Lecture PlanMicrosoft Office 2010

Microsoft PowerPoint 2010

Lesson 5: Format the Presentation

Learning Goals

The goal of this lesson is for students to learn to format the presentation for impact. Students will learn to modify slides, format text, modify objects, and properly proof the presentation.

Learning Objectives

On completion of this lesson, students will be able to do the following:

  • Select and deselect objects
  • Add text to slides
  • Adjust text objects
  • Format text
  • Change text alignment and spacing
  • Move a text object
  • Find and replace text and fonts
  • Correct text while typing
  • Check spelling
  • Use the Research Task Pane

Lesson Introduction

Describe the importance of knowing the audience and preparing an appropriate presentation. Formatting a presentation is an easy way to add interest and flair to the presentation. Discuss the necessity of maintaining a professional presentation while incorporating formatting and objects to add interest. Stress to students that importance of proofing the presentation for errors in grammar and spelling.

Selecting and Deselecting Objects

Students should be able to:

  • Define the term object.
  • Explain that an object cannot be manipulated until it is selected.
  • Demonstrate how to select various objects on PowerPoint slides.
  • Demonstrate how to deselect various objects on PowerPoint slides.
  • Demonstrate how to select an object so that you can edit the text inside of that object.
  • Demonstrate how to edit the object text.
  • Explain that the dotted selection box indicates that the entire object will be edited.
  • Demonstrate how to select and edit the entire object.
  • Explain that the circles that appear around the object are called resize handles and are used for resizing the object.
  • Demonstrate how to resize the object using the resizing handles.

Adding Text to Slides

Students should be able to:

  • Explain that additional text objects can be added to a slide at any time.
  • Demonstrate how to add a text label to a slide using the Text Box command from the Insert Ribbon.
  • Demonstrate how to manipulate a text box using the commands on the Drawing Tools Ribbons.

Adjusting Text Objects

Students should be able to:

  • Explain that word wrapping and object sizing will allow the user to maintain a neat appearance on the slide.
  • Point out that resizing a text object will allow for larger items like clip art to be placed inside of the object.
  • Demonstrate how to change the object’s default settings using the Format dialog box found when right-clicking on the selected object.
  • Demonstrate how to change the placeholder’s default settings using the Format dialog box. Open the dialog box by right-clicking on the object and selecting Format Shape from the shortcut menu.

Formatting Text

Students should be able to:

  • Explain that the default font setting on any slide can be changed by the user.
  • Demonstrate how to select text on a slide.
  • Demonstrate how to change various font formats using the command on theHome Ribbon.
  • Demonstrate how to change various font formats using the command on the Home Ribbon.
  • Demonstrate how to remove bullets from a slide using the commands on the Home Ribbon.
  • Demonstrate how to change the default bullet using the Bullets and Numbering Command found in the Paragraph Group on the Home Ribbon.
  • Demonstrate how to apply bullets to a list using the Bullets button in the Paragraph Group on the Home Ribbon.
  • Demonstrate how to apply numbering to a list using the Numbering button in the Paragraph Group on the Home Ribbon.

Changing Text Alignment and Spacing

Students should be able to:

  • Explain that text alignment and text spacing within a placeholder can be changed to enhance the appearance of the slide.
  • Demonstrate how to select text inside of a placeholder and change the alignment of the text using the commands on the Home Ribbon.
  • Demonstrate how to select text inside of a placeholder and change the alignment of thetext using the commands on the Home Ribbon.
  • Demonstrate how to select text inside of a placeholder and change the line spacing using the Line Spacing using the commands on the Home Ribbon.
  • Demonstrate how to select text inside of a placeholder and change the line spacing using the Line Spacing option in the Paragraph Group on the Home Ribbon.
  • Explain the difference between line spacing and paragraph spacing.
  • Demonstrate how to change the paragraph spacing of a placeholder using the Line Spacing option on the Home Ribbon.

Moving a Text Object

Students should be able to:

  • Explain that moving a text object might make slides more appealing.
  • Demonstrate how to move a placeholder using the drag and drop method.
  • Demonstrate how “nudging” an object using the arrow keys moves the placeholder only slightly.

Finding and Replacing Text and Fonts

Students should be able to:

  • Explain that the Find and Replace option searches for a specific word or phrase throughout the presentation, then replaces all occurrences of the word or phrase without the user having to navigate each individual slide in the presentation.
  • Demonstrate how to find a word or phrase in a presentation using the Find option in the Editing Group on the Home Ribbon.
  • Explain that selecting the whole word option in the Find dialog box will allow PowerPoint to show only results that include the entire word.
  • Demonstrate how to find and replace a whole word or phrase in a presentation using the Replace option in the Editing Group on the Home Ribbon.
  • Demonstrate how to replace a specific font type or font format using the Replace dialog box in the Editing Group on the Home Ribbon.

Correcting Text While Typing

Students should be able to:

  • Explain how the AutoCorrect option used in PowerPoint will automatically correct common spelling errors.
  • Demonstrate how AutoCorrect will automatically correct common spelling errors.
  • Demonstrate how to undo a correction made by AutoCorrect using the AutoCorrect Options button that appears on screen when a correction is made.
  • Demonstrate how to turn on AutoCorrect by selecting Options under the File Tab.
  • Explain how the AutoFit option in PowerPoint will automatically resize text to fit in a placeholder.
  • Demonstrate how the AutoFit option will work when a large amount of text is typed into a small text box.
  • Demonstrate how to stop the AutoFit option in a placeholder by using the AutoFit Options button that appears on screen when text is entered into a placeholder.

Checking Spelling

Students should be able to:

  • Explain that spell checking will correct only words that appear in the standard dictionary.
  • Point out that names are sometimes marked as misspelled because they do not appear in the standard dictionary.
  • Demonstrate how to check spelling in the entire presentation using the Spelling button on the Review Ribbon.
  • Demonstrate how to check spelling for a single slide using the Spell Check option on the Review Ribbon.
  • Demonstrate how to add words to the dictionary using Proofing Command in the Options under the File Tab.
  • Explain how smart tags are used in PowerPoint.
  • Demonstrate how to change the spelling of a word using smart tags that appear in the presentation.

Using the Research Task Pane

Students should be able to:

  • Explain that a very important part of creating a presentation is to make sure that the information in the presentation conveys the correct message.
  • Demonstrate how to use the Thesaurus to replace words in a presentation.
  • Demonstrate how to use Translation to translate a word from one language to another.

Lesson Quiz

True/False

  1. Pictures can be inserted from the clipart collection or from a file.
  2. Selecting Spell Check only checks spelling for the current slide.
  3. AutoCorrect may be disabled on the Home Ribbon.
  4. Placeholders can be moved or resized on a slide in the presentation.
  5. The line spacing command is found on the Home Ribbon.

Multiple Choice

  1. How many styles does PowerPoint offer to help alter shapes and pictures?
  2. 20
  3. 25
  4. 30
  5. 35
  1. Where is the command located to insert clip art or a SmartArt Graphic?
  2. Home Ribbon
  3. Graphics Ribbon
  4. Developer Ribbon
  5. Insert Ribbon
  1. Which of the following is not considered formatting text?
  2. Changing the font style
  3. Spell Checking
  4. Adding a border
  5. Changing the font size
  1. The _____ Ribbon includes the proofing tools, comments, and protections
  2. View
  3. Design
  4. Review
  5. Proofreading
  1. Occasionally, Spell Check may identify an unusual word as being spelled incorrectly. This may be corrected by adding the word to the _____.
  2. Custom dictionary on the Home Ribbon
  3. Custom dictionary on the Review Ribbon
  4. Standard dictionary on the Insert Ribbon
  5. Custom dictionary in the PowerPoint Options Dialog Box.

Quiz Answers:

True/False

  1. True
  2. False, all slides in the presentation are checked.
  3. False, Options under the File Tab.
  4. True
  5. True

Multiple Choice

  1. B (25)
  2. D (Insert Ribbon)
  3. B (Spell Checking)
  4. C (Review)
  5. D (Custom dictionary in the PowerPoint Options Dialog Box)

Class Projects

Hands-On Projects

Lesson 5—Exercise 1

As assistant to the distance education coordinator at your school, you are working on a presentation to present distance education opportunities to a group of new students. The coordinator has identified some items that need to be edited on the presentation. Using the Lesson5ex1_data file, make the following modifications to the presentation:

  1. Adjust all text objects on slide 1 so that the text is centered vertically and horizontally on the slide.
  2. Change the title on slide 1 to 40-point font.
  3. Change the line spacing of slides 3 and 7 to 1.5 lines and center the information on the slide.
  4. Left-align and vertically center the text on slide 2.
  5. Find the word Online and replace with the word Distance.
  6. Spell Check the entire presentation.
  7. Using the Thesaurus, find an appropriate word to replace available on slide 7.
  8. Save the presentation as lesson5ex1a in a new folder named PowerPoint on your storage device.
  9. Close PowerPoint.

Lesson 5—Project 1

As the Club President for STAR Running Club, you prepared a presentation for an upcoming club meeting. After reviewing the presentation, you have discovered a few areas that need to be edited. Open the Lesson5Project1_data presentation, and complete the following.

  • Add the text Don’t give up, at the beginning of the statement on slide 8 and center align the information on the slide and in the placeholder.
  • Change the title text on all slides to a font of your choice.
  • Use the Review Ribbon to find the Spanish translation for just one more mile.
  • Place a new text box at the bottom of the last slide, and place the Spanish translation in the text box. The font size should be small.
  • Relocate the text objects on slide 2 to the center of the slide.
  • Move slide 4 to the position before slide 3.
  • Find and replace the word and word forms of JOG with RUN.
  • Spell Check the entire presentation.
  • Save the presentation as lesson5project1a in the PowerPoint folder on your storage device.
  • Close PowerPoint.

Video and Training Resource Links

Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement.

E-Learning Courses from Microsoft Learning

Course 10523: Intermediate Skills in Microsoft PowerPoint 2010

Show the class the information for this course and explain that this course is designed to help you use the Microsoft PowerPoint 2010 interface, commands, and features to create, enhance, and deliver presentations.

Video: Set the proofing language in Microsoft PowerPoint

Show the class the information for this course and explain that this course is designed to demonstrate how to setup the proofing language in PowerPoint.

Demo: Add pictures to your SmartArt graphic
Show the class the information for this demonstration and explain that this video is designed to show how to add a picture as the background to your SmartArt graphic, in a shape, or to color your text.

Demo: Animate your SmartArt graphic

Show the class the information for this demonstration and explain that this video is designed to show how to add animation effects to all or part of your SmartArt graphic. If the animation option that you want to use for an individual shape in your SmartArt graphic is unavailable, convert your SmartArt graphic into individual shapes and then add the animation effect.