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PowerPoint 2003

Getting Started
PowerPoint 2003 Getting Started

Getting Started

Getting Started ............................................................................................................................ 2

What is PowerPoint?................................................................................................................... 3

Starting PowerPoint.................................................................................................................... 4

Screen Layout ............................................................................................................................. 4


The Title Bar .....................................................................................................................................4
The Menu Bar ...................................................................................................................................5
Ask a Question .................................................................................................................................6
Additional Menu Text........................................................................................................................6
The Slide Area ..................................................................................................................................7
The Navigation Pane ........................................................................................................................7
The View Buttons..............................................................................................................................8
The Notes Pane................................................................................................................................8
The Status Bar..................................................................................................................................9

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

Task Panes ................................................................................................................................ 17

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PowerPoint 2003 Getting Started

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.

Slides can include:

Bullets, numbering, fonts, size and other text formatting


Diagrams drawn from scratch or based on master PowerPoint diagrams
Charts to display figures
Images inserted from file or Microsoft's image library
Effects for on-screen shows e.g. transition and animation

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.

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PowerPoint 2003 Getting Started

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.

X Click on the Start button to display the Start Menu


X Click on the green All Programs arrow - a sub-menu will be displayed
X Choose Microsoft Office
X Choose Microsoft Office PowerPoint 2003

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

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:

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PowerPoint 2003 Getting Started

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

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.

To select an option not displayed in the menu by default:

X Click on the menu in the menu bar.


X Click on the menu again to display the full menu or click on the arrow at the bottom of the menu to
expand it.

Once you have selected a menu item from the full menu, it will appear automatically in the Personalised menu.

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PowerPoint 2003 Getting Started

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.

X Click on the the topic you want to read about.


X The help topic will display in a new window. Click on the close button in the top-right corner of the
help window to close this when complete.

Additional Menu Text

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.

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PowerPoint 2003 Getting Started

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

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.

To add text or objects to the layout:

X Click in a text placeholder to type the text required


X Click on the required icon in an object placeholder to insert that type of object:

The Navigation Pane

The navigation pane is divided into two tabs:

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.

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PowerPoint 2003 Getting Started

You can hide the navigation pane by clicking on the X to the right of the Slides tab.

The View Buttons

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

The Notes Pane

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.

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PowerPoint 2003 Getting Started

Notes can be added to the current slide using the notes pane at the bottom of the PowerPoint
screen.

The Status Bar

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.

To choose an icons not currently in view:

X Click on the right arrow at the end of the toolbar.


X Click on the button you wish to use. The button will be added to the toolbar automatically.

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PowerPoint 2003 Getting Started

To view an additional toolbar:

X Choose View, Toolbars and the toolbar you wish to display.


X Alternatively, position the mouse over any toolbar that is displayed on screen and press the right
mouse button. Choose the required toolbar from the list displayed.

Toolbar Options

You can set toolbar options such as showing the standard and formatting on separate lines.

X Choose View, Toolbars and Customise


X Click on Options and change the following settings as required:

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.

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PowerPoint 2003 Getting Started

The Standard Toolbar


The standard toolbar contains shortcuts for frequently used tasks such as saving, printing and spell
check.

The Formatting Toolbars


The formatting toolbar is located under the standard toolbar and contains formatting shortcuts such as
bold, justification and bullets.

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PowerPoint 2003 Getting Started

The Control Toolbox


Used with macros to create customised dialog boxes

The Drawing Toolbar


Used to create and format drawing objects such as lines, arrows and boxes

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PowerPoint 2003 Getting Started

Outlining
Used to manipulate the text of a presentation

Picture
Used to insert and format graphic images

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PowerPoint 2003 Getting Started

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.

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PowerPoint 2003 Getting Started

Tables & Borders


Used to insert and format tables

Visual Basic
Used to record, play and edit macros

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PowerPoint 2003 Getting Started

Web
Used when connected to the World Wide Web, this toolbar contains shortcuts for navigating web
pages

WordArt

This toolbar is used to add and format WordArt effects.

The following is an example of WordArt - effects that can be added to text and positioned anywhere on the
worksheet.

The WordArt Toolbar has the following buttons:

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PowerPoint 2003 Getting Started

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:

Task Pane Example Description

Getting This task pane shows when you start


Started PowerPoint. It allows you to search for help
on any topic, or open a recently-used
document.

Help This task pane lets you search for help on


any PowerPoint topic. You can also view
help-related website and visit community and
download sites.

Search This task pane shows the results of the last


Results search you performed in Help.

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PowerPoint 2003 Getting Started

Task Pane Example Description

ClipArt This allows you to search for ClipArt images


on your computer and the web, based on any
keywords you enter.

Research The Research task pane allows you to find


reference information from a number of sources
without leaving Office 2003. You can insert any
found information into your document.

Clipboard It is possible to hold multiple entries in the


Clipboard - allowing you to copy and paste
more than one item at a time. The Clipboard
Task Pane is used to choose the item you
wish to paste at that time.

New Allows you to create a new blank


Presentation presentation, or a presentation based on a
template or an existing presentation. This
task pane also provides one-click access to
recently opened presentations so that they
can be opened again at any time.

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PowerPoint 2003 Getting Started

Task Pane Example Description

Shared If you have access to Sharepoint, you can


Workspace use this task pane to add items to shared
workspaces, or access items that colleagues
have added.

The Document Updates task pane allows


you to synchronise local and shared
workspace documents.

Slide Layout This allows you to choose the layout you


want to apply to the current slide, to set the
position of text and objects on the slide. This
pane can also be used to remove a layout
from a slide, by applying a blank layout over
the existing layout.

Slide Design - This allows you to apply a template to the


Design entire presentation or the current slide only.
Template Templates already used in the presentation
are clearly indicated, as are templates
recently used in other presentations.

Slide Design - This allows you to apply a colour scheme to


Colour a slide or the presentation as a whole. Colour
Scheme schemes control the colour of all text,
objects, bullets and backgrounds of the
slides.

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PowerPoint 2003 Getting Started

Task Pane Example Description

Slide Design - This allows you to apply an animation


Animation scheme to the entire presentation or the
Schemes current slide only. This will set the way that
slide titles, text and objects appear on each
slide during a slide show.

Custom This allows you to apply custom animation to


Animation text or objects on your slides, either by using
pre-set options or by creating your own
animation paths for the objects to follow.

Slide This pane is used to set the effect that will


Transition show as one slide changes to another during
a slide show e.g. one slide dissolving into
another.

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