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The Info pane will appear whenever you access Backstage view. It contains information about the current presentation. From here, you can create a new blank presentation or choose from a large selection of templates.

From here, you can open recent presentations , as well as presentations saved to your OneDrive or on your computer. From the Print pane, you can change the print settings and print your presentation.

You can also see a preview of your presentation. From here, you can invite people to view and collaborate on your presentation. You can also share your presentation by emailing it as an attachment. From the Account pane, you can access your Microsoft accoun t information, modify your theme and background , and sign out of your account. Here, you can change various PowerPoint options , settings , and language preferences.

Creating a blank presentation. A blank presentation. The Ribbon The Ribbon contains all of the commands you will need to perform common tasks in PowerPoint. Microsoft Account From here, you can access your Microsoft account information, view your profile , and switch accounts. Ruler The Ruler is located at the top and to the left of your current slide. Slide Pane Here, you can view and edit the selected slide. Slide Navigation Pane The slide navigation pane allows you to view and organize the slides in your presentation.

Slide Number Indicator Here, you can quickly see the total number of slides in your presentation , as well as which slide you are viewing. Notes Click Notes to add notes to your current slide. Comments Reviewers can leave comments on any slide. Slide View Options There are four ways to view a presentation. Zoom Control Click and drag the slider to use the zoom control.

Vertical and Horizontal Scroll Bars The scroll bars allow you to scroll up and down or side to side. The Ribbon. Ribbon display options. Auto-hiding the Ribbon. Adding a command to the Quick Access toolbar. The command added to the Quick Access toolbar. The Ruler, Guidelines, and Grids. Clicking the File tab. Info The Info pane will appear whenever you access Backstage view. New From here, you can create a new blank presentation or choose from a large selection of templates. Open From here, you can open recent presentations , as well as presentations saved to your OneDrive or on your computer.

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For Microsoft plans, Internet access is also needed to manage your subscription account, for example to install Office on other PCs or to change billing options. Internet access is also required to access documents stored on OneDrive, unless you install the OneDrive desktop app. Documents that you have created belong fully to you. If you purchase an auto-renew subscription, your subscription starts when you complete your purchase. You can purchase auto-renew subscriptions from Microsoft If you purchase a pre-paid subscription, your subscription starts when you activate your subscription and land on your My Account page.

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When you use cloud-based services, your IT infrastructure resides off your property off-premises , and is maintained by a third party hosted , instead of residing on a server at your home or business on-premises that you maintain. With Microsoft , for example, information storage, computation, and software are located and managed remotely on servers owned by Microsoft.

Many services you use every day are a part of the cloud—everything from web-based email to mobile banking and online photo storage. See options for home. See options for work. Design and present with confidence Enhanced design tools let you create fluid motion and bring your slides to life with just a few clicks. Work together in sync With 1 TB of OneDrive cloud storage, you can back up, share, and co-author your presentations.

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At the left end of the title bar is the program icon, which you click to display com- mands to restore, move, size, minimize, maximize, and close the program window.

TIP You might ind that you work more eficiently if you organize the commands you use frequently on the Quick Access Toolbar and then display it below the ribbon, directly above the workspace. You might have installed programs that add their own tabs to the ribbon, or your screen settings might be different.

Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of commands. Commands related to managing PowerPoint and PowerPoint presentations rather than slide content are gathered together in the Backstage view, which you display by clicking the colored File tab located at the left end of the ribbon.

Commands avail- able in the Backstage view are organized on pages, which you display by clicking the page tabs in the colored left pane. You redisplay the presentation and the ribbon by clicking the Back arrow located above the page tabs. The Backstage view, where you can manage iles and customize the program.

The Home tab, which is active by default, contains the commands most PowerPoint users will use most often. When an object is selected on a slide, one or more tool tabs might appear at the right end of the ribbon to make commands related to that speciic object easily accessible. Tool tabs disappear again when their associated object is no longer selected.

You can make these commands available by adding them to the Quick Access Toolbar. You can point to any button to display a ScreenTip with the command name, a descrip- tion of its function, and its keyboard shortcut if it has one. Related but less common commands are not represented as buttons in a group.

About buttons and arrows Some buttons include an integrated or separate arrow. To determine whether a but- ton and its arrow are integrated, point to the button to activate it. If both the button and its arrow are shaded, clicking the button will display options for reining the ac- tion of the button. You can change the default action of the button by clicking the arrow and then clicking the action you want.

The Arrange button, which has an integrated arrow, and the New Slide button, which has a separate arrow. The status bar. At the left end of the status bar is the number of the active slide and the total num- ber of slides in the presentation. To the right of the number is a button representing the spell checker, which checks the spelling of the text you enter and displays a check mark if there are no errors or an X if there are.

In the middle of the status bar are buttons for displaying and hiding notes or working with comments. These tools enable you to adjust the magni- ication of the active slide. The goal of all these user interface features is to make working on a presentation as intui- tive as possible. Commands for tasks you perform often are readily available, and even those you might use infrequently are easy to ind.

The user interface also makes it easier to decide which formatting options you want by displaying the possibilities in a gallery of images, called thumbnails, that provide a visual representation of each choice. You can display the content of the active presentation in ive primary views: Normal view, Outline view, Slide Sorter view, Reading view, and Slide Show view.

You carry out most of the development work on a presentation in Normal view, which is the default. These notes might be related to the development of the slide, or they might be speaker notes that you will refer to when delivering the presenta- tion.

You can open and close the Notes pane by clicking the Notes button on the status bar. The three panes of Normal view.

Working with the ribbon As with all Ofice programs, the PowerPoint ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even be an entry in a list. If you decrease the horizontal space available to the ribbon, small button labels disappear and entire groups of buttons might hide under one button that represents the entire group.

Clicking the group button displays a list of the commands available in that group. The Home tab at pixels wide. When the ribbon becomes too narrow to display all the groups, a scroll arrow appears at its right end. Clicking the scroll arrow displays the hidden groups. To maximize the window, click the Maximize button, drag the borders of a nonmaximized window, or drag the window to the top of the screen.

Your screen resolution options are dependent on the display adapter installed in your computer, and on your monitor. The greater the number of pixels wide the irst number , the greater the number of buttons that can be shown on the ribbon. You can set the resolution by clicking or dragging the pointer on the slider. You can set the magniication from to percent.

You can change the screen magniication from the Display page of the Appearance and Personalization control panel item. On the Display page, you can choose one of the standard magniication options or change the text size of speciic elements. To change the screen magniication to or percent, click that option on the Display page. To select another magniication, click the Custom sizing options link and then, in the Custom sizing options dialog box, click the magniication you want in the drop-down list or drag the ruler to change the magniication even more.

After you click OK in the Custom sizing options dialog box, the custom magniica- tion is shown on the Display page along with any warnings about possible problems with selecting that magniication.

Click Apply on the Display page to apply the se- lected magniication. If your settings are different, the ribbon on your screen might not look the same as the one shown in this book. As a result, exercise instructions that involve the ribbon might require a little adaptation. If differences between your display settings and ours cause a button to appear differ- ently on your screen, irst click the speciied tab, and then locate the speciied group.

If you prefer not to have to adapt the steps, temporarily set up your screen to match ours while you read and work through the exercises in this book. In this book, we provide instructions based on traditional keyboard and mouse input methods.

If so, please substitute a tap- ping action any time we instruct you to click a user interface element. Also note that when we instruct you to enter information in PowerPoint, you can do so by typing on a keyboard, tapping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences.

Then follow the steps. Throughout this book, we refer to this browsing utility by its Windows 8 name. If your computer is running Windows 7, use Windows Explorer instead. By default, PowerPoint opens any presentation that originates from a potentially unsafe location, such as a website or email message, in Protected view. Your computer can then display but not interact with the presentation. If you trust the ile and want to work with it, click the Enable Editing button in the Information bar.

Notice that on the Home tab, only the buttons representing commands that can be performed on the currently selected presentation element the entire slide are active. On the Home tab, buttons related to creating slide content are organized in six groups: Clipboard, Slides, Font, Paragraph, Drawing, and Editing.

Throughout this book, the exercise instructions assume that the ribbon is displayed unless we explicitly tell you to hide it. On the Insert tab, buttons related to all the items you can insert into a presentation and its slides are organized in nine groups: Slides, Tables, Images, Illustrations, Links, Comments, Text, Symbols, and Media.

On the Design tab, buttons related to the appearance of a presentation are organized in three groups: Themes, Variants, and Customize. The menu includes a gallery of thumbnails of all the themes you can apply to this presentation and two commands related to themes. Note that all the buttons except Preview, Animation Pane, and Reorder Animation are gray and unavailable until an object on the slide is selected.

On the Animations tab, buttons related to the animation of objects on slides are organized in four groups: Preview, Animation, Advanced Animation, and Timing. On the Review tab, buttons related to editorial tasks are organized in four groups: Prooing, Language, Comments, and Compare.

In the Grid And Guides dialog box, you can set options to control tools that help you align objects on a slide. You can start a presentation based on a template from the New page of the Backstage view. Stop when the Export page is displayed. This dialog box provides access to settings that control the way the program looks and behaves.

If you start PowerPoint from the Windows 8 Start screen or the Windows 7 Start menu, a screen appears that enables you to cre- ate a new presentation, open a presentation you worked on recently, or open any existing presentation. The screen displayed when you start PowerPoint. If the name of the presentation you want to open appears in the Recent list on this starting screen, simply double-click the name to open the presentation.

To open an existing presen- tation that is not in the Recent list, click Open Other Presentations in the left pane to display the Open page of the Backstage view. Then clicking a storage location displays options in the right pane for opening a presentation from that location.

When Computer is selected, clicking Browse in the right pane opens the Open dialog box. The irst time you use this command, the Open dialog box displays the contents of your Documents library. If you display the dialog box again in the same PowerPoint session, it displays the contents of whatever folder you last used.

To open a presentation from a dif- ferent folder, use standard Windows techniques to navigate to the folder and then double- click the name of the presentation you want to work with. To look through a presentation without making any inadvertent changes, you can open the ile as read-only, open an independent copy of the ile, or open it in Protected view. You can also open the ile in a web browser. In the event of a computer crash or other similar incident, you can tell PowerPoint to open the ile and try to repair any damage.

Clicking the lag displays a link to the slide you were working on when you closed the presentation, with the date and time of your last change. Simply click the link to jump to that slide. Every time you open a presentation, a new instance of PowerPoint starts. If you have only one presentation open and you want to close the presentation but leave PowerPoint running, display the Backstage view and then click Close. With the SalesMeetingA presentation from the previous exercise still open on your screen, follow the steps.

Then if the contents of the Chapter01 practice ile folder are not displayed, use the Navigation pane or the Address bar to display the contents of that folder.

As you drag the scroll box, a ScreenTip tells you the number and title of the slide that will be displayed if you release the scroll box at that point. It also has a Notes pane where you can enter notes to help with presentation development and delivery.

You can enter text either directly on the slide or in the outline. You can also apply transitions from one slide to another, as well as specify how long each slide should remain on the screen. You can click buttons on the navigation bar to move through or jump to speciic slides.

The four primary presentation-development views: Normal view, Outline view, Slide Sorter view, and Reading view. Clicking the Normal button while it is active toggles between Normal and Outline views. The Presentation Views group also includes a button for Notes Page view.

In this view, you can create speaker notes that contain elements other than text. You can control the default look of a presentation by working with the masters displayed in Slide Master view, Handout Master view, or Notes Master view. TIP Clicking the Macros button displays the macros embedded in a presentation. The sub- ject of macros is beyond the scope of this book. For information, refer to PowerPoint Help.

When you are working in Normal view, you can adjust the relative sizes of the panes to suit your needs by dragging the borders that separate them.

When you point to a movable bor- der, the pointer changes to a bar with opposing arrows, and you can drag in either direc- tion. You can hide the Thumbnails or Notes pane by dragging the border to shrink the pane as far as it will go. You cannot hide the Slide pane. Click the Thumbnails or Notes button to display the pane again. If you adjust the width of the Thumbnails pane, the size of the slide thumbnails is adjusted accordingly—that is, there are more small thumbnails in a narrow pane and fewer large thumbnails in a wide pane.

TIP Any changes you make to a view, such as adjusting the sizes of panes, are saved with the presentation that is open at the time and do not affect other presentations. When you are working in Normal, Outline, or Slide Sorter views, you can increase the amount of available screen space by clicking the Collapse The Ribbon button, which ap- pears as an upward-pointing arrow in the group area at the right end of the ribbon. Clicking this button hides the groups and their buttons but leaves the tab names visible.

When the groups are hidden, the Collapse The Ribbon button changes to the Pin The Ribbon button, which is shaped like a pushpin. You can click any tab name to temporarily display its groups. When the groups are tem- porarily visible, you can click the Pin The Ribbon button to make their display permanent. In any of these three views, you can also hide the title bar, ribbon, and status bar by clicking the Ribbon Display Options button at the right end of the title bar and then clicking Auto- hide Ribbon.

To temporarily display the hidden program window elements, click the three dots in the upper-right corner of the screen; to hide them again, click away from the rib- bon. When you are ready to deliver a presentation to an audience, you display it in Slide Show view.

In this view, each slide ills the screen, and PowerPoint implements transitions, anima- tions, and media effects the way you have speciied. How you switch to Slide Show view depends on which slide you want to start with.

Open both presentations, and then with BuyingTrips displayed on your screen, follow the steps. TIP You can also click the Previous or Next button on the status bar to move from one slide to another.

To stop previewing a presentation, press the Esc key, or click the Normal or Slide Sorter button on the View Shortcuts toolbar. In the PowerPoint Options dialog box, click the Advanced page tab. Then drag the border between the Slide pane and the Notes pane upward as far as it will go to make it easier to enter notes about the slide.

In Normal view, you can size the three panes to suit the task at hand. Notice that customizing Normal view for the BuyingTrips presentation has not affected Normal view for this presentation. Then click the arrow button at the top of the Thumbnails bar to display the hidden Thumbnails pane, and click the Notes button on the status bar to close the Notes pane. Notice that at the right end of the status bar, the zoom percentage has changed and the indicator has moved to the middle of the slider.

Searching for help with PowerPoint Whenever you have a question about PowerPoint that is not answered by this book, your next recourse is the PowerPoint Help system.

This system is a combination of articles, videos, and training available from the Ofice website for reference when you are online, and basic information stored on your computer for reference when you are ofline. Some ScreenTips also include enhanced informa- tion such as instructions and links to related Help topics. If you want to fol- low the steps exactly, ensure that you have an Internet connection.

Your Help window might look different from this one because the material on the Ofice website is regularly updated. You can print the information shown in the Help window by clicking the Print button on the toolbar.

You can change the font size of the topic by clicking the Use Large Text button on the toolbar. A typical list of Help topic search results. TIP When section links appear at the beginning of an article, you can click a link to move directly to that section of the article.

You can click the Top Of Page link at the end of an article to return to the beginning. You can switch views by clicking buttons either on the View Shortcuts toolbar or in the Presentation Views group on the View tab. Microsoft PowerPoint makes it easy to eficiently create effective presentations. Need to convince management to invest in a new piece of equipment?

Need to present the new annual budget to the Board of Directors? Need to give a report about a recent research study? PowerPoint helps you get the job done in a professional, visually appealing way by making sophisticated presentation features easy to ind and use, so even novice users can work productively with PowerPoint after only a brief introduction.

You can save time by basing your presentation on one of the many design templates that come with PowerPoint. A design template is a blank presentation with a theme, and sometimes graphics, already applied to it. Some templates supply only a title slide and leave it to you to add the other slides you need; other templates supply an example of each of the available slide layouts. These templates provide not only the design but also suggestions for content that is appro- priate for different types of presentations, such as reports or product launches.

After downloading the template, you simply customize the content provided in the tem- plate to meet your needs. To start a new presentation with the design shown on a template thumbnail, double-click the thumbnail. Alternatively, you can click the thumbnail and then select a color variant of the design. Both actions open the Save As page, where you can select a storage location. TIP Many countries have laws that require that certain types of digital content be acces- sible to people with various disabilities.

If your presentation must be compatible with assis- tive technologies, you need to know the inal ile format s of your presentation before you create it and start adding content. Some types of content are visible in a PowerPoint ile in Normal view but not in other accessible ile formats such as tagged PDFs. Before basing a presentation on a template you have not used before, test it for accessibility. You can save the presentation in a folder on your computer or, if you have an Internet connection, in a folder on your Microsoft SkyDrive.

In the Save As dialog box, you can use standard Windows techniques either in the Address bar or in the Navigation pane to navigate to the folder you want. After you save a presentation for the irst time, you can save changes simply by clicking the Save button on the Quick Access Toolbar. The new version of the presentation then over- writes the previous version. You cannot have two iles with the same name in the same folder. To adjust the time interval between saves, display the Backstage view, and click Options.

In the left pane of the PowerPoint Options dialog box, click Save, and then specify the period 2 of time in the box to the right of the Save AutoRecover Information. Start PowerPoint, and then from the starting screen, follow the steps. TIP By default, the slides in presentations you create based on the Blank Presentation template and the design templates that come with PowerPoint are set to Widescreen size. Before you begin adding content to a new presentation, you should consider how the presentation will be viewed.

Then when you have inished exploring, click the Close button in the upper-right corner of the preview box. Then scroll the results, and double-click the thumbnail for the World maps series, World presentation template. TIP The dialog box displays the contents of the folder in which you last saved or opened a ile from within the program. If the Navigation pane and toolbar are not displayed, click Browse Folders in the lower-left corner of the dialog box. For example, the extension. When you save a ile, PowerPoint automatically adds whatever extension is associated with the type of ile selected in the Save As Type box.

In the Category pane on the right, notice the list of categories, with the number of templates available in each one. From the New page, you can choose a template from a speciic category. The selected template is indicated by a pink background. New templates are continually being added. Then enter project status in the Search box, and click the Start Searching button.

Then when the preview box appears, click the More Images right arrow a few times to preview each slide in the template.

You can use the suggestions in the new status report presentation to develop the content of the presentation. Then continue clicking thumb- nails to display each slide of the presentation in turn.

The slides contain generic instructions about the sort of information you might want to include in a presentation for a project status report. You can replace these instruc- tions with your own text. You have now saved two presentations with the same name, but in different folders. By default, PowerPoint iles are saved in the. You can open a. The presentation name appears in the title bar with [Compatibility Mode] to its right. You can work in this mode, or you can convert the presentation to the current format by clicking the Convert button on the Info page of the Backstage view, or by saving the presentation as a different ile in the PowerPoint Presentation format.

If you work with people who are using a version of PowerPoint earlier than , you can save your presentations in a format that they will be able to use by changing the Save As Type setting in the Save As dialog box to PowerPoint Presentation. Saving a ile in either type of SkyDrive location provides the option of sharing the ile with other people.

When you save a PowerPoint presentation to SkyDrive, you and other people with whom you share the presentation can work on it by using a local installation of PowerPoint or by using PowerPoint Web App, which is available in the SkyDrive environment.

If you already have a Microsoft account, you can access your SkyDrive directly from any Ofice program, or from skydrive. SkyDrive Pro is available as part of a SharePoint environment, and your storage there will be managed by your company or SharePoint provider. For example, a slide might have placeholders for a title and for a bulleted list with bullet points and one or more levels of secondary subpoints. You can enter text directly into a placeholder on a slide in the Slide pane in Normal view; or you can switch to Outline view, where the entire presentation is displayed in outline form, and then enter text in the Outline pane.

When you point to a text placeholder or to an outline, the pointer changes to an I-beam. When you click, a blinking cursor appears to indicate where characters will appear when you enter them. As you enter text, it appears both on the slide and on the slide thumbnail Normal view or in the outline Outline view.

Open a new, blank presentation, and save it as BuyingTravelA in the Chapter02 practice ile folder. Close the Notes pane, and then follow the steps.

Notice that the cursor appears in the center of the box, indicating that the text you enter will be centered in the placeholder. Do not enter the period. By tradition, slide titles have no periods. TIP If you make an error while working through this exercise, press Backspace to de- lete the mistake, and then enter the correct text. Notice that the text you just entered in the title placeholder also appears in the Outline pane, adjacent to a slide icon.

Notice that a new slide, with placeholders for a title and either a bulleted list or a graphic, is displayed in the Slide pane, and the status bar displays Slide 2 of 2. If you know what text you want to appear on your slides, it is often quicker to work in the Outline pane.

TIP You can click the Increase List Level button to change slide titles to bullet points and bullet points to subpoints in both the Slide and Outline panes. You can also click the Decrease List Level button to change subpoints to bullet points and bullet points to slide titles in both places.

You insert new text by clicking where you want to make the insertion and simply en- tering it. Punctua- tion following the word is not selected. Alternatively, position the cursor at the beginning of the text you want to select, hold down the Shift key, and either press an arrow key to select characters one at a time or click at the end of the text you want to select. Click the Select button, and then click Select All. All the other objects on that slide are added to the selection.

You can then work with all the objects as a unit. TIP Clicking Select and then Selection Pane displays a pane where you can specify whether particular objects should be displayed or hidden. Selected text appears highlighted in the location where you made the selection—that is, either on the slide or in the Outline pane. To replace a selection, enter the new text. To delete the selection, press either the Delete key or the Backspace key.

Start by using any of the methods described previously to select the text. Then point to the selection, hold down the mouse button, drag the text to its new location, and release the mouse button.

To copy the selection, hold down the Ctrl key while you drag. Also use this method if you need to move or copy text to multiple locations. Select the text, and 2 click the Cut or Copy button in the Clipboard group on the Home tab. Then reposition the cursor, and click the Paste button to insert the selection in its new location. If you click the Paste arrow in- stead of the button, PowerPoint displays a list of different ways to paste the selection.

By using the Paste Options menu, you can specify how you want to paste the cut or copied item. Pointing to a Paste Options button displays a preview of how the cut or copied item will look when pasted into the text in that format, so you can experiment with differ- ent ways of pasting until you ind the one you want.

The following table shows the main keyboard shortcuts for editing tasks. Double-click the icon of the slide whose bullet points you want to hide. Double-click again to redisplay the bullet points. To expand or collapse the entire outline at once, right-click the title of a slide, point to Expand or Collapse, and then click Expand All or Collapse All. If you change your mind about an edit you have made, reverse it by clicking the Undo but- ton on the Quick Access Toolbar.

If you undo an action in error, click the Redo button on the Quick Access Toolbar to reverse the change. To undo multiple actions at the same time, click the Undo arrow and then click the earliest action you want to undo in the list. You can undo actions only in the order in which you performed them—that is, you cannot reverse your fourth previous action without irst re- versing the three actions that followed it.

TIP The number of actions you can undo is set to 20, but you can change that number by displaying the Backstage view, clicking Options to display the PowerPoint Options dialog box, clicking Advanced, and then in the Editing Options area of the Advanced page, chang- ing the Maximum Number Of Undos setting.

Open the presentation, close the Notes pane, switch to Outline view, and then follow the steps. TIP When you select text either in the Outline pane or on the slide, a small toolbar appears.

This Mini Toolbar contains buttons for formatting the selected text. Notice that the text is replaced in both the Outline pane and the Slide pane. TIP When you want to work with a bullet point or subpoint as a whole, ensure that the invisible paragraph mark at its end is included in the selection. If you drag across the text, you might miss the paragraph mark. As a precaution, hold down the Shift key and press End to be sure that the paragraph mark is part of the selection.

The change is relected both on the slide and in the Outline pane. The Clipboard stores items that have been cut or copied from any presentation. To paste an individual item at the cursor, you simply click the item in the Clipboard pane.

To paste all the items, click the Paste All button. You can point to an item, click the arrow that appears, and then click Delete to remove it, or you can remove all the items by clicking the Clear All button. You can control the behavior of the Clipboard pane by clicking Options at the bot- tom of the pane, and choosing the circumstances under which you want the pane to appear. By default in a new presentation, a slide added after the title slide has the Title And Content layout.

Thereafter, each added slide has the layout of the preceding slide. If you want to add a slide with a different layout, simply select the layout from the New Slide gallery, which changes to relect the layouts available in the template on which the presentation was based.

You can also right-click the slide and click Delete Slide. To select a series of slides, click the irst slide and hold down the Shift key while clicking the last slide. To select noncontigu- ous slides, click the irst one and hold down the Ctrl key while clicking additional slides. Instead, select the new layout from the Layout gallery. Open the presentation, and then follow the steps. The Title And Content layout accommodates a title and either text or graphic content—a table, chart, diagram, picture, clip art image, or media clip.

When you inish, the presentation contains 10 slides. Then right-click slide 3, and click Delete Slide. Notice that PowerPoint renumbers all the subsequent slides. Then scroll to the bottom of the pane, hold down the Shift key, and click slide 9. The presentation now has four slides. TIP This gallery is the same as the New Slide gallery, but it applies the layout you choose to an existing slide instead of adding a new one.

Many programs, including the Windows and Mac versions of Word and older versions of PowerPoint, can import outlines saved as. To save a presentation outline as an. For the importing process to work as smoothly as possible, the document must be format- 2 ted with heading styles.

PowerPoint translates Heading 1 styles into slide titles, Heading 2 styles into bullet points, and Heading 3 styles into subpoints. You can easily tell PowerPoint to reuse a slide from one presentation in a different presentation. The slide assumes the formatting of its new presentation unless you specify otherwise. Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide. You can then customize the duplicated slide instead of having to create it from scratch.

Open the ServiceB presentation, close the Notes pane, and then follow the steps. Then below the gallery in the menu, click Slides from Outline to open the Insert Outline dialog box, which resembles the Open dialog box.

In the presentation, each Heading 1 style is a slide title, each Heading 2 style is a bullet point, and each Heading 3 style is a subpoint. TIP You can start a new presentation directly from an outline document. From the Open page of the Backstage view, display the Open dialog box, and in the list of ile types, click All Files.

Then locate and double-click the outline document you want to use. Then below the gallery in the menu, click Reuse Slides to open the Reuse Slides pane on the right side of the screen. Then in the list, click Browse File to open the Browse dialog box, which resembles the Open dialog box.

To store a slide in a slide library, publish the slides to the URL of the library from the Share page in the Backstage view. To insert a slide from a slide library into an existing presentation, enter the URL of the library in the Insert Slide From box of the Reuse Slides pane. Then double-click ProjectProcess to display thumbnails of all the slides in that presentation in the Reuse Slides pane.

The Reuse Slides pane showing thumbnails of the slides in the ProjectProcess presentation, which display a series of diagrams related to a project worklow. Slide 2 of the ServiceB presentation now displays a diagram from the Projects presentation. TIP he reused slide takes on the design of the presentation in which it is inserted. If you want the slide to retain the formatting from the source presentation instead, se- lect the Keep Source Formatting check box at the bottom of the Reuse Slides pane.

Then click Duplicate Selected Slides to insert a new slide 3 identical to slide 2. You can now modify the existing slide content instead of creating it from scratch. Most templates provide a variety of ready- made slide layouts to choose from. Both methods save time and effort. When developing a presentation with more than a dozen slides, you can work on subsets of slides by creating sections.

Sections are not visible to the audience, but they help you organize your slides logically and format them eficiently. A logical presentation and an overall consistent look, punctuated by variations that add weight exactly where it is needed, can enhance the likelihood that your message will be well received and absorbed by your intended audience. In both Normal view and Slide Sorter view, sections are designated by titles above their slides. They do not appear in other views, and they do not create slides or otherwise interrupt the low of the presentation.

Because you can hide whole sets of slides under their section titles, the sections make it easier to focus on one part of a presentation at a time. If you are working on a presentation with other people, you can name one section for each person to delineate who is respon- sible for which slides. TIP Some templates include a layout for section divider slides. If you divide a long presen- tation into sections based on topic, you might want to transfer your section titles to these slides to help guide your audience during presentation delivery.

Then click the Section button, and click Add Section to add an Untitled Section title before slide 4. In the Rename Section dialog box, the current name is selected in the Section Name box so that you can easily replace it. First display both presentations in Slide Sorter view, and on the View tab, in the Window group, click the Arrange All button. Then drag slides to copy them from one presentation window to the other. Notice as you drag that the other slides move either up or down to indicate where the selected slide will appear when you release the mouse button.

Then repeat this step for the Process section. Even with these two sections collapsed, not all the slides in the Thumbnails pane are visible. Then use the Zoom Slider at the right end of the status bar to adjust the zoom percentage until all the slides are visible. We set the zoom percentage to 50 percent. Notice that PowerPoint renumbers the slides in the section. Even a presentation based on the Blank Presentation tem- plate has a theme; the Ofice theme is applied by default.

This theme consists of a white background, a very basic set of colors, and the Calibri font. If you want to change the theme applied to a presentation, you can choose one from the Themes gallery on the Design tab. Many themes are accompanied by variants, providing a range of instant choices of background and text color with the same basic design. By using the Live Preview feature, you can easily try different effects until you ind the one you want. Open all three presentations, and then with the LandscapingA presentation active, follow the steps.

Notice that the slide has a white background with black text in the Calibri font. The commands below the gallery enable you to browse for and save themes.

Notice that the slides now have a dark aqua, gradient background with a red accent in the upper-right corner. Notice that the title text is now white and in the Century Gothic font. Good color contrast is important for any presentation, but especially for those that will be delivered on a screen to a roomful of people. TIP If you like the colors of one theme, the fonts of another, and the effects of another, you can mix and match theme elements.

First apply the theme that most closely resembles the look you want. Then in the Variants group, click the More but- ton, and change the colors by clicking the Colors button, the fonts by clicking the Fonts button, or the effects by clicking the Effects button. Changing the slide background In PowerPoint, you can customize the background of a slide by adding a solid color, a color gradient, a texture, or even a picture. You make these changes in the Format Background pane, which opens when you click the Format Background button in the Customize group on the Design tab.

A color gradient is a visual effect in which a solid color gradually changes from light to dark or dark to light. PowerPoint offers several gradient patterns, each with variations. If you want something fancier than a solid color or a color gradient, you can give the slide background a texture or pattern.

PowerPoint comes with several built-in textures that you can easily apply to the background of slides. If none of these meets your needs, you might want to use a picture of a textured surface.

When you select a background option, the Format Background pane changes to show the settings for that option. Below the palettes are commands for more precise color choices.

TIP To change a theme color throughout a presentation, you need to make the change on the slide master. Notice that on the active slide, the purple gradiant changes to relect this setting. TIP If you want to proof the text of your slides without the clutter of background graphics, clear the Hide Background Graphics check box on the Fill page of the Format Background pane.

If you want to print your slides without their color back- grounds, on the Print page of the Backstage view, select the Grayscale or Pure Black And White option. You can select from a variety of available textures, including fabrics, marbles and granites, wood grains, and Formica-like textures in various colors. Then continue to apply textures, noticing that most of them are too complex, even for a slide with very little text. Then close the pane.

TIP If you want to add a watermark, such as the word Draft or Conidential, to the back- ground of your slides, you need to add the text to the background of the slide master. You apply these colors by selecting the element whose color you want to change and then choosing a color from the Standard Colors palette of the associated color menu or by choosing a custom color from the wide spectrum available in the Colors dialog box.

To select a color that is neither part of the theme nor a standard color: 1 Display the appropriate color menu; for example, the menu that appears when you click Solid Fill, and then click the Fill Color button in the Format Background pane.

On the Standard page permutations of primary, secondary, and tertiary colors form a hexagonal color wheel. If you want to make a selected element the same color as one that is used elsewhere on the same slide, display the color menu, click Eyedropper, and then click the color you want.

After you use a non-theme or non-standard color, it becomes available in the Recent Colors palette of all color menus. The color remains on the palette even if you change the theme applied to the presentation.

However, when you want to draw attention to a slide or one of its ele- ments, you can do so effectively by making speciic placeholders stand out. When you click the text once, the placeholder has a dashed border.

The place- holder is then selected for editing, and you can enter new text or edit existing text. When a placeholder has a dashed border, you can enter or edit text. Clicking the dashed border changes it to a solid border. You can then manipulate the place- holder as a unit; for example, you can size and move it. When a placeholder has a solid border, you can manipulate the placeholder.

When a placeholder is selected, the Format tool tab appears on the ribbon, because place- holders are actually text-box shapes that can be manipulated like any other shape. Then point to a few color swatches in turn to display a live preview of the effects on the placeholder. Then below the palettes, point to Weight, and in the list, click 3 pt. TIP The abbreviation pt stands for point. A point is a unit of measurement used in the design and publishing industries.

There are 72 points to the inch. Applying different themes or variants to different sections of a presentation is a good way to signal a change in a major topic. In later chapters of this book, we show you ways to add fancy effects to electronic pres- entations so that you can really grab the attention of your audience. But no amount of animation, jazzy colors, and supporting pictures will convey your message if the words on the slides are inadequate to the task.

For most of your presentations, text is the foundation on which you build everything else. Even if you follow the current trend of building presentations that consist primarily of pic- tures, you still need to make sure that titles and any other words on your slides do their job, and do it well. This chapter shows you various ways to work with text to ensure that the words are accurate, consistent, and appropriately formatted.

For an individual paragraph, you can change these and other settings, which are collectively called paragraph formatting. To remove bullet formatting and create an ordinary paragraph, click None in the gallery.

To switch to a numbered list, click the Numbering arrow, and then click the numbering style you want. Left- alignment is the usual choice for paragraphs. Center- alignment is often used for titles and headings. You might justify a single, non-bulleted para- graph on a slide for a neat look. This option works only if the paragraph contains more than one line.

You can then adjust the Before and After settings for the entire paragraph. In this dialog box, you can also indent individual bullet points without changing them to subpoints. In addition to changing the look of paragraphs, you can manipulate the look of individual words by manually applying settings that are collectively called character formatting. Because the effects are immediately evident, using these buttons takes the guesswork out of sizing text.

You can also set a precise size in the Font Size box. TIP If you turn off AutoFit so that you can manually size text, you can drag the handles around a selected placeholder to adjust its size to it its text. You can also click More Spacing to display the Character Spacing page of the Font dialog box, where you can specify the space between characters more precisely.

TIP You can clear all manually applied character formatting, except the Case setting, from a selection by clicking the Clear All Formatting button. To make it quick and easy to apply the most common paragraph and character formatting, PowerPoint displays the Mini Toolbar when you select text. You can quickly make formatting changes by clicking buttons on the Mini Toolbar. After you have formatted the text on a slide, you might ind that you want to adjust the way lines break to achieve a more balanced look.

This is often the case with slide titles, but bullet points and regular text can sometimes also beneit from a few manually inserted line breaks. This ine-tuning should wait until you have taken care of all other formatting of the slide element, because chang- ing the font, size, and attributes of text can affect how it breaks.

Ignore this box for now. Then in the Standard Colors palette, click the Red swatch. Then in the Editing group, click the Select button, and click Select All to select all the text in the placeholder. When bullet points have only a few words, you can increase the font size to make them stand out. You can click Bullets And Numbering at the bottom of the gallery to create custom bullets. Notice that the paragraphs are now centered with space between them, and the lines are farther apart.

For example, if you enter teh instead of the or WHen instead of When, AutoCorrect immediately corrects the entry. You can customize AutoCorrect to recognize misspellings you routinely enter or to ignore text you do not want AutoCorrect to change.

You can also create your own AutoCorrect substitutions to automate the entry of frequently used text. By default, if you enter more text than will it in a placeholder, PowerPoint reduces the size of the text so that all the text its, and displays the AutoFit Options button to the left of the placeholder.

Clicking this button displays a list of options that give you control over automatic sizing. For example, you can stop sizing text for the current placeholder while retaining the AutoFit settings for other placeholders. Also notice that AutoCorrect does not change Setup to Set up or teem to team because both Setup and teem are legitimate words that are not included in its correction list.

TIP PowerPoint cannot detect that you have used an incorrect form of a word the noun Setup instead of the verb Set up or a homonym a word that sounds the same as another word but has a different meaning.

Now suppose you often misspell the word assign as assine. The lower part contains a huge table of misspellings and the keyboard equivalent of symbols with their replacements. When you enter one of the terms in the irst column, PowerPoint automatically substitutes the term from the second column.

Then enter Assine to a category, and press Enter. Notice that PowerPoint changes the word Assine to Assign, even though you entered the substitution in all lowercase letters. Then enter csc, and press the Spacebar, watching as PowerPoint changes the initials csc to Community Service Committee.

Because you followed the initials with a space, AutoCorrect replaces them with the corresponding entry in the substitution table.

TIP AutoCorrect also recognizes an entry if you follow it with a punctuation mark. Notice that AutoFit reduces the size of the title to 40 so that it its in the title placeholder. After AutoFit reduces the size of text, the AutoFit Options button appears to the left of the adjusted placeholder. The AutoFit Options list for bullet points includes more options than the one for a title.

Then close the CommunityServiceA presentation, saving your changes if you want to. Checking spelling and choosing the best wording The AutoCorrect feature is useful if you frequently enter the same misspelling. However, most misspellings are the result of erratic inger-positioning errors or memory lapses. You can use one of the following two methods to ensure that the words in your presentations are spelled correctly in spite of these random occurrences.

To draw attention to words that are not in its dictionary and that might be misspelled, PowerPoint underlines them with a red wavy underline. You can right-click a word with a red wavy underline to display a menu with a list of possible spellings and actions. You can choose the correct spelling from the menu, tell PowerPoint to ignore the word, or add the word to a supplementary dictionary explained shortly. PowerPoint then works its way through the 4 presentation, and if it encounters a word that is not in its dictionary, it displays the word in the Spelling pane.

After you indicate how PowerPoint should deal with the word, it moves on and displays the next word that is not in its dictionary, and so on.

TIP PowerPoint alerts you to the fact that there are spelling errors in a presentation by placing an X over the spelling indicator at the left end of the status bar. You cannot make changes to the main dictionary in PowerPoint, but you can add correctly spelled words that are lagged as misspellings to the PowerPoint supplemental dictionary called CUSTOM.

You can also create and use custom dictionaries and use dictionaries from other Microsoft programs. Language is often contextual—the language you use in a presentation to members of a club is different from the language you use in a business presentation. You can then either click one of the suggested words or click Thesaurus to open the Thesaurus pane. Right-clicking a lagged word displays suggested synonyms and options for correcting it.

Then on the Review tab, in the Language group, click the Language button, and click Set Prooing Language to open the Language dialog box. The spelling checker stops on the word Persue and opens the Spelling pane on the right. TIP In the lower part of the Spelling pane, PowerPoint lists a few synonyms for the selected replacement so that you can identify the replacement with the correct meaning. The spelling checker replaces Persue with the suggested Pursue and then stops on the word CSCom, suggesting Como as the correct spelling.

For purposes of this exer- cise, assume that this is a common abbreviation for Community Service Committee. DIC dictionary. The spelling checker then ignores either just that word or all instances of the word in the presentation during subsequent spell checking sessions. Next the spelling checker stops on the because it is the second of two occurrences of that word.

Now the spelling checker identiies employes as a misspelling. Then close the CommunityServiceB presentation, saving your changes if you want to. Open the Research pane by clicking the Research button in the Prooing group and then enter a topic in the Search For box, specifying in the box below which service PowerPoint should use to look for information about that topic.

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