PowerPoint Basics. An introduction to presentation software. Phone: SCIENCE SKILL SOLUTIONS TECH CENTER

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1 PowerPoint Basics An introduction to presentation software Phone: TECH SKILL SOLUTIONS FOR THE HEALTH SCIENCE CENTER Last modified December 2001

2 TABLE OF CONTENTS WHAT IS POWERPOINT?...3 STARTING POWERPOINT...4 DESIGNING THE TITLE SLIDE...5 CREATING ADDITIONAL SLIDES...6 CREATING AND EDITING SLIDES...7 VIEWING PRESENTATIONS...7 CHANGING THE ORDER OF SLIDES IN A PRESENTATION...11 REVIEWING YOUR SLIDE SHOW...12 APPLYING A DESIGN...13 USING WORDART TO ADD CREATIVE TEXT...13 USING WORDART TO ADD CREATIVE TEXT...14 HIGHLIGHTING PARTS OF THE SLIDE SHOW...15 USING SLIDE TRANSITIONS WITH VISUAL EFFECTS...16 USING HYPERLINKS TO ENHANCE YOUR PRESENTATION...17 PRINTING YOUR PRESENTATION...18 PRINTING OTHER OUTPUT...18 SAVING YOUR PRESENTATION...19 EXITING POWERPOINT

3 What is PowerPoint? PowerPoint is a presentation graphics program that you can use to organize and present information. PowerPoint provides a variety of output capabilities for presentations. A presentation prepared in PowerPoint can be run directly on the computer. Black and White overheads can be created by printing slides on transparencies. Color transparencies can be created if you have access to a color printer. Slides can be created in PowerPoint and then sent to a film processing company to be converted to 35mm slides. Printouts of slides can be made for use as speaker s notes, audience handouts or outline pages. Basic Guidelines Here are some basic guidelines to consider when preparing the content of a presentation: The main purpose of the presentation. (Do not try to cover too many topics). The output. (How will the slides be presented, i.e., by computer, as transparencies, etc.) One idea on one slide. (Too many thoughts or ideas on a slide may confuse the audience.) Maintain a consistent layout. (A consistent layout and color scheme creates continuity and cohesiveness.) Keep slides easy to read and uncluttered. (Use a light background color for overhead transparencies.) 3

4 Starting PowerPoint 1. Click the Start button in the lower-left corner. 2. On the Start menu, position the insertion point on Programs, and click Microsoft PowerPoint. You can also single click the PowerPoint icon. When you first open PowerPoint, the dialog box presents four ways to create a presentation: AutoContent wizard creates a sample presentation for a variety of topics. It contains suggested content and design. The Template feature creates slides from predesigned slide sets but does not include any content. The Blank presentation creates slides that you design from scratch, and has neither suggested content nor design. Open an existing presentation allows you to modify a presentation that you or someone else has already created. To create a new presentation from scratch, click Blank Presentation and click OK. 4

5 Designing the Title Slide 1. In the New Slide dialog box, click the upper-left page layout that shows two lines of text in the box and click OK. This is a Title Slide. Title Slide 2. When the dialog box appears click to add the text of the title and then the subtitle. Menu bar Toolbars Slide number Scroll bars 5

6 Creating Additional Slides 1. Click the New Slide icon on the toolbar, or on the menu, choose Insert and New Slide. The following screen will appear. 2. Select the Bulleted List slide and click ok. 3. In the Title area on the bulleted list slide, type your title. In the bulleted area, type your outline for your presentation. 6

7 Creating and Editing Slides Go to the desired slide. 1. Click on Click to add text in the bulleted list area--and type the first piece of information you want to appear in the bulleted list. 2. Press ENTER to add to next bullet (and subsequent bullets as well). You can edit slides at any time by clicking the text you want to change. Then you can delete text, add text, or change text. Viewing Presentations Note: Press BACK- SPACE to delete text in front of the insertion point and DELETE to delete text after the insertion point. There are five different ways to view your presentation in PowerPoint. The views are accessed by buttons (shown below), which are located under the View menu and in the lower-left corner of your screen. Normal Outline Slide Slide show Slide Sorter 7

8 Normal View is the easiest to use when you are designing your presentation slide by slide. It displays a single slide as it appears in a presentation as well as an outline and any notes associated with the slide. It is used to create or edit slides. Slide View Displays a single slide as it appears in a presentation. It is used to create or edit slides. 8

9 Outline View helps you organize your presentation. The slides are displayed in as outline format showing slide titles and text. Slide Sorter View shows your entire set of slides in miniature on the screen so that you can check the completeness and order of your presentation. Slide Transitions and build effects can be added in this view. 9

10 Notes Page View allows the speaker to create notes to use during a presentation. Each page corresponds to one slide. Slide Show View displays the slides in a presentation, as an audience will see them, complete with sound and animation. 10

11 Changing the Order of Slides in a Presentation In the outline view, hold down the left mouse button and drag the slide icon to a new location. In the slide sorter view, hold down the left mouse button and drag the slide to a new location. 11

12 Reviewing your Slide Show The Slide Show feature allows you to preview your presentation on your computer. You can use the Slide Show to check a presentation before printing it, or to prepare to show it electronically. By adding transitions to your presentation, you can help emphasize topic changes. 1. On the Slide Show menu, click View Show. 2. After the first slide appears, click to move through the presentation. 3. At the last slide, click to end the slide show. Navigation Move Forward Move Backward End Slide Show Left mouse click Backspace key Escape key Space bar Left or up arrow Right click mouse > end show Enter key Home key (first slide) Go through all slides Down or Right arrow 12

13 Applying A Design 1. On the Format menu, click on Apply Design, or click on the icon. The following screen will appear. 2. Notice each design is shown in the preview window. Make your selection and then click apply. 13

14 Using WordArt to add Creative Text Using WordArt, you can take plain text and add pizzazz to it. PowerPoint gives you 30 different ways to make your text stand out. WordArt is easy to use and, unlike graphics, WordArt allows you to use the Formatting toolbar to change the appearance of the text after you have created it. WordArt has many uses, especially when combined with other graphics. You can add excitement to your presentations with banners, seals, and logos that contain WordArt effects. 1. Open the desired slide. 2. On the Insert menu, position the pointer on Picture, and click WordArt. 3. Double-click the desired WordArt. 4. Type the desired text, and click OK. 5. Click and drag the WordArt to the desired location on the slide. 6. Close the WordArt toolbar. 14

15 Highlighting Parts of the Slide Show 1. On the Slide Show menu, click View Show. 2. Click the right-mouse button, and click Pointer Options, Pen Color. The mouse pointer becomes a pen. Note: Press the PAGE UP key to return to a previous slide. 3. Click and hold the pen on the slide. Drag the pen around words or objects. 4. Click the right-mouse button, and click Arrow. The pen changes back to the mouse pointer. 5. Click to clear the highlighting and to advance to the next slide. 15

16 Using Slide Transitions with Visual Effects 1. Move to the desired slide. 2. On the Slide Show menu, click Slide Transition. 3. In the Effect area, click the desired transition. 4. Leave the sound area blank, and then click Apply or Apply to All. 5. On the Slide Show menu, click Animation Preview. By setting the time to move from slide to slide, you can give your presentation at your own pace. Each slide can have a different transition, or the entire show can have the same one. In addition to manually moving between slides, you can have PowerPoint automatically advance forward after a set time. This helps you give a hands-free presentation. 16

17 Using Hyperlinks to enhance your Presentation Sounds can be selected and added to your presentation quickly. Sounds can be in the form of voice recordings or actions. 1. Click on the slide of your choice. 2. Right-click the object or text you would like to hyperlink, and click Action Settings. 3. On the Mouse Click tab, select Hyperlink to, select the desired option from the drop-down list, and then click OK. 4. Click on Slide Show, Click View Show. 17

18 Printing your presentation PowerPoint offers several print options to help you prepare your presentation. Using PowerPoint, you can print transparencies, slides, handouts, and notes to support your lessons. Printing presentation slides 1. On the File menu, click Print or press CTRL + P. 1. In the Print what drop-down list at the bottom, click Slides (without animations). 2. Click OK. Printing Other Output You can print other types of presentation output using the Print what list. Handouts can be printed with two, three, or six slides per page. You may use Handouts to provide an outline of your presentation to your class. Notes pages will print one slide per page and have room for your presentation notes. Outline view allows you to print the outline you used to develop your presentation. 18

19 Saving Your Presentation When you save the file for the first time, you should name the file as descriptively, but as briefly, as possible. Sometimes, you will want to name it as a particular version or as a type of presentation (i.e., Fall Open House or Technology Grant). 1. On the File menu, click Save. 2. In the File name box, enter a relevant and specific name, to make it easy to identify. 3. Click Save or press Enter to save the file. Exiting PowerPoint There are several ways to quit PowerPoint 97. Always follow proper procedures and quit the program before you turn off your computer. All Office 97 applications prompt you to save changes if you try to quit a program with unsaved documents. 1. On the File menu, click Exit. 2. Click Yes to save your document and to quit PowerPoint now. 3. Click No if you do not want to save the document for future use, and you want to quit PowerPoint now. 19

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