Step-by-Step (For Macintosh) Creating a Slide Show With Microsoft PowerPoint 2001

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1 Step-by-Step (For Macintosh) Creating a Slide Show With Microsoft PowerPoint 2001 PowerPoint is the presentation and graphics component of Microsoft Office You can use PowerPoint to create slides, tables, charts, graphs, handouts, overhead transparencies, and more. In this Step-by-Step Card, you will create a slide show. Note: If you need additional help while working through this Step-by-Step Card, choose Microsoft PowerPoint Help from the Help menu. Creating a new slide show 1 Open the Microsoft Office 2001 folder on your hard disk and double-click the Microsoft PowerPoint icon to open the program. 2 Make sure PowerPoint Presentation is selected in the Project Gallery, then click OK. 3 In the New Slide dialog box, click to select the blank slide in the lower-right corner. You can use any layout for any slide in your presentation. Selecting a blank slide allows you to place text and pictures wherever you choose. 4 Click OK. The first slide appears and is displayed in normal view, one of the program s five views. Normal view includes an outline pane where you can add text and see the organization of your slide show, the slide pane where you can add elements to a slide, and the notes pane where you can add speaker s notes. Note: In this activity, you ll use normal view and slide show view. The view buttons are in the lower-left corner of the PowerPoint window. You can switch views by clicking these buttons or by making choices in the View menu. Normal view Slide view Slide show view Outline view Slide sorter view Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card 1

2 Adding text to a slide 1 Choose Text Box from the Insert menu. The pointer changes to a line with the capital letter A. 2 Drag to create a rectangle on the slide. When you release the mouse button, a text box appears. 3 Type the text you want. To change the font, font size, or font color, highlight the text. Choose Font from the Format menu. Select the font, size, and color and then click OK. Saving your presentation 1 Choose Save from the File menu. 2 In the dialog box that appears, type a name for the file, select the location where you want to save the file, and click Save. Note: If you plan to add movies, sounds, or graphics to your presentation that are not in the Office Clip Gallery, it is best to save all these files in the same folder as your presentation. If you move your presentation folder to another computer, make sure to move these files as well. Viewing your slide show 1 To view your entire presentation at any time, choose View Show from the Slide Show menu. 2 Click to advance through the slides. Press the Escape key if you want to return to normal view before the slide show is finished. A button appears in the left corner that allows you to end the show or navigate backwards and forwards. 2 Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card

3 Adding clip art to a slide Next you ll add another slide with a graphic from the Clip Gallery. You can add an image to your slides by selecting from the clip art collection that is included with PowerPoint or by using an image file that is stored on your hard disk or on a CD. In these steps, you will create a new slide and then add an image from the clip art collection. 1 Choose New Slide from the Insert menu. Select the blank slide and click OK. 2 Choose Picture from the Insert menu, then choose Clip Art from the submenu. The Clip Gallery window appears. Choose a category. 3 Select a category from the list on the left of the window, then click to select a graphic on the right. 4 Click Insert. The image appears on the slide. 5 To move the image, click in the center of the graphic and drag it to the new location. To resize the graphic, drag one of the square selection handles that surround the graphic. To resize the image so that it maintains its proportions, click one of the selection handles in the corners. Click outside the image when you re done. Note: If the selection handles disappear, click the graphic to reselect it. Drag to resize. Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card 3

4 Adding an image from a file Next you ll create a new slide and add an image from your hard disk or from a CD. 1 Choose New Slide from the Insert menu. Select the blank slide and click OK. 2 Choose Picture from the Insert menu, then choose From File from the submenu. 3 Navigate to and select the file on your hard disk or on a CD. 4 Click Insert. The image appears on the slide. 5 To move the image, click in the center of the graphic and drag it to the new location. To resize the graphic, drag one of the selection handles that surround the graphic. To resize the image so that it maintains its proportions, drag one of the corner selection handles. Click outside the image when you re done. Note: If the selection handles disappear, click the image to reselect it. 6 Save your changes. Adding a movie to a slide Next you ll insert a movie that will play when the slide starts. The movie will be on the first slide the one that you added text to earlier in this step card. If you installed the Value Pack that comes with the program when you installed PowerPoint, you can use a movie from the Clip Gallery. If the Value Pack is not installed, you will need to add a movie that is saved on your hard disk or on a CD. Follow these steps to add a movie from a file. 1 Return to slide 1 by clicking the icon next to 1 in the outline pane at the upper-left of the window. 2 Choose Movies and Sounds from the Insert menu, then choose Movie from File from the submenu. 3 Navigate to and select the movie file you want to insert. Click Open. 4 In the dialog box that appears, click Yes so the movie will play automatically. The movie is inserted on the slide. 5 To move the movie, click in the middle of the movie and drag it to a new location. To resize the movie, drag one of the square selection handles on the corners of the movie. Click outside the movie when you re done. Note: If the selection handles disappear when you are resizing or moving the movie, click the movie to reselect it. 4 Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card

5 Adding sounds Next you will add sound to your presentation. PowerPoint offers four different ways to add sound to a slide. You can add a sound from the Clip Gallery, a file, or an audio CD track, or you can record your own sound. PowerPoint accepts the following sound formats: m Audio Interchange File Format (AIF, AIFF, AIFC) m Apple QuickTime Movie Sound (MOV, MOOV ) m Apple System Sound (SFIL) m Apple System Resource Sound (RSRC, rsrc) m Microsoft Windows Media Audio (ASF) m Microsoft Windows Waveform ( WAVE, WAV ) m MPEG Layer 3 Audio (MP3) m Musical Instrument Digital Interface (MIDI, MID, KAR) Inserting a sound from the Clip Gallery If you installed the Value Pack that comes with PowerPoint, you can use sounds from the Clip Gallery in your presentation. To insert a sound from the Clip Gallery, follow these steps: 1 Choose New Slide from the Insert menu. Select the blank slide and click OK. 2 Choose Movies and Sounds from the Insert menu, then choose Sound from Gallery from the submenu. 3 Navigate to and select the sound you want in the Clip Gallery window. 4 Click Insert. 5 In the dialog box that appears, click Yes if you want the sound to play automatically in the slide show. Click No if you want the sound to play when it is clicked. A sound icon appears on the slide. 6 To move the sound, click in the middle of the sound icon and drag the sound to a new location. To resize the sound, drag one of the square selection handles on the corners of the sound icon. Click outside the sound icon when you re done. Note: If the selection handles disappear when you re moving or resizing the sound, click the sound icon to reselect it. 7 Save your changes. Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card 5

6 Inserting a sound from a file To insert a sound from a file, you will have to have a sound file in one of the previously mentioned formats saved on your hard disk. 1 Choose New Slide from the Insert menu. Select the blank slide and click OK. 2 Choose Movies and Sounds from the Insert menu, then choose Sound from File from the submenu. 3 In the dialog box that appears, navigate to and select the sound you want. 4 Click Insert. 5 In the dialog box that appears, click Yes if you want the sound to play automatically in the slide show. Click No if you want the sound to play when it is clicked. A sound icon appears on the slide. 6 To move the sound, click in the middle of the sound icon and drag the sound to a new location. To resize the sound, drag one of the square selection handles on the corners of the sound icon. Click outside the sound icon when you re done. Note: If the selection handles disappear when you re moving or resizing the sound, click the sound icon to reselect it. Inserting a sound from an audio CD To play a track from an audio CD, you need to have an audio CD in the CD or DVD drive. 1 Choose New Slide from the Insert menu. Select the blank slide and click OK. 2 Choose Movies and Sounds from the Insert menu, then choose Play CD Audio Track from the submenu. 3 Select the track and timing options you want. Click OK. 4 In the next dialog box, select how you want the track to be played in the slide show. Note: To preview the track when you re in normal view, double-click the CD icon. 5 Save your changes. 6 Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card

7 Recording your own sound With PowerPoint, you can also record your own sound to add to a presentation. To record sound, you first need to make sure you have a microphone and that your microphone is active. From the control strip along the bottom of the computer screen, choose the icon of the microphone. Check that Built-in mic is selected. If the control strip is not visible, choose Control Panels from the Apple menu, then choose Control Strip from the submenu. 1 Choose Movies and Sounds from the Insert menu, then choose Record Sound from the submenu. 2 Click the Record button. Speak into the microphone. Click the Stop button when you re done. 3 Listen to the sound by clicking the Play button. If you do not like the sound, repeat step 2. When you have the sound you like, click Save. 4 Type a name for the sound in the dialog box that appears. Click OK. A sound icon appears on the slide. 5 To move the sound, click in the middle of the sound icon and drag the sound to a new location. To resize the sound, drag one of the square selection handles on the corners of the sound icon. Click outside the sound icon when you re done. Adding a background You can select from a variety of background colors and effects and apply them to one slide or to all slides. In these steps, you will add a blue textured background to all of the slides. 1 Choose Background from the Format menu. The Background dialog box appears. Click here for more options. Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card 7

8 2 Choose Fill Effects from the pop-up menu that s at the bottom of the Background fill area (where there is a white rectangle). 3 Click the Texture tab. Select a texture, then click OK. 4 Click Apply to All. You return to the presentation, which now has a textured background. If you do not like the texture, repeat the steps and choose a new background. 5 Save your changes. Setting up an animation sequence for the slide show Each slide that has multiple items, such as text, sound, and graphics, can have an animation sequence that determines the order of the effects during the slide show. Animation must be set on each individual slide. These steps take you through determining the animation sequence and effects for a single slide. 1 In normal view, display the slide you want to use. Add all of the graphics, text, and sound elements that you want on the slide. 2 Choose Animations from the Slide Show menu, then choose Custom from the submenu. A Custom Animation dialog box appears with three tabs across the top. Each panel controls different parts of the animation: Effects, Order and Timing, and Options. 3 Select the Effects tab, then select the options you want. Effects can have an action on entry, exit, or both. 4 To set the action, click the item in the Select to animate box. Choose the directions from the pop-up menu that appears below the item. Note: To view the pop-up menu, position the pointer on the item you want to animate and hold down the mouse button. 5 Make your entry and/or exit selections. Click Play in the preview box to view your selections. Note: Each effect can also be set from the normal view. Click the item, for example, the clip art. Choose Animations from the Slide Show menu, then choose the effect you want from the submenu. Repeat this process for each item that is inserted on the slide. 6 Once the effects have been entered, you can modify the order and the timing by selecting the Order and Timing tab. 7 To change the order of animation, select the entry or exit animation for the object under Animation order, then click the up or down arrow to move it up or down in the list. 8 Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card

9 8 To set the timing, select the entry or exit animation for the object, and then do one of the following: m To start the animation manually by clicking the mouse button, click On mouse click. m To start the animation automatically, click Automatically and then enter the number of seconds you want to have elapse between the previous animation and the current one. 9 To preview the animation, click Play. The Options panel includes additional options for the text and media in your presentation. Text can be set to enter all at once, by word, or by letter. Bullets can be grouped by level or all at once. 10 Click the Options tab to see these choices. Media can be played during a pause in the slide show or while the show is running. Media can loop or be hidden when not playing. 11 Once the animation options are set, click OK. 12 Choose View Show from the Slide Show menu to view your show. 13 Save your changes. Quick tips m If you want to rearrange slides in your presentation, click the slide sorter view button and drag the slides to new positions. m To change the font, font size, and other text formatting options for all slides in a presentation, use the Slide Master feature by choosing Master from the View menu and Slide Master from the submenu. For more information about inserting links to the Internet, see the Step-by-Step Card, Creating Links in a Microsoft PowerPoint 2001 Slide Show. Save as Web page PowerPoint 2001 includes the option of saving the presentation as a Web page. This lets the presentation open in any browser. It is easy to place presentations saved as a Web page on your Web site or pages created with your itools account. To save a presentation as a Web page, follow these steps: 1 Open the presentation you want to save as a Web page. 2 Choose Save as Web Page from the File menu. 3 Click Save. Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card 9

10 Note: When you save a presentation as a Web page, PowerPoint creates a main file with.htm at the end of the filename. It also creates a second folder that contains the different elements on the pages such as pictures, movies, and sounds. To view the Web page, open the.htm file. If you move your presentation to another location, make sure to move the.htm file and the folder. 10 Creating a Slide Show With Microsoft PowerPoint 2001 n Step-by-Step Card

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