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Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 Laboratory Exercise # 2 Formatting Presentations Objectives: At the end of the exercise, the students are expected to be able to: v Add slides and change slide layouts. v Modify the fonts’ size, type, face, and style, according to preferences.

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Laboratory Exercise 2 – Formatting Presentations

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  1. OfficeProductivityTools2 LaboratoryExercise#2 FormattingPresentations Objectives: Attheendoftheexercise,thestudentsareexpectedtobeableto: vAddslidesandchangeslidelayouts. vModifythefonts’size,type,face,andstyle,accordingtopreferences. vFormatparagraphsandbullets. vSetthepageorientation. vCheckthespellingandthegrammar. Materials: •3½floppydisk Note:Allexercisesshouldbesavedinyourdatadiskandmustbesubmittedtoyourinstructorafterevery laboratorysession. Filestobeused: • Activity3xxx.ppt BasicInformation: TheFormattingToolbar Toformattextinapresentationmeanstochangeitsfonttype,size,andstyle.TheFormattingtoolbargives accesstothemostcommonformattingcommandsyoucanapplytoatextorparagraphsuchasfonttype, size,style,color,andalignment. WorkingwithSlidesandLayouts PowerPointslidesmayincludetext,drawings,charts,outlinesand/orgraphics.EachPowerPointslideis madeupofdifferentplaceholders.TheAutoLayoutdictateshowtheseplaceholdersarearrangedonaslide. TherearethreetypesofplaceholdersinaPowerPointslide: • • • Atitleplaceholder,animaginaryboxthatholdsthetitleoftheslide. Atextplaceholderholdsothertext,likeabulletlistlines,orparagraphtext. Anobjectplaceholderholds“objects”suchasgraphics,charts,mediaclips,etc. SlideLayouts Whenyouarecreatinganewpresentationoreditinganexistingone,slidelayoutsareusefulinhelpingyou choosehowyouwantyourslidetolooklike.APowerPointslidelayoutcontainsplaceholderswhereyou cantypetitlesorbulletedlistsandinsertobjectslikecharts,pictures,andvideos. Placeholdersareeasytousebecauseeachislabeledclearly.Justfollowwhatiswrittenandyou’llbedone withyourpresentationinnotime!Toapplyaslidelayout,selectSlideLayoutontheTaskPanelist.Select thelayoutyouwanttoapplytoyourslidebyclickingonalayout.Youcanapplydifferentlayoutson differentslidesoryoucanselectallslidesinyourpresentationandapplyasingleslidelayout. LaboratoryExercise2–FormattingPresentations

  2. OfficeProductivityTools2 Ontheotherhand,therearefourtypesofslidelayouts:Textlayouts,Contentlayouts,TextandContent Layouts,andOtherLayouts.Simplypointtotheboxesandatooltipwillappearindicatingthekindofthe layout. InsertingNewSlides Toinsertnewslides,clickontheNewSlidebuttonontheFormattingtoolbarorselectNewSlidefromthe Insertmenu.Anewslidewillappearafterthecurrentslideinyourpresentationandthelayoutthatisapplied ontheinsertedslideistheBulletedListlayout. FormattingFonts Fontssuchastype,size,andcolorcanalsobeformatted.However,therearesomeotherformattingeffects, whichyoucanapplyusingtheFontdialogboxfromtheFormatmenu.TheFontdialogboxoffersevery possiblecharacterformattingoptionsuchasaddingspecialeffectslikeshadowandemboss. InsertingText Textcanbeinsertedinseveralways: •throughtheplaceholders •throughaninsertedtextbox •enteringtextusinganAutoShapefromtheDrawingtoolbar •usingtheInsertWordArtcommand(whichwillbediscussedinthesucceedinglectures) LaboratoryExercise2–FormattingPresentations

  3. OfficeProductivityTools2 Undo andRedo Feature ThisfeatureofanyMicrosoftOfficeapplicationallowsyoutoeditanyunintentionalactionsyou’vedoneto thepresentationoreventhoseintentionalactionthatneedstobeedited.TheUndobuttonallowsyoutogo backtotheaction/syoujustcreated. TheRedobutton,obviously,istodoagainthecurrentaction. Rememberthatwhenyouhavealreadysavedapresentation,andwantingtoundoorredoanaction, PowerPointdoesnotallowthisfeature. AboutTextBoxes Themostimportantobjectsthatyoucanaddtoyourslidesaretextboxes.Atextboxiswhereyoucanadd texttoyourpresentationwithoutusinganyplaceholdersfromthepresetslidelayouts.Addyourowntext boxesusingtheTextBoxbuttonfromtheDrawingtoolbar. Moreabouttextboxes: • • • • • • surroundedbyathindashedborderthatlookslikeatextplaceholder clickinsideitsboundariestostarttypingintext resizebyclickinganddragginganysizinghandleuntilthetextboxreachesthedesiredsize movebyclickinganyoftheborderanddragtothedesiredlocation rotatebyclickinganddraggingthegreenrotatinghandle canbeaddedanddeletedasneeded TheFormatPainter TheFormatPainterisoneofthemostimportanttoolsyouwillbeusinginanMSOfficeapplication.Itisused tocopyhowtextandobjectsareformattedandthenappliesthesameformattingtoothertextandobjects elsewhereinthepresentation.InsteadofrepeatingthesameprocessofgoingthroughtheFormattingtoolbar ortheFontdialogbox,simplyselectthetextwiththeformattingyouwanttocopy.Then,highlightthetext whereyouwanttoapplythecopiedformatting. FormattingParagraphs Toformataparagraphistoformatthealignmentofthetextinaplaceholderorinatextbox.Thetextinside mustbefirstaccessedbeforeaccessingitsdialogboxtoenablethisoptionfromtheFormatmenu.Thereare fouralignments:aligntoleft,right,center,andjustified.Thelinespacingaswellcanbeformatted. LineSpacing Linespacingadjuststheamountofspacethatappearsbeforeandafteraparagraph,andhowmuchspace appearsbetweenthelinesoftextinaparagraph.TheLinespacingcommandfromtheFormatmenuisuseful whenyouwanttodouble-spaceaparagraph. FormattingBullets ABulletListisbasicallyalistofdifferentterms.Thebeginningofeachitemisseparatedbyaspecial charactercalledabullet.Themostoftenusedbasicbulletcharacterlookslikealargedot(•),although practicallyanyothercharacter--evennumbers--canbeusedasbulletsdependingonyourneeds. LaboratoryExercise2–FormattingPresentations

  4. OfficeProductivityTools2 YoucanselecttheBulletedListfromtheAutoLayoutplaceholder. JustlikeaTitleSlide,ithastwo placeholders.Clickonthetextplaceholderandtypethetext.Eachbulletlistcanhavemultiplelevels.As shownonthenextpage,thefirstlinebeginswiththebulletcharacter(•)indicatingthatitisthefirstlevel, andthecharacterthatbeginswith(-)isthesecondlevelandsoon.Tomovealineoneleveltotheright, press<TAB>keyorclicktheDemote button.Tomovealineoneleveltotheleft,press<SHIFT+TAB> orclickthe Promotebutton. Abulletcanchangeaccordingtoyourpreference;itmaybeanothercharacter,pictureoranimageorsimply changethecolorofit.TheBulletsandNumberingdialogboxallowsyoutocustomizethebulletsyouwill use. SettingthePage ThereareonlytwoorientationofpageavailableinallMicrosoftOfficeapplications:PortraitandLandscape. Therearealsoseveralsizesofslidesthatyourpresentationcancontainbutonlyonecanbeapplied. However,accessingthePageSetupfromtheFilemenugivesyouvariouspropertiestosetinyourpage. LaboratoryExercise2–FormattingPresentations

  5. OfficeProductivityTools2 UsingtheSpellCheck Onceyouhaveenteredtextintoyourslidepresentation,sometimes,youcannotavoidthefactthatthereare errorsinyourspellingthatyoumighthaveoverlooked.PowerPointhasthespellcheckerfeature,which helpsyoudetectandcorrectanyspellingerrors. Amisspelledwordisindicatedbyared,wavyunderline.Tocheckformisspelledwords;selecttheSpelling commandfromtheToolsmenuorsimplyclickontheSpellingbuttonfromtheStandardtoolbar.Thesetwo procedureswillopentheSpellingdialogbox.IgnorethemisspelledwordorReplaceitwithanother. Anothershortwayofcheckingspellingerrorsisusingtheright-clickcommand.Right-clickthered underlinedwordtoshowtheshortcutmenu.Theshortcutmenuappearswithsuggestionsandseveralother options.Inaddition,pressing<F7>keyalsobringsyoutoSpellingdialogbox. UnderstandingSmartTags SmarttagsareoneofthenewestfeaturesinanyMSOffice2003application.Theyareliketheshortcutsof right-mousebutton.Smarttagsappearwhenyouperformcertainactionssuchaspastinginformationor changingthelayoutandformatofatext. Activity#4FormattingPresentation 1.OpentheMSPowerPoint2003. 2.OpenthefileActivity3xxx.ppt. 3.Insertaslide.Thereareseveralwaystoinsertaslide: a. AccesstheInsertmenuandclickNewSlide. b.ClicktheNewSlide buttonfromtheFormattingtoolbar. c. Press<CTRL+M>. 4.Clickonthetitleplaceholderandkeyin:FeaturesofPowerPoint2003. 5.Clickonthetextplaceholderandkeyin:PackagetoCD,thenpressthe<ENTER>key. 6.ClickontheDemoteortheIncreaseIndent button.Yourbulletmustbeonthesecondlevel now. 7.Keyin:PackagetoCDcreatesacopyofyourpresentationonafolderorCDthatiscompletelyself- sufficient–itembedsfonts,relocateslinkedfilesandalsoincludestheViewer. 8.Clickanywheretoclosetheplaceholder. 9.Now,acquirethefollowingslidesincludingtheirrespectivetexts.Noticethateverytimeyouadda slide,thelayoutappliedisTitleandTextLayout. Slide3 LaboratoryExercise2–FormattingPresentations

  6. OfficeProductivityTools2 Slide4 Slide5 10.Youmustnowhavefiveslides.SavethispresentationasActivity4xxx.ppt.Anotherwayofsavingas thefileasidefromFilemenu>SaveAscommand,isbypressing<F12>fromyourkeyboard. RememberthatwhenyouchoosetheSavecommandorclickingtheSavebuttonorpressing <CTRL+S>,itoverwritestheopenedpresentation. Itwouldbenicetoformatyourfontsfirstbeforeformattingyourparagraphforitwillvarytothefont typesandsizes. Letusfirstformatthetitleplaceholder.Youmustconsideryouraudiencewhen formattingyourfonts,isitreadable,thesizeandthecolor,howfaryouraudienceistothecomputer,or fromtheprojector.However,yourpresentationmustlooklikeaprofessionalonewhenpresentingtoa setofpersonswithahigherposition.Youarethenencouragedtousefewcolorsonyourpresentation. 11.Switchtothesecondslide.Clickonthetitleplaceholder.OntheFontSizedrop-downlist,select thesizeto40. 12.Tomakeyourfontmoreattractive,let’suseothercolorandfonttype. Simplyselectthetitle placeholderthenaccesstheFormatmenuandchooseFont.TheFontdialogboxappears. 13.ChangethefontfromArialtoBenguiatBKBT.Eitherenterthenameinthetextboxorusethescroll barsandclickthefonttype. LaboratoryExercise2–FormattingPresentations

  7. OfficeProductivityTools2 14.StillontheFontdialogbox,clickontheColordrop-downlistandchooseyourdesiredcolor.Aside fromthegivencolors,youmayalsoclickontheMoreColorsoption.Simplyclickthecoloreither fromtheStandardorCustomtabandclickOK. 15.Now,formatthesizeofthetextplaceholder.HighlightthefirstbulleteditemandviewtheFontsize drop-downlistfromtheformattingtoolbar. TheFontsizeis31,fornowitsjustenoughbutiftochange,highlightinsidethedrop-downlistandtype thedesiredsizeoraccesstheFontdialogbox.Youmayalsochangethesecondlevel.Forthis,fontsize 27isalsoenough. Youmustrememberthatthereisalevelingofitemswhentheyarebulleted.Thefirstlevelmusthavethe highersizethanthesecond,third,andsoon. 16.ChangethefontoftheTextplaceholdertoLucidaSansUnicode. 17.Youmayalsochangethecolorofthetextplaceholder.Changeasdesired. Toformatthesymbolorcharacterofthebullet;itcaneitheruseonlyonesymbolforthewholelistor severalsymbolsorcharacters. 18.Touseonlyonesymbolorcharacter,clickthetextplaceholder.AccesstheFormatmenuand chooseBulletsandNumbering. 19.FromtheBulletsandNumberingdialogbox,clickthedesiredbulletthenclickOK.Forthisactivity, selecttheencircledsymbol. LaboratoryExercise2–FormattingPresentations

  8. OfficeProductivityTools2 20.Ifyoucannotseethesaidsymbol,clicktheCustomizebutton.ThisallowsyoutoaccesstheSymbol dialogbox. 21.Fromthisdialogbox,choosewhichfontyouwanttousebylookingfromtheFontdrop-downlist. Then,choosewhichsymbolyouwilluseandclickOK. AnotherwayofchangingabulletintomorestylishandgraphicalonesistoclickthePicturebutton insteadfromtheBulletsandNumberingdialogbox.Again,justclickthedesiredbulletandclickOK. However,itisalsopossibletouseseveralsymbolsorcharactersforthebulletedlist. 22.Todothis,first,clicktheUndobuttonfromthestandardtoolbartoundothelastactionwedid. HighlightthelineofthebulletyouwanttochangethenaccessFormatmenu>Bulletsand Numberingorright-clickthehighlightedlistandchooseBulletsandNumberingoption. Right-clickinganyitemgivesyoueasyaccesstoseveraloptionsandpropertiesavailableforit. 23.Chooseanysymbolyouwanttoapply. 24.Then,highlightthenextbulletlistandrepeatstep23. Applythesamefontsizes,types,color,bulletsymbolstothesucceedingslides.Foraneasierwayof changingtheformatwithasingleclick,usetheFormatPainter. 25.Onthesecondslide,clicktheformattobecopied.Forthisactivity,clickthetitleplaceholder. 26.Double-clickontheFormatPainterbutton.Yourmousecursorshouldchangetoanarrowwitha paintbrush. 27.Switchtothethirdslideandclickonthetitleplaceholder.Copythesameformattothesucceeding titleplaceholders. 28.Press<ESC>keytoexittheFormatPainter. However,asingleclicktotheFormatPainterbuttononlyallowsyoutocopytheformatonce. 29.Applyalsotheformatofthetextplaceholderofyoursecondslidetothesucceedingtextplaceholders intheslidesusingtheFormatPainter. Donotforgettoalwayssaveyourwork.But,rememberthatwhenSavecommandisfrequentlyused, thenitwillnolongerallowyoutoundoandredowhatwassaved. Letusnowchangetheorientationofyourpage.Ifwishedtousemorespaceonaslide,then,youare encouragedtousethePortraitorientationinsteadofLandscapeorientation.Thelatterismoreapplicable LaboratoryExercise2–FormattingPresentations

  9. OfficeProductivityTools2 whenpresentingareportthatincludesmoreimages.However,thelandscapeorientationcanalsobe usedwhentextsinapresentationisfew.But,PowerPointdoesnotallowyoutousebothorientationsin asinglepresentation. 30.Forthepresentationyoudid,itwouldbeappreciatedinthelandscapeorientation.However,ifyou stillwanttochangetheorientation,accesstheFilemenuandchoosePageSetup. 31.FromthePageSetupdialogbox,clickonthePortraitradiobutton.ClickOK. Noticeotheroptionsavailableonthisdialogbox.YouhavetheSlidessizesforoptionandtheorientation forthenotes,handoutsandoutline.Navigateonittoviewtheavailablesizesforthepresentation.Also, rememberthatPowerPointallowsyouchangingthepageorientationoranyoptionsfromthePageSetup dialogboxwhereveryouareinthepresentation,thoughyouareonthelastpage. It’stimetocheckthecontentofyourpresentationespeciallythespellingandgrammarnowthat everythingwassetup.Noticetheredwavylineunderseveralwords.PowerPointidentifiesthatthese wordsarespelledwrongand/ortherearesuggestedwordstouseotherthanyouused.Makesurethat youareonthefirstpagesothatPowerPointwillchecktheveryfirstwordinyourpresentation. 32.AccesstheFormatmenuandclickSpellingoptionorpress<F7>. 33.ThefirstsuggestionwillbethewordShwwhichitshouldbethewordShow.Refertotheimageon thenextpage. 34.ClicktheChangebuttontoacceptthesuggestion.PowerPointthenchecksthenextincorrectword orgrammar. 35.Ifyouthinkthatyourgrammariscorrect,thenyoumayhavetheoptionofclickingtheIgnoreor IgnoreAllbutton. LaboratoryExercise2–FormattingPresentations

  10. OfficeProductivityTools2 ItisusualthatthefirstwordthatPowerPointsuggestsistherightword.However,thereareinstancethat thecorrectwordmustbenavigated.Likethewordcoloswhichshouldbecolors.Choosefromthe suggestedwords,selecttheappropriatewordandclickOKorsimplydouble-clicktheword. 36.Continuecheckingyourspellingandgrammar.PowerPointwillpromptyouifitisalreadydone checkingthepresentation’stexts. 37.Saveyourworkandclosetheapplication. *http://www.indezine.com/products/powerpoint/pp2003.html LaboratoryExercise2–FormattingPresentations

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