Introduction to PowerPoint in the Classroom Victoria Cross & Barbara Sommer, TRC PC: Office XP

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1 Introduction to PowerPoint in the Classroom Victoria Cross & Barbara Sommer, TRC PC: Office XP PowerPoint vocabulary Slide: An individual screen in a presentation. Presentation: The file you save to disk that contains all the slides, speaker's notes, handouts, etc. that make up your presentation. Object: Any element that appears on a slide, such as clip art, text, drawings, charts, sounds, and video clips. You can refer to a clip art object, a text object, a title object, a drawing object, etc. Slide Show: A series of slides displayed in sequence. A slide show can be controlled manually or automatically. Transition: A special effect used to introduce a slide during a slide show. For example, you can fade in from black, or dissolve from one slide to another. Views Slide View: In Slide View you can edit the objects that make up a slide. Outline View: In Outline View, your presentation appears as an outline, made up of titles and main text from each slide. Because you can see all your presentation in one window, rather than one slide at a time, it's an ideal place to plan, organize, or edit your presentation. Slide Sorter View: In Slide Sorter View you see thumbnails (small versions) of each of your slides in the order that they appear in your presentation. This is the best place to organize the order of the slides, to make copies of the slides or to jump from slide to slide. GETTING STARTED... 2 WORKING WITH OBJECTS... 5 WORKING WITH IMAGES... 9 WATCHING THE SLIDE SHOW ADDING MOTION SLIDE TRANSITIONS PREPARING HANDOUTS YOUR SLIDE SHOW AS A WEB PAGE CHARTS TRC UCDavis Introduction to PowerPoint Page 1

2 Getting Started If PowerPoint is already running and you want to create a new presentation, the above screen may not appear. In that case, click the New button (blank page) on the Standard toolbar, or from the top pull-down menu, select View > Toolbars > Standard) or from the top pull-down menu, File > New > Blank Presentation The New Slide dialog box appears. It asks you to choose an Auto Layout format. Click the Title Slide layout. It's the first in the list. Click OK. A Title Slide appears, ready to fill. Filling in the objects 1. Click in the Title text box. A thick, gray border appears around the text box indicating that it is selected. 2. Type a title. 3. Click the Subtitle text box and type a subtitle. Congratulations! You've just created your first slide in PowerPoint. TRC UCDavis Introduction to PowerPoint Page 2

3 Adding another slide 1. Choose Insert>New Slide 2. The Task Pane will display the Slide Layout options. 3. Choose the Bulleted List layout for your next slide. 4. Click OK. 5. See how it works by typing 3 or 4 bulleted terms. 6. When you have finish entering text, click anywhere outside the text box. Working with Bullet Lists 1. To indent a line of text, use the Tab key at the beginning of the line 2. You can Demote (increase indent) or Promote (decrease indent) any line of text using the hot buttons Inserting a text box 1. Create a New Slide (see above). 2. The AutoLayout dialog box will appear. Choose the Blank layout (last option). 3. Click OK. 4. From the top pulldown menu, Insert>Text Box 5. Move the cursor onto the screen, and click and drag to define where your text box will be inserted. 6. Type! Changing your font 1. Click the text box to select it. 2. Place the pointer on the box's border, and click again to select the entire box. A four-headed arrow will appear, and the edge will change in appearance (from diagonals to dots). 3. In the top pull-down menu, select Format menu, and select Font. 4. The Font dialog box appears. 5. In the Font style list, select Bold; in the Size list select 36; and in the Color list, select green. 6. Click OK to close the font dialog box. Note the result. TRC UCDavis Introduction to PowerPoint Page 3

4 Moving from slide to slide The left-hand panel displays either thumbnails or an outline of your slides. You can click on any slide to jump to that slide. You can also use the scroll bar on the right side. Manipulating slides Duplicate - click on the slide to select it, then select Edit>Duplicate from the pull-down menus. Move - click and hold the slide and drag it between two other slides. The flashing black line indicates placement. Let up the mouse when you have the place. Delete - select slide then select Edit>Delete Saving your presentation 1. Top menu: File>Save. Or, click the Save button on the Standard toolbar. 2. Give your file a name and save it in your folder 3. Save your work periodically. Working with Objects Anything you put on a PowerPoint Slide is called an object. 1. Insert a new blank slide 2. On the Drawing Toolbar click the Rectangle (If you lost the toolbar, turn it on at View > Toolbars > Drawing toolbar). 3. Place your cursor on the slide and click and drag to define the area of the rectangle. 4. Use the Oval, Line and Arrow tools in the same way: turn them on with a single click then move to the slide to click and drag the position and size. Note that you can type into any rectangle or oval. TRC UCDavis Introduction to PowerPoint Page 4

5 Moving an object 1. Click the object you want to move. Square handles will appear around it. 2. Place the pointer on the object. The pointer will change into a four-headed arrow. 3. Hold down the mouse button and drag the object to a new location. 4. Release the mouse button 5. If the object is a text box, a thick gray border will appear when it is selected click and drag on this border to move the box. 6. You can also use the keyboard arrow keys to move selected objects. Hold down the CTRL key while using the arrow keys to nudge an object very short distances. Resizing an object 1. Click the object to select it. 2. Place the pointer on a resizing handle (one of the open squares appearing on the object). The pointer will change into a two-headed arrow. 3. Hold down the mouse button and drag the resizing handle until the box is the size you want. Drag outwards to make the object larger. Drag inwards to make the object smaller. Copying objects 1. Click the object to select it. 2. Top menu: Edit > Copy 3. Top menu: Edit > Paste 4. Click and drag the new object to the location you want. Copying a text box 1. Click the text box to select it (border become a fuzzy gray, not diagonals). 2. Place the pointer on the box's border and click again. By clicking on the border, you are selecting the box and all its contents. 3. Top menu: Edit > Copy 4. Top menu: Edit > Paste 5. A copy of the text box is now pasted on top of the original box. 6. Select and drag the new text box to the location you want. TRC UCDavis Introduction to PowerPoint Page 5

6 Deleting objects When an object is selected, use the delete key to remove it. Undo At any point where you wish to cancel the step you just took, use the top menu: Edit > Undo Selecting multiple objects Hold the shift key down while you click to select multiple objects. Other shapes 1. Click the AutoShapes button, select Stars and Banners, and then select the 5-pointed star. The pointer will change into a cross. 2. Click anywhere on the slide. A star of predefined size will be inserted. 3. To make the shape larger (or smaller), drag a resizing handle. 4. To resize the shape proportionally, when the cross appears, hold down the SHIFT key as you drag. If you lost the toolbar, turn it on at View > Toolbars > Drawing If you don t have an object selected, then these menus will appear grayed out. TRC UCDavis Introduction to PowerPoint Page 6

7 More color To select a color that is not offered in the short list of quick picks 1. Select another object. 2. Click the arrow beside the Fill Color button (paint can), and then click More Fill Colors. A Colors dialog box appears. 3. Click the Standard tab, then under Colors, select a shade of yellow. 4. Click OK to close the Colors dialog box. Outlining a text box To add a blue dotted outline to the text box (or any other object) 1. Click the object to select it. 2. On the drawing toolbar, click the arrow beside the Line Color icon (paint brush), then select a color. 3. Next, click the Line Style button, and select 3 pt. 4. Finally, click the Dash Style button, and then select the square dot dash option. 5. Click outside the object (text box) to deselect it. To Remove the Outline, 1. Click the object or text box to select it. 2. Click and hold arrow beside Line Color icon (paintbrush). 3. Choose No Line. Fill effects 1. Click an object to select it. 2. Click the arrow beside the Fill Color button (paint can), then click Fill Effects. The Fill Effects dialog box appears. 3. Use the tabs to explore the Texture and Pattern options. You can use Picture later when you have an image, such as a photograph. TRC UCDavis Introduction to PowerPoint Page 7

8 Working with images Capturing Images 1. Save your work, and leave PowerPoint. 2. Open Internet Explorer or Netscape. Go to a. Scroll down and click on Logo, Seal and Aggie Athletic Marks b. If you use these in public, read this page. c. Scroll to bottom and click on View the Logo, Seal, and Athletic Marks d. Select from The Logo in a color of your choice Click on the image and hold down the mouse button. (PC try a right click, Mac may need to hold down Control key). A menu will appear. e. Choose 'Save Image As', 'Save Picture As' or 'Download Image to Disk.' f. Save the image to your folder (remember the filename in case you store it somewhere else and need to find it.) Let s try this in another location. This time we will capture a photograph. 1. Go to 2. Place your cursor on the photo and hold it down. You could capture it directly (as above), but just to be sure, select Open Image in New Window (Internet Explorer) or View Image (Netscape) 3. If it is what you want, capture it, as above (steps d-f) Leave the browser and return to your PowerPoint file. Inserting images 1. Create a new blank slide. 2. From the top menu, select Insert>Picture>From File 3. Browse your local drives to select the logo. 4. Click the Insert button. 5. Do it again to get the photo. The Picture Toolbar appears when you insert an image. (If it doesn t appear, go to top menu: Vie w > Toolbars > Picture) TRC UCDavis Introduction to PowerPoint Page 8

9 Changing the size of a picture 1. Select the Format Picture icon (3 rd from the right) on Picture Toolbar. 2. Select Size tab. 3. Enter the desired dimension. You can also resize using handles. Remember to hold down the Shift Key on the keyboard while clicking and dragging so that you do not distort the picture. Cropping a picture When you resize an image, you make the whole image larger or smaller. When you crop an image, you remove parts of the image. 1. Click the image to select it. Resizing handles will appear around the image. 2. On the picture toolbar, click the Crop button 3. Place the pointer in the center of a resizing handle on the image. The pointer will change into a cropping tool (looks like the logo on the picture toolbar). 4. Holding down the mouse button, drag inwards. A part of the image will disappear. 5. When enough of the image has been cropped, release the mouse button. To turn the cropping tool off, click somewhere off the object, or on the crop button on the picture toolbar. Did you accidentally crop off too much of the image? No problem. To restore an image that has been cropped, click the Crop button, then select a resizing handle and drag outwards. The cropped portion will reappear. Adding clip art 1. Open a new blank slide (use Common Tasks toolbar or top menu: File>New>Blank Presentation). 2. From the top menu, select Insert>Picture>Clip Art 3. The Microsoft Clip gallery dialog box appears. 4. Click the Clip Art tab. 5. Skim the list, and find an image you like. 6. Click the image to select it. 7. Click the Insert button. The image is inserted on your slide. Add another 1 or 2 to your slide. TRC UCDavis Introduction to PowerPoint Page 9

10 Layering images If you have various images on your screen, group them in some overlapping fashion. Otherwise, create some new forms to group. Make a large gold star (Drawing Toolbar>Auto Shapes >Stars & Banners) and place it over the other images. To send the gold star to the back layer 1. Click to select it. 2. On the drawing toolbar, click the Draw button. To bring an item to the front. 1. Select it. 2. Click the Draw menu, point to Order, and then click Bring to Front. The Draw menu has a number of useful features. You can use it to Group multiple objects Flip or rotate objects Align objects in vertical or horizontal rows with equal spacing TRC UCDavis Introduction to PowerPoint Page 10

11 Presentation Navigation and Considerations To see your show 1. Choose Slide Show>View Show from the top menus. This will start your show from the first show. 2. Or, click the Slide Show button (miniature screen) in the lower left corner of the PowerPoint window to start from any slide within your show Navigation Arrow keys The arrow keys on your keyboard allow you to move forward and backward through your presentation Type a number and hit enter Jump to any slide by typing the slide number and the enter key Blank Screen Pressing the letter B at any time during the presentation projects a blank screen. Press B again to return to your presentation. esc End the show by pressing the esc key. Presentation Menu Moving the mouse during the presentation allows you to access the Presentation Menu. Through this menu, you can jump to any slide, navigate forward and backward, make your speaker notes visible, even turn your mouse into a pen which allows you to temporarily mark on the slides. Presentation Considerations Don t read your slides aloud your audience can read faster than you can read aloud Don t put anything on the screen that is not visible to the audience. Use a handout. Watch your pace you can click much faster than your audience can write. Move at the speed of thought, not at the speed of mouse. TRC UCDavis Introduction to PowerPoint Page 11

12 What if nothing projects? If you need help with the smart panels in the UCDavis classrooms, call for help For PC you can toggle between the screen displaying on your laptop, on the screen, or on both. This is usually done through the Fn button and one of the number F Buttons at the top of the keyboard. It may be labeled CRT/LCD or it may have an image of two boxes (screens) For Mac be sure that you have turned on Mirroring 1. Click the Silver Apple in the top left-hand corner 2. choose System Preferences 3. Choose Displays 4. under Arrangement, check the Mirror Displays option. Adding Motion Animation Using an animation scheme for Bulleted Lists 1. Create a slide with a bulleted list, add text 2. Click the little black triangle at the top of the Task Pane 3. Select Slide Design Animation Schemes 4. Select a subtle to moderately annoying effect (Wipe and Appear are good) 5. Apply to all slides a real time saver 6. Preview by clicking Play or Slide Show TRC UCDavis Introduction to PowerPoint Page 12

13 Custom Animation Entrance Objects with Entrance Animation are not displayed when the slide is first presented. All unanimated objects are displayed when the slide is first presented. 1. Click the little black triangle at the top of the Task Pane 2. Select Custom Animation 3. Select an object on the slide 4. Click Add Effect>Entrance>More Effects 5. Select Wipe or Appear Note that the name of this object is now added to the animation list in the Task Pane and little numbers show up on the slide indicating animation order. Animation order Custom Animation Emphasis Objects with Emphasis Animation do appear when the slide is first presented and then spin, pulse, or in other ways draw attention to themselves. 1. Select an object on the slide 2. Click Add Effect>Emphasis>More Effects 3. Choose an effect Custom Animation Exit Objects with Exit Animation do appear when the slide is first presented and are then removed from the screen. 1. Select an object on the slide 2. Click Add Effect>Exit>More Effects 3. Choose an effect An object can have more than one animation effect. For example, an object can appear, spin, and then disappear. TRC UCDavis Introduction to PowerPoint Page 13

14 Animation Options Set objects to dim after animation, set automatic timing, and other options 1. Right click on the name of the object in the Custom Animation list [Note you can also Remove animation effect from this menu] 2. Choose Effect Options to view all the options (dim, timing) 3. To bring subpoints of your bullet list in separately, change grouped by 1 st level paragraphs to grouped by 2 nd level paragraphs NOTE Some Animation effects may not transfer across platforms, if you are creating your presentation on one computer and showing it on a different computer, be sure to verify all features. Slide Transitions A transition is a special effect used to introduce a slide during a slide show. 1. Click Slide Show >Slide Transition from the top menus. 2. The Task Pane then displays the Slide Transition dialog box. 3. In the Effect list select Cover Right 4. Select Medium speed for the transition. If you want the same transition to apply to all the slides in your presentation, click the Apply to All button. To remove a transition, follow the above steps selecting No Transition in the Effect menu. Timing a transition You can run the slide show automatically by adding timing to the slides -- specifying the number of seconds for each to remain on screen. 1. Select the slide to which you want to add timing 2. From the Task Pane select Slide Transition. 3. Under Advance Slide choose Automatically after by using the arrows to select a number in seconds TRC UCDavis Introduction to PowerPoint Page 14

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