Creating a presentation in PowerPoint

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1 Creating a presentation in PowerPoint Creating a presentation in PowerPoint This document covers the basics of using PowerPoint to create a presentation. More detailed training material for using more features in PowerPoint can be found on https://staff.brighton.ac.uk/is/training/pages/powerpoint/powerpoint.aspx or on the Microsoft Office website: https://support.office.com/en-gb/article/office-training-and-tutorials-b8f02f81-ec a39b-4c48e6bc4bfb?ui=en-us&rs=en-gb&ad=gb Steps for creating a presentation 1 Plan the structure of your presentation. 2 Create the presentation slides using PowerPoint. 3 Practise your presentation. 4 Print handouts. Planning your presentation This is the most important part of the process. When planning your presentation, consider the following: What is the aim of your presentation? Do you want the audience to do something? Do you want to share information? What are the key points you need to address? Try not to have too many key points (3-5 is a good number for a short presentation). What is the logical order for presenting these key points? Who is your audience? What existing knowledge and experience will they bring to the room? What language should you use? What colour scheme will be suitable? What equipment will be available in the room where you will be presenting? Is PowerPoint the best tool to use? Which version of PowerPoint, if any, is available? For more information about planning your presentations, search for presentation on the Academic Study Kit website: Printed Wednesday, 05 August 2015 Page 1

2 Steps for creating a basic presentation in PowerPoint Create a title slide Add slides Add pictures for interest Set up animation to build slides for emphasis Save the presentation Run the slide show. Create a title slide The title slide introduces the topic of your presentation. It will usually be visible on the screen whilst people settle themselves in the room and you are waiting to start. Title slides usually show the title of the presentation, your name and the date. 1 Open PowerPoint on your computer (click on the icon on the desktop or on a university computer double-click to open the Applications folder and then double click on PowerPoint 2013) 2 Click to choose one of the themes shown or click on Blank Presentation. 3 The first slide will be a title slide. 4 Click where it says Click to add title and type the title of your presentation. 5 Click where it says Click to add subtitle and type your name and the date of the presentation. Add slides To add a new slide to your presentation: 1 On the Home tab, click on New Slide. 2 Choose the layout you want for the new slide

3 Creating a presentation in PowerPoint Slide layouts These are the most commonly used slide layouts. You can experiment with the others. Used for the first slide of your presentation. Used where you want a slide with a title and bullet points of text or an image. Used where you want a slide with a title, bullet points of text on one side and an image on the other side. Creating a slide with a title and bullet points of text This type of slide is very popular. Remember that your bullet points should be short: Stick to the headlines Do not run over 1 line per bullet Avoid long sentences If you have too many bullets to fit on the page, check that you are not trying to say too much. Bullets should be the headlines, not the detail. You as a presenter will flesh out the content by speaking. You can give detail in a separate handout, if necessary. 1 Add a Title and Content or Two Content slide to your presentation (see above). 2 Click where it says Click to add title and type the title (key message) of the slide. 3 Click where it says Click to add text. 4 Type the text for your first bullet point and press Enter. 5 Type the text for your second bullet point and press Enter, and so on. Printed Wednesday, 05 August 2015 Page 3

4 To indent some bullet points to make them sub-points (as shown above): 6 Type all your bullet points as if they were all the same level (as above). 7 Use your mouse to select the bullets you want to indent. 8 On the Home tab, click on the icon. Using images Images add interest to your presentation. You must consider copyright when using images. If in doubt, only use clip art images or images that you have taken yourself. When choosing an image, consider your topic and your audience. Cartoon clip art may be inappropriate in some circumstances. To add an online pictures PowerPoint gives you access to Microsoft s database of open-source (copyright-free) images via the internet. To add one of these images to a slide: 1 On the slide you are updating, click on the icon (if available). If this is not available, click on the Insert tab and click on the Online Pictures icon. 2 The Insert Pictures window will appear. 3 Type a search word in the Search for box and press Enter. 4 The pictures open source images matching your search will be displayed. 5 Double-click on a picture once to add it to your slide (you may need to wait a couple of seconds before it appears). To add an image from your files 1 On the slide you are updating, click on the icon (if available). If this is not available, click on the Insert tab and click on the Pictures icon. 2 Windows Explorer will appear. 3 Locate the picture file you want, click to select it and then click Insert.

5 Creating a presentation in PowerPoint To move a picture 1 Click on the picture so that it is surrounded by a border, as shown on the right. 2 Move your mouse pointer to the centre of the picture. 3 Hold down your left mouse button and keep it held down whilst you move your mouse to move the picture to the desired location on the slide. 4 Release your mouse. To resize a picture 1 Click on the picture so that it is surrounded by a border, as shown above. 2 Move your mouse pointer to one of the corners of the border. Your mouse pointer will change to be a double-headed arrow as shown on the right. 3 Hold down your left mouse button and keep it held down whilst you drag the border to make it bigger or smaller. 4 Release your mouse. Animation Animation is used to add movement to your slides. It is mostly used: To control the timing of when bullet points of text appear on the screen. This build technique allows you to talk about each point without the audience being distracted trying to read the entire slide behind you. To make pictures appear/disappear from the slide. Use animation sparingly. It can distract your audience and, where overused, make them lose interest in your presentation. To animate bullet points of text Only use this where you have something to say about each bullet point individually and want to focus your audience s attention on that point. Do not use it where you need the full list of bullet points on screen before you start to talk about them. 1 Click anywhere in the text on the first bullet point. 2 Click on the Animations tab. 3 Click on Add Animation. 4 Click to choose which type of Entrance animation you want. Printed Wednesday, 05 August 2015 Page 5

6 5 A quick demo of the animation is shown and then numbers appear next to each bullet point. 6 To see the full effect of the animation, click on the Slide Show icon at the bottom right of the PowerPoint window. Your slide will appear with just the title showing. Click your left button once and the first bullet point will appear. Click again and the second will appear and so on. 7 Right-click and choose End Show to exit slide-show mode. To animate sub-bullets individually 1 Animate the bullets as shown above. 2 Click anywhere in the text on the first bullet point. 3 On the Animations tab, click on the below Effect Options. 4 Click on the Text Animation tab and choose By 2nd Level Paragraphs in the Group Text drop-down box. 5 Click OK. To animate an image Use this to make an image appear or disappear from a slide when you click your mouse 6 Click on the image so that it is surrounded by a border. 7 Click on the Animations tab. 8 Click on Add Animation. 9 Click to choose which type of animation you want: o o o Entrance animations will make the image appear when you click. Emphasis animations will make the image change in some way when you click. Exit animations will make the image disappear when you click. 10 A quick demo of the animation is shown and then numbers appear next to the image. 11 To see the full effect of the animation, click on the Slide Show icon at the bottom right of the PowerPoint window. Your slide will appear with just the title showing. Click your left button once and the image will appear. 12 Right-click and choose End Show to exit slide-show mode.

7 Apply a theme to your presentation Creating a presentation in PowerPoint Themes are pre-formatted colour schemes to make your presentations look more professional. You can choose a theme when you start to create a new presentation in PowerPoint, or you can apply one to an existing PowerPoint. When choosing a theme, keep your audience in mind and also think about printing. Bright colours will be good for a light-hearted presentation. Too many colours may make it difficult for some people to read your slides. A black background will take up a lot of ink and may not show up too well. 1. Click on the Design tab and click on the to see the themes available. 2. Simply click on the one you like to change the theme of your presentation. Check your spelling Very important before presenting to a group! 1 Click on the Review tab. 2 Click on the Spelling icon. 3 Follow the instructions in the pop-up window to correct or ignore spelling and grammar problems identified by PowerPoint. Printed Wednesday, 05 August 2015 Page 7

8 Saving your presentation So that you can use your PowerPoint slides in your presentation, you will normally save it to a memory stick (also called a USB stick) so that you can access the PowerPoint file on the computer that is being used in the presentation. Memory sticks can be bought at the Computer Store or at Library Help Desks. To save your PowerPoint file to a memory stick: 1 Insert your USB stick into the appropriate slot on the computer. 2 Click on the File tab and click on Save As. 3 Double click on Computer. 4 Click on Computer on the left of the window. 5 Double click on the icon representing your USB stick or device in the window on the right and click on Save. Remember, DO NOT save files on the Desktop or on drive C: or D: of university computers, even if they are listed. Files saved there will be deleted as soon as you log off the computer in the pool room. If you are saving to a USB data stick, you must click the Safely Remove Hardware icon before you unplug the stick, otherwise you may lose files. You ll find this on the task bar at the bottom right hand side of the screen. Practise running your slide show This allows you to check the order of your slides, practise what you re going to say, check that your animation works and to check your timings. 1 On the Slide Show tab, click on the From Beginning icon. 2 The first slide of your presentation will fill the screen. This is how it will show on the big screen when you are presenting. 3 To navigate through your slides, either click the left mouse button once or press the rightarrow on your keyboard. 4 For slides with animation, to step through the animation, either click the left mouse button once or press the right-arrow on your keyboard. 5 To go back a slide, press the left-arrow on your keyboard. 6 To exit the slide show before the end of the presentation, right-click on your mouse and choose End Show or press the Esc key on the keyboard.

9 Creating a presentation in PowerPoint Print handouts It is a good idea to have handouts. They allow your audience to concentrate on what you are saying rather than trying to copy down all that you have on screen. They give your audience something to take notes on. They are also invaluable if you cannot get your PowerPoint up on screen if there are technical difficulties you simply give your presentation referring to your handouts. When printing handouts, print 2-3 slides per page to save paper. Make sure you can still read the text on the slides though. 1 Click on the File tab and click on Print. 2 Specify how many copies you want to print Choose which printer you require in the Printer drop-down. If you are using an open access computer and you want to print in colour, make sure you select one of the colour printers. See 3 4 To only print certain slides, type the slide numbers in the Slides box (e.g. 2-3) 4 5 Click on to choose to print 2 or 3 slides per page. 6 Choose Grayscale to print in black and white (cheaper). 5 7 Check the print preview shown on the screen. 8 Click on the Print icon to print. Note that to print in the pool rooms you will need: 6 To first credit your print account either online or at a printer credit station. After clicking on the Print icon your print job will not print until you release it. To print your document, log onto a Print Release Station with your username and password. Print release stations look just like computers, but have a sign next to them saying Print Release Station. Find your print in the list and follow the instructions on screen to send it to the printer. Printed Wednesday, 05 August 2015 Page 9

10 On the big day 1 Arrive early to set up! 2 Turn on the computer, monitor and smart board/projector (hopefully this will have been done for you). 3 Log onto the computer if necessary. 4 Insert your memory/usb stick into the correct slot on the computer. 5 Open PowerPoint. 6 Click on the File tab and click on Open on the lefthand menu. 7 Double click on Computer. 8 Click on Computer on the left of the window. 9 Double click on the icon representing your USB stick or device in the window on the right. 10 Double click on your presentation to open it. 11 On the Slide Show tab, click on the From Beginning icon. 12 Your title slide should appear on the screen. 13 Give everyone a hand out if you have them. 14 Use the right arrow key or left mouse button to step through your presentation. 15 Remember that you can pick up your mouse and click with it in your hands. It does not need to be on the desk. 16 Look at your audience; do not face the screen when talking. 17 Breathe!

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