Spell Check and Printing

Using Spell Check

The Spell Check tool allows you to check your entire presentation for spelling errors. PowerPoint has a dictionary that you can customize with words typically not included in a standard dictionary.

To Use the Spell Check Tool:

• Click on Tools Spelling.

OR

• Click the Spelling button on the Standard Toolbar.

 

Scanning for Errors

Once you launch the Spell Check tool, a couple of scenarios can occur:

• PowerPoint quickly scans your presentation, searching for words that aren't in its dictionary. If there are no recognizable errors, a dialog box will appear stating that the spelling check is complete.

• If there are possible spelling errors, the Spelling dialog box opens and offers you a number of options. Any unrecognized word appears in the Not in Dictionary box.

Spell Check Options

You can choose from one of the options in the Spelling dialog box:

• Ignore - the word is correct and does not need to be added to the custom dictionary.
• Ignore All - ignore all occurrences of the word.
• Change - correct the word.
• Change All - change all occurrences of the spelling of a word.
• Add - add a word to the custom dictionary.
• Suggest - PowerPoint suggests possible correct spellings of a word. Scroll through the list to find the correct spelling. Select the appropriate one and click the Change button.
• AutoCorrect - automatically corrects many common spelling, typing, and grammatical errors.

Once the entire presentation has been checked for spelling errors, and you have made your corrections or changes, click Close.
The Spell Check tool does not catch all errors. Be sure to read through your text carefully to find any typographical errors.

Previewing and Printing

Once you've corrected any errors in your document, it's time to print. PowerPoint 2003 allows you to preview your presentation before you print. You can preview and print slides, handouts, notes pages and outlines.

To Preview and Print a Presentation:

• Click on File Print Preview.

OR

• Click the Print Preview button on the Standard Toolbar.

• On the Print Preview Toolbar, click the down-pointing arrow next to the Print What box.

• Select the layout that you want to preview and/or print.
• Click the Close button to return to the presentation or choose Print to print the layout.

Printing a Slide Presentation

If you don't want to preview your presentation in the various formats, you can simply print it.

To Print a Presentation:

• Click on File Print.

• The Print dialog box opens.

• Click the down-pointing arrow next to the Print What box.
• Choose Slides, Notes, Handouts, or Outline.
• Select the print range and number of copies.
• Click OK.

Animating Slides

Animating Slides

Animating slides involves adding movement and sometimes sound to text or to the slides in a presentation. Animation can help create a livelier and more interesting slide show. PowerPoint provides some preset animation or allows you to customize the animation to fit your needs.

To Animate Slides using Animation Schemes:

• Open the PowerPoint presentation that you want to work on.
• Select the slide that you want to animate.
• In the Task Pane, click the down-pointing arrow and select Slide Design - Animation Schemes.

 

Choosing Animation for Your Slides

PowerPoint offers several options for animating your slides.

• Once you click on Slide Design Animation Schemes, the Slide Design pane appears with a list of options.

• Click on an Animation Scheme that you think might work well in your presentation. (To preview your choice, make sure that the AutoPreview option is checked).
• Preview different schemes to see which one best fits your slides.
• You can apply different animation to each individual slide or click on APPLY TO ALL SLIDES.
• Once you have applied your animation you can click on Play or Slide Show to view it.
• Remove animation by selecting No Animation in the white box.

Adding Custom Animation

You can also decide how text and other slide elements 'perform' by using custom animation. You can add effect, set speed and direction, and animate text on your own.
For example, you can decide how words or graphics enter or exit a slide. You may want to begin by adding effect to the titles in your presentation.

To Add Effect to Text:

• Open the presentation you want to add an effect to.
• Click on the down-pointing arrow in the Task Pane Custom Animation.

• Click the text that you want to add an effect to.
• The Add Effect button will be activated. (Note the button is inactive until you select a part of the slide to work on)

• Click on Add Effect Entrance.
• A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In.
• Decide how your text will appear on the screen and choose an option.
• You can easily remove the effect by clicking Remove. Or, you can modify it by setting direction and speed underneath Modify. (PowerPoint lets you know the specific effect by listing it next to Modify. For example, Modify: Blinds).

Emphasis and Exit

If you want to add an effect to make text or graphics grow, shrink, or change in another way, click on Add Effect Emphasis. Choose an effect. If you want to add an effect to have text or graphics exit the slide, click on Add Effect Exit. Choose the effect.

Setting Direction and Speed

Once you choose an effect, decide the direction for that effect. For example, you may want text to Fly In from the bottom. (Make sure your animation doesn't cross important graphics or text in your presentation).

To Set Direction:

• Underneath Modify in the Custom Animation pane, click on the down pointing arrow beneath Direction. (Note that direction options vary depending on the type of effect).

• Choose the side of the slide from which you want the title to enter.
• Underneath Modify next to Start, select With Previous (Animation starts automatically) or On Click (Animation starts when you click the mouse).

Decide the speed at which you want effects to happen in your slides. You can choose very slow, slow, medium, fast or very fast to fit the rhythm of your presentation.

To Set Speed:

• Click on the down-pointing arrow underneath Speed and choose an option

Animating a Bulleted List

A bulleted list may be another area that you might want to animate.

To Add Animation to a Bulleted List:

• Open the slide with the bulleted list you want to animate.
• Click on the text box that contains the text you want to animate.
• Click on the down-pointing arrow in the Task PaneCustom Animation.

• The Add Effect button is now active.

Controlling Your Text

With the Add Effect button active, you can control the text in your bulleted list:

To Set Animation in a Bulleted List:

• Select the line of text you want to animate.
• Once a line is selected, the Add Effect button becomes active.
• Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion Paths.
• Using the downward pointing arrow to the right of each category:
• Decide if you want this animation to occur On the Click, With Previous, or After Previous.
• Select the Direction the animation will occur (direction options will differ depending on the animation.
• Choose a Speed for the animation.
• To make changes to an animation, simply locate the number of the animation you wish to change and use the downward pointing arrow to the right of that numbered animation.
• To set the direction/timing, you can select Effect Options from the menu.

• A dialog box appears.
• Click on the Text Animation tab.

• The default option is By 1st level paragraphs. This is the level for the main bullet points. Bullets points will enter one at a time on the slide
• If you want the bullet points to enter as a group, choose As one object.

If you have multiple levels of bullets in a slide and you want to animate all levels, choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level paragraphs if you have three levels of bullets etc.

Adding Charts, Diagrams and Tables

Inserting a Chart

PowerPoint allows you to insert charts into your slide presentation to display different types of information to your audience.

To Insert a Chart:

• Insert a new slide with a title and a chart icon.
• When the slide appears, click the Insert Chart icon.

• A chart appears with a data sheet and sample data.

• Replace the sample data in the data sheet with actual data that you want to present. The Y axis is for values or numbers. For example, number of hours worked or amount of money earned. The X axis is the label for the information. It now reads East, West, North.
• You can delete some information in columns or rows of the sheet. Right click on the row or column and choose Cut, Delete or Clear Contents.
• NOTE: You can expand the chart columns to fit your data or titles. Place your mouse pointer over the end of the column in the gray heading. A black cross with double arrows appears. Right click and drag the columns to the size you want.
• To format column width, click on FormatColumn width.
• Notice that as you enter the new data and titles etc., the chart on the slide changes to show this new information.

If the datasheet disappears, double click on the chart and choose View Datasheet.

Setting a Maximum Value for a Chart

As you enter numbers in your chart, a maximum value for your chart will automatically be set, or you can set a maximum value of your own. The top value will automatically round up from the top value of the data that you are entering. So, depending on your data, it will be rounded to the nearest ten, hundred, or thousand.

To Set a Maximum Value:

• Double click on a value on the side of the chart.
• The Format Axis dialog box appears.
• Click on the Scale tab.

• Change the number for Maximum to the maximum number in your presentation. For example, 100.

• Click OK. 

Choosing a Different Chart Type

If you don't want to use the chart that automatically appears when you double click the chart icon in a slide, you can choose a different chart type

To Choose a Different Chart Option:

• Click on Chart Chart Type.

• A list of different charts appears, including Column, Bar, Line, Pie, and Pyramid.

• Choose the best chart type for your presentation.
• Click OK. 

Labeling a Chart

You may also want to label your chart with such information as the title and what the X and Y axes represent. In the default chart, the X axis is the horizontal information while the Y axis is the vertical information.

To Label a Chart:

• Click on Chart Chart Options.
• A dialog box appears.
• Click on the Titles tab (if it is not already selected).

• In the box below Chart Title, type in the title.
• In the box below Category (X) axis, type in the label for this information. It appears in the rows on the left of the datasheet and in a box on the right of the chart.
• In the box below Value (Y) axis, type in the label for this information.
• Click OK.

To Change Text Alignment of Label:

• Right click on the text and choose Format Axis title.

• Click on the Alignment tab.
• Choose your text alignment and orientation options.

• Click OK.

Inserting a Diagram or Organization Chart

Does your presentation require a diagram or organization chart? An organization chart shows hierarchal relationships in a company or organization such as president, vice president etc. Diagrams are used to show relationships between various elements.

To Insert a Diagram or Organization Chart strong:

• Insert a new slide with a Diagram or Organization Chart icon.
• Click on the Insert Diagram or Organization Chart icon.

• When the Diagram Gallery dialog box appears, select a diagram or chart type.

• Click OK.

OR

• If working in a blank slide, click the Insert Diagram or Organization Chart button on the Drawing Toolbar.

Inserting a Table

PowerPoint also gives you the option of displaying information within your presentation in a table.

To Insert a Table:

• Insert a new slide with a table icon.
• Click on the Insert Table icon.

• When the dialog box appears, set the number of columns and rows for your table.

• Click OK.
• Enter the data for your table.
• To format the table, choose Format Table.

• Click on the tabs and make any necessary changes.
• Click OK.