Computer Training

PowerPoint 2007

Creating New Slides in Outline View

The newest version of PowerPoint contains four main views Normal view, Slide Sorter view, Notes Page view, and Slide Show View. In addition, a Presenter view has been added as a sub view of Slide Show view whereas a speaker can view notes hidden from the audience.

Normal view - the main editing view contains four working areas: (1) the left pane contains two tabs Slides and Outline, (2) to the right of that pane is the Slide pane, which displays the largest view of a slide, and (3) on the bottom is the Notes pane for adding presentation notes.

• The Slides tab displays a thumbnail view of all slides in your presentation. When working in this tab you can add, delete, or rearrange slides. Clicking on any thumbnail will make that selection the current slide for editing in Slide View.
• The Outline tab displays an outline of your presentation. You can also type, edit, and rearrange slides in this tab.
• The Notes pane provides an area to add notes for handouts or personal reference.

Note: Each of the views contain splitter panes that allow adjusting each pane's view.

How to:

1. To adjust the borders between panes place your cursor on any of the splitter bars. Splitter bars are dividers placed between the windows.
2. When the cursor changes to a two-headed arrow hold the left mouse button down and drag the splitter bar in the direction that you want changed.

Slide sorter view - reveals all slides as thumbnails making it easier to delete, sort, or preview slide transitions and animations.

Notes page view – Microsoft added another sub view known as the Notes Page view for users who would prefer to add their notes in a view resembling a full page. To access this view click on the tab "View" and then Notes Page in the Presentation Views group.

Slide Show view – clicking on the Slide Show button will run the presentation in full screen. To exit the presentation, press the "Esc key."

Presenter view – requires the use of two monitors allowing the speaker to run other programs and view speaker notes that the audience cannot see.

Important: Another new feature is the ability change view that PowerPoint opens. By default, PowerPoint opens in Normal view but if you prefer you can change the default setting to open in Slide Sorter view, Outline Only, Notes view, or a variation of Normal view.

How to:

1. Click on the Office button and choose Advanced. Under the menu Display, choose from the "Open all documents using this view list," and set one of the views listed as the default.
2. Click on OK to save the settings.

Custom Status Bar

Another new feature in 2007 is the ability to customize the status bar. The user is only required to right click on the bar and choose from the options provided to remove or add an option. Some of those options include a new zoom feature that allows the user to set viewing preference using a new slide tool or the zoom to fit feature.

Other Save Formats

In PowerPoint 2007, you can now save your presentation in XML format, which compresses file size for storage and helps in recovering corrupted data. Other formats include PDF and Microsoft's XPS format.

Portable Document Format (PDF) is a fixed-layout electronic file format that preserves document format and enables file sharing. When printed or viewed online the document retains the exact format that was intended.

XML Paper Specification (XPS) is another electronic file format, similar to PDF it was created by Microsoft.

Sorting Slides

Sorting slides refers to rearranging a slide’s placement in a presentation in either Normal View or Slide Sorter View.

How to:

1. To sort a slide in Normal View choose either the Outline or Slide tab. Depending on the tab selected, left click on the slide icon or the thumbnail that you want to move.
   1. Outline tab – When the mouse pointer changes to 4-way arrow hold the left mouse button down and drag the slide to the new position.
   2. Slides tab – Left-click and hold the mouse button down. As you move the slide, notice that the mouse pointer includes a small rectangle indicating a change in position.
2. Click on the button Slide Sorter View to change views.
   1. Hold the left mouse button down and drag the selected slide to the new location. Note that a vertical line is used as a position indicator for the active slide.

Where to Find It

As stated earlier the Ribbon consists of three basic components Tabs, Groups, and Commands that replace the familiar menus and toolbars used in earlier versions. This quick review will help familiarize the user with the Ribbon interface. Group Titles will be in SMALL CAPS and italicized.

Home
Groups Include:

• Clipboard - paste, cut, copy, format painter, and the clipboard task pane
• Slides – new slide, Slide Layout, Reset or Delete a Slide
• Font – font type, size, style, color, effects (strikethrough, shadow, case size), and character spacing
• Paragraph – bullets, numbering, multilevel lists, indention, text alignment, columns, text box alignment, convert to SmartArt graphic, tab adjustments, indents and spacing
• Drawing - shapes, arrange, quick styles, shape fill, shape outline, shape effects, and a Task Oriented Tab for additional formatting options
• Editing – find, replace, select

Insert
Goups Include:

• Tables – insert or draw table
• Illustrations – pictures, clipart, create a photo album, shapes, SmartArt, and charts
• Links – hyperlinks, action relating to a mouse over or click
• Text – text box, header & footer, WordArt, date & time, slide number, symbols, insert object
• Media Clips – movie and or sound files

Design
Groups Include:

• Page Setup– print and presentation preferences, slide orientation (portrait, landscape)
• Design – slide themes, colors, fonts, and effects
• Background – background styles, and the ability to hide background graphics

Animations
Groups Include:

• Preview-
• Animations – apply a custom animation to selected text or graphics
• Transition to this Slide – apply a transition to the selected slide, sound, transition speed setting, apply to all slides
• Advance Slide – on mouse click, automatically after set time period

Slide Show
Groups Include:

• Start Slide Show – from beginning, from current slide, custom slide show (ability to display only the slides you select or two or more presentations grouped together)
• Set Up – set up slide show, hide (exclude) a presentation slide, record narration, and rehearse timings
• Monitors - set display resolution, show presentation on, and use presenter view (requires two monitors)

Review
Groups Include:

• Proofing – spelling, research, thesaurus, translate, set presentation language
• Comments – add, edit, and delete a comment
• Project Presentation – does not apply to University users

View
Groups Include:

• Presentation Views – normal view, slide sorter view, notes page, run slide show, slide master, handout master, and notes master
• Show/Hide – ruler, gridlines, message bar ZOOM – zoom in, fit to window
• Color/Grayscale – view the presentation in color, grayscale or pure black and white
• Window – new window (opens presentation in new window), arrange windows (tile vertical/horizontal), cascade, move split (move a window's divider) switch windows
• Macros – view from a list of macros that you can create, edit or delete