Laboratory Exercise 2 – Formatting Presentations

Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2

Laboratory Exercise # 2Formatting 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.v Format paragraphs and bullets.v Set the page orientation.v Check the spelling and the grammar.

Materials:• 3 ½ floppy disk

Note: All exercises should be saved in your data disk and must be submitted to your instructor after everylaboratory session.

Files to be used:

• Activity3xxx.ppt

Basic Information:

The Formatting ToolbarTo format text in a presentation means to change its font type, size, and style. The Formatting toolbar givesaccess to the most common formatting commands you can apply to a text or paragraph such as font type,size, style, color, and alignment.

Working with Slides and LayoutsPowerPoint slides may include text, drawings, charts, outlines and/or graphics. Each PowerPoint slide ismade up of different placeholders. The AutoLayout dictates how these placeholders are arranged on a slide.There are three types of placeholders in a PowerPoint slide:

•••

A title placeholder, an imaginary box that holds the title of the slide.A text placeholder holds other text, like a bullet list lines, or paragraph text.An object placeholder holds “objects” such as graphics, charts, media clips, etc.

Slide LayoutsWhen you are creating a new presentation or editing an existing one, slide layouts are useful in helping youchoose how you want your slide to look like. A PowerPoint slide layout contains placeholders where youcan type titles or bulleted lists and insert objects like charts, pictures, and videos.

Placeholders are easy to use because each is labeled clearly. Just follow what is written and you’ll be donewith your presentation in no time! To apply a slide layout, select Slide Layout on the Task Pane list. Selectthe layout you want to apply to your slide by clicking on a layout. You can apply different layouts ondifferent slides or you can select all slides in your presentation and apply a single slide layout.



On the other hand, there are four types of slide layouts: Text layouts, Content layouts, Text and ContentLayouts, and Other Layouts. Simply point to the boxes and a tool tip will appear indicating the kind of thelayout.

Inserting New SlidesTo insert new slides, click on the New Slide button on the Formatting toolbar or select New Slide from theInsert menu. A new slide will appear after the current slide in your presentation and the layout that is appliedon the inserted slide is the Bulleted List layout.

Formatting FontsFonts such as type, size, and color can also be formatted. However, there are some other formatting effects,which you can apply using the Font dialog box from the Format menu. The Font dialog box offers everypossible character formatting option such as adding special effects like shadow and emboss.

Inserting TextText can be inserted in several ways:

• through the placeholders• through an inserted text box• entering text using an AutoShape from the Drawing toolbar• using the Insert WordArt command (which will be discussed in the succeeding lectures)



Undo and Redo FeatureThis feature of any Microsoft Office application allows you to edit any unintentional actions you’ve done tothe presentation or even those intentional action that needs to be edited. The Undo button allows you to go

back to the action/s you just created.The Redo button, obviously, is to do again the current action.

Remember that when you have already saved a presentation, and wanting to undo or redo an action,PowerPoint does not allow this feature.

About Text BoxesThe most important objects that you can add to your slides are text boxes. A text box is where you can addtext to your presentation without using any placeholders from the preset slide layouts. Add your own textboxes using the Text Box button from the Drawing toolbar.

More about text boxes:

••••••

surrounded by a thin dashed border that looks like a text placeholderclick inside its boundaries to start typing in textresize by clicking and dragging any sizing handle until the text box reaches the desired sizemove by clicking any of the border and drag to the desired locationrotate by clicking and dragging the green rotating handlecan be added and deleted as needed

The Format PainterThe Format Painter is one of the most important tools you will be using in an MS Office application. It is usedto copy how text and objects are formatted and then applies the same formatting to other text and objectselsewhere in the presentation. Instead of repeating the same process of going through the Formatting toolbaror the Font dialog box, simply select the text with the formatting you want to copy. Then, highlight the textwhere you want to apply the copied formatting.

Formatting ParagraphsTo format a paragraph is to format the alignment of the text in a placeholder or in a textbox. The text insidemust be first accessed before accessing its dialog box to enable this option from the Format menu. There arefour alignments: align to left, right, center, and justified. The line spacing as well can be formatted.

Line SpacingLine spacing adjusts the amount of space that appears before and after a paragraph, and how much spaceappears between the lines of text in a paragraph. The Line spacing command from the Format menu is usefulwhen you want to double-space a paragraph.

Formatting BulletsA Bullet List is basically a list of different terms. The beginning of each item is separated by a specialcharacter called a bullet. The most often used basic bullet character looks like a large dot (•), althoughpractically any other character -- even numbers -- can be used as bullets depending on your needs.



You can select the Bulleted List from the AutoLayout placeholder.Just like a Title Slide, it has twoplaceholders. Click on the text placeholder and type the text. Each bullet list can have multiple levels. Asshown on the next page, the first line begins with the bullet character (•) indicating that it is the first level,and the character that begins with (-) is the second level and so on. To move a line one level to the right,

press <TAB> key or click the Demotebutton. To move a line one level to the left, press <SHIFT+TAB>

or click the Promote button.

A bullet can change according to your preference; it may be another character, picture or an image or simplychange the color of it. The Bullets and Numbering dialog box allows you to customize the bullets you willuse.

Setting the PageThere are only two orientation of page available in all Microsoft Office applications: Portrait and Landscape.There are also several sizes of slides that your presentation can contain but only one can be applied.However, accessing the Page Setup from the File menu gives you various properties to set in your page.



Using the Spell CheckOnce you have entered text into your slide presentation, sometimes, you cannot avoid the fact that there areerrors in your spelling that you might have overlooked. PowerPoint has the spell checker feature, whichhelps you detect and correct any spelling errors.

A misspelled word is indicated by a red, wavy underline. To check for misspelled words; select the Spellingcommand from the Tools menu or simply click on the Spelling button from the Standard toolbar. These twoprocedures will open the Spelling dialog box. Ignore the misspelled word or Replace it with another.

Another short way of checking spelling errors is using the right-click command. Right-click the redunderlined word to show the shortcut menu. The shortcut menu appears with suggestions and several otheroptions. In addition, pressing <F7> key also brings you to Spelling dialog box.

Understanding Smart TagsSmart tags are one of the newest features in any MS Office 2003 application. They are like the shortcuts ofright-mouse button. Smart tags appear when you perform certain actions such as pasting information orchanging the layout and format of a text.

Activity #4 Formatting Presentation

1. Open the MS PowerPoint 2003.2. Open the file Activity3xxx.ppt.3. Insert a slide. There are several ways to insert a slide:

a.Access the Insert menu and click New Slide.

b. Click the New Slide button from the Formatting toolbar.c. Press <CTRL+M>.

4. Click on the title placeholder and key in: Features of PowerPoint 2003.5. Click on the text placeholder and key in: Package to CD, then press the <ENTER> key.

6. Click on the Demote or the Increase Indentbutton. Your bullet must be on the second levelnow.

7. Key in: Package to CD creates a copy of your presentation on a folder or CD that is completely self-sufficient – it embeds fonts, relocates linked files and also includes the Viewer.

8. Click anywhere to close the placeholder.9. Now, acquire the following slides including their respective texts. Notice that every time you add a

slide, the layout applied is Title and Text Layout.

Slide 3



Slide 4

Slide 5

10. You must now have five slides. Save this presentation as Activity4xxx.ppt. Another way of saving asthe file aside from File menu > Save As command, is by pressing <F12> from your keyboard.Remember that when you choose the Save command or clicking the Save button or pressing<CTRL+S>, it overwrites the opened presentation.

It would be nice to format your fonts first before formatting your paragraph for it will vary to the fonttypes and sizes.Let us first format the title placeholder. You must consider your audience whenformatting your fonts, is it readable, the size and the color, how far your audience is to the computer, orfrom the projector. However, your presentation must look like a professional one when presenting to aset of persons with a higher position. You are then encouraged to use few colors on your presentation.

11. Switch to the second slide. Click on the title placeholder. On the Font Size drop-down list, selectthe size to 40.

12. To make your font more attractive, let’s use other color and font type.Simply select the titleplaceholder then access the Format menu and choose Font. The Font dialog box appears.

13. Change the font from Arial to Benguiat BK BT. Either enter the name in the text box or use the scrollbars and click the font type.



14. Still on the Font dialog box, click on the Color drop-down list and choose your desired color. Asidefrom the given colors, you may also click on the More Colors option. Simply click the color eitherfrom the Standard or Custom tab and click OK.

15. Now, format the size of the text placeholder. Highlight the first bulleted item and view the Font sizedrop-down list from the formatting toolbar.

The Font size is 31, for now its just enough but if to change, highlight inside the drop-down list and typethe desired size or access the Font dialog box. You may also change the second level. For this, font size27 is also enough.

You must remember that there is a leveling of items when they are bulleted. The first level must have thehigher size than the second, third, and so on.

16. Change the font of the Text placeholder to Lucida Sans Unicode.17. You may also change the color of the text placeholder. Change as desired.

To format the symbol or character of the bullet; it can either use only one symbol for the whole list orseveral symbols or characters.

18. To use only one symbol or character, click the text placeholder. Access the Format menu andchoose Bullets and Numbering.

19. From the Bullets and Numbering dialog box, click the desired bullet then click OK. For this activity,select the encircled symbol.



20. If you can not see the said symbol, click the Customize button. This allows you to access the Symboldialog box.

21. From this dialog box, choose which font you want to use by looking from the Font drop-down list.Then, choose which symbol you will use and click OK.

Another way of changing a bullet into more stylish and graphical ones is to click the Picture buttoninstead from the Bullets and Numbering dialog box. Again, just click the desired bullet and click OK.

However, it is also possible to use several symbols or characters for the bulleted list.

22. To do this, first, click the Undo button from the standard toolbar to undo the last action we did.Highlight the line of the bullet you want to change then access Format menu > Bullets andNumbering or right-click the highlighted list and choose Bullets and Numbering option.

Right-clicking any item gives you easy access to several options and properties available for it.

23. Choose any symbol you want to apply.24. Then, highlight the next bullet list and repeat step 23.Apply the same font sizes, types, color, bullet symbols to the succeeding slides. For an easier way ofchanging the format with a single click, use the Format Painter.

25. On the second slide, click the format to be copied. For this activity, click the title placeholder.26. Double-click on the Format Painter button. Your mouse cursor should change to an arrow with a

paintbrush.27. Switch to the third slide and click on the title placeholder. Copy the same format to the succeeding

title placeholders.28. Press <ESC> key to exit the Format Painter.

However, a single click to the Format Painter button only allows you to copy the format once.

29. Apply also the format of the text placeholder of your second slide to the succeeding text placeholdersin the slides using the Format Painter.

Do not forget to always save your work. But, remember that when Save command is frequently used,then it will no longer allow you to undo and redo what was saved.

Let us now change the orientation of your page. If wished to use more space on a slide, then, you areencouraged to use the Portrait orientation instead of Landscape orientation. The latter is more applicable



when presenting a report that includes more images. However, the landscape orientation can also beused when texts in a presentation is few. But, PowerPoint does not allow you to use both orientations ina single presentation.

30. For the presentation you did, it would be appreciated in the landscape orientation. However, if youstill want to change the orientation, access the File menu and choose Page Setup.

31. From the Page Setup dialog box, click on the Portrait radio button. Click OK.

Notice other options available on this dialog box. You have the Slides sizes for option and the orientationfor the notes, handouts and outline. Navigate on it to view the available sizes for the presentation. Also,remember that PowerPoint allows you changing the page orientation or any options from the Page Setupdialog box wherever you are in the presentation, though you are on the last page.

It’s time to check the content of your presentation especially the spelling and grammar now thateverything was set up. Notice the red wavy line under several words. PowerPoint identifies that thesewords are spelled wrong and/or there are suggested words to use other than you used. Make sure thatyou are on the first page so that PowerPoint will check the very first word in your presentation.

32. Access the Format menu and click Spelling option or press <F7>.33. The first suggestion will be the word Shw which it should be the word Show. Refer to the image on

the next page.

34. Click the Change button to accept the suggestion. PowerPoint then checks the next incorrect wordor grammar.

35. If you think that your grammar is correct, then you may have the option of clicking the Ignore orIgnore All button.



It is usual that the first word that PowerPoint suggests is the right word. However, there are instance thatthe correct word must be navigated. Like the word colos which should be colors. Choose from thesuggested words, select the appropriate word and click OK or simply double-click the word.

36. Continue checking your spelling and grammar. PowerPoint will prompt you if it is already donechecking the presentation’s texts.

37. Save your work and close the application.

*http://www.indezine.com/products/powerpoint/pp2003.html

Documents

Laboratory Exercise 2 – Formatting Presentations