Practical Assignment

The mail merge feature in Microsoft Word allows you to type one letter and merge it for a number of people. For this activity, you are going to type a letter inviting your friends to your birthday. Create multiple letters and envelops using mail merge.

Create a data source with 10 names and addresses.

• You must add one or more of the following in the letter:

·         Clip Art

·         AutoShape

·         WordArt

•  Create an envelope for the letter also and merge it with the data source. There should be 10 envelopes when it is complete.

 Letter Outline

 Today's Date, 2010

«Title» «FirstName» «LastName»

«Address1»

«City», «PostalCode»

Dear «Title» «LastName»

               

Invitation letter text with proper indentation. Atleast two paragraphs should be there with proper indentation and alignment.

Your Name

Envelope Outline

 «Title» «FirstName» «LastName»

«Address1»

«City», «State» «PostalCode»

Topic 1: Getting Started

Open Power Point and you will be prompted by a dialog box with four choices. Each of these options are explained on this page. If Power Point is already open or this box does not appear, select File|New from the menu bar.

AutoContent Wizard

The AutoContent Wizard provides templates and ideas for a variety of presentation types. Page through the wizard by clicking the Next button on the bottom of each page after making necessary choices.

Design Template

Power Point provides many templates with different backgrounds and text formatting to begin your presentation. Preview each design by highlighting the template name on the list. Press OK after you have chosen the design.

Blank Presentation

Select Blank Presentation to build the presentation from scratch with no preset graphics or formatting.

Open an Existing Presentation

Select this option to open a Power Point presentation that already exists. Select the folder the file is located in from the Look in: drop-down menu and highlight the file on the list. Click Open to open the presentation.

AutoLayout

After selecting the presentation type, you will be prompted to choose the layout of the new slide. These layouts include bulleted lists, graphs, and/or images. Click on each thumbnail image and a description will be printed in the message box. Highlight the layout you want and click OK.

Topic 2: Screen Views

Screen Layout

The Power Point screen layout in Normal View:

Views

Power Point gives you four screen layouts for constructing your presentation in addition to the Slide Show. You can select the page view by clicking the buttons just above the formatting toolbar and the bottom of the page.

Normal View This screen is split into three sections showing the presentation outline on the left, the slide in the main window, and notes at the bottom.		Slide View The slide view displays each slide on the screen and is helpful for adding images, formatting text, and adding background styles.
Outline View The presentation outline is displayed on the majority of the screen with small windows for the slide and notes. This view is recommended for editing text.		Slide Sorter View A small image of each slide is displayed in Slide Sorter view. Slides can easily be ordered and sorted from this screen.

Click the Slide Show button to view the full-screen slide show.

Topic 3: Adding Content

Bulleted Lists on Design Templates

Bulleted lists allow you to clearly display the main points of your presentation on slides. The text boxes on design templates already include bulleted lists. Click the place holder on the slide to begin adding text and press the ENTER key to return to the next line and add a new bulleted item. To go to the next line without adding another bullet, hold down the SHIFT key while pressing ENTER.

Bulleted List from a Text Box

If you are not creating a bulleted list from an existing placeholder on a design template, or if you would like to add an additional bulleted list, follow these steps to create a new list:

1. In slide view, create a text box by selecting Insert|Text Box from the menu bar.
2. "Draw" the text box on the slide by holding down the left mouse button while you move the mouse until the box is the size you want it.
3. Choose Format|Bullets and Numbering from the menu bar.
   
4. Change the Size of the bullet by changing the percentage in relation to the text.
5. Choose a color for the bullet from the Color menu. Click More Colors for a larger selection.
6. Select one of the seven bullet types shown and click OK.
   - OR -
   Click the Picture button to view the Picture Bullet window. Select one of the bullets and click OK.
   - OR -
   Click the Character button to select any character from the fonts on the computer. Select a symbol font such as Wingdings or Webdings from the Bullets from drop-down menu for the best selection of icons. Click on the characters in the grid to see them larger. Click OK when you have chosen the bullet you want to use.
   
7. Click OK on the Bullets and Numbering window and use the same methods described in the "Bulleted Lists on Design Templates" to enter text into the bulleted list.

Bulleted Lists and New Slides from an Outline

In Normal or Outline view, text can easily be entered in the outline window and new slides are automatically added. Follow the steps below to become familiar with adding slide content in outline view:

1. Next to the Slide 1 icon, type the title of the slide. The text you type beside the slide icons will be the large-type titles on each slide.
2. Press ENTER to type the next line. This will automatically create a new slide. To create a bulleted list for the first slide, press the TAB key or click the demote button on the More Buttons menu accessible by clicking the "triple arrow" button at the end of the formatting toolbar .
   - OR -
   Press ALT+SHIFT+Right Arrow to demote the selection to a bulleted list item.
3. Continue entering text for the bulleted list, pressing ENTER at the end of each line to create a new bullet.
4. Create a multilevel list by executing the demote action again to create a bulleted sublist. Press the promote button on the More Buttons menu or press ALT+SHIFT+Left Arrow to return to the original list.
5. Create a new slide by executing the promote action until a new slide icon appears.
6. Continue creating new slides and bulleted lists by using the demote and promote actions until the presentation is completed. Use the formatting instructions below to format the lists.

If there is more than one bulleted list on the slide, the lists will be designated by numbers enclosed in black boxes. The example below shows the slide created from the outline on the left. The bulleted list on the left side of the slide is labeled list "1" on the outline and the list on the right is labeled list "2". When typing the outline, begin typing in the new list by pressing CTRL+ENTER. In this example, CTRL+ENTER was pressed after typing "Access".

Numbered List

Follow these steps to create a numbered list:

1. Create a text box.
2. With the text box selected, choose Format|Bullets and Numbering from the menu bar.
3. Click the Numbered tab at the top of the Bullets and Numbering window.
   
4. Change the size of the numbers by changing the percentage in relation to the text.
5. Choose a color for the numbers from the Color menu. Click More Colors for a larger selection.
6. Change the Start at value if the numbers should not begin with 1.
7. Select one of the the seven list types shown and click OK.

Resizing a Text Box

Select a text box by clicking on it with the mouse. A border with nine handles will appear around the text box. The four handles on the corners will resize the length and the width of the box at once while the handles on the sides will resize only in one direction. Click one of the handles and drag it with the mouse. Release the mouse button when it is the size you want it to be. Move the text box by clicking and dragging the thick, dotted border with the mouse.

Text Box Properties

Change the colors, borders, and backgrounds of a text box from the Format AutoShape dialog box.

1. Activate the textbox by clicking on it and select Format|Colors and Lines from the menu bar.
2. Under the Colors and Lines tab, select a Fill color that will fill the background of the text box. Check the Semitransparent box if you want the slide background to show through the color.
3. Select a Line color that will surround the box as well as a Style or Weight for the thickness of the line and a Dashed property if the line should not be solid.
4. Click the Text Box tab.
   
5. Change the Text anchor point to reposition the text within the text box.
6. Set Internal margins to the distance the text should be to the text box edges.
7. Click OK to add the changes to the text box.
   

Delete a Text Box

To delete a text box from a template, simply click the border of the text box and press the DELETE key on the keyboard.

Adding Notes

From Normal View, notes can be added to the slide. These notes will not be seen on your presentation, but they can be printed out on paper along with the slide the notes refer to by selecting Print What: Notes Pages on the Print menu.

Video

To add a video to your presentation select Insert|Movies and Sounds|Movie from File or to insert an animation from Microsoft's gallery choose Insert|Movies and Sounds|Movie from Gallery. Select the video file and click OK.

Audio

To add sound to your presentation select Insert|Movies and Sounds|Sound from Gallery or Sound from File. Select a sound file and click OK.

Topic 4: Color Schemes

The colors of predesigned slide templates can be changed and a color scheme can be added to blank presentations. This page explains how to add color schemes and background images to slides.

Color Schemes

1. Select Format|Slide Color Scheme from the menu bar.
2. Click one of the preset color scheme thumbnail images in the Color schemes box.
   
3. Click the Preview button to see how the scheme will appear on the slide.
4. To make changes to the color scheme, click the Custom tab on the dialog box.
   
5. Change the colors of the slide elements by selecting the color swatch beside the name of the element and clicking the Change color button.
6. Highlight one of the colors from the Text and Line Color window or select the Custom tab to view more color choices and click OK when finished.
   
7. When you have finished all color formatting, click Apply to All to apply the color scheme to all the slides in the presentation or Apply to add the scheme only to the current slide.

Backgrounds

Follow these steps to add background colors and patterns to a slide:

1. Select Format|Background from the menu bar.
   
2. Select a color from the drop-down menu below the Background fill preview or choose More Colors... for a larger selection.
3. Select Fill Effects from the drop-down menu to add gradients, texture, patterns, or a picture to the background.
   
4. Gradient tab
   
   • Select One color if the color chosen will fade into the background and select the color from the Color 1 drop-down menu. Choose Two colors if the gradient will use two colors and select those colors from the Color 1 and Color 2 drop-down menus. Preset provides a selection of color combinations. Select one from the Preset colors drop-down menu.
   • Select the type of gradient from Shading styles.
   • Click one of the four Variants of the styles chosen.
     
   
5. Texture tab
   From the Texture window, select a repeating background by scrolling through the thumbnail images or click Other Texture... to select an image from a file.
   
6. Pattern tab
   Select a two-tone pattern by clicking one of the pattern swatches and selecting the Foreground and Background colors.
   
7. Picture tab
   Click the Select Picture button to choose a picture from a file. After the picture is selected, a preview and description will be shown in this window.
8. Click OK to apply the changes made from the Fill Effects windows.
9. Click Apply to All to add the changes to every slide or Apply to make changes only to the current slide.

Topic 5: Slide Effects

Action Buttons

Use the action button toolbar to add functioning buttons to slides in a presentation.

1. Select Slide Show|Action Buttons from the menu bar. Click the bar across the top of the button menu and drag it off the menu so it becomes a floating toolbar.
   
2. Click one of the button faces and draw the button on the slide using the mouse. The Action Settings menu will then appear.
   
3. Set the actions under either the Mouse Click or Mouse Over tabs. Actions specified for Mouse Click will execute when the button is clicked on the slide while actions for Mouse Over will occur when the mouse pointer hovers over the button.
4. Select an action for the button by choosing a Hyperlink to destination.
5. If you want a sound to be played when the button is clicked, check the Play sound box and choose a sound from the drop-down menu.
6. Click OK when finished.
   
7. The button on the slide can be resized using the white box handles and the depth of the button can be changed by dragging the yellow diamond.
   

Slide Animation

Several animations for slide objects are available through the drop-down menus on the menu bar. First, select the text box or graphic that will be animated. Select Slide Show|Preset Animation and choose from one of the options. To select a different animation or turn the animation off, select the appropriate choice from the same menu. For more options, follow the procedure below:

1. Select Slide Show|Custom Animation from the menu bar.
2. Select the object on the slide that will be animated from the Check to animate slide objects list.
3. Under the Effects tab, select the animation type (or select "No Effect" to turn an animation off) and direction from the drop-down menus and select a sound if you wish.
4. Select an After animation effect if the text should change colors after the animation executes.
   • Color palette - Select one of the color swatches or click More Colors for a larger selection. The text will change to the selected color when the mouse is clicked during the slide show.
   • Don't Dim - This option erases all After Animation effects.
   • Hide After Animation - Text will be immediately erased after the animation is completed.
   • Hide on Next Mouse click - The text will be erased when the mouse is clicked.
5. Choose the style of displaying the text under the Introduce text section. The drop-down menu provides options for displaying the characters for each bulleted item. Select "All at once" for the text to appear immediately, "by Word" for the text to appear one word at a time, or "by Letter" for a typewriter effect that displays one letter at a time.
6. Click the Order & Timing tab to alter the order that the objects appear on the slide. Highlight the object in the Animation order box and click the Move arrows to move the object's position within the animation sequence. Under Start animation, choose "On mouse click" to activate the animation by clicking the mouse or "Automatically" for the animation to execute after a set number of seconds.
   
7. Click the Preview button at any time to preview the animation on the slide and click OK when finished.

Animation Preview

Select Slide Show|Animation Preview from the menu bar to view the Animation Preview window. Click anywhere within this window with the mouse to preview the animations that have been set. To hide the window, click the x close button in the top, right corner.

Slide Transitions

Add transition effects when changing slides by following these steps:

1. Select Slide Show|Slide Transition from the menu bar.
2. From the Effect section, choose a transition from the drop-down menu and notice the preview after the transition is selected. Select a speed for the transition as well.
3. Under Advance, check "On mouse click" for the slide transition to occur by clicking the mouse or using keystrokes or check "Automatically after" and a number of seconds if the transition should occur automatically.
4. Select a Sound if necessary and check the Loop until next sound if it should keep repeating until the next sound is played.
5. Click Apply to All if the transition effects should be added to every slide or Apply if the effects should be added only to the current slide.

Slide Show Options

Select Tools|Options and click the View tab to choose from several more slide show options.

• Popup menu on right mouse click - Check this box if you want to be able to access the shortcut menu during a presentation.
• Show popup menu button - Check this box to activate the menu button that appears in the bottom, left corner of the screen during a presentation.
  
• End with black slide - Insert a blank, black slide to the end of the presentation.

Topic 6: Master Slides

Slide Master

Change the style of all slides in the presentation by changing the properties on the Slide Master. Each Design Template has its own Slide Master that can be altered. If you create slides from scratch, a consistent style can be added to the presentation by formatting the Slide Master.

1. Select View|Master|Slide Master from the menu bar.
   
2. Format the master slide just as you would format a regular slide by formatting text, formatting lists, adding background patterns and effects, and setting footers.
3. Click the Close button on the Master toolbar to quit editing the master slide and return to the presentation.

Headers and Footers

Add the date and time, slide numbers, and other footer text to the master slide from the Header and Footer window.

1. Select View|Header and Footer... from the menu bar.
   
2. Check the Date and time box to add this feature to the slide. Select Update automatically to always display the current date and time or click Fixed and enter a date that will not change in the text field provided.
3. Check the Slide number box to add this feature to the slides.
4. Click the Footer box and add other text to the footer area of the slide.
5. Check the Don't show on title slide box to hide these features on the title slide of the presentation.
6. Click the Notes and Handouts tab to make the same changes to notes and handouts pages.
7. Click Apply to All to add the changes to every slide or Apply to add only to the current slide.

Slide Numbers

To add the slide numbers in a fixed position on the slide, use the Header and Footer window detailed above. The slide number can otherwise be added anywhere on the slide by placing the cursor where the slide number should appear and selecting Insert|Slide Number from the menu bar. The text of the slide number can the formatting just as regular text style is changed.

Date and Time

A date and/or time can also be added using the Header and Footer window or anywhere else on the slide. Place the cursor where the date and time should appear on the slide and select Insert|Date and Time from the menu bar. Select a format from the Available formats box and click Update automatically if this feature should always be updated to reflect the current date and time. Click OK to finish.

Topic 7: Saving & Printing

Save as Web Page

Presentations can be saved by selecting File|Save from the menu bar. However, if you want to post Power Point presentations on the Internet, you may want to save them as web pages so students and other visitors to your web site can view the presentation even if they do not have Power Point installed on their computers. Select File|Save As Web Page from the menu bar. Choose your web page directory on the network from the Look in: drop-down menu and name the file in the File name: box. Click Save to save the presentation in web format.

Page Setup

Select File|Page Setup from the menu bar to access options for printing the presentation slides. Select the format the printed slides will be used for from the Slides sized for drop-down menu or enter a specific print size using the Width and Height boxes. Select the page orientation for the slides and for other print material from the presentation in the Orientation section.

Print

Select File|Print from the menu bar to print the presentation.

Print range - Select All to print all the slides in the presentation, Current slide to print only the current slide, or enter slide numbers in the Slides field to print only certain slides.
Copies - Enter the number of copies of each slide specified in Print range and check the Collate box if necessary.
Print What -

• Slides prints a full-page slide on each page.
• Handouts prints as many slides as you designate on each page.
• Notes Page prints one slide with that slide's notes on each page
• Outline view prints the outline of the presentation

Click OK to print.

Topic 8: Tips

Design Tips

1. Use contrasting colors for the text and the background so the text will be easy to read.
   
   
2. Use font size large enough to be seen from the back of the room where the presentation will be held. A font size of 24-point or larger is recommended.
   
   
3. Use short phrases and sentences to convey your message.
   
   
4. Use simple slide transitions. Too many different transitions will distract your audience from the subject of the presentation.
   
   
5. Avoid cluttering the slides with too much text or graphics. Your audience should hear what you have to say and not be distracted by a busy screen.
   
   
6. Keep text simple and easy to read by not using many different text effects such as bold, italics, underlining, larger font size for emphasis within a sentence, or a different font all on the same slide.

Presentation Basics

1. Begin the slide show by clicking the Slide Show button on the bottom of the screen.
   
   
2. Move to the next slide by pressing the SPACE BAR, ENTER, PAGE DOWN, or right arrow keys or by clicking the left mouse button.
   
   
3. Go back to the previous slide by pressing BACKSPACE, PAGE UP, or the left arrow key.
   
   
4. To end the slideshow before it is complete press ESC on the keyboard.
   
   
5. A pen tool is available for drawing on the screen with the mouse. Press CTRL+P or click the right mouse button at any time and a popup window will appear. Choose Pen and the pointer will change to a pen that allows you to draw freehand on the screen using the mouse. Press the E key to erase all pen strokes. Press CTRL+A to disable the pen feature and revert the pen back to a pointer arrow.
   
   
6. If you would like to use the pen to draw on a blank screen during a presentation, press the B or W keys, or select Screen/Black Screen from the popup menu and the screen will turn black. Press B or W again or choose Next from the popup menu to return to the presentation when you are finished drawing.
   
   
7. To hide the pointer and button from the screen press the A key.
   
   
8. Be sure to preview the slide show using a projector if one will be used during the presentation. Words or graphics that are close to the edge of the screen may be cut off by the projector.

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