PowerPoint 2016 Part I - Building a Presentation

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1 PowerPoint 2016 Part I - Building a Presentation What is PowerPoint? PowerPoint is presentation software that helps you quickly and efficiently create dynamic, professional-looking presentations through the use of text, drawings, charting, outlining and word processing. A single PowerPoint presentation file may be used to generate a slide show, speaker s notes, an outline, audience handouts, and Web pages, and may contain animations, video clips, graphics, sound and hyperlinks. Open a PowerPoint Presentation When you open PowerPoint, you will see any previously opened PowerPoint presentations on the left side of the screen. On the right you will see various themes and templates to choose from. To open a presentation that is not listed, click on the Open Other Presentations icon on the bottom left of the screen.

2 Create a New Presentation To create a new presentation in PowerPoint, click on the File tab, and then select New, or use the shortcut, Ctrl-N. From the New Presentation dialog box, you can create a blank presentation, select an Installed template or select a template from Microsoft Online. You can even use the search feature to search for a specific theme or template type. When you have found the template or theme that you want to use, double click on the template to open your new presentation, with the selected theme. Page 2 of 31

3 The File Menu The File Menu is where the you would go to create a new presentation, open an existing presentation, Save, or Print a presentation. The File menu will also show file related information such as where the file is located, the size of the file, the number of slides in the file, when the file was created, who created the file, who modified the file last, etc. The Ribbon The ribbon is the strip of icons and buttons located below the Title bar. The ribbon consists of tabs, with each tab containing several commands located in groups. The commands that are visible are all relevant to the tab that is selected. Page 3 of 31

4 Views and Zoom PowerPoint provides multiple views for creating and organizing your presentation. Typically, PowerPoint will default to Normal view. To see what other options are available, click on the View tab on the Ribbon. The views are located in the Presentation Views Group. You may also use the icons at the lower bottom right of the application window. Normal View Normal View is divided into three sections. The main section, which is located in the middle of the screen, will display the current slide as it will appear in your presentation. The other two sections display Thumbnails of your slides, on the right side and the notes, which are located on the bottom of the screen. The thumbnail that is highlighted in red, is the slide that is currently viewed on your screen. To edit a slide, either click on it with your mouse, or navigate to the slide you would like to view or edit by using your arrow keys. These three windows are sizable so if you do not wish to see one of the three views, simply resize the borders for that particular view. Notes can now be accessed through the Normal View or through the View tab, Presentation View Group, Notes Page icon. Page 4 of 31

5 Outline View The Outline view is used to create an outline or story board for your presentation. Outline view is very similar to what you will see in Normal view, except you are seeing the text on the slides on the left hand side versus seeing the actual slide thumbnails. You are easily able to add, edit, or remove text by using the outline on the left side. Depending on what level you are in the outline, will determine what you will be adding. If you are on a new slide name, when you hit enter, you will start another new slide, which you can give a name to. This will be indicated by a a new slide number and a slide icon, highlighted in red. If you wanted to add bullets to the previous slide instead of a new slide, hit your tab key, which will remove the new slide and allow you to enter in text for a bullet. Once you have enter in all of your bullets, to get back a level, to add a new slide, hit Shift-Tab, which will navigate you back one level, and allow you to enter in a new slide and slide title. Shift-Tab Page 5 of 31

6 Slide Sorter View Slide Sorter View shows a thumbnail of each slide. The slide sorter view is best used when rearranging your slides within your presentation or when adding Transitions to individual slides. You are not able to edit slides within slide sorter view, but if you double click on a slide, you will open that slide in Normal view, where you will be able to edit the slide. You can also set timing and transitions for slide shows by using the Animations tab. Page 6 of 31

7 Notes View The Notes View will allow you to view the current slide and the Notes below the slide. You are able to type in notes as you are looking at the current slide. This is a good way to print out your presentation with all of your slides and the associated notes with those slides. Reading View Reading View will preview your presentation from the current slide. Reading View opens your presentation within your current PowerPoint window, it does not full screen the presentation. You are able to Navigate to the next or previous slide by clicking your mouse, using your arrow keys, or using the navigation arrows on the bottom of the window. To exit Reading view, either click on one of the other views on the bottom right of the window, or hit the Esc key. Page 7 of 31

8 Slide Show View Slide Show View is used to open your presentation on the current slide, in full screen mode. Slide Show view will display all of your graphics, timings, movies, etc. This is only located on the bottom status bar, but it can be helpful when creating your slides to view them as a standalone slide from time to time. Slide Size and Orientation The default sizing for PowerPoint is set up for Widescreen (16:9). To change the size, go to the Design Tab, Slide Size icon. The only other preset size is Standard (4:3). To set up a custom size, select the Custom Size option. On the Slide Size window, there are some more Size options under the Slides sized for dropdown, or you can enter in a specific size in the Width and the Height text boxes. The default orientation for a blank PowerPoint presentation is landscape. If you plan on using a portrait orientation, you should set the format prior to creating your slides. This option is also located on the Slide Size window. Select the proper orientation and choose the size you want. Hit OK when you have made your changes. Page 8 of 31

9 PowerPoint Themes PowerPoint Themes are built in color themes that include multiple slide layouts with coordinating colors, backgrounds, fonts and effects. To apply a theme to your presentation, navigate to the Design Tab. Here Microsoft has provided multiple themes that can be applied to your presentation. You can easily see a live preview of the theme by moving your mouse over any of the themes in the ribbon. Next to the themes are variants for each theme. There is an option for color variations, font variations, effect variations, and background style variations. Each option will have a fly out menu that will allow you to change the look of each piece of your slide. By default, the theme will be applied to all of your slides, but you are able to apply a theme to a single slide, or a portion of slides, but first selecting the slides(this works best in Normal View or Slide Sorter View) After you have selected your Page 9 of 31

10 slides, right click on the theme you want, and select Apply to Selected Slides. Customizing your background Customize your own Background by choosing Format Background icon from the Design tab. From the Format Background fly out, you are able to change the type of fill that is associated with your slide. Based on the option you select, you will have different options on the bottom of the fly out. If you select Picture or Texture fill and insert an image, you will see an option to import a picture from a file, clipboard, or from online. When you have inserted your picture, you may need to change the Transparency of the picture on the bottom of the Format Background dialog box in order for your text to show on your slide. You may also want to check the Hide background graphics checkbox if the graphics interfere with your image. When you have made your changes, you will see the changes are only taking effect on the current slide. If you have the changes to be made to all slides, click the Apply to All button. Page 10 of 31

11 Inserting a New Slide To add a new slide, choose the New Slide Icon in the Home Tab. There are several default slide types that are built into PowerPoint. The slides that are available are templates for setting up the slides of your presentation. Any of the sildes that are in your presentation can be changed by adjusting sizing or text boxes, content areas, pictures, etc. These content areas can also be added or remove on any slide. Tip: Ctrl-M is the shortcut to insert a new slide. When using the Ctrl-M shortcut, PowerPoint will insert the same type of slide that you currently have selected and it will be placed below the slide you are currently on. Page 11 of 31

12 If you choose a slide type and want to change it, right click on the slide that you want to change in the slides panel on the left hand side of the Normal View window. Right click on the slide, navigate to Layout and choose the new slide layout for your slide. Tip: You can also change the layout of the slide from the Home tab, Layout icon. Note: You can add bullets, charts, clipart and other objects to any slide regardless of the Slide Layout type chosen. Slide Layout simply provides a placeholder and quick access to clipart, charts, etc. Page 12 of 31

13 Slide Masters Slide Masters will allow you to change the background, font color, font style, bullet type and other formatting features of a slide within a template or presentation. The Slide Master comes in handy if you have a specific font, color, etc. that your department/group wants to use on your presentation. To modify the slide master, choose the View tab, Slide Master from the Presentations View Group. There is a master slide for presentation slides, handouts and notes. There will be a Slide Master for every theme that is in your presentation, and a slide for every layout associated to those themes. Use the master slide (the top slide) to modify or add objects that you want to appear on each slide in your custom designed presentation. To make an adjustment to a specific layout, find that particular layout and make the necessary changes. Tip: If you type in specific text, that text will appear on every slide that fits into that layout. Page 13 of 31

14 To change a font color, or font style of the Slide Master, or the specific Slide Layout. 1. Select the Slide Master, or specific slide layout on the left side of the screen 2. Select the text within the slide that you would like to change. 3. Navigate to the home tab and change the text to the desired font, color, etc. When you are done with your changes, 4. Click on the Slide Master Tab 5. Click on the Close Master View icon Page 14 of 31

15 Adding Text You are able to add in textboxes to any slide layout type. To add a Text Box to a slide, go to the Insert tab and select the Text Box icon. Now, move your mouse to the location on the slide where you want to insert the Text Box. Click hold and drag to insert a new Text Box. The Text Box will have place holders on the corners and in the middle of each side so you are able to resize the Text Box if the sizing isn t correct. Moving & Sizing Objects To size any object on a slide, click on the object to select it. Place your mouse on one of the placeholders until you see a double-headed arrow. Drag the outline to the desired size. To move an object, click on it to select it. Position the mouse pointer until it appears as an icon with arrows going in 4 directions. Click, hold and drag the object to the desired location. Selecting Text and Objects within your slide Select a word: Position cursor in word and double click Select a portion of text: Hold left mouse button down and drag over text Select all text in a textbox or placeholder: Click once on the object to select it. Click on the border, the border will change to a solid line. Any changes you make to text color, style, etc. will change all text within the object. Select all objects on a slide: Press Ctrl-A (or in outline view, click on the slide icon on the right side of the page) Selecting several adjacent objects: Holding the left mouse button down, draw a rectangle around the objects to be selected To select an object that is close to another: Select one object and press the tab key to select the next object on the slide Selecting multiple, non-adjacent objects: Hold down the Shift key as you click on various objects. Page 15 of 31

16 Formatting Text Many of the common formatting features are located in the Font Group of the Home tab. The tools in the Font Group are a toggle on/off type feature. Formatting can be applied to text or objects at any time. If you are looking for more options while editing text, click on the dialog box launcher to see more options. When you have text selected, the Mini-Toolbar will display to assist with formatting. This will provide you with some of the most common text formatting options. Line Spacing To quickly change the amount of space between lines or paragraphs choose the Line Spacing icon located on the Home tab, Paragraph Group. If you don t see an option for the type of spacing that you would like, select the Line Spacing Options option to adjust your spacing to how you would like it to appear. Page 16 of 31

17 Bullets Bullets may be turned on or off by clicking the Bullet button in the Paragraph Group on the Home tab. If the Bullet button is depressed, each time you press the Enter key your cursor will go to a blank, bulleted line. To move to the next line without creating a bullet, press Shift-Enter. (You can also backspace over a bullet to remove it and turn the bullets feature off.) There are several options bullet styles by clicking on the dropdown next to the bullets. If you want to see more options, select the Bullets and Numbering option on the bottom. Adding Pictures to a Presentation There are a couple ways to insert pictures into a presentation. You can either add a slide that will allow you to choose what you want in a predetermined area, or you can add them via the insert tab. Insert Slide with Text and Graphics Choose New Slide from the Slides Group, Home tab, and select the layout for Title and Content. Click on the pictures icon in the Content area of the new slide to add a graphic. When you select the picture icon, PowerPoint will open a new window in your Pictures folder on your computer. Navigate to the folder containing the picture you want to use and either double click on it, or click on the Insert button. Page 17 of 31

18 Sometimes you will have to resize the images by selecting the image, then clicking, holding and dragging on the placeholders around the image to resize. To move the picture to a new location, click on the image to select it (anyplace on the image other than the placeholders), and then click, hold, and drag the image to a new location. Insert Pictures from Insert Tab You can also insert a picture from the Insert Tab, Pictures icon if you don t have a slide layout that allows for content. You are still able to resize and move your picture. Insert Illustrations All illustrations, Shapes, Charts, SmartArt, are located on the Insert tab, in the Illustrations Group. Insert Shapes Select the Insert Shapes drop down arrow to add shapes to your presentation. Each shape has properties and can be resized, moved, have a color applied, and adjust line width. Any shape that is inserted can have text typed in/on it. By default, your text will appear in the center of the shape, so there are times when the text isn t in the correct spot. If that is the case, you may be better off adding in a text box exactly where you want your text to be. The shape properties will be displayed when the object is selected. A new context sensitive tab will appear for Drawing Tools, Format. Page 18 of 31

19 From this tab, you can change the fill color, outline, shape effects, text, etc. If you do have a theme selected, the default colors that are available are colors that are associated with the current theme. If you do change themes, the colors will change to a new color associated with the new theme. Lining up Objects When you are adding objects, you typically want them to line up to other objects. PowerPoint has a build in feature that is on by default called Smart Guides. To use smart guides, as you are dragging an object on your slide, as it gets to a location where it lines up with an edge or the middle of another object, the smart guides will appear. The Smart Guides are red dashed lines. You can also add Gridlines to your slide to help when lining up objects. To add gridlines, right click on the slide, select Grid and Guides, then select Gridlines. Gridlines will add a line every 1 on the slide. Guides will add lines going through the middle of the slide. Smart Art The Smart Art icon can be used to add diagrams to your presentation. There are several diagrams to choose from and each can contain text and have formatting attributes modified. Page 19 of 31

20 Tip: As you resize a diagram, all text inside the text area of the diagram will resize automatically to accommodate the new size. Double click on the icon of the diagram that you want inserted. To add text to the SmartArt object, Click on the text area of the object. On the left side of the smart art diagram, you will see a box with an arrow. If you click this arrow, a new window will open up that will allow you to enter in text by clicking on the [Text] areas. You are also able to add in more objects by clicking enter after the last bullet, or remove more bullets by deleting a bulleted item. When you add or remove bullets, you will also add or remove graphics on your diagram. Typing on the SmartArt Object Typing in the Text window Page 20 of 31

21 SmartArt Tools Anytime you have a SmartArt object selected, you will see the SmartArt Tools Tab. From the Design tab, you are able to change the layout of the SmartArt, change colors using the Change Colors icon (you are able to live preview each color change before selecting it), or change the style of your SmartArt tool. On the far right side of the Design Tab, you will see two Icons; Reset Graphic, and Convert. Reset Graphic will reset your graphic to its original state. Convert will allow you to convert your SmartArt into Text, or into Shapes. If you no longer need to make any changes to your SmartArt, you may consider converting it into a Shape. When SmartArt has been converted into a Shape, you are able to move, edit, or delete each piece independently of the other pieces of the Shape. If you do this, you will lose the SmartArt features. Page 21 of 31

22 Animating Objects In PowerPoint, you can animate any object on a slide and/or the slide itself. Select the object to be animated and switch to the Animation tab in the Ribbon. Tip: Depending on your presentation audience, you may or may not want/need animation. If you click on the dropdown button to the right of the animations, you will see several options for the type of animations; Entrance, Emphasis, Exit, and Motion Paths. Page 22 of 31

23 To add an animation to an object, select the object within your presentation, then click on the animation you would like to use on the object. You may also add an animation by selecting the object, then Clicking on the Add Animation icon, which will allow you to choose from all of the Animations options. Page 23 of 31

24 When an animation is selected, you will see a preview of the animation on the slide. You may have multiple animations on a single object. To add a second animation to the same object, you must use the Add Animation icon. This will add a second, third, etc animation to an object. If you do add multiple animations to an object, you will see a number sequence to the left of the object. Effect Options Effect options allow you to change how the animation affects the object you are animating. Depending on the animation that you selected, you will have different options. If the animation is an animation that flies in from off the slide, you will have the option to choose the location that the animation starts from. If you are using SmartArt, you may want to consider how that object animates. While you have the object selected, click on the Effect Options dropdown. By default, a SmartArt object acts as a single object. To change this and have each piece function independently, select One by One. You are now able animate each piece of the SmartArt separately. Page 24 of 31

25 Animation Pane Once you have added animations, you can display the Animation Pane to allow for more options on when your animations start and how long they take. To view the animation pane, click on the Animation Pane icon in the Animations tab. The Animation Pane will appear on the right side of the window. For every animation added to a slide, a reference to it will be displayed in the Animation pane. Each animation will be numbered and appear on the slide during the slide show in its numeric sequence on the slide. To rearrange the sequence, just click hold and drag the animation you want to move. Effect Timing By default, every animation needs a click (mouse or key on a keyboard) in order to start. If you would like to change that, click on the dropdown next to the Animation where you are able to select Start With Previous or Start After Previous. Tip: If you would like your first animation to start as soon as the current slide populates, click on the dropdown next to the first animation, and select Start With Previous. If you would like to change the delay to a start of an animation, the duration of the animation, or if you would like the animation to repeat, click on the dropdown to the right of the animation and select Timing. Page 25 of 31

26 You are also able to use the Animation Pane to adjust timing. The nice thing about using the Animation Pane, is that you are able to see when the timing will take effect by the colored graphics and the timeline look of the Animation Pane. If you are going to adjust the timings of your animations on the Animation Pane, you may need to make the Animation Pane larger. To do this, move your mouse between the Animation Pane and the current slide area. When your mouse changes into a horizontal, 2 sided arrow, click hold and drag your mouse to the left. As you drag your Animation Pane, you will be able to see the times for each animation graphically. To adjust the length of an animation, move to the right side of the graphic to click, hold, and drag the animation to the right. You are also able to double click on an animation to get more options for changing the animation effects. Effect Options If you would like to change the way your animation appears on your slide, or if you would like to add a sound to your animation, you would use the Effect Options option. To change the direction of an animation, or to add sound to an animation, click on the dropdown next to the animation and select Effect Options. Page 26 of 31

27 Adding Animation to a Bulleted List Click within the bulleted list, and then click on the place holder to select the entire textbox. To ensure the entire textbox is selected, the line around the placeholder will be a solid line, not dashed. When the effect is added to an entire bulleted list, every line will appear in succession, one after the other using the same animation. In the Animation Pane, you will see a dropdown under the entire list. If you expand this dropdown, you will be able to edit each line, but not change the animation type. To have each line appear separately, you will have to highlight the bulleted lines one at a time, and then select the animation that you want to add. Text and SmartArt Animation When animation is added to a textbox or SmartArt, the default is for those objects to come in as one object. If you would like your text or SmartArt to come in by paragraph, or by each piece of the SmartArt object, click on the dropdown next to the textbox or SmartArt animation and select Effect Options. On the Animation window, click on the last tab, Text Animation or SmartArt Animation. Click on the Group dropdown to change the way the animation effects the text or SmartArt. Page 27 of 31

28 Remove Animations Remove an Animation by displaying the Animation Pane, and selecting Remove from the dropdown menu. You may also remove an animation by selecting the object that is animated, and then selecting None from the Animations Tab Reordering Slides To change the order of your slides, navigate to Slide Sorter from the View tab. Note, you can also select the Slide Sorter view from the View button in the lower right corner of the screen. Select the slide(s), click and hold the mouse button down as you drag the slide to a new position. Deleting Slides To delete a slide, from Slide Sorter View, click on the slide and press the Delete key on the keyboard. Inserting Slides from Files PowerPoint has a feature that lets you insert slides from other presentations. From a new or existing presentation, select the New Slide drop down arrow from the Slides Group of the Home tab and select Reuse slides. Point to the file in which the slides will be chosen from. The slides will display on the right side of the screen. Click on the slide icon to insert it in the active presentation. Tip: A good use for this feature would be for your Contact slide. There s no need to re-type your contact information every time you create a new presentation just use an existing contact slide. Page 28 of 31

29 Header & Footer The header and footer tool can also be used to insert the date, time, slide number, and other header and footer information to your presentation. Choose the Header and Footer tool from the Text Group on the Insert tab. The Header and Footer window will open with options for the Date and time, as well as options for slide numbers and specific text in a Footer location. When you click on a checkbox next to Date and time, Slider number or Footer, the location where these will be placed will darken in the Preview section. Click Apply to apply the changes to the current slide you re working on or click Apply to All to apply the changes to all of the slides in the presentation. Page 29 of 31

30 Insert Date & Time or Slide Number into a textbox If you want to insert the date and time or a slide number into a textbox and not in the footer, you would want to make sure you have a textbox on the slide that you want to insert into. Double click on the textbox so the cursor is active (blinking). Navigate to the Insert Tab and click on the Date & Time or slide number icon. This will insert the information in the current location within your textbox. If you don t have a textbox on your slide selected, you will be taken to the Header & Footer window. Presenting your Presentation To present your presentation from the first slide, hit F5. Slide Navigation To navigate through slides, you can Use the arrow keys Click on a slide thumbnail with your mouse Use the Page Up or Page Down keys. This will navigate one slide up or down. Use the Home or End Key. This will navigate to the first or last slide in your presentation. Presenter View Presenter View was new is PowerPoint Presenter View will allow you to see your current slide, which your audience will see Presenter View will also allow you to see the notes for the current slide, the Next Slide that is coming up, allow you to zoom into an area on the slide, blank out the audience screen, or use a build in highlighter or laser pointer. To get to Presenter View, you must be in Slide Show view. You are able to right click anywhere within the presentation and select Show Presenter View. Page 30 of 31

31 Another way to get into Presenter view, when you are in your slideshow, is to navigate to the lower left side of the screen. When you do this, you will see faint icons that appear. The furthers right icon is three dots. Click on this icon and then select Show Presenter View. Presenter View Page 31 of 31

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