You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-422: PowerPoint 2013
Topics : Create and manage presentations : Customize presentation options and views •Change page setup options, change to view in color/grayscale, use views to navigate through presentations, modify presentation properties
Change page setup options
handout master A template that defines the layout for the printed handout pages distributed to a presentation’s audience.
When you assign a different theme to some of the slides in a presentation, PowerPoint creates another Slide Master. You may be surprised to discover that when you add a new slide to your presentation, a second, third, or fourth set of slide layouts appears on the New Slide drop-down list. These extra layouts appear because your presentation has more than one Slide Master.
Working with the Slide Master and Edit Master tabs When you switch to Slide Master View, an entirely new tab appears on the Ribbon. This new tab — appropriately called Slide Master
The Master views for a consistent presentation: The Master views — Slide Master, Handout Master, and Notes Master — are for handling master styles, the formatting commands that pertain to all the slides in a presentation, handouts, and notes. To switch to these views, go to the View tab and click the appropriate button.
quick overview of each group on this tab and the controls found in them:
- Edit Master: The controls in this group let you edit the Slide Master. You can use the Insert Slide Master button to create a new Slide Master, or you can use the Insert Layout button to add a new layout to an existing Master. You can also use the Delete and Rename buttons to delete or rename Masters or layouts.
- Master Layout: The controls in this group let you edit a layout by adding or removing placeholders, the title, and footer elements.
- Edit Theme: The controls in this group let you apply a theme to a Master or a layout. For more information about themes, .
- Background: The controls in this group let you set the background for a Master or a layout.
- Page Setup: The control in this group lets you change the orientation for a page. (Unfortunately, PowerPoint doesn’t allow you to have Masters with different orientations in a single presentation. When you change the orientation of a Slide Master or a layout, the orientation of all Masters and layouts in the presentation is changed.)
- Size: The control in this group lets you select Standard, Widescreen, or a custom slide size.
- Close: This group contains a Close Master View button that returns you to Normal View.
Adjusting the Handout and Notes Masters Like the Slide Master, the Handout and Notes Masters contain formatting information that’s applied automatically to your presentation. This section tells you how you can modify these Masters.
Follow these simple steps to change the Handout Master:
- Choose View➪Presentation Views➪Handout Master or hold down the Shift key while clicking the Slide Sorter View button. The Handout Master rears its ugly head, Notice that it includes a special Handout Master tab on the Ribbon.
- Mess around with it. The Handout Master shows the arrangement of handouts for slides printed two, three, four, six, or nine per page, plus the arrangement for printing outlines. You can switch among these different handout layouts by using the Slides-Per-Page control in the Page Setup group on the Handout Master tab. Unfortunately, you can’t move, resize, or delete the slide and outline placeholders that appear in the Handout Master. You can, however, add or change elements that you want to appear on each handout page, such as your name and phone number, a page number, and maybe a good lawyer joke.
- Click the Close Master View button on the Handout Master tab on the Ribbon. PowerPoint returns to Normal View.
- Print a handout to see whether your changes worked. Handout Master elements are invisible until you print them, so you should print at least one handout page to check your work. When you print handout pages, the slides are formatted according to the Slide Master.
You can’t change the appearance of the slides from the Handout Master.
If you will be delivering your presentation before a live audience, you will probably want speaker notes to guide you. Each slide in a PowerPoint presentation has a corresponding notes page. As you create a slide, you can open the Notes pane and enter notes that relate to the slide’s content. If you want to include something other than text in your speaker notes, switch to Notes Page view by clicking the Notes Page button in the Presentation Views group on the View tab, and create the notes there. When your notes are complete, you can print them to help you rehearse the delivery of the presentation.
As a courtesy for your audience, you might want to supply handouts showing the presentation’s slides so that people can take notes. Printing handouts requires a few decisions, such as which of the nine available layouts you want to use and whether you want to add headers and footers. Otherwise, you don’t need to do anything special to create simple handouts.
In Presenter view, you can display your notes on one monitor while you display the slides to your audience on another monitor.
If you want to provide audience handouts that include notes as well as pictures of the slides, you can send the presentation to a Microsoft Word document and then develop the handout content in Word. To create handouts in Word:
- Display the Export page of the Backstage view, and click Create Handouts.
- In the right pane, click the Create Handouts button to open the Send to Microsoft Word dialog box.
- Click the notes layout you want.
- If the slide content might change, in the Add slides to Microsoft Word document area, click Paste link.
- Click OK. Word starts and opens a document formatted for the layout you selected. (If you selected Outline Only, the presentation’s text appears in the document as a structured list.) You can then add any notes you want to be part of your handouts.
To take notes in OneNote that are linked to a presentation’s slides
your audience to be able to take digital notes in OneNote during your presentation, make the presentation file available ahead of time. Then when your start your delivery, audience members can follow along, taking notes in OneNote.:-
- Open the presentation file, and on the Review tab, in the OneNote group, click the Linked Notes button to start OneNote.
- If necessary, designate where your notes should be stored. A OneNote page opens on the right side of the screen, and the presentation’s slides are displayed on the left side.
- Name the OneNote page, and then with the first slide selected in the Thumbnails pane of the PowerPoint window, take any notes you want.
- When the presenter moves to the next slide, do the same, taking notes that are linked to that slide.
- As the presenter moves through the slides, follow along taking linked notes as appropriate.
- When you review your notes later, click the Powerpoint icon to the left of each note to display the linked slide.
Create custom presentation elements
change to view in color/grayscale
There are times when you may want to view your design work in black and white or grayscale. For example, in a presentation with a lot of color in the background, it can be easier to view slide content in grayscale. If you plan to print the slides in grayscale, you may want to switch to grayscale periodically during the design to see how it looks. You can view grayscale slides in Normal, Slide Sorter, or Notes Page view. Grayscale presents slides in shades of gray. Black and white is extreme because it uses no shading.
- In Normal view, click the View tab.
- Click Grayscale. The presentation appears in grayscale and an additional tab called Grayscale appears.
- Click the Grayscale tab.
- Click an object in the presentation.
- Click Inverse Grayscale. A The object changes appearance.
- Click Back to Color View.
The presentation returns to color view.
use views to navigate through presentations
Selecting slides The best place to select slides is Slide Sorter view (if you want to select several at a time). Use one of these techniques to select slides:
- Select one slide: Click the slide.
- Select several different slides: Hold down the Ctrl key and click each slide in the Slides pane or in Slide Sorter view.
- Select several slides in succession: Hold down the Shift key and click the first slide and then the last one.
- Select a block of slides: In Slide Sorter view, drag across the slides you want to select. Be sure when you click and start dragging that you don’t click a slide.
- Selecting all the slides: On the Home tab, click the Select button and choose Select All on the drop-down list.
modify presentation properties
- You can use views in PowerPoint to change how your presentation appears on-screen. By default, PowerPoint displays your presentation in Normal view, with thumbnails of each slide showing the order of slides in your presentation. You can view the Outline tab to see your presentation in an outline format, or switch to Slide Sorter view to see all the slides at the same time.
- PowerPoint includes several predesigned slide layouts that you can apply to your slide. For example, you might apply a layout that includes a title with two content sections or a picture with a caption. For best results, you should assign a new layout before adding content to your slides; otherwise, you may need to make a few adjustments to the content’s position and size to fit the new layout. If you find that you do not like a style element, you can make style changes to all slides in your presentation so that you maintain a uniform appearance throughout your presentation.
- To Change the Slide Layout
- Click the slide whose layout you want to change in the Slides tab
- Click the Home tab.
- Click the Layout button. A gallery of slide layouts appears, The currently selected layout is highlighted. PowerPoint assigns the layout to the slide
- How do we make a style change that affects all slides in our presentation? We can use the Slide Master.if we do not like the font we selected for our presentation. Using the Slide Master, we can change the font on all slides in one action. Click the View tab and then click Slide Master. PowerPoint displays the Slide Master tab. Make the changes our desire; for example, select a different font for the presentation. When we finish, click the Close Master View button to hide the Slide Master tab. our new font appears on every slide in our presentation.
- Changing views PowerPoint offers two places to change views:
- View buttons on the status bar: Click a View button — Normal, Slide Sorter, Reading View, or Slide Show — on the status bar to change views
- View tab: On the View tab, click a button on the Presentation Views or Master Views group
- Changing the Slide Size To accommodate widescreen and highdefinition formats, PowerPoint 2013’s default slide size uses an aspect ratio of 16:9. If you change the size of a slide that contains content, PowerPoint attempts to scale your content; if it cannot, PowerPoint offers to maximize the content to ensure that it fits. If you opt to maximize the content, it is larger but may not fit on the slide. If you apply the Ensure Fit option, your content is smaller but fits on the slide.
- Open the presentation containing the slides you want to resize.
- Click the Design tab.
- Click Slide Size. From the drop-down list that appears,
- click Standard.
- PowerPoint displays a message, asking how you want to handle content on the new slide size.
- Click Maximize to increase the size of the slide content when you scale to a larger slide size.
- Be aware that your content might not fit on the slide.
- Click Ensure Fit to decrease the size of your content when you scale to a smaller slide size. Although the slide content might appear smaller, you can see all content on your slide.
- PowerPoint resizes all of the slides in the presentation
- You might need to reapply a theme.
- Deleting slides Before you delete a slide, think twice about deleting. Short of using the Undo command, you can’t resuscitate a deleted slide. Select the slide or slides you want to delete and use one of these techniques to delete slides:
- Press the Delete key.
- Right-click and choose Delete Slide on the shortcut menu.
- Hiding a slide The best place to put hidden slides is the end of a presentation where you know you can find them. Follow these steps to hide slides:
- Select the slide or slides that you want to hide.
- On the Slide Show tab, click the Hide Slide button. You can also right-click a slide in the Slides pane or Slide Sorter view and choose Hide Slide. Hidden slides’ numbers are crossed through in the Slides pane and the Slide Sorter window. To unhide a slide, click the Hide Slide button again or right-click the slide and choose Hide Slide.
- Showing a hidden slide during a presentation Hidden slides don’t appear during the course of a presentation, but suppose that the need arises to show one. Before showing a hidden slide, take careful note of which slide you’re viewing now. You have to return to this slide after viewing the hidden slide. Follow these steps to view a hidden slide during a presentation:
- Click the Slides button. You see a screen with thumbnail versions of the slides in your presentation. You can also open this screen by right-clicking and choosing See All Slides.
- Select a hidden slide so that the audience can view it. You can tell which slides are hidden because their slide numbers are enclosed in parentheses
- How do you resume your presentation after viewing a hidden slide? If you look at only one hidden slide, you can right-click and choose Last Viewed on the shortcut menu to return to the slide you saw before the hidden slide. If you’ve viewed several hidden slides, right-click the screen, choose See All Slides, and select a slide to pick up where you left off.
- Moving slides To move or rearrange slides, you’re advised to go to Slide Sorter view. Select the slide or slides that you want to move and use one of these techniques to move slides:
- Dragging and dropping: Click the slides you selected and drag them to a new location.
- Cutting and pasting: On the Home tab, cut the slide or slides to the Windows Clipboard (click the Cut button, press Ctrl+X, or right-click and choose Cut). Then select the slide that you want the slide or slides to appear after and give the Paste command (click the Paste button, press Ctrl+V, or right-click and choose Paste). You can right-click between slides to paste with precision.
- Working with Theme: PowerPoint includes a variety of preset designs, called themes. A theme is a predesigned set of colors, fonts, backgrounds, and other visual attributes. When you apply a theme to your presentation, you give every slide in your presentation the same look and feel. Alternatively, you can apply a theme to selected slides in your presentation. After you apply the theme, you can use controls in the Design tab to change various aspects of the theme.
- Editing the Text on slide:
- Adding and formatting text
- Text in a PowerPoint presentation is usually formatted with a bullet character at the beginning of each paragraph. The default bullet character depends on the theme you’ve applied to the slide. But if you don’t like the bullet provided by the theme, you can change it to just about any shape that you can imagine. The point to remember here is that the bullet character is a part of the paragraph format, and not a character that you have to type in your text.
- The available PowerPoint slide layouts offer all kinds of different options with respect to how you add and work with content. Some slides include text areas and picture areas. Others include holders for text and media. Whatever layout you choose, you can easily add text to the slide by tapping in a text box and typing the content that you want to add. After text has been added, it can be edited easily: you can edit it or change the format and apply the font, size, color, and alignment you want.
- When you start with a new presentation, PowerPoint displays the title page by default. In the Slides pane, tap the slide thumbnail to select the slide.
- To add the first text, tap in the Tap To Add Title area.
- Type the title of your presentation.
- Tap in the Tap To Add Subtitle area and add a subtitle for the presentation.
- Tap outside the two text boxes.
- format slide text
- Tap the text box that contains the text you want to change.
- Select the text by double-tapping a word or dragging the selection handle.
- Tap the selection. The formatting minibar appears next the selection.
- Tap the formatting tool for the change that you want to make.
- Alternatively, you can choose the formatting tool in the Font group on the Home tab.
- If you like the format you’ve applied to an item on your slide and want to apply the same settings to other elements in your presentation, use the Format Painter to do the trick. You’ll find the Format Painter tool in the Clipboard group on the Home tab. Highlight the text with the format that you want to copy, tap the Format Painter tool (which looks like a paintbrush), and then tap in the text to which you want to apply the format.
- If you tap selected text and expect the formatting minibar to appear, and it doesn’t, check to make sure there’s not a misspelling in the selected text. If PowerPoint detects a spelling error, the spelling correction options list will appear in place of the formatting minibar when you tap selected text.
- Inserting pictures to your slides A long presentation full of bullet points can be ho-hum for your audience, especially if the topic you’re presenting isn’t the most exciting subject in the world. To liven things up and keep your audience interested, add compelling pictures to your slides. You could include pictures of your key staff members, stylized photos of your newest products, or images that simply inspire folks and help you make your point, whatever that might be. You can add pictures from your computer, cloud storage, or other connected picture sharing sites without ever leaving your PowerPoint 2013 slide.
- In the Slides pane, tap the slide on which you want to add a picture. You can add a picture on any slide you like, but some slides display small Picture icons on the slide.
- Tap the Picture icon on the slide. The icon resembles the Pictures tool available in the Images group on the Insert tab.
- Alternatively, on the ribbon, tap the Insert tab.
- In the Images group, tap Pictures. The Insert Picture dialog box opens.
- Adding a picture from your computer
- Choose the Folder that contains the picture you want to use.
- Tap the picture.
- Tap Insert.
- Adding a picture from an online source
- In the Slides pane, tap the slide on which you want to add the picture from an online source.
- On the ribbon, tap the Insert tab.
- In the Images group, tap Online Pictures. The Insert Pictures dialog box opens.
- If you want to find clip art, type a word or phrase and tap Search.
- To search for an image using Bing, type a description and tap Search.
- Or, if you have connected Office 2013 to a photo sharing site (such as Flickr), choose an image from that source.
- Or, browse your SkyDrive folders to locate the picture that you want to use.
- Editing pictures PowerPoint gives you a number of tools with which you can edit your pictures after you’ve placed them on your slides. Using PowerPoint’s built-in Corrections tools, you can adjust the light balance, sharpen the image, and correct the color tone. You can add special effects to the picture on your slide by choosing Picture Effects in the Picture Styles group of the Picture Tools Format tab. You can also add a number of special effects such as Shadow, Reflection, Glow, Soft Edges, Bevel, and 3-D Rotation by applying a picture style to a selected image. And if you want an even bigger impact, try applying artistic effects, which make your images look like paintings, drawings, pen-and-ink etchings, and more.
- Changing the look of pictures The Photo Album dialog box offers a handful of tools for changing the look of the pictures. When you use these tools, keep your eye on the Preview box — it shows you what you’re doing to your picture.
- Making all photos black and white: Select the ALL Pictures Black and White check box.
- Rotating pictures: Click a Rotate button to rotate a picture clockwise or counterclockwise.
- Changing the contrast: Click a Contrast button to sharpen or mute the light and dark colors or shades in the picture.
- Changing the brightness: Click a Brightness button to make a picture brighter or more somber.
- Choosing a frame shape for pictures: If you opted for a "picture" or "picture with" slide layout, you can choose a shape — Soft Edge Rectangle, Compound Frame, or others — for your pictures on the Frame Shape drop-down list.
- Choosing a theme for your photo album: If you selected a "picture" or "picture with" slide layout, you can choose a theme for your slide presentation. Click the Browse button and choose a theme in the Choose Theme dialog box.
- Change the Font, Size, and Color of Text: After you add text to a slide you can change the text’s font, size, color, and style to alter its appearance. For example, you might choose to increase the size of a slide’s title text to draw attention to it, or change the font of the body text to match the font used in your company logo. Alternatively, you might change the text’s color to make it stand out against the background color. You can also apply formatting to the text, such as bold, italics, underlining, shadow, or strikethrough.
- Change the Font
- Click inside the text box and select the text that you want to edit.
- Click the Home tab.
- Click the Font .
- Click a font. PowerPoint applies the font you chose to the selected text. and You can click anywhere outside the text box to continue working.
- Change the Size
- Click inside the text box and select the text that you want to edit.
- Click the Home tab.
- Click the Font Size .
- Click a size. PowerPoint applies the font size you chose to the selected text. You can click anywhere outside the text box to continue working.
- Change the Color: You can change the text color in a few different ways. For example, you can select a color from the Font Color button on the Home tab, or you can open the Colors dialog box and select a color from the palette that appears. In addition, you can apply your own custom color to text.
- Click in the text box and select the text that you want to edit.
- Click the Home tab.
- Click next to the Font Color button. PowerPoint displays coordinating theme colors designed to go with the current slide design.
- Click a color. PowerPoint applies the color you chose to the selected text. You can click anywhere outside the text box to continue working.
- Choose a Color in the Colors Dialog Box
- Click in the text box and select the text that you want to edit.
- Click the Home tab.
- Click next to the Font Color button .
- Click More Colors. The Colors dialog box appears.
- Click the Standard tab.
- Click a color. A comparison between the current and new colors appears here.
- Click OK.
- PowerPoint applies the color you chose to the selected text. You can click anywhere outside the text box to continue working
- set a custom color You can set your own custom color for use with the slide text or other slide elements. Follow these steps:
- Open the Colors dialog box, as shown in this section, and click the Custom tab.
- Click the color that you want to customize.
- Drag the intensity arrow to adjust the color intensity. You can also adjust the color channel settings.
- Click OK.
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