PowerPoint 2007
What is a Presentation?
 A presentation is an informative speech that usually
includes visuals, such as slides.
 Visuals may also include a flipchart, a white board,
transparencies or handouts of printed materials.
 Presentations can take various forms:
 Photo slide shows that run continuously
 Multimedia slide shows with recorded sounds
 A PowerPoint presentation consists of slides that are
organized and formatted using MS PowerPoint 2007.
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Office
Button
Quick Access
Toolbar
Title Bar
Ribbon
Slide Tab
Outline
Tab
Thumbnail
Status
Bar
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PowerPoint Window
 File name displayed in Title Bar.
 Displays Presentation1 until saved.
 Saves As: filename.pptx
 Office Button: displays commands for opening, saving, and
printing.
 Normal View (default): divides the window into three
panes
 Outline tab—displays an outline of the slide show
 Sides tab—displays miniature versions of the slides
(thumbnails)
 Notes Pane—speaker notes
 Each pane cane be sized by dragging top or right border
 Status Bar: information about current presentation
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Planning a Presentation
 Presentation needs to be carefully planned to clearly
convey a message
 Slides of a presentation should be used to enhance and
support the lecture—not overshadow the speaker.
Carefully plan the lecture or speech
1.
What is the purpose of the presentation?
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Who is the audience?
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Persuading opinions or presenting ideas
Children, classmates, adults
Audience determines the appropriate language and speech styles
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Planning a Presentation (cont’d)
2. Determine the content of the slides
Content refers to the text, graphics and other objects
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Content is divided into
Title slide,
Introduction slide,
Slides for each main topic or point,
Summary slide that includes contact information or action
that needs to be taken.
Graphics and other objects are added to enhance the
lecture or speech
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Planning a Presentation (cont’d)
3.
Determine the design and layout of the slides—sketch
slides using pencil and paper
Design: fonts, colors and accent graphics
Should be appropriate for purpose and audience
Limit to three or less fonts
Avoid using all UPPERCASE letters—more difficult to read
Text and background should be contrasting colors
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Text should be a light color on a dark background or
vice versa
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Light on dark for dim room
Dark on light for bright room
Avoid yellow/red/neon--eyestrain
What should the slide look like?
Sketch layout (arrangement of text and graphics) of each slide
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Adding and Deleting Slides
 New presentation contains one slide
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(Title Slide)
To add new slide with current layout,
click New Slide
To add new slide with different
layout, click arrow to display gallery
of layouts
Select Duplicate Selected Slide to
duplicate slide within the same
presentation.
Select Reuse Slides to add a slide from
another presentation
To delete slide, right-click slide in
Slides tab and select Delete
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Hiding a Slide
 Slides may be hidden so that they remain the in the
PowerPoint but are not displayed in Slide Show view.
 Useful when giving the same presentation to different
groups
 To hide slide,
 Right-click the slide on the slide tab
 Select Hide Slide
 To show slide that was hidden,
 Right-click the slide on the slide tab
 Select Hide Slide
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Editing a Slide
 Placeholder used for
holding text and other
content such as graphics
 Placeholder appears as a
box with dashed-line
border
 Click in placeholder to
place text and type or
edit text
 Text can be added or
edited in Outline tab
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Selected placeholder that
contains text
Placeholder before
text is added
•AutoFit automatically sizes
text as it is typed so that it fits
within a place holder.
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Sizing a Placeholder
 Sizing a placeholder larger
will display all of the text
 To size placeholder
 Select the placeholder
 Display the handles
 Drag to size placeholder
 To move place holder,
 Select placeholder to
display
 Drag placeholder to move
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Formatting Text
 Keep size of text on
slides large
 If size of text needs to be
reduced to fit on slide,
then there is too much
text
 Edit the text
 Divide into two slides
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 Sans serif fonts are good
choice for headings
 Serif font for large
amounts of text
 Large font size such as 24
pt. makes reading easier
 Light text on dark
background easiest to
read—dim lighting
 Dark text on light
background (preferably
white) in a well-lit room
 Avoid yellow, red and any
bright neon colors—may
cause eye strain
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Changing Layout of a Slide
 To change Layout of slide
after text has been
entered,
 Click Home  Layout
 To change Layout of
multiple slides,
 Hold the Ctrl key while
selecting the slides on
the Slides Tab
 Select Layout on Home
tab
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PowerPoint Views
 Normal view displays the
current slide in the Slide
pane
 Use vertical scroll bars or
Page Up or Page Down to
display next slide
 Slides can be selected in
the Slides Tab or Outline
tab
 Slide sorter view used for
selecting multiple slides
and changing the order of
slides
 Drag slide to another
position to change the
order
 Double-click a slide in
Slide Sorter to view slide
in Normal view
 Slide order can also be
changed on the Slide Tab
or Outline tab
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Viewing a Presentation
 Slide Show view displays
the presentation as it will
appear to audience,
starting with Slide 1—
regardless of which slide
is displayed.
 Click View  Slide Show
or press F5
 Navigate through
presentation:
 Next slide: left mouse click or
press N key, or Page Down, or
spacebar
 Previous slide: press the P
key, the page Up key or the
Backspace key
 End Slide Show: press Esc
Or
 Right-click on slide to show
previous
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menu
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Creating Presentations
Menu of commands
 Move mouse to bottom-left
corner of slide during show
and buttons can be clicked
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Themes
 Theme is a named set of
formats that changes the
colors, fonts,
backgrounds and layouts
of placeholders
 Themes are used to
create documents in
Word, Excel and
PowerPoint to maintain
the consistent look
throughout.
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 Default Theme: Office
 Change Theme: Click
Design, choose Theme
from Theme group.
 Change formatting of
theme: click Design 
Colors, Design  Fonts or
Design  Effects
 To change theme of only
selected slide:
 Right-click Theme and
select Apply to Selected
Slide
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Print
What
Printing a
Presentation
Previous Page
 Next Page and Previous
 Previewing a
presentation shows what
printout will look like.
 Print  Print Preview
 Presentation displays
as a printed page
 Print Preview tab is
displayed
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Next Page
Creating Presentations
Page used to scroll through
the document
 Page Down, Page Up keys
and vertical scroll bar can
also be used
 Print displays print dialog
box
 Range Options affect how
much is printed
 Click Close Print View or
Esc to return to Normal
View
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Print What
 Slides: prints one slide per
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page
Handouts: prints the
indicated number of
miniature slides on each page
Handouts of 3 slides per page
include lines for taking notes
next to slide
Notes page prints one slide on
top half of each page and any
text typed in Notes pane
Outline View prints the
outline of the presentation as
it appears in the Outline tab
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Design Considerations for
Handouts
 Consider how the audience will use the handouts
 Six slide per page may be enough to use as a reference
 If audience needs to take notes, then three slides per
page with lines for note taking
 Always include any necessary information in the
header/or footer
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Print Preview
Options
 Click Print Preview 
Options  Header and
Footer to display dialog
box
 Select Notes and Handout
tab
 Select Date and Time to
key date or time or
 Select Update
Automatically to insert
time stamp that displays
the date and updates
automatically
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 Key text for the top area of
the page in the Header box
and the bottom area of the
page in the Footer box
 Select Page number check
box to include a page
number.
 Page numbers will not
print if the Print What
option is slides.
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Creating Handouts
in Word
 Custom handouts for a
presentation can be
created in Word
 Select the Office Button
 Publish  Create
Handouts in Microsoft
Word
 Displays dialog box of
options for placing
copies of slides in Word
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 Notes next to slide: ideal
for printing speaker
notes
 Word document can be
modified once slides are
published
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Slide Footers
 Information such as slide
number and date can be
put in placeholders
anywhere on a slide.
 Click Insert  Header &
Footer to display dialog
box that includes a Slide
tab with footer options
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 Date and Time: fixed or
update automatically
 Slide number: includes
slide number
 Type text in Footer Box
 Don’t show on title slide
to hide information of
the title slide
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Slide Master
Slide master
 Slide Master is used to
maintain a consistent look
through a presentation.
 Click  View  Slide
Master
 Left pane displays
thumbnails of slide master
and all the slide master
layouts
 Slide Master Layouts
 Formatting applied to a
slide master layout only
affects slides in that layout
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Layouts
Selected
Layout
 Slide Master
 Select text in a placeholder
and then apply formatting
 Formatting in the slide
master affects ALL slides
in presentation
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Editing Footer
in Slide Master
 Footer information can
 Footer information only
be edited in slide master
or its layouts.
 Placeholder text for the
date, footer text, and
slide number can be
formatted or the
placeholder can be sized
or moved.
appears in the
presentation when
added using Insert 
Header & Footer
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Design Considerations
Room Conditions
Color
 The following can all affect
 The more the contrast
the readability of a projected
presentation:
 Lighting
between font color and
background makes for easier
reading
 Room Size
 Yellow or white text on dark
 Screen Size
blue background is easiest to
read
 Bright colors are difficult to
view for long periods of time
 Red is associated with
negativity
 Viewing angle
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Formatting the
Background
 Background color of all
slides in presentation is
changed on the slide
master.
 Select Slide Master in left
pane
 Click Slide Master 
Background Styles 
Format Background Styles
 To create new background:
 Click Slide Master 
Background Styles 
Format Background
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Click Design  Hide
Background Graphics to remove
the background graphics.
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Adding Graphics
to a Slide
 To add graphics:
 Insert  Picture
 Insert  Clip Art
 WordArt Styles: Word
Art Styles change text
into a graphic that has
a casual appearance—
not appropriate for
professional
presentation
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 Too many graphics can make a
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slide look busy.
One main graphics on a slide is
enough.
If logo or accent graphics are
included—should be relatively
small—place on slide master.
Choose graphics carefully—
graphics are remembered more
than words.
Graphics need to be appropriate
for the topic.
Graphics such as a chart can
convey concept better than
words.
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 Charts are used to
illustrate numerical data,
which can help an
audience visualize
patterns, relationships or
trends in data.
 Charts from an Excel
workbook can be added to
a slide:
 Select in Excel and Copy
and Paste to Slide Show
3 Year Loan
Monthly Payment
Adding a Chart
to a Slide
$920.00
$900.00
$880.00
$860.00
$864.53
$903.45
7%
10%
$840.00
 Paste Options
Interest Rate
 Creating a Chart in
PowerPoint
 Click Insert  Chart
 Excel is started and a
worksheet is displayed
 Key new data in the
worksheet.
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Creating & Printing
Speaker Notes
 In Normal View, notes for the
speaker can be keyed into the
Notes pane for each slide.
 Click in the Notes Pane and key.
 The boundary of the pane can be
dragged to resize
 Notes Pane view is used to add
and format notes, add graphics
to the notes and format the
layout.
 Click View  Notes Pages to display one
slide and Notes
 Notes Master is used to change the
layout and look of printed speaker notes.
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E-Mailing a Presentation
 Click Office Button 
Send  E-mail to
display and e-mail
message window with
the address boxes and
the presentation as an
attachment.
 Type the e-mail address of
the recipient in the To box.
 Subject Line is
completed and
PowerPoint is attached.
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