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PPT Lesson 2
- 1. Microsoft® PowerPoint 2010 Microsoft Office PowerPoint 2010 Lesson 2: Working with Text Courseware #: 3246
- 2. Microsoft® PowerPoint 2010 Lesson Objectives • insert and modify text in • cut, copy, and paste text placeholders • indent text • create and format bulleted and numbered lists • insert, modify, and delete text boxes • format text • create, modify, and delete WordArt © CCI Learning Solutions Inc. 2
- 3. Microsoft® PowerPoint 2010 Adding Text • Most text typed in placeholders. • 3 types of text placeholders: title, subtitle, and text. • Empty placeholders don’t appear in slide shows. © CCI Learning Solutions Inc. 3
- 4. Microsoft® PowerPoint 2010 Using the Spelling Checker • On the Review tab, in the Proofing group, click Spelling, or • press F7, or • right-click a misspelled word and click Spelling, or • double-click Spell Check on the status bar. • Note language in Status Bar. © CCI Learning Solutions Inc. 4
- 5. Microsoft® PowerPoint 2010 Using the Thesaurus • Use variety in words to increase viewers’ interest in presentation. • Replace long sentences with fewer, more precise words. • To access Thesaurus: – right-click a word, phrase, or placeholder in your presentation and click Synonyms; or – On the Review tab, in the Proofing group, click Thesaurus or Research; or – press Shift+F7. © CCI Learning Solutions Inc. 5
- 6. Microsoft® PowerPoint 2010 Organizing List Information • Variety of bullet and numbering styles available; or • Create new style © CCI Learning Solutions Inc. 6
- 7. Microsoft® PowerPoint 2010 Creating Lists • To apply list style to selected text, on Home tab, in Paragraph group, click Bullets or Numbering. • Demote with Tab; promote with Shift+Tab © CCI Learning Solutions Inc. 7
- 8. Microsoft® PowerPoint 2010 Customizing Lists • Select ready-to-use bullet and numbering styles; or • Define new bullet or numbering style. • Change font, color and size. • Change numbering to start at other than 1 © CCI Learning Solutions Inc. 8
- 9. Microsoft® PowerPoint 2010 Formatting Text • Adjust font face, size, color, weight and more • Use Ribbon or mini-toolbar • Copy formatting with the Format Painter • Can clear all formatting from selected text © CCI Learning Solutions Inc. 9
- 10. Microsoft® PowerPoint 2010 Formatting Paragraphs • Adjust these aspects of whole paragraphs: – Alignment – Line spacing – Indentation – Text direction • Use Ribbon or Paragraph dialog © CCI Learning Solutions Inc. 10
- 11. Microsoft® PowerPoint 2010 Indenting Text • Indents useful for bulleted and numbered lists • View ruler to see exact measurements • Use markers on ruler or buttons on Home tab in Paragraph group • 3 types of indent markers: – First line – Hanging – Left © CCI Learning Solutions Inc. 11
- 12. Microsoft® PowerPoint 2010 Using Cut, Copy and Paste Cut Remove from original location in current presentation, and place in Clipboard. Copy Copy from original location in current presentation, and place in Clipboard. Paste Insert item from Clipboard into presentation at current cursor position. Clipboard Temporarily stores cut or copied items © CCI Learning Solutions Inc. 12
- 13. Microsoft® PowerPoint 2010 Using Cut, Copy and Paste • On the Home tab, in the Clipboard group, click Cut, Copy or Paste; or • use keyboard shortcuts: – Ctrl+X Cut – Ctrl+C Copy – Ctrl+V Paste © CCI Learning Solutions Inc. 13
- 14. Microsoft® PowerPoint 2010 Using Cut, Copy and Paste • Paste Options button appears with pasted item • Click to display how pasted item can appear here • Number and type of options vary based on item Keep Source Keep formatting for item as it was in original presentation. Formatting (K) Use Destination Styles Use a style that exists in this presentation on the pasted item. (S) Keep Text Only (T) Remove any existing formatting with original item and keep text only. Use Destination Theme Apply the paragraph and text formatting in the destination to the (H) pasted text. Picture (U) Paste the text as a picture. Set Default Paste Set how all pasted items of this type appear. © CCI Learning Solutions Inc. 14
- 15. Microsoft® PowerPoint 2010 Using the Office Clipboard • Collect up to 24 items in the clipboard, then paste one at a time in any order. • Use Paste All to paste all items in order in which they appear in Clipboard. • Keep track of cut items after they disappear from slide. © CCI Learning Solutions Inc. 15
- 16. Microsoft® PowerPoint 2010 Using the Office Clipboard • On Home tab, in Clipboard group, click Office Clipboard Task Pane Paste All Paste all items currently in Clipboard in same order as in Clipboard. Clear All Clear all items from Clipboard. Options Select options on how Clipboard works. © CCI Learning Solutions Inc. 16
- 17. Microsoft® PowerPoint 2010 Moving Text Using Drag-and-Drop • Drag text to move selection of text • Best used to move text short distances • Does not use Clipboard, leaving contents of Clipboard intact • Select text, drag text and drop it to new location – “ghost” cursor appears as guide © CCI Learning Solutions Inc. 17
- 18. Microsoft® PowerPoint 2010 Formatting Placeholders • Change formatting of whole placeholder, not just the text within it. • Start with Quick Styles; and/or • Adjust Outline, Fill and Effects © CCI Learning Solutions Inc. 18
- 19. Microsoft® PowerPoint 2010 Using Text Boxes • Similar to text placeholders • Automatically enlarges or Tolano Adventures shrinks depending on amount of text Tolano Adventures Tolano Adventures Tolano Adventures © CCI Learning Solutions Inc. 19
- 20. Microsoft® PowerPoint 2010 Inserting Text Boxes • On the Insert tab, in the Text group, click Text Box; or Sample text box • on the Insert tab, in the Illustrations group, click Shapes, and then click Text Box; or • under Drawing Tools , on the Format tab, in the Insert Shapes group, click Draw Text Box, then • click to draw text box in desired size and position on slide, then • type text into box. © CCI Learning Solutions Inc. 20
- 21. Microsoft® PowerPoint 2010 Selecting and Moving Text Boxes • Click text border to select and format it separately from text within • To move: – drag on the slide; or – right-click the text box and click Size and Position; or – under Drawing Tools, on the Format tab, in the Size group, click the Size Dialog box launcher, and then select the Position tab. © CCI Learning Solutions Inc. 21
- 22. Microsoft® PowerPoint 2010 Resizing Text Boxes • Use handles to resize visually (press Shift to retain proportions); or Tolano Adventures • under Drawing Tools, on the Format tab, in the Size group, click Shape Height or Shape Width. Then click or type in a height or width and press Enter; or Tolano Adventures • right-click the text box and click Size and Position; or • under Drawing Tools, on the Tolano Adventures Format tab, in the Size group, click the Size Dialog box launcher. © CCI Learning Solutions Inc. 22
- 23. Microsoft® PowerPoint 2010 Resizing Text Boxes • By default, text box resizes to fit text. • Options: – Do not Autofit – Shrink text on overflow – Resize shape to fit text • Also adjust internal margins © CCI Learning Solutions Inc. 23
- 24. Microsoft® PowerPoint 2010 Rotating a Text Box • Rotate or flip text boxes vertically or horizontally: – On the Home tab, in the Drawing group, click Arrange, and click Rotate, or – under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Rotate, or – drag the Rotation handle (green circular handle) in a circular movement. © CCI Learning Solutions Inc. 24
- 25. Microsoft® PowerPoint 2010 Formatting Text Boxes • Very similar to formatting text placeholders • Click text box border to select it, then apply formatting options on Format tab – Styles, Word Art, etc. • Can format text within box when box is selected, using options on Home tab in Font group, or WordArt Tolano Adventures © CCI Learning Solutions Inc. 25
- 26. Microsoft® PowerPoint 2010 Using the Selection Pane • Easier to see and select objects on a slide • On the Home tab, in the Edit group, click Select, then Selection Pane • Can show, hide and re-order objects • Press Ctrl to select multiple objects © CCI Learning Solutions Inc. 26
- 27. Microsoft® PowerPoint 2010 Changing the Order • Arrange overlapping text boxes • Select object, then under Drawing Tools, on the Format tab, click one of these options in the Arrange group: Bring Moves the selected text box one level up, Forward closer to the viewer. Bring to Moves the selected text box to the top, Front closest to the viewer. Send Moves the selected text box one level Backward back, away from the viewer. Send to Moves the selected text box to the bottom, Back farthest from the viewer. © CCI Learning Solutions Inc. 27
- 28. Microsoft® PowerPoint 2010 Aligning Text Boxes • Align boxes and space them evenly on the slide so they don’t distract viewers • Select 2 or more text boxes, then under Drawing Tools, on the Format tab, in the Arrange group, click Align and choose one of these options: Align Left Align all text boxes with the text box furthest left on the slide. Align Center Center all boxes horizontally based on the center point of each text box. Align Right Align all text boxes with the text box furthest right on the slide. Align Top Align all text boxes with the text box at the highest point on the slide. Align Middle Align all text boxes vertically at the middle of the slide. Align Bottom Align all text boxes with the text box at the lowest point on the slide. © CCI Learning Solutions Inc. 28
- 29. Microsoft® PowerPoint 2010 Distributing Text Boxes • Options for spacing text boxes evenly on a slide: Distribute Arrange the text boxes from left to right on the slide with equal Horizontally space between each. Distribute Vertically Arrange the text boxes from top to bottom on the slide with equal space between each. © CCI Learning Solutions Inc. 29
- 30. Microsoft® PowerPoint 2010 Changing the Vertical Position of Text • Align text within a box to the top, middle, or bottom, or the center top, middle or bottom • Add impact by changing the orientation of text using Text Direction. © CCI Learning Solutions Inc. 30
- 31. Microsoft® PowerPoint 2010 Reusing Formatting • Useful for consistent formatting of text boxes • Right click text box and select Set as Default Text Box © CCI Learning Solutions Inc. 31
- 32. Microsoft® PowerPoint 2010 Setting Tabs Inside a Text Box • Tabs are useful for columns of information, such as numbers and dates • Align left, center, right or decimal • Create by dragging alignment marker on ruler; or Left • on the Home tab, in the Paragraph Center group, click the Dialog box Right launcher. Click Tabs to set a value for a tab stop position or type in Decimal Default tab stops. © CCI Learning Solutions Inc. 32
- 33. Microsoft® PowerPoint 2010 Creating Columns • Easier to use than tabs for 2 or 3 columns of text. • To format text in a text box in multiple columns, on the Home tab, in the Paragraph group, click Columns. © CCI Learning Solutions Inc. 33
- 34. Microsoft® PowerPoint 2010 Using WordArt • WordArt allows you to create three-dimensional text • To insert WordArt, on the Insert tab, in the Text group, click WordArt (or select text first). • Can change the shape, fill, effects, etc. on Format tab © CCI Learning Solutions Inc. 34
- 35. Microsoft® PowerPoint 2010 Lesson Summary • insert and modify text in • cut, copy, and paste text placeholders • indent text • insert and modify text in placeholders • insert, modify, and delete text boxes • create and format bulleted and numbered lists • create, modify, and delete WordArt • format text © CCI Learning Solutions Inc. 35
- 36. Microsoft® PowerPoint 2010 Review Questions 1. How do you demote a bullet? 2. List the types of text alignment in PowerPoint. 3. What are Quick Styles? 4. How do you copy formatting from one paragraph to another? 5. How do you cut or copy multiple items and paste them all later? 6. How do you move items from one slide to another slide? 7. How do you adjust the spacing between characters in a title? 8. How do you add text anywhere on a slide in addition to the slide layout placeholders? 9. How can you select all objects on a slide? © CCI Learning Solutions Inc. 36
- 37. Microsoft® PowerPoint 2010 Review Questions 10. How can you select some but not all objects on a slide? 11. How do you set the height and width of a text box to exactly 2"? 12. How do you align a group of text boxes to the left? 13. When aligning text in text boxes what are the six types of alignment available in PowerPoint? 14. How do you rotate a text box to a specific angle? 15. How do you increase the internal margins of a text box? 16. How do you format a text box with two columns of text? 17. How do you add an effect to a WordArt object? 18. How can you create a link in your presentation to a Web site? © CCI Learning Solutions Inc. 37
Editor's Notes
- Briefly introduce the topics that will be covered in this lesson so students are aware of the new skills they will learn. Remind students that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.
- Most students should have no trouble entering text on a slide, though they may not initially understand what a placeholder is, and especially that if it’s left empty, nothing will appear in the slide show (even though the placeholder appears on the slide).Encourage students to think about keeping text brief on slides, saving some things to speak during the presentation, and using slides just for key points. Presenter Notes may be added to a slide as a place for additional text, and will be covered in another Lesson.
- Spelling checkers will be familiar to most students so you likely won’t need to spend too much time on this topic. You might point out one of the differences in PowerPoint 2010 over other programs, in that students can right-click on a misspelled word to immediately view and select the correct spelling, without having to spell-check their entire presentation. Be sure to enable spell checking in Options and to review the wavy underline that appears under misspelled words. Also be sure to demonstrate how to determine the language set for the presentation (i.e. in the Status bar) and how to change it.
- As with the spelling checker, most students will be familiar with a thesaurus built-in to a software application, though they may not use it often. Remind students about keeping text brief and suggest they may be able to replace multiple words with a single, more precise one, by searching in the thesaurus.Point out the right-click option for selecting synonyms as a handy shortcut that doesn’t interrupt the flow of writing text in a slide, as well as the other methods: Shift-F7, or on the Review tab, in the Proofing group, click Thesaurus or Research.
- Many students will be familiar with creating bulleted and numbered lists from Word, email clients, and other programs, and certainly most should grasp the benefit of organizing information this way. Discuss when to use bulleted vs. numbered lists.
- Demonstrate how to create lists by selecting existing text, or by formatting first, then typing.Demonstrate using Tab and Shift+Tab to demote and promote text in a list (this may be new to some students and initially hard to grasp).
- Demonstrate how to customize the numbering and bullet symbol, as well as font size and color, and how to start numbering at a number other than 1 (e.g. when continuing a list on another slide).
- Students should be ready to apply some more visual styling to their text at this point. Many will also already be familiar with these features, from other Office programs and other software applications. You may wish to spend more time here on some of the less common features, such as Change Case or Character Spacing, rather than the standard bold, underline an italic. However, be sure students can use all the basic text formatting options, including color. Some students will immediately see the benefit of the mini toolbar, while others will find it distracting. Reassure students who aren’t comfortable with it that they can ignore it for now and stick with the Ribbon bar.
- Start your discussion by explaining the difference between text characters and paragraphs, and the types of formatting applied to each. Review the paragraph formatting options available in the Paragraph group on the Ribbon and in the mini-toolbar, as well as the Paragraph dialog. Review when Center, Right and Justify might be appropriate, but how they can also make text harder to read. Use Line Spacing to fill out a slide with little text on it. Demonstrate changing the direction of text and discuss when it might be appropriate (it is covered later in relation to Text Boxes as well).
- Have all students make the ruler visible and demonstrate how to indent text.Some students will have trouble clicking the small markets on the ruler to set indents and may prefer the buttons on the Home tab in the Paragraph group. Reassure those who still have trouble that this won’t impact their presentations greatly.
- Most students will be familiar with these concepts from all other Windows programs, but some may need some extra coaching or may not be familiar with the keyboard shortcuts (presented on the next slide). Showing the Office Clipboard may help students understand where cut and copied items “go”.
- Using keyboard shortcuts is usually faster, when typing or editing text, than using the mouse and Ribbon, so you might encourage students to memorize some common ones, such as the ones for cut, copy and paste. Have students try moving text using both the Ribbon buttons and the keyboard shortcuts to see which they are most comfortable with.
- Initially students may find the Paste Options button distracting or confusing. Spend some time demonstrating the effect of the different options and how they can save time and effort. For example, when copying formatted text from one slide to another, some times you’ll want to keep that formatting (e.g. bold, red text for a place name) and other times you’ll want to leave it behind and copy just the text, blending it in with the formatting on the destination slide. Have students practice copying and pasting with different paste options.Note that the letters shown after each option above (e.g. (K) ) are keyboard shortcuts to press after pasting text. For example, if you use Ctrl+V to paste, you can immediately press T afterwards to keep the text but not the formatting from your pasted selection.
- Since the Windows clipboard only holds one item at a time, students may not be familiar with the Office clipboard’s 24 item storage, but will quickly see the benefit. Viewing the clipboard may help them become more comfortable with the cut, copy and paste concept, since they can see where items go when cut or copied and have confirmation that they have not accidentally deleted anything, just placed it on the clipboard, ready for re-use. The clipboard is also great for assembling text from multiple slides in a presentation, to combine onto a single new slide, for example.
- Many students will be familiar with dragging and dropping text from other Windows applications. For those new to Windows, it can be challenging to see where the text will move to when dropped. Remind students that Undo (Ctrl+Z) is a great way of rolling back and trying again, and that if they still can’t get the hang of it, cut and paste may work better for them.Demonstrate moving text around on a slide and see if students can spot the ghost cursor as they move text. Instruct them that the wherever the cursor is positioned, when they release the mouse button, that’s where the pasted text will appear. Encourage them not to release the mouse button too soon.
- Students will quickly appreciate how Quick Styles can be applied to a placeholder to give it instant visual appeal. However, in some cases, students may prefer just a simple outline, or an option such as a dashed line, only available by setting the Shape Outline, Fill and Effect “manually”. Review how a placeholder looks when it is selected (solid line) vs. how it looks when editing text in the placeholder (dashed line).Demonstrate using Quick Styles vs. using the Shape Fill, Outline and Effects options, and then demonstrate how you can first apply a Quick Style to get close to the desired look, then modify it with the Shape Fill, Outline and Effects options. Be sure to delve into the gradient, texture and picture options with Shape Fill.
- Point out that the main difference between a text placeholder and a text box is that by default the text box will grow as you add more text, whereas in a text placeholder, the font size shrinks. This is easily demonstrated on a slide that has both. And of course, the default behaviour can be changed.Point out how easy it is to click inside a text box to edit the text, but that it’s harder, but necessary, to click only on the border to select the whole text box.
- Demonstrate drawing a text box and immediately typing text into it. Have students observe how the box size changes as more text is typed.
- Students may have difficulty clicking only on the text box border, especially when there is no outline, rather than the text inside. Have students practice. The Selection Pane may be a better option for some students (coming up in 5 slides).Demonstrate moving by dragging and dropping. Point out the dashed alignment line that appears when one text box is dragged near another text box or other object on a slide to help with alignment. (Alignment is covered in more detail a few slides ahead).
- Demonstrate the various ways of resizing a text box – visually as well as numerically.
- Open the Shape properties and review the options on the Text Box tab, and in particular the Autofit options and internal margins. While dialog boxes are not as fun or obvious to use as the options on the Ribbon (many of which give visual previews), some options in PowerPoint 2010 remain available only through these dialogs, so students should try to become comfortable with them. Try the different Autofit options to demonstrate their effect, and also change the internal margins to show how it gives a different style to a text box when there are large internal margins.
- Discuss the effect of rotation on the readability and appeal of a text box and when it might be most appropriate. Demonstrate the visual (and fun!) rotation method (dragging the green handle) as well as the pre-defined rotation options. Students will likely enjoy this feature.
- Having just formatted text placeholders, students should be familiar and comfortable with the options available for formatting text boxes. Demonstrate the use of quick styles, the shape fill, outline and effect options, and a combination approach (apply a quick style first, then modify the shape fill, outline or effect for a custom look).
- Students who have trouble clicking on text box borders to select them will appreciate the Selection Pane, especially in the following topics. It’s also a great way to temporarily hide a text box or other object from the slide, to see the effect, rather than deleting it or cutting it to the clipboard.
- You might demonstrate this with some pieces of paper first, holding one over another, over another, so students have a real-world example to keep in mind as you demonstrate this feature in PowerPoint. By drawing several text boxes on the screen, one over another, or by moving them around so they overlap, you can show students how this can initially be a problem (such as when text is obscured) but how they can change the order and create appealing designs using the arrangement options.
- The vertical and horizontal alignment options available when two or more text boxes are selected can quickly transform a messy, seemingly disorganized slide into a professional one. Viewers will immediately notice misaligned or mis-spaced objects on a slide, missing the content within them and the words spoken by the presenter. With properly aligned and spaced boxes, viewers will remain more attentive.Demonstrate the various alignment options with two, three and many text boxes, as well as the distribution options to space boxes out on a slide.
- Continued from previous slide.
- The various options for aligning text within a box can be used to give a more attractive design to text boxes.Avoid having too many different alignments in boxes on one slide, or even across multiple slides, as it can be distracting to viewers – they may spend more time trying to figure out what the meaning of the alignment is than paying attention to the content.Changing text direction will of course make the text harder to read, but can be used for an engaging effect.
- Consistent formatting makes a presentation more professional and appealing. If a presentation will have many text boxes, it can be efficient to format one of the first ones, then set that formatting as the default for all subsequent ones. Alternatively, using the clipboard to copy formatted text boxes from one slide to another can help maintain consistency, as can duplicating whole slides.
- Tabs are a useful way of aligning columns of text, figures and dates to improve readability. Unfortunately, they are not the easiest feature to use. Students may have difficulty with the small markers used to set tabs on the ruler, and opening the tabs dialog requires several clicks. Do spend time reviewing and demonstrating this feature, but reassure students who don’t master it that they can use tables instead, and that tables are generally easier to work with than tabs.
- Most students will see that any lengthy list of items can be made more readable or more interesting when formatted into two or three columns.You may want to point out that a text box or placeholder can only have one column setting. The user has to create additional text boxes or placeholders if they want to have a different number of columns on the same slide.
- The WordArt feature in PowerPoint 2010 is an improvement over previous versions and allows students to quickly create eye-catching text. Have students try the different pre-created WordArt styles, as well as modifying text with the Text Fill, Outline and Effects options.
- Review the topics covered in this lesson to remind students of what they have learned and accomplished, and to invite questions on any topics not entirely clear.