MS Powerpoint part 4

Checking Spelling:-

Introduction:-

Worried about making mistakes when you type? Don't be. PowerPoint provides you with several proofing features that will help you produce professional, error-free presentations. In this lesson, you will learn about the various proofing features, including the Spelling tool.

To make your slide show appear professional, you'll want to make sure it is free from spelling errors. PowerPoint has several options for checking your spelling. You can run a spell check, or you can allow PowerPoint to check your spelling automatically as you type.

To run a spell check:

1.      Go to the Review tab.

2.      Click the Spelling command.

3.      The Spelling dialog box will open. For each error in your presentation, PowerPoint will try to offer one or more suggestions. You can select a suggestion and then click Change to correct the error.

4.      If no appropriate suggestions are given, you can manually type in the correct spelling and then click Change.

Ignoring spelling "errors":-

The spell check is not always correct. It will sometimes say something is spelled incorrectly when it's not. This often happens with people's names, which may not be in the dictionary.

If PowerPoint says something is an error, you can choose not to change it using one of three options:

•       Ignore Once: This will skip the word without changing it.

•       Ignore All: This will skip the word without changing it, and it will also skip all other instances of the word in your presentation.

•       Add: This adds the word to the dictionary so it will never come up as an error again. Make sure the word is spelled correctly before choosing this option.

Automatic spell check:-

By default, PowerPoint automatically checks your presentation for spelling errors, so you may not even need to run a separate check using the Spelling command. These errors are indicated by red, wavy lines.

To use the automatic spell check feature:-

1.      Right-click the underlined word. A menu will appear.

2.      Click the correct spelling of the word from the list of suggestions.

3.      The corrected word will appear in the presentation.

You can choose to Ignore an underlined word, Add to Dictionary, or go to the Spelling dialog box for more options.

Modifying proofing options:-

With customizable proofing options, PowerPoint gives you the ability to change the way it addresses spelling errors, including automatic spell check and contextual spelling. Contextual spelling (an option that is turned off by default but can be turned on) can help you find and correct spelling mistakes like the use of "too" vs. "two" or "there" vs. "their".

To modify proofing options:-

1.      From the Backstage view, click Options.

2.      Select Proofing. The PowerPoint Options dialog box gives you several options to choose from:

Check spelling as you type: Uncheck this box if you don't want PowerPoint to check for spelling errors automatically. (This automatically checks Hide spelling errors.)

Use contextual spelling: Check this box if you want PowerPoint to check for contextual spelling mistakes, like the use of "your" vs. "you're".

Hide spelling errors: Check this box if you want to hide the red, wavy lines that mark spelling errors. (This option is disabled if Check spelling as you type is unchecked.)

If you've turned off the automatic spell check, you can still run a check by going to the Review tab and clicking the Spelling command.

Modifying any settings in PowerPoint Options, including Proofing, affects all of PowerPoint, not just your current presentation.

Presenting Slide Show:-

Introduction:-

Once your slide show is completed, you will need to learn how to present it to an audience. PowerPoint offers several tools and features that can assist you in making your presentation smooth, engaging, and professional.

In this lesson, you will learn how to play a slide show and advance through the slides. In addition, you will learn about various presentation options like using a highlighter to mark slides and how to set your slide show to play on a continuous loop.

To present your slide show, you'll need to know how to start it. PowerPoint allows you to start your slide show from the first slide or from any slide within the slide show. Once your slide show has started, you'll need to know how to advance through the slides.

To start a slide show:-

1.      Select the Slide Show tab.

2.      Click the From Beginning command in the Start Slide Show group to start the slide show with the first slide.

You can also start the slide show from the slide you prefer by selecting the slide and clicking on From Current Slide from the Start Slide Show group. This option is convenient if you only want to view or present certain slides.

Another option for starting the slide show is to select Slide Show view at the bottom of the window.

To advance and reverse slides:-

1.      Hover your mouse over the bottom-left of the screen. A menu will appear.

2.      Click on the right arrow to advance slides, or click on the left arrow to reverse slides.

You may also use the arrow keys on your keyboard to advance and reverse slides.

To stop or end a slide show:

To end slide show, hover and select the menu box options command and click End Show. You can also press the"Esc" key at the top left of your keyboard to end the show. 

Presentation tools and features:-

PowerPoint provides convenient tools and features you can use while you are presenting your slide show.  Features include changing your mouse pointer to a pen or highlighter to draw attention to items in your slides. In addition, you can jump around to slides in your presentation or access items from your computer desktop if needed.

To access the pen or highlighter:-

1.      Hover and click on the pen menu option in the bottom left of your screen.

2.      Select Pen or Highlighter based on your preference.

3.      Use the pointer to draw on or mark your slides. 

From the same menu, you can also change the color of the pen or highlighter. Keep in mind that light color choices are best for the highlighter.

To erase ink markings:

1.      Hover and click on the pen menu option in the bottom-left of your screen.

2.      Select Eraser to erase individual ink markings, or select Erase All Ink on Slide to erase all markings.

When you end your slide show, you also have the option to Keep or Discard (erase) any ink markings you made during your presentation.

To jump to a nonadjacent slide:-

1.      Hover and click on the menu box option in the bottom-left of your screen.

2.      Select Go to Slide, and choose the slide you would like to jump to in your presentation.

To access the desktop:-

Sometimes you may need to access the Internet or other files and programs on your computer during your presentation. PowerPoint allows you to access your desktop task bar without ending your presentation.

1.      Hover and click on the menu box option in the bottom-left of your screen.

2.      Select Screen, then click on Switch Programs.

3.      Your computer's task bar will appear. Choose a program you would like to switch to.

Menu access options:-

You can also access any of the above menu items by right-clicking anywhere on the screen during your slide show.

Keyboard shortcuts:-

•       Switch between the pen pointer and mouse pointer by pressing "Ctrl + P" (pen) or "Ctrl + M" (mouse) on the keyboard.

•       Press "E"  on the keyboard to erase any ink markings while using the pen or highlighter.

Slide show setup options:-

PowerPoint has various options for setting up and playing a slide show. For example, you can set up an unattended presentation that can be displayed at a kiosk and make your slide show repeat with continuous looping.

To access slide show setup options:-

1.      Select the Slide Show tab.

2.      Click the Set Up Show command.

3.      The Set Up Show dialog box will appear. 

4.      Click OK to apply the settings to the slide show.

Saving and Printing:-

Introduction:-

Are you saving for the first time? Do you need to share your presentation with someone who does not have PowerPoint 2010? Would you like to print handouts of your presentation? Do you need a printout that shows your notes with your slides? All of these things will affect how you save and print your PowerPoint presentations.

In this lesson, you will learn how to use the Save and Save As commands, in addition to learning how to save in alternative file formats. We will also cover all of the printing tasks and settings in the Print pane, along with the Quick Print feature.

Saving and Printing Presentations:-

Whenever you create a new presentation in PowerPoint, you'll need to know how to save it in order to access and edit it later. PowerPoint allows you to save your presentations in a number of ways.

Once you've created your document, you may want to print it to view and share your work offline. It's easy to preview and print a document in Word using the Print pane.

To use the Save As command:-

Save As allows you to choose a name and location for your presentation. It's useful if you've first created a presentation or if you want to save a different version of a presentation while keeping the original.

1.      Click the File tab.

2.      Select Save As.

3.      The Save As dialog box will appear. Select the location where you wish to save the presentation.

4.      Enter a name for the presentation, then click Save.

If you're using Windows 7, you'll usually want to save things to your Documents library, and in other versions of Windows you'll save them to the My Documents folder. For more information, check out our lessons on Windows 7 and Windows XP.

To use the Save command:-

1.      Click the Save command on the Quick Access Toolbar.

2.      The presentation will be saved in its current location with the same file name.

If you are saving for the first time and select Save, the Save As dialog box will appear.

AutoRecover:-

PowerPoint automatically saves your presentation to a temporary folder while you're working on it. If you forget to save your changes or if PowerPoint crashes, you can recover the autosaved file.

1.      Open a presentation that was previously closed without saving.

2.      In Backstage view, click Info.

3.      If there are autosaved versions of your file, they will appear under Versions. Click on the file to open it.

4.      To save changes, click Restore, then click OK.

By default, PowerPoint autosaves every 10 minutes. If you are editing a presentation for less than 10 minutes, PowerPoint may not create an autosaved version.

Other file formats:-

To save as a PowerPoint 97-2003 Presentation:

You can share your presentation with anyone using PowerPoint 2010 or 2007, since they use the same file format. However, earlier versions of PowerPoint use a different file format, so if you want to share your presentation with someone using an earlier version of PowerPoint, you'll need to save it as a PowerPoint 97-2003 presentation.

1.      Click the File tab.

2.      Select Save As.

3.      In the Save as type drop-down menu, select PowerPoint 97-2003 Presentation.

4.      Select the location you wish to save the presentation.

5.      Enter a name for the presentation, then click Save.

To save as a different file type:

If you would like to share your presentation with someone who does not have PowerPoint, you have several different file types to choose from.

1.      Click the File tab.

2.      Select Save & Send.

3.      Choose from three special File Types: o           Create PDF/XPS Document: Saves the contents of your slide show as a document instead of a PowerPoint file.

o    Create a Video: Saves your presentation as a video that can be shared online, in an email, or on a disc.

o    Package Presentation for CD: Saves your presentation in a folder along with the Microsoft PowerPoint Viewer, a special slide show player that anyone can download and use.

Printing:-

In previous versions of PowerPoint, there was a Print Preview option that allowed you to see exactly what the presentation looked like before printing it. You may have noticed that this feature seems to be gone in PowerPoint 2010. It actually hasn't disappeared; it has just been combined with the Print window to create the Print pane, which is located in Backstage view.

To view the Print pane:

1.      Click the File tab to go to Backstage view.

2.      Select Print. The Print pane appears, with the print settings on the left and the Preview on the right.

To print:-

1.      Go to the Print pane.

2.      Determine and choose how you want the slides to appear on the page.

3.      If you only want to print certain slides, you can type a range of slides. Otherwise, select Print All Slides.

4.      Select the number of copies.

5.      Select a printer from the drop-down list.

6.      Click the Print button.

Quick Print:-

There may be times when you want to print something with a single click, using Quick Print. This feature prints the document using the default settings and the default printer. In PowerPoint 2010, you'll need to add it to the Quick Access Toolbar in order to use it.

Quick Print always prints the entire presentation, so if you only want to print part of your presentation you'll have to use the Print pane.

To access the Quick Print button:

1.      Click the drop-down arrow on the right side of the Quick Access Toolbar.

2.      Select Quick Print if it is not already checked.

3.      To print, just click the Quick Print command.