Chapter - 3

Performing Advanced Text Editing Operations:

Format Characters:
Changing Font Type:
One way to emphasize text in a presentation is by changing its font type. A font type is a set
of characters with the same design and shape.
1. Select the text you wish to format.

2. Click the Home tab on the Ribbon and click the Font list arrow in the Font group.

A list of the fonts that are available on your computer appears.

Tip: As you point to different font types in the Font list, the selected text changes to show
you how each font type would look if applied (Live Preview).

3. Select a font type from the list.

The selected text is changed, and any new text that you enter will appear in the new font
type.

Other Ways to Change Font Type: Use the Font list arrow on the Mini Toolbar when
you have selected text and select a font type from the list, or open the Font dialog box.

Changing Font Size:

Making text larger is another way to emphasize text.

1. Select the text you wish to format.

2. Click the Home tab on the Ribbon and click the Font Size list arrow in the Font group.

A list of font sizes appears.

Tip: As you point to different sizes in the Font Size list, the selected text changes to show
you how each font size would look if applied (Live Preview).

3. Select a font size from the list.

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4. The selected text is changed, and any new text that you enter will appear in the new font
size.

Other Ways to Change Font Size: Use the Font Size list arrow on the Mini Toolbar
when you have selected text and select a font size from the list, or click the Increase or
Decrease Font Size buttons in the Font group on the Home tab, or open the Font dialog box.

Tip: Font size is measured in points (pt.) that are 1/72 of an inch. The higher the number of
points, the larger the font.

Font Size Keystroke Shortcuts:

Increase Font Size <Ctrl> + <Shift> + < > >

Decrease Font Size <Ctrl> + <Shift> + < < >

Common Font Sizes :

8 point
Captions, labels
10 point Large amounts of text
12 point Large amounts of text
14 point Subheadings, headings, titles
18 point Headings, titles

Changing Font Color:

Changing font color is yet another way to emphasize text in a presentation.

1. Select the text you wish to format.

2. Click the Home tab on the Ribbon and click the Font Color list arrow in the Font group.

A list of font colors appears.

Tip: As you point to different colors in the Font Colors list, the selected text changes to
show you how each color would look if applied (Live Preview).

3. Select the color you want to use.

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 The selected text is changed, and any new text that you enter will appear in the new font
color.

Other Ways to Change Font Color:

Use the Font Color list arrow on the Mini Toolbar when you have selected text and select

a color from the list, or open the Font dialog box.

Tips:

 If you are using a template or theme, the Font Color list will display only those colors that
coordinate with the template or theme. If you don’t like any of the available colors, select
More Colors from the list to display the Colors dialog box.

 The Font Color button always displays the color that was used most recently. To quickly
apply this color to other text, simply click the Font Color button—not the list arrow.

When applying color to text, make sure to keep it subtle. No one wants to stare at neon
green text longer than they have to.

Changing Font Style:

In addition to changing font type, size, and color, you can also emphasize the text in a
presentation by changing the font style. The most common and popular styles are bold,
italic, and underline, but other styles such as shadow and strikethrough are also useful.

1. Select the text you wish to format.

2. Click the Home tab on the Ribbon and click the appropriate button in the Font group.

The formatting is applied to the selected text.

Other Ways to Change Font Style:

Select the text you wish to format and click the appropriate button on the Mini Toolbar,
when you have selected text, or use the keystroke shortcuts listed in Font Style

Keystroke.
Tips:

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 You can apply several font styles to text, but be careful—too many font styles can make text
difficult to read.

To remove a font style, follow the same procedure that you used to apply the style. Or, use
the Clear All Formatting button in the Font group.

Shortcuts below, or open the Font dialog box.

Using the Font Dialog Box:

The Ribbon and the Mini Toolbar are great for quickly applying the most common
formatting commands to text, but they don’t offer every available formatting option. To see
every possible formatting option, open the Font dialog box.
1. Click the Home tab on the Ribbon and click the Dialog Box Launcher ( ) in the Font
group. The Font dialog box appears.

2. Make your selections and click OK when you’re finished.

The Font dialog box closes and the formatting options you selected are applied to the text

Copying Formatting:
If you find yourself applying the same formatting over and over again, then you should
familiarize yourself with the Format Painter tool. The Format Painter copies how text or
objects are formatted and lets you apply that formatting elsewhere.

1. Select the text with the formatting you want to copy.

The Format Painter will copy character (font color or italics) and paragraph (line spacing,
indentation) formatting attributes of the selected text.

2. Click the Home tab on the Ribbon and click the Format Painter button in the Clipboard

group.

The selected formatting is copied and the pointer changes from an to a .

Other Ways to Access the Format Painter: Click the Format Painter button on the
Mini Toolbar.

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 Tip: Single-click the Format Painter button to apply copied formatting once. Double-
click the Format Painter button to apply copied formatting multiple times.

3. Click and drag the pointer across the text to which you want to apply the copied
formatting.

The copied formatting is applied.

Tips:

 If you double-clicked the Format Painter button in Step 2, click the Format Painter

button again to deactivate it, or press <Esc>.

You can also use the Format Painter command to copy the formatting of objects, such as
shapes, and apply that formatting to other objects.

Format Paragraphs:

You can align the paragraphs on your slides to the left, center, or right of a text box. You
can also adjust the amount of space that appears before and after a paragraph, and how
much space appears between the lines of text in a paragraph.

Alignment:
Aligning the paragraphs in a presentation gives it a clean, polished look.

1. Place the insertion point in the paragraph that you want to align. Or, if you want to align
multiple paragraphs, select those paragraphs with the mouse.

2. Click the Home tab on the Ribbon and click the Align Left, Center, Align Right, or

Justify button in the Paragraph group.

The alignment of the selected paragraph(s) is changed.

Other Ways to Adjust Paragraph Alignment:

Use the keystroke shortcuts shown in Table: Alignment Keystroke Shortcuts on the

right. Or, click the Dialog Box Launcher in the Paragraph group on the Home tab, click
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 the Alignment list arrow, and select an alignment from the list. Click OK when you’re

finished.

Line spacing :
Since PowerPoint is a presentation program, you probably won’t need to adjust the line
spacing of paragraphs as much as you might need to in a word processing program. Here’s
how to do it anyway:

1. Place the insertion point in the paragraph whose spacing you want to adjust. Or, if you want
to adjust the spacing of multiple paragraphs, select those paragraphs with the mouse.

2. Click the Home tab on the Ribbon and click the Line Spacing button in the Paragraph

group.

A list of spacing options appears. The default line spacing is 1.0, or Single line spacing.

3. Select the spacing you want to use.

The selected line spacing is applied to the selected paragraph(s).

Alignment Shortcuts Keys

Align Left <Ctrl> + <L> Aligns text to the left side of a text box.
Align Center <Ctrl> + <E> Aligns text in the center of a text box.
Align Right <Ctrl> + <R> Aligns text to the right side of a text box.
Justify <Ctrl> + <J> Aligns text to both the left and right
sides of a text box, adding extra space
between words as necessary.

Line Spacing

Left

Center Dialog Box

Justify
Launcher
Right 6
 Format Text Boxes:
You can format the text box and Shapes in the similar ways.

Change the fill color of a Text Box:

You can add, adjust, or remove the fill color of the Text Box you create in PowerPoint.

1. Select the Text Box that has the fill color you wish to change.

The Format contextual tab appears on the Ribbon under Drawing Tools.

2. Click the Shape Fill button in the Shape Styles group.

The Shape Fill menu appears. You have several options to choose from here.

3. Select an option from the menu.

Other Ways to Change the Fill Color of a Text Box:

Right-click the shape and select Format Shape from the contextual menu. Click the Fill &

Line button, click Fill, select your options, and click Close when you’re finished. Or right-
click the Text Box and click the Fill button on the Mini Toolbar

Change the outline of a Text Box:

You can add an outline to Text Box or adjust or remove an existing outline.

1. Select the Text Box that has the outline you wish to change.

The Format contextual tab appears on the Ribbon under Drawing Tools.

2. Click the Shape Outline button in the Shape Styles group.

The Shape Outline menu appears. You have several options to choose from here.

3. Select an option from the menu.

Other Ways to Change the Outline of a Text Box: Right-click the Text Box and
select Outline from the Mini Toolbar; or select Format Shape from the contextual

menu, click the Fill & Line button.

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