Microsoft PowerPoint Version 2002 Step by Step

Microsoft PowerPoint Version 2002 Step by Step

by Perspection Inc.
     
 

Experience learning made easy—and quickly teach yourself how to create professional-quality presentations using Microsoft® PowerPoint® Version 2002. With STEP BY STEP, you can take just the lessons you need or work from cover to cover. Either way, you drive the instruction—building and practicing the skills you need, just when you need them!

Overview

Experience learning made easy—and quickly teach yourself how to create professional-quality presentations using Microsoft® PowerPoint® Version 2002. With STEP BY STEP, you can take just the lessons you need or work from cover to cover. Either way, you drive the instruction—building and practicing the skills you need, just when you need them!

  • Turn your ideas into powerful presentations using ready-made design templates and Smart Tags
  • Make your point with compelling charts, diagrams, graphics, and text you create or import in a snap
  • Add narration, animation, 3-D effects, and movies—and create self-running slide shows
  • E-mail your work-in-progress to colleagues for review and collaboration
  • Deliver your presentation anywhere from a meeting room to the Web
  • Prepare for the Microsoft Office User Specialist (MOS) exam

This book is approved courseware for the Microsoft Office Specialist Program.

Go to: http://www.microsoft.com/learning/mcp/​officespecialist/default.mspx

Editorial Reviews

Booknews
This book provides instruction on using PowerPoint Version 2002 to create presentations, taking advantage of design templates and Smart Tags. It covers the creation and use of charts, diagrams, text, narration, animation, movies, slide shows, and 3-D effects. The book is also intended as a study guide for the Microsoft Office User Specialist (MOUS) exam. An accompanying CD-ROM contains practice files for the exercises in the book. Annotation c. Book News, Inc., Portland, OR (booknews.com)

Product Details

ISBN-13:
9780735612976
Publisher:
Microsoft Press
Publication date:
06/28/2001
Series:
Step by Step Series
Edition description:
REV
Pages:
352
Product dimensions:
7.33(w) x 9.18(h) x 0.85(d)
Age Range:
13 Years

Read an Excerpt


  • Creating a Blank Presentation
  • Entering Text in an Outline
  • Inserting an Outline from Microsoft Word
  • Deleting and Rearranging Slides, Paragraphs, and Text
  • Formatting Text in an Outline
  • Sending an Outline or Notes to Word
  • Chapter Wrap-Up


Chapter 4 Outlining Your Ideas

After completing this chapter, you will be able to:

  • Create a blank presentation.
  • Enter text in an outline.
  • Insert an outline from Microsoft Word.
  • Delete and rearrange slides, paragraphs, and text.
  • Format text in an outline.
  • Send an outline or notes to Word.

Outlining your thoughts and ideas makes it easier to organize a presentation. In Microsoft PowerPoint, you can organize your thoughts and ideas in the Outline tab on the Outline/Slides pane to see the slide title text and paragraph text for each slide in the presentation. You can also edit and rearrange both title and paragraph text in the Outline tab, import outlines created in other programs into a PowerPoint outline, and export the results when you are done.

For example, now that The Garden Company has decided to offer gardening classes, the company needs trained teachers to lead the classes. The owner has decided to develop a teachers’ training presentation for new class teachers and will conduct the first teacher training class at the end of the month.

In this chapter, you’ll create a blank presentation for the teacher training class, enter text into the outline, insert additional information into the outline from a Microsoft Word document, delete and rearrange slides, paragraphs, and text, and then format text. When you finish changing the outline, you’ll export the outline into Word for later use and then save a presentation as an outline.

This chapter uses the practice files TextOutline, InsertOutline, Outline, ArrangeText, FormatText, and SendOutline that you installed from this book’s CD-ROM. For details about installing the practice files, see "Using the Book’s CD-ROM" at the beginning of this book.

Creating a Blank Presentation

If you are not sure how you want your presentation to look, you can start a new presentation from scratch. You can create a blank presentation when you first start PowerPoint or after you have already started PowerPoint. Either way, a blank presentation appears, ready for you to use.

In this exercise, you create a blank presentation and then save the presentation.

  1. Start PowerPoint, if necessary.
  2. On the View menu, click Task Pane, if necessary, to display the New Presentation task pane.
  3. In the New Presentation task pane, click Blank Presentation under New or click the New button on the Standard toolbar.
  4. PowerPoint displays a blank presentation with the default Title Slide layout, and the Slide Layout task pane appears, displaying various slide layouts.

    (Image Unavailable)

  5. On the title bar of the Slide Layout task pane, click the Close button to close the task pane.
  6. On the File menu, click Save As.
  7. The Save As dialog box appears.

  8. In the File name box, type BlankPres.
  9. Navigate to the SBS folder, double-click the PowerPoint folder, and then double-click the Outlining folder.
  10. Click Save.
  11. PowerPoint saves the presentation with the name BlankPres.

  12. Click the Close Window button in the presentation window.
  13. The BlankPres presentation closes.

Entering Text in an Outline

Working with text in the PowerPoint outline makes it easier to see all of the main points in your presentation all in one place. The presentation outline appears in the Outline tab on the Outline/Slides pane in Normal view. The Outline tab displays the title and bullet points for each slide. In the Outline tab, you can edit your presentation’s content, and you can move slides or bullet points around by increasing or decreasing text indents. When you increase the text indent, slide titles become bullet points, and bullet points become subpoints. When you decrease the text indent, bullet points become slide titles.

To make it easier to work with the main points in your outline, PowerPoint allows you to collapse and expand slide content to view entire slides or only slide titles. When you format text in the Outline tab, sometimes the text can be hard to read, so PowerPoint allows you to show or hide text formatting in the outline. The formatting information is not deleted or cleared; it is just turned off so that you can see the content more easily. When you print an outline, the outline will always appear with formatting on. When you work in the Outline tab, you can use the Outlining toolbar to perform many of these tasks.

The outline that you are working on might contain more text than you can see on the screen at one time. To view more of the text in an outline, you can reduce the view scale of the presentation window by using the Zoom button on the Standard toolbar or the Zoom command on the View menu. When you change the view scale, the view of the presentation increases or decreases in size, but the presentation itself does not change size.


TIP:
The standard view scales available in the Outline tab are 25%, 33%, 50%, 66%, 75%, and 100%. Other views use the following additional view scales: Fit, which means the view of the presentation is sized to fit your monitor; or 150%, 200%, 300%, and 400%, which are helpful for working on detailed items, such as graphics or objects. The Zoom command allows you to decrease the view size to see more of the presentation outline or increase the view size to see small text that is hard to read. If you need to set a nonstandard view scale, you can also enter any view scale in the Zoom box on the Standard toolbar.

In this exercise, you enter paragraph text in the outline, change a paragraph indent to complete a slide, change the view scale, and then collapse and expand the outline.

  1. On the Standard toolbar, click the Open button.
  2. The Open dialog box appears.

  3. Navigate to the SBS folder on your hard disk, double-click the PowerPoint folder, double-click the Outlining folder, and then double-click the TextOutline file.
  4. The TextOutline presentation opens, displaying Slide 1 in Normal view.

  5. In the Outline/Slides pane, click the Outline tab, if necessary, and then click to the right of Slide 1 to place the insertion point.
  6. The slide icon for Slide 1 is selected in the outline.

  7. On the View menu, point to Toolbars, and then click Outlining, if necessary, to display the Outlining toolbar.
  8. (Image Unavailable)

  9. Type Training the New and Experienced Gardener, and then press Enter.
  10. PowerPoint adds a new slide.


    TIP:
    If the Outline tab is not wide enough to display the outline text, you can drag the right edge of the pane to the right to expand the Outline/Slides pane. When you change the size of the Outline/Slides pane, the size of the Slide pane and Notes pane changes, too.

  11. On the Outlining toolbar, click the Demote button, or press the Tab key.
  12. The insertion point shifts to the right to start a new paragraph for the title text above it.

  13. Type The Garden Company, and then press Enter.
  14. A new paragraph appears without a bullet next to the subtitle text on the title slide.

    (Image Unavailable)

  15. Type Setting a Comfortable Class Atmosphere.
  16. On the Outlining toolbar, click the Promote button.
  17. The paragraph text shifts to the left to create title text for a new slide. A slide icon appears next to the text.

  18. Press Enter, and then type Name Tags.
  19. On the Outlining toolbar, click the Demote button.
  20. The title text shifts to the right to create paragraph text with a bullet for the title text above it.

  21. Press Enter, and then type Refreshments.
  22. Press Enter, and then type Seating Arrangement.
  23. On the Standard toolbar, click the Zoom down arrow, and then click 25%.
  24. The view scale for the Outline tab decreases from 33% to 25%.


    TIP:
    Your view scale might be different, depending on the size of your monitor.

  25. On the Standard toolbar, click in the Zoom box to select the current view scale percentage.
  26. Type 33, and then press Enter.
  27. The view scale changes to 33%.

  28. Click the blank area to the right of the Slide 2 title to place the insertion point in the title line.
  29. On the Outlining toolbar, click the Collapse button.
  30. Slide 2 collapses to show only the title. The rest of the outline remains fully expanded.

    (Image Unavailable)

  31. On the Outlining toolbar, click the Collapse All button.
  32. The view switches from titles and paragraphs to only titles.

  33. Click the blank area to the right of the Slide 1 title to place the insertion point in the title line.
  34. On the Outlining toolbar, click the Expand button.
  35. Slide 1 expands to include the paragraph text again.

  36. On the Outlining toolbar, click the Expand All button.
  37. The view switches to show all of the text in the outline.

  38. On the Outlining toolbar, click the Show Formatting button.
  39. The text in the Outline tab changes from plain to formatted text.

  40. On the Outlining toolbar, click the Show Formatting button.
  41. The text in the Outline tab changes from formatted to plain text.

  42. On the Standard toolbar, click the Save button to save the presentation.
  43. Click the Close Window button in the presentation window.
  44. The TextOutline presentation closes.

Inserting an Outline from Microsoft Word

If you already have text in other programs, such as Microsoft Word, you can insert the text into the Outline tab as titles and body text. PowerPoint allows you to insert text in several formats, including Microsoft Word (.doc) format, Rich Text Format (.rtf), and plain text (.txt). When you insert a Word or Rich Text Format document, PowerPoint creates an outline of slide titles and paragraphs based on heading styles in the document. When you insert text from a plain text document, paragraphs without tabs at the beginning become a slide title, while paragraphs with tabs at the beginning become paragraph text. You can also insert a Web document in HTML format into your presentation. When you insert the text in the HTML file, it appears within a text box on the slide.

In this exercise, you insert an outline developed in another program into a presentation.

  1. On the Standard toolbar, click the Open button.
  2. The Open dialog box appears.

  3. Navigate to the SBS folder on your hard disk, double-click the PowerPoint folder, double-click the Outlining folder, and then double-click the InsertOutline file.
  4. The InsertOutline presentation opens, displaying Slide 1 in Normal view.

  5. In the Outline tab under the title in Slide 2, click the blank area to the right of the indented text Seating Arrangement to place the insertion point.
  6. On the Insert menu, click Slides from Outline.
  7. The Insert Outline dialog box appears.

  8. Navigate to the SBS folder, double-click the PowerPoint folder, and then double-click the Outlining folder.
  9. In the list of file and folder names, click Outline.
  10. Click Insert.
  11. PowerPoint inserts the Word outline into the PowerPoint outline.


    TIP:
    If you receive a message telling you that you need to install a converter, insert the CD-ROM that you used to install PowerPoint, and then click OK to install it.

  12. In the Outline tab, click a blank area to deselect the text.
  13. (Image Unavailable)


    TIP:
    You can start a new presentation from a Word outline using the Open command. On the Standard toolbar, click the Open button, click the Files of type down arrow, click All Files, and then double-click the outline file that you want to use to start the presentation.

  14. On the Standard toolbar, click the Save button to save the presentation.
  15. Click the Close Window button in the presentation window.
  16. The InsertOutline presentation closes.

Deleting and Rearranging Slides, Paragraphs, and Text

In the Outline tab, you can select, edit, and rearrange slides, paragraphs, and text by using the Outlining toolbar buttons or by dragging the slides, paragraphs, or text. You can also create several new slides from one slide.

To edit or rearrange slides and paragraphs, you first select the text. To select a slide or paragraph, you click the corresponding slide icon or paragraph bullet. To select a word, you double-click the word. To select any portion of a title or paragraph, you can drag the I-beam pointer to highlight the text. In the Outline tab, you can also click the blank area at the end of a title or paragraph to select the entire line of text. This technique works especially well when selecting slide titles.

You can rearrange slides and paragraphs in the Outline tab by using the Move Up button and the Move Down button on the Outlining toolbar or by dragging selected slides and paragraphs to the desired location. You can also drag a paragraph so that it becomes part of another paragraph. To move selected words, you simply drag the selection to the new position.

In this exercise, you select and delete a slide and a paragraph, and then you rearrange slides, paragraphs, and words using different methods.

  1. On the Standard toolbar, click the Open button.
  2. The Open dialog box appears.

  3. Navigate to the SBS folder on your hard disk, double-click the PowerPoint folder, double-click the Outlining folder, and then double-click the ArrangeText file.
  4. The ArrangeText presentation opens, displaying Slide 1 in Normal view.

  5. In the Outline tab, scroll down to Slide 4, position the I-beam pointer (which changes to the four-headed arrow) over the icon for Slide 4, and then click the icon to select the slide.
  6. The entire slide, including all text and graphic objects (even those that are not visible in the Outline tab), is selected.

  7. Press the Del key.
  8. PowerPoint deletes Slide 4 and renumbers the other slides.


    TIP:
    You can also delete the currently selected or displayed slide in any view by clicking Delete Slide on the Edit menu or by selecting its title text and deleting it.

  9. In the Outline tab, scroll to the top of the outline.
  10. Position the I-beam pointer (which changes to the four-headed arrow) over the bullet next to the paragraph titled Set an atmosphere in Slide 3, and then click the bullet.
  11. PowerPoint selects the paragraph, including all related indented paragraphs. After you select a paragraph or any text in Outline view, you can delete it at any time. Slide 3 contains information that was already covered in Slide 2, so you delete the repetitive information.

  12. Press Del.
  13. PowerPoint deletes the paragraph.

  14. Click the bullet next to the paragraph titled Research your topic in Slide 3 to select the paragraph.
  15. Hold down the Shift key, and then click the bullet for the paragraph titled Walk through your project. The bulleted text in between is also selected.
  16. (Image Unavailable)


    TIP:
    You can also select multiple paragraphs by dragging the mouse. Click the I-beam pointer where you want the selection to begin, and then drag the I-beam pointer down to where you want the selection to end. PowerPoint selects everything between the first click and the ending point of the drag action.

  17. Position the I-beam pointer in the middle of the word Locate in the last paragraph in Slide 3.
  18. Drag the I-beam pointer to the right, through the text Locate supplies needed at the Garden Company, to select all of the text that follows in the line.
  19. When the Automatic Word Selection feature is turned on, PowerPoint selects the entire word even though you started the selection in the middle.


    TIP:
    You can turn off the Automatic Word Selection command by clicking Options on the Tools menu, clicking the Edit tab, and then clearing the When selecting, automatically select entire word check box.

  20. In Slide 3, double-click the word needed, and then drag it to the left of the word supplies on the same line.
  21. As you drag, a gray indicator line shows where PowerPoint will place the text. When you release the mouse button, the word needed moves to its new position.

  22. In the Outline tab, scroll down so that Slide 5 is the top slide in the pane.
  23. Position the four-headed arrow over the slide icon for Slide 5, Providing Key Information on a Handout.
  24. Drag the slide icon down between Slides 6 and 7.
  25. As you drag, the pointer changes to the vertical two- headed arrow, and a vertical placement line appears, showing you where you can place the slide.

    (Image Unavailable)

    After you release the mouse button, PowerPoint reorders and renumbers the slides.

  26. Click the bullet to the left of the paragraph Project Preparation in Slide 6 to select the text.
  27. On the Outlining toolbar, click the Move Up button three times.
  28. The paragraph Project Preparation becomes the first bulleted item.

  29. Scroll to the top of the outline, and then in Slide 3, position the four-headed arrow over the bullet next to the text Know your classroom resources.
  30. Drag the text line horizontally to the left one level.
  31. (Image Unavailable)

    As you drag, the pointer changes to the horizontal two- headed arrow again, and a vertical line indicates at what level PowerPoint will place the text. The text line moves one indent level to the left.

  32. Drag the bulleted text Walk through your project horizontally to the left one level, and then click the Move Down button on the Outlining toolbar.
  33. Click the bullet next to the text Make the classroom work for you, and then press Del to delete the bullet point.
  34. On the Standard toolbar, click the Save button to save the presentation.
  35. Click the Close Window button in the presentation window.
  36. The ArrangeText presentation closes.

Formatting Text in an Outline

After you finish entering and moving text in an outline, you can change the look of the text by applying character formatting, such as font type, size, and style. To format text, you first select it and then apply the specific formatting that you want, using the commands on the Formatting toolbar. The Formatting toolbar includes commands to change the font type and size and to apply the bold, italic, and underline styles.

In this exercise, you change the style, font, size, and color of text in an outline.

  1. On the Standard toolbar, click the Open button.
  2. The Open dialog box appears.

  3. Navigate to the SBS folder on your hard disk, double-click the PowerPoint folder, double-click the Outlining folder, and then double-click the FormatText file.
  4. The FormatText presentation opens, displaying Slide 1 in Normal view.

  5. In the Outline tab, scroll to the top of the outline, if necessary.
  6. Double-click the blank area to the right of the word Gardener in the title of Slide 1.
  7. The title text is selected.

  8. On the Formatting toolbar, click the Bold button.
  9. PowerPoint changes the style of the selected text to bold.

  10. On the Drawing toolbar, click the Font Color down arrow, and then click the Bright Green color box on the far right side of the menu.
  11. Select the text The Garden Company in Slide 1.
  12. On the Formatting toolbar, click the Italic button.
  13. PowerPoint changes the style of the selected text to italic.

  14. With the subtitle text still selected, on the Formatting toolbar, click the Font Size down arrow, and then click 36.
  15. The subtitle font changes from 32 points to 36 points.

  16. In the Outline tab, double-click the blank area to the right of the slide title Training the New and Experienced Gardener.
  17. The entire line is selected.

  18. On the Formatting toolbar, click the Increase Font Size button.
  19. The slide title font changes from 44 points to 48 points.

  20. On the Formatting toolbar, click the Font down arrow, scroll down the font list, and then click Times New Roman.
  21. The selected text changes from Arial to Times New Roman.

  22. Select the text The Garden Company in Slide 1, click the Font down arrow again on the Formatting toolbar, and then click Times New Roman.
  23. The Times New Roman font is now at the top of the font list, and is applied to the subtitle.

    (Image Unavailable)


    TIP:
    PowerPoint places recently used fonts at the top of the font list, separated from the rest of the list by a double line, so you don’t have to scroll down the list of fonts to find your favorites.

  24. In the Outline tab, click a blank area to deselect the text in the outline.
  25. PowerPoint deselects the slide text.

  26. On the Standard toolbar, click the Save button to save the presentation.
  27. Click the Close Window button in the presentation window.
  28. The FormatText presentation closes.

Sending an Outline or Notes to Word

PowerPoint allows you to reuse your presentation content in a Word document. As long as Word is installed on your computer, you can export a presentation outline or speaker notes directly from PowerPoint into a report in Word with the Send To Microsoft Word feature. PowerPoint launches Word and sends or copies the outline or notes pages in the presentation to a blank Word document. When you need the text portion of a presentation for use in another program, you can save the presentation text in a format called Rich Text Format (RTF). Saving an outline in RTF allows you to save any formatting that you made to the presentation text in a common file format that you can open in other programs. There are many programs, such as Word for Macintosh or older versions of PowerPoint, that can import outlines saved in RTF format.

In this exercise, you send the presentation outline to Word and then save a presentation as an outline.

  1. On the Standard toolbar, click the Open button.
  2. The Open dialog box appears.

  3. Navigate to the SBS folder on your hard disk, double-click the PowerPoint folder, double-click the Outlining folder, and then double-click the SendOutline file.
  4. The SendOutline presentation opens, displaying Slide 1 in Normal view.

  5. On the File menu, point to Send To, and then click Microsoft Word.
  6. The Send To Microsoft Word dialog box appears with five page layout options and two pasting options.


    IMPORTANT:
    The page layout options determine the type of information that you want to send to Word. The pasting options determine how you want to send the information.

  7. Click the Outline only option, and then click OK.
  8. PowerPoint launches Word and inserts the presentation slides with the title text and main text format into a blank Word document.

    (Image Unavailable)

  9. On the File menu in the Word window, click Save As.
  10. The Save As dialog box appears.

  11. In the File name box, type PPTOutline.
  12. Navigate to the SBS folder, double-click the PowerPoint folder, and then double-click the Outlining folder.
  13. Click Save.
  14. Word saves the presentation slide text in a document called PPTOutline in the Outlining folder.

  15. On the File menu in the Word window, click Exit.
  16. Word closes, and PowerPoint appears.

  17. On the File menu, click Save As.
  18. The Save As dialog box appears.

  19. In the File name box, type RTFOutline.
  20. Click the Save as type down arrow, and then click Outline/ RTF.
  21. Navigate to the SBS folder, double-click the PowerPoint folder, and then double-click the Outlining folder.
  22. Click Save.
  23. PowerPoint saves the presentation slide text in RTF format in a document called Outline RTF in the Outlining folder.

  24. On the Standard toolbar, click the Save button to save the presentation.
  25. Click the Close Window button in the presentation window.
  26. The SendOutline presentation closes.

Chapter Wrap-Up

To finish the chapter:

  • On the File menu, click Exit, or click the Close button in the PowerPoint window.
  • PowerPoint closes.

Meet the Author

Perspection, Inc. is a technology training company committed to providing information to help people communicate, make decisions, and solve problems.

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