Job Aid. MS PowerPoint ICT Training

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1 MS PowerPoint ICT Training Updated: May 2002 Job Aid Prepared by Luc Gelinas Updated by Oksana Maibroda Introduction to PowerPoint for Mac Microsoft PowerPoint is a great tool for presenting information. Not only will it allow you to produce visual slide shows but it will help you with the preparation of written documents, web presentations and a great deal more. The presentations you prepare can be projected to a group or can be viewed individually on a computer screen. Both teachers and students can discover new ways to present information for all school subjects. Design tips Use contrasting colors for the text and the background so the text will be easy to read. Use font size large enough to be seen from the back of the room where the presentation will be held. A font size of 24-point or larger is recommended. Use short phrases and sentences to convey your message. Use simple slide transitions. Too many different transitions will distract your audience from the subject of the presentation. Avoid cluttering the slides with too much text or graphics. Your audience should hear what you have to say and not be distracted by a busy screen. Keep text simple and easy to read by not using many different text effects such as bold, italics, underlining, larger font size for emphasis within a sentence, or a different font all on the same slide. Contents Design tips 1 Shortcut keys Getting started Design template Screen views 5 Working with slides Adding clipart 6 8 WordArt 10 Slide animation Slide transitions Activity 14 Trainer Notes 20 CSLP MS PowerPoint (Mac) Page 1

2 Shortcut Keys You can use shortcut keys in many ways with PowerPoint, from accessing commands and toolbar buttons to inserting a new slide. Shortcut keys are sometimes listed next to the command name on PowerPoint menus. For example, on the Edit menu, the Find command lists the shortcut Apple+F. Bold Copy Delete a word Find Italicize Open Activity Apple + B Apple + C Delete Apple + F Apple + I Apple + O Shortcuts Open FONT dialog box Paste Print Select ALL Apple + T Apple + V Apple + P Apple + A CSLP MS PowerPoint (Mac) Page 2

3 Getting started Open PowerPoint and you will be prompted by a dialog box with four choices. Each of these options are explained on this page. If PowerPoint is already open or this box does not appear, select File, New from the menu bar. AutoContent Wizard The AutoContent Wizard provides templates and ideas for a variety of presentation types. Page through the wizard by clicking the Next button on the bottom of each page after making necessary choices. CSLP MS PowerPoint (Mac) Page 3

4 Design template PowerPoint provides many templates with different backgrounds and text formatting to begin your presentation. Preview each design by highlighting the template name on the list. Press OK after you have chosen the design you would like to use. Blank presentation Select Blank Presentation to build the presentation from scratch with no preset graphics or formatting. AutoLayout After selecting the presentation type, you will be prompted to choose the layout of the new slide. These layouts include bulleted lists, graphs, and images. Click on each thumbnail image and a description will be presented in the message box. Highlight the layout you want and click OK. CSLP MS PowerPoint (Mac) Page 4

5 Screen views PowerPoint gives you four screen layouts for constructing your presentation in addition to the Slide Show. You can select View by clicking the buttons just above the formatting toolbar and the bottom of the page. normal slide slide show outline slide sorter Screen layout The PowerPoint screen layout in Normal View : CSLP MS PowerPoint (Mac) Page 5

6 Working with slides Insert a new slide Follow these steps to insert a new slide into the presentation: 1. In the Outline window, select the slide to the left of where you want the new slide to appear after by clicking on the slide. 2. Select Insert/New Slide from the menu bar or the Common Task window. 3. Choose the page layout from the window and press OK. Applying a design template To add a design template or change the existing one, select Format/Design Template from the menu bar. Select the template and click Apply. Changing slide layouts To change the layout template of the slide, select Format/Slide Layout from the menu bar. Select one of the layout thumbnail images and click OK. CSLP MS PowerPoint (Mac) Page 6

7 Reordering slides To reorder a slide in Slide Sorter View, simply click on the slide you wish to move and drag it to the new location. In Normal or Outline View, click the slide icon beside the number of the slide you want to move and drag the icon to a new location. Resizing a text box Select a text box by clicking on it with the mouse. A border with eight handles will appear around the text box. The four handles on the corners will resize the length and the width of the box at once while the handles on the sides will resize only in one direction. Click one of the handles and drag it with the mouse. (Notice that the mouse arrow has now changed into a two-way arrow.) Release the mouse button when it is the size you want it to be. Move the text box by clicking and dragging the thick, dotted border with the mouse. (Notice that when moving the text box, the mouse is now a four-way arrow.) CSLP MS PowerPoint (Mac) Page 7

8 Adding clip art To add a clip art image to a slide, follow these steps: 1. Select Insert, Picture, Clip Art from the menu bar or click the Picture button on the Drawing toolbar. 2. To find an image, scroll through the categories. OR Click one of the category icons. 3. Click once on the image you want to add to the slide. 4. Click on the Insert button. CSLP MS PowerPoint (Mac) Page 8

9 Choose Properties to view the image full-size before adding it to the slide. Click on the Preview button for a full view of the selected image. Click the OK button once you have finished with this command. Add Clip to Favorites will add the selected image to your favorites directory that can be chosen from the Insert Clip Art dialog box. Find Similar Clips will retrieve images similar to the one you have chosen. 5. Click the Close button to stop adding clipart to the slide. Editing a graphic Activate the image you wish to edit by clicking on it once with the mouse. Several handles will appear around the graphic. Click and drag these handles to resize the image. The handles on the corners will resize proportionally while the handles on the straight lines will stretch the image. More picture effects can be changed using the Picture toolbar. CSLP MS PowerPoint (Mac) Page 9

10 WordArt Add headlines in striking colors and shapes to your presentation using WordArt. 1. Select Insert, Picture, WordArt from the menu bar or click the Word Art button on the Drawing toolbar. 2. Choose a Word Art style from the listing and click OK. 3. Enter the text in the Edit WordArt text box and choose the font, size, and style for the text. Click OK. CSLP MS PowerPoint (Mac) Page 10

11 Slide animation Several animations for slide objects are available through the dropdown menus on the menu bar. 1. First, select the text box or graphic that will be animated. 2. Select Slide Show, Preset Animation and choose from one of the options. 3. To select a different animation or turn the animation off, select the appropriate choice from the same menu. For more options, follow the procedure below: 1. Select Slide Show, Custom Animation from the menu bar. 2. Select the object on the slide that will be animated from the Check to animate slide objects list. 3. Under the Effects tab, select the animation type (or select No Effect to turn an animation off) and direction from the dropdown menus and select a sound if you wish. 4. Select an After animation effect if the text should change colors after the animation executes. Color palette - Select one of the color swatches or click More Colors for a larger selection. The text will change to the selected color when the mouse is clicked during the slide show. Don't Dim - This option erases all After Animation effects. Hide After Animation - Text will be immediately erased after the animation is completed. CSLP MS PowerPoint (Mac) Page 11

12 5. Choose the style of displaying the text under the Introduce Text section. The drop-down menu provides options for displaying the characters for each bulleted item. Select All at once for the text to appear immediately, by Word for the text to appear one word at a time, or by Letter for a typewriter effect that displays one letter at a time. 6. Click the Order & Timing tab to alter the order that the objects appear on the slide. Highlight the object in the Animation order box and click the Move arrows to move the object's position within the animation sequence. Under Start animation, choose On mouse click to activate the animation by clicking the mouse or Automatically for the animation to execute after a set number of seconds. 7. Click the Preview button at any time to preview the animation on the slide and click OK when finished. Animation preview 1. Select Slide Show, Animation Preview from the menu bar to view the Animation Preview window. 2. Click anywhere within this window with the mouse to preview the animations that have been set. 3. To hide the window, click the button in the top, right corner. CSLP MS PowerPoint (Mac) Page 12

13 Slide transitions Add transition effects when changing slides by following these steps: 1. Select Slide Show, Slide Transition from the menu bar. 2. From the Effect section, choose a transition from the dropdown menu and notice the preview after the transition is selected. Select a speed for the transition as well. 3. Under Advance, check On mouse click for the slide transition to occur by clicking the mouse or using keystrokes or check Automatically after and a number of seconds if the transition should occur automatically. 4. Select a Sound if necessary and check the Loop until next sound if it should keep repeating until the next sound is played. 5. Click Apply to All if the transition effects should be added to every slide or Apply if the effects should be added only to the current slide. CSLP MS PowerPoint (Mac) Page 13

14 Presentation basics Begin the slide show by clicking the Slide Show button on the bottom of the screen. Move to the next slide by pressing the Spacebar, Enter, Page Down or right arrow keys or by clicking the left mouse button. Go back to the previous slide by pressing Backspace, Page Up or the left arrow key. To end the slideshow before it is complete press ESC on the keyboard. A pen tool is available for drawing on the screen with the mouse. Press Apple+P at any time and a popup window will appear. Choose Pen and the pointer will change to a pen that allows you to draw freehand on the screen using the mouse. Press the E key to erase all pen strokes. Press Apple+A to disable the pen feature and revert the pen back to a pointer arrow. If you would like to use the pen to draw on a blank screen during a presentation, press the B or W keys, or select Screen, Black Screen from the popup menu and the screen will turn black. Press B or W again or choose Next from the popup menu to return to the presentation when you are finished drawing. To hide the pointer and button from the screen press the A key. Be sure to preview the slide show using a projector if one will be used during the presentation. Words or graphics that are close to the edge of the screen may be cut off by the projector. CSLP MS PowerPoint (Mac) Page 14 14

15 MS PowerPoint Activities To Do: Opening a blank presentation Saving your presentation Activity 1: Creating a PowerPoint Presentation 1. To open MS PowerPoint, click on the appropriate icon found on your desktop. 2. Select Blank presentation (choose the small circle), click OK. Adding a new slide Adding & resizing clip art Adding background Adding slide transitions 3. A New Slide window appears. Choose the layout for the title page, click OK. 4. Click on the Title box and type Wolves. 5. Click on the Sub-title box and type your name and date. Title Box Sub-Title Box

16 Activity 2: Saving your presentation It is recommended that you perform the Save As procedure to ensure your work is properly saved. Complete the following directions: 1. Go to File and scroll to Save As. a) Select where you want to save your document to: desktop, existing folder, or create a new folder. b) Type the title of your presentation, remember to add.ppt extension to the title. Click here to create a new folder. A prompt will appear for you to name this folder. Name it and click Create. 2. Once you have completed the appropriate steps, click the Save button, which will have changed from a light grey appearance to solid black lettering. CSLP MS PowerPoint (Mac) Page Page 16 16

17 Activity 3: Adding a new slide 1. Click on Insert in the menu bar to insert a new slide or use the commands in the Common Tasks window. The New Slide window appears as on page 15, step Select the second layout and click OK. 3. Click in the Title box and type Wolves and their Habitats. 4. Click in the Text box and type characteristics about the habitats that wolves live in. 5. Go to File and select Save to save your work until this point. 6. Practice adding more slides with different layouts. Activity 4 : Adding images 1. Choose the layout in the New Slide window that contains an image box. You have two choices. 2. Double click on the Image box and wait a few moments for the ClipArt Gallery to appear. CSLP MS PowerPoint (Mac) Page Page 17 17

18 3. Browse through the gallery and select an image by clicking once on your choice. Click Insert and your image will appear on the slide. Activity 5: Resizing your image 1. Your image is ready to be resized if the handles are visible around its perimeter. If the handles are not visible, click once on the image. 2. Move you mouse over one of the corner handles, click and hold the handle while moving in diagonal motion up or down to make the image smaller or bigger. 3. To undo the resizing, click on the Undo button. 4. Save your work. CSLP MS PowerPoint (Mac) Page Page 18 18

19 Activity 6: Adding colored background 1. While still on the same slide go to Format on the menu bar and scroll to Background. A Background window appears. 2. Click on the triangle and a pop down dialogue box appears. 3. Choose More colors. 4. Select a color and click OK. Adding textured background 1. If you want a textured background, choose fills effects. Notice the different choices that appear: Gradient, Texture, Pattern, Picture. 2. Choose Texture, click OK. 3. Click Apply to all. 4. Save your work. CSLP MS PowerPoint (Mac) Page Page 19 19

20 Activity 7: Adding slide transitions 1. Go to Slide Show on the menu bar and scroll to Slide Transition. 2. Click on the triangle next to No Transition. 3. Select the transition of your preference. A preview will appear on the dog image. Adjust the speed of the transition by choosing Slow, Medium or Fast. 4. Click on Apply to All. 5. To view your slide show, click on Slide Show on the bottom of the slide screen or go the menu bar and click on Slide Show and select View Show. normal slide slide show outline slide sorter 6. Save your work. CSLP MS PowerPoint (Mac) Page Page 20 20

21 MS PowerPoint Trainer Notes The key for any workshop to be successful is to prepare in advance. What must you do Demonstrate several examples of MS PowerPoint Slide Shows (PPT) and point out the different features. Determine who your audience is and what their needs are. How will they use PPT in the classroom? Remember that the novelty will wear off your participants must be given a reason to use PPT. Have instructions ready for the participants. A guided tour of PPT via a presentation is a good way to start. Things you will need for your workshop Handouts for all participants Projector, screen and a computer for the presenter Computers for all the participants References CSLP MS PowerPoint (Mac) Page 21

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