DEMOSTRATE HOW TO USE MICROSOFT POWERPOINT (FORMATTING)
B7.2.2.2 Demonstrate how to use Microsoft PowerPoint (Formatting)
B7.22.2.1. Demonstrate how to change text case, text size, text color and decorate text.
Keywords: text case, text size, text color, decorate text, Alignment, Character spacing,
Text Direction, Home tab, Font group
You are welcome to this section. In Basic 7, you learned about presentation software using Microsoft Office PowerPoint. I hope you remember. You learned about the importance of presentation software and explored the features of the MS-PowerPoint interface. Using the tools under the Insert ribbon, you also learned to use special characters and designed a 7-slide presentation in MS-PowerPoint. The other topics include MS-PowerPoint themes and templates, Checking Spelling and Grammar Thesaurus, and Inserting Pictures and Graphics. In this section, we are going to continue our study on presentation software. By the end of the section, you should be able to:
1. Demonstrate how to change text case, text size, text color, and decorate text
2. Explore the use of the Font group under the Home ribbon.
3. Make use of the sentence case, font size, color, and font decoration features in
MS-PowerPoint.
Format text in placeholders
The layout you choose when adding a new slide to a presentation includes placeholders to specify the type and position of the objects on the slide. When working in Normal view, you can type straight into a text placeholder on a slide or type in the Outline pane when working in Outline view. Text in placeholders is formatted by default to match the design of the underlying slide master. However, you can override the following parts of the design using standard character and paragraph formatting tools:
Alignment: The text can be aligned horizontally to the left, right, center, or justified to
span the entire text box. You can also align text in the text box vertically, horizontally,
in the middle, or at the bottom.
Text Case You can adjust the capitalization of each letter, make selected text all lowercase or all uppercase, or ensure that the text is capitalized as a sentence or that each word has an initial capital letter.
Character spacing is essential. You can adjust the spacing between characters to make it wider or narrower.
Color: A pleasing design impression is created by selecting a color from the applicable color scheme. colors from the standard palette or the nearly endless spectrum of colors accessible in the Colors dialog box can also be added if they aren't already in the color scheme.
Text Direction can be rotated, or letters can be stacked on top of each other.
Fancy text effects: You may apply complex text effects like shadows, reflections, and
bevels, as well as rotate or mold text into a s shape.
Font size and typeface: you can apply different fonts (typefaces) and can have different sizes.
Indentation: The text can be indented from the text box's left edge.
Line and paragraph spacing: you can change the spacing between lines and paragraphs within and between paragraphs,
Style and effects: Simple styles like bold and italic can be used, or more dramatic effects like shadows, colored underlining, and small caps can be used.
After you've formatted one text selection to your liking, you can use the Format Painter to apply the same formatting to another part quickly. You can also remove all manual formatting from a selection and revert to the design's formatting. All these actions are very much similar to the steps in Microsoft Office PowerPoint. Let us take a look at some of them.
- Press Enter to produce a new line of text with the same style and level as the current one.
- To demote the current line of text to the next lower level, click to the left of the current line and then press the Tab key on the keyboard, or click the Increase List Level button on the Home tab in the Paragraph group.
- Click to the left of the current line of text, and press the Shift + Tab key to promote it to the next higher level. Or, On the Home tab, in the Paragraph group, click the Decrease List Level button.
- To change the font of selected text, click the font you want in the Font list on the Mini Toolbar or in the Font group on the Home tab.
- Increase or reduce (decrease) the size of selected text by clicking the Increase Font Size or Decrease Font Size buttons on the Mini Toolbar or in the Fon group on the Home tab.
- To change the case of selected text, On the Home tab, in the Font group, click the Change Case button, and then click the option you want.
If the font group on the Home tab doesn't provide you with the required formatting tools, you can open the font dialog box. Simply click on the font group's dialog box launcher to open up this dialog box. (The dialog box launcher is the pointer in the group's bottom-right corner)
Alternatively, several keyboard shortcuts are used. Let us consider some examples.
Applying formatting
You can format text in two primary ways:
1. To format existing text, highlight the text that you want to format. Then, click the toolbar button or use the keyboard shortcut for the format that you want. For example, to make existing text bold, highlight it and click the Bold button or press Ctrl+B.
2. To type new text using a fancy format, click the toolbar button or use the keyboard shortcut for the format. Then, type away. The text that you type is given the format you selected. To return to normal formatting, click the button or use the keyboard shortcut again. Or press Ctrl+space bar.
Changing the size of characters
Whether the text is difficult to read or you simply want to draw attention, you can make part of the text bigger than the surrounding text. The easiest way to change the size of your text is to use the Font Size drop-down list that appears next to the font name in the Font group on the Home tab. Just choose among the sizes that appear in the Font Size drop-down list or click in the Font Size box and type whatever size you want to use.
You can also change the size of your text by using the Increase Font Size or Decrease Font Size buttons or by using the Ctrl+ Shift+> or CTRL Shift+<keyboard shortcuts. These commands increase or decrease the font size in steps, respectively. If you type more text than will fit in a text placeholder, PowerPoint will automatically make your text smaller to fit within the placeholder. Be careful about using text that is too small to read. Just how small is too small depends on the size at which the image will be projected and the size of the room. A good rule of thumb is to stand 10 feet or so away from your monitor and make sure you can still read your slides. If you can't, you've made the fonts too small.
Choosing text fonts
You can always change the font of your text. Remember that font choice depends on several factors, including the age, the formality of the presentation, etc. To do this, follow the steps below:
1. Select the text.
2. Then, under the Font group of the Home tab, click the arrow next to the Font
box and select the font you want to use 3. You can also access the font list by pressing Ctrl+Shift+F. Then you can make
use of it.
Consider the following when choosing fonts.
⚫ Although the Font dialog box allows you to change the font, the Font box on the Ribbon has one significant advantage over the Font dialog box: It uses the font itself to display each font so you can see how they look before applying them to the text. On the other hand, the font dialog box uses the regular Windows system font to display the name of each font.
- To change the font for all of the slides in your presentation, you can consider using the Slide Master View and change the font there.
- The fonts you use the most are automatically moved to the top of the font list in PowerPoint. This tool simplifies the process of selecting your favorite typeface
- Don't use too many typefaces. Don't use several fonts on the same slide just because you have a lot of them. You should always use fonts with good reason. A suggested rule is that you don't use more than two or three typefaces on the same slide and keep fonts consistent throughout the presentation.
- The most straightforward technique to ensure that a typeface is utilized consistently throughout a presentation is to set the font for the presentation.
Color is a great technique to make words on a slide stand out. To change the color of
text, follow the steps below:
1. first, select the text you wish to modify. 2. Then, click the Font Color down arrow and select the color you want to use.
3. Click More Colors if you don't like any of the colors shown by the Font Color button. A larger dialog box displays with additional color options.
4. You can use the Custom tab to access a more comprehensive option.
In the Slide Master View, you can also change the font color for the entire presentation. Highlighting your text is another method to use color to bring attention to it. Text can be highlighted with one of 15 different highlight colors.
Avoid using odd combinations of colors that may make your text difficult to read, especially for those in your audience with less than perfect vision. For example, about 8 percent of all males have difficulty distinguishing red from green. Consider using the color wheel as a guide. Colors that lie opposite on the color wheel contrast better than those that lie next to each other.
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