PowerPoint XP

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WORLD’S #1 QUICK REFERENCE SOFTWARE GUIDE

Contents Pg. 1 Main Window, New Features Pg. 2 Getting Help, Terminology, Standard Toolbar, Creating a New Presentation Pg. 3 Opening, Saving & Printing Presentations, Spelling Check, Formatting Toolbar, Font Formatting

Pg. 4 Applying Design Templates, Slide Layout, Using Views Pg. 5 Speaker Notes, Drawing Toolbar, AutoShapes Pg. 6 Picture Toolbar, Inserting Clip Art, Rotating Graphic Objects, Toolbars, Viewing & Positioning Toolbars

Main Window 2 3 4 5 6 7 1. Menu Bar. The menus available in PowerPoint XP 1 are displayed here. 2. Toolbars. Each toolbar provides fast access to many of the features and functions of PowerPoint XP. The toolbars can be customized. 3. Outline. Slides included in a presentation are displayed in this windowpane by name and content summary. To display a slide, click the slide name/summary. The order slides appear in a presentation can be changed by selecting the slide to be moved and dragging it to the new position. This can also 11 be accomplished in Slide 12 Sorter view. A preview of the 13 slides can be viewed by clicking on the Slides tab. 4. Outline/Slide Scroll 14 Bar. Allows for scrolling through the list of slides or the outline, depending on the selected tab. 5. Slide Preview. Once a slide name or description is selected in the left pane of the window, the contents of the slide are displayed in this pane. 6. AutoShape. PowerPoint XP provides the ability to create geometric shapes that can be placed in a presentation. These shapes can be filled with color, and text can be in inserted into the shape. 7. WordArt. PowerPoint XP provides the ability to create word-based graphics and insert these graphics into a presentation. This is accomplished by selecting WordArt from the Insert menu.

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10 8. Clip Art. PowerPoint XP includes an online Clip Gallery for inserting clip art into a presentation. 9. Ask a Question. Provides quick and easy access to the Help system. 10. Preview Scroll Bar. Allows for scrolling through the preview pane. 11. Slide Show. Clicking this icon causes the presentation to play, starting with the currently selected slide. To advance to the next slide, click the left mouse button or press the space bar. 12. Slide Sorter View. Clicking this icon causes the window to display thumbnails of each slide within a presentation. To change the order of a slide in Slide Sorter view, drag the slide to be moved to its new location.

13.Normal View. Clicking this icon causes the window to be displayed in Normal view (also called Tri-Pane view). The illustration above is an example of Normal View. 14.Design Template Name. When a Design Template is applied to a presentation, the design’s name is displayed in this area. 15. Drawing Toolbar. The Drawing toolbar is displayed in this area by default. 16. Slide Notes. PowerPoint XP allows for notes to be added to slides within a presentation. To add notes to a slide, type in this field.

New Features in PowerPoint XP PowerPoint XP (also known as PowerPoint 2002 and PowerPoint 10) offers many new features over PowerPoint 2000. Some of the new and improved features are: • Application Recovery, a feature in all Office XP products, allows the application to be ended when it is unresponsive (crashed) (using Start, Programs, Office Tools, Microsoft Office Application Recovery). If the application crashes, this feature automatically appears, giving the user the option to save the document and restart PowerPoint, then reopen the document. Either method preserves any presentations that were open, and optionally alerts either IT or Microsoft of the crash. • AutoFit Options Smart Tags automatically appear when PowerPoint reduces the size of text entered to fit the available space. If the size of the text is reduced, the Smart Tag shown here will appear near the modified text. Clicking on it will allow the user to keep the modification or let the text overflow the placeholder. • Automatic Layout Options Smart Tags automatically appear when PowerPoint changes the slide layout to reflect the type of content on the slide. If a graphic is added to a slide designed for text, for example, the layout will automatically be adjusted to accommodate the graphic instead of the text, and the Smart Tag shown here will appear near the object. Clicking on it will allow the user to keep the layout modification or let the original layout stand with the new object added. • Auto Recover, featured in Word for many versions, has been added to PowerPoint XP. It automatically saves your work periodically (in case you forget). • Several new task panes have been added, making it easier to design and customize

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slides. Probably the most useful is the Slide Design task pane, which allows the basic slide design (text, bulleted points, graphic, etc.) to be quickly set. Animations can also be quickly set up and customized using the Animation Schemes task pane. They can be customized (determining which objects move when and how, for example) using the Custom Animation task pane. Multiple Masters can now be applied to a single presentation. A Master determines the basic look of the presentation. In the past, only one was allowable for the presentation. The ability to have more than one is great if several related presentations are combined into a single presentation. Presenter Tools, which are actually several related features, allow the presenter to view what the next slide is, jump to any other slide in the presentation, view speaker notes, etc. while the presentation is ongoing. This feature requires at least two monitors and a computer that supports multiple monitors. This is a common ability in many notebooks, where the presenter can use the notebook’s built-in screen to view notes, etc. and use the LCD projector for the presentation. Print Preview, a feature of almost every program, has finally made it to PowerPoint. Graphics can be compressed to save space in a file by optimizing the way the presentation will be viewed (in print, on screen, etc.). This is a feature common in all Office XP programs. Individual components of a grouped object can be formatted without having to ungroup, format, and regroup the object.

Getting Help

Standard Toolbar

PowerPoint XP offers an extensive help system that can be displayed by clicking the icon on the Standard Toolbar.

Copy copies the currently selected text, object, or slides, placing them on the clipboard for pasting.

To use the Ask a Question feature: • Enter the question in the Type a question for help field (on the right side of the menu bar) and press Enter. • A window will be displayed containing the results. Click the hyperlink for the desired article, and the help window for that topic will be displayed. This window contains two panes. The left pane lists additional topics within the help system that may be relevant to the question that was posed. The right pane of the window contains the contents of the selected topic. • To display the contents of additional topics, click the desired topic in the left pane of the window.

Paste places the contents of the clipboard into the current slide (if the clipboard contains a part of a slide) or inserts the slide at the current location if entire slides are on the clipboard. Format Painter picks up the formatting of the currently selected text and allows it to be applied on text highlighted while the format painter icon is the cursor. When single clicked, the next text highlighted will be changed and the cursor returned to normal. When double clicked, format painter will remain active until the format painter icon is clicked off. Undo reverses the last action (typing or formatting) taken. Remembers the last 99 actions. Multiple items can be undone in order by selecting them from the drop down menu.

To display an index of the online help system: • Click the icon, select Microsoft PowerPoint Help from the Help menu, or press the F1 key, and the Help window will be displayed. • Click the Index tab located at the top of the left pane of the window. • Choose a keyword from the keyword list or enter a word or phrase in the Type Keywords field. Once the word or phrase has been entered, click the Search button. • A list of topics that contain the word or phrase is listed in the bottom portion of the left pane of the window. • To display the contents of a topic, click the desired topic in the bottom portion of the left pane, and the contents will be displayed in the right pane of the window.

Redo undoes the last undo. Remembers the last 99 Undo actions. Multiple items can be redone in order by selecting them from the drop down menu. Insert Chart opens a sample chart that can be populated with the desired data using a mini spreadsheet. Not available in slide sorter view. Insert Table inserts a table at the current cursor position. A box will appear in the toolbar allowing the selection of the number of rows and columns in the table. Not available in Slide Sorter view.

PowerPoint XP provides a fast and convenient way to access the most up-to-date help information for PowerPoint XP on the Internet.

Tables and Borders displays the Tables and Borders toolbar. Not available in Slide Sorter view.

To display the Internet help: • Select Office on the Web from the Help menu. • The default Internet browser that is defined within the operating system will be launched and an Internet connection established. Once the Microsoft site is accessed, the Office XP Assistance Center (help) page will be displayed.

Insert Hyperlink inserts a hyperlink to a Web address. Not available in Slide Sorter view. Expand All displays (or if displayed, hides) the body text under the titles of the slides (titles are always visible). Only available when the outline is visible. Show Formatting in Normal view, displays or hides the formatting of the text in the outline pane. In Slide Sorter view, displays the title of the slide only or all objects and formatting on the slide.

PowerPoint XP Terminology Design Template. A file which contains appearance and font formatting

Show/Hide Grid in Normal view, displays or hides a grid that can be used to size and align objects more precisely. Does not print. Not available in Slide Sorter view. Color/Grayscale displays the presentation in color, grayscale, or black and white only. Zoom allows selection of percentage of printed size that the slide(s) will appear on the screen. Other sizes can be selected from the drop down menu. Microsoft PowerPoint Help displays the Help window.

that can be applied to other presentations. Drop Down Menu. A menu of choices that appears in dialog boxes and next to some icons; accessed by clicking the downward facing triangle . Hyperlink. Text that is linked to additional information such as another presentation, Office XP document or Internet Web site. Notes. Text that is added to a slide that does not appear when the presentation is viewed, but can be printed to aid the presenter during the slide show. Presentation. A PowerPoint XP file that contains a slide show. ScreenTip. Text that appears when an icon, hyperlink, etc. is pointed at, but not clicked. In this example, the text “Save.” Slide. A page of a presentation that can contain text, graphics, graphs, charts, sounds and movies. Slide Show. This view is what PowerPoint is designed for. It is used to give a presentation before an audience. Toolbar. A toolbar is a bar located under the main Menu Bar providing quick access to common features of PowerPoint XP.

Creating a New Presentation To create a new, blank presentation, simply press the icon. Help in creating specific types of presentations is available by using templates in the New Presentation task pane. To create a new presentation using a template: • Click New in the File menu. The New Presentation task pane will appear as shown. • In the New from template section, click on the General Templates hyperlink. A list of new presentations will appear, separated into different categories on three tabs (or more if previous versions of PowerPoint were installed). • Select the General Tab to create either a blank presentation or to use the AutoContent wizard, which can help you design many different types of presentations. OR • Select the Design Templates Tab to use one of the predefined templates installed with PowerPoint. These templates do not provide any help on content, only on “look and feel” issues. OR • Select the Presentations Tab to use a predefined template with some content help. Many of the same template types presented in the AutoContent wizard are listed here as well, only the help provided by the AutoContent wizard is not listed. • Select the desired template and click OK.

Standard Toolbar The following describes the icons on the Standard toolbar: New creates a new PowerPoint XP presentation. Open displays the standard Open File window, which provides the ability to open a previously saved PowerPoint XP file. Save saves the currently displayed presentation. E-Mail opens a form to fill in an email header to mail the current presentation. Search allows searching for files that meet specified conditions (ex. containing a certain phrase) in specified locations and of specified types. Print prints the current presentation (the slides; 1/page) to the printer used last (or the default if one hasn’t been used yet). The printer will be displayed in parenthesis in the ScreenTip. Print Preview displays how the presentation will look when printed on the screen. Spelling opens the spelling checker. Cut removes the currently selected text or object from the slide (in slide view) or the selected slide(s) in slide sorter view and places it/them on the clipboard for pasting. 2

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Opening a Presentation

Formatting Toolbar

The New Presentation task pane can also be used to open a presentation by selecting a recently used presentation from the list in the Open a presentation section. The icon can also be used to open any presentation. This icon is also available on the Standard toolbar. The same list of recently accessed files is available at the bottom of the File menu.

The following describes the icons on the Formatting toolbar: Font displays the font of the currently selected text and allows it to be changed to any installed font in the drop down menu. Font Size displays the size of the selected text and allows it to be changed by selecting from the drop down menu or typing in a number. Bold changes the selected text to bold. Italic italicizes the selected text. Underline underlines the selected text. Shadow s h a d ow s the selected text. Align Left formats the selected text to have an even left margin and a ragged right margin. Center centers the selected text between the left and right margins, leaving both margins ragged. Align Right formats the selected text to have a ragged left margin and an even right margin. Numbering places a number in front of each paragraph in the selected text. Bullets places a bullet in front of each paragraph in the selected text. Increase Font Size increases the font size of the selected text to the next larger size listed in the Font size drop down menu. Decrease Font Size decreases the font size of the selected text to the next smaller size listed in the Font size drop down menu. Decrease Indent reduces the left margin indent of the selected paragraph(s) by 1/2 inch. Increase Indent increases the left margin indent of the selected paragraph(s) by 1/2 inch. Font Color changes the text color of the selected text to 1 of a few predefined colors (based on those in the design template and others used in the presentation), or a custom color may be selected from the drop down menu. Slide Design opens the Slide Design task pane to provide quick access to design templates (backgrounds, font styles, etc.), colors, and animations. New Slide adds a new slide after the current slide and displays the Slide Layout task pane to pick the style of the slide (title slide, bulleted text, graph, etc.).

To open a file not recently used: • Select Open from the File menu or click the button. • Navigate to the desired folder in the right pane of the Open window. • Select the name from the list. • If the file doesn’t appear in the list because it is not a PowerPoint presentation, but is a different type (such as a Harvard Graphics or Freelance presentation), select the correct type of file in the Files of type drop down list (types will vary depending on installed options). • Click the Open button.

Saving a Presentation It is very important to save your presentations frequently to prevent data loss. Once a presentation has been named and saved for the first time, PowerPoint will not prompt for a name again; rather it will update the file each time it is saved. If a copy of a file is needed, use the Save As command to make a copy with a new name and/or location.

To save a file in a folder: • • • •

Select Save or Save As from the File menu. Navigate to the desired folder in the right pane of the Save As window. Enter a name in the File name field. Select the type of file (PowerPoint, Text, Web page, Template, graphics format (such as GIF, BMP, or JPEG, etc.) in the Save as type drop down list (types will vary depending on installed options). • Click the Save button.

Printing a Presentation There are many options available when a presentation is printed. If you want a single copy of all the slides printed (with 1 slide per page) to the printer last used (usually the system’s default printer), the icon may be used. To print a presentation: • Select Print from the File menu and the window shown at right will be displayed. • Select the printer you wish to use and observe its status (Idle, Needs Attention, or the number of documents waiting to be printed on that printer). Click the Properties button if printing properties (paper tray, contrast, etc.) need to be set. • Select the number of copies desired and check the Collate box if you want multiple copies collated. • Specify what is to be printed from the Print what drop down menu (slides, handouts, notes, or the outline of the presentation). If Handouts is selected, specify the number of slides to print per page and their arrangement (3 is often selected, as lined space is provided to the right of each slide for note-taking). • Specify whether to print in color, grayscale, or pure black and white. • Click OK to print the presentation.

Font Formatting

Spelling Check PowerPoint XP provides an extensive online dictionary for checking the spelling of words within a presentation. Many common spelling mistakes never get flagged at all, however, due to AutoCorrect. This feature fixes many common problems as you type.

To specify font options: • Select the text to be formatted. • Click the button to change the font, the button to change the font size, the button to bold the text, the button to italicize the text the button to underline the text, and/or the to place a shadow around the text. OR • Select Font from the Format menu, and the window illustrated above will be displayed. • Specify the font, style, size, effects, and color by using the drop down menus and check boxes. • Click OK.

To check the spelling of a presentation: • Select Spelling from the Tools menu or press the icon. • Suggestions for the correct spelling of the highlighted word are displayed in the Suggestions pane of the window. To insert a word from the list, double click the word. To use AutoCorrect: Type as normal. If you misspell a word (for example teh) AutoCorrect will automatically replace it with the correct spelling, (in this case, the). A

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Applying Design Templates

Using Views There are 3 primary views in PowerPoint XP: Normal, Slide Sorter, and Slide Show. Normal view is typically used to create and format the presentation. Slide Sorter view is used to rearrange slides, rehearse timings, and other polish tasks on the overall presentation (as opposed to individual slides within the presentation). Slide Show view is used when displaying the presentation to an audience. Slide Sorter View In Slide Sorter view, slides can be arranged by simply selecting them and dragging them to the new position. It is also useful for gaining an overview of the entire presentation. In Slide Sorter view, the Formatting toolbar is replaced by the Slide Sorter toolbar. The following describes the icons in the Slide Sorter toolbar: Hide Slide hides the slide when the slide show is presented. Only available if a slide is selected. Rehearse Timings displays the slide show in rehearsal mode, allowing you to set timings for each slide. Useful when creating an automated presentation. When finished, the timings will be displayed below each slide. Summary Slide creates a summary slide from the selected slides and places it before the first selected slide. The slide contains one bullet per selected slide with the text for each bullet as the title of the slide. Speaker Notes opens a window where notes for the selected slide can be entered. Only available if a single slide is selected. Slide Transition allows options, such as fading in and out, to aid in the transition from one slide to the next. Slide Design opens the Slide Design Task Pane to provide quick access to design templates (backgrounds, font styles, etc.), colors, and animations. New Slide adds a new slide after the current slide and displays the Slide Layout task pane to pick the style of the slide (title slide, bulleted text, graph, etc.).

PowerPoint XP provides many pre-designed templates for presentations. Templates affect the look and feel of the presentation, setting such elements as font, background image, and colors. To apply a Design Template: • Select Slide Design from the Format menu or press the button, and the Design Templates view of the Slide Design task pane will be displayed as illustrated above. • Scroll through the list of templates and select the desired template by clicking it. In Normal view, the entire presentation will be updated to use that template. In Slide Sorter view, only the selected slides will be updated to use the template.

Slide Layout

Slide Show View Slide Show view is the reason PowerPoint exists. It is used to display the presentation to an audience and when running a demo that continuously repeats. To start a Slide Show: • Select View Show from the Slide Show menu. OR • Press the F5 key. OR • Press the button to view the show starting from the current slide. To navigate in Slide Show view: There are many tasks that can be accomplished during a slide show. Some of the most common are: Desired Action Next Slide Previous Slide Go directly to a specific slide

The slide layout feature places certain predefined elements on the slide in standard locations based on the design template. There are layouts for text, graphics, text and graphics on the same slide, and other formats.

Toggle between the presentation and a black slide End the slide show Press Esc (Escape) OR Type a — (hyphen) OR Press Ctrl+Break.

To apply a new slide layout: • Select Slide Layout from the Format menu, and the Slide Layout task pane will be displayed as illustrated above. It is also automatically displayed after the button is pressed to add a new slide. • Click on a slide layout from the list provided to apply the layout. A

Method Click the mouse OR press the Spacebar OR press Enter. Press Backspace OR Right-click and select Next from the shortcut menu. Type the slide number and press Enter OR Right-click, select GO from the shortcut menu, then select By Title from the GO menu, then select the desired slide. Press B OR type a period.

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Speaker Notes

AutoShapes

Speaker Notes allows the creator of the presentation to provide notes for the presenter of the slide show. These notes do not display as part of the slide show, but can be printed or viewed on a second monitor during the presentation.

PowerPoint XP provides a convenient tool for creating lines and geometric shapes. The AutoShape tool is accessed from the Drawing toolbar. The available shapes are:

To create Speaker Notes: • In Slide Sorter view, click the button. • Enter any relevant notes. • Click the Close button. OR • In Normal view, click below the slide preview (where the placeholder text “Click to add notes” is displayed) and enter any relevant notes.

Drawing Toolbar One of the primary mechanisms typically used in presentations is the appropriate use of graphics. PowerPoint XP allows graphics to be added and manipulated for maximum effect, as well as the addition of shapes, callouts, etc.

The difference between connectors and other objects that look similar is that connectors link objects together and automatically adjust as the linked objects are moved, whereas the other object types do not.

The Following describes the icons on the Drawing toolbar:

To create an AutoShape: • Click AutoShape in the Drawing toolbar, and a menu is displayed. Select the desired shape from the menu, and the cursor is changed to crosshairs. • Drag the mouse to create the object.

Draw Menu provides control over many aspects of drawing objects, including grouping, nudging, and rotating. Select Objects allows drawing and graphic objects to be selected. AutoShapes Menu displays a menu of common shapes that can be drawn. Line allows a line to be drawn. Holding down Shift while drawing restricts the line to 15° increments. Arrow draws a line with an arrow at one end. Holding down Shift while drawing restricts the line to 15° increments. Rectangle draws a rectangle. Holding down Shift while drawing creates a square. Oval draws an oval. Holding down Shift while drawing creates a circle. Text Box creates a text box (useful for adding text to graphics). Insert WordArt displays the WordArt gallery to select the style for the text and then prompts for the text. Insert Diagram or Organization Chart prompts for the diagram type to add (Venn, Pyramid, Cycle, etc.) or adds an organization chart. Insert Clip Art opens the Insert Clip Art task pane to search for and insert clip art. Insert Picture opens the Insert Picture dialog box to add a picture from a file. Fill Color changes the background color of the selected drawing object to 1 of a few predefined colors (based on those in the design template and others used in the presentation) or a custom color may be selected from the drop down menu. Line Color changes the color of the selected line to 1 of a few predefined colors (based on those in the design template and others used in the presentation), or a custom color and/or pattern may be selected from the drop down menu. Font Color changes the text color of the selected text to 1 of a few predefined colors (based on those in the design template and others used in the presentation), or a custom color may be selected from the drop down menu. Line Style sets the style of line (single, double, etc.) and line thickness. Dash Style sets the line style to solid or 1 of 7 dashed styles. Arrow Style configures a line to have 0, 1 or 2 arrows and sets the arrow style at each end. 11 predefined styles and custom styles are available. Shadow Style configures an object to have or not have a shadow and the location and style of the shadow from 20 options. 3-D Style configures an object to have or not have a 3-D effect and the location and style of the effect from 20 options.

To add text to an AutoShape: • Select the AutoShape. • Right click the AutoShape and select Add Text from the shortcut menu. • Add any text desired. The text will not wrap within the shape, but it will move with the shape. (Note: Some shapes are designed to contain text and will not need to have the Add Text command used. In such cases, the text automatically wraps within the shape.) • Format the text as desired (this often includes sizing or otherwise modifying the text to keep it within the shape). To format an AutoShape:

• Select the AutoShape. • Use the , , , , and/or buttons OR • Select AutoShape from the Format menu. • Select the Colors and Lines tab. • To specify a color for the fill of the shape, make a selection from the Color drop down menu. The settings for line color, dashed line style and line weight are specified the same way. • To specify size and rotation, click the Size tab located at the top of the window. • If text has been added to the shape, use the Text Box tab to specify word wrap, margin, and other settings as seen in the screenshot above. • Once all selections have been made, click OK.

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Picture Toolbar

Rotating Graphic Objects Graphic objects (pictures, clip art, AutoShapes, etc.) can be rotated to any angle. This can be useful to point at other objects, make text stand out, and so on. Rotating text is much simpler in PowerPoint XP than with previous versions.

Insert Picture opens the Insert Picture dialog box to add a picture from a file. Color allows the graphic to be displayed as originally created (automatic) in Grayscale, Black and White, or Washed Out.

To rotate an object: • Select the object. A green dot will appear above the object as shown. • Point at the green dot and the cursor will become a circle with an arrow. • Drag the dot as desired to rotate the object at any angle (called free rotate). If the Shift key is held down while the mouse is dragged, the object will rotate in 15° increments.

More Contrast increases the contrast (saturation of color, reducing gray). Less Contrast reduces the contrast (saturation of color, increasing gray). More Brightness lightens the color by adding more white to the colors. Less Brightness darkens the color by adding more black to the colors. Crop trims portions of a graphic that aren’t desired or restores previous trim work. Rotate Left rotates the graphic 90° to the left.

Toolbars

Line Style sets the type of line desired around a graphic.

PowerPoint XP allows the customization of features and functions that appear in the toolbars.

Compress Pictures displays a dialog box with methods to make the graphics (and therefore the PowerPoint presentation) smaller, including deleting cropped areas, saving graphics with a lower resolution, and

To customize a toolbar:

compressing graphics with JPEG compression. This can be done for

• Select Toolbars from the View menu and a submenu will be displayed. From the submenu, select Customize. • Click the Commands tab. • Click the menu name that the command is to be added to in the Categories pane of the window. • Locate the command that is to be added in the Commands pane of the window. To view a description of the command, click the Description button. • Drag the desired button from the right-hand (Commands) pane to the desired location on any toolbar. • Follow the steps outlined above to add additional commands to toolbars. • Once all the desired commands have been added, click Close.

selected or all graphics in a presentation. Recolor Picture allows the colors in a picture or chart to be changed to new colors. Does not work for all graphic formats. Format Picture displays the Properties dialog box for the object, where colors, lines, sizes, etc. may be modified. The name of this button will change depending on what object is selected (ex. Format Picture or Format WordArt). Set Transparent Color allows one color in the picture to be the transparent color (and so not printed). Nothing changes on the screen. Reset Picture resets the picture to its original configuration, undoing all changes made with the Picture toolbar.

To view ScreenTips: Point at (but do not click) any toolbar button and the name of the button will be displayed. This works also for comments and hyperlinks. ScreenTips look like this:

Inserting Clip Art Clip art is a sample picture, border, symbol, etc. that comes with Office XP. Additional clip art is available on Microsoft’s Web site and can be obtained by clicking on the Clips Online hyperlink in the Insert Clip Art task pane.

Viewing and Positioning Toolbars Powerpoint XP provides the ability to view any number of toolbars and to locate them where it is most convenient for you. They can be located on an edge of the screen (known as a docked position) or as a floating window.

To insert Clip Art: • If the slide layout includes a place holder labeled "Click icon to add content", click the button to display the Select Picture dialog box, select the desired clip art and click OK. OR • Select Picture from the Insert menu and then choose Clip Art from the submenu. The Insert Clip Art Task Pane will be displayed as shown at right. • In the Insert Clip Art task pane, click the Search button to view all the clip art, or enter criteria as needed to search for specific keywords or types of clip art. • Select the desired piece of clip art to insert.

To view a toolbar: • Select Toolbars from the View menu and select the desired toolbar from the list. OR • Right click on any toolbar and select the desired toolbar from the list. To dock a toolbar: • Position the cursor on the Move Handle and drag it to its new position on one of the sides of the screen. OR • If it is a floating toolbar, double click the toolbar’s name in the title bar and it will dock on the top of the screen.

Inserting a picture: Pictures are generally graphics that are not included with PowerPoint. They may be company logos, family photographs, or just about any other graphic imaginable. To insert picture: • If the slide layout includes a place holder labeled "Click icon to add content" and click the button to display the Insert Picture dialog box, select the desired file and click the Insert button. OR • Select Picture from the Insert menu and then choose From File from the submenu. The Insert Picture dialog box will be displayed. • Select the desired file. • Click the Insert button.

Author: John Hales

Screen representations may vary depending on the version of the software installed. This guide is based on the software version shipping at the time of publication and is accurate to that version. For specific changes to a software application, see the Read-Me file provided with the software application. Screen representations appear courtesy of Microsoft Corporation, Redmond, Washington.

© 2001 BarCharts, Inc. Boca Raton, FL October 2001

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