ECDL Module 6

REFERENCE MANUAL
Presentation
Microsoft PowerPoint XP Edition for ECDL Syllabus Four

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PAGE 3 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

ECDL Approved Courseware

IMPORTANT - PLEASE READ As a condition of providing official approval for this courseware, the ECDL Foundation demand that the following statement appear within all approved ECDL courseware, produced by third party courseware providers: ""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of the European Computer Driving Licence Foundation Limited in Ireland and other countries. Cheltenham Courseware Ltd is an independent entity from the European Computer Driving Licence Foundation Limited, and not affiliated with the European Computer Driving Licence Foundation Limited in any manner. Cheltenham Courseware Ltd ECDL Courseware may be used in assisting students to prepare for the European Computer Driving Licence Examination. Neither the European Computer Driving Licence Foundation Limited nor Cheltenham Courseware Ltd warrants that the use of this Cheltenham Courseware Ltd ECDL Courseware will ensure passing the relevant Examination. Use of the ECDL-F approved Courseware Logo on this product signifies that it has been independently reviewed and approved in complying with the following standards: Acceptable coverage of all courseware content related to the ECDL Syllabus Version 4.0. This courseware material has not been reviewed for technical accuracy and does not guarantee that the end user will pass the associated ECDL Examinations. Any and all assessment tests and/or performance based exercises contained in this Cheltenham Courseware Ltd ECDL Courseware relate solely to this Cheltenham Courseware Ltd ECDL Courseware and do not constitute, or imply, certification by the European Driving Licence Foundation in respect of any ECDL Examinations. For details on sitting ECDL Examinations in your country please contact the local ECDL Licensee or visit the European Computer Driving Licence Foundation Limited web site at http://www.ecdl.com. Candidates using this courseware material should have a valid ECDL/ICDL Skills Card/Log book. Without such a skills card/Log book no ECDL/ICDL tests can be taken, no ECDL/ICDL certificate, nor any other form of recognition can be given to the candidate. ECDL/ICDL Skills Cards may be obtained from any accredited ECDL/ICDL Test Centre or from your country's National ECDL/ICDL designated Licensee". References to the European Computer Driving Licence (ECDL) include the International Computer Driving Licence (ICDL). ECDL Syllabus Version 4.0 is published as the official syllabus for use within the European Computer Driving Licence (ECDL) and International Computer Driving Licence (ICDL) certification programme."

IMPORTANT: - Regarding ECDL courseware purchased from Cheltenham Courseware Ltd. Cheltenham Courseware Ltd accept no liability whatsoever arising from any changes which you make to this courseware, with, or without, ECDL Foundation approval.

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PAGE 4 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1 GETTING STARTED .................................................................................................................................... 6 6.1.1 FIRST STEPS WITH PRESENTATIONS ....................................................................................................... 6 6.1.1.1 Open (and close) a presentation application. ............................................................................ 6 6.1.1.2 Open one or several presentations. ............................................................................................ 7 6.1.1.3 Create a new presentation (default template). ........................................................................ 10 6.1.1.4 Save a presentation to a location on a drive............................................................................ 10 6.1.1.5 Save a presentation under another name. ............................................................................... 11 6.1.1.6 Save a presentation in another file type such as: Rich Text Format, template, image file format, software specific file extension, version number..................................................................... 12 6.1.1.7 Switch between open presentations. ........................................................................................ 14 6.1.1.8 Use available Help functions. ..................................................................................................... 15 6.1.1.9 Close a presentation. .................................................................................................................. 20 6.1.2 ADJUST SETTINGS .................................................................................................................................. 21 6.1.2.1 Use magnification/zoom tools. ................................................................................................... 21 6.1.2.2 Display or hide built-in toolbars.................................................................................................. 21 6.1.2.3 Modify basic options/preferences in the application: user name, default directory/folder to open, save presentations. ........................................................................................................................ 22 6.2 DEVELOPING A PRESENTATION ......................................................................................................... 23 6.2.1 PRESENTATION VIEWS ........................................................................................................................... 23 6.2.1.1 Understand the uses of different presentation view modes. ................................................. 23 6.2.1.2 Change between different presentation view modes. ............................................................ 24 6.2.2 SLIDES .................................................................................................................................................... 25 6.2.2.1 Add a new slide with specific slide layout inc: title slide, chart & text, bulleted list, table. 25 6.2.2.2 Change between built-in slide layouts. ..................................................................................... 26 6.2.2.3 Change background colour on specified slide(s), all slides. .................................................. 27 6.2.3 USING DESIGN TEMPLATES ................................................................................................................... 28 6.2.3.1 Apply an available design template to a presentation. ........................................................... 28 6.2.3.2 Change between available design templates. ......................................................................... 29 6.2.4 MASTER SLIDE ....................................................................................................................................... 29 6.2.4.1 Insert a picture, image, drawn object into a master slide. Remove a picture images, drawn object from a master slide. ........................................................................................................... 30 6.2.4.2 Add text into a footer of specific slides, all slides in a presentation. .................................... 32 6.2.4.3 Apply automatic slide numbering, automatically updated date, non-updating date, into Footer of all specific slides, or all slides in a presentation. ................................................................. 32 6.3 TEXT AND IMAGES ................................................................................................................................... 34 6.3.1 TEXT INPUT, FORMATTING ..................................................................................................................... 34 6.3.1.1 Add text into a presentation in standard or outline view. ....................................................... 34 6.3.1.2 Edit slide content, notes pages contents by inserting new characters, words.................... 36 6.3.1.3 Change text appearance: font sizes and font types. .............................................................. 37 6.3.1.4 Apply text formatting such as bold, italic or underlining. ........................................................ 37 6.3.1.5 Apply case changes to text. ....................................................................................................... 38 6.3.1.6 Apply different colours to text. .................................................................................................... 39 6.3.1.7 Apply shadow to text. .................................................................................................................. 39 6.3.1.8 Align text: left, centre, right in a slide. ....................................................................................... 41 6.3.1.9 Adjust line spacing before and after bulleted, numbered points. .......................................... 42 6.3.1.10 Change between style of bullets or numbers in a list from the built-in standard options.43 6.3.1.11 Use the undo or redo command. ............................................................................................. 44 6.3.2 PICTURES, IMAGES ................................................................................................................................. 45 EXTRA - Picture Selection Techniques ................................................................................................. 45 6.3.2.1 Insert a picture into a slide.......................................................................................................... 45 6.3.2.2 Insert an image into a slide. ....................................................................................................... 47 6.3.3 DUPLICATE, MOVE, DELETE................................................................................................................... 48 6.3.3.1 Duplicate text, pictures, images within the presentation or between open presentations. 48 6.3.3.2 Move text, pictures, images within the presentation or between open presentations. ...... 52 6.3.3.3 Resize pictures, images in a presentation. .............................................................................. 53 6.3.3.4 Delete text, pictures, images in a slide. .................................................................................... 54
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PAGE 5 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.4 CHARTS/GRAPHS DRAWN OBJECTS................................................................................................. 55 6.4.1 USING CHARTS/GRAPHS ........................................................................................................................ 55 6.4.1.1 Input data to create or modify different kinds of built-in charts/graphs in a slide such as; column, bar, line, pie. ............................................................................................................................... 55 6.4.1.2 Change the background colour in the chart/graph.................................................................. 59 6.4.1.3 Change the column, bar, line, pie slice colours in the chart/graph. ...................................... 61 6.4.1.4 Change the chart/graph type...................................................................................................... 62 6.4.2 ORGANISATION CHARTS ........................................................................................................................ 62 6.4.2.1 Create an organisation chart with a labelled hierarchy. ......................................................... 62 6.4.2.2 Change the hierarchical structure of an organisation chart. .................................................. 64 6.4.2.3 Add or remove managers, co-workers, subordinates in an organisation chart. ................. 65 6.4.3 DRAWN OBJECTS ................................................................................................................................... 65 6.4.3.1 Add different types of drawn object to a slide: line, free drawn line, arrow, rectangle, square, circle, text box, other available shapes.................................................................................... 65 6.4.3.2 Change drawn object background colour, line colour, line weight, line style. ..................... 68 6.4.3.3 Change arrow start style, arrow finish style. ............................................................................ 70 6.4.3.4 Apply a shadow to a drawn object............................................................................................. 71 6.4.3.5 Rotate or flip a drawn object. ..................................................................................................... 72 6.4.3.6 Align a drawn object: left, centre, right, top, bottom of a slide. ............................................. 73 6.4.3.7 Resize drawn object, chart within a presentation .................................................................... 73 6.4.3.8 Bring an object to the front or back. .......................................................................................... 73 6.4.4 DUPLICATE, MOVE, DELETE................................................................................................................... 74 6.4.4.1 Duplicate a chart/graph, drawn object within the presentation or between open presentations. ............................................................................................................................................ 74 6.4.4.2 Move a chart/graph, drawn object within the presentation or between open presentations. ..................................................................................................................................................................... 75 6.4.4.3 Delete a chart/graph, drawn object. .......................................................................................... 75 6.5 SLIDE SHOW EFFECTS ........................................................................................................................... 76 6.5.1 PRESET ANIMATION ................................................................................................................................ 76 6.5.1.1 Add preset text or image animation effects to slides. Change preset animation effects on text or images. ........................................................................................................................................... 76 6.5.2 TRANSITIONS .......................................................................................................................................... 77 6.5.2.1 Add transition effects between slides. Change transition effects between slides. ............. 77 6.6 PREPARE OUTPUT ................................................................................................................................... 79 6.6.1 PREPARATION......................................................................................................................................... 79 6.6.1.1 Select appropriate output format for slide presentation such as: overhead, handout, 35 mm slides, on-screen show. .................................................................................................................... 79 6.6.1.2 Spell-check a presentation and make changes such as: correcting spelling errors, deleting repeated words. .......................................................................................................................... 79 6.6.1.3 Add notes (for the presenter) to slides...................................................................................... 80 6.6.1.4 Change slide setup, slide orientation to portrait, landscape. Change paper size. ............. 81 6.6.1.5 Duplicate, move slides within a presentation, between open presentations ....................... 82 6.6.1.6 Delete a slide, slides. .................................................................................................................. 83 6.6.2 PRINTING ................................................................................................................................................ 83 6.6.2.1 Print entire presentation, specific slides, handouts, notes pages, outline view of slides, number of copies of presentation, print presentation to file. ............................................................... 84 6.6.3 DELIVER A PRESENTATION ..................................................................................................................... 86 6.6.3.1 Hide or show slides. .................................................................................................................... 86 6.6.3.2 Start a slide show, start a slide show on any slide. ................................................................ 87

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PAGE 6 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1 Getting Started

6.1.1 First Steps with Presentations

6.1.1.1 Open (and close) a presentation application.

To open (start) PowerPoint using the Start Menu

Click on the Start button. Click on All Programs. Click on Microsoft PowerPoint.

To close PowerPoint
Click on the Close icon (the small cross at the top-right of the application window).

If unsaved changes have been made to your presentation a dialog box is displayed, giving you the chance to save the presentation, prior to closing the program.

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PAGE 7 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Click Yes to save the presentation before closing OR click No to close without saving changes OR click on the Cancel button to cancel the operation.

6.1.1.2 Open one or several presentations.

To open an existing presentation

Click on the Open icon. The Open dialog box is displayed. If the file you want to open is contained in another folder or drive, move to that location using the Look in: list box. To open the file you require, click on the file to select it and then click on the Open button.

Tools to help you with opening files

You can use the icons across the top of the Open dialog box to help you in locating and selecting the required file.

Click on the Down arrow to display folders (directories) and drives.

Display previous folders. Click here to move up one folder level in the directory tree. Click here to search the Web. Click here to delete the selected file. Click here to create a new folder under the selected folder. Click on the drop down arrow next to the icon to see a list of selectable views. Repeatedly clicking on this icon will cycle through the various views.

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PAGE 8 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

To open a recently used PowerPoint file

A list of recently opened files is displayed under the File menu. You can open these files by clicking on them.

To select (& open) a continuous block of files

Click on the Open icon, which will display the Open dialog box. Click on the first file of the block which you wish to select and then while depressing the Shift key, click on the last file of the required block. When you release the Shift key the entire block will remain selected. Click on the Open button to open the files.

To select (& open) multiple files which are not in a continuous block
Click on the Open icon, which will display the Open dialog box. Click on the first file which you wish to select and while keeping the Ctrl key depressed, click on the other files which you wish to select. When you release the Ctrl key, the selected files will continue to be highlighted.

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PAGE 9 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Click on the Open button to open the files.

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PAGE 10 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1.1.3 Create a new presentation (default template).

To create a new presentation when starting the PowerPoint application

Start PowerPoint. A blank presentation will be displayed by default, as illustrated below.

To create a new presentation once PowerPoint is up and running

Click on the New icon.

6.1.1.4 Save a presentation to a location on a drive.

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PAGE 11 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

To save a presentation
Click on the File drop down menu and select Save As to see the Save As dialog box. Ensure that you are located in the folder/disk drive of your choice by clicking the arrow to the right of the Save in drop down list box and navigating to your required location. Enter the filename in the File name text box. Filenames cannot include any of the following characters:

Click the Save button to complete the file saving process.

To save a file to a diskette (floppy disk)

Click on the File drop down menu and select the Save As command. A dialog box will be displayed similar to the illustration shown.

Click on the down arrow to the right of the Save in section of the dialog box, which will display a drop down menu, as illustrated.

Select the 3 1/2 Floppy (A:) icon. Enter a file name and then click on the Save button.

6.1.1.5 Save a presentation under another name.

To save a presentation using another name

Click on the File drop down menu and select the Save As command and within the dialog box displayed, enter a different file name. If required, also select a different location to save your file to. Click on the Save button (within the Save As dialog box) to re-save the file.

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PAGE 12 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1.1.6 Save a presentation in another file type such as: Rich Text Format, template, image file format, software specific file extension, version number.

To save a file in a format other than PowerPoint format, such as RTF

From the File drop down menu, click on the Save As command. If necessary, select the folder in which you wish to save the file from the Save in list box. Click on the down arrow to the right of the Save as type: box, and select the type of file format you wish to save the file as, such as Outline/RTF.

Enter a file name and then click on the Save button to save it in the required format. NOTE: Some formatting information which is contained in the original may be lost in the process!

What is an RTF file?

An RTF (Rich Text Format) file is a generic file which can be read and used by a wide range of different programs. Thus if you have PowerPoint installed on your PC and wish to send a presentation to someone who has a different version of PowerPoint or maybe a presentation program other than PowerPoint, you might wish to send the file in RTF format. NOTE: If you have used a lot of complex formatting within your presentation, then an RTF file can be a much larger file size compared to a normal PowerPoint file. This may be relevant if you are transferring the file over the Internet (or saving the file to diskette which is limited to a 1.44 Mb storage capacity).

To save your file in a different PowerPoint version

This is useful where different departments within your organisation may be using different versions of the Microsoft PowerPoint program. Later versions of PowerPoint will be able to read presentations saved in earlier versions. However if someone using, say, PowerPoint 95, received a presentation formatted in, say, PowerPoint XP, they would be unable to open the file. The solution, in this case, is for the person using PowerPoint XP to save the file in
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PAGE 13 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL PowerPoint 95 format, as illustrated. (Note that some formatting features may be lost in the process).

To save a file as a template

A template is a special type of file which can be created once and customised as required. It can then be recycled over and over again.

To save a presentation as image formatted files

You can, if you wish, save each slide within your presentation as separate Gif or JPG picture files. Select the required format from within the Save as Type section of the Save As dialog box.

To save an entire presentation in Web format

From the File drop down menu, click on the Save as Web Page command.

This will display a dialog box. If necessary change the file name and save location (via the Save in section).

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PAGE 14 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

If you need to modify other options (such as selecting certain slides), you can click on the Publish button, and will see the dialog box below. Close the dialog box when you have selected the required options.

Click on the Save button to save the presentation in a Web compatible format. NOTE: Some formatting information which is contained in the original may be lost in the process!

6.1.1.7 Switch between open presentations.

To switch between open presentations

Each presentation which you open will be displayed as an icon within the Windows Taskbar, (displayed along the bottom of your screen) as illustrated.

To switch to the required presentation, simply click on the icon.

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PAGE 15 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1.1.8 Use available Help functions.

What is Today's Tip?

By default PowerPoint will display a "tip of the day" each time you start PowerPoint. If you take the time to read these tips as they are displayed, then you will soon find that you are on the way to becoming a PowerPoint expert!

What is the Microsoft Office Assistant?

By default this friendly little creature will watch what you do and offer tips on how to work more productively. You can ask it questions in plain English! Occasionally the Office Assistant will display information on the screen. If you are unsure about how to use PowerPoint you should always read the help offered. You can choose to implement the tip, have it explained, or to ignore the tip.

To display the Office Assistant

The Office Assistant is displayed by default. If the assistant has been hidden you can reactivate it, select Show the Office Assistant command from the Help menu.

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PAGE 16 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

To hide the Office Assistant

Right click on the Office Assistant and from the menu displayed, click on the Hide command.

To use "What is this" Help

Within many dialog boxes you will see a question mark symbol in the topright corner of the dialog box. For instance click on the Format drop down menu, select the Font command and this will display the Font dialog box with this sort of help enabled. Not all dialog boxes have this feature however. To use "What is this" Help, click on the question mark and then click on the item in the dialog box which you do not understand.

In the example shown we have clicked on the Superscript check box within the Font dialog box, and as you can see, help is displayed relating to the Superscript option!

The Help drop down menu

Click on the Help drop down menu and select the command which you require. Remember that if you move the mouse arrow to the down arrow at the bottom of the menu, the menu will expand to show all available commands, as illustrated.

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PAGE 17 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

Microsoft PowerPoint Help

Selecting this option from the Help drop down menu will display the popup menu shown below.

Enter your question, as illustrated.

Click on the Search button to display Help options.

Select the required option, in this case click on Insert a new slide. The instructions will be displayed, as illustrated.

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PAGE 18 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

Whats This Help

Clicking on this option, under the Help drop down menu will attach a question mark to the mouse pointer. When you click on an item you do not understand, you will see a popup Help displayed. In the example shown, we have clicked on the Print Preview icon.

Office on the Web

Clicking on this option under the Help drop down menu will display the Microsoft on-line web site. Click on the area of the map relating to your locations, and follow the on-screen directions.

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PAGE 19 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

Activate Product
When you first install the product you need to use this option to make PowerPoint work properly. Microsoft force you to use this option in an attempt to stop people making illegal copies of the product. If the product has already been activated, you will see the following dialog box.

Detect and Repair

Selecting this option under the Help drop down menu will display the following dialog box. Click on the Start button and follow through the onscreen prompts.

About Microsoft PowerPoint

Clicking on this option under the Help drop down menu will display the following dialog box. This screen will display the exact release version of the application. It will also display your Product ID (removed in the illustration for security reasons).

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PAGE 20 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1.1.9 Close a presentation.

To close a presentation
Select Close from the File drop down menu

OR click on the Close Window icon displayed at the top-right of the presentation window. Be sure to click on the Close Window icon, (as opposed to the Close icon).

The presentation will be closed and the screen will be cleared. If you try to close a presentation without saving it, PowerPoint displays a dialog box asking if you want to save any of the changes you made to the presentation.

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PAGE 21 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.1.2 Adjust Settings

6.1.2.1 Use magnification/zoom tools.

To zoom a presentation using the Zoom icon

This feature allows you to enlarge or reduce the view of a page on the screen. You can display the whole page, or just a section of it. Use the Zoom icon on the Standard toolbar to quickly zoom to certain settings. Click on the down arrow next to the Zoom icon to display a drop down list of pre-set screen zoom values. NOTE: You can enter any value you like; you do not have to accept the values offered to you.

6.1.2.2 Display or hide built-in toolbars.

To display or hide a toolbar

To display a toolbar, select the Toolbars command from the View menu to display the Toolbars drop down menu. A list of toolbars is displayed. Choose the Toolbar you want to display by clicking on it from the list.

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PAGE 22 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

Quick way of displaying / hiding toolbars

A quick way of displaying/hiding toolbars is to right click on an existing toolbar which will display the Toolbars drop down menu, from which you can select or de-select toolbars.

6.1.2.3 Modify basic options/preferences in the application: user name, default directory/folder to open, save presentations.

To set preference options

Click on the Tools drop down menu and select the Options command. To set the user name: Select the General tab, and enter your name in the Name and Initials section of the dialog box. Once set, this means that PowerPoint can use the stored information at a later date.

To set the default directory: Select the Save tab, and enter the default file location within the dialog box. Once set this means that open and close dialog boxes will point to the specified folder.

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PAGE 23 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

6.2 Developing a Presentation

6.2.1 Presentation Views

6.2.1.1 Understand the uses of different presentation view modes.

Normal View
When in Normal view, you will see a representation of the slide. Below it is an area for adding speakers notes and to the left is a representation of the presentation in Outline view. This is the most versatile view of a presentation when editing and reviewing changes.

Slide Sorter View

This view shows all the slides laid out on the screen, and within this view you can use 'drag and drop' techniques to reorder the slides.

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PAGE 24 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

Slide Show View

The Slide Show view displays the presentation as an on-screen show. This allows you to see the presentation in the same format in which it will be presented to an audience.

6.2.1.2 Change between different presentation view modes.

To change between presentation views

Just above the Windows Status Bar, at the bottom-left of the screen, you will see the PowerPoint View icons. These are used to change the view of the PowerPoint presentation on which you are working. Simply click on the required view icon.

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PAGE 25 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL The Views available are: - Normal View - Slide Sorter View - Slide Show View

To change between slide and outline view

In Normal view you can select to display slides or a presentation outline down the left of your screen, using the Outline or Slides tabs, as illustrated.

6.2.2 Slides

6.2.2.1 Add a new slide with specific slide layout inc: title slide, chart & text, bulleted list, table.

To add a new slide with a specific slide layout (using the New Slide icon)
Click on the New Slide icon.

From the New Slide task pane (displayed down the right hand side on the window), select the required slide layout.

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PAGE 26 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL

In the example illustrated, we selected the Title and 2-Column text slide layout. As you can see the slide is formatted accordingly.

6.2.2.2 Change between built-in slide layouts.

To apply a different slide layout to a slide

Display a slide within a presentation where you wish to change the slide layout. Right-click on the slide and from the popup menu displayed, select the Slide layout command, as illustrated.

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This will display the Slide Layout task pane. Select the required slide layout.

6.2.2.3 Change background colour on specified slide(s), all slides.

To change the background colour of the selected slide (or for every slide within a presentation).
Click on the Format drop down menu, and select the Background command. This will display a dialog box. Select the required colour.

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To apply this background colour to the selected slide, click on the Apply button. To apply this background colour to all the slides within the presentation click on the Apply to All button.

To change the background colour of the multiple selected slides simultaneously

Lets say that you have a slide show made up of many slides and that you wish to change the background colour of some of the slides. To do this, you need to first select the slides which you wish to format with the background colour. Click on the Slide Sorter View icon (bottom-left of your screen). Click on the first slide which you wish to select. While depressing the Ctrl key, click on the other slides which you wish to select. When all the required slides are selected, click on the Format drop down menu, and select the Background command. This will display a dialog box. Select the required colour. To apply this background colour to the selected slides, click on the Apply button.

6.2.3 Using Design Templates

6.2.3.1 Apply an available design template to a presentation.

To apply a design template

Display the presentation to which you wish to apply a design template. Click on the Format drop down menu and select the Slide Design command, which will display the Slide Design task pane down the right side of the window.

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Select the Slide Design required. In the example shown we have selected the Fireworks Slide Design.

6.2.3.2 Change between available design templates.

To change to a different design template

Display the presentation to which you wish to apply a different design template. Click on the Format drop down menu and select the Slide Design command, which will display the Slide Design task pane down the right side of the window. Select the required slide design to apply it.

6.2.4 Master Slide

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What are Slide Masters and Design Templates?

Slide Masters are basically templates which are used to create a new presentation. Click on the File drop down menu, and then click on the New command. The New Presentation task pane is displayed down the righthand side of the screen. Select General Templates and by default the General tab is displayed, which contains the default template entitled Blank Presentation. However if you investigate the other tabs, such as Presentation Designs or Presentations, you will see other templates. These templates are held as individual files, with a .POT file extension. Each presentation which you create will be based on an existing template, often the default Blank presentation template, and it is this template which defines what sort of background colour and graphics will be used in the presentation, along with the positioning of the text, as well as the formatting used by the text. Information such as the type of bullet used will be stored within the template file. Each template file contains what are called Masters which define how the different views will be formatted, i.e. you have a Slide Master, an Outline Master, a Notes Master and a Handouts master. The idea of a Slide Master is to help you impose a consistent look and feel on all the presentations which you produce. You can however override the master settings for an individual slide. You can also customise the master settings as used by a particular presentation file.

6.2.4.1 Insert a picture, image, drawn object into a master slide. Remove a picture images, drawn object from a master slide.

To insert a picture into a master slide

Display an existing presentation within PowerPoint. Click on the View drop down menu and select the Master command. From the submenu displayed, select the Slide Master command, which will display the underlying slide master for that presentation.

Click on the Insert Clip Art icon (within the Drawing toolbar).

Select a category and then select an item of clipart. Insert the clipart item.

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PAGE 31 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Once the required graphic has been inserted, positioned and re-sized as necessary, you can switch back to the normal slide view by clicking on the Normal View icon, displayed at the bottom-left of your PowerPoint screen.

To insert an image (from a file) into a master slide

Display an existing presentation within PowerPoint. Click on the View drop down menu and select the Master command. From the submenu displayed, select the Slide Master command, which will display the underlying slide master for that presentation. Click on the Insert drop down menu and select the Picture command. From the submenu displayed, select From File. If necessary browse the hard disk until the required image file is displayed.

Select the image file and click on the Insert button. Once the required graphic has been inserted, positioned and re-sized as necessary, you can switch back to the normal slide view by clicking on the Normal View icon, displayed at the bottom-left of your PowerPoint screen.

To insert a drawn object into a master slide

Display an existing presentation within PowerPoint. Click on the View drop down menu and select the Master command. From the submenu displayed, select the Slide Master command, which will display the underlying slide master for that presentation. Display the drawing toolbar, and create a drawn object, i.e. AutoShape.

Once the required graphic has been inserted, positioned and re-sized as necessary, you can switch back to the normal slide view by clicking on the Normal View icon, displayed at the bottom-left of your PowerPoint screen.

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To remove a graphic from a master slide

Switch to Slide Master view (by clicking on the View drop down menu, selecting Master, and then from the submenu displayed selecting Slide Master). Select the image which you wish to remove (by clicking on it). Press the Del key to delete the image.

6.2.4.2 Add text into a footer of specific slides, all slides in a presentation.

To add footer text to a presentation

Display the presentation to which you wish to add a header or footer. Click on the View drop down menu and select the Header and Footer command, which will display a display box. If necessary select the Slide tab.

Click on the Footer check box and enter the footer text which you wish to be displayed. Either click on the Apply button to add the footer to just the current slide within the presentation or click on the Apply to All button to add the footer to all the slides within the presentation.

6.2.4.3 Apply automatic slide numbering, automatically updated date, non-updating date, into Footer of all specific slides, or all slides in a presentation.

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To add automated slide numbering and the date to a presentation

Display the presentation to which you wish to add slide numbering and date information which will automatically update. Click on the View drop down menu and select the Header and Footer command, which will display a display box. If necessary select the Slide tab. To apply automatic slide numbering, click on the Slide number button within the dialog box.

To apply an automatically updating date, click on the Update automatically button within the dialog box.

Click on the Apply to All button to add the header or footer to all the slides within the presentation.

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6.3 Text and Images

6.3.1 Text Input, Formatting

6.3.1.1 Add text into a presentation in standard or outline view.

To add text to a slide in Normal (standard) view

Click on the Normal view icon (bottom-left of your screen).

The screen layout will be similar to that illustrated.

Click at the location within a slide where you wish to add text. As you can see from the illustration below, where we have clicked within the Title area, a text box is displayed.

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Enter your text, as illustrated.

To add text to a slide in Outline view

When you click on the Normal icon (bottom-left of your screen) the screen is displayed in Normal view. If you look carefully, you will notice that Outline and Slides tabs are displayed to the left of the screen.

Clicking on the Outline tab will display the presentation in outline view, as illustrated.

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You can if necessary scroll down the text which is displayed in the left section of the dialog box. You can enter new text, or edit existing text, in the same way that you would enter text into a word-processing program. I.e. just click where you wish to enter some text and start typing.

6.3.1.2 Edit slide content, notes pages contents by inserting new characters, words

To edit slide content

Use the same editing techniques which you would use within a wordprocessor. To insert text: Click at the point you wish to insert text and start typing. To overwrite existing text: Select the text you wish to replace with new text. Start typing and the new text will replace the old text.

To edit text on a notes page

To edit notes pages, use the same techniques as above, and edit the notes text which is displayed under the slide in Normal View.

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6.3.1.3 Change text appearance: font sizes and font types.

To change the font type used by selected text

Select the text of which you wish to change the font. Click on the down arrow next to the Font field in the Formatting toolbar. Select the new font from the list displayed.

To change the font size used by selected text

Select the text of which you want to change the font size, or place the insertion point at the location where you want to begin entering text in the new size. Enter the font size required into the Font Size field in the Formatting toolbar.

You can also use the toolbar icons Increase Font Size and Decrease Font Size.

6.3.1.4 Apply text formatting such as bold, italic or underlining.

To format using Bold, italic or underlining

Select the text you wish to format. You can change the font style by clicking the Bold, Italic, Underline and Shadow icons from the Formatting toolbar.

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6.3.1.5 Apply case changes to text.

To change text case

Select the text of which you wish to change the case. Click on the Format drop down menu and select the Change Case command. From the dialog box displayed, select the required option and click on the OK button to apply the case formatting.

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6.3.1.6 Apply different colours to text.

To change the Font colour

Select the text to which you wish to apply the new colour. Click on the down arrow next to the Font Colour icon on the Drawing toolbar. Select the required colour from the drop down displayed.

To see other colours click on the More Colors command. This will allow you to select more colours, or define your own colours.

6.3.1.7 Apply shadow to text.

To add a shadowed effect to text

Select the text to which you wish to apply the shadowed effect. Click on the Shadow icon on the Formatting toolbar.

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6.3.1.8 Align text: left, centre, right in a slide.

To change paragraph alignment

Use the Align icons in the toolbar. There are several options available.

Left: Text is aligned flush with the left-hand edge of a text object (the default). Right: Text is aligned flush with the right-hand edge of a text object. Centre: Text is centred horizontally between the left and right hand edges of a text object. To change the alignment of a paragraph, select the paragraph(s) you wish to change. Select Alignment from the Format menu. A submenu is displayed containing various options.

Select the option you require.

To centre text top and bottom

By default text boxes automatically wrap and re-size to fit the text within them. However if you wish to set the formatting to align any text within a text box to centre vertically, i.e. between the top and bottom of the text box, then this is how you would do it. First click on the text box to select it. Right click on the text box to display a popup menu and select the Format Text Box (or Format Placeholder) command.

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This will display the Format dialog box. Select the Text Box tab.

From the Text anchor point section of the dialog box, use the drop down arrow to select Middle Centred.

6.3.1.9 Adjust line spacing before and after bulleted, numbered points.

To change line and paragraph spacing

Line spacing is the amount of space between lines of text or between paragraphs. You may wish to adjust the line spacing to make text easier to

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PAGE 43 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL read, or to make text fit on a slide. Spacing can be adjusted in lines or points. To change the line spacing, select the text or paragraph(s) where you want to adjust the spacing. Select Line Spacing from the Format menu to display the Line Spacing dialog box.

To adjust the line spacing, use the up and down arrows in the Line spacing box to change the value. Select how you wish to adjust the spacing by choosing Lines or Points from the drop-down list on the right-hand side of the adjustment box. To adjust the paragraph spacing, use the up and down arrows in the Before paragraph and After paragraph boxes to adjust the value. Select how you wish to adjust the spacing by choosing Lines or Points from the drop-down list on the right-hand side of the adjustment box. Select Preview to see the effect the new spacing has on the text. Select OK to accept the new spacing attributes.

6.3.1.10 Change between style of bullets or numbers in a list from the built-in standard options.

To add bullets using the toolbars

Select the text to which you want to add bullets. Click on the Bullets icon in the Formatting toolbar.

To remove bullets
Select the bulleted text from which you wish to remove the bullet formatting. Click the Bullets icon on the Formatting toolbar to switch the bulleting feature off. The bullets are removed from the text.

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To select a different bullet type

Select the text to which you want to add bullets. Select Bullets and Numbering from the Format menu to display the Bullets and Numbering dialog box. Make sure the Bulleted tab is selected. Select the required bullet and click on the OK button.

To select a different numbering format

Select the text to which you want to add numbering. Select Bullets and Numbering from the Format menu to display the Bullets and Numbering dialog box. Make sure the Numbered tab is selected. Select the required number format and click on the OK button.

6.3.1.11 Use the undo or redo command.

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To use the Undo command

Click on the Undo icon.

To use the Redo command

Click on the Redo icon.

6.3.2 Pictures, Images

EXTRA - Picture Selection Techniques

To select a picture
Click on the object to select it.

To select multiple pictures

Click on the first object to select it. Depress the Shift key (and keep it depressed). Click on other objects which you also wish to select. Release the Shift key and all the objects on which you have clicked will remain selected.

To select all pictures within a slide

Press Ctrl+A.

To 'cycle' round all pictures and select them one, by one

Press the Tab key and each time you press the Tab key, you will cycle round the objects within the slide (including the text boxes).

6.3.2.1 Insert a picture into a slide.

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To insert Clipart
Click on the Insert Clip Art icon, located in the Drawing toolbar. The Insert Clip Art task pane will be displayed, as illustrated.

Enter a word which describes the type of clipart which you are looking for. For instance enter the word computer and then click on the Search button. The results would be as illustrated.

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PAGE 47 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Click on the required clipart to insert it.

6.3.2.2 Insert an image into a slide.

To import an image from a file

Display a slide within your presentation. Click on the Insert drop down menu, select the Picture command, and from the submenu displayed select From File. If necessary change to the required drive or folder and then select the required picture file. You should see a preview of the selected picture file within the dialog box.

Once the correct file is selected, click on the Insert button and the picture will be displayed within your slide. NOTE: If you click on the down arrow in the Files of type section of the Insert Picture dialog box, you will see a list of file types which you can insert into your presentation.

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6.3.3 Duplicate, Move, Delete

6.3.3.1 Duplicate text, pictures, images within the presentation or between open presentations.

What is the Clipboard?

The Clipboard is an area of memory in which you can store text or graphics. The Clipboard is used to temporarily store data whilst it is being moved between documents or applications, or from one place to another in the same document. If you cut or copy text, graphics, or other items, they will be temporarily stored in the Clipboard ready for use elsewhere.

The Copy command

When you use the Copy command the Clipboard is used to store a copy of the selected text (or graphics) without removing it from the document. This enables you to paste a copy of the text (or graphics) from the Clipboard to another location in the same document, to a different document, or to another Windows program.

To copy text, graphics, or other items to the Clipboard

Select the item you wish to copy to the Clipboard. From the Edit menu select the Copy command OR press Ctrl+C, to move the item to the Clipboard without removing it from the document OR you can also use the Copy icon on the Standard toolbar.

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To copy (or cut) multiple items to the Clipboard and Paste them into a presentation
When you copy more than one item into the Microsoft Office Clipboard, the Clipboard task pane will be displayed down the right of the screen as illustrated.

To paste data from the Clipboard

Select the text you wish to Cut or Copy. Use the Cut or Copy command to place the data in the Clipboard. Then locate the insertion point at a different location within your current document (or indeed in a different document, or even a different Windows program!). From the Edit menu, choose the Paste command OR press Ctrl+V OR you can also paste items using the Paste button on the toolbar.

To copy using Drag and Drop, without placing text in the Clipboard
Select the text you wish to copy and then place the mouse pointer anywhere over the selected text. Hold down Ctrl and depress the left-hand mouse button. Note that the mouse pointer changes to an arrow with a dotted insertion point contained in a box. Drag the mouse pointer to the required new location. Release the mouse button and the Ctrl key to move the text to the new location.

Copying, cutting and deleting images

You can copy, move and delete images in almost exactly the same way that you would manipulate selected text. You can use drag and drop techniques or use the Clipboard, along with the Cut, Copy and Paste commands.

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To copy and paste an image

Select the image you wish to copy to the Clipboard. Then from the Edit menu select the Copy command OR press Ctrl+C, to move the image to the Clipboard without removing it from the slide. OR you can also use the Copy icon on the Standard toolbar.

Once the image is stored within the Clipboard, position the insertion point within a slide, at the position where you wish to paste the image. Then click on the Paste icon.

To copy an item from one slide to another within a presentation

Select the text, image, drawn object, or chart which you wish to copy. Press Ctrl+C to copy the selected item to the Clipboard. Use the Next slide/Previous slide controls to display the slide to which you wish to copy the item.

If the item you copied to the Clipboard was text, then click within the slide at the location where you wish to paste the text, or else simply paste the item into the slide. Remember that the keyboard shortcut to paste is Ctrl+V. If the item was not text, you may have to use the normal 'drag and drop' techniques to move the item within the slide.

To copy an item from a slide in one presentation to a slide within a different presentation
Select the text, image, drawn object, or chart which you wish to copy. Press Ctrl+C to copy the selected item to the Clipboard. Click on the Window drop down menu, and select the other, open PowerPoint presentation, to which you wish to paste the copied item.

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If necessary, within this second presentation, use the Next slide/Previous slide controls to display the slide to which you wish to copy the item.

If the item you copied to the Clipboard was text, then click within the slide at the location where you wish to paste the text, or else simply, paste the item into the slide. Remember that the keyboard shortcut to paste is Ctrl+V. If the item was not text, you may have to use the normal 'drag and drop' techniques to move the item within the slide.

To copy a slide from one place to another within a presentation

Click on the Slide Sorter View icon (bottom-left)

Select the slide which you wish to copy. Press Ctrl+C to copy the entire slide to the Clipboard. Click between the two slides where you wish to paste the copied slide (a thin vertical line marks the insertion point for you) Press Ctrl+V to paste the copied slide.

To copy a slide within one presentation to a slide within a different presentation

Click on the Slide Sorter View icon (bottom-left)

Select the slide which you wish to copy. Press Ctrl+C to copy the entire slide to the Clipboard. Click on the Window drop down menu, and select the other, open PowerPoint presentation, to which you wish to paste the copied slide.

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Click on the Slide Sorter View icon (bottom-left), so that the slides of the second presentation are displayed in slide sorter view. Click between the two slides where you wish to paste the copied slide (a thin vertical line marks the insertion point for you) Press Ctrl+V to paste the copied slide.

6.3.3.2 Move text, pictures, images within the presentation or between open presentations.

The Cut command

The Cut command allows you to remove text, graphics, tables, and other items from a document and store it on the Clipboard. The item can then be pasted from the Clipboard to another location in the document, to another document, or to a document in another Windows program. Remember that, unlike the Copy command, Cut will remove the selected item from the document. You can restore it by using the Undo command.

To cut selected items from a document

Select the items you want to cut. From the Edit menu choose the Cut command OR press Ctrl+X, to cut the item from the document and place it on the Clipboard OR you can also cut items by clicking on the Cut button on the Standard toolbar.

To move text using Drag and Drop, without storing it on the Clipboard
Select the text you wish to move. Place the mouse pointer anywhere on the selected text and hold down the left-hand mouse button. Note that the mouse pointer changes to an arrow with a dotted insertion point contained in a box. Drag the mouse pointer to a new location. To move the text to its new location, release the mouse button.

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To cut (move) an item from one slide to another within a presentation

Select the text, image, drawn object, or chart which you wish to move. Press Ctrl+X to cut the selected item to the Clipboard. Use the Next slide/Previous slide controls to display the slide to which you wish to move the item.

If the item which you moved to the Clipboard was text, then click within the slide at the location to which you wish to paste the text, or else simply, paste the item into the slide. Remember that the keyboard shortcut to paste is Ctrl+V. If the item was not text, you may have to use the normal 'drag and drop' techniques to move the item within the slide.

To cut (move) an item from a slide in one presentation to a slide within a different presentation
Select the text, image, drawn object, or chart which you wish to move. Press Ctrl+X to move the selected item to the Clipboard. Click on the Window drop down menu, and select the other, open PowerPoint presentation, where you wish to paste the cut item.

If necessary, within this second presentation, use the Next slide/Previous slide controls to display the slide where you wish to cut the item.

If the item which you cut to the Clipboard was text, then click within the slide at the location where you wish to paste the text, or else simply, paste the item into the slide. Remember that the keyboard shortcut to paste is Ctrl+V. If the item was not text, you may have to use the normal 'drag and drop' techniques to move the item within the slide.

6.3.3.3 Resize pictures, images in a presentation.

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To resize an image, object or chart

Select the image, object or chart by clicking on it once. Move the mouse pointer to one corner of the selected item, until the mouse pointer changes to a line at 45 degrees with an arrowhead at each end. Depress the mouse button and drag to resize the image within the slide. Release the mouse button.

6.3.3.4 Delete text, pictures, images in a slide.

To delete selected text

Select the text which you want to delete and press the Delete key.

To delete a picture
Click on the picture which you wish to select and then press the Delete key.

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6.4 Charts/Graphs Drawn Objects

6.4.1 Using Charts/Graphs

6.4.1.1 Input data to create or modify different kinds of built-in charts/graphs in a slide such as; column, bar, line, pie.

To create a column, bar or line chart

Open or create a presentation. Click on the New Slide icon. Select the Title and Chart AutoLayout.

An icon is inserted into the slide, as illustrated. Double clicking on this icon will insert a Column Chart using sample data, as illustrated. You can modify the data as required.

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By default a column chart will be created. If you wish to create a different type of chart, then click on the Chart drop down menu and select the Chart Type command.

From the dialog box displayed, select the required chart type, such as Column, Bar or Line.

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Click on the OK button to confirm your chart type selection. Click on the Close icon (top-right of the Datasheet window) to complete the process.

To create a Pie chart

Open or create a presentation. Click on the New Slide icon. Select the Title and Chart AutoLayout, as illustrated, and click on the OK button.

An icon is inserted into the slide, as illustrated.

Double clicking on this icon will insert a column chart using sample data, as illustrated. You can modify the data as required.
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By default a column chart will be created. You can modify the data as required. NOTE: When wishing to create a Pie chart you have to use only one data series. In the data illustrated, we have three data series, i.e. East, West and North, as illustrated.

In this case we shall use the East data series, in which case we need to deselect the West and North data series. To do this, double click on the icon numbers to the left of West and North, as illustrated below.

Now only the East data series is selected. Click on the Close icon (top-right of the Datasheet window) to complete the process. To convert the chart from a column chart to a pie chart, click on the Chart drop down menu and select the Chart Type command. This will display the Chart Type dialog box.

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Select the required chart type, in this case a Pie chart. NOTE: You can use the Chart sub-type section of the dialog box to make further modifications. Click on the OK button to finish the process. The Pie chart will be displayed, as illustrated.

6.4.1.2 Change the background colour in the chart/graph.

To change the background colour of a chart

Display the slide containing the chart which you wish to modify. Double click over the chart area, so that the screen changes as illustrated below (the data used to construct the chart is displayed, and if you look carefully, you will see different icons displayed across the top of your
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PAGE 60 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL application).

Right click over the chart background, and from the popup menu displayed, select the Format Chart Area command.

This will display the Format Chart Area dialog box.

Select the required colour and then click on the OK button. An example is illustrated below.

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6.4.1.3 Change the column, bar, line, pie slice colours in the chart/graph.

To change the colour of a chart column, bar, line or pie slide

Display the slide containing the chart which you wish to modify. Double click over the chart area, so that the screen changes allowing you to select individual elements within the chart. Double click on either the column, bar, line or pie slide, and you will see a dialog box, like the one illustrated.

Select the required colour and then click on the OK button to apply the colour changes.

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6.4.1.4 Change the chart/graph type.

To change the type of chart displayed

Display the slide containing the chart which you wish to modify. Double click over the chart area, so that the screen changes and the chart editing icons are displayed in the toolbar. Click on the Chart drop down menu and select the Chart Type command. This will display a dialog box.

Select the required chart type, and then click on the OK button.

6.4.2 Organisation Charts

6.4.2.1 Create an organisation chart with a labelled hierarchy.

To create a slide containing an organisational chart

Click on the New Slide icon and select the Title and Diagram or Organisational Chart AutoLayout.

A new slide is inserted as below.

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Double click on the icon within the new slide called Double click to add diagram or organisation chart. The Diagram Gallery will be displayed.

Make sure that the Organisation Chart option is selected

and then click on the OK button. This will insert an organisation chart, as illustrated.

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To enter information into an organisation chart box

Enter the data into the boxes, overtyping the existing text (i.e. Click to add text).

6.4.2.2 Change the hierarchical structure of an organisation chart.

To move boxes within the chart

You have an organisational chart which looks like this.

Click on the edge of the box which you wish to move, so that the box is surrounded by 8 'handles' as illustrated. In this case we clicked on the edge of the Dave box.

Depress the left mouse button and drag the Dave box, exactly over the Lou box. When you release the mouse button you will see the following.

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6.4.2.3 Add or remove managers, co-workers, subordinates in an organisation chart.

To add chart boxes

Click on the item to which you wish to add. You can add boxes to the chart using the Organisation Chart toolbar (which is displayed automatically when an organisational chart is selected). Click on Insert Shape drop down menu and select subordinate, co-worker or Assistant.

To remove chart boxes

Click on the box you want to remove to select it. Press the Delete key. NOTE: If you want to delete more than one box, press the Shift key as you click on the boxes to select them and then press the Delete key.

6.4.3 Drawn Objects

6.4.3.1 Add different types of drawn object to a slide: line, free drawn line, arrow, rectangle, square, circle, text box, other available shapes

To display the drawing toolbar

Right click on any toolbar and from the popup menu displayed select Drawing.

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To draw a line
Select the Line icon from the Drawing toolbar. The mouse pointer changes into a cross-hair pointer when moved over the slide.

Click at the location where you want the line to begin and drag. Release the mouse button when you want the line to end. A line appears between the beginning and end point. TIP: To draw a line which is perfectly horizontal or vertical, depress the Shift key while dragging.

To add a free drawn line

Click on the AutoShapes button within the Drawing toolbar and from the popup menu displayed select Lines. From the submenu, select the Scribble icon.

Click at the location where you want the line to begin and start moving the mouse. Release the mouse button when you want the line to end.

To insert a line with an arrow on it

Click on the AutoShapes button within the Drawing toolbar and from the popup menu displayed select Lines. From the submenu, select the Arrow icon.

Click at the location where you want the line to begin and start moving the mouse. Release the mouse button when you want the line to end.

To insert an arrow
Click on the AutoShapes button within the Drawing toolbar.
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PAGE 67 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Click on the Block Arrows command. From the submenu, select the required arrow type.

Click at the location where you want the arrow to begin and start moving the mouse. Release the mouse button when you want the arrow to end.

To insert a rectangle
Click on the Rectangle icon within the Drawing toolbar.

Move the mouse pointer over the slide area and click at the position where you wish to start drawing the rectangle. Move the mouse pointer diagonally across the screen. Release the mouse pointer when you have finished.

To insert a square
Click on the Rectangle icon within the Drawing toolbar.

Depress the Shift key (and keep it depressed). Move the mouse pointer over the slide area and click at the position where you wish to start drawing the square. Move the mouse pointer diagonally across the screen. Release the mouse pointer when you have finished. Release the Shift key.

To insert an oval
Click on the Oval icon within the Drawing toolbar.

Move the mouse pointer over the slide area and click at the position where you wish to start drawing the oval. Move the mouse pointer diagonally across the screen. Release the mouse pointer when you have finished.

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To insert an circle
Click on the Oval icon within the Drawing toolbar.

Depress the Shift key (and keep it depressed). Move the mouse pointer over the slide area and click at the position where you wish to start drawing the circle. Move the mouse pointer diagonally across the screen. Release the mouse pointer when you have finished. Release the Shift key.

To insert a Text Box

You can insert a new text box using the Text Box icon. This icon is contained on the Drawing toolbar.

Once you have clicked on this icon, click within the body of the slide. A text box will be inserted as illustrated.

You may start to enter text within this text box, as illustrated.

6.4.3.2 Change drawn object background colour, line colour, line weight, line style.

To change an objects background colour, line colour, line weight and line type
Click on an object to select it. Double click on the object to display a dialog box, similar to the one illustrated.

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Make sure that the Colors and Lines tab is selected. To change the background colour, click on the down arrow to the right of the Color option within the Fill section. Select a colour as required.

To change the background colour, click on the down arrow to the right of the Color option within the line section. Select a colour as required.

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To change the line weight, click on the up or down arrow to the right of the Weight option within the Line section. Select a line weight as required.

To change the line style, click on the down arrow to the right of the Style option within the Line section. Select a line style as required.

When you have made your selections, click on the OK button.

6.4.3.3 Change arrow start style, arrow finish style.

To change the arrow start and end styles

Select the arrow. Double click on the arrow to display the Format AutoShape dialog box. If necessary select the Colors and Lines tab within the dialog box.

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PAGE 71 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL To change the arrow start style, click on the down arrow to the right of the Begin Style section of the dialog box, and select the required style.

To change the arrow end style, click on the down arrow to the right of the End Style section of the dialog box, and select the required style.

When you have selected your modifications, click on the OK button to close the dialog box and apply the changes.

6.4.3.4 Apply a shadow to a drawn object.

To add a shadow effect to an AutoShape

Select the AutoShape to which you wish to apply a shadow effect. Click on the Shadow icon (displayed within the Drawing toolbar).

A popup menu will be displayed, from which you can select the required type of shadow effect.

Click on the required shadow effect and the shadow will be applied, as illustrated.

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6.4.3.5 Rotate or flip a drawn object.

To rotate an object
Select the shape which you wish to rotate. You will see a small line with a green spot at the end of it, as illustrated.

Drag the green spot to rotate the drawing object, as illustrated.

To flip an object
Select the shape which you wish to flip. Click on the Draw button (on the Drawing toolbar) and from the popup menu displayed select the Rotate or Flip command, which will display a popup submenu, from which you can select the desired command, such as Flip Horizontal or Flip Vertical.

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6.4.3.6 Align a drawn object: left, centre, right, top, bottom of a slide.

To align objects using the Draw menu

Select the objects you wish to align. Depress the Shift key to select more than one object by clicking on the objects. (The other way to select multiple object is to depress the left mouse button and draw a rectangular shape over the objects which you wish to select). Click the Draw icon on the Drawing toolbar to display the Draw menu.

Select Align or Distribute to display the alignment submenu. Choose the type of alignment you want. The selected objects align according to your selection. NOTE: Objects are aligned according to their selection rectangles, rather than the shapes themselves.

6.4.3.7 Resize drawn object, chart within a presentation

To resize a drawn object or chart

Select the drawn object or chart by clicking on it once. Move the mouse pointer to one corner of the selected item, until the mouse pointer changes to a line at 45 degrees with an arrowhead at each end. Depress the mouse button and drag to resize the image within the slide. Release the mouse button.

6.4.3.8 Bring an object to the front or back.

What is object ordering?

When you draw objects on a slide, the first object you draw is on the bottom, and the last object you draw is on the top. The placement of objects can be changed using the Bring to Front, Send to Back, Bring Forward and Send
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PAGE 74 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Backward commands. NOTE: This is only relevant where two objects overlap on the slide.

To bring objects forwards or send them backwards

Select the object you wish to move forward or backwards. Right click to display a popup menu, as illustrated.

Select Order to display the Order submenu. Select Bring To Front or Send To Back. The selected object is moved to the top or bottom of the stack.

6.4.4 Duplicate, Move, Delete

6.4.4.1 Duplicate a chart/graph, drawn object within the presentation or between open presentations.

To copy a chart (or drawn object) within a presentation

Click once on the chart (or drawn object), to select it. Click on the Edit drop down menu and select the Copy command. Display the slide within the presentation to which you wish to copy the chart (or drawn object). Click on the Edit drop down menu and select the Paste command.

To copy a chart (or drawn object) from a slide in one presentation to a slide within a second presentation
Click once on the chart (or drawn object), to select it. Click on the Edit drop down menu and select the Copy command. Switch to, or open the second PowerPoint presentation to which you wish to copy the selected chart (or drawn object). Display the slide within the second presentation to which you wish to copy the chart (or drawn object).
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PAGE 75 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Click on the Edit drop down menu and select the Paste command.

6.4.4.2 Move a chart/graph, drawn object within the presentation or between open presentations.

To move a chart (or drawn object) within a presentation

Click once on the chart (or drawn object), to select it. Click on the Edit drop down menu and select the Cut command. Display the slide within the presentation to which you wish to move the chart (or drawn object). Click on the Edit drop down menu and select the Paste command.

To move a chart (or drawn object) from a slide in one presentation to a slide within a second presentation
Click once on the chart (or drawn object), to select it. Click on the Edit drop down menu and select the Cut command. Switch to, or open the second PowerPoint presentation to which you wish to move the selected chart (or drawn object). Display the slide within the second presentation to which you wish to move the chart (or drawn object). Click on the Edit drop down menu and select the Paste command.

6.4.4.3 Delete a chart/graph, drawn object.

To delete a chart (or drawn object)

Click once on the chart or drawn object to select it and then press the Del key.

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6.5 Slide Show Effects

6.5.1 Preset Animation

6.5.1.1 Add preset text or image animation effects to slides. Change preset animation effects on text or images.

To add a preset animation effect

Animation effects allow you to add a range of special effects to your slide shows. Click on the Slide Show drop down menu and select the Animation Schemes command. This will display the Slide Design task pane.

Click on the required animation type.

To change a preset animation effect

Open a presentation containing animation effects. If necessary, click on the Slide Show drop down menu and select the Animation Schemes command. This will display the Animation Effects task pane. Select the object of which you wish to change the animation effect, and then select a different animation effect from the task pane.

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6.5.2 Transitions

What are slide show transitions?

Slide show transitions are special effects you can add to a slide show to determine how one slide moves or blends into the next slide within the presentation.

6.5.2.1 Add transition effects between slides. Change transition effects between slides.

To add transitions to a slide show

Click on the Slide Show drop down menu and select the Slide Transition command. This will display the Slide Transition task pane to the right of your screen, as illustrated.

Select the transition you require from the task pane. You will see a preview displayed within the active slide. Select how fast you want the transition to take place by selecting Slow, Medium, or Fast. By default the modification you make this way will only apply to the active slide displayed in Normal View.

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To change the transition of all slides within the presentation, click on Apply To All Slides.

To change a transition effect

To modify an existing transition effect on a single slide, display the slide and simply apply a new transition using the Slide Transition dialog box. To apply a new transition effect to all slides make sure you click the Apply To All Slides button.

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6.6 Prepare Output

6.6.1 Preparation

6.6.1.1 Select appropriate output format for slide presentation such as: overhead, handout, 35 mm slides, on-screen show.

To set the slide format

From the File menu, select Page Setup to display the Page Setup dialog box.

Click on the down arrow on the Slides sized for box and choose the required option.

In the Orientation section, select the orientation for your slides in the Slides box. Choose either Portrait or Landscape. In the Notes, handouts & outline section, select the orientation for your notes, handouts and outlines. Choose either Portrait or Landscape. Select OK to accept the slide setup.

6.6.1.2 Spell-check a presentation and make changes such as: correcting spelling errors, deleting repeated words.

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To use the Spelling Checker

Click on the Spelling icon on the Standard toolbar. PowerPoint begins checking the spelling. If PowerPoint comes across a word it does not recognise, the Spelling dialog box appears.

In the example shown, PowerPoint has found the word Details incorrectly spelt with two upper case letters. The incorrect word is displayed in the Not in dictionary box. In the Change to box a replacement word is suggested, and other possible replacements are listed in the Suggestions box. Choose from the following options: Ignore: Ignores the word. Ignore All: Ignores all future occurrences of the word found in the document. Change: Changes the word to the suggested word in the Change to box. You can select an alternative word from the Suggestions box. Change All: Changes all future occurrences of the word in the document to the word of your choice. Add: Adds the word to the custom dictionary. Suggest: Suggests other replacement words. When you have finished checking the presentation, PowerPoint displays a message telling you it has finished. To exit the spelling checker, select Close.

6.6.1.3 Add notes (for the presenter) to slides

To add notes to a slide presentation

Make sure that you are viewing your presentation in Normal View. If necessary, click on the Normal View icon at the bottom left of your screen. You will see a section, illustrated below, which allows you to Click to add notes. Simply click here and start typing!

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6.6.1.4 Change slide setup, slide orientation to portrait, landscape. Change paper size.

To set slide orientation and page size

Click on the File drop down menu and select the Page Setup command to display the Page Setup dialog box.

In the Slides sized for section, select the required paper size.

In the Orientation section, select the orientation for your slides in the Slides box. Choose either Portrait or Landscape.

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Click on the OK button to confirm your choices.

6.6.1.5 Duplicate, move slides within a presentation, between open presentations

To move a slide within a presentation

Display the presentation in Slide Sorter view. Select the slide which you wish to move. Depress the mouse button and drag the selected slide to the location (between two slides) to which you wish to move the selected slide. When you release the mouse button the slide will moved.

To copy a slide within a presentation

Display the presentation in Slide Sorter view. Select the slide which you wish to copy. Depress the Ctrl key (and keep it depressed). Depress the mouse button and drag the selected slide to the location (between two slides) to which you wish to copy the selected slide. When you release the mouse button the slide will be copied to the required location.

To move a slide from one presentation to another presentation

Display the presentation in Slide Sorter view. Select the slide which you wish to move. Click on the Edit drop down menu and select the Cut command. Switch to, or open the second PowerPoint presentation to which you wish to move the slide. Display the second presentation in Slide Sorter view. Click between the two slides to which you wish to move the original slide. Click on the Edit drop down menu and select the Paste command. The slide will be displayed within the second presentation.

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To copy a slide from one presentation to another presentation

Display the presentation in Slide Sorter view. Select the slide which you wish to copy. Click on the Edit drop down menu and select the Copy command. Switch to, or open the second PowerPoint presentation which you wish to copy the slide to. Display the second presentation in Slide Sorter view. Click between the two slides to which you wish to copy the original slide. Click on the Edit drop down menu and select the Paste command. The slide will be displayed within the second presentation.

6.6.1.6 Delete a slide, slides.

To delete a slide using the drop down menus

Display the slide which you wish to delete. Click on the Edit drop down menu and select the Delete Slide command.

To delete a slide using the Del key

Display the presentation in Slide Sorter view. Select the slide which you wish to delete. Press the Delete key on your keyboard.

To delete multiple slides (in one action)

Display your presentation within Slide Sorter view. Click on the first slide which you wish to select. Depress the Ctrl key (and keep it depressed). Click on the other slides which you wish to select for deletion. Release the Ctrl key and press the Del key.

6.6.2 Printing

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6.6.2.1 Print entire presentation, specific slides, handouts, notes pages, outline view of slides, number of copies of presentation, print presentation to file.

To print your entire presentation

Click on the Print icon, displayed within the Standard Toolbar.

To print just the current slide

Display the slide which you wish to print. Click on the File drop down menu and select the Print command. In the Print range section of the dialog box, select the Current slide button.

Make other selections as required and then click on the OK button.

To print particular slides

Click on the File drop down menu and select the Print command. In the Print range section of the dialog box, select the Slide button. In the example shown we have decided to print slide 1, slide 2 and slides 5-8 inclusive.

Make other selections as required and then click on the OK button.

To print multiple copies

Click on the File drop down menu, displayed within the Standard Toolbar, and select the Print command. In the Copies section of the dialog box, use the up and down arrows to set the required number of copies. In the example shown, we have set 5 copies to be printed.

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Make other print choices as required and click on the OK button.

To print a presentation to a file

Click on the File drop down menu, displayed within the Standard Toolbar, and select the Print command. In the Printer section of the dialog box, click on the Print to file check box.

Make other print choices as required and click on the OK button.

To print Handouts
Click on the File drop down menu and select the Print command. A dialog box is displayed. Click on the down arrow to the right of the Print What section of the dialog box. Select Handouts from the drop down menu displayed.

Select the number of Slides per page, and whether you wish them displayed horizontally or vertically. You can also, optionally, select the Scale to fit paper box. You may wish to enter a number in the Number of copies section of the dialog box, so that you can print multiple copies. Click on the OK button to start printing.

To print Notes or a Presentation Outline

Click on the File drop down menu and select the Print command. A dialog box is displayed. Click on the down arrow to the right of the Print What section of the dialog box.

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PAGE 86 - ECDL MODULE 6 (USING OFFICE XP) - MANUAL Select Notes Pages or Outline View from the drop down menu displayed.

You can also, optionally, select the Scale to fit paper box. You may wish to enter a number in the Number of copies section of the dialog box, so that you can print multiple copies. Click on the OK button to start printing.

6.6.3 Deliver a Presentation

What is a Slide Show?

Rather than printing out your presentation, you may want to run it as an electronic slide show from your computer. This means that each slide in your presentation, along with its text, art, and graphics, takes up the whole screen. All other screen elements are hidden.

6.6.3.1 Hide or show slides.

To hide slides in a slide show

Select the slide(s) you wish to hide. Select Hide Slide from the Slide Show menu, or click on the Hide Slide icon on the Slide Sorter toolbar if you are working in Slide Sorter view. The slide will be hidden during a slide show. In Slide Sorter view an icon appears below the slide, which contains the slide number with a line through it, to indicate that it is hidden.

During a slide show if you wish to display a hidden slide simply press the H key on the preceding slide.

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To see which slides are formatted as hidden

Switch to Slide Sorter view and the hidden slide(s) will be indicated as illustrated below.

To display a hidden slide during a slide show

During a slide show if you wish to display a hidden slide simply press the H key whilst the preceding slide is being displayed.

6.6.3.2 Start a slide show, start a slide show on any slide.

To start a slide show (from the beginning)

Click on the Slide Show drop down menu and select the View Show command. OR press the F5 key.

To start a slide show on a specific slide

Display the slide on screen with which you wish to start the presentation (i.e. in Normal Mode or Slide View Mode). Click the Slide Show icon to start the presentation.

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To display the slide show shortcuts

When the slide show is running press the F1 key to display a list of shortcuts.

To move to the next slide

Use any of the following options: Left Mouse Click N Space Bar Right Arrow Down Arrow Enter Page Down Right Click - Select from Popup Menu

To move to a previous slide

Use any of the following options: Backspace P Left Arrow Up Arrow Page Up Right Click - Select from Popup Menu

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To return to the first slide

Press both mouse buttons for 2 Seconds.

To blank the screen to black

Press B once to apply. Press B once more to remove.

To blank a screen to white

Press W once to apply. Press W once more to remove.

To exit a screen show

Use any of the following options: Esc Ctrl+Break -

The slide show "right click menu"

Right clicking within the slide show will display the following popup menu, allowing you to navigate through the presentation.

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