How to Work with Text in PowerPoint 2007

Introduction

In this article, we will provide you with an overview of PowerPoint's text tools and capabilities. Additionally, we will cover the use of lists, multi-level lists and Word Art.

Learning Outcomes

Add text boxes and insert text

Format text

Use proofing tools

Insert and format lists and multi-level lists Integrate Word Art

Using Text Boxes

In PowerPoint presentations, all text is presented inside a text box, regardless of whether or not the text box itself is visible. We will start by opening a blank presentation and call it Working with Text . On the Insert tab, click on Text Box (see Figure 4.1).

Figure 4.1 – Inserting a Text Box

Inside the presentation, click and drag to draw the text box as you would like it to appear (see Figure 4.2).

Figure 4.2 – Drawing a Text Box

To insert text into your text box, click inside the text box and either type or paste text (see Figure 4.3).

Figure 4.3 – Adding Text to a Text Box

Formatting Text

To format the text in the text box, you may either use the formatting options on the Home tab in the Font group, or you may select the text you wish to format and use the semi-transparent mini-toolbar that appears. For the purposes of this section, we will use the commands on the Ribbon.

After selecting the text in the text box, you may change the font size, color, alignment and font type in any way you choose. In Figure 4.4, we have centered and bolded the text, changed the font type to Dolphin Extended, enlarged the font size to 40, added a shadow and changed the font color to aqua.

Figure 4.4 – Formatting Text in a Text Box

Using Text Proofing Tools

The main text proofing tool offered in PowerPoint 2007 is Spelling. This command is available on the Review tab in the Proofing group. Figure 4.5 shows the spelling dialog box making a suggestion for a misspelled word as well as different options such as Ignore, Change, Ignore All, and Change All. As you can see, PowerPoint underlines any misspelled word in red.

PowerPoint 2007 also offers a Thesaurus, a Language and Grammar Check, and Translation into fifteen different languages. All of these features are also available on the Review tab in the Proofing group (see Figure 4.6).

Figure 4.5 – Spelling Proofing Tool

Figure 4.6 – Proofing Tools

Lists and Multi-Level Lists

Bulleted lists are among the most common tools used in PowerPoint presentations because they are easy to create and they summarize large amounts of information in a relatively small space. Almost every pre-installed slide layout includes bullets as part of its fundamental elements. To create a bulleted list from scratch, simply insert a text box and on the Home tab, click on the Bullets icon in the Paragraph group (see Figure 4.7). To change the style of your bulleted list, click on the dropdown arrow of the Bullets icon, which will provide you with further options (see Figure 4.8).

Numbered lists are also frequently utilized in PowerPoint presentations. In order to create a numbered list, insert a text box and on the Home tab, click on the Numbering icon in the Paragraph group (see Figure 4.9). To change the style of your numbered list, click on the dropdown arrow of the Numbering icon, which will provide you with further options.

Multi-level lists can be either bulleted or numbered. In order to change the level of any portion of a list, simply place your cursor on the line you wish to increase or decrease. Use the Decrease List Level

or Increase List Level commands on the Home tab in the Paragraph group.

Figure 4.7 – Bulleted List

Figure 4.8 – Changing Bullet Style

Numbered list icon

Figure 4.9 – Numbered List

Want to learn more? Take an online course in PowerPoint 2007.

Figure 4.10 – Changing Number Style

Using Word Art

Word Art is a feature that is included in earlier versions of PowerPoint, but the most current version has by far the most pre-installed and editing options. Among other things, Word Art allows shadowing, rotating, outlining and coloring text. Additionally, since PowerPoint treats Word Art as an object, all of the new features applicable to objects and pictures are also available for Word Art.

Word Art Tip: Although Word Art is impressive and certainly fun to use, it is important not to overuse it because too much of a good thing can seem jumbled and disorderly.

For the sake of this section, let's say we want to change our title "Working with Text" into Word Art. First, on the Insert tab, select Word Art in the Text group. A group of pre-installed Word Art options will appear (see Figure 4.11).

Figure 4.11 – Selecting Word Art Styles

Choose your preferred style and a text box will appear on your screen, ready for you to insert your text. Additionally, the Ribbon will automatically change to the Format tab for Drawing Tools (remember, Word Art is seen as an object by PowerPoint).

Figure 4.12 – Inserting Word Art

Once you have selected and inserted your Word Art style, you can type in your text and add any additional formatting you wish. In Figure 4.13, we have re-entered "Working with Text" as well as filled the text with a gradient of grey and added a reflection of the text. Both the Theme Colors feature, which includes gradient options, and the Text Effects feature, which includes reflection, glow, and 3-D options, (along with many more features) are available in the Word Art Styles group.

Text Effects feature
Theme Colors feature

Figure 4.13 – Formatting Word Art

Working with Themes and Styles

Introduction

In this section, we will provide you with an overview of PowerPoint 2007's new feature of themes and how they can make the creation of a presentation much easier. In addition, we will cover backgrounds and styles as well as how to apply them to your presentation for a professional look and feel.

Learning Outcomes

Demonstrate understanding of themes

Apply and manipulate backgrounds Create a customized theme

Themes and Customized Themes

Themes are pre-installed files that contain the three complementary features of colors, fonts and graphic effects. Usually, a single theme will contain two fonts (one for the headings and one for the text), twelve coordinated colors, and specific graphic effects that will apply to charts, graphs, tables, diagrams, shapes and pictures.

Theme Tip: If you have used earlier versions of PowerPoint, please note that there is an important distinction between templates and design templates. Design templates are no longer used and have been replaced by themes.

A selection of themes is available in the Themes group of theDesign tab.

Figure 5.1 - Themes

Clicking on the Themes dropdown arrow will show twenty pre-installed themes available for use with PowerPoint 2007 as well as the option for browsing for themes in Microsoft Online (see Figure 5.2). PowerPoint 2007 will automatically connect you to Microsoft Online without the need for you to connect to the internet separately.

If, when you begin a presentation, you use a pre-existing template, PowerPoint 2007 will automatically apply the theme that suits that particular template. In order to change the theme of your presentation, simply select a new theme on the Designtab. To demonstrate the customization of a theme, Figure 5.3 shows a new blank presentation with the chosen theme "Opulent." We have changed the theme fonts to "Paper" and the theme colors to "Metro."

Figure 5.2 – Selection of Themes

Figure 5.3 – Sample Customized Theme

Using Backgrounds

In addition to themes, PowerPoint 2007 allows you to choose your background colors, shading, patterns, textures and other effects. In the Background group of the Design tab, selecting Background Styles will bring up a gallery which displays twelve pre-installed background styles. If you wish to customize your background, select Format Background, which will bring up a dialog box that provides a wide variety of options including fill, picture, and type, direction and color of gradient (see Figure 5.4).

Figure 5.4 – Background Styles

In Figure 5.5, we took the sample customized theme from Figure 5.3 and applied the pre-installed "Calm Water" gradient in a "Linear Down" direction.

Working with Charts, Graphs, & Tables

Introduction

This article will provide an overview of how to effectively work with charts, graphs and tables to make the most out of your PowerPoint 2007 presentation.

Learning Outcomes

· Add and format a table

· Insert a table from another Office 2007 application such as Excel

· Add different chart types

· Add information to a data sheet · Create a customized chart

Adding and Formatting Tables

Tables are a valuable, convenient way to convey a lot of information attractively in a small amount of space. To include a table in your PowerPoint presentation, simply use the Insert Table command in the Tables group of the Insert tab. Clicking on this command allows you to specify the number of rows and columns you would like your table to have. As you select the size of your table, it automatically appears on the current slide in the default colors and style.

Figure 6.1 – Inserting a Table

As you can see in Figure 6.2, once you have created a table, the Design tab forTable Tools appears on the Ribbon. You may enter text as we have done here and then begin to format your table. In this case, we have chosen Table Style"Medium 3 – Accent 5" and centered the text in the three right columns. We have also added a "Soft Round" bevel to the cells as well as an offset right diagonal shadow to provide a more finished look.

Figure 6.2 – Customized Chart

The Table Effects feature enables you to add different bevels, shadows andreflections.

Figure 6.3 – Table Effects Feature

Inserting Tables from Other Office 2007 Applications

Microsoft Office Excel is the main source of imported tables in PowerPoint 2007 because along with the data in the table, Excel also offers the added feature of importing formulas and calculations.

The best way to go about inserting an Excel table is to start a new slide with theTitle Only layout. In the Tables group of the Insert slide, select Excel Spreadsheet.

Figure 6.4 – Inserting an Excel Spreadsheet

An excel spreadsheet will appear on your slide and you may adjust the size and location to best suit the slide. You may enter data and add formulas as though you are working in Excel (because you actually are) and when you have finished, you may format the spreadsheet or simply click anywhere else on the slide to return to the normal PowerPoint interface.

Figure 6.5 – Sample Excel Spreadsheet

Excel Table Tip: Although any slide layout may be used when inserting Microsoft Excel tables into PowerPoint 2007, the Title Only layout requires the least amount of re-formatting after insertion.

Working with Different Types of Charts

When it comes to charts in PowerPoint 2007, the most important change is that all data is now handled by Microsoft Office Excel. Every time you insert a chart, Excel automatically opens so that you can create much more detailed charts without having to store or edit the data separately.

Chart Tip: It is important to note that although the terms chart and graph have different implications, for the purposes of PowerPoint 2007 and Excel, the two terms are interchangeable.

Before creating a chart, it is important to cover some of the basic terminology associated with them.

1. Axis – usually referred to as X (horizontal or Category) and Y(vertical or Value), an axis is a line that frames one side of a chart

2. Datasheet – a table in which data is entered, usually resembling a spreadsheet

3. Data Label – text or numbers that describe the meaning of a particular data marker or series of data markers

4. Data Marker – usually, a value placed right over a data point that represents a single cell or data point

5. Data Series – the main categories of information in a chart

6. Data Table – a grid, either real or imaginary, that provides the exact data of a datasheet

7. Gridlines – lines, usually in increments of 10 or 2, that criss-cross to make the chart easier to read

8. Legend – a key that uses colors or patterns to discern between categories and data series

9. Trendline – a line that predicts future patterns or values based on available current data

Figure 6.6 provides a visual illustration of some chart terms:

Y-Axis (Value)

X-Axis (Category)

Series

Gridline

Plot Area

Data Series

Legend

Figure 6.6 – Elements of a Chart

The easiest way to add a chart to your presentation is to add a slide that includes a chart automatically in its layout, such as the Chart and Contentlayout (see Figure 6.7). This layout provides six insert buttons in the body of the center text box:

1. Table

2. Chart

3. Smart Art

4. Picture

5. Clip Art

6. Media Clip

A chart can also be integrated into your presentation by using the Insert Chartcommand in the Illustrations group of the Insert tab (see Figure 6.8). Either way, you will be provided with many options for chart types in the Insert Chart dialog box (see Figure 6.9), and once you have made your selection, Microsoft Excel automatically opens for you to enter your data (see Figure 6.10).

Figure 6.7 – Insert Chart Button on Title and Content Slide

Figure 6.8 – Insert Chart Command

Figure 6.9 – Insert Chart Dialog Box

Figure 6.10 – Excel Opens with the Selection of a Chart

Using Data Sheets

We are assuming that Excel 2007 is installed on your computer as well as PowerPoint 2007. If this is not the case, you will be unable to use any of PowerPoint 2007's new charting features – that is, you will have to enter your data and calculate your numbers in the old way, by hand.

As a general rule, there will be sample data on the Excel spreadsheet. All you need to do is replace this data with your own. Usually, the first row and the first column will serve as headers for the data. In this case, the first row, "Sales," is the title of the chart and the information in the first column make up thecategories of the chart.

The data entered into Excel automatically links to the corresponding data field in PowerPoint, so it is only necessary to put information into Excel. Once your data has been entered, you may close Excel. Should you need to edit the data in the chart, you may reopen Excel by clicking on the chart and using the Edit Datacommand in the Data group of the Design for Chart Tools tab.

Figure 6.11 – Edit Data Command

Customized Charts

There are many options for customizing a chart in PowerPoint 2007. When a chart is active, meaning that it has been selected by clicking or double-clicking, three Chart Tools – Design, Layout and Format - tabs appear on the left of the Ribbon. Figure 6.12 shows the "Sales" chart customized.

Figure 6.12 – Sample Customized Chart

For the chart type, we selected "Pie in 3-D." For the chart style, we chose "Style 47." Since the layout of our slide includes a title, we chose to omit the title in the chart by using the Chart Title command in the Labels group of the Chart Tools Layout tab. For a bit of variety, we chose to overlay the legend at the right (also available on the Chart Tools Layout tab) and we added an 18 pt glow around the chart using the Shape Effects command in the Shape Styles group of theChart Tools Format tab.