Powerpoint 2007 - Layouts, Themes & Masters

Information Technology S Office 2007 Users Guide PowerPoint 2007 Themes, Layouts and Masters TABLE OF CONTENTS Introduction ............................................................................................................................ 1 Create Structured Documents ................................................................................................ 1 Best Practice In Microsoft Office ............................................................................................ 1 Getting Started ....................................................................................................................... 2 Launching Your PowerPoint Application: ............................................................................ 2 The New Look In Office 2007 ................................................................................................. 3 PowerPoint Window ........................................................................................................... 3 Customizing the Quick Access Toolbar .............................................................................. 4 Using the Ribbon ................................................................................................................ 6 Powerpoint Definitions............................................................................................................ 6 Customizing Your Presentation .............................................................................................. 7 A Word on Design .............................................................................................................. 7 Creating Slides: Themes .................................................................................................... 7 Using Themes – Why It’s Important ............................................................................ 8 Benefits of Using Themes: ................................................................................................. 8 Selecting a Theme ............................................................................................................. 9 Working with Colors & Fonts .............................................................................................. 9 Applying a Built-In Color Theme ........................................................................................10 Creating a Custom Color Theme .......................................................................................12 Deleting a Custom Color Theme .......................................................................................14 Changing a Delivered Font Theme ....................................................................................15 Creating a Custom Font Theme ........................................................................................16 Deleting a Custom Font Theme .........................................................................................17 Adding a Background to a Theme .....................................................................................17 Formatting a Built-in Background ......................................................................................18 Adding a Background Graphic ...........................................................................................20 Customizing a Theme Effect .................................................................................................22 i Using Built-In Layouts ...........................................................................................................24 Changing a Slide’s Layout .................................................................................................24 Customizing Layouts And Master Slides ...............................................................................26 Placeholders on the Slide Master ......................................................................................26 Formatting Text in a Master Slide ......................................................................................27 Moving, Deleting or Restoring a Placeholder .....................................................................29 Date, Page # and Footer on a Slide Master .......................................................................30 Renumbering Slides ..........................................................................................................34 Adding a Saved Logo to a Slide Master .............................................................................35 Image Labeling - ALT Text (tags) ..........................................................................................38 Different Ways To View Your Presenation.............................................................................39 Normal View ......................................................................................................................39 Slide Sorter View ...............................................................................................................40 Slide Show View ...............................................................................................................40 Working With Notes ..............................................................................................................41 Adding Notes To Your Presentation ..................................................................................41 Printing Note Pages ..........................................................................................................42 PowerPoint Final Touches ....................................................................................................44 Enter Additional Presentation Properties Information: .......................................................44 Saving Your Document:.....................................................................................................45 Saving Your Presentation as a PDF File ...........................................................................46 Saving Your Presentation in HTML ...................................................................................49 Quick Tips To Accessible Presentations ...............................................................................50 Other Resources or Training .....................................................................................................50 INTRODUCTION This document discusses intermediate concepts and focuses on Themes, Layouts and Masters to customize a presentation. This includes adding a logo or backgrounds, changing the layout design, working with colors and fonts and includes best practices for accessibility. CREATE STRUCTURED DOCUMENTS The Microsoft Suite provides support for addressing most accessibility issues that arise with electronic documents. In order to ensure that PowerPoint documents are ultimately accessible, content authors must utilize the formatting and layout options within Microsoft PowerPoint that support structural markup. This structural markup ensures that assistive technology software such as screen readers can correctly discern and interpret the structure of the PowerPoint presentation. BEST PRACTICE IN MICROSOFT OFFICE Best practices refer to a collection of how to’s, what to avoid when authoring Microsoft Office documents, and the ability to convert the document. • Following best practices will help you: o utilize the software more efficiently o create structured documents o simplify the conversion process If in the original design and structure of the document, things are left out or are not done correctly, the final product will have missing information and display content incorrectly. Get into the habit of always following best practices. Create tables, charts, layouts, without using outside sources and you will actually save time while preparing a quality document. The more structure that is added while authoring an Office document before conversion, the more accessible it will be after conversion. • Accessibility means that people with disabilities can perceive, understand, navigate, and interact with the document. One of the advantages of true structure in Microsoft Office documents is that the file can be easily exported to a PDF document retaining the necessary structure and will be accessible and compliant when posted to the web. Secondly when exported to HTML, structure will also be retained and with a few code tweaks your document will be accessible and compliant. In both cases, the added structure increases the readability of the document for people using assistive technology. PowerPoint - Themes, Layouts and Masters Page 1 GETTING STARTED Launching Your PowerPoint Application: 1. Click the Start button on the Taskbar at the bottom left corner of your Windows screen. 2. Select All Programs. 3. Click Microsoft Office from the submenu, and then select Microsoft Office PowerPoint 2007. 4. The Normal View pane appears (see Figure 1, below). Figure 1 - Normal View Pane 5. To view PowerPoint 2007 templates, from the Normal View pane, click on the Office button and select New (see Figure 2 below). Figure 2 - New Presentation Task Pane 6. The New Presentation task pane contains a list of templates. For a new, blank presentation, select Blank and recent. PowerPoint - Themes, Layouts and Masters Page 2 THE NEW LOOK IN OFFICE 2007 The Office 2007 suite of software, which includes Excel, Word, Access and PowerPoint, has a very different look and feel. The traditional toolbars as we know them in previous Office versions have been replaced with what is now called the Ribbon. This section of the documentation will orient you to the new terminology used and where to locate the necessary elements. PowerPoint Window The PowerPoint window is comprised of slide and outline tabs, toolbars, and the ribbon. These are all used to create the presentation. The window also includes options for viewing the presentation as a slide show, or in an outline format. The Office button contains common file and system commands. Figure 1 - The PowerPoint Window 1 2 4 3 5 6 7 8 1. 2. 3. 4. 5. 6. Office Button: contains common file and system commands. Quick Access Toolbar: contains shortcuts for the most commonly used tools. Tab Bar: contains tabs that display tools and commands in the Ribbon. Ribbon: contains groups of tools and shortcuts for standard PowerPoint actions. Slides and Outline Tabs: displays slides as thumbnails or in a slide outline. Slide Pane: displays the selected slide. PowerPoint - Themes, Layouts and Masters Page 3 7. Notes Pane: displayed notes for the selected slide. This is also where notes are entered during the creation process. 8. Status Bar: contains presentation information and view shortcuts. Customizing the Quick Access Toolbar 1. Click the Customize Quick Access Toolbar button (see Figure 1, below). Figure 1 - Customize Quick Access Toolbar Button Customize Quick Access Toolbar Button 2. A menu opens (see Figure 2, below). Figure 2 - Customize Quick Access Toolbar Menu 3. Select More Commands from the menu. 4. The PowerPoint Options dialog box opens (see Figure 3 below). PowerPoint - Themes, Layouts and Masters Page 4 Figure 3 - PowerPoint Options Dialog Box 5. Click the drop down menu in the Choose commands from field box and select a category from the resulting menu. 6. In the left menu box, select the command you want to add and click the Add button. This will add the command to the right-hand menu box. These commands appear in the Quick Access Toolbar. 7. To remove a command from the toolbar, select the command in the right-hand menu box and click the Remove button to remove it. 8. Click on the OK button when you are finished. PowerPoint - Themes, Layouts and Masters Page 5 Using the Ribbon The Ribbon contains command groups by task (see Figure 1, below). Figure 1 - The Ribbon Tab Groups • • • • Contextual Tabs Dialog Box Launcher Tab: a tabbed page of the Ribbon. Contextual Tabs: a tab that appears only when certain content is selected, such as a graphic or a chart. Group: a section of a tab. The Home tab shown in the figure above has the following groups: Clipboard, Slides, Font, Paragraph, Drawing, and Editing. Dialog Box Launcher: a small icon in the bottom-right corner of a group, from which you can open a dialog box related to that group. Note: to find out what a toolbar button does, position the mouse over it. A screen tip pops-up explaining its function. POWERPOINT DEFINITIONS The PowerPoint environment is easier to learn if you understand the way that PowerPoint “thinks” about slides. The following definitions will help you with this. • • • • Themes: Pre-defined font, backgrounds and color combinations. Themes set the mood for your presentation. Views: Different ways to look at your presentation. There are three views to choose from. o Normal View (Slide/Outline Default) o Slide Sorter View (Thumbnails) o Slide Show View (Presentation View) Masters: Used to set the standard look and feel of the entire presentation by adding your own logo, special clip art, and the date and/or page numbers. For example, whatever is placed on the Slide Master, will trickle down to each slide associated with that master. Layouts: Guides for each individual slide. Includes layouts for inserting graphs/charts, tables and clip art. New to 2007 is the ability to create your own slide layouts. This PowerPoint - Themes, Layouts and Masters Page 6 • • • enables you to re-use complex layouts without having to manually create them each time. Object: An object is anything that is in its own rectangular frame and can be sized, moved and formatted independently. This includes clip art, WordArt, pictures, audio, movies, graphs/charts and tables. Animations: Transitions and effects that control movement from one slide to another, i.e. fading in and out, etc. Animations control the content flow of each slide. Output: Besides the electronic output and viewer, slides can be printed as overhead transparencies. Other print options include: o Handouts o Note Pages o Outline View CUSTOMIZING YOUR PRESENTATION The beauty of PowerPoint is that it is quite simple to create a basic presentation with the delivered themes and layout choices. However, sometimes you may find yourself liking part of a theme, but not its delivered colors. Or the layout for a particular slide works for you in most cases, but perhaps needs a little tweaking to make it work. What about a logo? Do you want to make it repeat on every slide? A Word on Design Themes, Layouts and Masters can be customized to add a unique look and feel to a presentation. With all of these options, it’s also easy to add too much. Keep your presentation simple, clean and to the point. Use design elements to highlight your presentation but they should never overpower what you are trying to convey. Tip: If you plan to share your presentation with a large group, project it from a data projector to make sure the fonts are large enough to be viewed from the back of the room and that the design elements are not too busy. Creating Slides: Themes PowerPoint 2007 includes design elements called Themes. These elements include font and color themes that allow for unified formatting across the presentation. As mentioned in the Using Themes: Why It’s Important section, themes are used to give structure to your presentation and should always be used when creating a slide presentation. PowerPoint - Themes, Layouts and Masters Page 7 Using Themes – Why It’s Important In PowerPoint, the correct way to provide structure is to use the delivered PowerPoint themes. Many people do not use straight themes in PowerPoint. For example, when creating a slide, they simply change the font, enlarge the font size, make it bold, etc. If this is done, the document has no real structure that can be discerned by a screen reader. Using Themes is an important element in giving your document true structure. PowerPoint 2007 has dedicated most of the Design tab ribbon to themes (see Figure 1 below). Figure 1 – Design Tab, Themes Group  The Themes group contains theme “templates” that include color and font themes. Use these themes to create your slides.  Use the Colors, Fonts and Effects buttons to modify a given theme.  Themes can be changed at any time by selecting a different theme. However, this may require some re-working of the content on each slide. Each theme has its own font grouping and the size of the font could be different than what was initially in place.  Avoid changing color or fonts by highlighting a single line of text. All changes to fonts and color should be made at the theme level so it will carry over to each slide seamlessly. Benefits of Using Themes: The use of Themes allows for formatting changes that can be made quickly and easily throughout the document without making changes to each individual slide. When the presentation is converted to another format, the use of Themes allows those changes to carry over as they were meant to be read. PowerPoint - Themes, Layouts and Masters Page 8 Selecting a Theme 1. Click the Design tab (see Figure 1, below). 2. Select a Theme from the Themes group by clicking on one of the themes. If the theme you want is not displayed, use the scrollbar to scroll through the available options. 3. Once a theme is selected, the look and feel of the presentation will be consistent across all slides (see Figure 2, below). Figure 1 - Design Tab Scroll Bar Figure 2 - Example of a Presentation w/Theme Working with Colors & Fonts In addition to the overall theme of your presentation, PowerPoint also includes many built-in color and font themes. For example, you can select a theme specifically for its background but the colors and fonts are all wrong for your presentation. In PowerPoint, you can customize the colors and fonts within a theme. PowerPoint - Themes, Layouts and Masters Page 9 Applying a Built-In Color Theme The colors for a specific theme are controlled by the color placeholders. When a color theme is changed, you are basically replacing it with a different color theme. These themes can be chosen from a list of defined color themes or you can create a custom color theme to suit your needs. The color theme you select will apply to all slides within your presentation. For this reason, choose a color theme that best fits the entire presentation. 1. With the presentation open, click on the Design tab (see Figure 1, below). Figure 1 - Design Tab 2. Click on the Colors button (see Figure 2, below). Figure 2 - Colors Button Note: Your current theme determines the color grouping that you see on your color button, so your button may not look exactly like the one in this picture. PowerPoint - Themes, Layouts and Masters Page 10 3. The built-in color menu opens. Click on the color theme that works for your presentation (see Figure 3, below). Figure 3 - Built-in Color Themes Menu Built-in Color Themes Note: If you would like to preview the new color theme, hover over the theme with your cursor and it will preview on your slide if you are in Normal view. 4. Click on the color theme you’d like to add and it will be applied to all slides. PowerPoint - Themes, Layouts and Masters Page 11 Creating a Custom Color Theme If you do not find a color theme that is to your liking, you can create your own custom color theme. This allows you to specify a specific color for a specific placeholder (text, accent 1, hyperlink, etc.) 1. Click on the Colors button (see Figure 1, below). Figure 1 - Colors Button 2. The built-in color menu opens. Click on Create New Theme Colors (see Figure 2 below). Figure 2 - Create New Theme Colors Option The Create New Color Theme window displays. This window is made up of three sections: Theme Colors, Sample and Name. The Theme Colors section includes all of the color placeholders for your presentation. You can change the colors for each of the placeholders listed in the window. PowerPoint - Themes, Layouts and Masters Page 12 3. In the Theme Colors section, click on the color button for the placeholder you want to work with (see Figure 3, below). Figure 3 - Create New Color Theme Window Preview Changes Select Color Here 4. Select a color by clicking on one of the available colors in the Theme Colors menu. Note: If you do not find the color you are looking for, click on More Colors (see Figure 3 above) and select a color from the custom menu. The Sample section of the window displays a preview of the color selected. This gives you an idea of how the color will look in your presentation. You can continue to click and preview colors, or you can click on the Reset button to reset the colors back to the original theme. Once you are happy with the changes, you must enter a name for your new color theme. The Name field defaults to (Custom 1, Custom 2, etc.). You can go with the default or enter your own name for the custom color theme you created. 5. Enter a name for your custom color theme into the Name field (see Figure 4, below). 6. Click on the Save button. Figure 4 - Naming Your Custom Color Theme PowerPoint - Themes, Layouts and Masters Page 13 After saving, the new custom color theme will display in the color menu, towards the top (see Figure 5, below). Figure 5 - Color Menu Deleting a Custom Color Theme Once a color theme is created it is added to the Colors menu. If you decide at a later date that the theme is no longer needed, you may delete the color theme. 1. In the Custom section of the Color menu, right-click on the color theme you want to delete and click on Delete (see Figure 1, below). Figure 1 - Deleting a Custom Color Theme Right-Click on Color Theme 2. In the confirmation dialog box, click on the Yes button to delete the color theme (see Figure 2 below). Figure 2 - Delete Confirmation 3. Save your work, as needed. PowerPoint - Themes, Layouts and Masters Page 14 Changing a Delivered Font Theme The fonts for a specific theme are controlled by font placeholders. The theme that you select specifies the fonts that are used in the header and body of the presentation. If you want to change the fonts across the entire presentation you can apply a different font theme. 1. Click on the Design tab (see Figure 1, below). Figure 1 - Design Tab 2. Click on the Fonts button. Figure 2 - Fonts Button 3. Click on a Font Theme to select it (see Figure 3, below). Figure 3 - Font Themes Menu PowerPoint - Themes, Layouts and Masters Page 15 Creating a Custom Font Theme If you do not find a font theme that works for your presentation, you can create your own custom font theme. 1. Click on the Design tab. 2. Click on the Fonts button (see Figure 1 below). Figure 1 - Fonts Button 3. The built-in font menu opens. Click on Create New Theme Fonts (see Figure 2 below). Figure 2 - Create New Theme Fonts Option 4. Use the Heading and Body drop-down menus to specify the font you want to use. (see Figure 3 below) Figure 3 - Create New Theme Font Dialog Box 5. Enter a name for your custom font theme into the Name field. 6. Click on the Save button to save your custom font theme. PowerPoint - Themes, Layouts and Masters Page 16 7. Once saved, the custom font theme appears in the Custom section of your Fonts menu (see Figure 4 below). Figure 4 - Custom Font Custom Fonts Display Here Deleting a Custom Font Theme If you decide that a custom font is no longer used, you may delete it: 1. Right-click on the custom font theme you want to delete. 2. Select Delete from the menu. 3. Click Yes to delete the font theme. Adding a Background to a Theme Background Styles are preset backgrounds that can be used to enhance your presentation. These built-in styles use the color placeholders for the theme, so their color offerings change depending on the theme applied. 1. Click on the Design tab. 2. Click on Background Styles (see Figure 1, below). Figure 1 - Background Styles Option PowerPoint - Themes, Layouts and Masters Page 17 3. The Background Styles menu opens. To select one of the backgrounds, click on it. (see Figure 2 below) Figure 2 - Background Styles Menu Background Styles Note: The options you see are driven by the theme selected, so your options may be different than what is shown in this screenshot. If you are not happy with the choices available to you, select a different theme for a list of new options. Formatting a Built-in Background Once you’ve added a background, you may need to format it further. In addition to your basic background, you can also add a Solid Fill or Gradient Fill (varying degrees of light and dark) to your background. 1. In the Background Styles menu, click on Format Background (see Figure 1, below). Figure 1 - Format Background PowerPoint - Themes, Layouts and Masters Page 18 2. The Format Background dialog box opens. Select Solid Fill or Gradient Fill (see Figures 2 and 3 below). Figure 2 - Solid Fill Select Color Drop-Down Adjust Transparency Here 3. Click on the Apply to All button to add the fill to your background. Note: The Reset Background button will reset slides to the original background prior to clicking on the Apply to All button. Figure 3 - Gradient Fill Click on a color option to select PowerPoint - Themes, Layouts and Masters Page 19 Adding a Background Graphic If you want to add a background graphic you may do so from the Design tab > Background Styles. 1. From the Background Styles menu, click on Format Background. Figure 1 - Format Background Option 2. In the Format Background dialog box, click on the Picture or Texture Fill radio button (see Figure 2, below). Figure 2 - Picture / Texture Fill To add a graphic from a file. To add a graphic from the Clip Art Gallery 3. Click the File button to add a picture from a file, or click on the Clip Art button to search for a clip art graphic. PowerPoint - Themes, Layouts and Masters Page 20 4. After clicking the Clip Art button, the Select Picture gallery opens (see Figure 3, below). Enter the type or name of the graphic you need in the Search text field and click on the Go button to retrieve the results. Figure 3 - Select Picture Gallery 5. Click on the graphic you want to use, and then click on the OK button. 6. In the Format Background dialog box, click on the Apply to All button to add the graphic as a background (see Figure 4, below). Figure 4 - Apply to All Button PowerPoint - Themes, Layouts and Masters Page 21 7. The graphic is added to the slide as a background. In the Format Background dialog box, adjust the transparency of the graphic by adjusting the transparency slider (see Figure 5, below). Figure 5 - Adjusting Transparency CUSTOMIZING A THEME EFFECT In addition to customizing fonts and colors, you can also customize Effects. For this example, we will add an effect to an inserted shape. 1. Open the slide that you want to work with. 2. Click on the Insert tab, (see Figure 1, below). 3. Click on Shapes. Figure 1 - Insert Tab PowerPoint - Themes, Layouts and Masters Page 22 4. The Recently Used Shapes window displays (see Figure 2 below). 5. Select a shape and add it to the slide by clicking on it. Figure 2 - The Recently Used Shapes Window 6. Click on the Design tab (see Figure 3, below). Figure 3 - Design Tab 7. Click on the Effects button (see Figure 4, below). Figure 4 - The Effects Button PowerPoint - Themes, Layouts and Masters Page 23 8. The Built-In Effects window displays. Figure 5 - Built-In Effects Window 9. Hover over each effect choice to see how it affects what you’ve added to your slide. 10. Select an effect by clicking on it. USING BUILT-IN LAYOUTS A Layout is basically a guide for different types of content (titles, subtitles, tables, clip art, etc.). PowerPoint provides several built-in layouts to work with. Changing a Slide’s Layout When you change the layout, you change the type and/or the positioning of the placeholders on the slide. To change from one built-in layout to another built-in layout: 1. Select the slide you want to work with. 2. From the Home tab, click on Layout (see Figure 1, below). Figure 1 - Changing a Layout PowerPoint - Themes, Layouts and Masters Page 24 3. The layout options display (see Figure 2, below). Select a layout by clicking on it. Figure 2 - Layout Options Note: The above screenshot is based on the theme titled “Equity”. Your window may be different depending on the theme selected. The new layout will be applied to the current slide only but you can change the layout at any time if it does not work for you. PowerPoint - Themes, Layouts and Masters Page 25 CUSTOMIZING LAYOUTS AND MASTER SLIDES If a built-in layout does not work for you, you can customize a layout by modifying a Master slide. A Master is a set of specifications that govern formatting and appearance. A Theme appears to do the same thing but a Theme looks to the Master for guidance. There are three types of Masters (Slide Master, Handout Master and Notes Master). This document will focus on the Slide Master. The Slide Master holds the settings for a theme and applies them to one or more slides in your presentation. Changes to the slide master will trickle down to the other layout masters associated with it. Changes made to the individual layout masters are confined to the layout for that master only. Placeholders on the Slide Master You can format the text in each of the placeholders on the slide master just as you would on an individual slide but making a change to the master will ensure that the changes carry over to all slides and layouts based on that master. In addition to text changes, you can move, delete or format any of the placeholder text boxes as you would on a regular slide. 1. Click on the View tab to access the Slide Master (see Figure 1, below). Figure 1 - View Tab 2. From the Presentation Views grouping, click on Slide Master (see Figure 2, below). Figure 2 - Slide Master Option PowerPoint - Themes, Layouts and Masters Page 26 Note: The Slide Master view contains the slide master in the right pane along with its subordinate layout masters to the left (see Figure 3 below). The master is made-up of preformatted placeholders for title, text, page #, etc. Figure 3 - Slide Master View Master Title Master Text Page # Footer Date Formatting Text in a Master Slide To format text in the master slide or layout: 1. Select the slide master you want to work with. 2. Click on the Home tab (see Figure 1, below). 3. In the master slide, highlight the text you want to format. Figure 1 - Formatting Text / Home Tab PowerPoint - Themes, Layouts and Masters Page 27 4. Format your text by clicking on any of the formatting options under the Font grouping (see Figure 2, below). Figure 2 - Font Grouping Options Note: Any changes made to the slide master will trickle down to the layout masters underneath it. 5. After making changes, click on the Slide Master tab to return to the slide master view (see Figure 3, below). Figure 3 - Slide Master Tab 6. Make additional changes or click on the Close Master View button to exit from the slide master (see Figure 4, below). Figure 4 - Close Master View Button PowerPoint - Themes, Layouts and Masters Page 28 Moving, Deleting or Restoring a Placeholder You can move each of the placeholders on the slide master. For example, you may want the page # to appear on the right, instead of the left. 1. To move a placeholder, click on it to select it and then drag it to its new location (see Figure 1, below). Figure 1 - Moving a Placeholder Click and Drag to New Location 2. To delete a placeholder, click on it to select it, then press the Delete key your keyboard. 3. To restore a deleted placeholder on the slide master click on Master Layout (see Figure 2, below). Figure 2 - Master Layout Option 4. The Master Layout dialog box opens. Click on the checkmark for the placeholder you want to restore (see Figure 3, below). Figure 3 - Master Layout Dialog Box 5. Click the OK button to restore the placeholder. PowerPoint - Themes, Layouts and Masters Page 29 Note: Restored placeholders may not appear in the same spot they were in prior to being deleted. Reposition the placeholder as needed. Date, Page # and Footer on a Slide Master The placeholders for the Date, Page # and Footer all appear on the slide master, but they will not appear in your presentation until you enable them. 1. With the slide master active, click the Insert tab (see Figure 1, below) Figure 1 - Insert Tab 2. Click on Header & Footer (see Figure 2 below). Figure 2 - Header & Footer Option 3. The Header & Footer dialog box displays. (see Figure 3 below) Figure 3 - Header & Footer Dialog Box PowerPoint - Themes, Layouts and Masters Page 30 4. To include the date and/or time on the slide master, click on the Date checkbox and adjust the information as needed (see Figures 4 & 5 below). Figure 4 - Date and Time Figure 5 - Date and Time Drop Down Date/Time Options PowerPoint - Themes, Layouts and Masters Page 31 5. To include the slide number, click on the Slide Number checkbox (see Figure 6, below). Figure 6 - Slide Number Checkbox 6. To enable the footer, click on the Footer checkbox and enter the footer information in the space provided (see Figure 7 below). Figure 7 - Footer Checkbox PowerPoint - Themes, Layouts and Masters Page 32 7. If you do not want the date and time, slide number or the footer information to appear on the title slide, then click on the Don’t Show on title slide checkbox. (see Figure 8 below) Figure 8 - Don’t Show On Title Slide Checkbox 8. Click the Apply to All button to apply the changes to all slides. Figure 9 - Apply To All Button PowerPoint - Themes, Layouts and Masters Page 33 Renumbering Slides Slide numbers start with 1. If you want to start with a different number, follow these steps: 1. Close slide master view if it is opens. Click on the Close button on the Slide Master tab. 2. On the Design tab click on Page Setup in the Page Setup group (see Figure 1 below). Figure 1 - Design Tab > Page Setup Option 3. In the Number slides from box, select a different starting number (see Figure 2 below). Figure 2 - Number Slides From Box 4. Click the OK button. 5. Save changes as needed. PowerPoint - Themes, Layouts and Masters Page 34 Adding a Saved Logo to a Slide Master To add a logo or other saved picture to your slide master, follow these steps: 1. Click on the View tab (see Figure 1, below). Figure 1 - View Tab 2. Click on Slide Master. (see Figure 2 below) Figure 2 - Slide Master Option 3. Select the slide master you want to work with. 4. Click on the Insert tab (see Figure 3, below). Figure 3 - Insert Tab PowerPoint - Themes, Layouts and Masters Page 35 5. Click on Picture. (see Figure 4 below) Figure 4 - Picture Option 6. The Insert Picture window opens (see Figure 5, below). Find the file you want to work with and then double-click it to add it to the master. Figure 5 - Insert Picture Window PowerPoint - Themes, Layouts and Masters Page 36 7. Adjust the picture as needed and drag it to the desired location (see Figure 6 below). Note: The size of the picture/logo may need to be adjusted to fit properly on the slide. Click on the image to make it active and use Picture Tools on the Ribbon to make the necessary adjustments. A logo that is added to the slide master will appear on all slides that use that master. Figure 6 - Positioning Logo and Picture Tools Click and Drag to Reposition Image 8. Add ALT Text for the graphic being added. Refer to the section titled Image Labeling ALT Text (Tags) for instructions on how to do this. 9. Once changes are complete, click on the Slide Master tab in the Ribbon to exit Picture Tools. 10. Click on Close Master View. 11. Save the changes. PowerPoint - Themes, Layouts and Masters Page 37 IMAGE LABELING - ALT TEXT (TAGS) It is important that all images have a text description attached to it. This allows for a description of an image when people do not have graphics enabled on their computers. This description is called an Alt Text. The text supports the context of the document and/or conveys information to the user. Provide a short description of the image that briefly describes what the image is representing. If the example image was part of a technique for typing with one finger, a short description might read "One-finger typing technique with index finger" while the long description would include more details such as "The one-finger typing technique uses the index finger to strike keys while the remaining fingers and thumb are extended away from the keyboard." To enter a text description for an image: 1. 2. 3. 4. 5. 6. 7. 8. Right-click on the image The short cut menu appears (see Figure 1 below left) Click on “Size and Position” The Size and Position dialog box appears (see Figure 2 below right) Click the Alt Text tab In the Alternative Text: field, enter the image description. Click the Close button. Use discretion in applying ALT tags. ALT tags need to be descriptive and convey the meaning behind why the artwork or illustration has been included in the text. They do not need to be lengthy. Figure 1 - Shortcut Menu, Size Option PowerPoint - Themes, Layouts and Masters Figure 2 – Size Dialog Box, Alt Text Tab Page 38 DIFFERENT WAYS TO VIEW YOUR PRESENATION There are three different ways to view your presentation. Each view is available by clicking the View buttons located at the lower right-hand corner of the PowerPoint application window (see Figure 1, below). 1. Normal View (Outline) 2. Slide Sorter View (Thumbnails) 3. Slide Show View (Presentation) Figure 1 - View Buttons 1. Normal View 2. Slide Show View 3. Slide Sorter View Normal View The Normal View is the default view and consists of three panes (see Figure 1, below). 1. The left-pane displays either thumbnail images of the slides or a slide show outline, depending on the tab selected - Outline or Slide (default). 2. The right pane displays the active slide. 3. The bottom pane provides a place to enter notes about the slide. Figure 1 - Normal View Thumbnails: Left Pane Slide: Right Pane Notes: Bottom Pane PowerPoint - Themes, Layouts and Masters Page 39 Slide Sorter View The Slide Sorter View displays all of the slides as thumbnails (see Figure 1 below). This view can be used to rearrange slides by drag-and-drop and it can also be used to set timing (automatic) and transitions (fade in, fade out, etc). Figure 1 - Slide Sorter View Slide Show View The Slide Show View shows how the presentation will look when projected onto a screen (see Figure 1, below). To navigate through the presentation while in Slide Show View: 1. 2. 3. 4. Use the spacebar or a mouse-click to advance. Use the Up/Down arrows on your keyboard to go forward and back. Use the Page Up/Page Down buttons to go forward and back. Use the ESC (escape) key on your keyboard to exit this view. Figure 1 - Slide Show View PowerPoint - Themes, Layouts and Masters Page 40 WORKING WITH NOTES When presenting, you may find the addition of notes helpful to you. PowerPoint allows you to enter notes for each slide so when printed as Notes Pages, you will be able to view your notes as well as the slide they reference at the same time. Adding Notes To Your Presentation To add notes to your presentation: 1. Click on the View tab in the Ribbon. 2. Click on Notes Page (see Figure 1, below) Figure 1 - View Tab / Notes Page 3. The Notes Page displays. (see Figure 2 below) The top half of the page is the active slide, the bottom half is where you enter your notes. Enter your notes as needed. Figure 2 - Notes Page Enter Notes Here PowerPoint - Themes, Layouts and Masters Page 41 4. Use the scroll-bar on the right of the Notes Page to move forward and back through your slides as needed (see Figure 3, below). Figure 3 - Notes Page w/ Scroll Bar Use the Scroll Bar to Navigate Through Your Slides Printing Note Pages Note Pages can be printed for presentation use: 1. Click on the Office button. 2. Click on Print (see Figure 1, below). Figure 1 - Office Button > Print PowerPoint - Themes, Layouts and Masters Page 42 3. In the Print dialog box, select Notes Pages from the Print what drop-down (see Figure 2, below). Figure 2 - Print Dialog Box 4. Specify the number of copies and then click the OK button. PowerPoint - Themes, Layouts and Masters Page 43 POWERPOINT FINAL TOUCHES Enter Additional Presentation Properties Information: Microsoft PowerPoint allows you to insert summary information about the presentation such as author name, date created, and comments. This is entered on the PROPERTIES box. To access PROPERTIES: 1. From the Office Button, Select Prepare (see Figure 1 below). 2. From the submenu click on Properties. Figure 1 – Office Button Options (Prepare & Properties) 3. The Document Properties box is displayed just below the Ribbon. (see Figure 2 below). Figure 2 – Document Properties Box Click X to Close This Window 4. Complete the appropriate fields such as, Author, Title, and Subject. 5. Click “X” to close the window (see Figure 2, above). PowerPoint - Themes, Layouts and Masters Page 44 Saving Your Document: To save your presentation: 1. From the Office button, select Save As (see Figure 1 below). 2. Click on either: a. PowerPoint Presentation to save as a PowerPoint 2007 presentation. b. PowerPoint 97-2003 Presentation to save as a 97-2003 presentation. This is important if you plan to use it on a computer that is not running 2007. Figure 1 – Office Button menu – Save As Select this to save as a PowerPoint 2007 Presentation Select this to save as a PowerPoint 97-2003 Presentation 3. The Save As dialog box appears. 4. Complete the Save In and File Name fields. 5. Click the Save button. PowerPoint - Themes, Layouts and Masters Page 45 Saving Your Presentation as a PDF File Saving a document as a PDF is a great way to save the content and formatting of a document so that when others want to print the document it maintains its integrity. If you will be posting the PDF document to a website it is recommended that you state that the PDF document link is a “printer friendly” version. It is not recommended that the PDF document be used as an accessible document. If you have Adobe Acrobat Professional 1. From the Office button, select Save As (see Figure 1 below). 2. Click Adobe PDF from the right-hand menu. Figure 1 – Office Button, Save As > Adobe PDF 1. The Acrobat PDF Maker warning window displays (see Figure 2 below). Figure 2 - The Acrobat PDF Warning Window 2. Click the Yes button. PowerPoint - Themes, Layouts and Masters Page 46 3. The Save Adobe PDF File As window displays (see Figure 3 below). Figure 3 - Save Adobe PDF File As Window 4. In the Save in and File name fields, fill in the appropriate information. 5. Click the Save button. 6. An Adobe processing window appears and displays the progress of the conversion (see Figure 4). Figure 4 - Adobe Processing Window PowerPoint - Themes, Layouts and Masters Page 47 7. Once processed, the PowerPoint presentation will open in Adobe Acrobat as a PDF file (see Figure 5 below). Figure 5 - Presentation Displays in Adobe Acrobat Professional as a PDF File Saving a document as a PDF is a great way to save the content and formatting of a document so that when others want to print the document it maintains its integrity. If you will be posting the PDF document to a website it is recommended that you state that the PDF document link is a “printer friendly” version. It is not recommended that the PDF document be used as an accessible document. If you DO NOT have Adobe Acrobat Professional 1. From the Office button, select Save As (see Figure 6 below). 2. Click PDF or XPS from the right-hand menu. Figure 6 - Office Button, Save As > PDF or XPS PowerPoint - Themes, Layouts and Masters Page 48 3. Complete the Save in and File name fields. 4. Click the Publish button. 5. Once processed, the presentation will open in Adobe Acrobat Reader as a PDF file. Saving Your Presentation in HTML To save your PowerPoint presentation as HTML to publish to a website: 1. 2. 3. 4. 5. From the Office button, select Save As. From the right-hand menu, click Other Formats. The Save As dialog window displays (see Figure 1 below). Give the file a name and select the appropriate file location. In the Save as type field, use the drop-down arrow and scroll bar to show and select the Web Page option. 6. Click the Save button. Figure 1 - Save As Dialog Window PowerPoint - Themes, Layouts and Masters Page 49 QUICK TIPS TO ACCESSIBLE PRESENTATIONS PowerPoint is a presentation tool, but if the presentation is posted on the web, then it is important to keep these tips in mind: • • • • • • • • • • Place content in logical reading order. This is fundamental to creating accessible documents. Do not use TAB, Spacebar and Enter keys to format for tables, columns, lists etc. Use the application's built-in features to encode semantic structure (headings, paragraphs, lists, sections, headers/footers, tables, columns, forms etc.). Define and use themes to format structural elements like headings, paragraphs etc. to control typography and layout. Use standard fonts. Do not use fonts that do not map to Unicode. Avoid complex layout, sidebars and other ornamentation as they make it difficult to maintain a logical reading order. Avoid placing content in drawing-canvases or text-boxes as these are floating objects and flow to the bottom of a page's reading-order. Group multiple graphic elements (created by drawing tools, charts etc) into one image. Provide alternative text descriptors for all non-textual elements (graphs, images, illustration, pictures, multimedia, etc) that provide essential information. Ensure that all navigation and interactivity can be performed using the keyboard. OTHER RESOURCES OR TRAINING 1. Microsoft Online – Create an accessible Office document http://office.microsoft.com/training/training.aspx?AssetID=RC063800961033 2. College ATI coordinators. Each college has an ATI coordinator ready to help and assist you. To find out your coordinator go to: http://www.csun.edu/accessibility/aticoordinators.html 3. The Accessible Technology Initiative (ATI) Office can assist you with questions or information pertaining to accessibility. Their website: http://www.csun.edu/accessibility/ has many tools, references, FAQ’s, accessibility training and a listing of the collage ATI coordinators to assist you. This manual is an introduction to accessibility coding in Microsoft Office 2007 and Adobe Acrobat 8.0. Any further questions can be answered by consulting Microsoft Office and Adobe Help documentation. PowerPoint - Themes, Layouts and Masters Page 50 NOTES PowerPoint - Themes, Layouts and Masters Page 51 NOTES PowerPoint - Themes, Layouts and Masters Page 52 V4 11/02/09 PowerPoint 2007 Themes, Layouts & Masters