Learning Objectives

By the end of this session, students are expected to be able to:

Format text of a PowerPoint presentation

Format bulleted and numbered lists in a PowerPoint presentation

Add clip art and pictures in a PowerPoint presentation

Add charts, diagrams and tables in a PowerPoint presentation

Add AutoShapes, WordArt and hyperlinks in a PowerPoint presentation

Adding Text to an Original Slide

Many of PowerPoint’s slides have text boxes already included and ready for you to add information.

To add text to a slide

You can just click inside the text box on the slide.

If you create an original slide you’ll need to add a text box or two.

To add text to an original slide

Click Insert  blank New Slide.

Click on the Text Box button in the ‘Drawing Toolbar’.

Click and drag your mouse pointer to create a text box on the slide.

Click on Insert Text Box.

Click and drag your mouse pointer to create a text box.

The Formatting Toolbar

PowerPoint’s default font or text type is Arial.

You may want to change the font type, font size and more.

Use the ‘Formatting Toolbar’ to set the color, size, and overall look of your text.

It doesn’t matter whether the text is an original slide or is in a preset layout.

Here are some of the formatting options

Font type

Font size

Bold, Italics, and Underline

Center, Align Left, and Align Right

Bullets and Numbering

Font color

Increase Font Size

Decrease Indent

For more formatting buttons

Click on the down-pointing arrow at the end of the toolbar.

Choose Add or Remove Buttons Formatting.

Choose any additional options you want on the Formatting Toolbar.

You can also choose Show Buttons on Two Rows.

Formatting Text of a PowerPoint Presentation

The Formatting Toolbar allows you to make many changes to your text to give it the look you want for your presentation.

To format text

In the Formatting Toolbar,

Click on the down-pointing arrow or button for the item you want to format.

For example, to set the font size for text you haven’t typed yet,

Click on the down pointing arrow next to the number and choose the font size.

To change the font color

Click on the down-pointing arrow next to the underlined A.

To make formatting changes to existing text,

Highlight the text

Click on the down pointing arrow or button for the formatting change

The Format Menu

You can also use the Format menu to make formatting changes to the text in your presentation.

To use the Format menu

Click on Format  Font.

Choose the font, font style, and/or size

Click OK.

Cut, Copy, and Paste

Once you’ve determined how your text will appear in your slides, you may need to cut, copy or paste some information.

To copy and paste

Select the text you want to copy.

Click the copy button on the Standard Toolbar (Ctrl + C)

Move your mouse pointer to the location on the slide where you want the text to appear.

Click the paste button on the Standard Toolbar (Ctrl +V)

To cut and paste

select the text you want to cut.

Click the cut button on the Standard Toolbar (Ctrl + X )

Move your mouse pointer to the location on the slide where you want the text to appear.

Click the paste button on the Standard Toolbar. (Ctrl +V)

If you don’t already know them, learn these shortcuts.

where you want

Bulleted Lists

PowerPoint provides several bulleted lists slides for you to choose from for your presentation.

You can use these slides or create bulleted list slides of your own.

Bullets can be dots, check marks, arrows, squares and more.

Picture bullets, which are colorful bullets in various shapes, are also available. Picture bullet dialog box

Bullet List

Formatting a Bulleted List

You can format the look of bullets from the Format menu.

To format a bulleted list

Place your cursor in the section of the slide you want your bullet or bulleted list.

Click on Format  Bullets and Numbering.

A Dialog box opens

Make sure the bulleted tab is selected.

Choose the bullet style that you want from the examples that appear on the screen or Click Picture.

Choose a style from the bullets that appear. (You can also choose size and color).

Click OK.

Customizing a Bulleted List

If you don’t like the traditional bullets or the picture bullets that PowerPoint offers, you can customize your own.

To customize a bulleted list

Place your cursor in the section of the slide you want your bullet or bulleted list.

Click on Format  Bullets and Numbering  Customize

A Dialog box appears.

Choose a symbol from the list that appears.

Click OK.

Formatting a Numbered List

PowerPoint also gives you different options for formatting a numbered list.

To format a numbered list,

Place your cursor in the section of the slide you want your bullet or bulleted list.

Click on Format  Bullets and Numbering.

A dialog box opens.

Make sure the Numbered tab is selected.

Choose the number style that you want. (You can also choose size, color, and the number you wish to start from,

Click OK.

Inserting Clip Art into a Slide

Clip art is a collection of graphical images.

You can easily enhance your presentation with clip art in a few easy steps.

To insert clip art into a slide

In the Outline view in the left pane

Select the slide in which you want the clip art to appear.

Click the Clip Art button on the ‘Drawing Toolbar’.

OR

Select the slide you want to work on.

Click on the down-pointing arrow in the Task Pane  Clip Art.

If you are working with a slide that has an icon for clip art

Click on the icon.

Searching for Clip Art

Once you activate the Clip Art option, a search menu appears on the screen.

To search for clip art, with the Search dialog box open,

Type the name of the image that you are looking for.

For example, people, buildings, winter e.t.c

Click on Go

Click on the clip art that you want o insert

Click OK

The clip art appears in your slide.

You can move or resize clip art and other content once it has been inserted into a slide.

You’ll learn more about this later in this lesson.

Searching for Clip Art on the Web sites

To find a larger selection of clip art, you can browse for clip art on the Web.

To begin, make sure that you are logged onto the Internet.

To search for clip art on the Web, with the Search dialog box open:

Type the name of what you are looking for.

For example, people, buildings, winter.

Under Search in

Click the down-pointing arrow next to ‘Selected collections’ and check the box next to ‘Web Collections’.

Inserting Pictures from File

Adding pictures to your presentation may also help engage the audience’s attention.

You can insert pictures that you have on file on your computer.

To insert a picture from file

Click on Insert  Picture  From file

Navigate to the folder where you have saved your picture.

Click on the Picture you want to insert into the slide.

OR

Click the Insert Picture button on the ‘Drawing Toolbar’.

Navigate to the picture that you want to use.

Select the picture and click Insert.

Inserting Pictures or Clip Art Using a Slide Design Layout

Some slide layouts already have icons for clip art and pictures.

PowerPoint allows you to insert pictures though these slide design layouts.

To insert pictures using a slide design layout

Browse the slide design layouts to find one with an icon for a picture.

Click on the picture icon.

Navigate to the picture you want to insert.

Select the picture and click Insert.

Resizing Pictures and Clip Art

Once you insert clip art or a picture, you may need to resize it to better fit your slide.

To resize pictures or clip art

Click the cursor the edge of the graphic and a resizing handle appears.

A resizing handle is a black, double-headed arrow that changes to a ‘plus sign’ + once you start resizing the image.

Drag the graphic to the size that you want.

Inserting a Chart

PowerPoint allows you to insert charts into your slide presentation to display different types of information to your audience.

To insert a chart

Insert a new slide with a title and a chart icon.

When the slide appears

Click the Insert Chart icon.

Replace the sample data in the data sheet with actual data that you want to present.

The Y axis is for values or numbers. For example, number of hours worked or amount of money earned.

The X axis is the label for the information. It now reads East, West, North.

You can delete some information in columns or rows of the sheet.

Right click on the row or column

Choose Cut, Delete or Clear Contents.

Place your mouse pointer over the end of the column in the gray heading.

A black cross with double arrows appears.

Right click and drag the columns to the size you want.

To format column width

Click on Format  Column width.

Notice that as you enter the new data and titles etc., the chart on the slide changes to show this new information.

If the datasheet disappears, double click on the chart

Choose View  Datasheet.

Setting a Maximum Value for a Chart

As you enter numbers in your chart, a maximum value for your chart will automatically be set, or you can set a maximum value of your own.

The top value will automatically round up from the top value of the data that you are entering.

Depending on your data, it will be rounded to the nearest ten, hundred, or thousand.

To set a maximum value

Double click on a value on the side of the chart.

The ‘Format Axis’ dialog box appears

Click on the Scale tab.

Change the number for Maximum to the maximum number in your presentation. For example, 100.

Click OK

Choosing a Different Chart Type

If you don’t want to use the chart that automatically appears when you double click the chart icon in a slide, you can choose a different chart type.

To choose a different chart option

Click on Chart  Chart Type.

Choose the best chart type for your presentation.

Click OK

Labeling a Chart

You may also want to label your chart with such information as the title and what the X and Y axes represent.

In the default chart, the X axis is the horizontal information while the Y axis is the vertical information.

To label a chart

Click on Chart  Chart Options.

A dialog box appears.

Click on the Titles tab (if it is not already selected).

In the box below ‘Chart Title’, type in the title.

In the box below ‘Category (X) axis’, type in the label for this information.

It appears in the rows on the left of the datasheet and in a box on the right of the chart

In the box below ‘Value (Y) axis’, type in the label for this information.

Click OK.

To change text alignment of label

Right click on the text and choose Format Axis title.

Click on the Alignment tab.

Choose your text alignment and orientation options,

Click OK.

Inserting a Diagram or Organization Chart

An organization chart shows hierarchal relationships in a company or organization such as president, vice president etc.

Diagrams are used to show relationships between various elements.

To insert a diagram or organization chart,

Insert a new slide with a Diagram or Organization Chart icon.

Click on the Insert Diagram or Organization Chart icon.

When the ‘Diagram Gallery’ dialog box appears, select a diagram or chart type.

Click OK

OR

If working in a blank slide,

Click the Insert Diagram or Organization Chart button on the ‘Drawing Toolbar’.

Inserting a Table

PowerPoint also gives you the option of displaying information within your presentation in a table.

To insert a table

Insert a new slide with a table icon.

Click on the Insert Table icon.

When the dialog box appears, set the number of columns and rows for your table.

Click OK.

Enter the data for your table.

To format the table

choose Format Table.

Inserting an AutoShape

PowerPoint provides many different items that you can use to enhance your slides.

For example, an AutoShape can be a useful graphical element.

AutoShapes include lines, arrows, banners, stars and other shapes that you can add to your presentation.

To Insert an AutoShape

Click Insert  Pictures  AutoShapes.

A small AutoShapes appears.

Click on the various options.

A list of AutoShapes appears.

Choose the one for your presentation.

To format an AutoShape

Right click on it

Choose Format AutoShape.

A dialog box appears with various formatting options

OR

Insert AutoShapes by clicking on the ‘Drawing Toolbar’ at the bottom of the PowerPoint screen.

A list of options appears.

You can click and drag an AutoShape to increase its size

You can add text by choosing Insert Text Box

Inserting WordArt

WordArt: is colorful and artful text that is available in a variety of styles.

It allows you to create interesting titles, logos and text in your PowerPoint presentation.

To insert WordArt

Click the WordArt button on the Drawing Toolbar.

Choose the WordArt that best fits your slide presentation.

Click OK.

When the Edit WordArt Text dialog box appears,

Click on Your Text Here to add text.

Type the text for your slide.

You can also make any formatting changes to your font.

Click OK.

The WordArt appears in your slide. You may drag it to where you want it to appear on your slide.

Inserting Hyperlink

PowerPoint also allows you to add hyperlinks o your slides to make them more interactive.

A hyperlink can link to a web site which provides more information for your presentation.

To insert a hyperlink

Select the text in your document that you want to be a hyperlink.

Click the Hyperlink button on the Standard Toolbar.

If this button does not show, you may want to add it to your toolbar by clicking on the down-pointing arrow at the end of the bar to display Toolbar Options.

Click on Insert Hyperlink to add the button to your toolbar.

Click the Existing File or Web Page button.

Type any text that you want to display.

For example: Free Computer and Career Classes.

This type will display instead of the web address

Click OK.

To make sure that the hyperlink works

Click the Slide Show button and click on the link