Microsoft Office 2019 Chapter 6

CHAPTER SIX
FORMATTING SLIDES, TABLES,

CHARTS, AND GRAPHIC
ELEMENTS
Objectives
At the end of this chapter, students should
be able to:
• Setting up slides and applying layouts
• Working with themes and text
manipulation
• Formatting text boxes
• Arranging and manipulating objects
• Constructing and modifying tables and
charts
Adding new slides
Follow these steps to learn how to add new slides:
1. We will use the presentation called City Berlin Design.pptx for
this example.
2. Position the mouse pointer in-between two slides within the
presentation:
Adding new slides (Conti…)
3. Use one of the following methods to insert a new slide into the
presentation:
• Press Enter on the keyboard to create a new slide. The new title
and content slide type are inserted by default between slides 1
and 3 in this example.
• Click on Insert | New Slide from the Slides group, which will
populate a list of available slide layouts to choose from:
Duplicating selected slides
To duplicate slide do these following steps:
1. Select a slide on the left-hand side of the presentation
to copy.
2. Go to Home | New Slide | Duplicate Selected
Slides (at the bottom of the menu). An exact
duplicate of the slide will appear:
3. Select a slide to duplicate, then right-click on the slide and

choose
Duplicate from the shortcut menu. Alternatively, use the Ctrl + D
shortcut
to duplicate a slide.
Reusing presentation slides
 Using slides from an already created presentation saves a lot of time,
especially if the
presentation you are creating is going to consist of numerous slides that you
can
reuse from another presentation.
1. Open a new presentation called Safest Solution-
Benefits.pptx.
2. Go to Home | New Slide | Reuse Slides… (at the bottom
of the menu).
3. A Reuse Slides pane will open to the right of the PowerPoint
environment:
4. Click on the Browse button to access the folders on your
computer.
Reusing presentation slides (Conti…)
6. Before we insert a slide from the browsed presentation, we must click on a
slide in the existing presentation to indicate where we would like to insert
the new slide.
7. To insert a slide beneath the selected slide, click to select a slide from the
Reuse Slides pane. The slide will be inserted into the existing presentation,
beneath the selected slide
Applying slide layouts
 A slide layout is a predefined slide that contains formatting (font, paragraph, styles,
and so on) and placeholders.
 When creating a new presentation in PowerPoint, the first slide is based on the Title
Slide layout. Click on File | New | Blank Presentation. To add a new slide, simply
press the Enter key on the keyboard, or right-click and choose New Slide… from the
shortcut menu. Every new slide that's inserted is based on the Title and Content
Slide layout.
 If you continue to click on New Slide or press Enter on the keyboard, new slides will
insert based on the Title and Content slide.
Changing slide layouts
 Often, when you insert a slide, a certain layout is applied automatically. You can
change the layout before you add content or after content is inserted into the slide.
 The Layout option is also very useful when copying slides from other presentations
into a new or existing presentation as it refreshes the layout and fixes common slide
design, background, or font issues. Follow these steps:
1. To change a slide layout, click on the slide you wish to change the
layout of
in the presentation. Continue to use the presentation from the previous
example.
2. Click on the Home tab and locate the Layout icon.
3. Click the Layout icon and select a layout from the list provided
Changing slide layouts (Conti…)
4. Note that the slide layout from the inserted slide (slide 3) is also an
option
in the Layout drop-down list.
5. For this example, we will change the layout of slide 2 to the Content
with
Caption layout:
6. After you've selected a layout from the list, the selected slide will be
updated with the new layout.
Working with themes and text manipulation
 After working through this section, you will be able to copy, move, and paste
text;
insert and format lists; and add headers and footers to a presentation. In
addition,
you will also know how to apply and modify a theme.
Duplicating, moving, and pasting text
 You can duplicate, move, and paste text using the keyboard shortcut keys.
 The keyboard shortcut keys are the quickest way to achieve the move and copy
actions; use Ctrl + C for copy, Ctrl + X for cut, and Ctrl + V for paste.
Inserting and formatting lists
 It is a personal preference as to how you would like to insert and format lists
on slides
in PowerPoint.
 Either insert the text first and then apply the list or apply the list and then
enter the text:
1. Open the presentation called ProductGrpSSG.pptx
2. Locate the slide that contains the text you wish to apply a
bullet or
numbered list to.
3. Choose the desired option from the Paragraph group by
clicking on either
the bullet or numbers icon
Inserting and formatting lists (Conti…)
4. To change the bullet or number type, click on the drop-down arrow next to
the bullet or numbering icon.
5. Select Bullets and Numbering from the bottom of the list.
6. A dialog box will open, offering options that you can use to customize the
numbered or bulleted list:
7. You can change the color of the bullet or number using the Color fill bucket.
8. The Customize... icon is available, should you need to browse for a
different symbol from the huge range available.
9. Adjust the spin controls of the % of the text area (Size:). If you are using
symbols as a bullet, then this option works really well to maximize the symbol
10. Change the bullet to a picture of your choice by clicking on the Picture…
button and browsing your the computer for an image to insert as a bullet.
For example, we will insert the PawPrint.png image.
11. Click on Insert to add the picture as a bullet type. The numbering option
works in exactly the same way as the bullets icon.
12. Should you wish to number items from a specific starting number point,
use the Start At: position to control this.
13. To change the distance between the number or bullet and the text, select
the text first, then use the indent markers along the ribbon to increase (or
decrease) the distance between the two:
Add headers and footers to slides
 The footer is the area at the bottom of the slide, constructed by way of
placeholders
that contain information that's repeated on every slide in the presentation.
 The header or footer accepts information such as custom text, dates and
times, and the slide number.
1. Open an existing presentation. For this example, we will use
the Safest
Solutions-Benefit.pptx presentation.
2. Click on the Insert tab and select Header & Footer from the
Text group.
3. In the Header and Footer dialog box, select the option that
best suits your
presentation:
Add headers and footers to slides (Conti…)
4. Select the Slide tab at the top of the dialog box to view the options to
include on slides.
5. Click on the Date and time checkbox and choose whether to add a static
fixed date or whether this will Update automatically. (this option will
update the date to the current date every time the presentation is opened).
6. You can include a Slide number and also a static Footer. This option is
located just under the Fixed date option.
7. Sometimes, we may want to exclude a header from the title slide of the
presentation. Select this option by clicking in the checkbox provided to
activate it.
Add headers and footers to slides (Conti…)
8. Please note that at the bottom of the dialog box, you can choose whether to
Apply changes to the current slide or choose to Apply to All to commit the
changes to the entire presentation. Also, note that there is no header section on the
Slides tab.
9. The Notes and Handouts tab contains many of the same options as the Slide tab
but includes
a Header section so that you can create a static custom header for notes and handouts
only.
Setting presentation zoom options
 The default slide zoom is set at 66% when opening or creating new
presentations.
 To change this setting, use one of the following options:
1. Use the status bar zoom slider to increase or decrease the
presentation slide
size within the PowerPoint environment or, alternatively,
click on the
minus (-) and plus (+) signs to adjust.
2. Click on the zoom percentage indicator on the status bar to
access the zoom
options, which you can adjust according to your
requirements.
3. The Percent text area enables you to type a custom value
Setting presentation zoom options (Conti…)
5. The Fit to Window option allows the user to zoom the slide quickly to fit
the Slide pane. Click on the Fit to Window icon at the bottom right-hand
corner of the presentation.
6. You can also visit the View tab and select Fit to Window from
the Zoom group
Summary
 Now that you have finished this chapter, you have the skills to personalize the
PowerPoint 2019 Backstage view and set various options. You have also
acquired the
skills to navigate the interface and perform basic tasks, which included the
creation,
saving, printing, and viewing of presentations in PowerPoint 2019.
 In the next chapter, we will use predefined options to give slides a particular
look and
feel. In addition to covering how to set up a basic presentation, you will be able
to
order a sequence of slides, apply a presentation theme and slide layout, and
reuse slides. You will also learn how to work with tables and charts that make
data
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CHAPTER SIX

FORMATTING SLIDES, TABLES,

3. Select a slide to duplicate, then right-click on the slide and

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