Introduction to

PowerPoint 2007 Training

®

[SNGPL] Rafaqat Ali

Cell # 0333-4213235
Course contents
• Overview: A hands-on introduction

• Lesson 1: Get your bearings—what’s changed

and why
• Lesson 2: Get to work in PowerPoint

• Lesson 3: A new file format

The first two lessons include a list of suggested tasks, and

all include a set of test questions.

Get up to speed
Course goals
• Gain an understanding of how the new user interface
works, and learn to use it with confidence.
• Find out how to do the things you typically do to create and
prepare a presentation.
• Learn to use the new file format in PowerPoint in the way
that’s best for you.

Get up to speed
 Lesson 1

Get your bearings—what’s

changed and why
Get your bearings—what’s changed and why
The most noticeable
change in PowerPoint
2007 is at the top of
the window.

Instead of menus and

toolbars, there’s a tall
band across the
screen.

This band is called the Ribbon, and it contains many,

very visual commands arranged into groups.
The Ribbon is now your control center for creating a
presentation.

Get up to speed
The Ribbon
Why revamp the old
command system?

Because the new

system better
supports how you
work in PowerPoint.

Animation: Right-click, and click Play.

Research shows that people favor certain commands

and tend to use them over and over. So now those
commands are the most prominent and visible—you
don’t have to hunt for them on menus or toolbars that
aren’t displayed.

Get up to speed
The Ribbon
Why revamp the old
command system?

Because the new

system better
supports how you
work in PowerPoint.

Research shows that people favor certain commands

and tend to use them over and over.
So now those commands are the most prominent and
visible—you don’t have to hunt for them on menus or
toolbars that aren’t displayed.

Get up to speed
The tabs: Devoted to the main tasks
The Ribbon is made
up of several tabs—
the Home tab and
others.

Animation: Right-click, and click Play.

Other tabs include Insert, Design, Animations, Slide

Show, Review, and View.
The animation introduces them.

Get up to speed
The tabs: Devoted to the main tasks
The Ribbon is made
up of several tabs—
the Home tab and
others.

Other tabs include Insert, Design, Animations, Slide

Show, Review, and View.
The picture shows you the contents of three of them:
Insert, Design, and Animations.

Get up to speed
Display the galleries
PowerPoint often
offers many choices
for something, such as
styles for a shape, or
types of WordArt or
animation effects.

For example, say you wanted to add transition effects to

a slide. In that case:
1 A few types of transition effects show on the Ribbon.

2 To see the full gallery of choices, click the More arrow.

Get up to speed
Display the galleries
PowerPoint often
offers many choices
for something, such as
styles for a shape, or
types of WordArt or
animation effects.

For example, say you wanted to add transition effects to

a slide. In that case:
3 Point to any effect in the gallery to see it previewed on
the slide. Then click to apply it.

Get up to speed
Use advanced options
Clearly, there are
more commands and
options than will fit into
a group.

Only the most

commonly used
commands show up.

When you don’t see an option that you want in a group,

such as the Font group shown here:
1 Click the diagonal arrow, called the Dialog Box
Launcher, that appears in the lower corner.
2 A dialog box opens with more options to choose from.

Get up to speed
Use advanced options
The arrow appears in
the group when you’re
doing work on the
slide that might call for
commands in that
group.

For instance, when you click within a text placeholder on

the slide, the arrow appears in every group of the Home
tab that has commands related to working with text.

Tip: You can gain screen real estate by

temporarily hiding Ribbon commands. Just
double-click the name of the displayed tab.

Get up to speed
The Quick Access Toolbar
As you work on a
presentation, you take
some actions that are
[Author: .swf gets inserted here; delete this general or repetitive
placeholder before inserting .swf file.] and that don’t have to
do with a particular
phase of the process.

Animation: Right-click, and click Play.

For such things, use the Quick Access Toolbar. It’s the
small group of buttons on the left, above the Ribbon. It
contains commands for general actions such as Save,
Undo, and Repeat or Redo.

Get up to speed
The Quick Access Toolbar
As you work on a
presentation, you take
some actions that are
general or repetitive
and that don’t have to
do with a particular
phase of the process.

For such things, use the Quick Access Toolbar. It’s the
small group of buttons on the left, above the Ribbon.
It contains commands for these types of general
actions, such as Save, Undo, and Repeat or Redo.

Get up to speed
Changing views
You need to change
your view often in
PowerPoint, and
you’ve always done it
easily by using
buttons.

That hasn’t changed.

The buttons for Normal, Slide Sorter, and Slide Show

views are still there.
But now they’re part of a new toolbar that includes a
zoom slider and a button that refits the slide to the
window after you’ve zoomed in or out.

Get up to speed
Changing views
You need to change
your view often in
PowerPoint, and
you’ve always done it
easily by using
buttons.

That hasn’t changed.

The picture shows the changes:

1 View buttons are the same but have moved from the
lower left of the window to the lower right.
2 You drag the zoom slider to enlarge or shrink your view
of the slide. Or click the minus (-) and plus (+) buttons.

Get up to speed
Changing views
You need to change
your view often in
PowerPoint, and
you’ve always done it
easily by using
buttons.

That hasn’t changed.

The picture shows the changes:

3 Click this button to refit the slide to the window after

zooming.

Get up to speed
Keyboard shortcuts
If you rely on the
keyboard more than
the mouse when you
work in PowerPoint,
you’ll want to know
that the Ribbon design
comes with new
shortcuts that have a
new name: Key Tips.

This brings two big advantages:

• Now there are shortcuts for every single button, which
wasn’t the case for menu commands in earlier
versions.
• Shortcuts often require pressing fewer keys.

Get up to speed
Keyboard shortcuts
If you rely on the
keyboard more than
the mouse when you
work in PowerPoint,
you’ll want to know
that the Ribbon design
comes with new
shortcuts that have a
new name: Key Tips.

Here’s how you use the new keyboard shortcuts:

1 Start by pressing ALT.

2 Key Tips appear in little white squares on various parts
of the Ribbon. Press one of the keys to get to more
commands and buttons.

Get up to speed
Keyboard shortcuts
If you rely on the
keyboard more than
the mouse when you
work in PowerPoint,
you’ll want to know
that the Ribbon design
comes with new
shortcuts that have a
new name: Key Tips.

Here’s how you use the new keyboard shortcuts:

3 Press one of the Key Tips in a group to complete the

sequence.

Get up to speed
Keyboard shortcuts
What about the old keyboard shortcuts?
• Keyboard shortcuts of old that begin with CTRL are still intact, and
you can use them as you always have.
– For example, the shortcut CTRL+C still copies something to
the clipboard, and the shortcut CTRL+V still pastes something
from the clipboard.
• The old ALT+ shortcuts that accessed menus and commands are
also intact. However, you need to know the full key sequence to
use this kind of shortcut.

Get up to speed
Suggestions for practice
1. Type and format text, and fix a list.

2. Add a slide.

3. See more options and tabs.

4. Customize the Quick Access Toolbar.

5. Switch views and zoom.

6. Hide the Ribbon.

7. Bonus exercise: Add headers and footers.

Practice (requires PowerPoint 2007)

Get up to speed
 Lesson 2

Get to work in PowerPoint

Get to work in PowerPoint
Ready to get to work?

Here’s a primer for

doing what you’re
used to doing when
you create a
presentation.

You’ll find out how to start a new presentation in

PowerPoint 2007 and how to give your slides a
background and set of colors.
You’ll also learn how to use the Ribbon tabs and tools
to insert elements into the slides, style them as you
want, and then set up the show and get ready to print.

Get up to speed
Start a new presentation
New presentations
begin with the
Microsoft Office
Button, located at the
upper left of the
window.

Here’s how to start.

1 Click the Microsoft Office Button .

2 Click New on the menu that opens.
3 Choose an option in the New Presentation window. You
can start with a blank slide or base the presentation on a
template or existing presentation.

Get up to speed
Choose a theme
A theme supplies the
look and feel of the
presentation design.

Choose a theme for

the presentation right
at the start, so you
can see how all your
content will look.

The Design tab is the place to go for themes.

A gallery appears there under Themes. Each theme has
a name, which shows in the ScreenTip.

Get up to speed
Choose a theme
You can see a preview
of how your theme will
look, before you apply
it.

Seeing the effect

before you apply it
saves you the step of
undoing it if you don’t
like it.

1 Rest the pointer over a theme thumbnail (the one shown

is called Flow).
2 The temporary preview appears on the slide.
You can click the More arrow to the right of the Themes
3
group to get more choices and information.

Get up to speed
Tailor the theme
The theme you
choose is a complete
design.

But where’s the fun if

you can’t do some
tweaking?

The Design tab has other galleries in case you want to

modify the theme.
Each provides a preview on the slide as you rest the
mouse pointer over gallery choices.

Get up to speed
Tailor the theme
Here’s how to tweak
the theme.

1 Use the Colors, Fonts, and Effects galleries, all on the

Design tab.
2 Look at other Background Styles. The choices use the
theme colors.

Get up to speed
Tailor the theme
Here’s how to tweak
the theme.

3 Point to a thumbnail to get a preview of the alternative

background.
4 To apply your own background, such as a photograph,
click Format Background.

Get up to speed
Add slides, pick layouts
When you insert a
slide, you can insert
one that automatically
applies a layout.

You can also choose a

layout before you
insert the slide.

To choose a layout before you insert a slide:

1 On the Home tab, click New Slide (below the slide icon).
This displays the layout choices.
2 Click a layout to insert a slide with that layout.

Get up to speed
Add slides, pick layouts
PowerPoint 2007
layouts are more
robust than before.

Several of them
include “content”
placeholders, which
you can use for either
text or graphics.

An example is the Title and Content layout. In the

middle of its one placeholder is this set of icons:

Get up to speed
Add slides, pick layouts
PowerPoint 2007
layouts are more
robust than before.

Several of them
include “content”
placeholders, which
you can use for either
text or graphics.

Click any of the icons to insert that type of content—a

table, chart, SmartArt™ graphic, picture from a file, piece
of clip art, or video file.

Get up to speed
Insert a picture
Time to insert a
picture—a photo or
piece of clip art, for
example.

You can do so right

from the slide, from
within a content
placeholder.

1 To insert a picture of your own, click the Insert Picture

from File icon.
2 To insert a piece of clip art, click the Clip Art icon.
The picture will be positioned within the placeholder
3
border.

Get up to speed
Insert a picture
Time to insert a
picture—a photo or
piece of clip art, for
example.

You can do so right

from the slide, from
within a content
placeholder.

4 After your picture is inserted, you may want to resize it or

give it special effects. First, select the picture on the
slide.
5 Picture Tools appear on the Ribbon. Click the Format
tab, and use the buttons and options there to work with
the picture.

Get up to speed
Insert a picture
Inserting a picture
from the slide itself is
handy.

It’s an especially good method if you have more than

one placeholder on the slide because when you insert by
using the slide icons, the picture goes within the
placeholder that contains the icon.

Get up to speed
Insert a picture
Finally, don’t forget the
Insert tab.

You can use the Insert tab to insert a picture, too—as

well as many other slide elements.
The only difference in using this method is that
sometimes PowerPoint has to guess which placeholder
you want the picture to go in.

Get up to speed
Insert a text box caption
For your picture’s
caption, insert a text
box.

You’ll find this on the

Insert tab.

When you insert the text box, Drawing Tools appear.

1 Click the Format tab.

2 Display the shapes gallery and point to any style.
A preview of the style appears on the slide, applied to
3
the text box.

Get up to speed
Insert an org chart
As you saw earlier,
you can insert a
picture and other
graphics by using
icons in the Title and
Content layout.

These include an icon for SmartArt graphics. SmartArt

graphics offer org chart layouts as well as all other
layouts for diagrams in PowerPoint 2007.

Get up to speed
Insert an org chart
As you saw earlier,
you can insert a
picture and other
graphics by using
icons in the Title and
Content layout.

When you click the SmartArt graphic icon…

…you get a full gallery of the graphical layouts available.

Get up to speed
Insert an org chart
The picture shows
some handy features
of working with a new
org chart.

1 When you insert the org chart, it adopts the colors of the
applied theme.
2 A Text pane appears next to the chart where you can
type text.
Text you type in the Text pane maps to chart shapes and
3
appears in the chart as you type.

Get up to speed
Insert an org chart
The picture shows
some handy features
of working with a new
org chart.

1 When you insert the org chart, it adopts the colors of the
applied theme.
2 A Text pane appears next to the chart where you can
type text.
Text you type in the Text pane maps to chart shapes and
3
appears in the chart as you type.

Get up to speed
Insert an org chart
Also, now you can work in the other direction: convert an existing bulleted
list on a slide into a graphic.

Just use the Convert to SmartArt button on the Home tab.

Look for SmartArt on the Insert tab if you prefer to insert your diagram
that way.

Get up to speed
Apply a simple animation
To apply a simple
animation to your org
chart, go to the
Animations tab.

1 With the chart selected, click the arrow next to the

Animate box to get the list of effects.
2 Select an option for making the org chart pieces appear
on the slide.
As you point to an option, PowerPoint shows you a
3
preview of the animation effect.

Get up to speed
Set up the show, check spelling, review
Time to put the final
touches on your slide
show.

The commands for the

finishing tasks are on
the Slide Show and
Review tabs.

Narration, setup, and more: Use the Slide Show tab to

create narration and run through the show.
Spelling, research, and comments: On the Review
tab, run spelling checks, use the Research service and
thesaurus, and use comments to review the
presentation.

Get up to speed
Set up the show, check spelling, review
How do you check
your spelling?

The same way you

always have.

1 On the Review tab, click Spelling.

2 Select from the options you’re used to.

Get up to speed
Print, distribute, and set program options
Now it’s time to set
options for previewing,
printing, and
distributing your
presentation.

Start by clicking the

Microsoft Office
Button.

Then:

1 Point to Print to open Print Preview.

2 Click PowerPoint Options to change program-wide
settings such as your default view or whether to turn
spelling checker on or off.

Get up to speed
Suggestions for practice
1. Choose a theme and then customize it.

2. Insert a picture.

3. Insert a text box.

4. Position the text and align slide elements.

5. Turn off some “automatic” features.

6. Create and then animate an org chart.

7. Tie up loose ends.

Practice (requires PowerPoint 2007)

Get up to speed