Microsoft® PowerPoint 2000 Step by Step

Author Perspection, Inc. Pages 352 Disk 1 Companion CD(s) Level Beg/Int Published 05/07/1999 ISBN 9781572319721 Price $29.99 To see this book's discounted price, select a reseller below.	More Information About the Book Table of Contents Sample Chapter Related Series Related Books About the Author Support: Book & CD Rate this book

Chapter 5: Adding and Modifying Text

• Selecting and Deselecting Objects
  • Understanding Selection Boxes
  • Select and deselect a text object
• Adding Text to Your Slide
  • Add text in a text object
  • Create a text label
  • Create a word processing box
• Adjusting the Position of Text Objects
  • Adjust a text object
  • Adjust a text placeholder
• Formatting Text
  • Remove and add text and number bullets
  • Format text in a text object
  • Change text alignment
  • Decrease paragraph spacing
  • Adjust line spacing
• Moving a Text Object
  • Move a text object
• Finding and Replacing Text and Fonts
  • Replace text
  • Replace fonts
• AutoCorrecting Text While Typing
  • Add an AutoCorrect entry
  • Use AutoCorrect
• Checking Spelling
  • Select another language to check in your presentation
  • Correct the spelling of a word
  • Check the spelling in your presentation
• Checking Presentation Styles
  • Set the style options<
  • Check the style of your presentation
  • Save the presentation
• Formatting Text Case
  • Change the text case
  • Finish the lesson

In this lesson you will learn how to:

• Select and deselect objects.
• Add text to slides.
• Adjust the position of text objects.
• Format text.
• Move a text object.
• Find and replace text and fonts.
• AutoCorrect text while typing.
• Check spelling.
• Check presentation styles.

In PowerPoint, adding and modifying text is simple. PowerPoint offers several alternatives for placing text on your slides: you can use text placeholders for entering slide titles and subtitles, text labels for short notes and phrases, text boxes for longer supporting text, and finally, you can place text inside shaped objects.

As the Vice President of Sales at Impact Public Relations, you have been working on a presentation that can be customized for new clients. After working with your presentation outline in the previous lesson, you're ready to fine-tune your message.

In this lesson, you'll learn how to let PowerPoint automatically correct text while you type, create several kinds of text objects, edit text, change the appearance of text, find and replace text, replace fonts, check spelling, and check presentation style.

Start the lesson

Follow the steps below to open the practice file 05 PPT Lesson, and then save it with the new name IPR Company Pres 05. If you haven't already started PowerPoint, do so now.

1. If you just started PowerPoint, click the Open An Existing Presentation option button in the PowerPoint Startup dialog box, click More Files in the list box, and then click the OK button.

   or

   If PowerPoint is already running, click the Open button on the Standard toolbar.

   The Open dialog box opens.

2. In the Look In box, ensure that the Lesson05 folder is open. If it is not, select the hard disk where the Step by Step practice files are stored, double-click the PowerPoint 2000 SBS Practice folder, and then double-click the Lesson05 folder.

3. In the file list, double-click the file named 05 PPT Lesson to open it.

   The file opens in Slide view. If you like, you can switch to Normal view and work in the Slide pane.

4. On the File menu, click Save As.

   The Save As dialog box opens. Be sure the Lesson05 folder appears in the Save In box.

5. In the File Name box, type IPR Company Pres 05

6. Click the Save button.

   The presentation is saved and the title bar changes to the new name.

Selecting and Deselecting Objects

An object is anything that can be manipulated. For example, the title object on a slide is all the text in the title, which is treated as a unit. To make formatting changes to all of the text in a text object, you need to select the object. To select an object, click a part of the object using the pointer. To deselect an object, move the pointer off the object into a blank area of the slide and click.

Understanding Selection Boxes

There are two ways a text object can be selected. When a text object is surrounded by a slanted-line selection box, consisting of gray slanted lines, it is ready for you to edit any individual content within the box; for example, you can type or delete text. When a text object is surrounded by a fuzzy outline, called a dotted selection box, the entire object is selected and is ready to be edited as an object; that is, it can be manipulated as a whole. The white squares at each corner of either type of selection box are resize handles, and are used to adjust and resize the object. A sample of each selection box is shown in the following illustrations:

Select and deselect a text object

1. On slide 1, click directly on top of the title object.

   The text box is selected with the slanted-line selection box.

2. Position the pointer directly on top of an edge of the slanted-line selection box.

   The pointer changes to the selection pointer shown in the margin.

3. Click the mouse button.

   The selection box changes to a dotted selection box.

   
   

4. Click outside the selection box in a blank area of the slide.

   The text box is deselected.

Adding Text to Your Slide

Usually, slides contain a title object and a paragraph text object into which you enter your main ideas. You can also place other text objects on your slide using the Text Box tool, available by clicking the Text Box button on the Drawing toolbar.

You can create two types of text objects: a text label, which refers to text that does not wrap within a defined box, and a word processing box, which refers to text that wraps inside the boundaries of an object. You usually use a text label to enter short notes or phrases, while for longer sentences, you would use a word processing box.

Once you have created a word processing box or a text label, you can switch between them by changing the word-wrap option and the fit text option in the Format Text Box dialog box. You can also change a text label to a word processing box by dragging one of the corner resize handles to make the box smaller. The text will then wrap automatically.

The text you create on a slide using the Text Box tool doesn't appear in Outline view. Only text entered in a title placeholder and a main text placeholder appears in Outline view.

Add text in a text object

You can add text in any PowerPoint text object. You place the insertion point where you want to type the new text.

1. Drag the scroll box to slide 5 ("Media Plan").

   Regardless of which you view you're in, work in the Slide pane.

2. Click immediately after the word homework in the first bulleted item.

3. Press the Spacebar, and then type for you

   The paragraph automatically wraps in the text object. Your presentation window should look like the following illustration:

   
   

4. Click outside the slanted-line selection box to deselect the text object.

Create a text label

To create a text label on your slide, you use the Text Box tool to select a place on the slide for your text, and then you start typing.

1. On the Drawing toolbar, click the Text Box button.

   The pointer changes to the upside-down T-pointer.

2. Position the pointer at the bottom center of the slide.

3. Click to create a text label.

   A small empty selection box composed of gray slanted lines appears with the blinking insertion point in it.

4. Type Media types are listed on slide 4.

   Your presentation window should look like the following illustration:

   
   

5. Click a blank area of the slide.

   The text label is deselected.

Create a word processing box

To create a word processing box, you use the Text Box tool just as you did for the text label, but instead of clicking, you drag the pointer to create a text box of the appropriate width.

1. Click the Next Slide button to advance to slide 6.

2. On the Drawing toolbar, click the Text Box button.

3. Position the pointer below the last bullet, about halfway between the bulleted item and the bottom of the slide, and then drag to create a box that extends approximately halfway across the slide.

   When you release the mouse button, a slanted-line selection box appears with the blinking insertion point in it. You can now enter your text.

4. Type It is worth it to create community relationships on several levels.

   The width of the box doesn't change, but the words wrap, and the box height increases to accommodate the complete entry.

   Your presentation window should look like the following illustration:

   
   

5. Click a blank area of the slide to deselect the text object.

Adjusting the Position of Text Objects

You have complete control over the placement and position of your text in PowerPoint. You can adjust the text object to fit the size of the text.

Adjust a text object

1. Click the bottom text box on slide 6, and then click the edge of the text box to select it with the dotted selection box.

2. On the Format menu, click Text Box.

   The Format Text Box dialog box opens.

3. Click the Text Box tab.

   
   

4. Click the Word Wrap Text In AutoShape check box to clear it.

5. Click the OK button.

   The word processing box has been changed to a text label and stretches across the slide, or perhaps beyond the slide boundary.

   ---

   Tip
   You can also convert a text label to a word processing box by dragging a resize handle to resize the text box to reduce the width and lengthen it. The text inside will wrap automatically inside the new dimensions of the text box.

   ---

6. On the Standard toolbar, click the Undo button.

Adjust a text placeholder

1. Position the pointer near the bulleted text on slide 6 until it changes to the selection pointer, and click to select the paragraph text object.

   Notice that the dotted selection box is larger than it needs to be (there is additional white space at the bottom).

2. On the Format menu, click Placeholder.

   The Format AutoShape dialog box appears.

3. Click the Text Box tab.

4. Click the Resize AutoShape To Fit Text check box to select it, and then click the OK button.

5. Click a blank area of the slide to deselect the text box.

   The object adjusts to fit the size of the text.

Formatting Text

After you have finished adjusting your text, you can change text formatting, such as bullet type, font size, and font type, by selecting the text object and clicking one or more formatting buttons on the Formatting toolbar. You can also easily adjust the vertical space between selected lines and paragraphs, or change the alignment of text in an object.

Remove and add text and number bullets

1. Click the edge of the bulleted text box on slide 6 to select it with the dotted selection box.

2. On the Formatting toolbar, click the Bullets button.

   The bullets for the four lines of text disappear.

3. On the Formatting toolbar, click the Numbering button to change the bullets to numbers.

   ---

   Tip
   When you add a new line to a numbered list, AutoNumber automatically reorders the numbers.

   ---

4. On the Formatting toolbar, click the Bullets button again.

Format text in a text object

1. Click the Next Slide button to go to slide 7.

2. Position the pointer near the edge of the quote in the text box until the pointer changes to the selection pointer, and click to select it.

   A dotted selection box appears around the text object indicating it's selected. Any formatting changes will be made to all the text in it.

3. On the Formatting toolbar, click the Italic button.

   The text in the object changes to italic.

4. On the Formatting toolbar, click the Decrease Font Size button to reduce the font size setting to 20 points.

5. On the Drawing toolbar, click the Font Color button drop-down arrow.

   A text color menu of the current color scheme appears.

6. Click the yellow color as indicated in the following illustration:

   
   

   The font color in the word processing box changes to yellow. The line on the Font Color button also changes to yellow, indicating the currently selected font color.

7. Drag the I-beam pointer over the words Je ne sais quois to select them.

   The slanted-line selection box appears and individual text can be formatted.

8. On the Formatting toolbar, click the Italic button.

9. Click a blank area of the slide to deselect the text object.

Change text alignment

To align text in an object, you first select the object and then click an alignment button on the Formatting toolbar.

1. Select the text box at the bottom of slide 7.

2. On the Formatting toolbar, click the Center button.

   The text in the text object aligns to the center.

3. Click a blank area of the slide to deselect the text box.

Decrease paragraph spacing

1. Click the edge of the bulleted paragraph text box on slide 7 with the selection pointer.

   The dotted selection box appears.

2. On the Formatting toolbar, click the More Buttons drop-down arrow, and then point to Add Or Remove Buttons.

   A list of all the buttons currently available for the Formatting toolbar appears.

3. In the list of additional buttons, click the Decrease Paragraph Spacing button to place it on the toolbar (a check mark will appear next to the entry).

4. Click the More Buttons drop-down arrow to close the list.

5. On the Formatting toolbar, click the Decrease Paragraph Spacing button.

   The paragraph spacing in the text box decreases by 0.1 from 1.0 to 0.9.

6. Click a blank area of the slide to deselect the text box.

Adjust line spacing

To make other line spacing changes, you use the Line Spacing command.

1. Click the edge of the bulleted paragraph text object on slide 7 to select it.

2. On the Format menu, click Line Spacing.

   The Line Spacing dialog box appears.

3. Click the Before Paragraph down arrow until 0.1 appears.

   
   

4. Click the OK button.

   The paragraph spacing before each paragraph decreases by 0.1.

5. Click a blank area of the slide to deselect the text box.

   ---

   Tip
   Everything you can do to manipulate a text label or word processing box you can do to any text object, including title and paragraph text objects, and vice versa.

   ---

Moving a Text Object

You can move a text object to any place on a slide to improve the appearance of your presentation. To move a text object, drag the edge of the text object's selection box.

Move a text object

1. Click the edge of the text box at the bottom of slide 7 with the selection pointer.

   The dotted selection box appears.

2. Drag the edge of the selection box to center the text object between the bottom of the slide and the bulleted text box.

3. Click a blank area of the slide to deselect the text box.

   Your presentation window should look like the following illustration:

   
   

Finding and Replacing Text and Fonts

The Find and Replace commands allow you to locate and change specific text in your presentation. Find helps you locate a specific word, while Replace locates all occurrences of a word and replaces them with a different one. The Replace Fonts command allows you to replace the font style you have been using with another.

Replace text

In this exercise, you use the Replace command to find the word facets and replace it with the word aspects.

1. On the Edit menu, click Replace.

   The Replace dialog box appears.

2. Click the Find What box, and then type facets

3. Press Tab or click in the Replace With box.

4. Type aspects

   
   

5. Click the Find Next button.

   PowerPoint finds and selects the word facets on slide 5. If the dialog box covers up the selected text, drag the Replace dialog box title bar out of the way so you can see the text.

6. Click the Replace button.

   An alert box appears, telling you PowerPoint has finished searching the presentation.

7. Click the OK button.

8. Click the Close button in the Replace dialog box.

   The Replace dialog box closes.

9. Click a blank area of the slide to deselect any text boxes.

Replace fonts

In this exercise, you replace the font Arial with Impact.

1. On the Format menu, click Replace Fonts.

   The Replace Font dialog box appears.

2. Click the Replace drop-down arrow.

3. Click Arial.

4. Click the With drop-down arrow.

5. Scroll down and click Impact.

6. Click the Replace button.

   Throughout your presentation, the text formatted with the Arial font changes to the Impact font.

7. Click the Close button in the Replace Fonts dialog box.

AutoCorrecting Text While Typing

With AutoCorrect, PowerPoint automatically fixes common capitalization errors and replaces common misspellings with the correct spelling as you type. For example, if you always type tehm instead of them, you can create an AutoCorrect entry named tehm. Then, whenever you type tehm followed by a space or punctuation mark, PowerPoint will replace it with them.

Add an AutoCorrect entry

1. On the Tools menu, click AutoCorrect.

   The AutoCorrect dialog box appears.

2. Click the Replace box, and then type vidoe

   Video is commonly mistyped as vidoe.

3. Press Tab, and then type video.

   Your AutoCorrect dialog box should look like the following illustration:

   
   

4. Click the Add button.

   Now whenever you type vidoe in any presentation, PowerPoint will automatically replace it with video.

5. Click the OK button.

Use AutoCorrect

1. Drag the scroll box to slide 4.

2. Click immediately after the word Outdoor.

3. Press Enter, and then type Vidoe, making sure to misspell it as indicated.

4. Press the Spacebar.

   The word is automatically corrected to Video.

Checking Spelling

PowerPoint's spelling checker checks the spelling of the entire presentation, including all slides, outlines, notes pages, and handout pages. To help you identify misspelled words, PowerPoint underlines them with a wavy red line. To turn off this feature, you can clear the Check Speling As You Type check box on the Spelling And Style tab of the Options dialog box (available on the Tools menu). PowerPoint uses different built-in dictionaries to check your presentation in more than one language. You can also create custom dictionaries in PowerPoint to check spelling for unique words or use custom dictionaries from other Microsoft applications.

You can correct misspelled words in your documents in several ways. If a word is a foreign language word, you can mark it as a foreign language word and PowerPoint won't flag it as a misspelling anymore. When you encounter a wavy red line under a word, you can right-click the word and choose the correct spelling from the list on the shortcut menu.

Select another language to check in your presentation

1. Drag the scroll box to slide 7.

   The words ne and quois appear with a red underline, indicating they are misspelled or not recognized by the dictionary.

2. Drag to select the French phrase Je ne sais quois in the word processing box.

3. On the Tools menu, click Language.

   The Language dialog box appears.

4. Scroll down and click French (France).

   PowerPoint marks the selected words as French words for the spelling checker.

   
   

5. Click the OK button, and then click to deselect the selected text.

   The red lines under the words no longer appear, indicating that the words are now recognized by the dictionary.

Correct the spelling of a word

1. Drag the scroll bar to slide 6.

2. Right-click the word Enviromental, and then click Environmental on the shortcut menu.

   The misspelled word is replaced with the correct spelling.

Check the spelling in your presentation

1. On the Standard toolbar, click the Spelling button.

   PowerPoint begins checking the spelling in the presentation. The spelling checker stops and selects the proper name Sacksteder.

   
   

   Sacksteder doesn't appear in your dictionary. The custom dictionary allows you to add words that your dictionary doesn't recognize. Sacksteder is a proper name, you'll add the word to your custom dictionary.

2. Click the Add button.

   The custom dictionary adds the word Sacksteder and continues to check your presentation. The spelling checker stops when it fails to recognize the name Hinsch.

3. Click the Ignore All button.

   All appearances of the word Hinsch will be ignored by the spelling checker. The spelling checker stops and selects the misspelled word Realtionships. A list appears in the Suggestions box, showing possible correct spellings of the misspelled word. The correct word spelling, Relationships, appears in the list.

   ---

   Tip
   You can click the AutoCorrect button in the Spelling dialog box to automatically add the misspelled and correct spelling of the word to the AutoCorrect table of entries.

   ---

4. Click the suggested spelling Relationships, and then click the Change button to correct the spelling.

   The spelling checker continues to check your presentation for misspelled words or words not found in the dictionary. A dialog box appears, indicating that PowerPoint completed checking the entire presentation.

5. Click the OK button.

6. Drag the scroll box up to slide 1.

Checking Presentation Styles

PowerPoint's Style Checker can help you correct common presentation style design mistakes so your audience focuses on your content and not on your visual mistakes. It works with the Office Assistant. When the Office Assistant is visible, the Style Checker reviews your presentation for typical mistakes such as font size, number of fonts, number of words, punctuation, and other readability problems. The Style Checker then suggests ways to improve your presentation. You can change the default values for what the Style Checker will look for.

Set the style options

1. On the Tools menu, click Options.

2. Click the Spelling And Style tab.

3. Make sure the Check Style check box is selected, and then click the Style Options button.

   The Style Options dialog box appears.

4. Click the Body Punctuation check box to select it.

5. Click the drop-down arrow in the box next to Body Punctuation, and then click Paragraphs Have Consistent Punctuation in the list.

   
   

6. Click the OK button, and then click the OK button again.

Check the style of your presentation

1. If the Office Assistant is not visible, on the Help menu, click Show The Office Assistant.

   The Office Assistant appears.

2. Drag the scroll box to slide 5.

   A light bulb appears on slide 5.

3. Click the light bulb.

4. If the Office Assistant displays a tip about adding clip art, click the OK button, and then click the new light bulb that appears on slide 5.

   A dialog balloon appears over the Office Assistant as shown in the margin.

   The Office Assistant noticed that the second bulleted item does not have a period at the end of the sentence The default style for main text is to have a period at the end of each bulleted item.

5. Click the Add End Punctuation option.

   A period is added at the end of the second bullet. The dialog balloon disappears.

6. Click the Next Slide button twice to scroll to slide 7.

7. Click the light bulb on slide 7.

   The bulleted text items in this slide are not sentences, so they do not need end punctuation.

8. Click the OK button in the Office Assistant dialog balloon.

   If you want, you can hide or turn off the Office Assistant again.

9. To hide the Office Assistant, right-click the Office Assistant, and then click Hide on the shortcut menu.

   ---

   Tip
   To turn the Office Assistant off, right-click the Office Assistant, click the Options tab, click the Use The Office Assistant check box to clear it, and then click the OK button.

   ---

Save the presentation

• On the Standard toolbar, click the Save button.

  No dialog box appears because the presentation already has a name. The current information in your presentation is saved with the same name.

Formatting Text Case

You have learned to create, edit, and move a text object, format text using the toolbar, adjust text alignment and line spacing, find and replace text, check spelling, and check presentation style. As part of the style checking process, PowerPoint checks text case, but you can independently change text case for sentences with a command from the Format menu.

Change the text case

1. Drag the scroll box to slide 2.

2. Click the bulleted text box, and then click the slanted-line selection box.

   The dotted selection box appears.

3. On the Format menu, click Change Case.

   The Change Case dialog box appears with the Sentence Case option button set as the default.

4. Click the OK button.

   The bulleted items change to sentence case.

Finish the lesson

1. On the File menu, click Exit.

2. If a dialog box appears asking whether you want to save the changes to your presentation, click the Yes button.

Lesson 5 Quick Reference
To	Do this	Button
Select text	Click a text box with the selection pointer.	.
Deselect text	Click a blank area on the slide.	.
Create a text label	On the Drawing toolbar, click the Text Box button. Click the slide to insert a box, and then type your text.
Create a word	On the Drawing toolbar, click the processing box Text Box button. Drag on the slide to create a text box, and then type your text.
Adjust text within	Select a text object. On the Formata text object menu, click Text Box or Placeholder. Clear the Word Wrap Text In Auto Shape check box.	.
Remove a bullet	Select the bulleted text. On the Formatting toolbar, click the Bullets button.
Format text	Select the text. On the Formatting toolbar, click the appropriate style button.
Change text alignment	Select the text. On the Formatting toolbar, click an alignment button.
Change line spacing	Select a text object. On the Format menu, click Line Spacing, or click one of the paragraph spacing buttons on the Formatting toolbar.
Move a text object	Drag the dotted selection box.	.
Find or replace text	On the Edit menu, click Find or Replace.	.
Replace fonts	On the Format menu, click Replace Fonts.	.
Add AutoCorrect text	On the Tools menu, click AutoCorrect, and then type an entry and the correction.	.
Select another language	On the Tools menu, click Language.to check in thepresentation	.
Check spelling	On the Standard toolbar, click the Spelling button.
Check style	With the Office Assistant visible, click the light bulbs on the slides.	.
Change text case	Select a text object. On the Format menu, click Change Case, and then select an option.	.