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Formatting Paragraph

In this lesson, you will learn how to change text alignment and spacing to improve the readability of your slides. You can align text horizontally to the left or right, to the center, or justify (to both left and right). PowerPoint 2007 also allows you to align text vertically to the top, middle, or bottom within a text object. You will also learn how to create Text columns and how to convert the text in a bulleted list to a SmartArt graphic that illustrates visually, in Microsoft Office PowerPoint 2007.







Converting text to a SmartArt graphic





How To Remove Bullets or Numbering




SUMMARY





  1. Select the bulleted text.

  2. Click the Home tab. In the Paragraph group, click the Bullets button.






  1. Select the first bullet text.
    The first bullet text is selected, as shown below.


  2. Click the Home tab. In the Paragraph group, click the Bullets button.
    The bullet is deleted from the paragraph.


  1. Click the View tab. In the Show/Hide group, click the Ruler check box.
    PowerPoint displays the ruler in the presentation.

  2. Drag the Hanging Indent marker on the horizontal ruler to the First Indent marker.
    The selected paragraph is no longer indented, as shown below.



How To Change Line Spacing


SUMMARY





  1. Select the text.

  2. Click the Home tab.

  3. In the Paragraph group, click the Line Spacing button and then click the line spacing you want.




TIPS




How To Set The Line Spacing Exactly


  1. Select the text.

  2. Click the Home tab.

  3. In the Paragraph group, click the Line Spacing button and then click Line Spacing Options.

  4. Under Spacing, click the Line Spacing drop-down arrow and click Exactly.

  5. In the At box, specify the spacing you want.






  1. Select the first paragraph.
    The first paragraph is selected, as shown below.


  2. Click the Home tab. In the Paragraph group, click the Line Spacing button, and then click 1.5.
    PowerPoint sets the line spacing to 1.5 point. PowerPoint enables you to set specific line spacing settings before and after paragraphs in points. You can select from 1.0 to 3.0 point.




  3. Click the Home tab. In the Paragraph group, click the Line Spacing button, and then click 1.0.
    PowerPoint sets the line spacing back to 1.0 point.

How To Change Text Alignment Horizontally


SUMMARY





  1. Select the text.

  2. Click the Home tab.

  3. In the Paragraph group, click one of the following alignment button:



Align Text Left
Center
Align Text Right
Justify



  1. Select the first paragraph.
    The first paragraph is selected, as shown below.


  2. Click the Home tab. In the Paragraph group, click the Center button.
    PowerPoint aligns the selected text in the middle, as shown below. This alignment is useful for titles and headings.




  3. Click the Home tab. In the Paragraph group, click the Align Text Right button.
    PowerPoint aligns the selected text evenly along the right edge, as shown below.


  4. Click the Home tab. In the Paragraph group, click the Justify button.
    PowerPoint aligns the selected text both left and right, as shown below.

How To Change Text Alignment Vertically


SUMMARY





  1. Select the text.

  2. Click the Home tab.

  3. In the Paragraph group, click the Align Text button, and then click Top, Middle, or Bottom.



  1. Select the first paragraph.
    The first paragraph is selected, as shown below.


  2. Click the Home tab. In the Paragraph group, click the Align Text button, and then click Middle.
    PowerPoint aligns the text vertically to the middle, as shown below. PowerPoint enables you to align text vertically to the top, middle, or bottom within a text object.



H

ow To
Change The Style Of The Bullets




SUMMARY






  1. Select the bulleted items, for which you want to change the bullet style.

  2. Click the Home tab. In the Paragraph group, click the Bullets drop-down arrow.

  3. Click one of the predefined bullets styles.




TIPS




How To Set Graphical Bullets:


  1. Select the bulleted items.

  2. Click the Home tab. In the Paragraph group, click the Bullets drop-down arrow, and click Bullets and Numbering.

  3. Click the Customize… button.

  4. In the Font list box, click to select the font you want. [Webdings and Wingdings fonts contain the most types of graphical bullets.]

  5. Click the bullet you want.

  6. Click the OK button.






  1. Select the two bulleted items in the current slide.
    The two bulleted items is selected, as shown below.


  2. Click the Home tab. In the Paragraph group, click the Bullets drop-down arrow.
    PowerPoint displays a gallery of predefined bullets styles.


  3. Click Star Bullets.
    The style of the bulleted items changes to Star Bullets, as shown below.








How To Change The Bullets Color


SUMMARY






  1. Select the bulleted items.

  2. Click the Home tab. In the Paragraph group, click the Bullets drop-down arrow, and click Bullets and Numbering.

  3. Click the Color drop-down arrow, and then click the color you want.







  1. Click the Home tab. In the Paragraph group, click the Bullets drop-down arrow, and then click Bullets and Numbering.
    The Bullets and Numbering dialog box appears.

  2. Click the Color drop-down arrow, and then click Blue.
    The color for the selected bullet will change to blue.


  3. Click the OK button.
    PowerPoint changes the selected bullets to blue, as shown below




How To Use
Pictures As Bullets


SUMMARY








  1. Select the bulleted items.

  2. Click Format >> Bullets and Numbering.

  3. Click the Picture button.

  4. Choose the picture, and click the OK button.







  1. Select the two bulleted items in the current slide.
    The two bulleted items is selected.

  2. Click the Home tab. In the Paragraph group, click the Bullets drop-down arrow, and then click Bullets and Numbering.
    The Bullets and Numbering dialog box appears.

  3. Click the Picture button.
    The Picture Bullet dialog box appears. You can see a variety of pictures that you can choose to use as bullets. If you want to see more picture bullets, use the vertical scrollbar to scroll down the window.


  4. Click the picture bullet you want and click the OK button.
    The selected picture bullet replaces the old bullets, as shown below.






How To Convert Text To SmartArt Graphic


SUMMARY





  1. Click the placeholder that contains the text that you want to convert.

  2. Click the Home tab. In the Paragraph group, click the Convert To SmartArt Graphic button.

  3. Click the layout for the SmartArt graphic that you want.






TIPS






  • If you want both a slide with the text and another slide with the SmartArt graphic created from that same text, create a copy of the slide before you convert it to a SmartArt graphic.





  1. Create a new slide as below.
    To create a new slide, click the Home button, and then click the New Slide button in the Slides group.


  2. Click the placeholder for the content. Click the Home tab. In the Paragraph group, click the Convert To SmartArt Graphic button.
    PowerPoint displays a gallery of SmartArt Graphic.

  3. Click Target List from the SmartArt gallery.
    PowerPoint convert the bullets list to a SmartArt graphic, as shown below.



How To Create Text Columns


SUMMARY





  1. Select the text box you want to format.

  2. Click the Home tab. In the Paragraph group, click the Columns button, and then click One Column, Two Columns, or Three Columns.




  1. Select the text box you want to format.
    You can easily convert a long list of text into two, three, or more columns.

  2. Click the Home tab. In the Paragraph group, click the Columns button, and then click Two Columns.
    The selected text transforms to a two columns list, as shown below. If you want to return columns back to a single column, just changes a text box to one column.



Formatting Design Themes



Design Themes are a new addition to PowerPoint 2007. They work in a similar way as the design templates in earlier versions of PowerPoint. You can quickly format an entire presentation with a professional look by applying a theme.

A presentation theme contains families of Colors, Fonts and Effects.



PowerPoint enables you to quickly see a live preview of the new theme before applying it to the current slide.







.

How To View And Apply A Design Theme


SUMMARY








  1. Click the Design tab.

  2. Point the mouse to any of the design themes to get the live preview.

  3. Click the design theme to apply it.




TIPS




To set a theme as default, right-click the theme and then click Set as Default Theme.
To apply the design theme to all the slides, right-click the theme and then click Apply to All Slides.
To apply the design theme only to selected slides, right-click the theme and then click Apply to Selected Slides.






  1. Click the Design tab.
    The current theme appears highlighted in the gallery.

  2. In the Themes group, point your mouse to any of the design themes to get the live preview.
    A live preview of the theme appears in the current slide, and a ScreenTip with the theme name displays, as shown below. The design themes that are immediately visible on the Design ribbon are not all the themes available. You can scroll through the existing design themes by clicking on the up or down arrows to the right of the themes.


  3. Click the down arrow to browse through all the designs and then click Flow to apply it.
    You can also click the drop down arrow to reveal all of the available design themes at one time. PowerPoint applies the selected design theme to your slide master.

How To Apply The Design Theme Only To Selected Slides



SUMMARY






  1. Select the slide that you want to apply the theme.

  2. Right-click the theme and then click Apply to Selected Slides.



  1. In the Slides pane, click the slide that you want to apply the theme.
    The slide is currently highlighted.


  2. Right-click the theme and then click Apply to Selected Slides.
    PowerPoint displays a pull-down menu when you right-click the theme.

    PowerPoint applies the theme to the selected slide.



How To View And Change The Color Scheme


SUMMARY








  1. Click the Design tab. In the Themes group, click the Colors button.

  2. Point your mouse to the various color schemes.

  3. Click the color scheme you want to apply it.







  1. Click the Design tab. In the Themes group, click the Colors button arrow.
    PowerPoint displays various color schemes that are available, with the current color scheme highlighted.


  2. Point your mouse to the various color schemes to get the Live Preview.
    The current choice of the color scheme will be reflected on the current slide.

  3. Click the color scheme you want to apply it.
    PowerPoint applies the selected color scheme to your slide master.

How To Create New Theme Colors


SUMMARY








  1. Click the Design tab. In the Themes group, click the Colors button arrow and then click Create New Theme Colors.

  2. Click the Theme Colors buttons for the colors you want to change.

  3. Click a new color.

  4. In the Name text box, type a new name for the color theme.

  5. Click the Save button.







  1. Click the Design tab. In the Themes group, click the Colors button arrow, and then click Create New Theme Colors.
    The Create Mew Theme Colors dialog box appears, as shown below.


  2. Click the Theme Colors buttons for the colors you want to change.
    Color themes in PowerPoint 2007 are made up of a palette of twelve colors. These twelve colors correspond to different elements in a presentation: Four Text and Background, Six Accents, One hyperlink and One followed hyperlink.


  3. Click a new color.
    If you don’t like your color choices, click the Reset button to return all color changes to their original colors.

  4. In the Name text box, type a new name for the color theme and then click the Save button.

How To View And Change Theme Fonts


SUMMARY





  1. Click the Design tab. In the Themes group, click the Fonts button.

  2. Point your mouse to the various theme fonts.

  3. Click the theme font you want to apply it.




  1. Click the Design tab. In the Themes group, click the Fonts button arrow.
    PowerPoint displays various font schemes that are available. The Theme Fonts gallery presents font sets derived from all the fonts used in other themes. You'll notice the names above each set follows the theme names.


  2. Point your mouse to the various theme fonts to get the Live Preview.
    The current choice of the theme font will be reflected on the current slide.

  3. Click the theme font you want to apply it.
    PowerPoint applies the selected theme fonts to your slide master.

How To Choose Theme Effects


SUMMARY








  1. Click the Design tab. In the Themes group, click the Effects button.

  2. Click the theme effects you want to apply it.






    Theme Effects give you the power to create cool graphics like a Photoshop professional.  Each effect scheme specifies the way that effects should be applied to your shapes, charts, diagrams and even tables.   By using the Theme Effects gallery you can swap in different sets of graphic effects to quickly change the look of these objects.

  1. Click the Design tab. In the Themes group, click the Effects button arrow.
    PowerPoint displays various theme effects that are available, with the current theme effects highlighted.


  2. Click the theme effects you want to apply it.
    PowerPoint applies the selected theme effects to your slide master.



Formatting Background

The default color for all slides is white, but it is not the most inspiring color. You can change the appearance of your slide background by changing its color, shade, pattern, texture or picture. Below are examples of slides with different background effects.




Gradient Slide Background



Background Style



Textured Slide Background

Picture Slide Background



How To Add A Background Style


SUMMARY





  1. Click the slide or slides that you want to add a background style to.

  2. Click the Design tab. In the Background group, click the Background Style drop down arrow.

  3. Click the background style you want to apply it.



    Background styles are unique to PowerPoint 2007. A background style is a background fill variations derived from combinations of the theme colors and background intensities in the current document theme. When you change document themes, the background styles are updated to reflect the new theme colors and backgrounds.

  1. Click the slide or slides that you want to add a background style to.
    To select multiple slides, click the first slide, and then press and hold CTRL while you click the other slides.

  2. Click the Design tab. In the Background group, click the Background Styles drop-down arrow.
    Background styles are displayed in thumbnails in the Background Styles gallery. When you place your pointer over a background style thumbnail, you can preview how the background style will affect your presentation. If you like the background style, you can then click to apply


  3. Click the background style you want to apply it.
    PowerPoint applies the selected background styles to your slide master. If you want to apply the background style only to the selected slides, right-click the background style that you want and then click Applied to Selected Slides.

How To
Choose A Solid Color For The Background



SUMMARY






  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.

  2. Click the Color drop down button.

  3. Click the color you want.

  4. Click the Close button to apply only to the current slide or click the Apply to All button to apply the change to all of the slides in your presentation.





  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.
    The Format Background dialog box appears.

  2. Click the Color drop down button to reveal standard color choices.
    You can click the More Colors option to reveal more color choices.


  3. From the color palette, click the color you want.
    PowerPoint applies the selected solid color to the current slide.

  4. Click the Close button.
    PowerPoint applies the change to the current slide. If you want to apply the change to all of the slides in your presentation, click the Apply to All button.

How To
Create A Gradient Background


SUMMARY





  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.

  2. Click the Preset Colors drop down button, and then select a color style.

  3. Click the Type list box arrow, and then click a type.

  4. Click the Direction drop down button, and then click a direction.

  5. Click the Close button to apply only to the current slide or click the Apply to All button to apply the change to all of the slides in your presentation.



  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.
    The Format Background dialog box appears.

  2. Click the Gradient fill option button.
    PowerPoint displays the available fill effects, as shown below.


  3. Click the Preset Colors drop down button, and then select a color style. Click the Type list box arrow, and then click a type. Click the Direction drop down button, and then click a direction.
    PowerPoint applies the selected effects to the current slide.

  4. Click the Close button.
    PowerPoint applies the change to the current slide. If you want to apply the change to all of the slides in your presentation, click the Apply to All button.

How To Add A Texture Background




SUMMARY





  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.

  2. Click the Picture or texture fill option button.

  3. Click the Texture drop-down arrow, click the texture you want.

  4. Click the Close button to apply only to the current slide or click the Apply to All button to apply the change to all of the slides in your presentation.





TIPS




Textured backgrounds are often busy and make text difficult to read. Make sure that there is good contrast between the background and the text.





  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.
    The Format Background dialog box appears.

  2. Click the Picture or texture fill option button.
    PowerPoint displays the available options..

  3. Click the Texture drop down arrow, and then click a texture you want to use as a background.
    PowerPoint displays the selected texture to the current slide.


  4. Click the Close button.
    PowerPoint applies the selected texture to the current slide. If you want to apply the change to all of the slides in your presentation, click the Apply to All button.

How To Use A Picture As A Slide Background


SUMMARY





  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.

  2. Click the Picture or texture fill option button.

  3. Click the File button

  4. Locate and click a picture that you want to insert.

  5. Click the Picture pane and then choose the options you want.

  6. Click the Close button to apply only to the current slide or click the Apply to All button to apply the change to all of the slides in your presentation.




TIPS



To make a picture background transparent, use the transparency slider in the Format Background dialog box to get the effect you want.


  1. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Format Background.
    The Format Background dialog box appears.

  2. Click the Picture or texture fill option button.
    PowerPoint displays the available options.

  3. Click the File button.
    The Insert Picture dialog box appears. Note: To use Clip Art as a background picture, click the Clip Art button; or if you want to paste a picture that you copied, click the Clipboard button.

  4. Locate and click a picture that you want to insert.
    PowerPoint applies the selected picture to the current slide.

  5. Click the Picture, adjust the picture’s brightness or contrast.


  6. Click the Close button.
    PowerPoint applies the selected picture only to the current slide. If you want to apply the change to all of the slides in your presentation, click the Apply to All button.

How To Delete A Background


SUMMARY








  1. Click the slide that you want to delete the background for.

  2. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Reset Slide Background.






  1. Select the slide that you want to delete the background for.
    If you want to select multiple slides, click a slide, and then press and hold CTRL while you click the other slides.

  2. Click the Design tab. In the Background group, click the Background Styles drop-down arrow and then click Reset Slide Background.
    PowerPoint removes the slide background from the selected slide.




Adding Header And Footer

When creating a presentation for a group of people, you might want to include information on each slide, for instance, your company name. Any text that appears at the top of the slide is called the Header and any text that appears at the bottom of the slide is called the Footer. The Header and Footer are also useful if you need to include the slide numbers or date.




Date



Slide number

Company name


How To Add Footers To All Slides


SUMMARY








  1. Click the Insert tab. In the Text group, click the Header & Footer button.

  2. Click the Date and Time check box, choose Update automatically or Fixed.

  3. Click the Slide number check box to add slide numbers.

  4. Click the Footer check box, type the text.

  5. Click the Apply to all button to apply the Footers to all the slides in your presentation or click the Apply button to only selected slide.






  1. Click the Insert tab. In the Text group, click the Header & Footer button.
    The Header and Footer dialog box appears.


  2. Click the Date and Time check box, and then click the Fixed option button.
    The Fixed option specifies the date you have created the presentation. The Update automatically option will refresh the date whenever you open the presentation.


  3. Click the Slide number check box.
    This is to add the slide numbers in your presentation.

  4. Click the Footer check box and in the Footer box, type Microsoft Office Training.
    These words will be displayed in the footer on all the slides.


  5. Click the Apply to all button.
    PowerPoint inserts the footers to all the slides in your presentation.

How To Add Footers To Only Selected Slide


  1. Click the Apply button.
    PowerPoint inserts the footers to the current slide.


How To Remove Footers From The Title Slide


SUMMARY








  1. Click the Insert tab. In the Text group, click the Header & Footer button.

  2. Click the Don’t show on title slide check box.

  3. Click the Apply to all button to apply the Footers to all the slides in your presentation.






TIPS

The title slide is any slide in your presentation that uses the Title Slide layout.



The default first slide in any presentation is a title slide. If you use the layout for subsequent slides, the Don't show on title slide option will also apply to those slides.





  1. Click the Insert tab. In the Text group, click the Header & Footer button.
    The Header and Footer dialog box appears.


  2. Click the Don’t show on title slide check box.
    PowerPoint will remove the Footers from the first slide. If you use the Title Slide layout for subsequent slides, the Don't show on title slide option will also apply to those slides.


  3. Click the Apply to all button.
    PowerPoint removes the footers from the title slide.


How To Add Header And Footer On Handouts


SUMMARY








  1. Click the Insert tab. In the Text group, click the Header & Footer button.

  2. Click the Notes and Handouts tab.

  3. Click the Date and Time check box.

  4. Click the Header check box and type your Header text.

  5. Click the Footer check box and type your Footer text.

  6. Click the Apply to all button to apply the Footers to all the slides in your presentation.






  1. Click the Insert tab. In the Text group, click the Header & Footer button.
    The Header and Footer dialog box appears.


  2. Click the Notes and Handouts tab.
    PowerPoint displays all the available options, including a date, header text, page number and the footer text, as shown below.


  3. Click the Date and Time check box, and then click the option you want. Click the Header check box and type your text. Click the Footer check box and then type your text.
    Please note that all the headers and footers you set up for handouts will appear on your notes pages or on a printed outline.

  4. Click the Apply to all button.
    PowerPoint applies the Header and Footers on your presentation handouts.
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