Learnerguide

Microsoft PowerPoint
2007 1
USE A GRAPHICAL USER INTERFACE (GUI) BASED PRESENTATION
APPLICATION TO PREPARE
USE A GRAPHICAL AND PRODUCE
USER INTERFACE (GUI) A PRESENTATION
BASED ACCORDING
PRESENTATION
APPLICATION TO PREPARE ANDTO A GIVEN A
PRODUCE BRIEF
PRESENTATION ACCORDING
TO
US A GIVENNQF
117923; BRIEF
LEVEL: 2
US 117923;CREDITS:
NQF LEVEL:
5 2
CREDITS: 5
LEARNER GUIDE
Name
Contact Address
Telephone (H)
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Cellular
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SAQA UNIT STANDARD ALIGNMENT
SPECIFIC OUTCOMES (SO) ASSESSMENT CRITERIA (AC) LEVEL CREDITS
UNIT STANDARD 117923 :
Use a Graphical User Interface (GUI)-based presentation

application to prepare and produce a presentation
according to a given brief
SPECIFIC OUTCOME 1 ASSESSMENT CRITERION 1 Level 2 5 Credits
Prepare and produce a presentation according to a specified A presentation is prepared to meet the requirements
brief. of a supplied brief.
OUTCOME RANGE
The brief should identify the topics, purpose, time limits and ASSESSMENT CRITERION 2
target audience of the presentation. The prepared presentation shows the topic, purpose,
for target audience of the given brief.
ASSESSMENT CRITERION 3
The presentation incorporates information consistent
with the topic, purpose and target audience of the
given brief.
The presentation is prepared in line with the time
limits set in the brief.
SPECIFIC OUTCOME 2 ASSESSMENT CRITERION 1
Adjust settings to customise the view and preferences of the View is increased and decreased, according to given
presentation application. specifications.
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ASSESSMENT CRITERION RANGE
Zoom feature or equivalent is used for the view.
The view mode is changed.
Toolbar menus are switched off and on, to improve
the working view of the application.
The slide format of a presentation is changed,
according to given specifications.
Size of slide, slide orientation.
Work with multiple presentations. A number of existing presentations are opened.
Minimum 2 presentations.
Control is switched between the open presentations.
Text is manipulated between active presentations.
Minimum of 2 active presentations; type of
manipulation: move, copy.
Format a presentation according to given specifications. Methods of automatically formatting a presentation
are explained.
Methods of formatting include:

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 Presentation design templates, slide layout.
A presentation is created using a presentation design
template.
Use special presentation effects. Tabs are set, reset and removed.
OUTCOME RANGE Tabs: left tab, right tab, centre tab, decimal align tab;
Tabs, Image, Bullets, Numbering, Borders, Fill. at least 2 methods of setting tabs are demonstrated.
An image is added to a presentation slide.
Bullets are applied to text and removed from text.
Automatic while entering, to existing text.
Bullet formats are changed, according to given
specifications, to enhance the presentation.
Bullet formatting include: Bullet character, bullet
position, text position.
Numbering is applied to text and removed from text.
Automatic while entering and/or to existing text; at
least one of: single level numbering, multi-level
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numbering to at least three levels.
Apply special formatting to a presentation, according to A footer is added to and removed from a
given specifications, to enhance the presentation. presentation.
OUTCOME RANGE
Headers, footers, date, time, slide numbers. ASSESSMENT CRITERION 2
The current date and time is added to a presentation.
Specific slides, entire presentation.
Page numbers are added to a presentation.
Notes are added as an aid to the presentation.
Customise a presentation for a specified purpose. Slides are sorted into an order appropriate for the
specified purpose.
Slides are hidden so that they will not be part of a
presentation.
The presentation is presented for the specified
purpose.
The presentation is navigated from within the slide
presentation.

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Table of Contents
Lesson 1 – Preparing a presentation.............................................................................................10
1. Know Your Audience................................................................................................................10
2. Defining messages...................................................................................................................10
3. Slide Outline..............................................................................................................................12
Creating the Presentations..........................................................................................................12
Lesson 2 - Setting Up Your PowerPoint Environment.....................................................................14
Quick Access Toolbar and Ribbon.........................................................................................15
The Microsoft Office Button Menu..........................................................................................17
Activity 1.........................................................................................................................................20
Lesson 3 - Presentation Basics......................................................................................................21
Slide Basics...............................................................................................................................23
Slide Basics (cont.)...................................................................................................................24
Working with Slides..................................................................................................................26
Saving Your Presentation........................................................................................................29
Activity 2.........................................................................................................................................31
Lesson 4 – Adjust settings to customise the view..........................................................................32
Quickly zoom in or out of a document, presentation, or worksheet.......................................32
Choose a particular zoom setting...............................................................................................32
A. choose a zoom setting in Microsoft office word...............................................................32
C. Choose a zoom setting in microsoft office excel..............................................................33
D. Save a zoom setting in word..............................................................................................33
F. Save a zoom setting in powerpoint or excel.....................................................................34
Change Views in PowerPoint 2007........................................................................................35
Display and Hide PowerPoint Toolbars.....................................................................................35
Moving and Changing the Toolbars...........................................................................................37
Lesson 5 – Working with multiple presentations...........................................................................41

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Copy Slides in PowerPoint 2007.............................................................................................41
Lesson 6 – Format a presentation.................................................................................................43
Text boxes.................................................................................................................................47
Moving Text...............................................................................................................................48
Activity 3.........................................................................................................................................49
Accessing the Slide Master.........................................................................................................50
Making Global Changes...............................................................................................................50
Making Changes to Layouts........................................................................................................52
Saving Your Theme......................................................................................................................52
Using Your Layouts......................................................................................................................53
Lesson 7 – Special effects in PowerPoint.......................................................................................54
Bulleted Lists.............................................................................................................................56
Numbered Lists.........................................................................................................................61
Activity............................................................................................................................................65
Inserting Pictures......................................................................................................................66
Resizing and Moving Pictures.................................................................................................68
Modifying Pictures.....................................................................................................................70
a) Add slide or page numbers.....................................................................................................76
b) Add the date and time..............................................................................................................77
Move to the slide to which you want to add notes....................................................................78
Notes pane border........................................................................................................................78
Add Notes......................................................................................................................................78
Enter your notes............................................................................................................................78
Press Enter to create new paragraphs......................................................................................78
Lesson 8 – Customising a presentation..........................................................................................79
Hiding slides..............................................................................................................................80

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Lesson 1 – Preparing a presentation
Preparing for presentations isn’t easy. Even team meetings with your colleagues can be
stressful and challenging. Few of us are true extroverts, and even fewer of us are
comfortable with public speaking.
In order to help you create the best content possible, we are going to step through the
creation of a group of presentations being created by a non-profit organization to arrange
support for a new project to have teens provide yard services to the homebound.
1. Know Your Audience
One key to good content, is knowing your audience. In our example, you would not present
the same information to the group of teen aged volunteers who will be doing the yard
services as you would to the companies around town that you wish to have help fund the
project. So, before you create your presentation, you would do an audience analysis.
One way to do your audience analysis is to make a list of all the groups involved in the
project that you will need to present information to. In our case, that list would include the
two groups you have listed above:
o The companies you are planning to approach for funds

o The teens that will be doing the yard services
In addition, you would probably be presenting information to these other audiences:
o The companies you will to approach for direct donations

o The adults who will be supervising the teens
o The homebound people who will be signing up for the services
This is not probably a complete list, but is enough to get us started. From here, we
move to deciding what each of these groups would need to know. In other words, you
need to define your messages.
2. Defining messages
The messages for your presentation are a high level gloss of the content you wish to
convey. Different audiences may have similar messages, but some groups may need
to have differing detail levels on the messages. In this stage, you should make
yourself a two column chart. The left column is the audiences you have defined. The

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right column is the messages this audience needs to hear. Our sample chart would
look like this:
Audience Messages
o Main goal and overview

Companies providing funds
o Advantages of program
o Amount of funding needed
o Why they should fund
o Main goal and overview

Companies providing direct
donations o Advantages of program
o Equipment you need donated
o Main goal
Teens to do work
o Why program is needed
o Expected program goals
o Amount of commitment expected
o How they will be assigned
o Supervision
o Main goal
Homebound to use services
o How they were chosen for program
o What will be done
o Timeline for completion
o Who will be doing work
o Main goal
Adult supervisors
o Why program is needed
o Why they are needed
o What will be expected of the teens
o Amount of commitment expected

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o Details on supervisory tasks
o Additional training that will be

provided
As this list is developed, you will find (as we did above) that some of the information
goes to all audiences. You also can see that some information is developed for one
audience, but you may want to refer to it for another. An example of this is the
expectations of the teens. This information needs to be stated explicitly for the teens,
but also will be needed for reference by the adults.
Your next step is to refine these messages and convert them to an outline.
3. Slide Outline
The first stage of your outline contains the slide titles you expect to have for each
presentation. Here is where you are going to define the information for each of the
messages listed above. You are not going to go into a large amount of detail, as that
is the actual slide content, but instead you are going to define what will be said for
each slide.
In this stage, you also will be defining the common sections of the presentations and
the inserted files or custom shows. For example, you know that you need to present
the main goal of the program to each audience. Because this is a section that is
going to be used in multiple presentations, you may want to envision it as its own
presentation. This way, you only create these slides once, but can use them multiple
times. This stage will also show you where you need data to back up your
assertations, as well as what information you expect to present graphically and what
information you expect to present textually.
The second stage of your outline is to expand the content for each slide. Write the
text in bullets and short phrases. Define what points you wish to get across in the
graphics. You will also want to decide if there are specific sounds or videos that you
will be using on some of the slides to make your point.
Creating the Presentations
You have now done the vast majority of the work that will be needed to create you
presentations. You still have a few steps left in the process:
o Create the masters (the look and feel of the presentations)

o Input the information you have created into the PowerPoint files
o Finish the presentations

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o Practice the presentations
Activity: Decide what content you will include in your presentation - 30 minutes
These tasks will help you to decide what content to include in your presentation, and how to
maximise the impact of this content on your audience.
1. Write brief notes in answer to the following:
 what is the title of your presentation?
 why are you giving your presentation?
 who will be in your audience?
 why will your audience be interested in your presentation?
 what are the three important messages you want to highlight in your presentation?
tip: when thinking about the three main messages, imagine you were given only 30 seconds
to give your presentation.
2. Write brief notes on the following
 what three things would you want your audience to know above anything else?
 how will you explain these messages clearly?
 how will you emphasise the importance of these messages?
 how will you conclude your presentation?
3. Using the notes you made above, write an outline of the content of your presentation.
4. Include where you will use visual aids, (visual aids are tools which your audience can look
at. They can help to explain or emphasise certain points.)
How did you do?
1. Review the content you have written to make sure you have met the needs of your
audience, met any restrictions and requirements placed on your presentation and clearly
described the three main messages of your presentation. You could do this by:
 asking a course colleague to check your presentation content
 asking a tutor to check your presentation content
 using the presentation instructions and brief to ensure that your content is suitable
You should now have started to develop ideas for the content of you presentation, in the
next section, 'Introducing visual aids' we will look at how different types of visual aids can

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help you to deliver this content.

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Lesson 2 - Setting Up Your PowerPoint Environment
PowerPoint 2007 is the presentation graphics software in the Microsoft 2007 Office Suite.
With PowerPoint, you can use its easy-to-use predefined layouts, themes, or templates to
create dynamic and professional presentations.
Before you begin creating presentations in PowerPoint, you may want to set up your
PowerPoint environment and become familiar with a few key tasks such as how to
minimize and maximize the Ribbon, configure the Quick Access toolbar, switch views, and
access your PowerPoint options.
The PowerPoint Environment
Exploring the PowerPoint Window
When you open PowerPoint, a new presentation is created and a blank slide appears in the
PowerPoint window. The slide has placeholders for you to add a title and subtitle.
The tabbed Ribbon menu system is how you access the various PowerPoint commands. If
you have used previous versions of PowerPoint, the Ribbon system replaces the traditional
menus. Above the Ribbon in the upper-left corner is the Microsoft Office Button. From
here, you can access important options such as New, Save, Save As, and Print. By default
the Quick Access Toolbar is pinned next to the Microsoft Office Button, and includes
commands such as Undo and Redo.
On the left side of the window, you will see a task pane with slides and outline tabs, which
appears by default. On the bottom, right area of the screen you will find View commands
(Normal, Slide Sorter, and Slide Show), and the zoom tool.

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To Zoom In and Out:

 Locate the zoom bar in the bottom, right corner.
 Click the slider and drag it to the right to zoom in and to the left to zoom out.
To Change Views
 Locate the View options in the bottom, right corner. The View options are Normal,
Slide Sorter, and Slide Show.
 Click an option to select it.
The default is Normal View.
Quick Access Toolbar and Ribbon

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The Quick Access Toolbar
The Save, Undo, and Redo commands appear by default on the Quick Access toolbar. You
may wish to add other commands to make using specific PowerPoint features more
convenient for you.
To Add Commands to the Quick Access Toolbar:

 Click the arrow to the right of the Quick Access toolbar.
 Select the command you wish to add from the drop-down list. It will appear in the
Quick Access toolbar.
OR
 Select More Commands from the menu and a dialog box appears.
 Select the command you wish to add.
 Click the Add button.
 Click OK.

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The Ribbon
The new, tabbed Ribbon system replaces traditional menus in PowerPoint 2007. It is
designed to be responsive to your current task and easy to use; however, you can choose to
minimize the Ribbon if you would prefer to use different menus or keyboard shortcuts.
To Minimize and Maximize the Ribbon:

 Click the drop-down arrow next to the Quick Access toolbar.
 Select Minimize Ribbon from the list. The Ribbon disappears.
 To maximize the ribbon, click the arrow again and select Minimize the Ribbon to
toggle the feature off.
You can also minimize and maximize the Ribbon by right-clicking anywhere in the Ribbon
and selecting Minimize the Ribbon in the menu that appears.
The Microsoft Office Button Menu
The Microsoft Office Button
The Microsoft Office Button appears at the top of the PowerPoint window. When you click
the button, a menu appears. From this menu you can create a new presentation, open
existing files, save files in a variety of ways, and print. You can also add security features,
send, publish, and close files.

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To Change the Default PowerPoint Options:

 Click the PowerPoint Options button. A dialog box will appear.
 Select a category on the left to access different PowerPoint options.
 Modify any of the default settings. For example, if you want to change the colour
scheme of the PowerPoint window, click the colour scheme drop-down menu in the
Popular section and choose an option. In this example, we choose Black.

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 Click OK and the changes will be applied. In this example, the PowerPoint window
colour scheme is now Black.
As you learn more about PowerPoint and become proficient at using it, you may want to
modify some of the settings. As a beginning user, it is usually best to leave the default
settings.

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Activity 1
 Open PowerPoint.
 Practice using the Zoom tool.
 Minimize and maximize the Ribbon.
 Click the Microsoft Office Button and review the menu options.
 Add two commands to the Quick Access toolbar.
 Continue to explore the PowerPoint environment.

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Lesson 3 - Presentation Basics
PowerPoint includes all the features you need to produce professional-looking presentations.
When you create a PowerPoint presentation, it is made up of a series of slides. The slides
contain the information you want to communicate with your audience. This information can
include text, pictures, charts, video, sound, and more.
Before you begin adding information to slides, you need to know the basics of working with
slides. In this lesson you will learn how to start a new presentation, insert new slides, modify
a layout, move and copy slides, how placeholders work, as well as how to save your
presentation.
Creating New Presentations
New Presentations
When you open PowerPoint from the Start menu or from an icon on your desktop, a new
presentation with one slide appears by default. You can also create a new presentation
while PowerPoint is already open.
 Click the Microsoft Office Button and choose New from the menu.

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The New Presentation dialog box will appear. Blank presentation is selected by default.

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 Click Create, and a new presentation will open in the PowerPoint window.
The default slide that appears when you create a new presentation is a Title Slide layout.
Slide Basics
About the Slides
Slides contain placeholders, or areas on a slide that are enclosed by dotted borders.
Placeholders can contain many different items including text, pictures, and charts. Some
placeholders have placeholder text, or text that you can replace, and thumbnail-sized
icons that represent specific commands such as Insert Picture, Insert Chart, and Insert Clip
Art. Hover over each icon to see the type of information you can insert.

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About Slide Layouts

The placeholders are arranged in different layouts that you can select when you insert a
new slide or that can be applied to existing slides. In the example above, the layout is
called Title and Content and includes title and content placeholders.
A slide layout arranges your slide content. Layouts contain different types of placeholders
that you can use depending on what information you want to include in your presentation.
Each layout has a descriptive name, but the image of the layout shows you how the
placeholders are arranged on the slide.
Slide Basics (cont.)
To Insert Text into a Placeholder:

 Click inside the placeholder. The placeholder text will disappear and the insertion
point will appear.
 Type your text once the insertion point is visible.
 Click outside the placeholder when you have entered all your text into the
placeholder.
When you enter text or use the icons to insert items, the placeholder text and/or icons
disappear as soon as you start typing.
To Insert a New Slide:

 Click the New Slide command in the Slides group on the Home tab. A menu will
appear with your slide layout options.
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 Click the slide you want to insert. A new slide with the chosen layout will appear in
the center of the PowerPoint window and in the pane on the left.
To Change the Layout of an Existing Slide:

 Select the slide you wish to change.
 Click the Layout command in the Slides group on the Home tab. A menu appears
with your options.

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 Click an option to select it. The slide will change in the presentation.
Working with Slides

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To Copy and Paste a Slide:
 Select the slide you wish to copy.
 Click the Copy command on the Home tab.
 Click inside the slides tab on the left task pane. A horizontal insertion point will
appear.
 Move the insertion point to the location you want the copy of the slide to appear.

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 Click the Paste command on the Home tab. The copied slide will appear.
You can use the keyboard shortcut Ctrl and C to copy the slide and Ctrl and V to paste it.
To Delete a Slide:
 Select the slide you wish to delete.
 Click the Delete command in the Slides group on the Home tab.
You can also delete a slide by pressing the Delete key on your keyboard.

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To Move a Slide:
 Select the slide you wish to move on the slides tab in the left task pane.
 Click and drag the slide to a new location. The insertion point will appear.
 Release the mouse button. The slide will appear in the new location.
Saving Your Presentation

If you are saving a document for the first time, you will need to use the Save As command;
however, if you have already saved a presentation, you can use the Save command.
To Use the Save As Command:

 Click the Microsoft Office Button.
 Select Save As. A menu will appear.
 Select the type of file you would like to save the presentation as. The two most
commonly used file types are:
o PowerPoint Presentation -- This saves the presentation as a 2007
PowerPoint file. Only users with PowerPoint 2007, or the compatibility pack,
can view the file without possibly losing some of the formatting.
o PowerPoint 97-2003 Presentation -- This saves the presentation so that it is
compatible with some previous versions of Excel. If you will be sending the
presentation to someone that does not have Office 2007, you should use this
file type.

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 The Save As dialog box will appear. Select the location you wish to save the
document using the drop-down menu.

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 Enter a name for the document.
 Click the Save button.
To Use the Save Command:

 Click the Microsoft Office Button.
 Select Save from the menu.
Using the Save command saves the document in its current location using the same file
name.
Activity 2
 Open PowerPoint.
 Insert text on the default, Title slide.
 Insert a Title and Content slide.
 Insert a Two Content slide.
 Practice moving slides.
 Copy the Title slide.
 Delete one of the slides.
 Save the presentation.

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Lesson 4 – Adjust settings to customise the view
Increasing and decreasing view

You can zoom in to get a close-up view of your file or zoom out to see more of the page at a
reduced size. You can also save a particular zoom setting with a document or template,
presentation, or worksheet.
Quickly zoom in or out of a document, presentation, or worksheet
1. On the status bar, click the Zoom slider .
2. Slide to the percentage zoom setting that you want.
Choose a particular zoom setting
You can choose how much of a document, presentation, or worksheet you view on the
screen.
A. choose a zoom setting in Microsoft office word
Do one of the following:
 On the View tab, in the Zoom group, click Zoom 100%.
 On the View tab, in the Zoom group, click One Page, Two Pages, or Page Width.
 On the View tab, in the Zoom group, click Zoom, and then enter a percentage or
choose any other settings that you want.

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B. Choose a zoom setting in Microsoft office powerpoint
 On the View tab, in the Zoom group, click Fit to Window.
C. Choose a zoom setting in microsoft office excel
 On the View tab, in the Zoom group, click Zoom 100%.
 On the View tab, in the Zoom group, click Zoom to Selection.

D. Save a zoom setting in word
To save a particular zoom setting with your document or template so that the document or
template always opens with that zoom setting, you must make a change in the document or
template first. Adding and deleting a single space are all that is necessary to make sure the
document or template is edited and the setting is saved.
1. Open the document or template that you want to save with a particular zoom setting.
2. On the View tab, in the Zoom group, click Zoom.

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3. Choose the setting that you want.
4. Add and delete a single space in the document or template.
5. Click the Microsoft Office Button , and then click Save.
F. Save a zoom setting in powerpoint or excel
1. Open the presentation or worksheet that you want to save with a particular zoom
setting.
2. On the View tab, in the Zoom group, click Zoom.
3. Choose the setting that you want.
4. Click the Microsoft Office Button , and then click Save.

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Change Views in PowerPoint 2007
When you first open PowerPoint, the default setting for viewing your slides is set to normal
view. This setting shows the full slide and the thumbnail view of any other slides in the
presentation, in the left task pane. Notes are also shown below the slide, if any notes have
been attached to this slide.
You do have the option to make a change to this opening view of your presentation. You can
change the default setting to open in slide sorter view, slide show view, notes pages or a few
variations of normal view. Once you change the default view, each time you open a
PowerPoint 2007 presentation, it will open in the newly chosen view.
How to Change the Default View
1. Click on the Office button.

2. Click the PowerPoint Options button.
3. Select Advanced in the left pane of the PowerPoint Options dialog box.
4. Under the Display section, note the option for Open all documents using this view.
Click the drop down arrow beside the current selection -- (the original PowerPoint
setting is "The view saved in the file").
5. Click on the setting of your choice.
6. Click the OK button.
Switching on or off toolbar menu

Toolbars include important components for developing a presentation. A toolbar is an
onscreen bar which contains shortcut buttons. These allow easy access to frequently used
commands. You can easily get to the toolbars you ned by telling PowerPoint which ones to
display.
PowerPoint includes 13 toolbars including commonly used ones such as the Standard,
Formatting, Drawing, Picture, and E-mail toolbars. You don't need all of them at once, and
some you may seldom use so you don't want them taking up space on your screen. You can
pick and choose which toolbars are visible, and once you know how to turn toolbars on and
off, you can always get to the toolbar you need.
Display and Hide PowerPoint Toolbars

Click View. Then click on Toolbars. A fly-out menu will appear with a list of all of the
Windows toolbars and any others that you may have installed from other applications on
your computer.

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In the list of PowerPoint toolbars, the ones with the check mark
next them are visible. The ones without a checkmark are hidden.
To make a toolbars visible, simply click on its name in the list, a
checkmark will appear next to the toolbar name in the list and the
toolbar will become visible in your PowerPoint workplace.
Check the toolbar you want to be visible and repeat as necessary.
You can also right-click on any existing toolbar and check or
uncheck any entry in the shortcut menu.

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You can also right-click your mouse anywhere in a toolbar area and the list of PowerPoint
toolbars will appear. From here you can turn toolbars on or off.
Moving and Changing the Toolbars

You can reposition toolbars on the presentation you are working on. You can also resize
toolbars so that all or only a few of the buttons contained in them are visible.
Each toolbar has four vertical dots that help you move them to a fixed position on the screen
or to floating positions on the screen. To move a toolbar, click the four dots that are found on
the left end of each toolbar.
Note that when you choose to view a toolbar, it appears in the position in which it was most
recently used. It it was last docked at the bottom of the screen, then that's where it will
appear again when it is turned back on. You may need to experiment with various toolbar
locations until you find the arrangement that works best for you.

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Changing slide orientation
By default, Microsoft Office PowerPoint 2007 slide layouts are set up in landscape
orientation. Although you can have only one orientation (either landscape or portrait) in a
presentation, you can link two presentations to display both portrait and landscape slides in
what appears to be one presentation. To link two presentations, do the following:
NOTE It is best to place both presentations in the same folder before you create links.
That way, if the folder is copied to a CD or moved, the presentations will still link correctly.
1. Create a link from the first presentation to the second presentation:
1. In the first presentation, select the text or object that you want to click to link to the
second presentation.
2. On the Insert tab, in the Links group, click Action.
3. On either the Mouse Click tab or Mouse Over tab, click Hyperlink to, and then
select Other PowerPoint Presentation from the list.
4. Locate and click the second presentation, and then click OK.
5. In the Hyperlink to Slide box, under Slide title, click the slide that you want to link
to, and then click OK twice.
2. Create a link from the second presentation back to the first presentation:
to, and then click OK.
2. On the Insert tab, in the Links group, click Action.
3. On either the Mouse Click tab or Mouse Over tab, click Hyperlink to, and then
select Other PowerPoint Presentation from the list.
4. Locate and click the first presentation, and then click OK.
to, and then click OK twice.

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Changing the size of a slide
Follow these steps to change the dimensions of the slide (page) in PowerPoint 2007:
1. Open Microsoft PowerPoint 2007 and create a new presentation (or PowerPoint may
open with a new presentation).
2. Select the Design tab on the Ribbon, and click Page Setup as shown in Figure
below
3. This will open the Page Setup dialog box, that you can see in Figure below.
4. Now just change the values in both the Width and Height boxes to 12 inches, as
shown in Figure (next page). In case you want your scrapbook dimensions to use
the 8 inches square size, enter 8 inches within both the Width and Height boxes.
Click the OK button to apply these changes.

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Figure 3: Page Setup
Note: If your Page Setup dialog box shows the measurements in centimeters rather
than inches, change the Width and Height values to 30 cm (approximate equivalent
of 12 inches).
5. Figure below shows the slide with the new dimensions.

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Lesson 5 – Working with multiple presentations
Powerpoint allows one to work or compare two or more PowerPoint presentations by viewing
them side by side on screen at the same time. You may be looking at two versions of the
same presentation and want to make a final check or perhaps you may want to compare last
year's information with this year's information. Whatever the reason, it is very easy to view
two (or more) PowerPoint presentations at the same time.
Steps to compare PowerPoint presentations
Open two (or more) presentations.
 For PowerPoint 2007 - On the View tab of the ribbon, in the Window section, click on
the Arrange All button.
 This will show both presentations on screen at the same time.
Copy Slides in PowerPoint 2007

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Copying slides from one PowerPoint presentation to another is a quick and easy task. There
are several methods to get slides from one presentation to another, and there is no right or
wrong way -- just a preference on the part of the presenter.
Step by Step Screenshot Walk through

1. Open two presentations.
o original presentation - contains the slides to copy from
o destination presentation - slides will be copied to this presentation - (this may
be an existing presentation or a new presentation)
o For PowerPoint 2007 - On the View tab of the ribbon, in the Window section,
click on the Arrange All button.
This will show both presentations at the same time on screen.
1. For all versions of PowerPoint, choose one of the following methods to copy your
slides ~
 Copy and Paste
Right click on the thumbnail slide to be copied, in the Slides/Outline task
pane of the original presentation.
Choose Copy from the shortcut menu.
In the destination presentation, right click in a blank area of the
Slides/Outline task pane, where you wish to place the copied slide. This
can be anywhere in the sequence of slides in the presentation.
Choose Paste from the shortcut menu.

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 Click and Drag
In the Slides/Outline task pane of the original presentation, click on the
thumbnail version of the desired slide.
Drag the thumbnail slide to the Slides/Outline task pane of the destination
presentation in the preferred location for the slide.
2. The newly copied slide will take on the design theme (PowerPoint 2007) of the
second presentation. If you have started a new presentation and have not applied a
design theme or design template, the newly copied slide will be on the white
background of the default design template
Activity
Why is it important for a user to be able to open more than one presentation in PowerPoint
2007?

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Lesson 6 – Format a presentation
It is important to know how to perform basic tasks with text when working in PowerPoint. In
this lesson you will learn the basics of working with text including how to insert, delete,
select, and move text, as well as how to work with text boxes.
Text Basics
In PowerPoint, you can insert text into placeholders or text boxes. Text in both can be
formatted using the same commands.
To Insert Text:
 Click the placeholder or text box where you wish to insert text. The insertion point
will appear. If you are working with a placeholder, placeholder text will disappear.
 Type the text you wish to appear.
To Delete Text:
 Place your cursor next to the text you wish to delete.
 Press the Backspace key on your keyboard to delete text to the left of the cursor.
 Press the Delete key on your keyboard to delete text to the right of the cursor.
To Select Text:
 Place the insertion point next to the text you wish to select.
 Click and drag your mouse over the text to select it.
 Release the mouse button. You have selected the text. A highlighted box will
appear over the selected text.

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When you select text or images in PowerPoint, a hover toolbar with formatting options
appears. This makes formatting commands easily accessible, which may save you time.
To Format Font Size:

 Select the text you wish to modify.
 Click the drop-down arrow next to the font size box on the Home tab. The font size
drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.
 Click the font size you wish to use. The font size will change in the document.
To Format Font Style:

 Click the drop-down arrow next to the font style box on the Home tab. The font
style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font will appear
in the document.

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 Click the font style you wish to use. The font style will change in the document.
To Format Font Colour:

 Click the drop-down arrow next to the font colour box on the Home tab. The font
colour menu appears.
 Move your cursor over the various font colours. A live preview of the colour will
appear in the document.
 Click the font colour you wish to use. The font colour will change in the slide.
Your colour choices aren't limited to the drop-down menu that appears. Select More
Colours at the bottom of the list to access more colour choices.
To Use the Bold, Italic, and Underline Commands:

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 Click the Bold, Italic, or Underline command in the Font group on the Home tab.
Click the command again to remove the formatting.
Other Font Commands
Increase Font Size command increases the font size of the selected text to the next
standard font size.
Decrease Font Size command decreases the font size of the selected text to the next
standard font size.
Clear All Formatting command removes your recent formatting changes.
Strikethrough command makes a line through the text.
Text Shadow command adds a drop shadow to text.
Change Case commands lets you try different capitalization options without having to delete
and retype letters or words.
To Change Text Alignment:

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 Select one of the four alignment options from the Paragraph group on the Home
tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the right
and left margins.
The alignment commands align the text within the placeholder or text box it is in, not across
the slide.
Text boxes
In addition to inserting text in placeholders, you can also insert text into text boxes. Text
boxes allow you to add to the predefined layouts so that you can place text wherever you
want on a slide.
To Insert a Text box:

 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Click and drag the cursor until the text box is the desired width.
 Release the mouse button.
To Move a Text Box:

 Click the text box. Your cursor becomes a cross with arrows on each end.

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 While holding the mouse button, drag the text box to the desired location on the
page.
To Resize a Text Box:

 Select the text box.
 Click one of the square sizing handles on the left or right sides, or a circular handle
on one of the four corners.
 While holding down the mouse button, drag the sizing handle until the text box is
the desired width.
Click and drag the green circle to rotate the text box.
Moving Text
To Copy and Paste Text:

 Select the text you wish to copy.
 Click the Copy command on the Home tab.
 Place your insertion point where you wish the text to appear.
 Click the Paste command on the Home tab. The text will appear.
To Drag and Drop Text:

 Select the text you wish to copy.
 Click your mouse and drag the text to the location you wish it to appear. The cursor
will have a text box beneath it to indicate that you are moving text.
 Release the mouse button and the text will appear.

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Activity 3
Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.
 Insert text on a slide.

 Practice using the bold, italic, and underline commands.
 Change the font style of the title.
 Change the font size of the title.
 Change the colour of the subtitle.
 Use the Change Case command on a slide title.
 Practice using the Increase Font Size and Decrease Font Size commands.
 Insert a text box and add text.
Creating a presentation design template

PowerPoint 2007 comes with some great design templates which you can access by clicking
on the "Design" tab. But sometimes these templates aren't exactly what we need. Maybe
we want to brand our layout with a logo and a more relevant look and feel.
We could simply customize each slide we create, but it would be more efficient to create
slide templates that can be easily reused. This isn't harder or more time consuming, and
will save us a lot of time and effort.
The Slide Master is the part of PowerPoint that lets us create these design templates. We
can create a master look and feel for our slides, and then customize individual layout
templates for specific purposes such as a title page, a side-by-side comparison, or a large
image display.

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Accessing the Slide Master
Let's start by creating a new document. Then, to access the Slide Master, click on the View
Tab and click the Slide Master icon, fourth from the left.
You will see a set of slides with very minimal formatting. This is PowerPoint's simple "Office
Theme". The easiest way to create your layout is by starting with these slides and making
design changes to customize them.
Master Slide - this is the first, larger slide. Make changes here if you want them to apply to
every type of slide (title, image, text). See "Making Global Changes" below for instructions.
Layout Slides - these are the smaller slides below the master slide. Each has its own layout
and purpose, like displaying a title or a large image. Changes make to a layout slide will not
affect other slides. See "Making Changes to Layouts" below for instructions.
Making Global Changes
Start by clicking on the Master Slide. Here, you will make any changes you want to apply to
every slide in your presentation.
Changing the Background Colour/Graphic
In the Slide Master tab, click on Background Styles. You can choose from one of the
provided styles or click Format Background for more options. In the Format Background
option box, you can choose to display a solid fill, gradient fill, or picture/texture fill. If you
would like to use a picture from your computer, use the File... button.

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Changing the Fonts
You can change fonts in two ways. One is to use a font theme provided by PowerPoint. To
do this, click on the Slide Master tab and in the Edit Theme area, click the Fonts dropdown.
Here you can choose from font sets recommended by PowerPoint, or customize your own.
Another way to customize fonts is to select the master slide, choose either the title or the
main text box, and use the text tools in the Home tab to format text. Changes made to the
title box and the main text box will affect every slide in your design template. Note that you
can select varied styling for each level of the outline.
Adding an Image
Even if you customized the background, you might also want to add an image - like a logo -
that appears on every slide. To do this, click on the Insert tab and click Picture to select a
picture from your computer.
Choosing a Colour Theme
You can choose a colour theme under the Colours menu. Even if you don't yet have any
colored elements on your master slides, this theme will ensure that Smart Art, Charts, and
Shapes added to the final presentation better match your layout.

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Making Changes to Layouts
We've already made global changes by editing the Master Slide - now, let's make changes
to each layout slide below. Layout slides give us the opportunity to customize slide design
and layout based on the type of information and content we will be presenting. For example,
title slides might have larger, centered text. You might want custom slide layouts, like a
large image with a small caption.
Again, it's easiest to start by using the layouts already provided. To understand their
purpose, hold your mouse over a layout slide to read its description. You can erase any
layout slides you don't need. (Just click to select, then hit the delete key).
Some of the most useful layouts are Title, Title and Content, Two Content, Blank and Picture
with Caption.
Simply customize each slide by editing it as you would a normal PowerPoint slide. Changes
made on each layout slide will apply only to that layout. You can override the Master Slide
styles - for example, if you would like the Title Slide layout to stand out with a red
background, click on that layout and change the background color. The rest of the layouts
will not change; they will still retain the Master Slide's background.
Layout Slide Text
The text in each box may be customized, but it is still simply a prompt for the person creating
slides to type content, it will not actually be displayed on every slide. (If you would like text
to be displayed on every slide, use Insert->Text Box to insert text that will NOT be editable in
the final presentation).
Adding Placeholders
Placeholders are areas in a slide that can hold text or objects such as images, SmartArt, or
charts. To add a placeholder, use the Insert Placeholder dropdown on the Slide Master tab.
You can choose 'Content' to allow any type of content, or specify what type of content can
be added.
Saving Your Theme
To save your theme, go to the Slide Master tab, click Themes, and choose the Save Current
Theme option. It will be saved in the Document Themes folder on your computer. From
now on, it will show up as an available theme when creating or editing presentations.
You can email the .thmx file you have saved to others if you would like them to be able to
create presentations using your theme.

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Using Your Layouts
Now, let's use our new theme to create a presentation.
Exiting the Slide Master
To exit the Slide Master, click the last button on the Slide Master tab, Close Master View.
Adding Slides to Your Presentation
Your presentation should already be set to use your new custom theme. If not, you can
select it in the Design tab.
To add a slide, locate the New Slide text on the Home tab. Notice that the New Slide button
has two parts - the top, an icon of a slide, and the bottom, the New Slide text with an arrow.
Clicking on the top (icon) is a shortcut to adding a slide with the title and text layout. Clicking
on the bottom (New Slide text with the arrow) lets you choose exactly which layout you
would like to use.

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Lesson 7 – Special effects in PowerPoint
Bullets
Bulleted and numbered lists can be used in your presentation to arrange and format text
on slides to draw emphasis to specific information. Also, lists can often be easier for the
audience to read than paragraphs of text on a slide. In this lesson, you will learn how to
modify existing bullets, change bullet style, switch to a numbered list, remove bullets and
numbers, and select symbols as bullets.
Working with Lists
Some slide layouts include a content placeholder where you can add text, or use
graphical commands to insert tables, charts, SmartArt graphics, pictures, clip art, and media
clips. On these slides, a bullet appears to the left of the placeholder text. If you choose to
add text, rather than using one of the graphical commands to insert an item, the text is
formatted into a list by default.

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To Insert Text as a List in a Content Placeholder:

 Select the placeholder. The placeholder text will disappear and the insertion point
will appear to the right of the bullet.
 Enter text. If the text requires more than one line, it will automatically wrap to the
following line.
 Press the Enter key. A new bullet will appear on the following row.
 Repeat the last two steps until all the information is entered in list format on the slide.
The default bullet style and colour is determined by the theme. The Urban theme has a
different default bullet than the Apex theme.
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Bulleted Lists
To Select an Alternate Bullet Style or Switch to a Bulleted List:

 Select all the text in an existing list (if text has been entered).
 Click the drop-down arrow next to the Bullets command in the Paragraph group on
the Home tab. A menu of bullet options will appear.
 Hover over each menu option to display a live preview of the bullet on the slide.

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 Click a bullet option to select it. The bullet will change on the slide.
To Change the Bullet Colour:

 Select an existing bulleted list (if text has been entered).
 Click the drop-down arrow next to the Bullets command on the Home tab. A menu
will appear.
 Select Bullets and Numbering from the menu. A dialog box will appear.

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 Click the Colour menu on the Bulleted tab.
 Select a colour. The bullet options in the menu will change colour.
 Click OK to apply the bullet colour to the list in the slide.
To Change the Bullet Size:


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will appear.
 Set the bullet size using the Size field on the Bulleted tab.
 Click OK to apply the bullet size to the list in the slide.
To Use a Picture as a Bullet:

will appear.
 Click Picture on the Bulleted tab. The Picture Bullet dialog box will open.

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 Click a picture to select it.
 Click OK to apply the picture to the list in the slide.

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Click Import to import your own picture and use it as a bullet.
To Use a Symbol as a Bullet:

will appear.
 Click Customize on the Bulleted tab. The Symbol dialog box will appear.
 Click the Font: drop-down menu and select a font category.
 Click a symbol to select it.

 Click OK. The symbol will now appear as the selected bullet option in the Bulleted
section of the Bullets and Numbering dialog box.
 Click OK to apply the symbol to the list in the document.
Numbered Lists
To Select an Alternate Numbering Style or Switch to a Numbered List:

 Select all the text in an existing list (if text has been entered).
 Click the drop-down arrow next to the Numbering command in the Paragraph group
on the Home tab. A menu of numbering options will appear.
 Hover over each menu option to display a live preview of the list on the slide.

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 Click a numbering option to select it. The list will change on the slide.
To Change the Number Colour:

 Select an existing numbered list (if text has been entered).
 Click the drop-down arrow next to the Numbering command on the Home tab. A
menu will appear.

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 Click the Colour menu on the Numbered tab.
 Select a colour. The number options in the menu will change colour.
 Click OK to apply the number colour to the list in the slide.
To Change the Number Size:

menu will appear.
 Set the bullet size using the Size field on the Numbered tab.

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 Click OK to apply the number size to the list in the slide.
To Set the Number to Begin the List:

menu will appear.
 Enter the number to start the list in the Start at: field on the Numbered tab.

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 Click OK to apply to the list on the slide.
To Remove Bulleted or Numbered Lists from Text:

 Select an existing bulleted or numbered list.
 Click the Bullets command or the Numbering command, depending on the type of
list. Click these commands to toggle the feature on and off.
Activity 4
Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.
 Insert a bulleted list on a slide.

 Change the bullets to numbers.
 Change the colour of the numbered list.
 Insert a new bulleted list on a different slide.
 Change the default bullet to a different bullet style.
 Change the bullet colour.

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Inserting a picture
On each slide you create in your presentation, you
have information that you want to communicate with
the audience. You can do this with text and
illustrations, such as pictures and clip art.
In this lesson you will learn how to insert a picture

and clip art, and how to modify both types of
illustrations.
Inserting Pictures
Pictures and clip art can be inserted from the

Ribbon and by using the commands that appear in certain placeholders. In both methods,
the image is centered in the middle of any selected slide placeholders.
To Insert a Picture from the Ribbon:

 Select the Insert tab.
 Click the Insert Picture command in the Illustrations group. The Insert Picture
dialog box will appear.
 Locate and select the picture you want to use.

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 Click Insert and it will appear on the slide.
To Insert a Picture from a Placeholder Command:

 Click the Insert Picture command in the placeholder. The Insert Picture dialog box
will appear.

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 Locate and select the picture you want to use.

 Click Insert and it will appear on the slide.
Resizing and Moving Pictures
To Resize a Picture:
 Select the picture.
 Click one of the corner sizing handles. The cursor will turn into a cross.

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 While holding down the mouse button, drag the sizing handle until the image is the
desired size.
The side sizing handles change the picture’s size, but don’t keep the same proportions.
To Move a Picture:
 Click the picture. Your cursor becomes a cross with arrows on each end.
 While holding the mouse button, drag the image to the desired location on the page.
The green circle is the Free Rotate feature. Click and hold the mouse button and rotate the
picture in various directions.

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Modifying Pictures
PowerPoint provides you with several commands that allow you to modify pictures. When
you select a picture, a Picture Tools Format tab appears on the Ribbon. This is an example
of PowerPoint 2007 giving you the commands and features you need, when you need them.
To Apply a Picture Style:

 Select the Format tab.
 Click the More drop-down arrow to display all the picture styles.
 Hover over each picture style to see a live preview of the style on the slide.
 Click a picture style to apply it to the image.
To Change the Shape of a Picture:

 Click the Picture Shape icon. A menu appears.

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 Click a shape to select it. The shape of the picture will change on the slide.
To Add a Border to a Picture:

 Click the Picture Border command and select a colour.
Select Weight from the menu and choose a line weight to modify the width of the border
line.
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To Crop a Picture:
 Click the Crop command in the Size group. The black cropping handles appear.
 Click and move a handle to crop an image. Corner handles will crop the picture
proportionally.
 Click the Crop command to deselect the crop tool.
You can crop the picture to a specific size using the Shape Height and Shape Width fields
to the right of the Crop command in the Size group.
To Compress a Picture:
 Click the Compress Pictures command in the Adjust group. A dialog box appears.
 Click the Options button to access the Compression Setting dialog box.
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 Choose the target output.

 Change any of the default picture settings you wish.
 Click OK in the Compression Settings dialog box.
 Click OK in the Compress Pictures dialog box.
Other Picture Tools
There are many other things you can do to modify a picture. From the Format tab, some of
the other useful commands include:
 Change Picture command: Select a new picture from your computer.

 Reset Picture command: Revert to original picture.
 Brightness command: Adjust the brightness of the picture.
 Contrast command: Adjust the contrast of the picture from light to dark.
 Recolor command: Modify the colour in a variety of ways including black and white,
sepia, pink,

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Adding a footer to a presentation
Adding a footer to a slide gives users the option to keep presentation information organized
and immediately accessible by appearing at the top or bottom of each slide. Information
such as slide numbers, the time and date, your company logo, the presentation title or file
name, or the presenter's name and address can be added quickly and easily.
To add a footer to a slide:
1. On the Insert tab, select Header & Footer.
2. In the Header and Footer dialog box, select the Footer check box, and then type the text
that you want to appear in the center bottom of the slide.
3. Select desired options, and then do one of the following:

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 To display footer information on the selected slide only, click Apply.
 To display footer information on all of the slides in your presentation, click Apply to
All.
4. The new footer should appear at the bottom of your page.
Adding current date and time to a presentation

You can add slide numbers, notes page numbers, handout page numbers, and the date and
time to your presentation.
Date and time
Slide number
a) Add slide or page numbers
1. On the View tab, in the Presentation Views group, click Normal, and then on the
pane that contains the Outline and Slides tabs, click the first slide thumbnail in your
presentation.
2. On the Insert tab, in the Text group, click Slide Number.
3. In the Header and Footer dialog box, do one of the following:

 If you want to add slide numbers, click the Slide tab, and then select theSlide
number check box.
 If you want to add page numbers to notes or handouts, click the Notes and
Handouts tab, and then select the Page number check box.
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4. If you want to add page numbers to all of the slides, notes pages, or handouts in your
presentation, click Apply to All.
b) Add the date and time
1. On the View tab, in the Presentation Views group, click Normal, and then on the pane that
contains the Outline and Slides tabs, click the first slide thumbnail in your presentation.
2. On the Insert tab, in the Text group, click Date & Time.
3. In the Header and Footer dialog box, do one of the following:
 If you want to add the date and time to your slides, click the Slide tab.
 If you want to add the date and time to your notes pages or handouts, click the Notes
and Handouts tab.
4. Select the Date and time check box, and then do one of the following:
 If you want to set the date and time to a specific date, click Fixed, and then in
the Fixed box, type in the date that you want.
NOTE By setting the date on your presentation so that it is Fixed, you can easily keep
track of the last time you made changes to it.
 If you want to specify that the date and time updates to reflect the current date and
time each time you open or print the presentation, click Update automatically, and
then select the date and time format that you want .
5. If you want to add the date and time to all of the slides, notes pages, or handouts in
your presentation, click Apply to All.
Add notes to a presentation
PowerPoint lets you create speaker notes to help you through your presentation. You can
write a complete script for your PowerPoint presentation or just jot down a few key points to
refresh your memory. To add notes to a slide, follow this procedure:

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1 2 3
Move to the slide to which you Click and drag Click the Click to Add Notes text
want to add notes. theNotes pane border. box.
You need to be in Normal View The notes text area comes into When you click your cursor is
to add notes. view. positioned to type.
4 5
Enter your notes. Press Enter to create new

paragraphs.
As you create your notes, you
can use any of the PowerPoint Your notes appear at the
standard word-processing bottom of the slide.
features, such as Cut, Copy,
and Paste.

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Lesson 8 – Customising a presentation
Sorting slides
There are two ways to switch to Slide Sorter View:
1. Click the Slide Sorter View button in the lower right area of the PowerPoint
window.
2. Or, you can click the Slide Sorter tool in the Presentation Views Group in the
View tab.
Moving slides around

The Slide Sorter View is the easiest place to rearrange the order of your slides.
Let's say you have four slides in your presentation, and you decide that Slide 2
should really appear after Slide 3. Here's what you do to move the slides around:
1. Click Slide 2 and hold down the mouse button. A small gray rectangle
appears on the pointer as well as an orange vertical line to the right of Slide 2.

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2. Drag the pointer to the slide's new position after Slide 3. The vertical line
has now moved to after Slide 3. The line indicates where the slide will be
moved to.
3. Release the mouse button. Slide 2 is now positioned where Slide 3 was.
Slide 2 also is numbered Slide 3 now; its number does not remain as number
2.
Hiding slides
In PowerPoint 2007, perhaps there is a slide in the presentation that may be incomplete or a
slide that may not be suited for a specific audience. Is there a way to hide a slide in
PowerPoint, rather than the alternative of deleting? Yes there is. There are 2 ways to hide a
slide in PowerPoint 2007.
Method 1
Step 1. In the pane located at the left, Right click the slide you would like to hide
Step 2. Go to the hide slide option

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Method 2
First in the task pane to the left, choose the slide you want to hide.
Step 1. Go to the slide show tab
Step 2. Choose hide slide
In both versions when the steps are completed the slide will become grayed out and the
number at the left of the slide will be crossed out symbolizing that this slide is hidden. If you
would like to undo the hide slide, repeat the steps and the slide will be unhidden.
Navigating slides
When you want to do a slide show in a one-on-one or small group setting without a projector,
beginning the show is just a click away.

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1. Click the Slide Show button located (along with the other View buttons) in the lower-right
corner of the screen. If you have set up a full-screen slide show, PowerPoint fills the entire
screen with the first slide of the slide show.
2. Click the mouse, or press Enter, the down arrow, Page Down, or the spacebar.
PowerPoint advances to the next slide.

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3. Alternatively, open the Slide Show tab on the Ribbon. The Ribbon works just as easily as
the Slide Show button.
4. Click From Beginning or From Current Slide. This lets you choose where to begin the
slide show.
If you’ve configured PowerPoint to display the slide show on a secondary monitor, the slide
show runs on the secondary monitor. The primary monitor still displays the presentation in
Normal View. You can switch to Notes View on the primary monitor to display your notes
while the slides are displayed on the secondary monitor.
Conducting a presentation
Presentations are something that we’re all familiar with. Whether you are watching a
presentation or giving a presentation, chances are you know what sucks and what doesn’t.
However, in case you don’t know the suck from the not, here are ten tips to help insure you
are giving a good presentation:

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1. Don’t abuse your visuals – Usually your visuals are posters, charts, or even
a PowerPoint presentation. Whatever your visuals may be, keep them simple and don’t
put too many words on them. The audience isn’t there to read your slides, they are there
to listen to you present.
2. Look at the audience – If you ever wondered where you should be looking when
presenting, the answer is right in front of you. Don’t just single out one person, but
instead try to make eye contact with numerous people throughout the room. If you don’t
do this then you aren’t engaging the audience, you are just talking to yourself. This can
result in an utter lack of attention from your audience.
3. Show your personality – It doesn’t matter if you are presenting to a corporate crowd or
to senior citizens, you need to show some character when presenting.
4. Make them laugh – Although you want to educate your audience, you need to make
them laugh as well.
5. Talk to your audience, not at them – People hate it when they get talked at, so don’t
do it. You need to interact with your audience and create a conversation. An easy way to
do this is to ask them questions as well as letting them ask you questions.
6. Be honest – A lot of people present to the audience what they want to hear, instead of
what they need to hear. Make sure you tell the truth even if they don’t want to hear it
because they will respect you for that and it will make you more human.
7. Don’t over prepare – If you rehearse your presentation too much it will sound like it (in a
bad way). Granted, you need to be prepared enough to know what you are going to talk
about but make sure your presentation flows naturally instead of sounding memorized.
Usually if you ask experienced speakers what you shouldn’t do, they’ll tell you not to
rehearse your presentation too much because then it won’t sound natural.
8. Show some movement – You probably know that you need to show some movement
when speaking, but naturally you may forget to do so. Make sure you show some
gestures or pace around a bit (not too much) on the stage when speaking. Remember,
no one likes watching a stiff. People are more engaged with an animated speaker.
9. Watch what you say – You usually don’t notice when you say “uhm”, “ah”, or any other
useless word frequently, but the audience does. It gets quite irritating; so much that
some members of the audience will probably count how many times you say these
useless words.
10. Differentiate yourself – If you don’t do something unique compared to all the other
presenters the audience has heard, they won’t remember you. You are branding yourself
when you speak, so make sure you do something unique and memorable.

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Microsoft PowerPoint

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UNIT STANDARD 117923 :

Use a Graphical User Interface (GUI)-based presentation

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1. Know Your Audience................................................................................................................10

Creating the Presentations..........................................................................................................12

Lesson 2 - Setting Up Your PowerPoint Environment.....................................................................14

Quick Access Toolbar and Ribbon.........................................................................................15

The Microsoft Office Button Menu..........................................................................................17

Lesson 3 - Presentation Basics......................................................................................................21

Slide Basics (cont.)...................................................................................................................24

Working with Slides..................................................................................................................26

Saving Your Presentation........................................................................................................29

Lesson 4 – Adjust settings to customise the view..........................................................................32

Quickly zoom in or out of a document, presentation, or worksheet.......................................32

Choose a particular zoom setting...............................................................................................32

A. choose a zoom setting in Microsoft office word...............................................................32

C. Choose a zoom setting in microsoft office excel..............................................................33

D. Save a zoom setting in word..............................................................................................33

F. Save a zoom setting in powerpoint or excel.....................................................................34

Change Views in PowerPoint 2007........................................................................................35

Display and Hide PowerPoint Toolbars.....................................................................................35

Moving and Changing the Toolbars...........................................................................................37

Lesson 5 – Working with multiple presentations...........................................................................41

Lesson 6 – Format a presentation.................................................................................................43

Accessing the Slide Master.........................................................................................................50

Making Global Changes...............................................................................................................50

Making Changes to Layouts........................................................................................................52

Saving Your Theme......................................................................................................................52

Using Your Layouts......................................................................................................................53

Lesson 7 – Special effects in PowerPoint.......................................................................................54

Resizing and Moving Pictures.................................................................................................68

a) Add slide or page numbers.....................................................................................................76

b) Add the date and time..............................................................................................................77

Move to the slide to which you want to add notes....................................................................78

Notes pane border........................................................................................................................78

Enter your notes............................................................................................................................78

Press Enter to create new paragraphs......................................................................................78

Lesson 8 – Customising a presentation..........................................................................................79

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Lesson 1 – Preparing a presentation

1. Know Your Audience

o The companies you are planning to approach for funds

In addition, you would probably be presenting information to these other audiences:

o The companies you will to approach for direct donations

o The homebound people who will be signing up for the services

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o Main goal and overview

o Amount of funding needed

o Why they should fund

o Main goal and overview

o Equipment you need donated

o Expected program goals

o Amount of commitment expected

o How they will be assigned