POWER POINTS TIPS

POWER POINTS TIPS
Setting the Default Text Style  To change the style of the text that appears when you type things that aren't the title or the slide body, do the following: Choose the first layout option and click in the title box.  From the Format menu, select Font. Make all the changes that you want there, and then check default for new objects.  Next click OK.  From that point on, new text will be created in that font style and size.   Changing A Design Template To change the design template for the title or slide body objects, on the menu select View…Title or Slide Master.  Click the body of the slide then right click the slide and choose Group…Ungroup.  Delete any part of the design you desire.  Then right click and chooseGroup…Regroup.  When completed choose the slide sorter view mode from the lower left-corner of the screen.   Using More than One Guide If you like using guides, but wish there were more, you can create additional Guides by simply holding down the CTRL key while dragging on an existing Guide. This will create a new guide. To get rid of guides, just drag them off the edge of the slide.   Creating Pages with Slides and Descriptive Text If you want to create printable pages that have notes or descriptive text associated each slide, PowerPoint has a feature designed to do just this called Notes Pages, or Speaker's Notes (depending on which version you're using). To view the Notes page for any slide, go to the View menu and select Notes Pages. You will see an image of your slide there, and a placeholder for adding your script, notes, or any other text you wish. You can cut-and-paste text from Word here if you like. To print these pages, bring up the Print dialog, and at the bottom of the dialog where it says "Print What:", select Notes Pages.  These pages were originally designed to be used as audience hand outs.  To return to the normal view click the Slide View button in the lower right corner.   Building Presentations for Distribution to Others When making a PowerPoint presentation that will be distributed to other people, there are some important things to watch out for that will cause problems: 1. Stick with the fonts that come installed with Windows; Fancy fonts that appear on your machine will cause problems if everyone else doesn't have them. 2. Avoid embedding sounds and videos: these will not go from Mac to Windows gracefully, and you have to be very careful about how you insert the files in order to get them to "travel" properly. See the FAQ section for more information on this. 3. Design the presentation on the lowest version that you think might be in use. For example, if you want the presentation to be able to be viewed by Mac users (who may not have upgraded to the latest version), you will want to design your presentation in PowerPoint 4.0. If you don't have PowerPoint 4, then you'll want to save your presentation in the lowest format you think people will have. For cross-platform distribution, 4.0 is still your safest bet; for Windows-only distribution, save to PowerPoint 95. When you down-rev save, be prepared for some visual changes in your file--the previous version may not support some of the features you've put in, so be sure to sanity check your file on several different machines and versions BEFORE you distribute it!   Easily Changing from Caps to Lower Case (or Vice Versa) If you have text that is in the wrong case, select the text, and then click Shift+F3 until it changes to the case style that you like. Clicking Shift+F3 toggles the text case between ALL CAPS, lower case, and Initial Capital styles. This useful trick works with Word too!   Nudging Objects You can use the arrow keys to move objects very small distances. This is a big win for those laptop users who no longer have mice. Select the object, then use your arrow keys. Each press of the key will move the object on "grid unit" (1/12th of an inch, don't ask why); if you hold down the Ctrl key while nudging, or if you have the grid turned off, you can move the objects one pixel at a time.   Saving Across Multiple Diskettes Since PowerPoint 7.0 (the one in Office 95, also known as PowerPoint '95) you have the option to save large files over multiple diskettes. From the File menu, select Pack and Go. This wizard will compress your PowerPoint presentation and copy the file onto as many floppies as are necessary.   Draw A Line Perfectly Horizontal or Vertical Depress the Shift key while dragging to create your line.   Draw A Perfect Square Depress the Shift key while dragging to create your square.   Draw A Perfect Circle  Depress the Shift key while dragging to create your circle.   Quickly Access the Slide Master  Click on the Slide View icon (at the top-left of the screen), while depressing the Shift key.   Create A New Design Template  Click on the File drop down menu, select New and then select the Design Template tab. Select an existing design template that most closely matches what you wish to achieve. Make changes to the slide master as required. Then save the file as a template using the SaveAs command to save the file as a dot file.   Preview A Presentation in Black and White  Click on View…Black and White.   Send to the Back or Bring Forward an Object  Right click on the object, select order, and choose the desired command.   Insert the Copyright Symbol   To insert the copyright © symbol, enter (c) To insert the Trademark ™ symbol enter (tm) To insert the registered ® symbol enter (r)   Saving Shows  Save your presentation as a ‘PowerPoint Show’ (.pps) and your presentation will open straight into screenshow mode.   To change a .pps back to a presentation for editing, locate the file name, right click the file name, choose rename, and change the .pps extension to .ppt.  A warning about instability will appear, but no harm will be done to the presentation.   Jumping to Screens    In show mode type a number then hit ‘enter’ to go to straight to that screen i.e. ’1’ to go back to the 1st screen. This is particularly useful if you have a large show for multiple speakers - just make a note of the slide number where each one starts - and during rehearsal, simply keying the number and pressing enter, jumps you straight to the right place. Quick and efficient.   Hiding Screens  In the show mode you can hide your first (or any other) screen until you are ready to start by pressing ‘B’’ to blackout the screen or (‘W’ to ‘whiteout’ the screen) then press the ‘B’ or ‘W’ again to reveal the screen when you are ready.   To Go to the First Slide or Last Slide  Ctrl+Home will take you to the first slide in a presentation, Ctrl+End will take you to the last slide.   Toolbar Tips You can customize your toolbar to contain buttons for tasks that you routinely conduct. Click View…Toolbars…Customize. Click the Commands Tab and choose the desired task. Click and drag the accompanying icon to your preferred location in the toolbar. Close the customize window.   Setting up the Show To set up the presentation to run continuously, click Slide Show…Set Up Show. Check ‘loop continuously until ESC’ and click OK. To set up the presentation with timed settings on each slide, click Slide Show…Rehearse Timings. As each slide appears a rehearsal clock will appear in the upper left corner. When the desired time has expired click the mouse to progress to the next slide. After viewing the entire show you will be asked if you wish to save the rehearsed time. Click Yes. To record your own narration for the presentation click Slide Show…Record Narration.   Printing the Presentation You have many options for printing your presentation.  Click File…Print.  You can choose to print it as slides or handouts and choose how many will fit on a page, print it as a Notes Page, or print it in the outline view.  Other options include to print it in Grayscale, Pure Black and White, or with Animations.  You can also choose to print only specific slide numbers or print all slides.   Scrolling Credits Scrolling text can be an effective means of ending or beginning a presentation. Click the desired text. When the Custom Animation text box opens, click the Effects tab. Click the arrow at the right side of the Entry Animation list box to expand the list. Locate Crawl From Bottom and select it. Check the list box labeled Introduce Text. If it isn't set to All at Once, click the arrow at the right side of the list box and select All at Once. Click the Timing tab and select the radio buttons labeled Animate and Automatically. Click OK to close the dialog box and save your changes.   Keyboard Shortcuts Insert a new slide CTRL+M Switch to the next pane (clockwise) F6 Switch to the previous pane (counterclockwise) SHIFT+F6 Make a duplicate of the current slide CTRL+D Start a slide show F5 Promote a paragraph ALT+SHIFT+LEFT ARROW Demote a paragraph ALT+SHIFT+RIGHT ARROW Apply subscript formatting CTRL+EQUAL SIGN (=) Apply superscript formatting CTRL+PLUS SIGN (+) Open the Font dialog box CTRL+T Repeat your last action F4 or CTRL+Y Find CTRL+F View guides CTRL+G Delete a word CTRL+BACKSPACE Capitalize SHIFT+F3 Bold CTRL+B Italicize CTRL+I Insert a hyperlink CTRL+K Select all CTRL+A Copy CTRL+C Paste CTRL+V Undo CTRL+Z Save CTRL+S Print CTRL+P Open CTRL+O

Generate Random Numbers  Need to create random numbers?  You can do it in Excel.   To generate a number between 0 and 1, type =RAND() in a cell. To generate a number between 1 and 100, type =RAND()*100. After entering, use the fill handle to quickly populate as many cells with random numbers as needed. To use the fill handle, click the cell, move your pointer over the lower-right corner of the cell until it turns into a black plus sign, and drag it horizontally or vertically across the cells you wish to populate.  The cells can then be formatted as desired.   No Formula, Please  When copying and pasting a cell that contains a formula, use the Paste Special feature.  First, copy the cell (Edit...Copy).  Next click in the desired location and click Edit...Paste Special.  Choose Values to copy the number only and not the formula.     Insert Time/Date in Excel  Try these keyboard shortcuts to insert the time/date in an Excel spreadsheet: Current date: Press CTRL+SEMICOLON  Current time: Press CTRL+SHIFT+ SEMICOLON  Current date and time: Press CTRL+ SEMICOLON then SPACE then CTRL+SHIFT+ SEMICOLON Hide Worksheets in Excel 2002  To hide Excel worksheets to prevent unwanted changes, Select the worksheet, click Format...Sheet...Hide.    Color-Coding Excel Sheet Tabs in Excel 2002 In Excel 2002, color-code sheet tabs for easier identification or grouping.   Select the sheet(s) by holding down the CTRL key and clicking the tabs.  Click Format...Sheet...Tab Color. You can also right-click the sheet tab and choose  click Tab Color.    Pasting an Excel Table and Its Formatting into Word In Excel, select the table and click Edit..Copy.  Switch to Word, and click where the table will be located.  Click Edit...Paste. Using the Paste Options smart tag, select one of the following options: To keep the formatting, select Keep Source Formatting. To automatically keep data updated as it is updated in Excel, select Keep Source Formatting and Link to Excel.  To match the style of another table in the Word document, select Match Destination Table Style. To link the table instead of copying it, select Match Destination Table Style and Link to Excel.   Go To To search for specific cells, such as ones that have formulas or ones that just contain values, use the Go To feature.   Click Edit...Go to...and choose the desired feature.   Shortcut Keys To see a complete list of shortcut keys in Excel, press F1 on the keyboard and type shortcut keys in the search box.     Customizing Toolbars Right-click on any toolbars and click the customize the toolbar.  Click the Command tab, select the desired category, and click and drag new features from the right command box to the toolbar.   Quick Graphs Want to create a quick graph?  Click anyway in the Excel data on the spreadsheet, press F11 key and presto!  Right-click in the graph border to change the type, location, or data.   Basic Keyboard Shortcuts F1 Help  F2 Edit current Cell  F5 Goto  F7 Spell Check  F12 Save file as  CTRL + A Select entire worksheet.  CTRL + B Toggle Bold Text.  CTRL + C Copies the item or items selected to the Clipboard and can be pasted using CTRL + V.  CTRL + F Displays the Find dialog box.  CTRL + H Displays the Replace dialog box.

Selecting Synonyms  A fast way is to locate a synonym for a word is to select the word and right click it. In the menu, select synonyms and click your desired replacement.   Remove All Formatting  To remove all of the formatting from a Word document, press CTRL+A (or select the portion of the document to be changed) then pressCTRL+SHIFT+N.    Double-Click to Format Bullets and Numbering To open the Bullets and Numbering dialog box and adjust the numbering scheme, just double-click one of the  numbers  or bullets in the list.   Sharing Documents with Non-Word Users Click File...Save As.  In the Save as type box, select the necessary file type.  Rich Text Format (*.rtf) or WordPerfect 5.1 for DOS (*.doc) will work with almost any word processor program.    Customizing Toolbars Right-click on any toolbars and click the customize the toolbar.  Click the Command tab, select the desired category, and click and drag new features from the right command box to the toolbar.  It is especially helpful to add the "insert picture... from file" button  to the toolbar.   Screen Capture How did I create that insert picture button above?  I usedthe screen capture feature of Windows. Press the Prnt Scrn (Print Screen) key on the keyboard and open Word. Click Edit...Paste (Ctrl + V).  The image can then be cropped using the Picture Toolbar (only available with later versions of Word).   Viewing the Document There are 4 views for every Word document.  These are found in the lower left corner of the screen.  The most common is the print layout view.  Hold the mouse over the other buttons to find the Normal, Web Layout, Print Layout, and Outline Views. Learn to Use Undo Make a mistake? Press [Ctrl]Z or choose Undo from the Edit menu right away. Keep pressing [Ctrl]Z to backtrack through and undo the most recent editing changes you've made. Templates Creating professional documents in a limited amount of time is a challenge to everyone. Word makes this process easier than ever with the Template function. Normally, when you create a new document, you click on the New Document tool on the toolbar. This simply creates a new blank document based on your Normal template. To use a formatted template, you must click on File, New. This opens the template dialog box. Double click on the template or Wizard you want to use, and Word will set everything up. There is a huge assortment of templates available for you to use. You can create different styles of letters, memos, resumes, or other types of documents. There are even Wizards available for some of these document types that lead you step by step through the creation of a stylish, professional newsletter, resume, letter or fax. ·         Document Zoom Click View…Zoom… to choose the document zoom percentage.  There is also a zoom tool on the standard toolbar.  ·         Selecting Text ü      To select a word, double-click the left mouse button on the word ü      To select a sentence, hold down CTRL and single-click the left mouse button on the sentence. ü      To select a line of text on the screen, single-click with the left mouse button in the left screen margin at the line you want to select. ü      To select a paragraph, triple-click the left mouse button in the paragraphs ü      To select the whole document, hold down CTRL and A, or triple-click the left mouse button in the left margin of the screen.  Using AutoCorrect Right-click on a word that's flagged as misspelled. If a correct suggestion appears on the shortcut menu, choose it from the AutoCorrect submenu to create an AutoCorrect entry.  Find and Replace Click Edit…Find to type in text you desire to replace.  You have the option to replace the text one time or replace it every time it appears in the document.  Selective Word Count Need to know how many words, characters, paragraphs, or lines appear in a portion of a document? Just select the text you want to run the count on prior to choosing Word Count from the Tools menu. ·         Shrinking a Document to Fit If you've created a document and one or two lines spill over unto a new page, you can use the "Shrink to Fit" feature to fit everything on the page. Choose File, Print Preview and click on the Shrink to Fit button.  ·         Create A Desktop Shortcut To A Document Click File…Save As…Click the drop down arrow and choose Desktop.  Removing Formatting for a Portion of Text To quickly remove character formatting, such as bold, italic, or underline, and reset text back to the normal style, select the text and press Ctrl+Spacebar (Ctrl+Shift+Z also works). To reset paragraph formatting, such as tabs and indents, back to the normal style press Ctrl+Q.  Toggle through CASE Changes You can quickly change the case of text from Title to UPPER CASE to lower case by selecting the text and pressing Shift-F3. Each time you press Shift-F3, the case will change.   Standardized Fonts Have you ever found the perfect font for a document and you want the viewer of your spreadsheet to see the same font, but you're not sure they have the same font?  When you save your document select Tool / Options and on the Save tab select Embed TrueType Fonts and select OK.  Now everybody will get it.   Date Code Automatically keeps dates current in your letters, memos, etc.  Choose Insert, Date and Time, and select the date format you want in your document.  Then check the small box at the bottom that says “update automatically.”  Insert Pictures and Clipart Click Insert to add pictures.  Pictures and clipart can also be adding using the copy and paste feature from the Internet if using Internet Explorer Browser.  Go to http://jc-schools.net and right click any picture.  Select copy.  Then click the Word button in the Task bar and click paste to instantly paste that image into Word.  If using Netscape you must choose Save Image As instead of the copy command.  You can also insert Screen Shots by clicking the Print Screen button on your keyboard.  This will send the image to the computer clipboard.  By choosing Paste in Word that image can be inserted into the document.  There is a Picture Toolbar (click View…Toolbars) which permits image editing.  The image can be wrapped, cropped, lightened, darkened, or made into a watermark.   Other Text Effects To add text to a document you can use the textbox button in the Drawing Toolbar at the bottom of the screen.  The textbox can be formatted with fill or no fill and have an outline or have no line.  There are a variety of line shapes, textures, and sizes.     Animated Text Select a section of text with your mouse. Right-click the text and choose "Font" from the popup menu that appears. On the multi-tabbed dialog box that follows, select the "Animation" tab. Now, select an animation that you would like to see. You can see examples of each animation in the preview window. When you are done, press "OK" to close the dialog box.  Adding Borders Make sure you are in the Print Layout View.  To add a border to page Click Format…Borders and Shading…From the Page Border tab choose the desired style, color, width, or if desired, choose an Art border.    ·         Getting Rid of Nuisances! How do I get rid of these ¶¶¶¶?  Click Tools … Options…Click the  "Views" tab sheet. Under "Nonprinting Characters" unselect "Paragraph Marks". How do I get rid of overtype?  Choose Tools…Options…Edit tab…uncheck Overtype Mode.   Shortcut Keys in Word CTRL + A Selects all in the current document.  CTRL + B Bold text.  CTRL + C Copies the item or text to the Clipboard + can be pasted using CTRL + V.  CTRL + D Displays the Font dialogue box.  CTRL + E Centre Alignment.  CTRL + F Displays the Find dialog box, to search the current document.  CTRL + G Displays the Go to dialog box, to go to a specific location in the current document.  CTRL + H Displays the Replace dialogue box.  CTRL + I Italic text.  CTRL + J Full Justification.  CTRL + K Create Hyperlink  CTRL + L Left Alignment  CTRL + M Tab  CTRL + N Creates a new document.  CTRL + O Displays the Open File dialogue box.  CTRL + P Displays the Print dialog box.  CTRL + R Right Alignment.  CTRL + S Displays the Save dialog box.  CTRL + U Underline text  CTRL + V Pastes the copied item or text from the Clipboard into the current position in the document.  CTRL + X Cuts the item or text selected to the Clipboard.  CTRL + Y Redo the last undone action.  CTRL + Z Undoes the last action.  CTRL + ENTER Insert Page Break.  CTRL + F2 Show Print preview.  CTRL + F4 Closes the active document window.  CTRL + F6 Opens the next document window. CTRL + 1 Single spaces text CTRL + 2 Double spaces text CTRL + 3 Triple spaces text