POWERPOINT 2010 CREATING POWERPOINT SHOWS TO START POWERPOINT UNDERSTANDING THE LAYOUT OF THE SCREEN. Normal View

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1 POWERPOINT 2010 CREATING POWERPOINT SHOWS You can create a presentation in PowerPoint in two different ways, by using a template or starting with a blank presentation. As the content of the presentation may vary it is best you know how to start using a blank presentation so you can do what you need to do. TO START POWERPOINT 1. Load PowerPoint 2010 from your computer - PowerPoint 2010 automatically starts with a blank presentation ready for you to use. The screen layout that you currently see is the normal layout. UNDERSTANDING THE LAYOUT OF THE SCREEN The idea of the ribbon (pictured above) is to simplify tasks as it takes fewer clicks to perform the task required; however, it takes a bit of practice to become familiar with if you ve not used it before. Each tab on the ribbon has associated groups of buttons for easy use. Context tabs also appear with extra buttons as and when required. PowerPoint allows you to view slides in several different ways. Normal View (This is the standard view). In Normal View you can work with your presentation in three ways: with the currently selected slide in the Slide pane, with slide notes in the Note pane and with the condensed list or slides thumbnails in the Outline/Slides pane. Slide/Outline View pane File Tab View Tab Placeholders for Text to be entered Notes Page 1 of 22

2 Slide Sorter View The Slide Sorter view allows you to preview the entire presentation as slide miniatures. This is a good view for reorganising the slide order it is easy to click and drag the slide miniatures to a new position. 1. From the View tab, select Slide Sorter option see slide thumbnails 2. Select Normal to return to the standard view ENTERING TEXT ON THE SLIDE 1. Click in the text placeholders and type in the text you require 2. Press the Enter key on keyboard to move down a line SLIDE LAYOUT A presentation can have a combination of different slide layouts whether it is a title page, a slide with bulleted text or with multiple images. To choose the layout you prefer: 1. From the Home tab, click Slide layout 2. Click on the slide layout most appropriate. Title and Content layout is a popular option Content can be text, picture, table, chart, movie, sound etc. Page 2 of 22

3 ADD A NEW SLIDE From the Home tab, click New Slide. A new slide will appear after the slide you are currently on. If you wish to add a new slide with a different layout you can click the arrow by the new slide button and choose the layout you prefer. INDENTING LISTS As you type, a list appears in a bullet form (usually a round bullet). To indent the list further, from the Home tab, click Increase List Level. To decrease an indented bullet point, from the Home tab, click Decrease List Level CHANGING BULLETS AND NUMBERING ON SLIDES When you choose a slide with Content and add text to the bulleted list, you may wish to change the shape of the bullets or change the bullets to numbers. Bullets are useful to draw attention to points of information. Numbering is useful if the points of information need to occur in a particular sequence, i.e. if one step has to follow another. To Change Bullet Shape 1. Highlight the bulleted text that you wish the change 2. From the Home tab, click the arrow at the side of the bullets button 3. Choose shape required a. To look at more options go to Bullets and Numbering... option at the bottom of the popup menu b. Click the shape required Click arrow to see Bullet shape options. 4. Click OK Page 3 of 22

4 To Change Bullet to Numbering 1. Highlight the bulleted text that you wish the change 2. From the Home tab, click the arrow at the side of the Numbering button 3. Choose the number format preferred DELETE A SLIDE 1. Click the slide you no longer require and click Delete from the Home tab CLIPART PowerPoint comes with a large selection of clip art. You can use this clipart to enhance your presentation. Remember do not use too much it draws the focus away from the main points and can make the presentation look cluttered. Hint: less is more. Inserting Clipart You can insert clipart onto any slide, regardless of the slide layout. 1. From the Insert tab, click Clipart 2. On the right hand side of your screen the Clipart pane appears 3. Type keyword(s) of what you wish to search for into the Search for section 4. Click Go - remember that the clipart is limited, so may not have exactly what you are after 5. Click the image you require and see it appear 6. Drag the image to where you would like it to appear on your slide 7. Resize, if necessary, by clicking on the image and dragging the outside points Page 4 of 22

5 INSERT PICTURE FROM FILE You can insert a picture onto any slide, from file, regardless of slide layout. 1. From the Insert tab, click Picture - see the Insert Picture dialog appear 2. Locate where the required file is stored using the Look In section 3. Click on required image 4. Click the Insert Button 5. Drag the image to where you would like it to appear on your slide 6. Resize, if necessary, by clicking on the image and dragging the outside points SMARTART SmartArt is a way to visually represent information in a diagram. There are many styles of diagrams to choose from including hierarchical, cycle, lists, pyramids. This feature has been improved since PowerPoint 2007 and there are more diagrams available. TO INSERT SMARTART 1. Click where you would like your SmartArt object to go 2. From the Insert tab, click the SmartArt button 3. Select the SmartArt style required 4. Click OK - see SmartArt inserted on the slide Note: If you are unsure which style to choose, click on the style and read the style s description on the right hand side. Some styles are more suitable for a diagram with two levels of bullet points. Page 5 of 22

6 WORKING WITH SMARTART To enter text into the SmartArt, either: a) Click into a shape in the SmartArt and type, or, b) Type text in the bulleted list (then see the graphic update with text entered) After the Text is entered, use the SmartArt tools (these are on the 2 extra tabs Design and Format) to create the style required. SmartArt Design Tab: Tip: You can convert an existing bulleted list to smart art by selecting the bulleted list and then right click on the highlighted text and select the Convert to SmartArt option. Choose the smart art design required and see your bulleted text become more interesting please note that some diagrams are more suitable than others depending on the amount of text and bullet levels converted. SAVING A POWERPOINT PRESENTATION To save a presentation: from the File tab click Save As to save as a PowerPoint Presentation. Choose a location where you would like to save the Presentation and give it a suitable filename so you remember it. Then click the Save button. Page 6 of 22

7 RUN A SLIDE SHOW A slide show can be run from the beginning of the slide deck or from the current slide. These options are available from the Slide Show tab in PowerPoint. Alternatively, the shortcut key, F5 on the keyboard will run the slide show from the beginning. PROGRESSING THROUGH THE SLIDES To move to the next slide or previous slide, you can use the mouse or press buttons on the keyboard. There are a few different options that do the same thing, use whichever option you prefer to move between your slides: Move to next slide: Left mouse click/enter key press/right cursor key press or Down cursor key press Move to previous slide: Backspace key press/left cursor key press or Up cursor key press To finish the slide show early: press the Esc key in the top left corner of the keyboard Page 7 of 22

8 FORMAT SLIDES PowerPoint 2010 has some preinstalled designs of slides which are available to use. These apply a theme to your presentation which can help it look more effective and consistent. ADDING A DESIGN TEMPLATE THEME TO THE PRESENTATION 1. Click on the Design tab - see example themes in the themes group 2. Click on the theme you desire and your presentation format should automatically update Tip: Hover your mouse through the design themes until you find one you prefer. They will auto preview on screen. REMOVING THE DESIGN TEMPLATE THEME FROM THE PRESENTATION As you move your mouse over each theme a screen tip will appear displaying the name of the theme. The Office theme is the standard blank theme, so to delete the design template you have, you just need to select the Office theme. 1. From the themes group on the Design tab select Office theme MULTIPLE DESIGN THEME IN A SLIDE SHOW Some people like having more than one design template applied in their slideshows. You can do this by applying the design templates to all slides or just the selected slide(s). 1. Click the slide(s) you wish to apply the design theme to (hold down the CTRL key on your keyboard while you make multiple selections) 2. Right hand mouse button click on the design theme you would like 3. Select Apply to selected slides option COLOUR SCHEMES All presentations, including those based on a template have a colour scheme. The elements of a slide i.e. the background, titles, bullets etc. each have a colour assigned to them. These can be changed. Using Standard Colour Schemes 1. From the Design tab, Click Colors button (to the right hand side of the themes) see a list of standard colour schemes 2. Click the scheme you prefer and see the slides update Page 8 of 22

9 Customising the Colour Schemes 1. Click the Colors button from the Themes Tab 2. Select Create new Theme Colours near the bottom of the list 3. Choose new colours for the elements and name the new colour scheme 4. Click Save button Adding a Background (Picture as Background) You can have a picture covering the whole background on one slide or all slides. 1. From the Design Tab, select Background Styles and click Format Background 2. From the left hand pane choose Fill, then click the Picture or texture Fill option. See the options adjust according to your selection 3. Click File 4. Locate image required and click on Insert Button 5. Click Close to add the background to current slide LANCASTER TEMPLATE The Communications and Marketing (CaM) team have developed a number of branded Lancaster University templates for staff to use. These are part of the Communications toolkit which is available on the Lancaster University website: There is currently one PowerPoint template that you can open and use. If you intend on using the template often, you can save it on your computer as a design theme. Then you can quickly apply the template style to your slides as and when needed. Page 9 of 22

10 TO SAVE THE LANCASTER TEMPLATE AS A DESIGN THEME ON YOUR COMPUTER 1. Go to 2. Click on the presentation template required e.g. Lancaster University Presentation Template - PowerPoint 3. Open the template 4. From the Design tab, click on the down arrow to expand the Themes 5. Select Save Current Theme 6. Give the theme a name e.g. LUBrandSlides 7. Click Save TO APPLY THE LANCASTER DESIGN THEME TO YOUR SLIDES 1. From the Design tab, click on the down arrow to expand the Themes 2. In the Custom section, click on the design theme you require e.g LUBrandSlides the theme will be applied to your slides 3. When you insert new slides, you will be given the option to use any of the slides available in the current theme Page 10 of 22

11 ANIMATION You can custom animate your slides by using Custom Animations feature. This controls the way text, bullet points or pictures appear on a slide. Remember, do not over use Animation, it tends to lower the professionalism of the presentation and the audience tend to become distracted. Use animation sparingly to draw attention. APPLYING CUSTOM ANIMATION & MODIFYING EFFECTS Apply Animation Quickly Effect Options Add animation plenty of options for entrance, emphasis, exit and motion paths animation Reorder animation 1. Select the object or text that you wish to apply animation to. 2. From the Animation tab, select the animation required from the Animation options on the left hand side. 3. Click Effect Options button to make changes to selected animation. E.g. change speed or direction of animation. Or: 1. Select the object or text that you wish to apply animation to. 2. From the Animation Tab, click Add Animation see the animation options appear. The options are categorised as Entrance, Emphasis, Exit or Motion Paths. More effects can be access from the more options at the bottom of the animation options. 3. Click Effect Options button to make changes to selected animation. E.g. change speed or direction of animation. Animation Categories Entrance animation that makes the object/text appear on the slide, e.g. fade into focus. Emphasis animation to add emphasis to text or object. Exit animation that makes the object/text leave the slide e.g. fade away, fly off the screen. Motion Path animation to make the object/text follow a path. Page 11 of 22

12 MODIFYING ANIMATION Animation effects can be modified (once the object/text has been selected). For example: animation direction and the speed the animation occurs can be modified via the Effect Options button. Timing of animation can also be altered, such as, the duration of the animation or timing a delay before the animation starts (modify timing in the timing group on the Animations tab). Arrows to move animation order up or down. Modification options for animation direction and speed. Modification options for animation timing ANIMATION ORDER AND RE-ORDERING 1. Select the animation that you wish to reorder (from the Animation pane) 2. Click the up arrow reorder button for the animation to occur sooner 3. Or the down arrow reorder button for the animation to occur later REMOVING THE EFFECT 1. Click on the object/text effect is applied to 2. Choose None from the Animation pane ANIMATION PAINTER Animation Painter is a new feature in PowerPoint Copy the animation from one object/text to another. It s like Format Painter but instead of copying the format of text it copies the animation effects from one object to another. 1. Select the object that has the animation you wish to copy 2. From the Animation tab, click the Animation Painter 3. Click the object you wish to copy animation to Page 12 of 22

13 SLIDE TRANSITIONS Transition effects determine the way one slide replaces the other. What normally happens is, the first slide disappears and the second slide appears, but there are many other possibilities. For example, the first slide may appear to slip downwards revealing the second slide. Alternatively the second slide may appear to slide over the top of the first slide, covering it up. Note: the transition chosen will affect the way the previous slide is removed and the way the current slide is presented. You can set only one transition per slide. There are a number of new and improved transition styles available to use in PowerPoint 2010, some of which are in a 3-Dimensional format. APPLYING TRANSITION EFFECTS TO SLIDES Transition Tab Advance Slide options Transition Effect Options Apply to All Slides Button 1. Click the Transitions tab 2. Move your mouse over the transitions in the middle of the ribbon. They will automatically preview themselves on your slide. You can scroll down this list if you want to look for more transitions. 3. Find the transition effect that you like and click on it - this will be applied to the current slide. 4. To apply the same transition effect to all slides click Apply to All button to the left hand side of the transitions on the Animations tab. ADVANCING SLIDES On the Transitions tab you can choose to advance the slides by mouse click or after a set time. Most presenters use mouse click as it s very embarrassing for the presenter to have their slides advance when they haven t finished with the current topic! The options for advancing slides are at the far right hand side of the Transitions tab. PRINTING SLIDES 1. From the File tab, click Print 2. Select options required: a. Number of copies b. Printer to print to c. Print What e.g. all slides, current slide, custom number of slides d. Print layout e.g. print slides, notes or hand-outs (choose number of hand-outs per page) e. Collation Page 13 of 22

14 f. Colour or Grayscale 3. Click Print button at the top of the print options Page 14 of 22

15 Hand-outs Explained If you are printing hand-outs of your slides for an audience, it is best to choose a suitable layout. Three and Six slides per page are popular options. Nine slides per page is often too many and people struggle to read the slides. Option Details Graphic Hand-outs (2 slides per page) two medium sized slides, one sitting below the other on an A4 portrait page. Hand-outs (3 slides per page) Hand-outs (4 slides per page) Hand-outs (6 slides per page) Hand-outs (9 slides per page) three miniature slides appear on the left of the A4 portrait page, with space to the right of the slides for the students to add notes. four miniature slides fill an A4 page in portrait style, ordered either horizontally or vertically. six miniature slides fill an A4 page in portrait style, ordered either horizontally or vertically. nine miniature slides fill an A4 page in portrait style, ordered either horizontally or vertically. Page 15 of 22

16 BONUS SECTION You can insert Audio (sound) or Video (movie) to play during the presentation from the Insert tab. AUDIO TO INSERT AN AUDIO CLIP 1. From the Insert Tab, click Audio 2. Select Audio from File option if it appears 3. Locate sound file 4. Click OK button REMOVING AUDIO CLIP (SOUND) 1. Click on the sound icon 2. Click Delete Button VIDEO/MOVIES Videos and associated options have been improved in PowerPoint The Video feature has many new and improved features, making it easy to embed a video and present it how you want. Videos can now be embedded into a presentation, rather than linked. The options for editing a video now include simple video trimming, recoloring videos (e.g. to black and white), adding poster frames (a still picture preview from the video), fade effects and shaping the video. INSERTING A VIDEO FROM FILE 1. From the Insert Tab, click Video 2. Select Video from File option if it appears 3. Locate video file 4. Click OK button LINK VIDEO FROM WEBSITE Another benefit of PowerPoint 2010 is that it makes it easier to link to a video from a website for example you can play YouTube videos. All you need to do is copy the Embed Video Code from the website hosting the video and copy the code into your presentation (in the Insert Tab Video button Video from Website option). Page 16 of 22

17 VIDEO FORMAT TAB Resize Video Once you have inserted a video, select the video and resize by dragging the resize handles. Resize handles (drag out or inwards to resize) Note: There is an option on the Playback tab to enable the video to play full screen when in slideshow mode. If you choose this option, please check the video playback quality is acceptable and not too pixelated. Video Colour Colour effects can be added to a video such as sepia or black and white effects. 1. Select the Video you wish to add Colour effect to. 2. From the Format tab, click Color. 3. Select colour required. Page 17 of 22

18 Poster Frames Poster frames will show a snapshot image either from file or a frame from your video as a preview image of the video. To insert a poster frame using an image from the file: 1. Select Video you wish to add Poster Effect to 2. From the Format tab, click Poster Frame 3. Select Image from file option 4. Locate image 5. Click Open button To insert a poster frame using a frame from the video: 1. Select Video you wish to add Poster Effect to 2. Playback the video until you reach the image you wish to use for the poster frame 3. From the Format tab, click Poster Frame 4. Select Current Frame option Video Styles There are a number of quick effects that you can apply to the video border using Video Styles. Video styles are accessed by clicking on the required style for the video. Hover your mouse over the styles to see a live preview. Video in Shapes Select the video and from the Format tab click the Video Shape button to apply a shape to your video. Be aware that some shapes are not the best for viewing a video through. Page 18 of 22

19 VIDEO PLAYBACK TAB Trim Video A Video can be edited from the Playback tab. To trim the video to where you wish the playback to start and finish: 1. Select Video. 2. From the Playback tab, click Trim Video. 3. Drag the green line on the timeline to where you wish the video to start from. 4. Drag the red line on the timeline to where you wish the video to stop. 5. Click the Play button to preview it (check you are happy with your selected timing) 6. Click OK to confirm changes. Fading In and Out From the Playback tab, you can add some fading to the video. In the Fade In and Fade Out options, type the time you would like the fade in to last for or fade out to last for. TURN PRESENTATION INTO A VIDEO You can create a full fidelity video from your presentation that can be distributed on a disc, or via the web. The video will be saved as a Windows Media Video (.wmv format). It will include everything as seen including videos, animation etc. To create a video: From the File tab select the Save & Send option, then click Create a Video and click the Create Video button. Page 19 of 22

20 TABLES Tables can hold information and look effective in a presentation. They can break up long parts of slides and be to the point. Be careful not to make the table look too complex, the audience will spend too long trying to read it and not spend any time listening to the speaker. Remember, at the end of the day the presentation is from you and the slides are there to assist you. INSERTING TABLES To insert a table onto a slide you can use a slide layout and choose the table content or you can Insert Table from the Insert tab. 1. Click new slide, choose the layout with content 2. Click the Table button 3. Choose the amount of rows and columns required (5 columns 2 rows in the example) 4. Click OK button 5. Type in data required Alternatively, 1. From the Insert tab, click Table 2. Click Insert table from the options 3. Choose the amount of rows and columns required 4. Click OK button 5. Type in data required Table button Page 20 of 22

21 CREATING A CHART 1. From the Insert tab, choose Chart from the Illustrations group 2. Select the chart type you desire 3. Click OK 4. Edit out the sample data that appears in an Excel spreadsheet and replace it with your own data. Note: Ensure the blue border on the cells encloses your data accurately. To move this border to fit your data: click and drag on the bottom right corner of the blue border. With some sample data added 5. Close the spreadsheet and this will return to your presentation with new chart. EDITING THE CHART To modify the datasheet (and therefore the chart): 1. Ensure the chart is selected (then the Chart Tools Design tab will appear). 2. From the Design tab, click Edit Data 3. Edit details as necessary 4. Close spreadsheet and return to presentation Page 21 of 22

22 To modify the chart type: 1. Ensure the chart is selected 2. Click the Chart Tools Design Tab 3. Click Change Chart Type Button 4. Choose a chart such as Line chart 5. Click OK - experiment with different chart types until you find the chart you desire SCALING Your chart can be enlarged: 1. Click on a corner of the chart and drag it then drop it Or: 1. Click on the edge of the chart 2. Go to the Format tab and type in the exact Height and Width required in the Size group at the right hand side INSERTING AN EXCEL CHART You can insert charts from an existing Excel chart into PowerPoint by copy and paste. 1. In Excel, open the file containing the chart you wish to insert 2. Click on the chart in the worksheet (above or below the legend is good) see that the entire chart is selected 3. From the Home tab, click Copy 4. Go to your PowerPoint slides 5. From the Home tab, click Paste 6. Rescale chart to suit slide Page 22 of 22