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1 PowerPoint 2003 Copyright 2009 Steve Copley This work is licensed under the Creative Commons Attribution Non-Commercial 3.0 License To view a copy of this license, visit

2 PowerPoint Interface Features 1.1 Different Slide Views Right Side Task Panes 7 Creating a Presentation 2.1 Importing Text to Create Slides Manually Creating New Slides Copying Slides to Make New Slides 12 Editing the Master Slide 3.1 Opening and Closing the Master Slide Adding / Removing Master Slide Features Displaying Slide Numbers and/or Dates on Every Slide Changing the Background Colour of the Master Slide Adding a Coloured Block to the Background of the Master Slide Adding Coloured Lines to the Master Slide Positioning / Resizing Items on the Master Slide Changing the Style of Text on the Master Slide Adding a Heading to the Master Slide so that it Appears on Every Slide Adding an Image / Logo to the Master Slide so that it Appears on Every Slide 29 Changing the Layout of Slides 4.1 Opening the Slide Layout Pane Selecting a Suitable Layout for a Slide 33 Adding Content to Slides 5.1 Adding Text to a Slide Adding an Image to a Slide Adding a Chart to a Slide Adding Presenter Notes to a Slide 42

3 6 7 8 Animating Items on Slides 6.1 Adding Animations to Slide Items Showing Evidence of Slide Animations 46 Changing the Transistions Between Slides 7.1 Setting Slide Transitions Showing Evidence of Slide Transitions 50 Printing Slides and Handouts 8.1 Printing Slides Printing Handouts Printing Presenter Notes Printing a Presentation Outline 56

4 PowerPoint Interface Features PowerPoint

5 Different Slide Views This lesson will show you how to change how your slideshow is viewed Select the type of view from the View menu Click the View menu, then select: Normal to see the slide design view Slide Sorter to see an overview of all slides Slide Show to view your slideshow Alternatively, you can use the tiny buttons ate the bottomp-left of the window The Normal View One slide is shown large so that you can edit it A list of all slides is shown at the left side of the window Note: if you close the slide list by mistake, you can re-open it by clicking the View menu, and then Normal again PowerPoint

6 The Slide Sorter View All of the slides are shown as small 'thumbnails' This view makes it easy to rearrange slides, or to select a group of slides PowerPoint

7 Right Side Task Panes This lesson will show you how to display various Task Panes at the right side of the main window The Task Pane The Task Pane is an area at the right of the window that lets you change settings, perform actions, etc. Selecting different Task Panes Different Task Panes are shown depending on what you are doing at the time. E.g. if you add a new slide, the Slide Layout pane is shown However, you can select any Task Pane by using the menu at the top of the Task Pane PowerPoint

8 Creating a Presentation PowerPoint

9 Importing Text to Create Slides This lesson will show you how you can import an RTF text file to automatically create slides What is an RTF file? RTF stands for Rich Text Format. It is a type of text file that can have formatting (styles, fonts, colours, etc.) Styles are added to the RTF file to indicate which text should go on which slide. Style Heading 1 will result in a new slide When this file is imported into PowerPoint, each line of text that has style Heading 1 will create a new slide. The text will be used for the title of the slide. Style Heading 2 will result in bulleted text on a slide When this file is imported into PowerPoint, each line of text that has style Heading 2 will become bulleted text on the slide. PowerPoint

10 In PowerPoint open the RTF file From the File menu, pick Open... In the File Open window, make sure that you pick All Files (*.*) as the file type Select your RTF file, then click Open See the automatically created slides You should see that the RTF file text has been imported as a set of slides. Each line of text with style Heading 1 has become a new slide, with the Heading 2 text appearing as bulleted text on each slide. PowerPoint

11 Manually Creating New Slides This lesson will show you how to manually create new slides from within PowerPoint Method 1 - Right-click in the slide list panel In the slide list pane, right-click and select New Slide from the pop-up menu Method 2 - Insert from the menu Click the Insert menu, then select New Slide Method 3 - New Slide button on the toolbar Click the New Slide button on the toolbar PowerPoint

12 Copying Slides to Make New Slides This lesson will show you how to copy an existing slide to create a new slide Select the slide that you wish to copy Copy the slide Either right-click and select Copy, or press Ctrl-C Paste the slide wherever you want the new slide Right-click where you want to put the new slide and select Paste PowerPoint

13 Editing the Master Slide PowerPoint

14 Opening and Closing the Master Slide This lesson will show you how to open and close the Master Slide Open the Master Slide Click the View menu, select Master, and then select Slide Master The Master Slide is shown The Master Slide will be displayed. You can tell that you're viewing the Master Slide, and not just a normal slide, because you will see the Slide Master View toolbar (and the text contains lots of references to 'Master'!) Close the Master Slide Click Close Master View on the Slide Master View toolbar PowerPoint

15 Adding / Removing Master Slide Features This lesson will show you how to add or remove Master Slide features, such as the slide number, date, or footer. Delete features that you don't need Click a one of the Master Slide features to highlight it, then press Delete Only keep the features that you need You can delete any / all of the Master Slide features Add a missing feature (e.g. if you deleted it by mistake) Click the Master Layout button on the Slide Master View toolbar The missing features will be shown next to empty tick-boxes PowerPoint

16 Tick the box of the feature that you wish to add to the Master Slide The missing feature will be restored PowerPoint

17 Displaying Slide Numbers and/or Dates on Every Slide This lesson will show you how you can make every slide show a slide number and/or the date. The Master Slide should have the correct features Your Master Slide should have the Date Area and a Number Area But the date and slide number may not be shown on the normal slides Even though the Master Slide has the correct features, they still might not be shown on normal slides 'Turn on' the automatic date and slide number Click the View menu, and select Header and Footer... PowerPoint

18 In the Header and Footer window make sure that: - Date and Time is ticked, and Update Automatically is selected - Slide Number is ticked Check the normal slides to see the date and slide numbers Close the Master Slide and check the normal slides. You should see the date and slide number displayed PowerPoint

19 Changing the Background Colour of the Master Slide This lesson will show you how to change the background of your Master Slide Select the Background... menu of the Master Slide Right-click the margin of the Master Slide, then select Background... Note: make sure that you don't right-click one of the dotted boxes - if you do, you will only change the background of that box! Select a colour for the background In the Background window that pops up, select a colour, then click Apply The background colour of the whole slide should have changed PowerPoint

20 Adding a Coloured Block to the Background of the Master Slide Use the Rectangle tool to draw a coloured block Select the Rectangle tool from the Drawing toolbar Note: if the Drawing toolbar is not visible, click the View menu, go to Toolbars, and tick the Drawing toolbar Draw the rectangle where you want the coloured block to be Note: you are drawing on top of other items on the Master Slide - Don't worry! You'll fix this later Format the rectangle Highlight the rectangle. Select the Fill Colour tool on the Drawing toolbar Pick a colour for your rectangle PowerPoint

21 Highlight the rectangle Select the Line Colour tool on the Drawing toolbar Select No Line to turn off the rectangle's outside line Move the rectangle behind the other items on the Master Slide Right-click the rectangle and select Order from the pop-up menu Click Send to Back Your rectangle should now be behind all other objects on the Master Slide PowerPoint

22 Adding Coloured Lines to the Master Slide This lesson will show you how to add coloured lines to the Master Slide Select the Line tool Pick the Line tool from the Drawing toolbar Draw the line(s) on the Master Slide Click and drag to draw a line on the Master Slide Change the formatting of the line Change the Line Thickness using the button on the Drawing toolbar PowerPoint

23 Change the Line Colour using the button on the Drawing toolbar PowerPoint

24 Positioning / Resizing Items on the Master Slide This lesson will show you how to position / resize items on the Master Slide Drag the corners / edges of items to resize or move them Any of the items on the Master Slide can be resized or moved by dragging the 'handles' on the corners / edges Position all of the Master Slide objects as instructed Make sure that objects don't overlap Make sure that they use the space available well, and are not too small (especially the main Object area) The text in the boxes does not matter! The text displayed in the Title Area and AutoLayout Area is just example text. It only there so that you can see how it looks (the style) The actual text does not matter! You can change this text to anything that you like - it will not affect any of the slides If your text area is too small for the defualt text, just change the text PowerPoint

25 Changing the Style of Text on the Master Slide This lesson will show you how to change the style of text on your Master Slide (e.g. the title and bulleted list) Highlight the box containing the text you wish to change Click on the edge of the box that contains the text - this will highlight the whole box (This is quicker and easier than trying to highlight the text itself) Change the styling of the text Select a font from the Font menu in the toolbar Select a size from the Font Size menu in the toolbar PowerPoint

26 Select a colour from the Text Colour toolbar menu Change the alignment and/or bold, italic or underlining using the buttons in the toolbar Set the styling of all Master Slide items as required You will probably be asked to set the style for: The title text The bulleted list text The date The slide number Note: If you are asked to set the style of the sub-title text, it is easiest to do this directly on the title slide (normal slide 1, not the Master Slide) PowerPoint

27 Adding a Heading to the Master Slide so that it Appears on Every Slide This lesson will show you how to add heading text that will appear on every slide. (Note that you can use the same technique to add your name to every slide) Make room for the heading text Resize / move objects to make room for the heading text Note: the Title text is not the same as a heading. Every slide has a different title. We need to add a separate heading that will be the same on every slide Add a textbox for the heading Click on the Textbox button in the Drawing toolbar Click and drag a textbox for the heading PowerPoint

28 Type in the heading text Change the style of the heading Set the font, font size, colour and alignment Check that the heading is the same on every slide Close the Master Slide Check that the heading is visible on every slide Note: here you can see that each slide has a different title, but all slides have the same heading PowerPoint

29 Adding an Image / Logo to the Master Slide so that it Appears on Every Slide This lesson will show you how to add an image / logo to the Master Slide so that it appears on every slide Select the type of image that you want to use Click the Insert menu, then select Picture If you already have a picture saved on disk, select From File... then locate the image file and click Ok to insert it Otherwise select Clip Art to search for a suitable image Find a suitable image Use the Clip Art side panel to search for a suitable image Double-click the image you want to use to add it to the Master Slide PowerPoint

30 Adjust the image The image can be resized, rotated and moved by dragging the corner / edge 'handles' The Picture toolbar can be used to crop the image and/or adjust the colour, brightness, etc. Check that the image appears on every slide Close the Master Slide You should see the image on every slide PowerPoint

31 Changing the Layout of Slides PowerPoint

32 Opening the Slide Layout Pane This lesson will show you how to open and access the Slide Layout pane Open the Slide Layout pane In the slide list, right-click the slide you wish to change the layout of Select Slide Layout... from the pop-up menu The Slide Layout pane will be shown at the right of the window (You can close this pane by clicking the small cross at the top-right of the pane) PowerPoint

33 Selecting a Suitable Layout for a Slide This lesson will help you understand how to select a suitable layout for a slide using the Slide Layout task pane Open the Slide Layout task pane To open the Slide Layout task pane: Right-click a slide and select Layout Pick Slide Layout from the Task Pane menu Pick a layout from the Slide Layout task pane This is the default layout for new slides: Heading on top Bulleted list below (Note: the layout is based on the Master Slide) This is the Title Slide layout, normally used for the first slide in a presentation Heading in the middle Sub-heading below PowerPoint

34 Text layouts Different combinations of text headings and/or bulleted lists Content (images, tables, charts, diagrams) layouts Different combinations of text headings with content area(s) These areas can contain a range of different content: images tables charts diagrams Text and content layouts Different combinations of text headings, bulleted lists, and graphical content PowerPoint

35 Adding Content to Slides PowerPoint

36 Adding Text to a Slide This lesson will show you how to add text to a slide, either in the pre-defined areas, or as new blocks of text Adding text to pre-defined areas Normal slides have a heading area and/or a bulleted text area The areas have prompts telling you that you can add text by clicking and then typing With a bulleted list, each time you press Enter, a new bullet is created Adding a new block of text Select the Textbox button from the Drawing toolbar PowerPoint

37 Click and drag to create a text box area Type in your text Style the textbox using the Fill Colour, Line Colour, Text Colour, Line Thickness and Line Type buttons on the Drawing toolbar Or change the Font, Font Size, text alignment, etc. from the top toolbar The textbpx can be moved, resized and rotated PowerPoint

38 Adding an Image to a Slide This lesson will show you how to add images to your slides, either from a saved file, or by searching for clip art Chose a layout for your slide that has a 'content' area It is easier to work with a layout that is setup ready for images In the content area, select the type of image that you wish to add: Image from file (bottom-left button with mountains) Clip art (top-right button with person) Or insert an image using the Insert menu If your slide layout is already fixed, but you stil wish to add an image, click the Insert menu, select Picture, and then pick either Clip Art... or From File... PowerPoint

39 Images from a file Navigate to your saved image, select it and click Insert Images from Clip Art Type in a search word or two, click Go and wait (it can take a while for PowerPoint to find clip art on the Internet) Select the image that you like, and then click Ok Adjust your image Images can be moved, resized and rotated by dragging the edge / corner 'handles' Images can be cropped, have borders added, and colour adjusted by using the Picture toolbar (Note: if you cannot see the Picture toolbar, try right-clicking an image and selecting Show Picture Toolbar) PowerPoint

40 Adding a Chart to a Slide This lesson will show you how to add a chart to a slide PowerPoint has a built-in chart creator - but it's horrible to use! Select a layout with a chart area The chart creator opens up However, it can be rather confusing to use (and why learn another way of doing something when you already know how to make charts in Excel?) So don't use it! Instead use Excel to create any charts that you need Since you already know how to create charts in Excel, stick to what you know PowerPoint

41 Copy and paste the chart from Excel to PowerPoint Copy your finished chart from Excel and paste it onto your PowerPoint slide PowerPoint

42 Adding Presenter Notes to a Slide This lesson will show you how to add presenter notes to your presentation. These notes are used by the person giving the presentation, to remind him/her what to say Type your notes into the Notes area below each slide Simply click in the Notes area and start typing (Remember that these notes are a reminder of what to say for the presenter) PowerPoint

43 Animating Items on Slides PowerPoint

44 Adding Animations to Slide Items This lesson will show you how to animate objects on your slides Open the Custom Animation task pane Right-click the object that you wish to animate, and select Custom Animation... The Custom Animation task pane will open at the right of the window Select the animation effect that you want to use Click Add Effect Select Entrance - you usually want objects to appear on the slide Select the effect that you like (there are many to choose from) PowerPoint

45 Your animation effect should now be listed in the Custom Animation task pane (Note: if you make a mistake, and you want to remove an effect, simply highlight it and press Delete) And you should see numbers next to the object that will animate The numbers 1, 2, 3, 4 show the sequence of the animation: each bullet point will appear one-by-one Decide how you want the animation to start Click the Start menu and select: On Click (mouse icon) - the slideshow will wait for you to click the mouse before animating the object After Previous (clock icon) - the animation will happen automatically when the slide is shown PowerPoint

46 Showing Evidence of Slide Animations This lesson will show you how to provide evidence so that the examiners know that you have used animations Make all animation effects visible in the Custom Animation task pane Groups of animations are often hidden Click the expand arrow below the group and all of the individual, numbered animations will be shown Take a screenshot the window showing the animation settings Press the Print Screen (PrtScr) key on your keyboard to take a screenshot of the window Paste the screenshot into Word so that you can add your name, etc. The features that the examiners are interested in: The numbered object(s) - these are the things that will animate The animation effects listed in the Custom Animation task pane How the animations start - automatic or on mouse click PowerPoint

47 Changing the Transistions Between Slides PowerPoint

48 Setting Slide Transitions This lesson will show you how to add effects to the way slides change from one to the next ( transitions) Open the Slide Transition task pane Click the Slide Show menu and select Slide Transition... The Slide Transition task pane will open at the right side of the window PowerPoint

49 Select the transition that you want to use From the list of transition effects, select the one that you like Adjust the transition settings In the Advance Slide section of the task pane: On mouse click - means the slides will change when you click the mouse Automaticlly after - means the slides will change automatically after a set time Apply the transition effect to every slide Click the Apply to All Slides button in the task pane PowerPoint

50 Showing Evidence of Slide Transitions This lesson will show you how to obtain evidence that you have used slide transtions Switch to Slide Sorter view Click the View menu, then select Slide Sorter Take a screenshot showing the slides and the Slide Transition task pane Press the Print Screen (PrtScr) key on your keyboard to take a screenshot of the window Paste the screenshot into Word so that you can add your name, etc. The features that the examiners are interested in: The stars under each slide - these show that the slide has a transtion The transition effect listed in the Slide Transition task pane How the transitions start - automatic or on mouse click PowerPoint

51 Printing Slides and Handouts PowerPoint

52 Printing Slides This lesson will help you print out your presentation For all printing, use the Print Preview window Click the File menu, then select Print Preview The Print Preview window will open (Always use this when priting from PowerPoint - it makes choosing what you want to print very easy) Use the Print What menu to select what you want to print Click the Print What menu at the top of the Print Preview window... PowerPoint

53 ... and you will see a range of priting options When you are ready to print, click the Print... button Click the Print... button at the top of the Print Preview window Select the printing options required Note: Most of these options will already have been set for you by the Print Preview window (e.g. Print What, Slides per Page, etc.) Select the Print Range (which slides you wish to print): All - print every slide in the presentation Slides - only print the slide numbers given Either click Ok to print, or Preview to go back to the Print Preview window PowerPoint

54 Printing Handouts This lesson will show you how to print a presentation handout Select one of the 'Handouts' from the Print What menu Select the handout that has the number of slides per page required The Print Preview window will show how your handouts will look (In the case of the 3 slides per page handout, room is provided for people to write notes next to the slides) Click the Print... button and select which slides you wish to print PowerPoint

55 Printing Presenter Notes This lesson will show you how to print handouts that include the presenter notes Select Notes Pages from the Print What menu Click the Print What menu, and select Notes Pages The Print Preview window will show how your handout wil look Each page will have one slide with the presnter notes below Click the Print... button and then choose which slides to print PowerPoint

56 Printing a Presentation Outline This lesson will show you how to print an outline of your presentation. An outline shows only the titles and text from each slide. It is useful to get an overview of what the presentation includes Select Outline View from the Print What menu Click the Print What menu, then select Outline View The Print Preview window will show your presentation outline Clcik the Print... button to print the page(s) PowerPoint

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