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Text and Slides Formatting

 

Fonts Characteristics

 

Introduction

When creating a presentation, Microsoft PowerPoint assigns a font related to the method used to create the file. If you use the AutoContent Wizard to create a presentation, the sample you select has preset font characteristics. If you create a blank presentation, the application has a default font that will be applied to the presentation. If you change the Slides design of a presentation, each sample has its own set of features that include the font. But at any time, you can change the font to suit your own taste.

 

Font Face, Style, and Size

Text formatting is the ability to change the look of text. This involves the font face, the size of characters, the colors of letters, or the alignment of paragraphs.

There are three main characteristics that govern the appearance of a font you will be using in your slides:

  • A Serif font is a font with fancy design at the end of some letters. Examples include:
     
    Times New Roman
    Garamond
    Courier New
  • A Sans Serif font is a font with unified corners. Examples include:
     
    Arial
    Tahoma
    Verdana
  • A graphics font is one that doesn't display readable characters. Examples include:
     
    Webdings This is Webdings
    Wingdings This is the primary Wingding
    Wingdings2 Just an example of a graphics font

When selecting a font, your decision can start with whether the text you are changing is a slide's main title, an item of the main bulleted list of a slide, or a sub-item of a bulleted list. Serif fonts can be used for the main title of  a slide. Sans Serif fonts can be used for text on bulleted lists or small titles. Graphics fonts are used either as bullets or as special characters on a slide (or on the master slide).

Practical Learning Practical Learning: Changing Fonts

  1. Start Microsoft PowerPoint and open the Alcoholism Factor2 presentation you worked on and modified in Lesson 5. If you don't have it, open the Alcoholism2 presentation
  2. To save the presentation with an incremental name, press F12
  3. Change the name of the presentation to Alcoholism Factor3
  4. Click Save
  5. Triple-click Ralph. That selects the whole name
  6. On the Formatting toolbar, click the arrow of the Font combo box and select Garamond (if you don't have Garamond, select Courier New)
  7. Click the arrow of the Font Size combo box and select 36
  8. With the name still selected, on the Formatting toolbar, click the Bold button
  9. Right-click Alcoholism and click Font...
  10. From the Font dialog box and in the Font combo box, change the font to Times New Roman
  11. In the Font Style combo box, click Bold 
  12. In the Font Size combo box, scroll down and click 72
     
  13. Click OK
  14. Save the presentation

  15. Open the Human Body Structure2 presentation
  16. To save the presentation with an incremental name, press F12
  17. Change the name of the presentation to Human Body Structure3
  18. Click Save
  19. If necessary, in the lower left corner, click the Normal View button and make sure the first slide is selected.
    Triple-click Human Body Structure to select it
  20. On the main menu, click Format -> Font...
  21. In the Font combo box, scroll down and select Times New Roman
  22. In the Font Style combo box, click Bold
  23. In the Font Size combo box, scroll down and select 54
  24. In the Effects section, click the Shadow check box
     
  25. Click OK
  26. Triple-click Helene Mukoko to select it
  27. Right-click the selected text and click Font...
  28. Change the font to Garamond - Bold - 36 and click OK
  29. Save the presentation

Text Color

The color is a value that represents a combination of intensity between the red, green, and blue values. Text in your slides is one of the objects that use colors. There are various ways you can change the color of text in your slides. To change the font, you can use the Formatting toolbar or the Font dialog box. If you are using the Font dialog box to format text, it is equipped with a control that allows you to select, edit, or create a color using an intermediary dialog box. You can also change color without using the Font dialog box. The Drawing toolbar is equipped with a button that is specially used to change the color of text.

If the Drawing toolbar is not visible, on the main menu, click View -> Toolbars -> Drawing

You format text on an individual slide, one slide at time, or all slides at the same time.

Practical Learning Practical Learning: Formatting Text

  1. On the main menu, click Window -> Alcoholism Factor or reopen the Alcoholism Factor presentation

  2. Triple-click Ralph to select it
  3. If the Drawing toolbar is not visible, on the main menu, click View -> Toolbars -> Drawing.
    On the Drawing toolbar, click the arrow of the Font Color button and click the fifth color in the list color
     
  4. Save the presentation
  5. On the main menu, click Window -> Human Body Structure2 or reopen the Human Body Structur2 presentation

  6. Triple-click Human Body Structure to select it
  7. Right-click the selected text and click Font...
  8. In the font combo box, click the arrow of the Color combo box and click More Colors...
  9. In the Standard property page of the Colors dialog box, click the blue color:
     
  10. Click OK twice
  11. With the Human Body Structure3 presentation still opened, click the Slide View button

  12. Triple-click Helene or your name. That selects the whole name

  13. On the main menu, click Format -> Font...

  14. From the Font dialog box, click the Color combo box and select More Colors...

  15. From the Colors dialog box, in the Standard property page, click a red color:
     

  16. Click OK and save the presentation

  17. On the main menu, click Window -> Alcoholism Factor3 or reopen the Alcoholism Factor3 presentation

  18. In the left frame, double-click Definitions (from slide 2)

  19. Right-click the selected text and click Font...

  20. Click the Color combo box and click More Colors...

  21. In the Colors dialog box, click the Custom property page

  22. Set the color to Red: 255, Green: 255, Blue: 0

  23. Click OK and click OK

  24. Close Microsoft PowerPoint

 

A Microsoft Word Document as a Presentation Outline

 

Introduction

You or the person who wants a presentation may have created a document from Microsoft Word already. You can use such a document as the basis for a presentation. There are two main rules you should observe: reduce the wording of the document, if necessary, and format the document appropriately for a presentation. 

Any document created in Microsoft Word can be transferred to Microsoft PowerPoint and make it a presentation. Since Microsoft Word was created as a text processor, it is meant to hold text, of any length. This concept is hardly appropriate for a presentation. For example, a presentation is meant to show highlighting points that would be explained, usually by a presenter. Most of the people assisting to a presentation would be far from the screen. If a slide contains too many words and those words are small enough to fit in a slide, the people viewing the presentation would not read them, making the presence of those words useless. For this reason, if you have a text document you want to use in a presentation, you should reduce its words and keep only the major points.

 

A Presentation From a Microsoft Word Outline

To effectively use the contents of a text document in a presentation, it should be formatted with headings. In Microsoft Word, you can create headings as Heading 1, Heading 2, and Heading 3. Each line formatted with Heading 1 would become the title of a slide. Each line formatted with Heading 2 would become an item in the bulleted list of the slide. Each line formatted with Heading 3 would become a sub-item of the list.

Once the document is ready, to transfer it to Microsoft PowerPoint, on the main menu of Microsoft Word, you can click File -> Send To -> Microsoft PowerPoint. In Microsoft PowerPoint, a new presentation would be created using the contents of the Microsoft Word document.

The following exercise is provided as an option. Perform it only if you have Microsoft Word and if you are planning to take the MOUS exam.
 

Practical Learning Practical Learning: Creating a Presentation From a Microsoft Word File

  1. Start Microsoft Word and type the following text (make sure you press Enter at the end of each line):
     
    Microsoft Windows Fundamentals
    Patrick Kelley
    Introduction to Computers
    The Central Processing Unit
    The Monitor
    The Keyboard
    The Mouse
    The Peripherals
    Types of Computers
    The Desktop
    A PDA
    The Laptop
    The Server
    The Mainframe
    Anatomy of a Window
    Types of Windows
    The Single Document Interface
    The Multiple Document Interface
    The Dialog Box
    The Multi-Pane Windows
    The Title Bar
    The Borders
    The Body of a Window
    The Location of a Window
    The Dimensions of a Window
    Windows and the Internet
    Overview of Networks
    Client/Server Scenarios
    Internet Languages (Protocols)
    Browsers
    Web Site/Web Page
    “Surfing the Net”
    The “Information Superhighway”
    Newsgroups
    Forums
    Newsletters
    Chat Rooms
    Viruses
    Email System
    Operations on Windows
    Open
    Minimize
    Maximize
    Restore
    Move
    Resize
    Scroll
    Close
    Conclusion
    More Information
    Questions and Answers
  2. Click anywhere in the first line
  3. On the main menu, click Format -> Style...
  4. In the List combo box, select All Styles. In the Styles list box, click Heading 1 and click Apply
  5. Click anywhere in the Introduction to Computers line and press F4
  6. In the same way, click the following lines and press F4 for each:
     
    Microsoft Windows Fundamentals
    Types of Computers
    Types of Computers
    Anatomy of a Window
    Windows and the Internet
    Operations on Windows
    Conclusion
  7. Click the Patrick Kelley line
  8. On the Formatting toolbar, click the arrow of the Style combo box and click Heading 2
  9. Click each of the following lines and press F4
     
    The Central Processing Unit
    The Monitor
    The Keyboard
    The Mouse
    The Peripherals
    
    The Desktop
    A PDA
    The Laptop
    The Server
    The Mainframe
    
    Types of Windows
    
    The Title Bar
    The Borders
    The Body of a Window
    The Location of a Window
    The Dimensions of a Window
    
    Overview of Networks
    Client/Server Scenarios
    Internet Languages (Protocols)
    Browsers
    Web Site/Web Page
    "Surfing the Net"
    The "Information Superhighway"
    
    Email System
    
    Open
    Minimize
    Maximize
    Restore
    Move
    Resize
    Scroll
    Close
    
    More Information
    Questions and Answers
  10. Click the The Single Document Interface line
  11. On the Formatting toolbar, click the arrow of the Style combo box and click Heading 3
  12. Click each of the following lines and press F4
     
    The Single Document Interface
    The Multiple Document Interface
    The Dialog Box
    The Multi-Pane Windows
    
    Newsgroups
    Forums
    Newsletters
    Chat Rooms
    Viruses
    Email System
  13. Save the file as Microsoft Windows Fundamentals in your Microsoft PowerPoint Exercises folder
  14. On the main menu of Microsoft Word, click File -> Send To -> Microsoft PowerPoint
  15. Close Microsoft Word and access Microsoft PowerPoint
  16. Display the Outline View. In the left frame, click anywhere in slide 4
  17. On the main menu, click Format -> Slide Layout...
  18. Click 2 Column Text and click Apply
  19. In the left frame, in slide 4, select text from The Title Bar to The Dimensions of a Window
  20. Drag the selection to the Click To Add Text box on the right side of the right frame:
     
  21. In the left frame, click slide 5 and change its Slide Layout to 2 Column Text
  22. In the left frame, click the bullet button on the left of the The "Information Superhighway" line. That select the bullet and its sub-bullets
  23. Move the selection to the Click To Add Text box
  24. Save the presentation as Microsoft Windows Fundamentals in your Microsoft PowerPoint Exercises folder

Bullets and Numbering

 

Introduction

The items in a slide is meant to serve as an outline of points and references that would be addressed during a presentation. For this reason, they are provided as a list. A list is referred to as bullet when each item displays a bullet on its left side. When you type text in the body of a slide, as you are pressing Enter, the bullets are created automatically. If you create your presentation using a template or the Design Templates of the New Presentation dialog box, the new presentation is created and its bullets are formatted using preset characteristics. If you create a blank presentation, the bullets added to the slides are simple.

Formatting Bullets and Numbering

Whether you created your presentation using a template or scratch, you can change or completely change the default bullets. To change one bullet, you can right-click its line in the slide and click Bullets and Numbering. Any change made would apply only to that bullet. To change a group of bulleted items, select them, right-click the selection and click Bullets and Numbering. Any change made would apply to all items of the selection.

After clicking the Bullets and Numbering, the Bullets and Numbering dialog box would appear. It allows you to change the type of bullet that is currently used in the selected item(s). You can also change the color used to paint the bullet. If you want to be fancier, you can use either one of the sample bullets installed along with Microsoft PowerPoint or you can use your own picture as a bullet. If you prefer the list to be numbered, you can do this using the Numbered property page of the Bullets and Numbering dialog box.

Practical Learning Practical Learning: Formatting Bullets

  1. Open the Web Design1 presentation you modified in Lesson5. If you don't have it, open the Web Site Design2 presentation
  2. Press Ctrl + Home and display the Slide View
  3. To remove a bullet, right-click the name on the slide and click Bullets and Numbering...
  4. In the Bullets and Numbering dialog box and in the Bulleted property page, click None
     
  5. Click OK
  6. To save the presentation with an incremental name, press F12
  7. Change the name of the presentation to Web Design3
  8. Click Save
  9. Open the Alcoholism Factor3 presentation you have been working on. If you don't have it, open the Alcoholism3 presentation
  10. Display Slide View. In the left frame, click the button 2
  11. In the middle frame, select the text of all four lines
  12. On the main menu, click Format -> Bullets and Numbering...
  13. In the Bulleted property page of the Bullets and Numbering dialog box, click the button in 2nd column - 2nd row
  14. Change the Size spin button to 95
  15. Click the arrow of the Color combo box and click More Colors...
  16. In the Colors dialog box, click Custom. Set the color to Red=255, Green=204, Blue=102. Click OK
     
  17. Click OK
 

MOUS Topics

 
S20 Import text from Microsoft Word
S29 Apply formatting
 

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