MS Office - Micro Soft Access - Notes

MS Office - Micro Soft Access - Notes 

DATA:  Information in raw or unorganised form (such as alphabets, numbers, or symbols) that refers to, or represent, conditions, ideas, or objects.

INFORMATION: Data that has been verified to be accurate and timely, is specific and organized for a purpose, is presented within a context that gives it meaning and relevance, and that can lead to an increase in understanding and decrease in uncertainty.

DATABASE: Databases are designed to offer an organized mechanism for storing, managing and retrieving information. They do so through the use of tables.

FILE: A file is a collection of data stored in one unit, identified by a filename. It can be a document, picture, audio or video stream, data library, application, or other collection of data.

RECORD: A database record consists of one set of tuples for a given relational table. In a relational database, records correspond to rows in each table.

FIELDS: A single data item related to a database object. The database schema associates one or more fields(attributes) with each database entity(table)

Ms-Access

Data is a collection of facts, such as values or measurements. It can be numbers, words, measurements, observations or even just descriptions of things.

The Access Screen

The menus have been replaced by the Access 2007 Ribbon; there is the MICROSOFT OFFICE BUTTON instead of the old file menu; and the old database window has been replaced by the Access 2007 NAVIGATION PANE. There is also a GETTING STARTED screen to create or open a database file when Access is launched.

The Title Bar

The Title bar is located at the top in the center of the Access window. The Title bar displays the name of the database on which you are currently working.

 

 

Access Ribbon

Microsoft Office Button

The MICROSOFT OFFICE BUTTON is in the top left corner of the Access screen. It replaces the old Access file menu. So to perform functions such as saving, opening, new file creation, and printing etc, you need to click this button.

Access Navigation Pane

The Access NAVIGATION PANE replaces the old database window. It is here where you will see the icons for all the tables, forms, queries and reports that you create. When you want to open one of your database "objects", you just click on one of these icons, and the required object will open in the main Access window.

Create Access 2007 Database

The first step in creating an Access 2007 database is to create a blank database file. This is done from the Getting Started Screen when you launch Access.

1. Launch Access

To begin, launch Access by clicking on the desktop icon, or choose Access from the start menu. This brings up the GETTING STARTED WITH MICROSOFT OFFICE ACCESS screen.

2. Select Blank Database Template

Towards the top left of the screen you will see a "Blank Database" icon. Click this icon to bring up the Blank Database side bar on the right hand side of the screen. This is where you will enter details about the database file that you are about to create.

3. Enter filename for your Access 2007 database

Begin by entering the name that you want to call the database in the filename textbox.

4. Browse and select folder

Next click the folder icon and browse for a folder to put your database. Once selected you should see the file path below the textbox.

5. Click Create

All you need to do now is click the "Create" command button below, and your database file saves to the location that you specified, and opens for you to work on.
You are now ready to work on your newly created database file.

Access 2007 Tables

How Access stores data in Tables

Like all other databases, Access 2007 stores data in tables. They look a lot like the cells of a spreadsheet with columns and rows. Each horizontal column represents a table record, and each vertical column represents a table field. See Table example below:
A simple Table

Access 2007 Tables

How Access stores data in Tables

Like all other databases, Access 2007 stores data in tables. They look a lot like the cells of a spreadsheet with columns and rows. Each horizontal column represents a table record, and each vertical column represents a table field. See Table example below:
A simple Table

ID Number	First Name	Surname	Age
1	John	Jones	35
2	Tracey	Smith	25
3	Anne	McNeil	30

In the example Table above, there are four fields containing information about an individuals ID number, first name, surname and age. Below the field headings there are 3 records containing information or data for each individual. As such, a database table is a list with each column containing the same specific sort of information. Each row of information is an individual record that might relate to a particular person, a business, or a product etc.

Access Objects

Tables:  In Access, data is stored in tables. A table is a set of columns and rows, with each column referred to as a field. Each value in a field represents a single type of data. Each row of a table is referred to as a record.

Queries: You use queries to retrieve specific data from your database and to answer questions about your data. For example, you can use a query to find the names of the employees in your database who live in a particular state.

Form : Forms give you the ability to choose the format and arrangement

of fields. You can use a form to enter, edit, and display data.

Reports: Reports organize or summarize your data so you can print it or view it onscreen. You often use reports when you want to analyze your data or present your data to others.

Macros: Macros give you the ability to automate tasks. You can use a macro to add functionality to a form, report, or control.

Modules:  Like macros, modules give you the ability to automate tasks and add functionality to a form, report, or control. Macros are created by choosing from a list of macro actions, whereas modules are written in Visual Basic for Applications.

Creating Microsoft Access Tables

Tables are the foundation of an Access database. Access stores data in tables. This lesson

teaches you how to create a table, add fields to a table, assign data types to fields, and set field

properties.

Understanding Tables

A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name and no two fields can have the same name. Each value in a field represents a single category of data.

For example, a table might have three fields: Last Name, First Name, and Phone Number. The table consists of three columns: one for last name, one for first name, and one for phone number. In every row of the table, the Last Name field contains the last name, the First Name field contains the first name, and the Phone Number field contains the phone number. Each row in a table is called a record.

All of the data in a table should refer to the same subject. For example, all of the data in the Employees table should refer to employees, all of the data in the Students table should refer to students

To add fields to a table:

1. Click the Add New Field column label.

2. Activate the Datasheet tab.

3. Click Rename in the Fields & Columns group.

4. Type the field name.

5. Press Enter. Access creates the field.

6. Type the next field name. Access creates the field. Continue until you have created all of the fields in your table.

7. Press Enter without entering a field name to end your entries.

Name and Save a Table

After you create a table, you must name and save it.

To name and save a table:

1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears.

2. Type the name you want to give your table.

3. Click OK. Access names your table.

Understanding Data Types

In Access, you use data types to specify the type of data each field can capture.

Text : Alphanumeric data. Use for text and for numbers that are not used in mathematical

calculations. Use for names, addresses, and other relatively short pieces of text. Can store up

to 255 characters.

Memo :Long text. Use for long pieces of text, such as notes and long descriptions. Can store up to 64,000 characters.

Number : Numeric data. Use for numbers you want to use in mathematical calculations.

If you are working  with currency, use the currency type.

Date/Time:  Use for dates and times.

Currency: Use for currency. Prevents rounding during calculation.

AutoNumber:  Unique sequential numbers or random numbers automatically inserted when you create a record. Use to create a primary key.

Yes/No: Logical data. Use when only one of two values is valid. Yes/No, True/False, etc.

To use Design view to create a new table:

1. Activate the Create tab.

2. Click Table Design in the Tables group. Access changes to Design view and the Table Tools become available.

To set field properties:

Creating Microsoft Access Queries

A query can be based on tables or on other queries. To create a query, you open the tables or queries on which you are going to base your query in Query Design view, and then use the options in Design view to create your query. You then click the Run button to display the results. You can save queries for later use.

To open tables or queries in Query Design view:

1. Activate the Create tab.

2. Click the Query Design button in the Other group. The Show Table dialog box appears.

3. Activate the Tables tab if you want to base your query on tables, activate the Queries tab if you want base your query on queries or activate the Both tab if you want to base your query on both tables and queries.

4. Click to choose the table or query on which you want to base your query.

5. Click Add. The table appears in the window.

a. Click to choose the next table or query on which you want to base your query.

b. Continue clicking tables or queries until you have all the tables and queries you plan to

use.

6. Click Close. Access changes to Query Design view.

Display All Records and All Fields

In Query Design view, each table has an option that allows you to display all of the fields and all of the records in a table. This option appears on the field line on the drop-down menu as the table name followed by a period and an asterisk (tablename.*).

To display all records and all fields:

1. Open a table or query in Query Design view.

2. Click the down-arrow in the first field on the Field row and then select the tablename.* option. The table name appears on the table line.

3. Click the Run button. Access retrieves all of the fields and records for the table and displays them in Datasheet view.

Change from Datasheet View to Query Design View

After you run a query, you can easily change back to Query Design view and make modifications

to your query or create a new query.

To change to Query Design view:

1. Activate the Home tab.

2. Click the down-arrow below View in the Views group. A menu appears.

3. Click Design View. Access changes to Query Design view. You can modify your query.

Retrieve a Single Column

You can use an Access query to retrieve a single column of data. Instead of choosing the tablename.* option on the Field line in Query Design view, choose the name of the field you want to retrieve.

To retrieve a single column:

1. Open a table or query in Query Design view.

2. Choose the field name you want to display in the field line.

3. Click the Run button. Access retrieves the column you chose.

Retrieve Multiple Columns

You can use an Access query to retrieve multiple columns of data. On the Field line in Query Design view, choose the field name of each field you want to retrieve in the order you want to retrieve them.

To retrieve multiple columns:

1. Open a table or query in Query Design view.

2. Choose the field names you want to retrieve in the order you want to retrieve them.

3. Click the Run button. Access retrieves the columns you chose.

Sort a Query

When creating a query, you can sort the rows you retrieve in ascending or descending order by choosing the option you want on the Sort row in Query Design view.

To perform a sort:

1. Open a table or query in Query Design view.

2. Choose the field names you want to retrieve in the order you want to retrieve them.

3. Under the field you want to sort, click the down-arrow and then choose Ascending or

Descending.

4. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you specified.

Save a Query

After you create a query, you can save it. You can rerun a saved query at any time. If you change the data on which the saved query is based, you will see the changes when you rerun the query.

To save a query:

1. Click the Save button on the Quick Access toolbar. Access saves the query unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.

2. Type the name you want to give your query.

3. Click OK. Access saves the query. You can now access the query by using the Navigation pane.

Creating and using forms in Ms-Access

If you’re working with users you don’t want to expose to the inner workings of Access, you may choose to use Access forms to create a more user-friendly experience.

Open Your Access Database

Select the Table for your Form

1. Before you begin the form creation process, select the table that you'd like to base your form upon.
2. Using the "All Tables" pane on the left side of the screen, locate the appropriate table and double-click on it. <BR><BR> In our example, we'll build a form based upon the Runs table

Select Create Form from the Access Ribbon

Next, select the Create tab on the Access Ribbon and choose the Create Form button, as shown in the image above.

View the Basic Form

Access will now present you with a basic form based upon the table you selected.

Arrange Your Form Layout

After your form is created, you'll be placed immediately into Layout View, where you can change the arrangement of your form. If, for some reason, you're not in Layout View, choose it from the drop-down box underneath the Office button.

From this view, you'll have access to the Form Layout Tools section of the Ribbon. Choose the Format tab and you'll see the icons shown in the image above.

While in Layout View, you can rearrange fields on your form by dragging and dropping them to their desired location. If you want to completely remove a field, right-click on it and choose the Delete menu item.

Format Your Form

1. click the Format tab on the ribbon
2. You can use these icons to change the color and font of text, the style of gridlines around your fields, include a logo and many other formatting tasks.

Use Your Form

           

To use your form, you first need to switch into Form View. Click the drop-down arrow on the Views section of the Ribbon, as shown in the figure above. Select Form View

Once you're in Form View, you can navigate through the records in your table by using the Record arrow icons at the bottom of the screen or entering a number into the "1 of x" textbox. You can edit data as you view it, if you like.

Create a new record by either clicking the icon at the bottom of the screen with a triangle and star or simply using the next record icon to navigate past the last record in the table.

Reports

Reports organize and summarize data for viewing online or for printing. A detail report displays all of the selected records. You can include summary data such as totals, counts, and percentages in a detail report. A summary report does not list the selected records but instead summarizes the data and presents totals, counts, percentages, or other summary data only. Access has several report generation tools that you can use to create both detail and summary reports quickly.

Use the Report Button

The Report button creates a simple report that lists the records in the selected table or query in a columnar format.

1. Open the Navigation pane.
2. Click the table or query on which you want to base your report.
3. Activate the Create tab.
4. Click the Report button in the Reports group. Access creates your report and displays your report in Layout view. You can modify the report.

After you create a report, you can save it.

1. Click the Save button on the Quick Access toolbar. Access saves the report unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.
2. Type the name you want to give your report.
3. Click OK. Access saves the report. You can now access the report by using the Navigation pane.

As with other objects, you can also save a report by right-clicking the reports tab and selecting Save. Saved reports appear in the Navigation pane.

Access reports created simply by using the Report button have several sections

Sections of a Report

Report Header
Appears at the top of the first page and displays the report title.
Page Header
Appears at the top of every page and displays the headings (field labels) for each column.

Page Footer
Appears at the bottom of every page and displays the page number and total number of pages.
Detail Section
Appears between the page header and page footer and displays the records from the table or query.
Report Footer
This section is optional. Appears on the last page of the report and displays summary information such as grand totals.

Use the Report Wizard

You can also use the Report Wizard to create a report. The Report Wizard provides you with more flexibility than you get by using the Report button. You can choose the tables and fields, group the data, sort the data, summarize the data, choose a layout and orientation, apply a style, and title your report. Follow the steps shown here to create a report by using the Report Wizard:

To create a report by using the Report Wizard:

1. Activate the Create tab.
2. Click Report Wizard in the Reports group. The Report Wizard appears.

Select tables, queries and fields

When using the Report Wizard, you can use fields from multiple tables and/or queries if the tables/queries have a relationship.

1. Click the down-arrow next to the Table/Queries field and then click the table from which you want to select fields.
2. Click a field and then click the single-right arrow to select a single field, click the double-right arrows to select all fields, click a field and then click the single-left arrow to deselect a single field, or click the double-left arrow to deselect all fields.
3. Repeat steps 1 and 2 for each table from which you want to select fields.
4. Click Next. The Report Wizard moves to the next page.

Group

When using the Report Wizard, you can group data. Grouping puts all of the values in a field into a group based on the field’s value. For example, if your data is grouped by the Department field and the records in the Department field have values such as Administration, Computer Science, and English.

1. Click to select the field by which you want to group your data. You may not see this page of the wizard if you are selecting data from a single table.
2. Click Next. The Report Wizard moves to the next page.

3. Click a field you want to group by.
4. Click the right-arrow to select a field; click a field and then click the left arrow to deselect a field. Use the up- and down-arrows to change the order of the groupings. If you are only using one table, this may be your first opportunity to select a field to group by.
5. Repeat steps 3 and 4 for each field you want to group by.
6. Click Next. The Report Wizard moves to the next page.

Sort and summarize

By using the Report Wizard, you can create up to four levels of sort. Access sorts the first level, and then sorts the second level within that sort, and so on.
If you have grouped your data, you can summarize it by displaying the sum, average, and minimum or maximum value for each numeric field.
 You can choose to have your report display just the summary data or each detail line and the summary data.
 There is also an option that allows you to display the percent the sum of each group is of the grand total.
 All of the fields in your report may not fit on a single page. You can have Access automatically adjust the size of the font so that every field fits.

1. Click the down-arrow and then select the field you want to sort by.
2. Click the button to choose ascending or descending order. Clicking the button toggles between Ascending and Descending. You can sort up to four levels.
3. Click the Summary Options button. The Summary Options window appears.

Layout and orientation

You can choose the layout and orientation of your report. The layout determines where each field appears on the page. Access provides three options to choose from: Stepped, Block, and Outline. When you choose an option, the left side of the window displays a graphic of the layout.

1. Click to select a layout.
2. Click to select a page orientation.
3. Choose the Adjust The Field Width So All Fields Fit On A Page option if you want all fields to fit on a single page.
4. Click Next. The Report Wizard moves to the next page.

Style

A style is a set of formats consisting of such things as background colors, fonts, font colors, and font sizes. Access supplies predesigned styles that format titles, labels, and more. When you choose a style, the left side of the window displays a preview.

1. Click to select a style.
2. Click Next. The Report Wizard moves to the next page.

Create a title

On the final page of the Report Wizard, you can title your report. The title appears at the top of the report and on the Navigation pane.

1. Type the title you want to give the report.
2. Click Finish. Access creates, saves, and opens your report in Layout view.

Features of Ms-Access

Microsoft Access calls anything that can have a name an object. Within an Access Database, the main objects are tables, queries, forms, reports, data access pages, macros, and modules.
Database A database is files in which you store data include all the major objects related to the stored data; including objects you define to automat the use of your data. In other database systems, the term database used to refer to only those files in which you store data.
Here is a summary of the major objects in an Access database.
Table
An object you define and use to store data. Each table contains information
about a particular subject, such as customers or orders.
Table contains Fields (or columns) that store different kinds of data, such as a name or an address, and, Records (or rows) that collect all the information about a particular instance of the subject.
E.g. All the information about a company
You can define a primary key (one or more fields that have a unique value for each record) and, one or more indexes on each table to help retrieve your data more quickly.
Query
Query in an object that provides a custom view of data from one or more tables. In Access, you can use the graphical query by example (QBE) facility You can define queries to select, update, insert, or delete data
Form
An object designed primarily for data input or display or for control; of application execution. You use forms to customise the presentation of data that your application extracts for queries or tables. You can also print forms.
Report
An object designed for formatting, calculating, printing, and summarising selected data. You can view a report on your screen before you print it.
Macro
Macro is an object that is a structured definition of one or more actions that you want Access to perform in response to a defined event.
For example, you might design a macro that opens a second form in response to the selection of an item on a main form. You might have another macro that validates the content of a field whenever the value in the field changes.
Module
It is an object containing custom procedures that you code using Visual Basic. Modules provide a more discrete flow of actions and allow you to trap errors something you can't do with macros. Modules can be stand-alone objects containing functions that can be called from anywhere in your application, or they can be directly associated with a form or a report to respond to events on the associated form or report.
Events on forms and reports can "trigger" either macros or Visual Basic procedures.
Event
Event is any change in state of an Access object.
For example, you can write macros to respond to
• Opening a form
• closing a form
• entering a new row on a form
• Changing data in the current record
Control
Control is an object on a form or report that contains data. You can even design a macro that responds to the user pressing individual keys on the keyboard when entering data.

Advantages and limitations of Ms-Access:
Ease of Use

·         Like many other Microsoft application, Access contains Wizards that walk you through each step of the way. You do not need to have database experience in order to use it.

Multi-User Functionality

·         Microsoft Access is not meant to have multiple users at any given time. While it can support them, problems with functionality can pop up.

Single-File Save

·         All the information from your database is saved into one file - this can limit what you can do with it and slow down reports, queries, and forms.

DBMS

·         Access is a simple database, not a full-fledged database management system.

Data

·         Each database can store no more than 2 GB of data, although you may build as many unrelated databases as you'd like.

Speed

·         Since Microsoft Access cannot handle large data requests, if you are using close to the maximum amount of data, it will run slowly.

What is PowerPoint

•PowerPoint is a presentation software program that is part of the Microsoft Office package.

Features of PowerPoint

•PowerPoint uses a graphical approach to presentations in the form of slide shows that accompany the oral delivery of the topic.

•This program is widely used in business and classrooms and is an effective tool when used for training purposes.

•PowerPoint is a software program to enhance your oral presentation and to keep the audience focused on your subject.

•It is easy to customize presentations with your company logo and to attract the audience by using one of the many design templates that come with the programs

•PowerPoint has printing options that allow the presenter to provide handouts and outlines for the audience as well as notes pages for the speaker to refer to during the presentation.

Arrangement of Tools in PowerPoint 2007

MS OFFICE BUTTON contains the main File Functions:

         New, Open, Save, Save as, Print, Print Preview, etc.

QUICK ACCESS TOOLBAR contains shortcuts to Save, Undo, and Repeat

RIBBON TABS - Each Ribbon Tab displays a Ribbon that provides a set of Tool Groups.

 The Ribbon Tab and the Tool Groups correspond to the Menu and Toolbar in previous versions.

         Tool Groups - Each Tool Group's name is shown at the bottom of the Group

        o Example - Home Tab

        o Both the Clipboard and Font Tool Groups display their

        names at the bottom of their Group (see image at right)

         

         To Change Tool Groups click on the appropriate Ribbon Tab in the Ribbon

        o Examples

        § Home Tab - Tool Groups for ClipBoard, Font, Alignment, and Cell Formatting

        § Insert Tab - Tool Groups for inserting Images, Charts, and Text Boxes

         

         Dialog Box Launch Arrow

        o Some Tool Groups have a small arrow in the bottom right-hand corner

        o Clicking on this arrow will open a Dialog Box which offers more options and settings related to that Tool Group

Getting Started
Create a new presentation	MS Office Button >> New A new Presentation window opens up          The MS Office Button is located in the top left corner of the Word 2007 Window To start a new file:          Choose “Blank Document” and press “Create”. There are templates available on the left panel for creating a presentation of a specific type (i.e. photo album or calendar).
Open an existing presentation	MS Office Button >> Open          Find your presentation in the “Open” window.          PowerPoint 2007 will open files created with older versions of PowerPoint (.ppt) as well as PowerPoint 2007 files (.pptx)
Open a file from a different version or format	PowerPoint 2007 will automatically convert a document from a compatible version of PowerPoint          Your document will open in Compatibility Mode          This will prevent you from using certain tools in Office 2007 which are not compatible with Office 2000 or 2003          When you finish editing a document, be VERY CAREFUL to save any converted documents in their original format          Please read the Important Notes below regarding saving in Office 2007.

Saving Documents in PowerPoint 2007

Save the current document	MS Office Button >> Save          Please read the Important Notes above regarding saving in Office 2007
Save a document under a different name, version, or format	MS Office Button >> Save As...          In the bars at the bottom of the Save As... Dialog Box:         o Give your document a new name in “File Name:”         o Select the version and format from “Save as type:”

Add a new slide

Home Tab >> Slides Group >> New Slide                  Click on the New Slide Tool. It adds a new slide in the default layout "Title and Content.”                  Click on the arrow at the bottom corner of the New Slide Tool. You can select the layout for the new slide from the .                  Click the Layout button. You can select and change the slide layout.                  Click the Delete button to delete the current slides.

VIEW TAB

Viewing Slides in PowerPoint 2007 Workspace
Layout of frames in “Normal View”	When you first open a new presentation in PowerPoint the main window is in Normal View and should show three frames:                  The larger frame on the right shows the Current Slide.                  The left frame has two tabs:                 o Slides tab - displays the slides as thumbnails                 o Outline tab - displays a written outline for each slide of your presentation.                  The bottom frame is for Notes to remind you of points for each slide.
The View tab                  Different views allow you to manage different aspects of your presentation.	View Tab >> Presentation Views Group Normal View - Splits the window into Slide Frame, Notes, and the left frame where you can choose either Slides Thumbnails or Outline. This allows you to focus on a slide and see everything about the slide at once. Slide Sorter - Gives thumbnails of all the slides in the presentation. This lets you see the big picture. Allows you to sort, move, add and delete slides easily. Useful near the end of a project Notes Page - Displays a page layout of the notes and the slide. Allows you to rearrange the notes and compare them to the content of your slide. Slide Show - Plays the presentation from the beginning with animation.
Turn on/off visual guides	View Tab >> Show/Hide Group >> Ruler View Tab >> Show/Hide Group >> Gridlines                  Gridlines and rulers are used to measure and line up objects on a slide.

Inserting and Formatting Text and Objects
Add text with Text Boxes NOTE In PowerPoint ALL TEXT is contained in Text Boxes!	Home Tab >> Drawing >> Text Box OR Insert Tab >> Text >> Text Box                                   Click on the Text Box button - Choose Horizontal TextBox                                                      In the slide, click-and-drag the mouse to draw a TextBox                  Drag circle corner points or square side points of the text box to change its size.                  Click within the TextBox to type text.
Move a Text Box NOTE: You can move or rotate any object in PowerPoint using the methods described here.	 Select a Text Box by clicking on it                  Bring the cursor over the Border of the Text Box                  The cursor will change to the move icon (2 crossed arrows).                  Click-and-drag with the mouse to move the text box.                  You can also Nudge a Text Box by Selecting it and hitting the arow keys on the keyboard. This method offers greater precision in placing an object.                  Rotate the Text Box:                 o Select the Text Box. Notice the green circle directly above the box.                 o Bring the cursor over the green circle. It will change to a rotate icon                 o Click-and-drag to rotate the Text Box.
Format a Text Box	Drawing Tools Tab - Format >> Shape Styles                  Select the Text Box. The Drawing Tools Tab appears.                  Click on the Format Tab. Format the selected Text Box in Shape Styles:                 o Shape Fill - Changes the fill color                 o Shape Outline - Changes the color, width, line style of outline                 o Shape Effects - Applies visual effects (shadow, bevel, etc.)
Format text in a Text Box	Home Tab >> Font Group                  Select and highlight the text in the Text Box.                  Click on the Home Tab                  In the Font Group and Paragraph Group, you can format the Font, Size, colour, and style of the selected text.
Add WordArt - fancy text	Insert Tab >> Text >> WordArt                  Click on the WordArt button >> Select the style you like                  A WordArt Text Box appears in the slide.Type in.

Format WordArt	Drawing Tools Tab - Format >> WordArt Styles                  Select the WordArt in the slide.                  The Drawing Tools Tab will appear at the right end of the Ribbon Tabs                  Click on the Format Tab.                  Format the selected WordArt in WordArt Styles Group.
Add shapes	Insert Tab >> Illustration >> Shapes  Click on the Shape button to see the list of available shapes.                                                                                                 Select the shape.                  Click on anywhere in the slide to insert the selected shape.
Format shapes NOTE: You can format a Shape as you format a Text Box using Drawing Tools Tab. See "Format a Text Box" on the previous page.	Drawing Tools Tab - Format >> Shape Styles                  Select the Shape. The Drawing Tools Tab appears                  Click on Format tab. Format the selected shape in Shape Styles:                 o Shape Fill - Changes the fill color                 o Shape Outline - Changes the color, width, line style of outline                 o Shape Effects - Applies visual effects (shadow, bevel, etc.) to the shapes
Lay one shape over/under another	Drawing Tools Tab - Format >> Arrange                  Select the shape.                  The Drawing Tools Tab will appear                  Click on Format tab. Arrange the order in the Arrange Group :           o Bring to front           o Send to back
Group, Align and Rotate shapes	 While holding the shift key, click on the objects you wish to group. Drawing Tools tab appears.                  Click on Format tab.                  To group the objects: Click on Group button in Arrange Group                  To align the objects: Click on Align button in Arrange Group                  To rotate the objects: Click on Rotate button in Arrange Group Shapes in a group my still be moved and edited individually, and will continue to correspond to their group after being changed.
Add an image from a file	Insert Tab >> Illustrations >> Picture                  Find the picture file you want to insert in the browser window.
Add an image from Clip Art	Insert Tab >> Illustrations >> Clip Art                  Search for ClipArt and other media in the right-hand search panel.                  Check in "Everywhere" box under "Search in" for more extensive results

Format an Image and Clip Art

Formatting process is basically the same as formatting a Text Box, WordArt, or a Shape.                 Select an object (Image or Clip Art). The Picture Tool Tab appears.                  Format objects using Adjust Group, Picture Styles Group and Arrange Group.                  Move objects: See the instructions fpr "Move a Text Box" above.

Formatting Slide Design
Change the Background	Design Tabs >> Background >> Background Styles                  Click on the Format Background button at the bottom.                  The Format Background dialog box will appear.                 o You can set the color, solid or gradient, transparency or choose picture/texture fill                 o Click the Close button to apply changes only to the current slide                 o Click on Apply to All to apply changes to all the slides
Change the Theme	Design Tabs >> Themes                  Move the cursor over the theme buttons to Preview different themes on your current slide.                  To choose a theme - Click on any theme button                 o The theme will then be applied to all the slides in your presentation                  Colors -- Changes the color scheme of the current theme                  Fonts -- Changes the font of the current theme                  Effects -- Changes the effects of the current theme
Formatting Presentation Using the Slide Master The Slide Master acts as a template for your entire presentation. Altering anything on the Slide Master will change the formatting of all the slides in your presentation.
Open the Slide Master	View Tab >> Presentation Views >> Slide Master                  The Slide Master Tab appears on the left-hand side of Home Tab

Edit the Slide Master

 Clicking on the Slide Master Tab provides a set of Slide Master Formatting Groups:           o Edit Master                                 o Master Layout           o Edit Theme                 o Background - set the background for all the slides           o Page Setup                 o Close -- Click on Close button to go back to Normal View.                  Choose the top Slide Master Slide in the left panel                  You can edit the Background, Bullet styles, Slide Titles, and Title animations here.

Objects and Animation Animation Tab

Modify Animation effects and order of animated objects

 Customize animation effects under Modify in Custom Animation panel.                 o Start - how to start the animation                 o Direction - direction of animation                 o Speed - speed of animation                  Change the order in which the animated objects play:                 o Select the object in the list under Modify                 o Hold the mouse on that item in the list and drag it up or down to change the order of objects

Create a Slide Transition

Slide transitions are animation effects that appear between slides. While they look fancy, these transitions can be distracting if overused. It is often good to keep this kind of animation to a minimum. Animation Tabs >> Animations >> Transition to This Slide                  Mover the cursor over the transition buttons to preview the effects.                  Click on the Transition effect button to apply the slide transition effect.                  Click on Transition Sound button to apply sound effect for transition.                  Click on Transition Speed button to adjust the speed.                  Click on Apply to All to apply the same transition effect to all the slides.

Change the order of the slides	 View Tab >> Presentation Views >> Slide Sorter         o This view is used to change the order, if you have a lot of slides.          Or, select Slides tab in the left frame in the Normal View. You can see thumbnails of the slides in your presentation.         o Click on a slide thumbnail and drag up and down to change the order.
Make notes	Write your notes in the bottom frame in Normal view. To Print your notes:          Office Button >> Print >> Print What:          Select "Note Pages" NOTE: Notes are not visible during the slide show.
Present the Slide Show	Manual Presentation: View Tab >> Presentation Views >> Slide Show To move to the next slide in your presentation do one of the following:          Click the left mouse button          Hit the spacebar          Use the arrow keys on the keyboard. Up and left go back, right and down go forward.          Click on the Esc key on keyboard to go back to Normal view. Automatic Presentation: Animations Tab>> Transition to this Slide >> Advance Slide          Click on the check box for "Automatically After."          Set the time to automatically change to the next slide after a certain duration of time.          This feature is useful if you are under a time constraint or if you want to present in a more movie-like style.