Microsoft PowerPoint 2008 for the Mac

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1 Microsoft PowerPoint 2008 for the Mac Hands-On Tour About this Guide Part 1: Getting Started About the Microsoft PowerPoint Window Create a New Presentation Save Your Presentation Compatibility with Previous Versions Save PowerPoint 2004 File (.ppt) as PowerPoint 2008 File (.pptx) Save PowerPoint 2008 File (.pptx) as PowerPoint 2004 File (.ppt) About Switching Views Switch Views Part 2: Slide Design and Layout About the Elements Gallery Show or Hide the Elements Gallery Apply a Theme to Your Presentation Add Slides to Your Presentation Delete Slides from Your Presentation Apply a Slide Layout to All or Select Slides Part 3: Add Text and Other Objects About the Toolbox in PowerPoint Show or Hide the Toolbox Contextual Tabs and Menus About the Drawing Toolbar Show or Hide the Drawing Toolbar Page 3 Page 4 Page 4 Page 5 Page 5 Page 6 Page 6 Page 7 Page 8 Page 8 Page 9 Page 9 Page 9 Page 9 Page 10 Page 10 Page 11 Page 12 Page 12 Page 12 Page 14 Page 15 Page 15

2 Table of Contents continued Add Text to Slides using Text Placeholders Add Text to Slides using Text Boxes About Adding Images to Slides Add Clip Art to Slide Add an Image from File to Slide Add an Image from iphoto Insert a Line, Autoshape or Other Object using the Drawing Toolbar Insert a Line, Autoshape or Other Object using the Toolbox Insert a SmartArt Graphic using the Elements Gallery Select, Rotate and Resize Text boxes, Clip Art and Other Objects Part 4: Format Text and Other Objects Format Text using the Toolbox Format Clip Art, Photos and Autoshapes using the Toolbox About Inserting a Hyperlink Insert a Webpage Hyperlink into Your Presentation Insert a Document Hyperlink into Your Presentation Remove a Hyperlink Part 5: Add Custom Animations and Transitions Add Custom Animations Add Transition Effects to Slides Part 6: Give Your Presentation Set Options for Slide Show View Slide Show Part 7: Print and Save Your Presentation as a PDF Print Your Presentation Save Your PowerPoint Presentation as a PDF Page 16 Page 16 Page 17 Page 17 Page 18 Page 18 Page 19 Page 19 Page 20 Page 21 Page 22 Page 22 Page 23 Page 24 Page 24 Page 25 Page 25 Page 26 Page 26 Page 28 Page 29 Page 29 Page 29 Page 30 Page 30 Page 31

3 About this Guide Parts of the Microsoft Office Online Help Section (http://www.microsoft.com/mac) were used to create the instructions provided in this manual. Document Legend Element name bold Function Elements that users click, such as menu items, buttons or icons, are in bold. Example: Click Next. italic Text such as a menu, window or item name, are in italic. Example: The Save As dialog box will appear. bold italic Elements of emphasis, such as Note: or the reference to another document, are in bold italic. Example: See Convert Word Document as PDF handout or Note: If there more items than can be viewed, click on the More Items arrows to view the next set. bold Other elements of emphasis, such as How To s within a set of directions are in bold and blue. Example: From the Formatting Palette, do one of the following: > Denotes a sequence of selection. Example: Go to File > Save As. Text in yellow box Text in a yellow box denotes the label of an item in a diagram or important information regarding the subject matter. Example: Print Layout System Requirements These directions are written for Microsoft PowerPoint 2008 for Mac (Mac OS X version or later required). Page 3

4 Part 1: Getting Started About the Microsoft PowerPoint Window Figure A: Diagram of the Microsoft PowerPoint Window. Drawing Toolbar Close button Document Name Menu Bar Standard Toolbar Toolbox Minimize button Elements Gallery Formatting Toolbar View icons Slide Number Scroll Bar Resize Window Page 4

5 Create a New Presentation Do one of the following to create a blank presentation without a theme (background, colors and fonts): Go to File > New Presentation. - Note: In Preferences, uncheck Show Project Gallery at Startup option so a blank presentation is created automatically when PowerPoint is launched). From the Project Gallery, select PowerPoint Presentation from the Blank Documents category, and click Open. - Note: If the Project Gallery does not automatically appear at start up, go to File > Project Gallery. Save Your Presentation Go to File > Save. A Save dialog box will appear. Enter a filename in the Save As text box. Click the Where drop-down menu to select a location to save the file to. Note: If you need to navigate to a folder or location that is not listed, click the blue triangle icon to expand the Where area. Step 4 Click Save. Note: Your presentation will be saved by default as a 2008 file (.pptx). Page 5

6 Compatibility with Previous Versions of PowerPoint Microsoft Office 2008 can open PowerPoint presentations created in previous versions. If you want to convert a PowerPoint 2004 file (.ppt) to 2008 (.pptx), see Save PowerPoint 2004 File (.ppt) as a PowerPoint 2008 File (.pptx). Save PowerPoint 2004 File (.ppt) as PowerPoint 2008 File (.pptx) You can save your PowerPoint 2004 file (.ppt) as a 2008 file (.pptx). With the PowerPoint 2004 file (.ppt) open, go to File (in the menu bar) > Save As. A Save As dialog box will appear. Enter a filename in the Save As text box. Click the Where drop-down menu to select a location to save the file to. Note: If you need to navigate to a folder or location that is not listed, click the blue triangle icon to expand the Where area. Step 4 From the Format drop-down menu, select PowerPoint Presentation (.pptx). Step 5 Click Save. Note: You may also wish to save your document as a PDF if you have compatibility concerns. To do so, see Save Your PowerPoint Presentation as a PDF on page 32. Page 6

7 Save PowerPoint 2008 File (.pptx) as PowerPoint 2004 File (.ppt) You can save your PowerPoint 2008 file (.pptx) as a file (.ppt) compatible with PowerPoint (a lesser version). With the PowerPoint 2008 file (.pptx) open, go to File (in the menu bar) > Save As. A Save As dialog box will appear. Enter a filename in the Save As text box. Click the Where drop-down menu to select a location to save the file to. Note: If you need to navigate to a folder or location that is not listed, click the blue triangle icon to expand the Where area. Step 4 From the Format drop-down menu, select PowerPoint Document (.ppt). Step 5 Click Save. Note: You may also wish to save your document as a PDF if you have compatibility concerns. o do so, see Save Your PowerPoint Presentation as a PDF on page 32. Page 7

8 About Switching Views There are three different viewing options for Microsoft PowerPoint presentations, including Normal, Slide Sorter, and Slide Show views (see chart below). View Option Normal View Slide Sorter View Notes Page View Presenter Tools Slide Show View Function A view that allows you to work on all parts of your PowerPoint presentation by displaying the text, slides, thumbnails and notes all at once. A view that displays thumbnails of all slides in the presentation. This view makes it easy to reorder, add, edit, or delete slides, and preview your transitions and animation effects. A view that let you enter and edit the speaker notes that will accompany the slides. A view that contains tools to help you prepare to give the presentation. A view that displays the presentation in one of two ways. If you have one monitor connected to your computer, the presentation appears as the audience will see it. If you have two monitors connected to your computer, or a laptop computer connected to a projector, you view the presentation by using presenter tools. In either view, you can see how your graphics, timings, movies, animations, and transitions appear to the audience. Hyperlinks are clickable only in this view. In this view, however, you cannot make changes to your presentation. Switch Views Do one of the following: At the bottom of the document window, click on one of the View icons (see Figure B). Go to View (in the menu bar) and select one of the View options at the top of the menu (see Figure C). Figure B: Diagram of View icons. Figure C: Diagram of View menu. Slide Sorter View View Indicator Normal View Slide Show View Page 8

9 Part 2: Slide Design and Layout About The Elements Gallery The Elements Gallery is a new addition to Microsoft Office applications. It allows you to easily insert various materials, including Slide Themes, Slide Layouts, Transitions, Table Styles, Charts, SmartArt Graphics and WordArt into PowerPoint presentations. Figure D: Diagram of the Elements Gallery. Contextual submenus Slide Themes (Selected Tab) Slide Layouts Transitions Table Styles Charts SmartArt Graphics Thumbnails WordArt More Items Show or Hide the Elements Gallery With a document open, click on one of the Elements Gallery s tabs (i.e. Slide Themes). Apply a Theme to Your Presentation Click on the Slide Themes tab in the Elements Gallery. Note: A slide theme gives your presentation a background with preset colors and fonts. Be sure to use contrasting backgrounds and fonts to make your presentation readable. Figure E: Slide Themes tab in the Elements Gallery. Slide Themes tab A submenu of items and thumbnail images of Built-in Themes will appear. Note: If there more items than can be viewed, click on the More Items scroll arrows to view the next set. Submenu Thumbnail Select a theme for your presentation by clicking on a thumbnail. Once you click on a thumbnail, the theme will be applied to your presentation. Page 9

10 Add Slides to Your Presentation While creating your presentation, you may need to add or delete slides. A new slide is always inserted after the current slide. Select the slide after which you want the new slide to appear. Go to Insert > New Slide. Delete Slides from Your Presentation Select the slide or slides you want to delete. Go to Edit > Delete Slide. The slide(s) is deleted. Note: If you deleted a slide by accident, go to Edit > Undo Delete Slide. Page 10

11 Apply a Slide Layout to All or Select Slides Click on the Slide Layout tab in the Elements Gallery. Thumbnail images for Slide Layouts will appear. Note: If there more items than can be viewed, click on the More Items scroll arrows to view the next set. Figure F: Slide Layouts tab in the Elements Gallery. Slide Layout tab Select a layout for your presentation by clicking on a thumbnail. Note: PowerPoint defaults to the same layout every time you insert a new slide. Thumbnail Note: You can change and apply a slide layout at any time. To apply a slide layout to all slides: Select all the slides in your presentation by clicking on the first slide thumbnail and go to Edit > Select All (See Figures G and H). With all slides selected, click on the Slide Layout thumbnail you want to apply. Figure G: Select thumbnail. Figure H: All thumbnails selected. To apply a slide layout to one slide: Click on the slide thumbnail to which you want to apply the Slide Layout (See Figure G). Click on the Slide Layout thumbnail from the Elements Gallery you want to apply. To apply a slide layout to select slides: Click on a slide thumbnail to which you want to apply a slide layout. To select another slide thumbnail not in consecutive order, hold down the Command key and select the other slide thumbnails you want to apply the a slide layout to. Click on the Slide Layout thumbnail from the Elements Gallery you want to apply. Page 11

12 Part 3: Add Text and Other Objects About the Toolbox in PowerPoint The Toolbox is a floating window that provides easy access to many useful utilities in PowerPoint. Although the Toolbox appears in all Office applications, the utilities available vary by program. Tab Formatting Palette Object Palette Custom Animation Scrapbook Reference Tools Compatibilty Report Project Palette Function Used to change the appearance of selected text (i.e. Font, font size, color, spacing, bullets, styles and more. Allows you to choose and insert Autoshapes, Clipart, Symbols and Photos to your Word documents. Allows you to selectively apply animations to text, objects or charts. An area you can add and store items (i.e. Photos, clip art, etc.) to use in any Microsoft Office document. The items remain in the Scrapbook until you delete it. Provides access to Word s reference tools, including the Dictionary, Encyclopedia, Translator, and more. Allows you to check for any compatibility issues with Word documents created and saved in previous versions of Microsoft Office, and correct them. A tool that helps you manage and organize projects and other related material (i.e. s, notes, documents, presentations, tasks, etc.) created with all Microsoft Office applications. Show or Hide the Toolbox Do one of the following: Click on the Toolbox icon on the Standard Toolbar; Or go to View (in the menu bar) and select the name of a Toolbox tab. (Continued on the following page) Page 12

13 About the Toolbox continued Figure I: Diagram of Toolbox tabs. Object Palette Name of Selected Tab Compatibility Report Selected Tab Formatting Palette Scrapbook Project Palette Custom Animations Reference Tools Figure J: Diagram of the Toolbox (Formatting Palette shown below) and its expanded/collapsed sections. Selected tab Toolbox tabs Expanded section Note: Sections of each Toolbox tab change based on the item selected (i.e. Text, objects, photos, SmartGraphic, etc). Collapsed section Page 13

14 Contextual Tabs and Menus Some tabs and menus are only visible on the Document Window, Toolbox, Elements Gallery or other items when you perform an action that requires its function. For example, the Picture Tools - Formatting Tab appears in the Toolbox s Formatting Palette when you insert clip art. Figure K: Clip Art inserted into a document. Figure L: The Picture Tools appears in the Toolbox s Formatting Palette. Picture Tools Clip Art Text Page 14

15 About the Drawing Toolbar The Drawing Toolbar provides you with tools for adding photos, clip art, autoshapes and 3-D shapes. You can use the Drawing Toolbar or the Objects Palette to add items to your documents. Show or Hide the Drawing Toolbar Go to View (in the menu bar) > Toolbars > Drawing (see below). Figure M: Diagram of the Drawing Toolbar and its tools. Draw Menu Select Objects Insert Text Box Insert Clip Art Insert Pictures Insert Line Insert Rectangle Insert Shapes Lines and Connectors Line Styles Font Color Line Color Fill Color More Buttons Page 15

16 Add Text to Slides using Text Placeholders Most slide themes and layouts contain text placeholders, into which you can enter a title or text. If the slide has text placeholder, click on the Click to add title or Click to add text placeholder and enter text. Note: If you want a slide with a text placeholder, select a different Slide Layout from the Elements Gallery. Add Text to Slides using Text Boxes To add a text box to a slide, click on the Text Box tool in the Drawing Toolbar. With the Text Box tool selected, click and drag to create a text box (See Figure N). When you release the mouse button, a text box and cursor will appear. Type to enter text (See Figure O). Tips To select a text box: Click on its edge or inside the text box. Once a textbox is selected, handles will appear as they do when and other object is selected in PowerPoint (See Figure O). To rotate a text box: Click and drag the green rotating bar (See Figure P). To resize a text box: Click on one of the handles at the corners of the text box, and click and drag to resize text box as desired. (See Figure Q). Figure N: Click and drag to create text box. Figure O: Text box and cursor will appear. Figure P: Rotate text box. Figure Q: Resize text box. Page 16

17 About Adding Images to Slides You can make your slides more interesting by adding clip art and other images from the Object Palette in the Toolbox. Note: You can also add other types of graphics, including SmartArt Graphics, Charts, Tables, WordArt and more. To learn how, see the later sections of this handout. Add Clip Art to Slide If the current slide has an image placeholder, do the following: Double-click on the image placeholder. The Clip Gallery window will appear. Select a category from the list or search using a keyword in the Search box. You can preview the clip art images on the righthand panel. Select an image and click Insert. If the current slide does not have an image placeholder, do the following: From the Toolbox, click on the Object Palette tab. Click on the Clip Art tab, and clip art image thumbnails will appear below it. Select an image you want to insert, and click and drag the image onto the slide. Page 17

18 Add an Image from File to Slide Go to Insert > Picture. A Choose a Picture dialog box will appear. Navigate to and select the image you want to insert. Click Insert. Add an Image from iphoto From the Toolbox, click on the Object Palette tab. Click on the Photo tab. Photo thumbnails will appear below it. Select an image you want to insert, and click and drag the image onto a slide. Page 18

19 Insert a Line, Autoshape or Other Object using the Drawing Toolbar From the Drawing Toolbar, select an object you want to add (i.e. An autoshape). In the presentation window, click where you want to start the shape, and drag to complete the shape. Insert a Line, Autoshape or Other Object using the Toolbox From the Toolbox, click on the Object Palette tab. Click on the Shapes tab. Shape and line thumbnails will appear below. Select a shape you want to insert, and click and drag the image onto the slide. Step 4 Resize, rotate and format the shape as needed. Page 19

20 Insert a SmartArt Graphic using the Elements Gallery SmartArt Graphics provides a visual representation of information so that you can more effectively communicate your message. Each graphic represents a different concept or idea, such as a process flow, an organization hierarchy, a relationship, and so on. From the Elements Gallery, click on the SmartArt Graphics tab (See Figure R). Figure R: SmartArt Graphics tab in the Elements Gallery. SmartArt Graphics tab Click the thumbnail of the graphic you want to add and it will appear on the current slide (See Figure R). In the Text Pane, type the text that you want to include in your SmartArt graphic (See Figure S). Submenu Thumbnail Note: You can add or remove shapes by clicking Add or Remove in the Text Pane. You can close the Text Pane by clicking on the X in the top lefthand corner. Figure S: SmartArt Graphic inserted into slide. Add text to SmartArt Graphic using the Text Pane shown below. Text Pane Add/Remove buttons SmartArt Graphic Step 4 Resize, rotate and format the SmartArt Graphic as needed. To learn how, see Select, Rotate and Resize Text Boxes, Clip Art and Other Objects on page 21. Note: For more information about SmartArt Graphics, the IR Training Department offers a workshop. To sign up go to edu/irtraining > Available Classes. An in-depth handout, MS Office 2008 for the Mac: SmartArt Graphics, is also available online. To access, go to > Training Resources, or visit training/resources/files/smartartgraphics.pdf Page 20

21 Select, Rotate and Resize Text Boxes, Clip Art and Other Objects Do one of the following: To select an object: Click on the object s edge or directly on the object. Once an object is selected, handles will appear (See Figure T). To rotate an object: Click and drag the green rotating bar (See Figure U). To resize an object: Click on one of the handles at the corners of the object, and click and drag to resize as desired. (See Figure V). Figure T: Text box and cursor will appear. Figure U: Rotate text box. Figure V: Resize text box. Page 21

22 Part 4: Format Text and Other Objects Format Text using the Toolbox Select the text you want to format. From the Formatting Palette in the Toolbox, select any combination of font, size, color, bold, bullets, numbering, alignment, shadows and other effects. Figure W: Diagram of the Formatting Palette tab in the Toolbox used to format text. Font Section Font Name Font Size Font Color Text Effects Horizontal Alignment Vertical Alignment Paragraph Spacing Bullets and Numbering Indentation Bullet Color Shadow Effects Page 22

23 Format Clip Art, Photos and Autoshapes using the Toolbox Select the object you want to format. From the Formatting Palette in the Toolbox, select any combination of image editing options, including recolor, crop, effects, quick styles, color, fill, shadow and other effects. Figure X: Diagram of the Formatting Palette tab in the Toolbox used to format clip art, photos and other objects. Picture Effects Section Recolor and Crop Other Image Effects Quick Styles and Effects Color, Weights and Fills Shadow Effects Page 23

24 About Inserting a Hyperlink Including a hyperlink in your PowerPoint presentation is a helpful way to enhance content. When clicking on a hyperlink, a browser will launch a browser to display the Webpage, open a document on your hard disk, or address a new message that you ve linked to. Insert a Webpage Hyperlink into Your Presentation Select the text you want to designate as a hyperlink. Go to Insert > Hyperlink. The Insert Hyperlink dialog box will appear. In the Web Page tab, type or paste the Web address in the Link to text box. Note: The text in the Display text box is what will appear on the slide. Step 4 Click OK. Page 24

25 Insert a Document Hyperlink into Your Presentation Select the text you want to designate as a hyperlink. Go to Insert > Hyperlink. The Insert Hyperlink dialog box will appear. In the Document tab, click on the Select button. A Choose File dialog box will appear. Step 4 Select a file and click Open. Step 5 The link to the document will appear in the Link to text box. Note: The text in the Display text box is what will appear on the slide. Step 6 Click OK. Note: When the link is clicked on, the document will open in the appropriate program (i.e. A Word document will open up in Microsoft Word), if installed on the computer you are using. Remove a Hyperlink Select all or part of the hyperlink. Go to Insert > Hyperlink. The Edit Hyperlink dialog box will appear. Click the Remove Link button. Note: The link text or object remains but will no longer function as a hyperlink. Page 25

26 Part 5: Add Custom Animations and Transitions Add Custom Animations You can create motion within a slide using PowerPoint s Custom Animation Tools. You can apply animations to text, objects, charts, SmartArt Graphics and more. You can add multiple animations, including Entrance Effects, Emphasis Effects, Exit Effects and Media Effects. In Normal View, select a slide to which you want to add an animation. Figure Y: Diagram of the Custom Animation tab in the Toolbox and its Play and Effects icons. Select the text box or objects you want to animate. From the Custom Animation tab in the Toolbox, do the Entrance Effects Exit Effects following: Click on the Entrance, Emphasis, or Exit effect icon to choose an effect for the selected text or object (See Play Effects Emphasis Effects Figure Y). The chosen effect will appear in the Animation order list. - Note: Entrance Effects play when you go to the slide, and Exit Effects play as you click to go to the next slide. For more effects, click on More Effects from any of the Effects icons drop-down menus. An Animation Effects window will appear. Select an animation, watch the preview and click OK. Step 4 If desired, repeat Steps 1 to 3 to animate other objects or to add additional effects to an object. Step 5 Apply other options to your animations from the Options drop-down menus, including the Start, Property and Speed options (See Figures Z and AA on page 26). Tips To view all animations applied to a slide: Click on the Play Effects button (See Figure Y). To remove an unwanted animation applied to an object: Click on the animation you want to delete from the Animation List and click on the Remove button (See Figure AA). To reorder animations applied to a slide: Select an animation effect from the Animation List and click the Move Up or Move Down button (See Figure Z). Note: Effects play in the order listed in the Animation List. Page 26 (Continued on the following page)

27 Add Custom Animations continued When animating a text block or bulleted text: Select the text and set options in the Text Animations section of the Custom Animations tab. You can animate text by letter, word, or all at once. Figure Z: Diagram of the Custom Animation tab in the Toolbox and its Effects icons drop-down menu, Move Up and Move Down button. Figure AA: Diagram of the Custom Animation tab in the Toolbox and its Effects icons, Animation List, Remove button, Options and more. Entrance Effects drop-down menu Move Up button Effects Icons Animation Order List Remove button Move Down button Options More Effects Options Timing Page 27

28 Add Transition Effects to Slides You can add Transitions Effects to slides. These effects include dissolve, fade, appear and so on, which are used as a visual transition between slides. This visual transition lets the audience know a new idea is coming (sort of like a paragraph). Although you can apply different transitions to different slides, it is strongly recommended that you use one transition for all slides. In Normal View, select a slide or slides to which you want to add a transition. Note: To select all the slides in your presentation, go to Edit > Select All. Figure BB: Transitions tab in the Elements Gallery. Transitions tab In the Elements Gallery, select the Transitions tab. Thumbnails of transitions and a submenu will appear. Select a transition thumbnail to apply it to the select slide(s). A preview of the transition effect will be shown. Repeat this step until you find a transition you want to use. Submenu Thumbnail Step 5 For more options, click on the Options button in the Transitions tab. An Options dialog box will appear. To apply the transition to all slides in the presentation, click Apply to All. To remove the transition from the selected slide(s), select No Transition. Page 28

29 Part 6: Give Your Presentation Set Options for Slide Show Before giving your presentation, you should consider the Slide Show options available (i.e. Manually switch to next slide or animation or choose to run the slide show automatically). Go to Slide Show > Set Up Show. The Set Up Show dialog box will appear. Specify the show type, show options, slides you want to show, and how you want to advance the slides. Note: You can advance slides manually using an Apple Remote (if compatible with your Apple computer). Click OK. View Slide Show Go to Slide Show > View Slide Show. Note: To end the slide show, press Esc on your keyboard. Page 29

30 Part 7: Print and Save Your Presentation as PDF Print Your Presentation With the presentation you want to print open, go to File > Print. The Print dialog box will appear. From the Printer drop-down menu, select the printer to print to. From the Print What drop-down menu, select Handouts (3 slides per page). Note: 3, 4 or 6 slides per page is strongly recommended to save paper and printer ink. Step 4 From the Output drop-down menu, select Color, Grayscale or Black and White. Note: Black and white is recommended. Step 5 Click Print. Page 30

31 Save Your PowerPoint Presentation as a PDF With the presentation you want to save as a PDF open, go to File > Print. The Print dialog box will appear. From the Print What drop-down menu, select Handouts (# slides per page). Note: 3, 4 or 6 slides per page is recommended, especially when if you plan on uploading this PDF to Blackboard-CE or ing it. From the Output drop-down menu, select Color, Grayscale or Black and White. Note: Black and White is recommended. Step 4 Click PDF > Save as PDF. Step 5 A Save dialog box will appear. Enter a filename in the Save As text box. Step 6 Click the Where drop-down menu to select a location to save the file to. Note: If you need to navigate to a folder or location that is not listed, click the blue triangle icon to expand the Where area. Step 7 Click Save. A PDF handout of your presentation will be created and saved. You can open PDFs using Preview or Adobe Acrobat. Page 31

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