Microsoft®

PowerPoint
Quick Reference
Tutorial
The PowerPoint Screen

PowerPoint’s Views Slide View vs. Outline View

Normal View Slide View displays a thumbnail of Outline View displays the text content
Pictured above, it shows the Slide/Outline Pane on the left. each slide in the presentation. of each slide; you can edit the text.
The main part of the window shows the current slide view.
Slide Sorter view
Shows a thumbnail image of each slide. Click and drag a
slide wherever you want and the presentation will update.
Start Slideshow
Starts the slide show from the current slide. Useful if you
are testing the animation of a slide, the current slide will
open in full screen as if you were in the audience.

© 2005 Velsoft Courseware Inc. All rights reserved. Velsoft Quick Reference Tutorial
The Quick Access Toolbar
Office 2007 has dispensed with all toolbars used Adding commands is easy. You can
in previous versions. Instead, there is a Quick click the pull-down icon to the right of
Access Toolbar which is always located at the the toolbar and add a common
top of your screen which can be used to add command, as shown on the right.
any command you like. You can also right-click any command
in the ribbon and click Add to Quick
Access toolbar.
In PowerPoint options, you can further
customize such that when you open a
certain presentation, a custom toolbar
will appear just for that presentation.

Inserting a Basic Table

A table is a grid where each row and column
intersects to create a cell. Information of nearly
any type can be stored in a cell like text or
pictures.
The big advantage of a table is that you can
enter in as much information as you like, and the
table will still keep things neat and organized on
your slide.
Inserting a basic table is easy. Click the Insert
ribbon, and then click Table. Click the lower-
rightmost cell of the table size you need.
At right, a 3x5 (column x row) is selected.
At far right, the table is inserted and pre-
formatted to make data easier to read.

General Font Commands Paragraph Formatting Commands

Click the pull-down arrow to choose a new font.
Inserts a bulleted/numbered list
Choose a font size
Decrease/increase the indent of a paragraph.
Incrementally increases/decreases font size.
Specify the space between lines of text.
Removes any formatting applied to a font.
Turn the text a degree of rotation.
Makes text bold, italic, or underlined.
Change how text is aligned in the text box.
Draws a line through text.
Change a list of information into a SmartArt diagram.
Draws a shadow underneath the text.
Aligns text to the left margin, the center of the
Adjusts space between each character. placeholder, or the right margin.
Aligns text to the left and right margins, equally spacing
Make a selected block of text all upper or lower out text.
case. Split a text area into two or more columns.
Change the color of the font.

Using Find and Replace Using the Format Painter

Find will search the entire presentation for an instance of a word or phrase. The Format Painter is found in the Clipboard
Replace (commonly called Find and Replace) will search, and then chunk of the Home ribbon. It allows you to
substitute any matching text with text you have specified. copy the formatting of a block of text rather
than copy the text itself. If you decide to make
a formatting change that has to be done on
several slides, there is no easier way!
Highlight the source text, click Format Painter,
and then highlight the target text. The
formatting will be applied. Double-clicking the
command will let you ‘paste’ the formatting over
and over until you click the command a final
time to stop.

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Microsoft®

PowerPoint
Quick Reference
Tutorial

Table Style Options Adding a Special Character

A table can be as simple or as complex and you want to make it. Use If you are adding a mathematical equation to a slideshow, you might want to use
the Table Tools ribbon to add or remove the following style options for special symbols to enhance your content. Click Insert  Symbol to add one.
the table, such as banded rows (easy to see when using a large table)

Performing Basic File Tasks The My Places Toolbar

When using the My Computer dialogue box (Open & Save As The My Computer dialogue box contains a listing of different computer locations
commands) you can perform basic file management tasks. Right-click on the left. Click any of these locations to be shown the contents of that folder:
files and folders to Cut, Copy, Rename, and Delete:
My Recent Documents will list all of the
files, presentations etc. that have been
worked on recently. My Recent
Documents will display folders, how many
files are in the folders, and the individual
files.

This icon allows you to access all of the

items on your desktop.

My Documents is the default Windows

location for all folders and files.

You can also click and drag files into folders using this view. Finally, My Computer gives you access to My
use the My Computer toolbar at the top of the dialogue box for Documents as well as all drives in your
navigation options: computer.

My Network Places will display all folders

shared by other computers. For example,
if you have a main server and have a
shared network, you can access files and
folders on the server via your workstation
computer with this shortcut.

Inserting a Simple Table Saving in Different File Formats

Use the Save As command  Save as type combo box to select a file type:
Insert  Table, and then
hover over the size of table
you want to insert. Click in
the lower-rightmost corner
of your desired table size.

© 2005 Velsoft Courseware Inc. All rights reserved. Velsoft Quick Reference Tutorial
Adding Animations Navigating your Presentation
You can add emphasis to a presentation by animating titles, text, PowerPoint provides you with four very faint commands in the lower-left hand corner
objects, etc. Anything on a slide except for a sound clip and slide of the presentation (when viewing in full screen). Hover your mouse over each icon
background can be animated. to use
Previous Slide Click this to move back one slide in the presentation.
The Custom Animation task pane lets you select an object to
animate from the slide and then choose an animation. You can Pen/Highlighter You can use a virtual marker to emphasize points about
animate objects so they appear on the slide, move in some way to your presentation. Click the command and then choose a
add emphasis, or move off the slide. You can also define a custom pen style/color. When you have completed your slide
animation path by drawing with your mouse directly on the slide: show, you have the option to save any markings you
made to the show.

Slide Show Menu Click this command to see options about your show
(also accessible by right-clicking any slide):

Next Slide Click to advance to the next slide. You can also
advance to the next slide by clicking on an empty area of
the slide, pressing the right or down arrows, or pressing
Enter.

Adding Movies and Sounds Creating SmartArt

You can add a sound file, play a movie clip, or play a CD audio track SmartArt is a special type of diagram designed to show a flow-through or hierarchical
when giving a presentation. Click Insert  Media Clip. You can also model. On the Insert ribbon, click the SmartArt command. Choose a category,
click the Media Clip icon in the text placeholder: choose a style and click OK to insert.

When you add a clip, you will be prompted if you want to play the clip
automatically or when clicked.

If you click Insert  Sound  Record Sound, use a microphone to

record your voice to use when narrating an automated presentation.

You can also insert SmartArt by clicking the icon in a content placeholder:
Sound and video clips contain similar options which let you loop the
clip, play full screen (movie), and adjust the show volume.

Setting Auto Recover Interval Working with Text Boxes

PowerPoint can automatically save your file on regular intervals. Text Box manipulation is easy –
Adjust this property in PowerPoint Options  Save first select the text box by clicking
its border. Now you can move,
resize, delete, rotate (green
handle) and customize the look.

© 2005 Velsoft Courseware Inc. All rights reserved. Velsoft Quick Reference Tutorial.
 Microsoft®

PowerPoint
200
Quick Reference Guide
7
PowerPoint Viewer 2007 Linking and Embedding Files
If you plan to take your presentation on the road to a computer PowerPoint lets you link (add content via a hyperlink connection to a file) or embed
that does not have PowerPoint installed, you can download (inserting a foreign file type) a file in your presentation. Linking means a smaller file
and use the PowerPoint Viewer. size, but if the presentation is moved you will have to re-establish links to make the
content work. Embedding means adding a foreign file type to your PowerPoint
1. Visit http://office.microsoft.com presentation. This method lets you take supplementary information with the
presentation, but at a cost of large file sizes.
2. Use the Search tool to find “PowerPoint Viewer”
3. Download and install the software on the To link, copy the source information and click Paste  Paste Special. When inserting
destination computer. an object, click Insert  Object. Both dialogue boxes look basically the same:
4. Open the program by clicking Start  All
Programs  Microsoft PowerPoint Viewer 2007.
5. Browse your computer for any PowerPoint files
and click Open to view them.
6. Proceed through the slide show by clicking,
pressing Enter, or using the right arrow on the
keyboard.
7. When the show is over, you will see the following

When linking, you can paste the information from the source file, such as text from a
Word document, or paste a link to the source file. When embedding, you can create a
new file type (and choose from a list, like above) or create from file. Creating from a file
Once you end the show, you will be prompted to
essentially means inserting a file directly into the presentation. If the PowerPoint file
open another file if you wish.
was 100KB, and a 500KB Excel spreadsheet was added, the PowerPoint file would
swell to 600KB to incorporate the Excel file completely.

PowerPoint 2007 Options Add a Photo Album to a Presentation

Open PowerPoint options by clicking Office Menu  PowerPoint allows you to add a photo album to a presentation that can be used to
PowerPoint Options. Choose a category from the list on the highlight a vacation, step-by-step visual instruction, or anywhere where structured
left, then modify the options in the main part of the window. visuals might be helpful. Click Insert  Photo Album to add content:

Popular The Popular options are those that you

will use the most when modifying
PowerPoint. Change the color
scheme, change your user name, show
the Developer Ribbon.
Proofing Modify the way that PowerPoint will
correct mistakes you have made and
adjust other formatting and
grammatical options. Click
AutoCorrect Options to modify these
options and more.
Save Choose the default file format for
PowerPoint, set the interval when
AutoRecover will save your work for
you, store files in a temporary filer until
you are ready to publish, and more.
Advanced Modify other misc. options with this tab.
Set display options like making the
ruler visible, adjust options to print your
file, adjust how your computer behaves
during a presentation, and more.
Customize Add and remove commands from the
Quick Access toolbar with this tab. After clicking Create, the content will be added to the current slide show. Each caption
and text box (if you chose to add them) will be positioned in the place you specified.
Add-Ins Manage any third-party software that is Each of the text boxes is a placeholder though, so you can customize each individually,
compatible with PowerPoint. delete some of them, and move them around.
Trust Center This tab contains information and
options relating to your personal Once you are happy with the layout and content if the slide show, you can take the
information and privacy when using presentation one step further by adding voice narration, automate the show, or package
Microsoft software and services. the presentation to a CD for distribution.
Resources This tab offers a portal to get updates
for PowerPoint, run a diagnostic check,
activate your copy of Office 2007, etc.

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Types of Master Pages Editing Masters
A master can be one of three things: a slide, a note, or a handout. A master To view a slide, note, or handout master, click View  Slide (Note/Handout)
is like an ‘internal’ template; that is all slides, notes, and handouts created in Master. This will open an editable template for the slide, note, or handout
the presentation will contain the same formatting as the respective master. master. An associated ribbon will appear for each master type. Each ribbon
contains similar commands:

Page Setup lets you orient and manage the master as a whole. You can add
and customize many slide masters, but only one note and handout master.
Placeholder options let you add/remove headers, footers, date/time, content,
etc if you wish.

The overall theme, as well as colors and fonts of a master can be modified
however you like. Select the placeholder or master element and make the
necessary changes. You can customize the background of any master to be
colored, or include a picture or gradient. The final button will close the view
of the master editing ribbon and return you to normal view.

Custom Slide Shows Voice Narration

Imagine you have created a presentation to give to two different department If you plan on creating an automated presentation for kiosk usage, adding
heads. Some of the information is the same for both executives, but some voice narration to a slide is a useful feature. Combined with properly set up
information only concerns one executive. You can create two custom slide timing and animations, you can create a very attractive show!
shows from the main show and use only certain slides in each presentation.
Click Slide Show  Record Narration
Click Slide Show  Custom Slide Show, click New, and choose the slides
to use from the main list. Name the presentation and save the slide outline.

You can adjust the microphone volume level and the sound quality from this
dialogue box. When you are happy with the settings, click OK. You will be
prompted if you want to start narration from the beginning of the show or the
current slide.

The slide show will begin, speak whatever narration you want to say for each
slide and then click, press Enter, or press the right arrow key to advance to
the next slide.

Repeat until you have finished the presentation, then press Escape. The
slide timings and narration files will be saved with the presentation (unless
Link is checked in the above diagram).

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 Microsoft®

PowerPoint
Quick Reference 200
Tutorial 7
SharePoint Site Requirements Creating a Macro
Click Developer  Macros. Give the macro a name (description optional) and
IE6.0 or later, SharePoint is built on Microsoft technology so click Create:
Internet IE browser will give the best support. A high-
connection speed Internet connection is strongly
recommended.

Login Info A user name and password will be provided to

you from your system administrator. Keep your
password in a safe place.

System Your computer must have Windows

Requirements 2000/XP/Vista installed, and at least 512
megabytes of memory (1 gigabyte for Vista).
The recommended amount of hard drive space
depends on how much data you intend to
transfer to and from the SharePoint site.

Smart Tags Basics of the Visual Basic Editor

A Smart Tag is a feature built into the Office family of program that is Open the PowerPoint file you want to use a macro with. Click Developer 
designed to recognize special types of data. Smart Tags can Macros, give the macro a name and click Create. The Visual Basic Editor will fill
recognize measurements, dates, financial symbols, and the names of in the basic code requirements.
people who are in your Outlook address book.
When you type different object identifiers, the editor will automatically suggest a
Enable Smart Tags by opening PowerPoint Options in Proofing  number of attributes that can be used at the present time:
Auto Correct Options  Smart Tags tab:

When you type a date like April 5, 2007, PowerPoint will add a dotted
line under the text as well as show the Smart Tag button. Click this
button for extra functionality:

Save the file and run the macro by clicking Run  Run Sub/UserForm. If you
made any grammatical or logical errors, the macro will run until it encounters the
problem. You can then use the tools in the Debug menu to work out the problem
in the code.

Consult the Microsoft Development Network for many VBA code examples.

Accessing a SharePoint Workspace The Developer Tab

All SharePoint sites that run on a SharePoint Server have the same In order to fully use macros in PowerPoint, you need to enable the Developer tab.
general address template. Do this by clicking Office Menu  PowerPoint Options  Popular tab. In the
Popular tab, check the Show Developer Tab checkbox.
http://sps.company.com will access the main page

http://sps.company.com:<port_num>/personal/<user>/<workspace>
will access your own page.

© 2005 Velsoft Courseware Inc. All rights reserved. Velsoft Quick Reference Tutorials
Publishing a Presentation Adding Macros to Quick AccessToolbar
PowerPoint has the ability to publish a presentation as an HTML file that You can add individual macros to the Quick Access Toolbar and run them with a
can be viewed in the Internet. When you have completed work on a single click. Open PowerPoint Options and click the Customize tab. Choose
presentation, click Office Menu  Save As. Make sure that the file type Macros from the list of commands to add to the toolbar and then add the macros:
is Web Page:

By default, the title of the Web Page will be the name of the file. You
can change the title by clicking Change Title (red arrow). The Publish
button will do the necessary conversions to the PowerPoint file and then
save it as an HTML file. The file can be viewed in most popular Web All macros will be displayed with the same icon as above. To avoid confusion
browsers, but will have the best functionality with Internet Explorer. over multiple macros, highlight a macro in the list and click the Modify button.
PowerPoint also creates a folder containing other supporting files. This You can choose from a wide range of other symbols to use for your macro:
folder must be in the same directory as the HTML file in order to
properly display your page.

Digital Signatures Restricting Permission to a Document

Just as you would sign off on a document, you can sign a digital When employing Information Rights Management (IRM, see note below), click
document with a signature that identifies you as you. Office Menu  Prepare  Restrict Permission and then select
Unrestricted/Restricted access or manage the credentials needed to view your
The signature acts like a ‘lie detector’ which will tell the truth as long as document:
the document is not altered after being signed. If the document is
altered in any way, the signature will remain, but will become invalid.
Checking for invalid signatures (which PowerPoint does automatically)
helps ensure the source of a document.

If you click Manage Credentials, you will see the Permission dialogue box
appear. Enter the names of people who have permission to your document.

What is a COM Add-In? What is Information Rights Management?

A COM Add-In is a third-party piece of software which is designed to Information Rights Management lets you control which users have access to
give extra functionality above and beyond what PowerPoint already what in your document. Permissions to read, write, and modify a document are
offers. controlled by a central server on your network. You can specify which users will
be able to do what with a document and register those users on the server. The
View current add-ins by clicking Office Menu  PowerPoint Options  users then have to enter their credentials to the server before being given
Add-Ins. read/write access.

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