Getting started with PowerPoint 2010

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1 Getting started with PowerPoint 2010 This document is a brief introduction to PowerPoint For help with using the Office 2010 interface, see Getting Started with Microsoft Office Creating a new presentation As in previous versions, PowerPoint opens with the default blank presentation. You can then apply a built-in theme or create your own design from scratch. You can also create a new presentation by clicking on the File tab and selecting New. Select Blank document to use the default template, or choose one that you have created yourself by clicking on My templates. Using themes PowerPoint comes with a collection of built-in themes. A theme includes slide layouts, colours, backgrounds, fonts and effects. It also extends to tables, shapes, charts and SmartArt graphics. To apply a theme, click on the Design tab, and on the More button in the Themes group to display the full gallery. Point to a theme to see how your presentation will look, and then click to apply. You can customise a theme by changing the colours and fonts, and you can even save a customised theme to use again. Inserting slides and layouts PowerPoint opens a new presentation with the Title slide layout. To add a new slide, click the Home tab, and then click on the down arrow at New Slide in the Slides group. Choose a layout from the gallery. Getting started with PowerPoint 2010 To insert content other than text, choose a layout that includes the set of six content type icons: The choices include: Table Picture Chart Clip art SmartArt graphic Media clip If you want to change the layout of an existing slide, click on Layout in the Slides group on the Home tab. If you require this document in an alternative format, such as larger print, please

2 Creating notes The Notes pane below the slide allows you to write information about the slide. Use it to create speaker notes to help you prepare, or handouts to accompany your presentation. You can use the Font and Paragraph groups on the Home tab to format text and add bulleted and numbered lists. However, while you are in Normal view, you will not be able to see the full effect of the text formatting. To see how the notes will look when printed, click on the View tab and select Notes Page in the Presentation Views group. While in Notes Page view, you can click in the notes placeholder to add text. You can also use the Insert tab to add tables, pictures or charts (note that these will not appear in Normal view). To print your notes, click on the File tab and on Print. Click on the down arrow at Full Page Slides and select Notes Pages. You can output your notes to Word. Click on the File tab and on Save & Send, and then click on Create Handouts. You can format the Word document as you wish, for example, to add a title page, or page numbers. Working with images You can insert images through the Images group on the Insert tab. Use the Picture option to insert a file, or Clip Art to search for an image from the Microsoft gallery. Screenshot allows you to capture an open window as an image; you can even grab part of a window through the Screen Clipping option. You can also insert an image file from the slide layout content icon. Editing an image PowerPoint includes a range of image editing tools. Click on the image to display the Picture Tools tab, and then click on the Format tab. Use the Adjust group to recolour the image or add artistic effects; the Picture Styles group to add borders and picture effects; the Arrange group for positioning, and the Size group to resize and crop. A new feature in Office 2010 is Remove Background. This is a quick and easy way to take away parts of an image without having to use an image editing application. Areas marked in magenta will be removed. You can adjust the selection marquee box, and also mark specific areas to keep or remove. This feature works best where there is high contrast between the foreground and background. 2

3 Working with shapes, charts and SmartArt You can include shapes, charts and SmartArt graphics in your presentation by using the Illustrations group on the Insert tab. Click on Shapes for a gallery of simple shapes such as lines, rectangles and arrows (AutoShapes in previous versions). The gallery also includes Action Buttons to use for navigation or for playing media. SmartArt simplifies the process of creating graphical layouts. You can choose from eight types of diagram: list, process, cycle, hierarchy, relationship, matrix, pyramid and picture. Type text into the text pane or directly into the SmartArt shapes. You can add extra shapes and choose different layouts and styles through the SmartArt Tools Design tab, and change the look of text and shapes through the SmartArt Tools Format tab. Using video clips If the diagrams in the gallery don t quite meet your needs, you can turn them into shapes you can customise. On the SmartArt Tools Design tab, click on Convert in the Reset group and select Convert to Shapes. Video clips can add another dimension and aid understanding. You can embed a clip in your presentation, or create a link to a file held elsewhere. Note that embedding will increase the size of the PowerPoint file. To embed a file, click on the Insert tab and on Video. You have three options: Video from File Video from Web Site Clip Art Video You can use most formats, including AVI, MPEG, WMV, MOV and SWF. Insert a video from a web site. Animated GIF files from Microsoft s clip art gallery. When you insert a video, playback controls display below it. You can use these to start, pause and stop it. You can also change the volume and step backwards and forwards. To link to a file, choose a slide layout that includes content icons, then click Insert Media Clip and navigate to the file. Click on the down arrow at Insert and select Link to File. Note that if you have linked to a file, and you move the presentation or the clip, the link will break. If you want to use a presentation with linked files on another machine, click on the File tab and Save & Send and choose Package Presentation for CD. You can save the presentation to a folder on another drive, such as a flash drive. All the files you need will be copied to the folder, including video clips. 3

4 Inserting a clip from a web site You can now embed clips from video sharing sites such as YouTube and Vimeo, if the publisher has provided an embed code. Locate the video you want to embed. Click the <Embed> button and copy the code. In PowerPoint, click on Video on the Insert tab, and select Video from Web Site. Paste in the code and click Insert. Editing a clip PowerPoint now includes a range of video editing tools. Click on your inserted clip to display the Video Tools Format and Playback tabs. The Format tab allows you to make adjustments to brightness and contrast, apply styles and effects, and crop and rotate the clip. Note that some of the effects will not work on YouTube videos. The Playback tab includes options for inserting bookmarks, specifying start and end times, controlling the volume and playing full screen. Animating your presentation Animation can be a useful way to illustrate or explain. You can apply animation effects to text, images, shapes, charts and diagrams, and even media clips. Click on the object to animate and on the Animations tab. Click on the More button in the Animation group to display a gallery of the most common effects. There are four groups: Entrance, Emphasis, Exit and Motion Paths. These refer to the point at which the animation occurs, for example, an Entrance effect is what happens when the object appears on the slide. Animations should be kept as simple as possible. Always choose subtle effects such as Appear, Fade or Wipe, and if you are animating bullet points, use the same effect throughout the presentation. You can change how your animation plays through Effect Options. For example, you can choose to display bullet points all at once or one at a time. The options shown will depend on the type of animation applied. You can also control when your animation plays through the Timing group. For example, you can animate on a mouse click or automatically. You can also change the order the animations play. 4

5 Using the animation pane To view the list of animations on a slide, click Animation Pane in the Advanced Animation group. To make changes, click on an item on the list and on the down arrow to display the menu: From here, you can control how an animation starts, set effect options and timings, and also remove it. To check that your animations work as intended, you can click Preview in the Preview group. However, to test animations fully, click the Slide Show icon to display the current slide. The Advanced Animation group includes an Animation Painter. You can use this to copy the animation effects of one object to another, thus saving time. Playing your slide show You will find options for controlling and customising your slide show on the Slide Show tab. In the Set Up group you can use Set Up Slide Show to create a self-running show, loop the show continuously or display a group of slides only. If you are creating a self-running or web-based show, Record Slide Show allows you to record an audio narration. Creating custom shows If you are delivering a presentation to different audiences, you can create custom shows containing selected slides. In the Start Slide Show group, click on Custom Slide Show and choose Custom Shows. At the Custom Shows dialog box, click Add to create a new show. Give the show a name, then select the slides and click Add. Click OK to save the show. To play the custom show, click on Custom Slide Show and choose the show from the list. 5

6 Using presenter view Presenter View allows you to see your speaker notes and thumbnails of your slides on one monitor while the audience sees your live presentation on another. To use Presenter View, your computer must be able to support multiple monitors. To set up Presenter View, click on the Slide Show tab. In the Monitors group, click Use Presenter View. Ensure that the monitor on which you want the audience to view your presentation is selected in Show On. Your speaker notes should appear on the Primary Monitor. Note: If you have not already set your display options, the Screen Resolution dialog from the Windows Control Panel may appear. Click the monitor you want to use to view your speaker notes and click Make this my main display. Click the second monitor and from Multiple displays, select Extend these displays. Resources For the full range of Getting started guides, and the material for the course Upgrading to Microsoft Office 2010, see the Basic technology and information skills section at: 6

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