Designed by Michael Kearney Astro Computer Training, Phone 045-434711, Mobile 0851650106
Office Training Courseware
Microsoft PowerPoint 2007
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Introduction
PowerPoint is part of the Microsoft Office 2007 suite of software; it is a presentation
graphics program used by travelling sales reps, teachers, presenters and many others to
present a topic to a listening audience. It can be used to prepare many types of
presentation materials including on-screen presentations, overheads, paper-based
handouts and 35mm slides. Backgrounds, pictures and text are easily mixed to produce
professional-looking results.
There are four parts to a presentation:
• Slides - the foundation of your presentation that can contain text, pictures and
charts
• Notes Pages - used to create speaker’s notes which are used by the presenter for
reference during a presentation
• Handouts – are smaller printed versions of the slides which are distributed to the
audience
• Outlines - are text only content of slides printed as handouts for the presentation
audience
PowerPoint Tips
• Avoid clutter and use pictures which are relevant.
• Use bulleted or number lists to organise points
• Place a title and number on each slide
• Use short phrases/keywords and a single concept per slide.
• Line length six or seven words and six lines per page.
• Fewer than 75% of the slide should have text.
• Use left justification and bullets and a relevant font size
• Avoid scripted fonts, Uppercase and too many typefaces.
• Use Italics or colours to emphasise words.
• Consider Contrast/Brightness and Colours
• Preview colours used.
• Avoid Background distractions.
• Test your presentation.
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• Starting PowerPoint
• Choose Start
• Programs/Microsoft Office
• Microsoft Office PowerPoint 2007
Alternatively you can place a
shortcut to PowerPoint on the
desktop. This is done by right
clicking on the PowerPoint 2007
option in the program list and
selecting Send To Desktop
(create shortcut)
When PowerPoint Starts you are presented a New Blank Title slide across the top of the
screen runs a ribbon. You can minimise the ribbon or leave as a full ribbon
• Click Customize Quick Access Toolbar .
• In the list, click Minimize the Ribbon.
• To use the Office Fluent Ribbon while it is minimized, click the tab you want to
use, and then click the option or command you want to use.
For example, with the Ribbon minimized, you can select text in your PowerPoint
presentation, click the Home tab, and then in the Font group, click the size of the
text you want. After you click the text size you want, the Ribbon goes back to
being minimized.
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What’s where in PowerPoint?
Working Area
Ribbon
Slide
Preview
Notes Area Slide View
The Quick Access Toolbar
The Quick Access toolbar provides quick access to tools that you
use often.
It is beside the Office Button, but can also be moved down below
the Ribbon or customised to suit ones needs this is done by clicking
on the drop down arrow on the right of the customised toolbar.
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Creating a Presentation
All slides consist of place holders, this is the Tile
Slide consisting of two placeholders one for the tile
and the second for a subtitle.
To enter text simply click into the placeholder and
type the required text
Type Astro Computer Training as the Title
Type Astral House Eyre St Newbridge as the Subtitle
Press the enter key after Astral House to insert a new
line
Applying a Design Template or Theme
Templates or themes are built in designs for your presentation;
templates can be assigned to a presentation after creating the first
slide or selected for a new presentation using the office button and
selecting new
Using the Design Option
On the Ribbon Select Design
Use the Navigation arrow to open further
options
The image to the right shows the further
options dialog box use the browse for themes to
navigate to other themes
Options available are
More Themes on Microsoft Office Online,
here you can use online themes
Browse for Themes here you can browse for
built in themes or previous office themes
Save Current Themes here you can create and
save your own theme; We will use the Second
built in theme
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This is how the presentation now looks
Using the Header and Footer
Options available are:
Date and Time used to insert the date and
time you can select Update automatically or
fixed date and time here we will select Update
automatically
Slide number inserts the slide number
Footer used to insert required text here we will
type in Joe Bloggs ACT (Astro Computer
Training)
If the header and footer are not required on the
first page select Don’t show on title slide
Clicks apply for this slide only or Apply to all
for all slides
This is how the slide now looks
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Saving the Presentation
It is of the utmost importance that you save the presentation immediately
after start and then continue to save at regular intervals. There are
numerous options for saving we will use the options available from the
office button
Click on the Office Button and
select Save As
Browse to the required folder enter
the file name and click Save
For this presentation we save to the
desktop using the filename Pres1
Further file types are selected using
the drop down arrow in the Save as
type filed
Inserting a New Slide
Using the Home Option in the Ribbon click on the New Slide
Icon a new slide is inserted in the presentation
The new slide is a Title and Content layout
again there is two placeholders Title and Text.
To enter text click and type in the place holder
Type the text shown on the slide opposite
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There are further options for content in this slide
you can select from Table, Chart, Smart Art
Graphic, and Picture from File, Clipart or Media
Clip
For each of the following tasks insert a new slide layout of text and content
Inserting a Table
Click on the Insert Table
Icon In the Insert Table
Dialog Box select 4 columns
and 4 rows
To complete the table type the text shown in the
slide opposite
Tables can be repositioned by click and drag
More Table options are available by right clicking on the table to view available options
Further options are available in the Bullets, Numbering, and
Synonyms and Insert Options
More on tables later
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Inserting a Chart
Click on the Insert Chart Icon
There are various chart types available for the
purpose of this exercise we will select a Clustered
Column chart and them click OK
Enter the following data
Once Data is entered click on the close control button
This is the completed chart
More on charts later
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Inserting Organisation Charts
Click on the Insert Smart Art Graphic
Click Hierarchy in the panel on the left-hand side of the dialogue
box and choose the Organisation Chart option in the middle pane.
To place the chart in the slide double-click or click Ok
PowerPoint creates an Organisation Chart for you
To enter text in a place holder simply click and type
required text
To complete the organisation chart enter the following Data
More on Organisation Charts Later
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Inserting Smart Art Graphics
Click on the Insert Smart Art Graphic
For this exercise we will select
Trapezoid List and Click OK
Enter the text shown in the slide opposite
The slide shows the completed text
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Inserting Pictures from File
Most users will have a folder full of their own pictures for this exercise we will use the
My Documents Folder containing a picture file called Trainer.
Click on the Insert Picture from File icon
Browse to the My Documents Folder and select
the picture file Trainer.jpg
Once the picture is selected click Insert
Enter the information shown in the slide
opposite
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Using Clipart
Click on the Insert Clipart Icon
When the Clip Art Box appears enter the category or type of picture
you are looking for and click Go. We will use the picture of the lady
using the computer. Double click on the picture to insert on the slide
Enter the information in the slide opposite
Inserting a Blank Slide
On the Menu Bar click Home
On the New Slide Icon click on the Drop down
arrow
and scroll to blank slide
Inserting Word Art On the menu Bar Click Insert and select Word Art
The Word Art Library
appears Click on the
WordArt you wish to use
You are now asked to enter your text here, Enter the text Questions this is how the slide
looks
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Printing
To open the Print Options click the Office
Button and select the Print Option
Printing Options include
Printing as Handouts, Slides, Handouts,
Notes page or Outline view
You can also print in colour or Black and
white
Other options Number of copies and Print
range
The picture opposite shows the Print what options
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Working with Objects
There are many objects used in presentations for example tables, charts, smart-art
graphics, clipart, pictures, word-art and symbols are all examples.
Working with Tables
Create a new slide with Title Only Layout
Add My Timetable as the title for this slide
From the Insert Tab select Table and then Insert Table in
the Insert Table Dialog box choose 5 columns and 2 rows
The table is created
To activate the Table tools you first select the table, there are
two options Design and Layout available
Using the Design Option
The Table Styles group is used to
apply styles, shadings and borders
The Draw Borders group is used to select border options
of line style, line weight and border colour the border
option in the Table styles group is used to apply the
borders.
Using the Layout Option
The Rows and Columns group is used to insert and/or delete
rows columns and tables this can also be achieved by using
the right-click on the mouse
The Merge group is used to merge cells the cells to be merged must fi
Be selected by right-clicking and dragging over
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The Cell Size group is used to adjust the width/height of rows and
columns the rows and columns must first be selected to apply settings
The Alignment group is used to align contents in cells
Working with Charts
Create a new slide with Title Only Layout
Add My Chart as the title for this slide
From the Insert Tab select Chart and select the
first chart which is the default Column Chart
The Datasheet appears modify the data as
follows and then close the datasheet
The chart is created
To activate the Chart tools you first select the Chart, there
are three options Design, Layout and Format available
Using the Design Options
The Type group is used to change the art type
The Data group is used to edit the data in the chart
clicking on the Edit Data Icon opens the original data
sheet where changes are then made
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Using the Layout Options
The Labels group is used to add/modify Chart Title,
Legend and Data labels
Using the Format Options
The Shape Styles group is used change the
fill, outline and shape Effects of different
parts of the chart, you must first select the
part to change before selecting the effect
Working with Smart-art Graphics
Create a new slide with Title Only Layout
Add My Hobbies as the title for this slide
From the Insert Tab select Smart-art then
Hierarchy and select the first organisation
chart
Click OK
The Chart is created
To activate the Chart tools you first select the Chart, there are two
options Design and Format available
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