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Getting Started
PowerPoint 2003 Getting Started
Getting Started
What is PowerPoint?................................................................................................................... 3
Starting PowerPoint.................................................................................................................... 4
Toolbars ....................................................................................................................................... 9
Toolbar Options ..............................................................................................................................10
The Standard Toolbar.....................................................................................................................11
The Formatting Toolbars ................................................................................................................11
The Control Toolbox .......................................................................................................................12
The Drawing Toolbar ......................................................................................................................12
Outlining..........................................................................................................................................13
Picture.............................................................................................................................................13
Reviewing .......................................................................................................................................14
Revisions Pane...............................................................................................................................14
Tables & Borders ............................................................................................................................15
Visual Basic ....................................................................................................................................15
Web ................................................................................................................................................16
WordArt...........................................................................................................................................16
What is PowerPoint?
PowerPoint 2003 is a presentation application that can be used to create presentation materials that can be
shown on overhead projectors or as multimedia screen shows.
You can exchange information between Word, Excel and PowerPoint as required, for example:
You can copy text, images and even entire slides from PowerPoint into a Word document
You can copy any worksheet range or chart from Excel into PowerPoint
Presentations play an important role in business communications. Although many speakers give formal
presentations to hundreds of participants, most of the 33 million presentations delivered daily in the US are
delivered informally to groups of 10 or less. This means people throughout organisations are being called upon to
present their ideas, often on short notice.
Starting PowerPoint
Once you have switched on your computer and logged on to Windows, and you have previously installed Word,
you are ready to launch the application and start creating and editing documents.
If you have a PowerPoint icon on your desktop, you can double-click on this to launch PowerPoint.
If you don't have an icon on your desktop, you can launch Word via the Start menu.
If you are using Windows 2000, or the classic Start menu of Windows XP, choose Start, Programs, Microsoft
Office and Microsoft Office PowerPoint 2003.
Screen Layout
The title bar is positioned at the top of the screen and displays the name of the application as well as
the name of the current presentation. If the current presentation has not been saved, the word
"Presentation" will appear followed by a sequential number matching the number of presentations
created in the current session.
The standard Windows controls appear at the end of the Title Bar:
X Click on Minimise to hide the window and place it on the Task Bar. Click on the Task Bar button to
restore the window.
X Click on Maximise to enlarge the window so that it fills the entire screen.
X Click on Restore to return the window to its original size.
X Click on Close to close PowerPoint.
The menu bar is positioned under the Title Bar and is used to access all of the available commands of
PowerPoint.
X Click on the required menu name to display a list of available commands then click on the
required command.
X Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File menu,
for example, press [Alt F]. Once the menu is open, press the underlined letter of the command
you wish to run.
X To cancel a menu without running a command, click anywhere in the main part of the screen - the
slide area.
PowerPoint 2003's menus are personalised - they show only the commands used most often. When
PowerPoint is launched, the most popular options display in each menu - these can be selected as
follows:
X Click on the required menu name to display a list of available commands then click on the
required command.
X Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File menu,
for example, press [Alt F]. Once the menu is open, press the underlined letter of the command
you wish to run.
X To cancel a menu without running a command, click anywhere in the main part of the screen.
Once you have selected a menu item from the full menu, it will appear automatically in the Personalised menu.
Ask a Question
The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any Word
topic.
X Click in the Ask a Question box and type the Word feature you want to know more about.
X Press [Enter] to display a drop-down list of related help topics.
Some menu commands display additional text. This can often provide clues on what will happen
when the menu command is selected.
X A menu command followed by three dots indicates that a dialog box will be displayed when the
menu command is selected. The dialog box will offer further choices and selections.
X A menu command followed by a right arrow-head indicates that a sub-menu will be displayed
when the command is selected.
X A tick in front of the menu command indicates that the option can be either on or off, and is
currently on.
X An icon in front of the menu command indicates that there is a toolbar shortcut for the menu
command. To run the command without using the menu, click on the icon on the toolbar.
X A key combination after the name of the command indicates that there is a keyboard shortcut for
the menu command. To run the command without using the menu, press the given keystroke
combination.
X If a command is greyed out, this means that the command cannot be used at present. For
example, the Edit, Copy command will be greyed out if no text is currently selected.
The slide area is the large white area to the right of the Outline Pane. This is where you can enter the text and
graphics that make up the slide. Depending on the slide layout used, different placeholders will appear that are
used to position text and graphics.
The Slides tab shows a miniature of each slide in the presentation. This tab can be used to reorder slides by
dragging them up and down
The Outline Pane is used to type the headings and different levels of paragraphs on each slide.
Up to 6 levels of text can be created, including the slide title.
You can hide the navigation pane by clicking on the X to the right of the Slides tab.
Normal View is selected by default when a new presentation is created. In this view, the screen is split
into three panes - each pane can be sized as required.
The left pane shows either an Outline or slide summary. When the Outline tab is selected, text can be typed,
edited and manipulated as required. When the Slides tab is selected, a miniature of each slide in the
presentation is shown - click on a miniature to activate that slide.
The large middle pane shows the current slide exactly as it will print or display in an on-screen presentation.
Text and graphics can be edited in this pane.
The small pane below the slide shows any notes for current slide. Notes can be added or edited as required.
The View buttons along the bottom of the screen can be used to display other PowerPoint views:
View Description
Slide Displays a miniature of each slide, complete with graphics and text. This view is used to
Sorter reorder slides and prepare electronic presentations.
Slide Show Used to show electronic presentations
Each slide of the presentation has an accompanying notes page. Notes page contain a copy of the
slide and a blank space in which notes can be typed to remind the speaker of key points during the
presentation.
Notes can be added to the current slide using the notes pane at the bottom of the PowerPoint
screen.
The status bar appears at the bottom of the screen and shows information such as the current slide number and
the design template being used. The spelling indicator shows if there are errors in the document - a tick shows if
all spelling is correct.
Toolbars
Toolbars provide shortcuts to commonly used tasks and allow you to execute commands with a single click of the
mouse button. Two toolbars are displayed by default - the Standard and Formatting toolbars.
The Standard and Formatting toolbars are displayed on the same line. As with the menus, the most
frequently used icons are placed on the toolbars, with less frequently used icons hidden from view.
Toolbar Options
You can set toolbar options such as showing the standard and formatting on separate lines.
Available options:
Option Description
Show Standard and If this option is unchecked, the Standard and Formatting toolbars will display on a
Formatting Toolbars on two single line. Check this box to display them on separate lines and show all buttons on
rows each toolbar.
This option disables personalised menus to show all menu commands whenever a
Always show full menus
menu is clicked.
Large Icons This will display the buttons in double size on the toolbars.
Check this option to show WYSIWYG names in the Font list of the Formatting Toolbar.
List font names in their font
When you click on the Font list, all font names will show exactly as they will print.
Show ScreenTips This will display or hide the yellow description boxes that appear when the mouse is
on Toolbars held over a button.
Outlining
Used to manipulate the text of a presentation
Picture
Used to insert and format graphic images
Reviewing
Used to insert comments and send presentations via Outlook
Revisions Pane
The revisions pane can be displayed when you are editing a presentation created by another user, or
reviewing the changes made to one of your own presentations. This pane lists each change made to
the current slide, as well as general presentation changes. Any comments added by users will be
clearly shown.
Use the Reviewers drop-down list to choose the person whose changes you wish to view.
Visual Basic
Used to record, play and edit macros
Web
Used when connected to the World Wide Web, this toolbar contains shortcuts for navigating web
pages
WordArt
The following is an example of WordArt - effects that can be added to text and positioned anywhere on the
worksheet.
Task Panes
The task pane displays on the right-hand side of the screen and provides easy access to related
topics. The following Task Panes are available in PowerPoint: