Guided Computer Tutorials

Learning
Microsoft®

PowerPoint ®

2007

By Greg Bowden
PUBLISHED BY

GUIDED COMPUTER TUTORIALS

PO Box 311
Belmont, Victoria, 3216, Australia

www.gct.com.au

© Greg Bowden

This product is available in Single or Multi User versions.

Single-user versions are for single student or teacher use at any

particular time, just as a single text book would be used. If you intend
to use the notes with multiple students the single user version should
be upgraded to the multi-user version.

Multi-user versions allow the school or institution to print as many

copies as required, or to place the PDF files on the school network,
intranet and staff laptops. A certificate of authentication is provided
with multi-user versions. Bookmarks provide links to all headings and
sub-headings, and individual chapters are provided.

First published 2008

ISBN: 1 921217 54 5
PDF document on CD-ROM

Every effort has been made to ensure that images used in this
publication are free of copyright, but there may be instances where
this has not been possible. Guided Computer Tutorials would
welcome any information that would redress this situation.
Learning Microsoft PowerPoint 2007

Contents

Chapter 1: Getting Started With PowerPoint

Starting a Presentation..............................................................................................1-1
The Microsoft PowerPoint Screen.........................................................................1-2
The Office Button............................................................................................ 1-2
The Quick Access Toolbar............................................................................. 1-2
The Ribbon......................................................................................................... 1-3
Zoom Controls..............................................................................................................1-5
Creating the Title Slide...............................................................................................1-5
Entering the Company Name..................................................................... 1-5
Formatting Text Using the Mini-Toolbar................................................. 1-6
Formatting Text Using the Ribbon............................................................ 1-7
Moving the Placeholder................................................................................ 1-9
Entering the Sub-Title Text........................................................................... 1-9
Saving the Presentation..............................................................................1-11
Adding a Background to the Slide..........................................................1-11
Creating a Second Slide......................................................................................... 1-12
Inserting the New Slide...............................................................................1-12
Entering the Title...........................................................................................1-13
Entering the Points.......................................................................................1-14
Previewing the Presentation................................................................................ 1-16
Looking at the Slides....................................................................................1-16
Starting the Slide Show...............................................................................1-16
Slide Outlines............................................................................................................. 1-18
Other View Buttons.................................................................................................. 1-19
Presentations Assignment 1............................................................. 1-20

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 Learning Microsoft PowerPoint 2007

Chapter 2: Using Graphics in Slides

Loading the Presentation.........................................................................................2-1
Creating the New Slide..............................................................................................2-1
Selecting the Slide Layout........................................................................................2-2
Entering the Slide Title...............................................................................................2-2
Inserting a Clip Art Image........................................................................................2-3
Resizing the Image......................................................................................................2-4
Adding Text to the Slide............................................................................................2-5
Previewing the Presentation...................................................................................2-7
Adding Another Image to the Presentation......................................................2-7
Adding Lines to the Slide..........................................................................................2-8
Line Styles.......................................................................................................... 2-9
Line Colours....................................................................................................... 2-9
Three-Dimensional Effects.........................................................................2-10
Adding Photos to Slides......................................................................................... 2-11
Selecting the Slide Layout..........................................................................2-11
Entering the Title...........................................................................................2-12
Adding the Text..............................................................................................2-13
Adding a Photo..............................................................................................2-13
Inserting Another Photo.............................................................................2-15
Editing Text......................................................................................................2-16
Presentations Assignment 2............................................................. 2-17

Chapter 3: Using Transitions

Loading the Presentation.........................................................................................3-1
Applying a Transition to One Slide........................................................................3-1
Slide Sorter View..........................................................................................................3-3
Altering the Order of Slides.....................................................................................3-3
Applying Transitions to Multiple Slides...............................................................3-4
Presentations Assignment 3............................................................... 3-6

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 Contents

Chapter 4: Animation Effects

Loading the Presentation.........................................................................................4-1
Animating Text.............................................................................................................4-1
Text Entrance..................................................................................................... 4-1
Animating Just One Text Point................................................................... 4-4
Animating Words and Letters..................................................................... 4-6
Changing Animation Effects....................................................................................4-7
Removing Effects.........................................................................................................4-9
Animating Images.................................................................................................... 4-10
The First Image...............................................................................................4-10
The Second Image........................................................................................4-12
Exit Animations......................................................................................................... 4-14
Changing the Animation Order.......................................................................... 4-16
Looping Animations................................................................................................ 4-16
Exercise 4-1................................................................................................................. 4-17
Preset Animations.................................................................................................... 4-18
Adjusting Preset Animations................................................................................ 4-19
Presentations Assignment 4............................................................. 4-20

Chapter 5: Adding Movie Clips to Slides

Loading the Presentation.........................................................................................5-1
Creating a New Slide..................................................................................................5-1
Selecting the Layout...................................................................................... 5-1
Entering the Slide Title................................................................................... 5-2
Adding the Text................................................................................................ 5-3
Inserting the Movie Clip................................................................................ 5-4
Adding a Movie Clip Message..................................................................... 5-5
Formatting the Movie Clip.......................................................................................5-7
Presentations Assignment 5............................................................... 5-9

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Chapter 6: Adding Diagrams to Slides

Loading the Presentation.........................................................................................6-1
Creating a New Slide..................................................................................................6-1
Selecting the Layout...................................................................................... 6-1
Adding the Title................................................................................................ 6-2
Inserting the Diagram................................................................................................6-2
Entering the Chart Labels.........................................................................................6-3
Deleting Chart Boxes ................................................................................................6-4
Adding More Chart Boxes........................................................................................6-4
Formatting the Diagram...........................................................................................6-6
The Diagram Style........................................................................................... 6-6
Changing the Diagram’s Colours............................................................... 6-7
Adding Effects to the Diagram................................................................... 6-8
Formatting the Diagram’s Text.................................................................... 6-8
Changing the Diagram’s Layout................................................................. 6-9
Presentations Assignment 6............................................................. 6-10

Chapter 7: Formatting and Aligning Slide Content

Loading the Presentation.........................................................................................7-1
Creating a New Slide..................................................................................................7-1
Selecting the Layout...................................................................................... 7-1
Entering the Slide Title................................................................................... 7-2
The First Photograph..................................................................................................7-2
Inserting the Photograph............................................................................. 7-2
Adjusting the Shape Height........................................................................ 7-3
Formatting the Photograph........................................................................ 7-3
The Second Photograph...........................................................................................7-4
Inserting the Photograph . .......................................................................... 7-4
The Format Painter Tool................................................................................ 7-5
Aligning the Photographs............................................................................ 7-5
The Third Photograph................................................................................................7-6
Inserting the Photograph............................................................................. 7-6
Formatting the Photograph........................................................................ 7-7
Aligning the Photographs............................................................................ 7-8

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 Contents

The Fourth Photograph.............................................................................................7-8

Inserting the Photograph............................................................................. 7-8
Formatting the Photograph........................................................................ 7-9
Aligning the Photographs..........................................................................7-10
Adjusting the Colour of Photographs............................................................... 7-12
Presentations Assignment 7............................................................. 7-14

Chapter 8: Inserting Tables in Slides

Loading the Presentation.........................................................................................8-1
Selecting the Layout..................................................................................................8-1
Entering the Slide Title...............................................................................................8-2
Adding the Table..........................................................................................................8-2
Entering the Table Items...........................................................................................8-3
The Table Styles............................................................................................................8-3
Formatting the Text....................................................................................................8-4
Column Widths.............................................................................................................8-5
Deleting Rows...............................................................................................................8-7
Adding Cells to the Table..........................................................................................8-8
Borders and Shading..................................................................................................8-9
Changing the Cell Shading.......................................................................... 8-9
Changing the Border Colour.....................................................................8-10
Presentations Assignment 8............................................................. 8-11

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 Learning Microsoft PowerPoint 2007

Chapter 9: Inserting Charts into Slides

Loading the Presentation.........................................................................................9-1
Selecting the Slide Layout........................................................................................9-1
Entering the Slide Title...............................................................................................9-2
Inserting the Chart......................................................................................................9-2
Entering the Chart Data............................................................................................9-4
Editing the Chart.........................................................................................................9-6
Chart Layouts................................................................................................................9-8
Chart Styles....................................................................................................................9-9
Changing the Chart Labels......................................................................................9-9
Changing the Appearance of the Chart........................................................... 9-10
Changing the Colour of the Columns....................................................9-10
Changing the Back Wall Colour................................................................9-11
Changing the Scale of the Axes.......................................................................... 9-12
Other Chart Types.................................................................................................... 9-13
Animating Charts..................................................................................................... 9-14
Presentations Assignment 9............................................................. 9-16

Chapter 10: Action Buttons

Loading the Presentation...................................................................................... 10-1
Navigation Buttons.................................................................................................. 10-1
The Previous Slide Button..........................................................................10-1
The Next Slide Button..................................................................................10-3
Buttons That Open Specific Slides...................................................................... 10-4
The Jungle Safaris Button...........................................................................10-4
The Wild River Rides Button.......................................................................10-7
The Other Slides.............................................................................................10-9
Text Buttons..............................................................................................................10-10
Buttons That Play Sounds....................................................................................10-11
Buttons That Open Other Presentations........................................................10-13
Loading the Presentation........................................................................ 10-13
Adding the Button..................................................................................... 10-13
Linking the Button..................................................................................... 10-16
Removing Action Buttons...................................................................................10-19
Presentations Assignment 10.........................................................10-20

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 Contents

Chapter 11: Text Formatting

Loading the Presentation...................................................................................... 11-1
Creating Sub-Points................................................................................................. 11-1
Entering the Text............................................................................................11-1
Setting the Sub-Points.................................................................................11-2
Bullet Formats............................................................................................................ 11-3
Custom Bullets........................................................................................................... 11-5
Turning Bullets Off................................................................................................... 11-7
Looking at the Points in Outline View............................................................... 11-8
Paragraph Spacing.................................................................................................11-10
The Whole Text............................................................................................ 11-10
Individual Lines........................................................................................... 11-11
Bullet Spacing..........................................................................................................11-12
Turning on the Ruler.................................................................................. 11-12
Adjusting the Indents............................................................................... 11-13
Spell Checking.........................................................................................................11-14
The Format Painter Tool.......................................................................................11-15
Presentations Assignment 11.........................................................11-16

Chapter 12: Self-Running Shows

Loading the Presentation...................................................................................... 12-1
Setting the PowerPoint Show.............................................................................. 12-1
Rehearsing the Timings...............................................................................12-1
Looking at the Timings................................................................................12-3
Making the Slide Show Continuous.................................................................. 12-4
Hiding a Slide . .......................................................................................................... 12-5
Adding a Narrative................................................................................................... 12-6
Saving the Presentation as a Show.................................................................... 12-7
Custom Shows........................................................................................................... 12-8
Turning Rehearse Timings Off.............................................................................. 12-9
Presentations Assignment 12.........................................................12-10

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 Learning Microsoft PowerPoint 2007

Chapter 13: Delivering Presentations

Loading the Presentation...................................................................................... 13-1
Screen Tools................................................................................................................ 13-1
Identifying the Screen Tools......................................................................13-2
Using the Pen Tools.......................................................................................13-2
The Eraser Tool................................................................................................13-4
The Arrow Options........................................................................................13-5
The Slide Options Tool.................................................................................13-6
Speaker Notes............................................................................................................ 13-7
Using the Notes Page View........................................................................13-7
Using the Notes Master View ...................................................................13-8
Entering the Speaker Notes.................................................................... 13-13
Printing Speaker Notes............................................................................. 13-14
Handout Notes........................................................................................................13-16
Sending Slide Text to a Word Processor.........................................................13-19
Presentations Assignment 13.........................................................13-20

Chapter 14: Slide Masters

Loading the Presentation...................................................................................... 14-1
Opening the Slide Master View........................................................................... 14-1
Looking at the Slide Masters................................................................................ 14-2
Applying a Theme.................................................................................................... 14-4
Altering the Formats of Each Slide..................................................................... 14-4
The Title Text....................................................................................................14-4
The Text Content............................................................................................14-5
Adding Objects to Slide Masters......................................................................... 14-8
Footer Items............................................................................................................... 14-9
Presentations Assignment 14.........................................................14-12

Chapter 15: Useful Features

Loading the Presentation...................................................................................... 15-1
Help Features............................................................................................................. 15-1
Adding a Music Sound Track................................................................................ 15-4
Inserting a Music File....................................................................................15-4
Formatting the Sound.................................................................................15-5
Adding Movie Clips.................................................................................................. 15-7
Presentations Assignment 15........................................................... 15-8

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 Chapter

1
Getting Started With PowerPoint
Microsoft PowerPoint is a program that allows you to create Multimedia presentations.
These include electronic slide shows and screen displays. For your first presentation you
will create a slide show for the Wattle Valley Animal Park which is a make believe zoo that
maintains animals in their natural habitat.

Starting a Presentation
1 Load Microsoft PowerPoint and you should receive the POWERPOINT screen.

2 Look at the labelled diagram below and refer to this diagram until you are fully
familiar with the sections of the PowerPoint screen.

Office Button Quick Access Ribbon

Toolbar

Slides Pane Slide with content

Placeholders

Status Bar View Buttons Zoom Controls

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Learning Microsoft PowerPoint 2007

The Microsoft PowerPoint Screen

The Microsoft PowerPoint 2007 screen is quite different to other programs.

A The Office Button

1 Click on the OFFICE BUTTON at the

top left of the screen. It is basically a
FILE menu with icons to save, open,
print and close documents.

2 The POWERPOINT OPTIONS button

has tools for controlling how
Microsoft powerPoint operates and
the EXIT POWERPOINT button is
used to close the program.

3 Click outside the OFFICE BUTTON window to close the window.

B The Quick Access Toolbar

The QUICK ACCESS TOOLBAR is next to the OFFICE BUTTON at the top of the screen.
It has buttons to save or undo steps. You can add common command buttons to it.

Click on the arrow at the right of the

QUICK ACCESS TOOLBAR and a list of
command buttons will be displayed.
Select buttons that you may need.

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 Getting Started With PowerPoint 1
C The Ribbon
The RIBBON across the top of the screen contains most of the PowerPoint commands in a
variety of command TABS.

1 When you first load Microsoft

PowerPoint the HOME tab of the
RIBBON is open. It is broken up into
GROUPS.

2 Click on each command TAB in turn to see what groups of commands they contain.

Home Tab: Contains the most common commands for formatting and
editing slides.
Insert Tab: Contains commands for adding items to slides, for example,
tables, graphics, headers and footers, etc.
Design Tab: Contains tools that control how slides look on the screen or
when printed. These include page setup, slide orientation,
themes, background colours, etc.
Animations Tab: Contains tools for adding animations to slides. These include
transition effects, animating objects within a slide, etc,
Slide Show Tab: Contains tools to run the presentation. These include adding
narrations, rehearsing a presentation, etc.
Review Tab: Contains tools for checking presentations. These include spell
checking and thesaurus.
View Tab: Contains tools to view documents on screen. These include
zoom and presentation view commands.

NOTE: Other tabs are added to the RIBBON when you select or add
items to a presentation.

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Learning Microsoft PowerPoint 2007

3 Double click on the HOME tab of the

RIBBON and the RIBBON is collapsed
providing you with more screen
space.

4 Double click on a TAB and the RIBBON is expanded.

NOTE: If you click once on a tab of a collapsed RIBBON, the RIBBON

will open until a command is selected then collapse again. You
might like to try this.

5 There are more commands in the RIBBON.

6 Click in the top placeholder then

click on the arrow next to the FONT
group label in the RIBBON.

7 The FONT dialogue box is opened

providing more detailed FONT
commands than those displayed in
the FONT group. Select CANCEL to
return to the document.

8 Look at the dialogue boxes available from the arrows next to the other group labels
in the HOME tab of the RIBBON.

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 Getting Started With PowerPoint 1
Zoom Controls
Microsoft PowerPoint provides extensive ways to quickly increase or decrease the zoom
(or magnification) of the screen. The ZOOM CONTROLS are in the ZOOM group of the
VIEW tab of the RIBBON and at the bottom right of the STATUS BAR.

1 Use the SLIDER bar in the ZOOM

CONTROLS at the bottom right of
the screen to increase and decrease
the screen magnification.

2 Click on the - or + icons to decrease

or increase the screen magnification.

3 Set the view to about 80%.

Creating the Title Slide

The TITLE slide introduces your presentation. It usually contains the company’s name
and the topic of the presentation. When you start PowerPoint the TITLE SLIDE layout is
displayed.

A Entering the Company Name

1 Move the pointer into the CLICK TO

ADD TITLE frame (or placeholder)
and click the mouse button.

2 Enter the company name:

Wattle Valley <enter>
Animal Park

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Learning Microsoft PowerPoint 2007

B Formatting Text Using the Mini-Toolbar

When you highlight text in a slide the MINI-TOOLBAR is displayed above the text. The
MINI-TOOLBAR provides the common text formatting tools.

1 Use the mouse to highlight:

Wattle Valley
and the Mini-Toolbar should be
displayed.

2 Set the FONT box to ARIAL and the

FONT SIZE box to 72 point.

3 Click on the BOLD and ITALIC icons

to add those styles to the text.

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 Getting Started With PowerPoint 1

4 Click on the arrow next to the FONT

COLOUR icon and select YELLOW.

C Formatting Text Using the Ribbon

You can also format text using the HOME tab of the RIBBON.

1 Highlight the text:

Animal Park
and in the FONT group of the HOME
tab set the FONT to ARIAL and the
FONT SIZE to 66 point.

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Learning Microsoft PowerPoint 2007

2 Click on the BOLD icon in the HOME

tab to set the text to bold.

3 Click on the FONT COLOUR icon to

set the text to the same YELLOW that
you used earlier.

NOTE: You can click on the FONT COLOUR button rather that its
arrow if the FONT COLOUR button is set to the required colour.

4 Highlight both lines of text and click

on the TEXT SHADOW icon in the
HOME tab.

NOTE: TEXT SHADOW places a shadowed outline around the letters.

It makes text easier to read on coloured backgrounds, which
we will be adding to the slide shortly.

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 Getting Started With PowerPoint 1
D Moving the Placeholder
You can move placeholders around the slide.

1 Move the pointer over the border of

the TITLE frame until it changes to a
cross-hair with arrows.

2 Hold down the mouse button and

drag the frame up about 2 cm.

E Entering the Sub-Title Text

The SUB-TITLE is usually the subject of the presentation or the name of the presenter.

1 Move the pointer into the CLICK

TO ADD SUBTITLE frame, click the
mouse button and enter:
Exotic Animals <enter>
On Display

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Learning Microsoft PowerPoint 2007

2 Highlight all the words in the frame

and set the FONT to ARIAL, the FONT
SIZE to 48 POINT and the STYLE to
BOLD and TEXT SHADOW.

3 Click on the FONT COLOUR arrow

and select a LIGHT GREEN.

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 Getting Started With PowerPoint 1
F Saving the Presentation

1 Click on the SAVE icon in the

QUICK ACCESS TOOLBAR.

2 Access your STORAGE folder,

call the presentation:
Wattle Valley AP
and click on SAVE.

G Adding a Background to the Slide

There are a range of different backgrounds that can be added to the slide.

1 Open the DESIGN tab of the

RIBBON.

2 Move the pointer over some of

the THEME styles to see what
they are like. They affect the
text as well as the background.
The arrows at the right of the
group can be used to view
more themes.

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Learning Microsoft PowerPoint 2007

3 Click on the BACKGROUND STYLES

icon and select the bottom right
style.

4 Resave the presentation by clicking on the SAVE icon in the QUICK ACCESS
TOOLBAR or by pressing CTRL+S.

Creating a Second Slide

The second slide will display information about the animal park. It will have a different
layout to the first slide.

A Inserting the New Slide

1 Open the HOME tab of the RIBBON
and click on the arrow at the base of
the NEW SLIDE icon.

2 Select the second slide layout, TITLE

AND CONTENT.

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 Getting Started With PowerPoint 1
3 The new slide is created with the
same background and its icon is
added to the SLIDES pane.

4 The slide layout allows you to enter

a title in the top placeholder and
content including text, tables, charts,
SmartArt, Clip Art and movie files in
the lower placeholder.

NOTE: Different types of content will be inserted into slides over the
next few chapters.

B Entering the Title

1 Click in the CLICK TO ADD TITLE frame and enter:
Wattle Valley Offers

2 Highlight the text and set the FONT

to ARIAL and the FONT SIZE to 54
POINT.

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Learning Microsoft PowerPoint 2007

3 Set the FONT COLOUR to the same

shade of yellow as the heading in
the previous slide and turn on BOLD,
ITALIC and TEXT SHADOW.

C Entering the Points

Highlights about the animal park will be entered as dot points,

1 Click in the CLICK TO ADD TEXT

frame and enter the points shown,
pressing <enter> after each line.

NOTE: i When you click in the background of the placeholder, text

will be entered.
ii Bullets are inserted at the beginning of each line. They are a
good way to highlight each point.
iii When you wish to insert different content, the icons at the
centre of the placeholder can be used.

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 Getting Started With PowerPoint 1

2 Highlight the points then set the

FONT to ARIAL, the FONT SIZE to 36
POINT, the STYLE to BOLD and TEXT
SHADOW, and the FONT COLOUR
to the same light green as before.

3 Move the pointer over the border

of the TEXT frame and drag it down
and to the right a little to centre the
points under the main heading.

4 Click on the SAVE button in the QUICK ACCESS TOOLBAR (or press CTRL+S) to
resave the presentation.

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Learning Microsoft PowerPoint 2007

Previewing the Presentation

A Looking at the Slides
You can look through the slides in your presentation before playing the slide show.

1 Click on the FIRST SLIDE thumbnail
in the SLIDES pane at the top left of
the screen.

2 Click on the SECOND SLIDE

thumbnail when you wish to return
slide 2 to the screen.

NOTE: You can also use the scroll arrows in the SCROLL BAR at the
right of the screen to scroll through the slides or click on the
NEXT SLIDE button or PREVIOUS SLIDE button .

B Starting the Slide Show

1 Open the VIEW tab in the RIBBON

and click on the SLIDE SHOW icon.

NOTE: You can also press the F5 key or click on the SLIDE SHOW
button in the VIEW buttons at the bottom right of the screen.

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 Getting Started With PowerPoint 1

2 The whole screen should display the

TITLE slide.

3 Click anywhere in the background

and the next slide will be displayed.

4 Click anywhere in the background of

this slide and you will be told that it
is the end of the presentation.

5 Click again to return to the NORMAL

view screen.

NOTE: You can also press the ESC key to exit from a slide show.

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Learning Microsoft PowerPoint 2007

Slide Outlines
You can look at the contents of slides in OUTLINE VIEW.

1 Click on the OUTLINE tab at the left

of the screen and the contents of
each slide is displayed.

2 You can drag the border of the

SLIDES pane to the left to reduce its
width.

3 Click on the SLIDES tab to return the

slide view to the screen.

4 Click on the arrow at the top right

of the SLIDES pane to collapse the
pane.

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 Getting Started With PowerPoint 1

Other View Buttons

There are three view buttons at the bottom left of the screen that you will use regularly.

1 NORMAL view, which returns the screen

to slide view.

2 SLIDE SORTER view, which shows larger

thumbnails of slides.

3 SLIDE SHOW which runs the slide show

from the current slide. It is a good button
to use when you want to preview a slide
you have just completed.

4 Click on the NORMAL view button to expand the SLIDES pane.

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Learning Microsoft PowerPoint 2007

Presentations Assignment 1
Create a title side and the first content slide for presentation on a topic set by your
teacher. If you cannot think of anything to do the following slides for a travel agency can
be created.

Slide 1

Tolman’s Travel

World Wide
Travel Services

Slide 2

Tolman’s Tours
• Destinations
• International Airlines
• London Tours
• European Tours
• European Highlights
• Airline Information
• Air Fares from Melbourne

Ask your teacher to check your completed slides.

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