MS PowerPoint an overview

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1 MS PowerPoint an overview Microsoft PowerPoint is a presentation program, i.e. a software package used to display information as a slide show. This short course is an introduction to Microsoft PowerPoint 2010 for Windows. The emphasis is on creating a slide show that is based on a template. These notes are divided into several sections: Contents Getting started... 2 To begin... 2 Adding another slide... 2 Creating a bulleted list... 2 Bullet points... 3 Changing the layout... 3 Saving your work... 4 Moving between and re-arranging slides... 4 Editing text on a slide... 5 Deleting things... 5 Using the Outline... 5 Spellchecking... 6 Running a slide show... 6 Adding some pizzazz... 7 Choosing a theme... 7 Changing a theme... 7 Changing the slide background... 8 Changing the slide master... 8 Animation effects... 9 Slide Transition... 9 Animating text and objects... 9 Inserting pictures Other features Working with shapes Basic shapes Using SmartArt Manipulating objects Speaker notes Handouts Importing text created in other applications Importing slides from other PowerPoint files Waikato Management School - Information Technology Team

2 Getting started To begin 1. Open PowerPoint. In the Waikato Management School computer labs; Click on the icon on the taskbar near the bottom of the screen. Alternatively navigate from the Start button, move to the Microsoft Office folder and then select Microsoft PowerPoint A PowerPoint screen appears. 3. Every new PowerPoint presentation starts with a Title Slide. To enter the contents on the slide, simply follow the instructions on the screen. Enter a title and some text in the appropriate places. Adding another slide 1. Go to the Home tab and within the Slides group click on New Slide icon. 2. A Title and Content, the most common slide layout, automatically appears. Another way of inserting a new slide is in the Slides tab found near the left of the screen. Simply right-click the slide after which you want a new slide inserted and select New Slide New slides are always inserted after the currently selected slide. By default, the new slide's layout and theme will be the same as the preceding slide except after a Title slide. Hint: There are two ways to use the New Slide button: If you click the top part of the button, where the slide icon is, a new slide is immediately added beneath the slide that is selected on the Slides tab. If you click the bottom part of the button, you get a gallery of layouts for the slide. You choose a layout, and the slide is inserted with that layout. Creating a bulleted list 1. The default formatting for text is a bulleted list. 2. To complete the new slide: Click in the Title box and type in (for example): Click in the next text box. Type in: Product Press the Enter key. The 5 P s of Marketing 2 Microsoft PowerPoint 2010

3 Type in: Price Press the Enter key. Type in: Promotion Press the Enter key. Type in: People Press the Enter key. To create a second level bullet point, press the Tab key. Type in: Customers Press the Enter key. Type in: Staff Press the Enter key. To get back to the first bullet point level, hold down the Shift key and press the Tab key. Type in: Place 3. The slide is completed. Notice the text you type in also shows up in the small slides that appear on the left hand side of the screen in the Slides tab. Bullet points To turn a bullet point off, (or back on) select the text and click the Bullet icon Paragraph group within the Home tab. in the You can add more than one paragraph of text per bullet point. If you want two paragraphs of text following one bullet, press Shift + Enter at the end of the first line to start a new line without a bullet. Use commands in the Paragraph group to change paragraph formatting, such as list formatting, text indentation, and line spacing. To choose a different bullet: 1. Make sure you are in a bulleted slide. 2. Click the arrow next to the next to the Bullet icon. 3. Choose from the options shown or choose Bullets and Numbering at the bottom of the list. If you chose Bullets and Numbering a Bullets and Numbering dialog box appears. Ensure the Bulleted tab is selected and choose from the options. 4. Click on OK Changing the layout 1. A slide layout arranges your slide content. For example, you may want both a list and a picture on the slide, or a picture and a caption. Layouts contain different types of placeholders and placeholder arrangements to support whatever your content is. 2. Create another slide using one of the methods described above. 3. To change the layout, go to the Home tab and within the Slides group click on the Layout command. Alternatively, in the Slides tab (on the left Creating a slide show 3

4 hand side of the screen), right-click the new slide and choose Layout and the desired layout. 4. The new slide appears. Complete the placeholders to enter content. 5. Experiment create four to five different slides. Saving your work You should now have created at least three different types of slides. To save the file, complete the following steps. 1. From the File tab select Save As 2. A Save As dialog box appears. 3. Navigate to the desired save location; for example, in the labs, your H drive. 4. In the File name: text box, type a file name. 5. Click on Save 6. Your presentation is saved. 7. To save your presentation from now on: From the File tab choose Save or From the Quick Access toolbar, click on the Save icon or Press Ctrl+S on the keyboard. Moving between and re-arranging slides 1. To move between the slides (in Normal view) click on the next slide or previous slide buttons at the bottom right hand corner of the screen. Alternatively, click on the slides in the Slides tab on the left. 2. To see all the slides at once, you can use the Slide Sorter. To get to the Slide Sorter, go to the View tab, then from the Presentation Views group, and click on the Slide Sorter command. Alternatively, in the lower right corner of the window, click the Slide Sorter icon. 3. You can use the Slide Sorter to rearrange slides. Dragging and dropping selected slides is an easy way to move slides anywhere in your presentation. Click on to slide 3. Hold down the left mouse button. Drag to between Slides 1 and 2 and release the mouse button. Drag the slide back to its original position. 4 Microsoft PowerPoint 2010

5 4. You can also cut, copy and paste slides in the Slide Sorter. This works well when you have a lot of slides in a presentation. 5. To get back to the Normal view, go to the View tab, then the Presentation Views group, and click on the Normal command. Alternatively, in the lower right corner of the window, click the Normal icon slide. Editing text on a slide or double-click on a particular 1. To edit text in the Normal view, simply click into the text and make the necessary changes. 2. To change the appearance of text: Deleting things Select (ie highlight) the text you want to change. Go to the Home tab and within the Font group choose from the available options. 1. To delete text while in Normal view, simply select the text and press the Delete key. 2. To delete an entire slide or slides (in Normal view): Select the slide(s) in the Slides tab Delete Slide The slide(s) is(are) removed. (This action is reversible by choosing Undo toolbar.) on the left, right-click and choose from the Quick Access 3. When you have a lot of slides to delete, it is often easier to use the Slide Sorter. Using the Outline Go to the Slide Sorter view. Click on the first slide you want to delete. Hold down the Ctrl key and click on the other slides you wish to remove. Right-click and choose Delete Slide The slides are removed. To get back to the Normal view from the Slide Sorter view, double-click on a slide. You may prefer to use the outline tab on the left of the screen when creating and editing your presentation. It can be a useful way of organising your thoughts as you develop the content. Creating a slide show 5

6 To see the Outline, click on the Outline tab near the top left hand corner of the screen. The following keyboard shortcuts can be used to enter and organise text when in the outline section of the screen. Enter to add a new slide, slide title or new bullet point depending where you are Tab To demote (indent) a paragraph one level to the right Shift + Tab To promote (un-indent) a paragraph one level to the left Shift + Enter To add a new line within the current paragraph without adding a new bullet or slide title You can cut and paste text, or use the drag and drop method to move text or slides. Experiment! Spellchecking 1. Go to the Review tab, then the Proofing group, and click on the Spelling and Grammar command. Follow the instructions on the screen. 2. To set the spelling settings, go to the File tab, choose Options, and click on the Proofing link. Select from the various alternatives and click on OK Hint: Right-clicking on red underlined words in your slides brings up a list of potential corrections. Running a slide show 1. To see the slide show, go to the Slide Show tab, and choose either the From Beginning or From Current Slide command. The keyboard shortcuts are F5 or Shift+F5 respectively. Alternatively, click on the Slide Show icon on the bottom right of the window. When you do this, the show begins on the slide that is currently selected on the Slides tab. 2. The first slide appears. 3. Press the Enter key (or the left mouse button or the right arrow key) to move to the next slide). Hints: 1. One way to navigate from slide to slide when in the slide show is to use the Slide Show toolbar, at the bottom-left of the screen. Move your cursor to the bottom left of the screen to see the options. 2. To get out of Slide Show view at any point, press the Esc key. This returns you to the view you left, which is typically the Normal view. 6 Microsoft PowerPoint 2010

7 Adding some pizzazz Choosing a theme A theme supplies the look and feel of the presentation design and gives your presentation a consistent appearance. Themes include preset fonts, colour combinations, formatting effects, and backgrounds. To choose a theme for your presentation: 1. Go to the Design tab, then the Themes group. 2. Rest the pointer over a theme thumbnail the temporary preview appears on the slide. 3. Select the desired theme by clicking on it the theme is applied to all your slides. You can also apply the theme only to the slides you have selected simply rightclick on the theme. 4. Experiment! Changing a theme Customising a theme allows you to change fonts, backgrounds, formatting effects, and colours. When you change a theme, the changes are implemented on all slides in the presentation. Changing the colour scheme Every design theme is associated with a colour scheme. You can apply a new colour scheme. 1. Go to the Design tab, then the Themes group and select a theme. 2. To change the colour scheme for the theme, in the Themes group, click the Colors command 3. The scheme will be applied to all the slides. Changing the font set To change the font set for the theme: and select a colour combination. 1. Go to the Design tab, then the Themes group and select a theme. 2. From the Themes group, click the Fonts command and select a font combination. 3. The font set will be applied to all the slides. Changing the formatting effects Creating a slide show 7

8 Theme effects are sets of lines and fill effects. You can specify how effects are applied to your charts, SmartArt graphics, shapes, pictures, tables, WordArt, and text. To change the effects for the theme 1. Go to the Design tab, then the Themes group and select a theme. 2. From the Themes group, click the Effects icon and select an effects set. 3. The effects set will be applied to all the slides. Changing the slide background To change background for the theme: 1. Go to the Design tab, then the Themes group and select a theme. 2. From the Themes group, click the Background Styles command and select a background. 3. The background is applied to all the slides. To change the background of a particular slide: 1. From the Background Styles command choose Format Background 2. A Format Background dialog box appears. 3. Choose from the options available and click on Close 4. The background is applied only to the current slide. If you click on Apply To All the background is applied to all slides in the presentation. Hint: You can also choose to omit any background graphics that are part of the slide master (see below) by clicking on the box next to Hide Background Graphics in the Background group. This can be useful if the background elements interfere with other items on a particular slide. Changing the slide master If you want to add an element, such as a logo or the name of the presentation, on each slide, then you can do so by placing it on the slide master. Similarly, changing, for example, the font size and style of all the headings in a presentation is done through the slide master. The slide master holds placeholders for items that appear on all slides in a presentation. To change the slide master: 1. Go to the View tab and within the Master Views group choose the Slide Master option. 2. The window changes to the Slide Master view and the Slide Master tab is displayed. 8 Microsoft PowerPoint 2010

9 3. In the Slides pane on the left, select the Slide Master (slide 1) For example, to make all bullet list text 24 point, Arial font simply format the slide master as you would design and format a normal slide. Any formatting changes that you make to this first slide will be applied to all master layouts in this slide master. 4. Edit the layout of the other slides if desired. 5. From the Slide Master tab, in the Close group, click Close Master View 6. The changes you made to the slide master are applied to all slides. Animation effects Various animation effects can be used in a slide show. Slide Transition In a slide show, you can control the transition i.e. how one slide moves off the screen and the next slide appears for example, one slide can dissolve into another. To apply a transition: 1. In Normal view, go to the Transitions tab. 2. In the Transition to This Slide group, select a transition from the gallery. Some transitions have different options for effects. To see them, click on the Effect Options icon. To apply your selected transition effect to all slides in the presentation, click on the Apply to All icon in the Timing group. Animating text and objects You can animate text, graphics, diagrams, charts, and other objects on your slides so that you can focus on important points and control the flow of information. For example, you can start with the first major bullet point on a slide, and then show the rest of the bullet points as the presentation proceeds, in effect building the slide. You can choose whether previous points dim as new points appear, and what effect you want to use for the appearance of each new bullet point. You can apply a preset animation scheme to items on all slides, selected slides, or some items on the slide master. Or, for more control over animation effects, use the Custom Animation Task Pane. Preset animation schemes 1. To apply a preset animation scheme to a slide (for example a bullet point slide): In Normal view, go to the Animations tab. Click into the area you want to animate, for example, in the bullets. In the Animation group, choose an animation from the options available. The animation effect is applied to the selected slide. Creating a slide show 9

10 2. To see the effect in the slide show click on the Preview icon. Custom animation schemes For more control over animation effects use custom animation. However, be prepared to put in a bit of time and effort to get the desired results. 1. To set up a custom animation scheme for a slide (for example a bullet point slide): In Normal view, select an element (for example, the title or bullet point list). Go to the Animations tab, and in the Advanced Animation group, choose Animation Pane The Animation Pane appears on the right of the screen. Click on the Add Animation button and choose from the options available. The animation is applied to the selected element. 2. Experiment with the various features described in this section. Inserting pictures PowerPoint contains a good selection of clip art to use in your slides. Also, you can import graphics from other sources. 1. To insert a clipart graphic, complete the following steps: Go to the Insert tab and within the Images group click on the Clip Art icon. A Clip Art task pane appears on the right hand side of the screen. To search for a graphic, type in the sort of image you need, for example car and click on Go A variety of graphics appear. To get the image into your slide, click on it. The graphic appears at the position of the insertion point. 2. Once the graphic is in the document it can be resized, repositioned and captions can be added. 3. To import graphics: Go to the Insert tab and within the Images group click on the Picture icon. An Insert Picture dialog box appears. Move to the appropriate directory, and select the image file. Click on Insert The graphic appears on the slide. Again, it can be moved and resized. Hint: The Picture toolbar can be used to edit the graphic. Right-clicking the graphic also brings up a list of options. 4. To resize the graphic, complete the following steps: Ensure the graphic is selected, i.e. that it is surrounded by an outline. If it is not selected, click on it to select it. (The circles around the drawing are called handles.) 10 Microsoft PowerPoint 2010

11 Move the mouse to a handle. When the mouse pointer changes to a double-headed arrow, hold down the left mouse button and drag to the desired size. Release the mouse button. Hint: The corner handles resize the graphic proportionally, the other handles resize horizontally or vertically. 5. After inserting a picture, you may want to make adjustments such as resizing, cropping, or changing the brightness. Use Picture Tools for this. Picture Tools are available when the image is selected. Ensure the image is selected A Picture Tools tab appears above the Ribbon. Use the options under the Format tab to work with the image. The Picture Styles group contains a range of different styles for use with images. Resting the mouse over an option often shows a preview of the effect. Experiment! Other features Working with shapes PowerPoint has a variety of tools to draw things such as lines, basic geometric shapes, arrows, equations, flowchart items, stars, banners, and callouts. Features such as rules, guides and grids, and the ability to group objects, allow you to place and position drawings accurately on a slide. Basic shapes To add a shape to your document: 1. From the Home tab, in the Drawing group, click on the shape required or from the Insert tab click on the Shapes icon. 2. Click the shape that you want, click anywhere in the slide, and then drag to create the shape. To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold SHIFT while you drag. 3. To add multiple shapes to your document: From the Home tab, in the Drawing group, click on the Shapes icon. Right-click the shape that you want to add, and then choose Lock Drawing Mode Click anywhere in the slide, and then drag to place the shape. Repeat this for each shape that you want to add. After you have added all of the shapes that you want, press the ESC key to unlock the drawing mode. Creating a slide show 11

12 Using SmartArt In Office 2010, a SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt graphics by choosing from among many different layouts. To create a SmartArt graphic: 1. From the Insert tab, in the Illustrations group, click the SmartArt icon. 2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you want. 3. Enter your text by doing one of the following: Click in a shape in your SmartArt graphic, and then type your text. Click [Text] in the Text pane, and then type or paste your text. Copy text from another program, click [Text], and then paste into the Text pane. Organizational charts You can use SmartArt to quickly create an organisation chart in PowerPoint. 1. To create an organisational chart: From the Insert tab, in the Illustrations group, click the SmartArt icon. The Choose a SmartArt Graphic dialog box appears. From the Categories list, select Hierarchy From the gallery area select one of the organisation charts. Click on OK The SmartArt canvas and graphic appear. 2. When a your organisation chart is selected, two new tabs appear: the Design tab and the Format tab. These tabs contain the tools you need to modify your organization chart. You can change the text, layout, chart and box style, lines, and background colour. 3. Experiment! Manipulating objects The following hints apply to most of the objects you create in PowerPoint. Selecting objects To manipulate an object, you first need to select it. To select an object, simply click on it. Once an object is selected, you can order, duplicate, or group it. To select more than one object, hold down the Shift key and select other objects by clicking on them with the left mouse button. You can then move or copy or group your selection. Editing Objects 12 Microsoft PowerPoint 2010

13 If you want to change something you have drawn, select it by clicking with the mouse, then right-click. A short menu will appear. Choose Format, whatever A dialog box will appear with options for that object. Choose from the options and click on OK Creating a slide show 13

14 Duplicating Objects Often, once you have created a shape or a line, or a text box, you can save time by copying these objects and editing them, rather than creating new objects. If you hold down the Ctrl key as you drag an object the object will be duplicated. Changing the order of objects 1. You can change the order of objects that are wholly or partly on top of one another. Select the object. Select the Format tab and from the Arrange group choose one of the options. The Bring Forward item moves the object forward one level. Click on the arrow to access the Bring to Front option. The Send Backward item moves the object back one level. Click on the arrow to access the Send to Back item. 2. You can also right-click an object and choose from the Bring to Front and Send to Back menu options. Rotate or Flip an object 1. To rotate an object to any angle: Select the object and drag its rotate handle (ie the circle place holder near the top of the object) in the direction you want to rotate it. Click away from the object to set the rotation. You can also right-click an object and choose Size and Position from the short menu which appears. A Size and Position dialog box appears. From the Size menu under Size and rotate and Rotation, you can enter an exact angle. 2. To rotate 90 degrees to the right or 90 degrees to the left: Click on the object to select it. Choose the Format tab and from the Arrange group click on the Rotate icon. Choose Rotate Right 90 or Rotate Left To flip an object: Click on the object to select it. Choose the Format tab and from the Arrange group click on the Rotate icon. Choose Flip Vertical or Flip Horizontal Grouping objects When you group objects, you combine them so you can work with them as though they were a single object. You can flip, rotate, and resize, move or scale all objects in a group as a single unit. You can also change the attributes of all objects in a group at one time - for example, you might change the fill colour or add a shadow to all objects in the group. Or, you can select an item within a group and apply an attribute, without ungrouping. You can also create groups within groups to help you build complex drawings. Grouping objects reduces the chance of accidentally moving some parts of 14 Microsoft PowerPoint 2010

15 your drawing. You can ungroup a group of objects at any time and then regroup them later. 1. To group two or more items: Select the objects you want to group. Choose the Format tab and from the Arrange group click on the Group icon and choose Group 2. To ungroup two or more items: Select the group you want to ungroup. Choose the Format tab and from the Arrange group click on the Group icon and choose Ungroup After you have grouped objects, you can still select any single object within the group. First, select the group. Then, click on the object you want to select. Arranging, aligning and distributing objects You can line up two or more drawing objects by their edges, centres (horizontally), or middles (vertically). You can also align one or more drawing objects relative to the slide page. You can distribute drawing objects equal distances from each other vertically, horizontally, or in relation to the slide. To see the options, select the objects, and from the Format tab, within the Arrange group click on the Align icon. Speaker notes Notes pages can be used to script your presentation and rehearse your talk. Each notes page has an image of the slide, and below that an area for any text and or prompts you may need during your presentation. Use your notes to elaborate on the points on a slide. 1. To add notes, go to the View tab, then the Presentation Views group, and select the Notes Page icon. Type your notes in the notes pane, below the slide. You can enlarge the notes pane and reduce the size of the slide image by dragging. 2. Your notes are saved in the notes pages when you save the file. 3. To print the notes pages: Handouts Click the File tab and choose Print Under Settings, Slides:, from the first box, choose Notes Pages Click on Print Handouts can be created showing miniature versions of your slides. You can also add extra text and graphics to the handout sheets. When you print handouts, you can print two, three, four, six or nine slides per page. On the three per page option, there are lines for notes. Creating a slide show 15

16 1. To print the handouts: Go to the File tab and choose Print Under Settings, from the second box (it probably says Full page Slides ) select Handouts and choose from one of the options available. Click on OK 2. To create a template for handouts: Click on the View tab. In the Master Views group, click on the Handout Master icon. From the Handout Master tab, within in the Page Setup group, click on the Slides Per Page icon and select the option you want. Add any items such as text or a logo outside the outlined boxes. The elements will be reproduced on every page of the handout. When you have finished, from the Handout Master tab, click on the Close Master View icon. Importing text created in other applications You can import text that you have already created in Microsoft Word. 1. On the Home tab, from the Slides group, click the arrow next to New Slide. 2. Choose Slides from Outline An Insert Outline dialog box appears. 3. Move to the appropriate document and click on Insert 4. The new slides appear. Importing slides from other PowerPoint files You can import selected slides from another PowerPoint presentation. To do this: 1. Go to the part in the presentation where you want to insert the slides. 2. On the Home tab, from the Slides group, click the arrow on the New Slide icon. 3. Choose Reuse Slides at the bottom of the list. 4. The Reuse Slides task pane appears on the right-hand side of the window. 5. Under Insert slide from:, click Browse and then Browse File to find the file that has the slides you want. 6. Click on Open 7. The slides (in thumbnail format) appear in the task pane. 8. By default, the inserted slides will take on the look of your current slides. Tick the Keep source formatting check box at the very bottom of the pane if you want to retain the exact look of the slides you re inserting. 16 Microsoft PowerPoint 2010

17 9. Select each slide you want to insert, or right-click and choose Insert All Slides Each slide is copied into the open presentation, below the currently selected slide. Other resources The following websites are useful: - Selfpaced training courses from Microsoft. - Step-by-step PowerPoint training - tips and tricks for presentations Prepared by: Monica van Oostrom Computer Support Waikato Management School The University of Waikato Private Bag 3105 Hamilton Phone: ext Text finalised August 6, 2012 Creating a slide show 17

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