Microsoft PowerPoint 2011

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1 Microsoft PowerPoint 2011 Starting PowerPoint... 2 Creating Slides in Your Presentation... 3 Beginning with the Title Slide... 3 Inserting a New Slide... 3 Adding an Image to a Slide... 4 Downloading Images from the Internet... 5 Adding Shapes to a Slide... 6 Adding a Table to a Slide... 7 Inserting a Hyperlink to a Website... 8 Inserting a Link to Another Slide... 9 Different PowerPoint Views...10 The Normal View...10 The Slide Sorter View...10 The Notes Page View...10 The Slide Show View...10 Applying a Theme to a Presentation...11 Customizing an Existing Theme...12 Creating Your Own Theme...13 Slide Transitions...15 Animating Objects within a Slide...16 Removing Animations from an Object...16 Inserting Music into Your Presentation...17 Your Presentation in Action...19 Starting A PowerPoint Show...19 Moving to the Next Slide...19 Returning to the Previous Slide...19 Exiting a Presentation...19 Printing Slides, Handouts, and Notes...20 Saving Your Presentation as Launchable Show...21 Dianne Harrison Ferro Mesarch

2 Starting PowerPoint 1. Click on the Microsoft PowerPoint icon on the Dock. 2. The Microsoft PowerPoint application will open. The Apple Menu Bar The Standard Toolbar The Mac Ribbon The Slide Layout Pane The Slide Area 3. The table below lists the different features and provides a brief description of each one. Attribute The Apple Menu Bar The Standard Toolbar The Mac Ribbon The Slide Layout Pane The Slide Area Description The words listed at the top of the application window, to the right of the Apple icon. You can access most application commands from the Apple menu bar. The icons underneath the Apple menu bar, which provide quick access to commonly used commands. A series of tabs that contain commands and icons organized into groups. The area on the left side of the screen that displays your slides in miniature. The large area in the middle of the screen, where you create your slides. 2

3 Creating Slides in Your Presentation Beginning with the Title Slide Upon opening PowerPoint, the application automatically displays a new, blank presentation. Presentation 1 will be displayed in the title bar to indicate this. In addition, a title slide will be automatically displayed. To begin creating your presentation, click once in the Click to Add Title field and type the presentation's title. If you want to add a subtitle, click once in the Click to Add Subtitle field and type the desired text. Inserting a New Slide 1. Click on the New Slide icon located on the Home tab of the Mac ribbon. 2. A Title and Content slide, which is the PowerPoint default for all newly inserted slides, will appear in your presentation. 3. If you want to choose a different slide layout, click on the Layout tab icon located on the Home tab. 4. The Slide Layout Gallery will appear. 5. Select the desired layout by clicking once on the appropriate icon. 6. The selected slide layout will now appear in your presentation. Note: You can also click on the dropdown arrow to the right of the New Slide icon, to display the Slide Layout Gallery. 3

4 Adding an Image to a Slide 1. Insert a new slide, choosing the Title Only or Blank slide layout. 2. If using the Title Only slide layout, type the title of the slide in the Click To Add Title area. 3. Click once in the blank portion of the slide. 4. Click on the Picture icon, located on the Home tab of the Mac ribbon. 5. Click on the Picture from File option. 6. The Choose a Picture dialog will appear. 7. Browse to the folder that contains the picture you wish to insert. 8. Select the picture and click on the Insert button. 9. The picture will be inserted into the slide and the contextual Format Picture tab will appear. 10. You can use the icons on the Format Picture tab to adjust your image. 11. You can also resize the picture using the handles that appear around it. Note: If you want to resize the picture, make sure that you use the corner handles to ensure proportional resizing, otherwise you risk distorting the picture. 4

5 Downloading Images from the Internet My favorite source for images is Google Image Search. Simply browse to and click on the Images link, located in the upper left-hand corner. You will be ready to search for images. 1. Type the criteria for the desired images and click on the Search button. 2. Click once on the thumbnail of the image that you want to download. 3. The image will open. 4. Click on the Full-Size Image link, located on the right-hand side of the Safari window. 5. The image will open in full-size resolution. 6. Simultaneously, press the Control key and click once on the image. 7. A menu will appear. 8. Choose the Save Image As option. 9. The Export As dialog will appear. 10. Type the image name in the Export As field. 11. Navigate to the folder where you want to save the image in the Where field. 12. Click on the Save button. 13. Your image will be saved onto your computer, ready to use. 14. You can close your Internet browser. 5

6 Adding Shapes to a Slide 1. Insert a new slide, choosing the Title Only or Blank slide layout. 2. If using the Title Only slide layout, type the title of the slide in the Click To Add Title area. 3. Click once in the blank portion of the slide. 4. Click on the Shape icon, located on the Home tab of the Mac ribbon. 5. A dropdown menu will appear. 6. Select the desired shape. 7. Your cursor will appear as a thin plus-sign. Using your mouse, draw the shape on the slide. 8. The shape will be inserted and the contextual Format tab will appear. 9. Click once on the tab to make it active. 10. You can use the icons on the Format tab to format your shape. Note: To add text to your shape, simultaneously press the Control key and click once on the shape. Choose the Edit Text option from the sub-menu that appears. Your cursor will appear as a thin straight line within the shape, blinking on and off. Start typing and your text will appear within the shape. To format the text, select it, go to the Home tab, and use the font formatting commands located there. 6

7 Adding a Table to a Slide 1. Insert a new slide, choosing the Title Only or Blank slide layout. 2. If using the Title Only slide layout, type the title of the slide in the Click To Add Title area. 3. Click once in the blank portion of the slide. 4. Go to the Tables tab on the Mac ribbon and click in the New icon. 5. A grid menu will appear. 6. Select the number of rows and columns that you want from within the grid. 7. The table will be inserted into the slide. 8. To add text to the table, click in a cell and type your text. 9. To format your table, use the icons on the Table tab or the contextual Table Layout tab. Note: DO NOT MAKE YOUR TABLES TOO BIG. A PowerPoint slide only has a certain amount of space. People cannot see the details if you have too many columns and rows. Presentations should enhance your speech, not reproduce it word-for-word. 7

8 Inserting a Hyperlink to a Website 1. Go to the slide where you want to add a link. 2. Open your web browser. 3. Browse to the desired web site and copy the URL. 4. Return to your presentation. 5. Select the text that you want to turn into a link. 6. Click on the word Insert in the Apple menu bar. 7. Click on the Hyperlink option. 8. The Insert Hyperlink dialog will open. 9. Paste the URL into the Link to field. 10. Click on the OK button. 11. The text that you selected will be turned into a active link. Note: To test your hyperlink, click on the dropdown arrow to the right of the Play icon on Home tab and choose the Play from Current Slide option. The slide will open in the Slide Show view. Click on the hyperlink to test it. To get out of the Slide Show view, press the esc key on your keyboard. Note 2: Hyperlinks only work when you are in Slide Show view. They do not work in the Normal view, as that is where you create and edit them. 8

9 Inserting a Link to Another Slide 1. Go to the slide where you want to add a link. 2. Select the text that you want to turn into a link. 3. Click on the word Insert in the Apple menu bar. 4. Click on the Hyperlink option. 5. The Insert Hyperlink dialog will open. 6. Click on the Document tab. 7. Click on the Locate button. 8. The Select Place in Document dialog will open. 9. Expand the Slide Titles option. 10. Click on the slide to which you want to link. 11. Click on the OK button. 12. You will return to the Insert Hyperlink dialog. 13. Click on the OK button. 14. The text that you selected will now be a link that is usable during your show. 9

10 Different PowerPoint Views The Normal View The Normal view is PowerPoint s default view. It displays the Slide Layout pane, the Notes pane and the slide itself. You can select any slide from the Slide Layout Pane for editing purposes. The Slide Sorter View You can access the Slide Sorter view by clicking on the word View in the Apple menu bar and choosing the Slide Sorter option. The Slide Sorter view displays all of your slides in miniature. This view is optimal for moving and copying slides, especially from one presentation to another. Slide repositioning is accomplished by selecting and dragging or copying and pasting slides. The Notes Page View You can access the Notes Page view by clicking on the word View in the Apple menu bar and choosing the Notes Page option. The Notes Page view opens the area where you can add text for notes. While your notes will not be visible on screen during your slide show, you can print them out for reference purposes. The Slide Show View You can access the Slide Show view by clicking on the word View in the Apple menu bar and choosing the Slide Show option or by clicking on the dropdown arrow to the right of the Play icon on Home tab. This is how you access your actual slide show! All transitions, animations, and timing will be visible. 10

11 Applying a Theme to a Presentation Themes are ready-made backgrounds that you can apply to your presentation to make it more visually interesting. 1. Go to your first slide. 2. Click on the Themes tab in the Mac ribbon to display various theme options. 3. To view more themes, use the scroll buttons on either side of the Themes gallery. 4. Once you find the desired theme, click on it. 5. The theme will be applied to all of the slides within your presentation. 6. Check each slide to make sure that your text and images are placed and sized correctly, adjusting them as necessary. 7. Save your changes. Note: To apply a theme to only one slide, select the slide from within the Slide Layout Pane. Simultaneously press the Control key and click once on the desired theme from within the Theme Gallery. Choose the Apply to Selected Slides option. The theme will only be applied to the selected slide. 11

12 Customizing an Existing Theme You can customize the colors, fonts and backgrounds of any default themes. 1. Apply a theme to your presentation. 2. Click on the Colors icon, located on the Themes tab. 3. Microsoft s default color choices will appear. 4. Click on the color option that you want and it will be applied to your presentation. 5. If you want to save it, click on the Save Theme icon. 6. Your customized theme will be saved and ready to use in other presentations. Note: You can customize a theme s fonts by clicking on the Fonts icon, located on the Themes tab. Note 2: You can customize a theme s background by clicking on the Background icon, also located on the Themes tab. 12

13 Creating Your Own Theme If you don t like Microsoft s provided themes, you can create your own. 1. Open a blank presentation. 2. Click on the Edit Master icon, located on the Themes tab. 3. Choose the Slide Master option. 4. The Slide Master window and the contextual Slide Master tab will appear. 5. Click on the top slide in the Slide Layout Pane. 6. The Click To Edit Master Title Style slide will appear 7. Click on the Styles icon and choose the Format Background option. 8. The Format Background dialog will appear. 9. Click on the Picture or Texture tab. 10. Click on the Choose Picture icon to incorporate an image into your slide s background. 11. When you are done selecting an image and choosing its transparency, click on the Apply button. 12. You will return to your master slide. 13

14 13. Go to the Home tab and use the font formatting commands located there to change your theme s font, if desired. 14. Once you are done formatting your theme, return to the Slide Master tab and click on the Close icon. (This step is incredibly important!) 15. Go to the Themes tab. 16. Click on the Save Theme icon. 17. The Save Themes dialog will appear. 18. Type your new theme s name in the Save As field. 19. Accept the default file location and click on the Save button. 20. Your newly created theme will be saved and ready to use in other presentations. You can find it in the Themes gallery. Note: Once you have saved your newly created theme, you can close the presentation in which you created it without saving. (You saved the theme, but you don t need to save the presentation.) 14

15 Slide Transitions Slide transitions are the animation-like effects that occur in when you move from one slide to another during a presentation, such as fading in or checker-boarding out. 1. Select the slide to which you want to add a transition. 2. Go to the Transitions tab. 3. The Transitions gallery will appear. 4. To view more transition effects, use the scroll buttons on either side of the Transitions gallery. 5. Click on a transition icon to apply it. 6. The Effect Options icon allows you to determine how the transition will be applied. 7. Select the transition speed by using the Duration field (the fewer the seconds, the faster the transition). 8. You can also add a sound to your transition by using the dropdown arrow to the right of the Sound field. 9. To test your slide transitions, click on the Play icon. 10. To apply the transition to all of the slides, click on the Apply to All Slides icon. 11. Once satisfied, save your presentation. Note: To remove a transition, select the slide that has the transition, go the Transitions tab, scroll to the beginning of the Transition gallery, and click on the None icon. Note 2: Use transitions and sound effects sparingly. Although they can be useful in making a presentation more dynamic and help emphasize a point, too many transitions and sound effects can be distracting. 15

16 Animating Objects within a Slide You can animate various elements within your slides. For example, you can have text appear bullet-by-bullet or have objects fly in from a particular direction. 1. Go to the slide that contains the text or objects that you want to animate. 2. Select the text or object that you want to animate by clicking on it once. 3. Go to the Animations tab. 4. The Animations gallery will appear. 5. To view more animation effects, use the scroll buttons on either side of the Animations gallery. 6. Click once on the desired animation effect type. 7. The Effect Options icon allows you to determine the direction of the animation. 8. Select the animation speed by using the Duration field (the fewer the seconds, the faster the animation). 9. To test your slide animations, click on the Play icon. 10. Once satisfied, save your presentation. Removing Animations from an Object 1. Make sure you are in the Normal view. 2. Each animation effect is represented on the slide by a number. 3. Select the animation number and press the Delete key on your keyboard. 4. The animation will be removed. 16

17 Inserting Music into Your Presentation You can insert music into your presentation. Whether you want music playing throughout your presentation or just on one slide, the choice is yours. 1. Go to the slide where you want to add the sound. 2. Click on the Media icon on the Home tab. 3. Choose the Audio From File option. 4. The Choose Audio dialog will appear. 5. Browse to the folder that contains the sound file, select it, and click on the Insert button. 6. A sound icon will be inserted into the slide and the contextual Format Audio tab will appear. 7. To test your audio file, click on the Play icon. 8. Click on the downward pointing arrow to the right of the Start field and choose Automatically to have the music start without you having to click a mouse button. 9. Click on the Playback Options icon to hide the sound icon during your presentation, loop the sound file, and/or rewind the file after playing. 17

18 10. For more sound options, click on the word View in the Apple menu bar and click on the Custom Animation option. 11. The Custom Animation dialog will appear. 12. Select the sound file s name in the Animation Order field. The sound file s name 13. Use the various options below the Animation Order field to customize your sound. Note: To have music playing throughout your presentation, enable the After field in the Media Options section. Type the total number of slides within your presentation in that field, so that the sound plays through all of them. 18

19 Your Presentation in Action Once you have created your presentation and are ready to display it in public, you will need to know how to move around in it. Starting A PowerPoint Show Click on the dropdown arrow to the right of the Play icon on Home tab and choose the Play from Start option. Press the + Enter keys on the keyboard. Moving to the Next Slide Press the Enter key. Click the mouse button. Press the Down or the Right arrow key. Returning to the Previous Slide Press the Up or the Left arrow key. Exiting a Presentation Press the ESC key. 19

20 Printing Slides, Handouts, and Notes PowerPoint enables you to specify what component of your presentation you want to print. You can access the following print options. Slides, which prints one slide per page. Handouts, which prints two, three, four, six, or nine slide images per page. Notes, which contain your speaking notes and a slide image. Outline, which prints the presentation in a outlined form, using the slide titles as the outline text. 1. Open the presentation you want to print. 2. Click on the word File in the Apple menu bar. 3. Select the option Print. 4. The Print dialog will appear. 5. Click once on the arrows to the right of the Print What field. 6. Choose how you want to print your presentation. 7. Click on the Print button. 20

21 Saving Your Presentation as Launchable Show You can save your presentation as a PowerPoint Show. When you double-click on a PowerPoint Show icon, the presentation automatically opens in the Slide Show view. This feature is extremely convenient if you are going to be presenting on a computer that might not have Microsoft PowerPoint installed on it. Anyone can download the free PowerPoint Viewer software, which will allow you to view your presentation, as long as it is saved as a PowerPoint Show. 1. Click on the word File in the Apple menu bar. 2. Choose the option Save As. 3. The Save As dialog will appear. 4. Navigate to where you want to save the show. 5. Click on the arrows to the right of the Format field. 6. Choose the option PowerPoint Show (.ppsx). 7. Click on the Save button. 8. Your presentation will be saved as a launchable show. Note: You cannot make any changes to a PowerPoint Show. So, you need to save your presentation normally before saving it as a launchable show. That way, you can make edits to the original. 21

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