microsoft PowerPoint, perform any one of the following steps:

  • Double-click the Microsoft PowerPoint icon located on the desktop.
  • Click Start, point to All Programs, then point to Microsoft Office and then select Microsoft Office PowerPoint 2003.

9.2.1 MICROSOFT POWERPOINT ENVIRONMENT

When Microsoft PowerPoint is opened, the main screen of the program appears (see Figure 9.2). This main window contains many parts; these parts are described in detail below.

The title bar is located at the very top of the PowerPoint window and it displays the name of the application and active presentation. Below this bar is the menu bar, which contains different menus that control all options, functions, and commands for the entire Microsoft PowerPoint application. By default, Microsoft Office PowerPoint 2003 contains nine menus, which have an associated pull-down menu. For example, the File menu contains commands to open, create, and print a presentation. Generally, a toolbar is positioned just below the menu bar. Toolbar contains command buttons that provides single-click entry to carry out many text-processing tasks. By default, Standard and Formatting toolbars are displayed in the PowerPoint environment. Additional toolbars like Drawing and Picture toolbars can be added by right-clicking on the menu bar and selecting the desired toolbar(s) from the pop-up menu, as shown in Figure 9.3.

THINGS TO REMEMBER

Features of PowerPoint 2003

  1. PowerPoint 2003 combines slides, outlines, and notes into one view which makes it easy to add slides, text, notes, and navigate.
  2. In PowerPoint, text is automatically resized to fit into a place holder. Slides automatically resize to fit the display resolution and window.
  3. You can create tables directly in PowerPoint 2003 instead of importing from Word or Excel.
  4. You can create mini-presentations within a single file that are tailored to different audiences.
  5. The new Slide Show menu consolidates everything you need to deliver presentations electronically.
  6. PowerPoint 2003 provides with every output options: slides, colour and black-and-white, speaker's notes, and on-screen electronic presentations.

Figure 9.1 Starting MS PowerPoint

Figure 9.2 Main Microsoft PowerPoint Window

Figure 9.3 Various Toolbars

Outline/Slides Tabs

Below the toolbars, on the left side Outline/Slides tabs are located. They are used to organise and develop content for the presentation, move slides from one position to another, and edit titles and body text.

Screen Views

PowerPoint provides a range of screen views for creating a presentation. The different screen views available are Normal, Slide Sorter, and Slide Show. These views give you the opportunity to modify and develop your presentation as desired. You can select the desired view by clicking the button at the bottom of the page.

Figure 9.4 Different View Buttons

Slide Pane

In this pane, you can see the way the slide appears, with text, design elements, and graphics. You can also add or edit text, hyperlinks, graphics, movies, sounds and animations to individual slides in this pane.

Notes Pane

Below the slide pane is the Notes pane. This pane lets you add Speaker Notes to your presentation. The speaker for some reference keeps speaker notes. These are typically a smaller version of the slides along with some notes.

9.3 WORKING WITH POWERPOINT 2003

In this section, you will learn the steps required to produce a PowerPoint presentation from scratch. These include:

  • Creating a new presentation
  • Opening an existing presentation
  • Saving a presentation
  • Closing a presentation

9.3.1 CREATING A NEW PRESENTATION

Whenever you start PowerPoint, it opens a new blank presentation and the Getting Started task pane, which enables to access online help and content, open existing presentations and create a new presentation. To create a new presentation, click Create a new presentation on the Getting Started task pane, to display New Presentation task pane (see Figure 9.5). A new presentation can be created using the AutoContent wizard, Design Template, and Blank presentation.

Using the AutoContent Wizard

The AutoContent Wizard helps you to create and structure the content of presentation in a clear and logical way. It helps in creating a presentation by leading you through some basic steps. The wizard then uses answers to automatically layout and format the presentation. PowerPoint 2003 then selects the best style and built-in outline to suit the presentation. This wizard helps to create a presentation quickly and is very helpful for new users. To use this wizard, follow the steps given below:

Figure 9.5 Creating a New Presentation

  1. Select From AutoContent wizard from the New Presentation task pane to display the Auto-Content Wizard dialog box (see Figure 9.6). Click Next to continue to the next step.
  2. Click on the desired category of presentations from All, General, Corporate, Projects and Sales/Marketing. The box adjacent to these categories displays the available presentations for the category selected (see Figure 9.7). Select the desired presentation and click Next.
  3. The next decision is to select the output type (see Figure 9.8). You can present slide show on an overhead projector or on a computer screen, or create a web presentation and so on. Select the desired output type and click Next.
  4. Enter the presentation title, which you want to display in each slide inside the Presentation title box. You can also include information such as the company name or the name of your department in the Footer box. There are two check boxes as well. One includes a date on which the presentation was last updated and the other adds the slide number. Click Next (see Figure 9.9).

    Figure 9.6 AutoContent Wizard Step 1

    Figure 9.7 AutoContent Wizard Step 2

    Figure 9.8 AutoContent Wizard Step 3

    Figure 9.9 AutoContent Wizard Step 4

  5. Click Finish to create the presentation.
  6. A presentation is created as shown in Figure 9.11.

Figure 9.10 AutoContent Wizard Step 5

Figure 9.11 A Sample Presentation

Using Design Template

PowerPoint provides many built-in slide sets (templates) with different backgrounds and text formatting to create a presentation. A design template includes pre-formatted layouts, fonts, and colours, which blend together to give a consistent look to the presentation.

Figure 9.12 Design Templates

Figure 9.13 A Sample Slide

If you choose the Design Template, a new presentation is displayed using the design selected by the user, consisting of a single slide. This option allows you to create a presentation, maintaining a consistent design scheme like layouts, colours, fonts, and so on. To use the Design Template, follow the steps given below:

  1. Select From design template from the New Presentation task pane. This displays the Slide Design task pane that shows various design templates (see Figure 9.12).
  2. Choose the template for the slide from Apply a design template section. Note that Microsoft PowerPoint 2003 contains readymade design templates each having its own layout, font styles, and font colours and so on. Figure 9.13 illustrates the slide with the selected design template.

Using Blank Presentation

The most basic method of creating a slide show presentation is by using Blank Presentation. This method is used to start the whole process of creating presentation from scratch. In other words, it includes no pre-set design, colour, or content suggestion. To use the Blank Presentation, follow the steps given below:

  1. Select the Blank presentation from the New Presentation task pane to display a new blank slide and a Slide Layout task pane. (see Figure 9.14).
  2. Choose the layout of the slide. Note that PowerPoint 2003 includes 27 different types of layout, known as AutoLayout. Figure 9.15 illustrates the slide with selected layout.

Figure 9.14 A Blank Presentation

Figure 9.15 A Blank Presentation

9.3.2 OPENING A PRESENTATION

To open an existing presentation, follow any of the steps given below:

  • Select Open from the File menu to display the Open dialog box (see Figure 9.16). You can also open a presentation by clicking on the Open button () on the Standard toolbar. The Open dialog box allows you to specify the name of the desired file in the File name list box. If the desired file is not in the current location, you can locate it by navigating through Look in list box (see Figure 9.16). Once the file is found, select the file and click the Open button.
  • PowerPoint presentation can also be opened by double-clicking the presentation file icon.

Figure 9.16 Open Dialog Box

9.3.3 SAVING A PRESENTATION

Once a presentation is created, you can start typing the text, inserting graphics, animations and charts, and so on. When finished, you must save the presentation for future references. To save the presentation, Microsoft PowerPoint provides two menu options, namely, Save and Save As. If you are working on a untitled presentation which has never been saved, then using any of the option (Save and Save As) will have the same affect, it displays a Save As dialog box using which you can save the PowerPoint file at the desired location.

Figure 9.17 Save As Dialog Box

Once you have saved the new presentation, you can use the Save option to update changes made to a file, while the Save As option is used to make the multiple copies of the same file.

Note: By default, Microsoft PowerPoint presentation files are saved with .PPT extension. Although it can also be saved in other file formats like .PPS, .BMP, .GIF and .HTML.

Setting the Default Directory and AutoSave Property

PowerPoint 2003 allows to change the default location for saving the files as well as to save your files automatically. The files are saved automatically by enabling the AutoRecover feature. This feature helps in protecting your work even after power failure or when you have forgotten to save your file. To change the default location of your file and save your file using AutoRecover feature, follow the steps given below.

  1. Select Options from the Tools menu to display the Options dialog box.
  2. Click Save tab and give the name of the desired default directory in the Default file location text box.
  3. Click on the Save AutoRecover info check box and specify the time interval after which the file will be automatically saved. Click OK.

Figure 9.18 Options Dialog Box

9.3.4 CLOSING A PRESENTATION

After finishing all the work in PowerPoint, you may want to close the presentation. For this, follow any of the steps given below:

  • Select Close from File menu.
  • Click on the Close Window button at the upper right corner of the PowerPoint window to close the current presentation. Note that there are two close buttons. One is located at the top of the application window, which closes the PowerPoint application, while the second (lower) one present on the presentation closes only the current file.

Note: If a user makes changes to a file and has not saved those changes, PowerPoint will ask whether to save the changes before closing the file.

Figure 9.19 Closing a Presentation

9.4 WORKING WITH DIFFERENT VIEWS

PowerPoint provides different types of screen layouts for constructing presentation in addition to the Slide Show. View is a way in which one can see and work with the presentation and slides. User can select the page view by clicking the screen view buttons on the left hand side at the bottom of the window.

The three PowerPoint views are: Normal View, Slide Sorter View, and Slide Show View.

Normal View

The default view in PowerPoint 2003 is the Normal View, which makes the most commonly used components of a presentation easily accessible to the user. This view contains three working areas: slide and outline tabs on the left, the slide pane on the right, and notes pane at the bottom.

Normal view enables one to see various aspects of the presentation simultaneously in two different tabs namely, Outline view and Slides tab.

  • Outline Tab: This tab enables a user to write and edit the content of presentation. When the text is selected in the outline tab, the buttons for working with outline become available on the Standard and Formatting toolbars. One can use these buttons to organise the presentation like increasing and decreasing the text indents, expanding and reducing the content, etc.
  • Slides Tab: This tab displays the slides as thumbnail-sized images. This tab is helpful for navigating through presantation, seeing the effects of design changes, adding deleting or rearranging slides.

Figure 9.20 Outline Tab in Normal View

Slide Sorter View

This view option displays all the slides in a presentation as thumbnails (see Figure 9.22). In simple terms, all the slides in the presentation are displayed on the screen at the same time in a miniature form. This view helps user to add, delete, and rearrange the slides. Also, transition effects can be added for moving from one slide to another in a convenient manner. Thus, this view acts like a preview tool.

Figure 9.21 Slides Tab in Normal View

Slide Show View

Generally, this view is used when you want to deliver a presentation. This view option allows you to view the slides (full screen), as they would appear in a slide show (see Figure 9.23).

Figure 9.22 Slide Sorter View

Figure 9.23 Slide Show View

9.5 DESIGNING PRESENTATION

A presentation is created using the slides, which contains text, graphics, animations, and so on. The slides are automatically created when a presentation is designed through the AutoContent Wizard or Blank Presentation. Slides can also be inserted in a presentation, if required.

PowerPoint is designed in a way to give a consistent appearance to your slides. There are two ways in PowerPoint, which helps you to choose the look of your slides: design template and masters.

THINGS TO REMEMBER

Template

A template is a presentation containing PowerPoint masters with custom formatting, fonts, a color scheme, placeholder for text, graphics, animations, and so on. PowerPoint offers 160 pre-designed templates to help you develop powerful yet simple presentations. With custom template, presentations will have a consistent look and feel, and you won't have to customise each presentation layout separately.

9.5.1 CHOOSING DESIGN TEMPLATE

Design templates contain colour schemes, slide and notes masters with custom formatting, and fonts, all designed to create a desired look for your presentation. When you apply a design template to your presentation, the slide master and colour scheme of the new template replaces the slide master and color scheme of the original presentation. After you apply a design template, each slide that you add has the same custom look. PowerPoint comes with a wide variety of professionally designed templates. In addition, you can create your own templates. If you create a special look for one of your presentations, you can save it as a template. Open the presentation in which you want to apply a different design and follow the steps given below:

  1. Select Slide Design from the Format menu or click Design button on the Formatting toolbar, to display the Slide Design task pane.
  2. Click the design template that best suits your presentation. Note that the selected design template can be applied to all slides or the selected slide in a presentation.

Figure 9.24 Apply Design Template Dialog Box

9.5.2 USING MASTERS

Masters in PowerPoint are used to control many facets of the slides such as backgrounds, font typeface, font size, colours, bullets and locations for all main components, tab, and indent. PowerPoint has three masters, namely, Slide Master, Notes Master, and Handouts Master.

Slide Master

PowerPoint automatically assigns a slide master to every presentation. The slide master allows you to customise the look of each slide and ensure consistency across your presentation. In the slide master, you can change fonts, bullets, and header and footer information. Use the slide master to add a picture, change the background, adjust the size of the placeholders, and change font style, size, and colour.

To change the formatting in the slide master, select Master from the View menu and choose Slide Master (see Figure 9.25).

Figure 9.25 Slide Master

Click the appropriate placeholder to edit Master text styles and apply formatting from the Formatting toolbar. For example, if you want all first-level bullet styles in the presentation to appear in 28-point Tahoma, click the text Click to edit Master text style and set the font to Tahoma, 28-point. Using the Format AutoShape dialog Box, you can draw a thick line around the box, change the line colour, fill colour in the box, set line thickness and style, position the box in the slide, etc. To display the Format AutoShape dialog box select the placeholder and double-click it.

Figure 9.26 Formatted Slide

Notes Master

PowerPoint helps to create notes that will stay with the presentation. This feature provides an area for the speaker notes, along with a reduced picture of the slide. To view the notes master, select Master from the View menu and choose Notes Master. In this view, you can add bullets and page numbers, resize slides or the text placeholders on slides, or change fonts. You can also modify the style of the text that will appear in the printouts of your notes.

Figure 9.27 Notes Master

Handout Master

In handout master, you can add images, text, and colour to your handouts. In addition, you can add header and footer to the slides and also view these slides in different ways, such as one, two, three, four, six, nine, the outline and layout view (see Figure 9.28). To view the handout master, select Master from the View menu and choose Handout Master. The information added in the handout master is not visible while working with the presentation, but will be available when it is printed.

Figure 9.28 Handout Master

9.5.3 WORKING WITH SLIDES

In the previous section, we discussed how to create and save a PowerPoint presentation. Now let us learn how to insert, copy, delete, and navigate between slides. Apart from these activities, you will also learn how to work with text, format text, undo and redo operations, make lists, and insert headers and footers.

Inserting and Deleting Slides

Sometimes you may want to add new slides to your presentation. Slides can be added in all views except the Slide Show view. To insert slide, select New Slide from the Insert menu, or click the New Slide () button on the Formatting toolbar. This displays the Slide Layout task pane from which you can choose the desired layout.

You can also remove a slide from the presentation. To delete slide, select the slide and follow any of the steps given below:

  • Select Delete Slide from the Edit menu. To delete multiple slides, choose Slide Sorter view, hold down the Ctrl key to select multiple slides and then click Delete Slide.
  • Right-click on the slide and perform cut option. This option works only in case of Slide Sorter view.

Duplicating Slides

PowerPoint 2003 allows you to easily make copies of one slide. This may be required if you want to use same data in more than one slide. Note that when duplication is done, the layout is also copied. To duplicate slide, follow the steps given below:

  1. Select the slide or slides that you want to duplicate.
  2. Select Duplicate Slide from the Insert menu. To duplicate multiple slides, click on one slide and press Shift (in case of selecting contiguous slides) or Ctrl (in case of selecting non-continuous slides) to select multiple slides.

Navigating between Slides

In PowerPoint, you can navigate to the next and previous slides by following any of the three view options: Normal, Slide Sorter, and Slide Show. To navigate to the next slide in Normal, Outline and Slide view, follow any of the steps given below:

  • Click the Next Slide icon () on the vertical scrollbar in the slide pane.
  • In the outline pane, click the next slide number.

    To view the next slide in Slide Show view right-click on the slide and select Next from the shortcut menu.

    To navigate to previous slide in Normal, Outline, and Slide view, follow any of the steps given below:

    • Click the Previous Slide () icon on the vertical scrollbar in the slide pane.
    • In the outline pane, click the previous slide number.

Figure 9.29 Pop-Up Menu

To view the previous slide in the Slide Show view, right-click on the slide and select Previous from the shortcut menu. Note that to move to a specific slide in Slide Sorter view, double click the desired slide number, which displays the slide in the Normal view.

Numbering Slides

In PowerPoint, you can easily add numbers to the slides. Numbering the slides enables to locate or reference a particular slide quickly. You can insert slide numbers in a particular slide or in all slides of a presentation. To insert slide numbers, follow the steps given below:

  1. Select Slide Number from the Insert menu to display the Header and Footer dialog box (see Figure 9.30).
  2. Select the Slide Number check box to display the slide numbers on the slides.
  3. Select Apply to insert slide number in the current slide, or Apply to All to insert the numbering in all slides.

Figure 9.30 Header and Footer Dialog Box

Changing Background

You can change the appearance of your slide background by changing its colour, shade, pattern, or texture. PowerPoint contains a number of pre-defined backgrounds or, if needed, you can create your own background. Note that backgrounds can be applied to individual slides or to the whole presentation. To change the background, select Background from the Format menu, which displays the Background dialog box.

Click on the colour drop-down box, which contains following options:

  • Colour scheme, which contains eight colours below Automatic to change colour of the slide(s).
  • More Colors option to select colour from a range of colours.
  • Fill Effects to provide Gradient, Texture, Pattern or Picture effects to the slide(s).

After you have made your selection, select Apply to apply the change to the current slide, or click Apply to All to apply the change to all slides.

Figure 9.31 Background Dialog Box

9.5.4 WORKING WITH TEXT

There are a number of ways in which text can be added into the slides. Text can be added using text placeholder, text box, an AutoShape, and WordArt.

Figure 9.32 Fill Effects

Adding Text using Placeholder

As stated earlier, PowerPoint includes 27 types of AutoLayouts for creating slides. Many of these layouts contain text placeholders for titles, body text, and bulleted lists. To add text in placeholder, click in the placeholder and type the text. You can change the size and position of a text placeholder or apply a different AutoLayout to an existing slide, at any time while creating a presentation.

Adding Text using Text Box

Text in slides can also be added through the use of text box. The Text Box is available on the Drawing toolbar. Note that if the Drawing toolbar is not visible then right-click anywhere on the menu bar and select Drawing from the pop up menu. To add text in the slide, follow the steps given below:

  1. Select the slide where you want to add a text box.
  2. Click Text Box button () on the Drawing toolbar.
  3. Select the area in the slide where you want to place the text box and start writing the text in the text box.

Figure 9.33 Adding Text using Placeholder

Figure 9.34 Adding Text using Text Box

Adding Text to an AutoShape

Text can also be added in the AutoShape. AutoShapes contain several categories of shapes, including lines, basic shapes, flowchart elements, stars and banners, and callouts that you can use in your presentation. To add text in AutoShape, follow the steps given below:

  1. Select the AutoShapes option from the Drawing toolbar.
  2. Choose a shape from the list of options available. Note that the chosen shape has a background colour, which makes it invisible.
  3. To add text, right-click the shape and click Add Text.

Figure 9.35 Adding Text to AutoShape

9.5.5 FORMATTING THE TEXT

As you enter and edit text, you can change its appearance to add emphasis and make the presentation easier to read. This is known as formatting. Formatting is applied by altering the appearance of text by setting the typeface (font), size, line spacing, and colour. Formatting can be done by using the Formatting toolbar or by using the Format menu. To format text, follow the steps given below:

  1. Select the text to be formatted.
  2. Use buttons on the Formatting toolbar to format the selected text. Some of the buttons used in formatting text are given in Table 9.1.

Table 9.1 Formatting Text

Text can also be formatted using the Font dialog box. For doing this, follow the steps given below:

  1. Select the text to be formatted.
  2. Select Font from the Format menu to display the Font dialog box.
  3. From this dialog box, the font, font style, and text size can be specified. This dialog box also allows you to apply underline, colour, and other effects to the selected text.
  4. Once formatting is completed, click OK to apply the formatting changes to the selected text.

Figure 9.36 Font Dialog Box

Aligning Text and Paragraph Indenting

Alignment and indentation operations are a part of paragraph formatting. These operations are performed to give a well-defined ‘structure’ to the presentation. This gives the slide a professional look. To align or indent a paragraph, follow the steps given below:

  1. Select the paragraph to be aligned or indented.
  2. Use buttons on the Formatting toolbar to align or indent the paragraph. Some of the buttons used in aligning or indenting paragraph are given in Table 9.2.

Table 9.2 Paragraph Formatting

Note: Other options for formatting the text and paragraph are available in the Format menu.

9.5.6 WORKING WITH GRAPHICS

In PowerPoint 2003, graphical elements can help you create eye-catching slides for a presentation. Graphics are frequently used with text to add emphasis and visual impact. PowerPoint 2003 provides you the option of adding AutoShapes, WordArt, and ClipArt.

AutoShapes

Microsoft PowerPoint comes with a set of readymade AutoShapes containing several categories of shapes, including lines, basic shapes, flowchart elements, stars and banners, and callouts that you can use in your presentations. They allow you to draw more complicated shapes in your slides quickly and more accurately. You can resize, rotate, flip, colour, and combine the shapes also. To use AutoShapes, follow any of the steps given below:

  • Select Picture from the Insert menu and click AutoShapes, to display the Autoshape toolbar
  • Select Toolbars from the View menu and click Drawing to display the Drawing toolbar. This toolbar contains the AutoShapes menu.

Table 9.3 lists all the available buttons on the AutoShapes toolbar.

Figure 9.37 AutoShapes

Figure 9.38 Inserting AutoShapes

Table 9.3 AutoShapes Toolbar Options

Now, to draw AutoShapes in the presentation, follow the steps given below:

  1. Select the required shape from the toolbar. Use the drag-and-drop method to draw the shape in a slide.
  2. When the shape has been created, you can resize it to fit your requirement. To resize AutoShape, use the sizing handle and other adjustments, which are specific to each shape. AutoShape can also be rotated. It is same as discussed in Microsoft Word.

Formatting Shapes

PowerPoint allows you to quickly and efficiently change the look of the AutoShape. There are several options available, which can be used to change the AutoShape appearance. To format the AutoShape, right-click on the AutoShape and select Format AutoShape from the shortcut menu. This displays the Format AutoShape dialog box, which contains six tabs to format the AutoShape. The options available under these tabs are listed in Table 9.4.

Table 9.4 Formatting Shapes

Tabs Description
Colors and Lines Allows you to choose the fill color, line color, and style for the shape.
Size Allows you to determine the size and scale of the image.
Position Allows you to control the position of the AutoShape on the slide.
Picture Allows you to crop and adjust the colour of the AutoShape.
Text Box Allows you to set the text alignment and internal margin of the text inside the AutoShape.
Web Allows you to enter text that will be displayed in place of graphics while the graphics is being loaded by the browser.

WordArt

PowerPoint 2003's WordArt lets you take plain text and add some vigour to a presentation. Using Wor-dArt you can create shadowed, skewed, rotated, and stretched text, as well as text that can be integrated into pre-defined shapes. It helps you to easily create banners, seals, and logos. To insert a WordArt, follow the steps given below:

  1. Click Insert WordArt button () on the Drawing toolbar. Alternatively, select Picture from the Insert menu, and then select Word-Art. When you perform any of these actions, the WordArt Gallery dialog box is displayed.
  2. Select a WordArt style to apply to the slide and click OK to close the dialog box (see Figure 9.40). This opens Edit WordArt Text dialog box, where text is entered for the chosen style.
  3. Select a font by clicking the down arrow next to the Font list. The font size can also be selected by clicking the down arrow next to the Size box (see Figure 9.41). To make the text bold, click the button, and to make the text italics, click the button.
  4. When text has been entered and font selection made, click OK. The WordArt now appears in the slide. With the selection handles visible on the WordArt, you can resize, move, and rotate the WordArt.

To add or change effects to the text, use the buttons on the WordArt and Drawing toolbars. The WordArt toolbar appears when you click the WordArt special text. The options available under the WordArt toolbar are the same as discussed in Chapter 07.

Figure 9.39 WordArt Gallery Dialog Box

Figure 9.40 Edit WordArt Text Dialog Box

Figure 9.41 WordArt in a Slide

Drawing Toolbar

The Drawing toolbar is used to change and enhance the drawing objects with colours, patterns, borders, and other effects. The options included in the Drawing toolbar have also been discussed in Chapter 07.

Pictures

Pictures are used in slides to enhance its readability and understandability of the presentation. These are bitmaps, scanned pictures, photographs, and clipart. You can use any image editing software to create photographs, line drawings, and other graphics, as long as you can save the file in a format that Power-Point 2003 supports. You can insert a picture from a file or clipart in the same manner as discussed in Chapter 07.

9.5.7 ADDING MULTIMEDIA

A presentation can be made interactive and interesting by adding multimedia effects, which helps in capturing audience's attention, as multimedia content can often communicate more information than a slide, which contains only few sentences. You can add multimedia effects such as animations, video, and sound effects to the slides.

Adding Animations

Animation effects are added to grab the audience's attention as well as to reinforce some important point that needs to be highlighted. Animation can be in terms of special sound or visual effects, which are added to the text or other objects such as a chart or picture. To add animation effects to a slide or entire presentation, follow the steps given below:

  1. Click on the placeholder that contains the text or graphic that you wish to animate.
  2. Select Animation Schemes from the Slide Show menu to display Slide Design task pane.
  3. Select the desired animation scheme from the Apply to selected slides section. The selected animation scheme is applied to the current slide.
  4. To apply the selected animation scheme to all slides, select Apply to All Slides.

Custom animations offer more control over the animation. You can choose the order of the slides on which animation is applied as well as decide the direction the animation should travel in, apply a sound to the animation, and decide how the text appears in the slides. To add custom animation, follow the steps given below:

Figure 9.42 Custom Animation Task pane

  1. Select the text or graphic to animate.
  2. Right-click text or graphic and select Custom Animation from the shortcut menu, or select Custom Animation from the Slide Show menu. This displays the Custom Animation task pane (see Figure 9.42).
  3. Select various effects from Add Effect to assign animation to the objects.
  4. Once the effects have been applied, they can also be modified in the Modify section.

Adding Transition

Transition effects are used to insert effects between slides. They are also used to indicate a new section of a presentation or to emphasise a certain slide. You can choose from a variety of transitions, which are present in PowerPoint 2003. Transition effects can be added in the Slide or Slide Sorter view. To add transition effects, follow the steps given below:

  1. Select Slide Transition from the Slide Show menu. This displays the Slide Transition task pane (see Figure 9.43).
  2. Select the desired transition from the Apply to selected slides section, to apply the transition to the displayed slide.
  3. Select various options under Modify transition section to change the speed and sound of the transition.

Figure 9.43 Slide Transition Dialog Box

Figure 9.44 Selecting Transition

Note: Transition effects are the style of moving from one slide to the next, while, animation effects are the style used to display the information on each slide.

9.5.8 RUNNING SLIDES

After creating slides, working with text and graphics, adding transition and animation effects to the slides, the next thing is to view all the slides collectively as a presentation. PowerPoint 2003 provides a number of ways to view and deliver presentations so that they are well designed and look professional. You can use the Slide Show to review a presentation before printing it or to prepare to show it electronically. To view the slide show, perform any of the steps given below:

Figure 9.45 Running Slide Show

  • Select Slide Show from the View menu.
  • Select View Show from the Slide Show menu.
  • Click on the Slide Show view button () at the bottom left of the screen.

While in the slide show, right-click anywhere on the screen to display a pop-up menu containing number of options. Some of the important options are listed in Table 9.5.

Table 9.5 Slide Show Buttons

Options Description
Next Used to move to the next slide.
Previous Used to move to the previous slide.
Last Viewed Used to move to the last viewed slide in the presentation.
Go to Slide Used to move to any slide in the presentation.
Pointer Options Used to add information using pen.
Help Used to view the Slide Show Help.
End Show Used to end the slide show.

Highlighting Parts of the Slide Show

You can use the highlighting option while you are giving the presentation to add emphasis to important information. To highlight a slide during a slide show, follow the steps given below:

  1. Select View Show from the Slide Show menu.
  2. Right-click in the slide and select Highlighter from the Pointer Options.
  3. Click and hold the highlighter on the slide. Drag the highlighter around the area on the slide you want to highlight until a line encircles the text.
  4. Right-click in the slide and select Arrow from the Pointer Options to change the highlighter back to the mouse pointer (see Figure 9.46).

Figure 9.46 Pointer Options

Setting Time between Slides

You can insert time between the slides in the slide show. This is required when there is some narration over the slides, or there is some graphical representation, which needs proper explanation.

If you do not want to manually move through a slide show, there are two ways you can set the length of time a slide appears on the screen.

  • You can set a time manually for each slide, and then run the slide show and view the timings you set.
  • You can use the rehearsal feature. Here you can record timings automatically as you rehearse. You can also adjust the timings you have already set and then rehearse the new ones. To add time using this feature, follow the steps given below:

Figure 9.47 Rehearsal Toolbar

  1. Select Rehearse Timings from the Slide Show menu. This starts the slide show with a Rehearsal toolbar that appears at the corner of the screen, as shown in Figure 9.47.
  2. The timer appears in the upper left hand corner of the slide and begins to count down the seconds. The white box refers to the timing for each slide. The other timer refers to the total length of the slide show.
  3. If you want to repeat the rehearsal of a slide, click the Repeat button () on the Rehearsal toolbar. The current slide repeats and the timing for it starts again.
  4. Rehearse your presentation until it is finished. After the presentation is complete, a message box appears. It displays the final running time and presents a message, as shown in Figure 9.48.
  5. Click Yes to record the new slide timings or No to return to the PowerPoint window.

Figure 9.48 Message Box

9.5.9 PACKAGE FOR cD

Presentation can be created both for business or professional use. For example, you may create a presentation, which is to be delivered at some conference. To deliver a presentation only the presentation file is needed. In case of a small presentation you can easily carry the file in one floppy. However, this approach may not work well for larger presentations especially one with lots of graphics. PowerPoint contains a useful feature called Package for CD, which solves the above problem and also allows you to view the presentation file on a computer that does not have PowerPoint installed. To use this feature, follow the steps given below:

  1. Select Package for CD from the File menu to display the Package for CD dialog box (see Figure 9.49).
  2. Type the name for your folder or CD in Name the CD text box.
  3. Select Add Files to include more than one file from your computer.
  4. Select Options to display Options dialog box (see Figure 9.50). This dialog box has the following options:

    Figure 9.49 Package for CD Dialog Box

    • PowerPoint Viewer: Select this checkbox to play the presentation, even if the destination computer does not have PowerPoint 2003 installed.
    • Linked files: Select this checkbox to include linked files.
    • Embedded TrueType fonts: Select this checkbox to display the font correctly, even if the destination computer does not have particular font installed.
    • Password to open each file: Provide password to open the PowerPoint presentation.
    • Password to modify each file: Provide password to modify the PowerPoint presentation.
  5. Click OK to close the Options dialog box and retuon to the Package for CD dialog box.
  6. Finally, to copy the files to a folder or to a CD, click the corresponding button.

Figure 9.50 Options Dialog Box

9.6 PRINTING IN POWERPOINT

Printing in Microsoft PowerPoint is similar to printing in other Windows based applications. However, several options, particularly those concerned with arranging the page, are specific to the application. PowerPoint provides a number of choices for you to take printouts; colour or black and white, single slides, or several slides per page.

9.6.1 SETTING PAGE LAYOUT

The Page Layout option is used to view the existing page layout or to set a new layout. To set a new layout, select Page Setup from the File menu to display the Page Setup dialog box (see Figure 9.51).

This dialog box contains options, which allows you to customise the page layout as desired. These options are:

Slide Size

This option allows you to choose from the number of options provided by PowerPoint for determining the slide size. The various options that are available are listed below:

  • On-screen Show (default)
    • Letter Paper (8.5 × 11 inches)
  • A4 Paper (210 × 297 mm) 35 mm Slides
  • Overhead
    • Banner
  • Custom

Figure 9.51 Page Setup Dialog Box

Slide Width and Height

You can adjust the width and height of the slide by adjusting the values in the Width and Height box, respectively.

Orientation

Orientation is the basic layout of the slides in the presentation. The default orientation is the Landscape. To choose different orientation, click the radio button in front of the type of orientation and the change will be reflected in the slide.

9.6.2 PRINTING PRESENTATION

Once you are ready with all the formatting and editing, you can print the presentation. To print a presentation, click the Print button () on the Standard toolbar or select Print from the File menu to display the Print dialog box (see Figure 9.52). This dialog box allows you to select the number of copies and how many pages of the document you want to print. It contains Print what box where you can choose the printing area. The options available for printing in Print what box are listed in Table 9.6.

Table 9.6 Print what Options

Options Description
Slides Prints all slides in the presentation.
Handouts Prints handouts.
Notes Pages Prints notes pages. In the printout one slide appears at the top of the page and the presentation notes at the bottom of the page.
Outline View Prints the outline text of your presentation (as it appears in the outline pane).

Figure 9.52 Print Dialog Box

Printing Handouts

PowerPoint 2003 allows you to print the handouts prepared in presentation. Using handouts as an option lets you print two, three, four, six, or nine slides per page. It also provides space for the audience to add notes as you give the presentation. To print handouts, select the Handouts option in the Print what box.

Figure 9.53 Printing Handouts

  • Select the number of slides you want on the handouts in the Slides per page box.
  • Select Horizontal or Vertical to specify the order in which you want the slides to appear on the page. After selecting appropriate options, click OK to print the handouts.

LET US SUMMARISE

  1. Microsoft PowerPoint 2003 is powerful, yet easy-to-use presentation software. Its primary purpose is to help you design professional-style presentations quickly and easily.
  2. Click Start, point to All Programs, then point to Microsoft Office and then select Microsoft Office PowerPoint 2003.
  3. A new presentation can be created using the AutoContent wizard, Design Template, and Blank presentation.
  4. To open an existing presentation, click on the Open button () on the Standard toolbar. Alternatively, select Open from the File menu.
  5. To save a presentation, Microsoft PowerPoint provides two menu options, namely, Save and Save As. By default, Microsoft PowerPoint files are saved with .PPT extension.
  6. To close the presentation, select Close from the File menu.
  7. PowerPoint provides different types of screen layouts for constructing presentation in addition to the Slide Show. View is a way in which one can see and work with the presentation and slides.
  8. A presentation is created using the slides, which contains text, graphics, animations, and so on. PowerPoint is designed in a way to give a consistent appearance to your slides. There are two ways in PowerPoint, which helps you to choose the look of your slides: design template and masters.
  9. Design templates contain colour schemes, slide and notes masters with custom formatting, and fonts, all designed to create a desired look.
  10. Masters in PowerPoint are used to control many facets of the slides such as backgrounds, fonts typeface, font size, colours, bullets and locations for all the main components, tab, and indent. PowerPoint has three masters, namely, Slide Master, Notes Master, and Handouts Master.
  11. Slides can be added in the outline view or in the slide view. To insert slide, select New Slide from the Insert menu, or click the New Slide () button on the Standard toolbar. This displays New Slide dialog box from which you can choose the desired layout.
  12. In PowerPoint, you can navigate to the next and previous slides by following any of the five view options, that is, Normal, Outline, Slide View, Slide Sorter and Slide Show.
  13. You can change the appearance of your slide background by changing its colour, shade, pattern, or texture. PowerPoint contains a number of pre-defined backgrounds or, if needed, you can create your own background.
  14. There are a number of ways in which text can be added into the slides. Text can be added using text placeholder, text box, an AutoShape, and WordArt.
  15. Formatting is the process of determining how the typed text will appear on a printed page. It is applied by altering the appearance of text by setting the font type and font size, line spacing, and colour. To format the text, first select the text to be formatted, and then use various buttons on the Formatting toolbar. Text can also be formatted by using the Format menu.
  16. In PowerPoint 2003, graphical elements can help you create eye-catching slides for a presentation. Graphics are frequently used with text to add emphasis and visual impact. PowerPoint 2003 gives you the option of adding AutoShapes, WordArt, and ClipArt.
  17. A presentation can be made more interactive and interesting by adding multimedia effects such as animations, video, and sound effects to the slides. This helps in capturing audience's attention as multimedia content can often communicate more information than a slide, which contains only few sentences.
  18. Animation effects are added to grab the audience's attention as well as reinforce the point that needs to be highlighted. Animation can be special sound or visual effects which can be added to the text or other objects such as a chart or picture.
  19. Transition effects are used to insert effects between slides. They are also used to indicate a new section of a presentation or to emphasise a certain slide. You can choose from a variety of transitions, which are present in PowerPoint 2003.
  20. After you have finished with creating slides, working with text and graphics, adding transition and animation effects to the slides, the next thing is to view all the slides collectively as a presentation. PowerPoint 2003 provides a number of ways to review and deliver presentations so that they are well designed and look professional. You can view the presentation as a slide show in the Slide view.
  21. You can add time between the slides in the slide show. This may be required when there is some narration over the slides, or there is some graphical representation, which requires a proper explanation.
  22. Sometimes, presentation may be created for business or professional use. For example, you may create a presentation, which is to be delivered at some conference. To give a presentation all you have to do is bring your presentation file with you. This approach is suited for small presentations, but it may not work that well for larger presentations especially one with lots of graphics. PowerPoint contains a useful feature called Package for CD, which solves the above problem.
  23. To print a presentation, click the Print button () on the Standard toolbar. Alternatively, use the Print dialog box, which can be displayed by selecting Print from the File menu.
  24. PowerPoint provides four options while printing—Slides, Handouts, Note Pages, and Outline View.

EXERCISES

Fill in the Blanks

  1. By default, _______ and _________ toolbars are displayed in the PowerPoint environment.
  2. _________ helps to create a presentation using a series of some basic steps.
  3. _________ option helps to update changes made to a file while _________ option is used to make multiple copies of the same file.
  4. _________ is a way in which one can see and work with the presentation and slides.
  5. _________ view in PowerPoint displays slides one at a time, as they will appear when printed or displayed in a presentation.
  6. _________ is a presentation containing PowerPoint masters with custom formatting, fonts, color schemes, etc.
  7. PowerPoint provides _________ types of AutoLayouts for creating slides.
  8. _________ is the process of changing the appearance of text and making presentation easier to read.
  9. To insert time between the slides in the slide show, _________ feature is used.
  10. _________ feature is used to run a presentation even if PowerPoint is not installed on a computer.

Multiple Choice Questions

  1. AutoShapes contain several categories of shapes, including:
    • (a) Lines
    • (b) Basic shapes
    • (c) Flowchart elements
    • (d) All of these
  2. Using WordArt you can easily create
    • (a) Banners
    • (b) Seals
    • (c) Logos
    • (d) All of these
  3. ___________ are added to grab the audience's attention as well as reinforce the point that needs to be highlighted.
    • (a) Animation effects
    • (b) Transition effects
    • (c) Screen views
    • (d) Package for CD
  4. ___________ are used to insert effects between slides. They are also used to indicate a new section of a presentation or to emphasise a certain slide.
    • (a) Drawing toolbar
    • (b) Transition effects
    • (c) Logos
    • (d) None of these
  5. ___________ option is used to view the existing page layout or to set a new layout.
    • (a) Picture toolbar
    • (b) Animation effects
    • (c) Page Layout
    • (d) AutoShapes
  6. Orientation is the basic layout of the slides in the presentation. The default orientation is the ___________.
    • (a) Landscape
    • (b) Animation effects
    • (c) Portrait
    • (d) Page Size
  7. Blank Presentation does not include:
    • (a) Preset design
    • (b) Colour
    • (c) Content suggestion
    • (d) All of these
  8. ___________ wizard helps to create a presentation in a quick way and is very helpful for new users.
    • (a) AutoContent
    • (b) Design Template
    • (c) Blank Presentation
    • (d) None of these
  9. ___________ view is recommended for adding large amounts of text or when text is to be edited.
    • (a) Outline view
    • (b) Normal view
    • (c) Slide view
    • (d) Slide Sorter view
  10. A presentation is created using the ___________ which contains text, graphics, and animations.
    • (a) Page Setup
    • (b) Slides
    • (c) Animation
    • (d) Transition

State True or False

  1. A new presentation is created using AutoContent wizard, Design template and Blank presentation.
  2. Design template includes no pre-formatted layouts, fonts and colours.
  3. By default, Microsoft PowerPoint presentation files are saved with .PPT extension.
  4. Outline view displays all the slides in a presentation as thumbnails.
  5. In Notes master, you can add header and footer to the slides.
  6. While duplicating the slides, their layout is also copied.
  7. To insert AutoShapes, select Picture from the Insert menu and click WordArt.
  8. To highlight some parts of the slide show, highlighter is used.
  9. Transition effects are the style of moving from one slide to the next.
  10. The default orientation in PowerPoint is Landscape.

Answer the following questions.

  1. Describe the steps involved in creating a new presentation using AutoContent Wizard.
  2. What views are available in PowerPoint 2003? How is Slide Sorter view different from Slide Show view?
  3. What is the role-played by Masters in PowerPoint? Differentiate between Slide Master and Handout Master.
  4. How are slides inserted and deleted in PowerPoint?
  5. Explain Formatting in PowerPoint.
  6. What is the role-played by multimedia in presentation? Give the steps involved in adding animations.
  7. Why is timing required between slides in PowerPoint?
  8. Explain the benefit of using Package for CD. Give the steps involved in it.
  9. Explain the options available in Page Setup dialog box.
  10. Is it possible to take printouts of the handouts in PowerPoint? If yes, explain how.

ANSWERS

Fill in the Blanks

  1. Standard and Formatting
  2. AutoContent wizard
  3. Save, Save As
  4. View
  5. Slide
  6. Template
  7. 27
  8. Formatting
  9. Rehearsal
  10. Package for CD

Multiple Choice Questions

  1. (d)
  2. (d)
  3. (a)
  4. (b)
  5. (c)
  6. (a)
  7. (d)
  8. (a)
  9. (a)
  10. (b)

State True or False

  1. True
  2. False
  3. True
  4. False
  5. False
  6. True
  7. False
  8. True
  9. True
  10. True