Office Productivity Tools 2 Laboratory Exercise 2 Formatting

Office Productivity Tools 2 Laboratory Exercise # 2 Formatting 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 every laboratory session. Files to be used: • Activity 3 xxx. ppt Basic Information: The Formatting Toolbar To format text in a presentation means to change its font type, size, and style. The Formatting toolbar gives access 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 Layouts Power. Point slides may include text, drawings, charts, outlines and/or graphics. Each Power. Point slide is made up of different placeholders. The Auto. Layout dictates how these placeholders are arranged on a slide. There are three types of placeholders in a Power. Point 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 Layouts When you are creating a new presentation or editing an existing one, slide layouts are useful in helping you choose how you want your slide to look like. A Power. Point slide layout contains placeholders where you can 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 done with your presentation in no time! To apply a slide layout, select Slide Layout on the Task Pane list. Select the layout you want to apply to your slide by clicking on a layout. You can apply different layouts on different slides or you can select all slides in your presentation and apply a single slide layout. Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 On the other hand, there are four types of slide layouts: Text layouts, Content layouts, Text and Content Layouts, and Other Layouts. Simply point to the boxes and a tool tip will appear indicating the kind of the layout. Inserting New Slides To insert new slides, click on the New Slide button on the Formatting toolbar or select New Slide from the Insert menu. A new slide will appear after the current slide in your presentation and the layout that is applied on the inserted slide is the Bulleted List layout. Formatting Fonts 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 every possible character formatting option such as adding special effects like shadow and emboss. Inserting Text can be inserted in several ways: • through the placeholders • through an inserted text box • entering text using an Auto. Shape from the Drawing toolbar • using the Insert Word. Art command (which will be discussed in the succeeding lectures) Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 and Redo Undo Feature This feature of any Microsoft Office application allows you to edit any unintentional actions you’ve done to the 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, Power. Point does not allow this feature. About Text Boxes The most important objects that you can add to your slides are text boxes. A text box is where you can add text to your presentation without using any placeholders from the preset slide layouts. Add your own text boxes using the Text Box button from the Drawing toolbar. More about text boxes: • • • surrounded by a thin dashed border that looks like a text placeholder click inside its boundaries to start typing in text resize by clicking and dragging any sizing handle until the text box reaches the desired size move by clicking any of the border and drag to the desired location rotate by clicking and dragging the green rotating handle can be added and deleted as needed The Format Painter is one of the most important tools you will be using in an MS Office application. It is used to copy how text and objects are formatted and then applies the same formatting to other text and objects elsewhere in the presentation. Instead of repeating the same process of going through the Formatting toolbar or the Font dialog box, simply select the text with the formatting you want to copy. Then, highlight the text where you want to apply the copied formatting. Formatting Paragraphs To format a paragraph is to format the alignment of the text in a placeholder or in a textbox. The text inside must be first accessed before accessing its dialog box to enable this option from the Format menu. There are four alignments: align to left, right, center, and justified. The line spacing as well can be formatted. Line Spacing Line spacing adjusts the amount of space that appears before and after a paragraph, and how much space appears between the lines of text in a paragraph. The Line spacing command from the Format menu is useful when you want to double-space a paragraph. Formatting Bullets A Bullet List is basically a list of different terms. The beginning of each item is separated by a special character called a bullet. The most often used basic bullet character looks like a large dot ( • ), although practically any other character -- even numbers -- can be used as bullets depending on your needs. Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 You can select the Bulleted List from the Auto. Layout placeholder. Just like a Title Slide, it has two placeholders. Click on the text placeholder and type the text. Each bullet list can have multiple levels. As shown 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 Demote or click the button. To move a line one level to the left, press <SHIFT+TAB> Promote button. A bullet can change according to your preference; it may be another character, picture or an image or simply change the color of it. The Bullets and Numbering dialog box allows you to customize the bullets you will use. Setting the Page There are only two orientation of page available in all Microsoft Office applications: Portrait and Landscape. There 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. Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 Using the Spell Check Once you have entered text into your slide presentation, sometimes, you cannot avoid the fact that there are errors in your spelling that you might have overlooked. Power. Point has the spell checker feature, which helps you detect and correct any spelling errors. A misspelled word is indicated by a red, wavy underline. To check for misspelled words; select the Spelling command from the Tools menu or simply click on the Spelling button from the Standard toolbar. These two procedures 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 red underlined word to show the shortcut menu. The shortcut menu appears with suggestions and several other options. In addition, pressing <F 7> key also brings you to Spelling dialog box. Understanding Smart Tags Smart tags are one of the newest features in any MS Office 2003 application. They are like the shortcuts of right-mouse button. Smart tags appear when you perform certain actions such as pasting information or changing the layout and format of a text. Activity #4 Formatting Presentation 1. 2. 3. 4. 5. 6. 7. 8. 9. Open the MS Power. Point 2003. Open the file Activity 3 xxx. ppt. 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>. Click on the title placeholder and key in: Features of Power. Point 2003. Click on the text placeholder and key in: Package to CD, then press the <ENTER> key. Click on the Demote or the Increase Indent button. Your bullet must be on the second level now. Key in: Package to CD creates a copy of your presentation on a folder or CD that is completely selfsufficient – it embeds fonts, relocates linked files and also includes the Viewer. Click anywhere to close the placeholder. 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 Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 Slide 4 Slide 5 10. You must now have five slides. Save this presentation as Activity 4 xxx. ppt. Another way of saving as the file aside from File menu > Save As command, is by pressing <F 12> 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. types andbesizes. us firstyour format thefirst titlebefore placeholder. You must consider for your audience when It would nice Let to format fonts formatting your paragraph it will vary to the font formatting your fonts, is it readable, the size and the color, how far your audience is to the computer, or from the projector. However, your presentation must look like a professional one when presenting to a set 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, select the size to 40. 12. To make your font more attractive, let’s use other color and font type. Simply select the title placeholder 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 scroll bars and click the font type. Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 14. Still on the Font dialog box, click on the Color drop-down list and choose your desired color. Aside from the given colors, you may also click on the More Colors option. Simply click the color either from 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 size drop-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 type the desired size or access the Font dialog box. You may also change the second level. For this, font size 27 is also enough. You must remember that there is a leveling of items when they are bulleted. The first level must have the higher 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 or several symbols or characters. 18. To use only one symbol or character, click the text placeholder. Access the Format menu and choose 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. Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 20. If you can not see the said symbol, click the Customize button. This allows you to access the Symbol dialog 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 button instead 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 and Numbering 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. changing the format with a single click, use the Format Painter. For an easier way of 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 placeholders in 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 are encouraged to use the Portrait orientation instead of Landscape orientation. The latter is more applicable Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 when presenting a report that includes more images. However, the landscape orientation can also be used when texts in a presentation is few. But, Power. Point does not allow you to use both orientations in a single presentation. 30. For the presentation you did, it would be appreciated in the landscape orientation. However, if you still 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 orientation for the notes, handouts and outline. Navigate on it to view the available sizes for the presentation. Also, remember that Power. Point allows you changing the page orientation or any options from the Page Setup dialog 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 that everything was set up. Notice the red wavy line under several words. Power. Point identifies that these words are spelled wrong and/or there are suggested words to use other than you used. Make sure that you are on the first page so that Power. Point will check the very first word in your presentation. 32. Access the Format menu and click Spelling option or press <F 7>. 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. Power. Point then checks the next incorrect word or grammar. 35. If you think that your grammar is correct, then you may have the option of clicking the Ignore or Ignore All button. Laboratory Exercise 2 – Formatting Presentations

Office Productivity Tools 2 It is usual that the first word that Power. Point suggests is the right word. However, there are instance that the correct word must be navigated. Like the word colos which should be colors. Choose from the suggested words, select the appropriate word and click OK or simply double-click the word. 36. Continue checking your spelling and grammar. checking the presentation’s texts. 37. Save your work and close the application. *http: //www. indezine. com/products/powerpoint/pp 2003. html Laboratory Exercise 2 – Formatting Presentations Power. Point will prompt you if it is already done