Microsoft PowerPoint 4.0

Instructor Carol Siwinski - Germantown Academy

With Microsoft PowerPoint you can create overhead slides, speaker's notes, audience handouts, and an outline, all in a single presentation file. PowerPoint uses powerful wizards to help you create and organize your presentation step by step.

Creating A Presentation
Using Pick A Look Wizard
Outlining Your Thoughts
Adding and Modifying Text
Incorporating Objects
Using Masters
Incorporating Graphics

Creating a Presentation
Using the AutoContent wizard is one way to create a presentation. The following instructions will also help you change, insert, and format text, edit titles and body text, create new slides, move around in your presentation, and look at your content in different views.

Create a presentation using the AutoContent wizard From the File menu, choose New and select AutoContent Wizard.

Change text to bold or Italic Select the text object or text and click the corresponding toolbar button.

Change text to underlined or shadowed Select the text object or text and click the corresponding toolbar button.

Change the font size Select the text object or text and click the Increase Font Size or the Decrease Font Size button.

Change presentation views Click any of the view buttons located on the left of the bottom scroll bar: Slide, Outline, Slide Sorter, or NotesPages.

Reverse an action From the Edit menu, choose Undo.

Save a new presentation From the File menu, choose Save.

End a PowerPoint session From the File menu, choose Quit.

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Pick A Look Wizard
Learn to use the Pick a Look Wizard, enter new text, create new slides, open an existing presentation, incorporate slides from other presentations, rearrange slides in Slide Sorter view, enter text in Notes view, and print a presentation.

Create a presentation using the Pick a Look Wizard From the File menu, choose New and select Pick a Look Wizard.

Type title or main text on a slide Select the title object or main text object and begin typing.

Create a new slide Click the New Slide button or from the Slide menu, choose New Slide.

Open a presentation Choose Open from the File menu. When the Open dialog box appears, select the file you want opened and click the Open button.

Copy slides between presentations Select slides in Slide Sorter view or Outline view. From the Edit menu, choose Copy. Open the file where you want to paste the slides. Click the Slide Sorter View button and choose Paste from the File menu.

Rearrange slides in Slide Slide Sorter view Select slides in Slide Sorter view. Drag the slides to the desired locations.

Enter text in Notes Pages view Click the Notes Pages View button. Select the Notes placeholder and type.

Print a presentation From the File menu, choose Print. Select print options and click the Print button.

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Outline Your Ideas
PowerPoint makes it easy for you to outline your thoughts and to organize your presentation clearly and quickly. Outline view shows you the slide title text and paragraph text for each slide in your presentation. You can edit and rearrange both title and paragraph text in Outline view. Your changes will also appear in Slide view. PowerPoint also allows you to import outlines created in other applications and place them in your document.

Open an Outline From the File menu, choose Open. Click the List Files Of Type drop-down arrow and select All Readable Outlines. Select the file you want opened.

View your slides in Outline Click the Outline View button.

Insert an outline From the Insert menu, choose Slides from Outline.

Scroll through an outline Click the scroll arrows, or drag the elevator, or click above or below the scroll box.

View an outline with titles only On the Outlining Toolbar, click the Show Titles button.

View an outline with formatted text On the Outlining Toolbar, click the Show Formatting button.

Increase or decrease the outline view size On the Standard Toolbar, click the Zoom Control drop-down arrow and select a view size, or select the view size percentage and type a new percentage.

Select a slide or paragraph Position the four -headed arrow to the left of the text and click.

Move a slide or paragraph Select the Slide or paragraph. On the Outlining Toolbar, click one of the outlining buttons or drag the selection.

Move text Select the text. Drag it to a new position.

Save an outline From the File menu, choose Save As. Click the Save File As Type drop-down arrow and select Outline.(RTF TEXT).

Print an Outline From the File menu, choose Print. Click the Print What drop-down arrow and select Outline View. Click the Print button.

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Adding and Modifying Text
In PowerPoint you can add and modify text very simply and quickly. Whether you're working on a slide, outline, or a speaker's notes page, you work with text in the same way. In addition to working with text in a text placeholder, PowerPoint allows you to create, edit, and adjust text in labels, as a word processing box, or as a graphic.

Create a text label Click the Text Tool button. Click the slide and type your text.

Create a word processing box Click the Text Tool button. On the slide, drag to create a text box, and then type your text.

Select text to edit Click in the text and drag.

Rearrange text in Slide view Select text and then drag paragraphs.

Add text to shape Select the shape and use text tool to type your text.

Arrange text in an object Select an object with text. From the Format menu, choose Text Anchor. Select an option and click OK.

Format text in a shape Select the shape and choose styles from the Formatting Toolbar or the Format menu.

Format text with Format Painter Select the object with the format you want to use. On the Standard Toolbar, click Format Painter. Select the object you want to format.

Change text alignment Select a text object. From the Format menu, choose Alignment. Select an option and click OK.

Change line spacing Select a text object. From the format menu, choose Line Spacing. Change the spacing and click OK.

Change text case Select a text object. From the Format menu, choose Change Case. Select an option and click OK.

Add or remove periods Select a text object. From the Format menu , choose Periods. Select an option and click OK.

Replace fonts From the Tools menu, choose Replace Fonts. Change the font and click OK.

Find or replace text From the Edit menu, choose Find or Replace.

Check spelling From the Tools menu, choose Spelling.

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Incorporating Objects Into Your Presentation
PowerPoint allows you to draw shapes, import pictures, sounds , movies, and text --all of these are objects. Objects are the building blocks you use to create slides in PowerPoint . Using these building blocks you can easily produce professional looking presentations.

Select an Object Click the Selection Tool button. Position the cursor on the object and click.

Deselect an object Click the Selection Tool button.

Draw an object On the Drawing Toolbar or the AutoShape Toolbar, click a drawing tool and drag to create an object.

Resize an object Select the object. Drag a resize handle.

View another toolbar From the View menu, choose Toolbars. Click the toolbar's check box.

Change an object's shape Select the object. From the Object menu, choose AutoShape and select a shape.

Change a line style On the Drawing Toolbar, click the Line Style button and select a line style.

Group or ungroup objects Select the objects. On the Drawing+ Toolbar, click the Group or ungroup button.

Align objects Select the objects. From the Format menu, choose Alignment, and then choose an alignment, or choose the Guides command and drag the objects to a guide.

Draw an arc On the Drawing Toolbar, click the Arc Tool button and drag.

Edit an arc Double-click the arc line. Drag a control handle.

Draw a freeform On the Drawing Toolbar, click the Freeform Tool button. Click to draw straight lines, or drag to draw freehand.

Edit a freeform Double-click a freeform line. Drag vertices.

Rotate and flip an object Select the object. On the Drawing+ Toolbar, click one of the Rotate and Flip buttons.

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Working With Masters
PowerPoint uses masters to help create professional looking slides, audience handouts, and speaker's notes pages. A master is a set of formatting characteristics, graphics, and text placement information that is consistent throughout the entire presentation. Items from a master can be set individually to apply to any or all slides. A template is a presentation that has a set of color and text characteristics that can be "applied" to your presentation. PowerPoint comes with more than 160 templates that are professionally designed.

Switch to Master views From the View menu, choose Master, and then choose the desired view from the menu or hold down the SHIFT key and click the desired View button.

Add background items to a master Switch to a master view and add items to the master.

Add the time, date, and page number From the Insert menu, choose the desired menu item.

Format the master title or master text
Select the master title or master text and choose the desired formatting effects.

Display the text object ruler From the View menu, choose Ruler, or hold down the OPTION key click the mouse button, and choose Ruler from the Shortcut menu.

Set the indent marker for the first line of text From the View menu, choose Ruler . Drag the button triangle.

Adjust a paragraph margin From the View menu, choose Ruler. Position the upper triangle to the left of the bottom triangle.

Create a hanging indent From the View menu, choose Ruler. Position the upper triangle to the left of the bottom triangle.

Change the bullet format Click the I-beam cursor in a line of text and choose Bullet from the Format menu.

Follow the master From the Format menu, choose Slide Background. Click the Follow Master button.

Reapply a slide layout Move to the slide. Click the Layout button, select a layout, and click the Reapply button.

Apply a template Click the Template button. Select the folder that contains the template you want to use, and select the template file. Click the Apply button.

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Inserting Graphics into PowerPoint
You can insert graphics into PowerPoint in several ways. The most straightforward way is to copy and paste. You can copy and paste text, objects, and slides within a presentation, among presentations, and into other applications. Another way to insert graphics into PowerPoint is to use commands on the Insert menu and the Standard Toolbar, which allow you to insert clip art, sound, movies, pictures, or objects.

Add clip art
On the Standard Toolbar, click the Insert Clip Art button or double-click the clip art placeholder. Select an image and click the OK button.

Insert a Quick Time movie From the Insert menu, choose Movie. In the list of file names, select a movie. Click the Insert button.

Insert WordArt From the Insert menu, choose Object. In the list of object types, select Microsoft WordArt 2.0. Click the OK button Create the WordArt and click the OK button.

Insert a picture From the Insert menu, choose Picture. Select a picture file and click the Insert button.

Scale an object Select the object. From the Draw menu, choose Scale. Type a percentage.

Crop a picture From the Tools menu, choose Crop Picture. Drag as resize handle.

Recolor a picture From Tools menu, choose Recolor. Click the drop-down arrow for each color and select a new one from the list. Click the Preview button to view your changes. Click the OK button.

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Last updated August 2, 1997

Send comments or questions to Carol Siwinski, Curricular Technology Specialist for Germantown Academy, at csiwi@ga.k12.pa.us

Create a presentation using the AutoContent wizard		From the File menu, choose New and select AutoContent Wizard.
Change text to bold or Italic		Select the text object or text and click the corresponding toolbar button.
Change text to underlined or shadowed		Select the text object or text and click the corresponding toolbar button.
Change the font size		Select the text object or text and click the Increase Font Size or the Decrease Font Size button.
Change presentation views		Click any of the view buttons located on the left of the bottom scroll bar: Slide, Outline, Slide Sorter, or NotesPages.
Reverse an action		From the Edit menu, choose Undo.
Save a new presentation		From the File menu, choose Save.
End a PowerPoint session		From the File menu, choose Quit.

Create a presentation using the Pick a Look Wizard	From the File menu, choose New and select Pick a Look Wizard.
Type title or main text on a slide	Select the title object or main text object and begin typing.
Create a new slide	Click the New Slide button or from the Slide menu, choose New Slide.
Open a presentation	Choose Open from the File menu. When the Open dialog box appears, select the file you want opened and click the Open button.
Copy slides between presentations	Select slides in Slide Sorter view or Outline view. From the Edit menu, choose Copy. Open the file where you want to paste the slides. Click the Slide Sorter View button and choose Paste from the File menu.
Rearrange slides in Slide Slide Sorter view	Select slides in Slide Sorter view. Drag the slides to the desired locations.
Enter text in Notes Pages view	Click the Notes Pages View button. Select the Notes placeholder and type.
Print a presentation	From the File menu, choose Print. Select print options and click the Print button.

Open an Outline	From the File menu, choose Open. Click the List Files Of Type drop-down arrow and select All Readable Outlines. Select the file you want opened.
View your slides in Outline	Click the Outline View button.
Insert an outline	From the Insert menu, choose Slides from Outline.
Scroll through an outline	Click the scroll arrows, or drag the elevator, or click above or below the scroll box.

View an outline with titles only	On the Outlining Toolbar, click the Show Titles button.
View an outline with formatted text	On the Outlining Toolbar, click the Show Formatting button.
Increase or decrease the outline view size	On the Standard Toolbar, click the Zoom Control drop-down arrow and select a view size, or select the view size percentage and type a new percentage.
Select a slide or paragraph	Position the four -headed arrow to the left of the text and click.
Move a slide or paragraph	Select the Slide or paragraph. On the Outlining Toolbar, click one of the outlining buttons or drag the selection.
Move text	Select the text. Drag it to a new position.
Save an outline	From the File menu, choose Save As. Click the Save File As Type drop-down arrow and select Outline.(RTF TEXT).
Print an Outline	From the File menu, choose Print. Click the Print What drop-down arrow and select Outline View. Click the Print button.

Create a text label	Click the Text Tool button. Click the slide and type your text.
Create a word processing box	Click the Text Tool button. On the slide, drag to create a text box, and then type your text.
Select text to edit	Click in the text and drag.
Rearrange text in Slide view	Select text and then drag paragraphs.
Add text to shape	Select the shape and use text tool to type your text.
Arrange text in an object	Select an object with text. From the Format menu, choose Text Anchor. Select an option and click OK.
Format text in a shape	Select the shape and choose styles from the Formatting Toolbar or the Format menu.
Format text with Format Painter	Select the object with the format you want to use. On the Standard Toolbar, click Format Painter. Select the object you want to format.
Change text alignment	Select a text object. From the Format menu, choose Alignment. Select an option and click OK.
Change line spacing	Select a text object. From the format menu, choose Line Spacing. Change the spacing and click OK.
Change text case	Select a text object. From the Format menu, choose Change Case. Select an option and click OK.
Add or remove periods	Select a text object. From the Format menu , choose Periods. Select an option and click OK.
Replace fonts	From the Tools menu, choose Replace Fonts. Change the font and click OK.
Find or replace text	From the Edit menu, choose Find or Replace.
Check spelling	From the Tools menu, choose Spelling.

Select an Object	Click the Selection Tool button. Position the cursor on the object and click.
Deselect an object	Click the Selection Tool button.
Draw an object	On the Drawing Toolbar or the AutoShape Toolbar, click a drawing tool and drag to create an object.
Resize an object	Select the object. Drag a resize handle.
View another toolbar	From the View menu, choose Toolbars. Click the toolbar's check box.
Change an object's shape	Select the object. From the Object menu, choose AutoShape and select a shape.
Change a line style	On the Drawing Toolbar, click the Line Style button and select a line style.
Group or ungroup objects	Select the objects. On the Drawing+ Toolbar, click the Group or ungroup button.
Align objects	Select the objects. From the Format menu, choose Alignment, and then choose an alignment, or choose the Guides command and drag the objects to a guide.
Draw an arc	On the Drawing Toolbar, click the Arc Tool button and drag.
Edit an arc	Double-click the arc line. Drag a control handle.
Draw a freeform	On the Drawing Toolbar, click the Freeform Tool button. Click to draw straight lines, or drag to draw freehand.
Edit a freeform	Double-click a freeform line. Drag vertices.
Rotate and flip an object	Select the object. On the Drawing+ Toolbar, click one of the Rotate and Flip buttons.

Switch to Master views	From the View menu, choose Master, and then choose the desired view from the menu or hold down the SHIFT key and click the desired View button.
Add background items to a master	Switch to a master view and add items to the master.
Add the time, date, and page number	From the Insert menu, choose the desired menu item.
Format the master title or master text	Select the master title or master text and choose the desired formatting effects.
Display the text object ruler	From the View menu, choose Ruler, or hold down the OPTION key click the mouse button, and choose Ruler from the Shortcut menu.
Set the indent marker for the first line of text	From the View menu, choose Ruler . Drag the button triangle.
Adjust a paragraph margin	From the View menu, choose Ruler. Position the upper triangle to the left of the bottom triangle.
Create a hanging indent	From the View menu, choose Ruler. Position the upper triangle to the left of the bottom triangle.
Change the bullet format	Click the I-beam cursor in a line of text and choose Bullet from the Format menu.
Follow the master	From the Format menu, choose Slide Background. Click the Follow Master button.
Reapply a slide layout	Move to the slide. Click the Layout button, select a layout, and click the Reapply button.
Apply a template	Click the Template button. Select the folder that contains the template you want to use, and select the template file. Click the Apply button.

Add clip art	On the Standard Toolbar, click the Insert Clip Art button or double-click the clip art placeholder. Select an image and click the OK button.
Insert a Quick Time movie	From the Insert menu, choose Movie. In the list of file names, select a movie. Click the Insert button.
Insert WordArt	From the Insert menu, choose Object. In the list of object types, select Microsoft WordArt 2.0. Click the OK button Create the WordArt and click the OK button.
Insert a picture	From the Insert menu, choose Picture. Select a picture file and click the Insert button.
Scale an object	Select the object. From the Draw menu, choose Scale. Type a percentage.
Crop a picture	From the Tools menu, choose Crop Picture. Drag as resize handle.
Recolor a picture	From Tools menu, choose Recolor. Click the drop-down arrow for each color and select a new one from the list. Click the Preview button to view your changes. Click the OK button.