PowerPoint Contents 1.0 POWERPOINT INTRODUCTION POWERPOINT TERMS STARTING POWERPOINT POWERPOINT S OPENING WINDOW 4

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1 Contents PowerPoint POWERPOINT INTRODUCTION POWERPOINT TERMS STARTING POWERPOINT POWERPOINT S OPENING WINDOW CREATE A NEW PRESENTATION EDITING SLIDES USING THE RIGHT MOUSE BUTTON CHANGING THE COLOUR SCHEME APPLYING DESIGN TEMPLATES SLIDE MASTERS POWERPOINT S DIFFERENT VIEWS USING THE DRAWING TOOLS CREATING GRAPHS ANIMATION EFFECTS HYPERLINKS SAVING YOUR PRESENTATION PRINTING YOUR PRESENTATION 25

2 1.0 PowerPoint Introduction PowerPoint is a presentation tool that enables users to produce sophisticated slides or acetates. It is a great time-saver for anyone who needs to make a presentation. It is not a million miles from Word and certainly knowledge of that program helps when it comes to producing presentations in PowerPoint. 2.0 PowerPoint Terms Body text: Most slides have a text object called the body text. This usually consists of a series of main points set off by bullets. The main points can have sub points indented under the main points. The slide master controls the body text format. Object: An element on a slide. Unlike Word it is not possible to place text directly onto the page. It must go into a text object. Objects are also used for clip art pictures, graphs, organisation charts and other types of graphic. Placeholder: A text object. Click into a placeholder to insert text. If your text exceeds the size of the placeholder, Microsoft PowerPoint reduces the font size and line spacing incrementally as you type, to make the text fit. Presentation: All supporting materials required to present information to your audience. This may consist of slides, presenter notes, handouts and an outline. Presentation file: The PowerPoint equivalent of a Word document. PowerPoint files have the extension PPT. Slide: One page of a PowerPoint presentation. Slide Master: Sets up elements common to all slides. Slide Show: Displays slides in sequence on your computer screen. Use it to preview your slides and to give the actual presentation. Title: Most slides have a text object known as the title. The titles format is governed by the Slide Master. View: There are four views in PowerPoint: Slide view, Outline view, Notes Pages view, and Slide Sorter view. Each serves a purpose for a particular editing task. 2

3 3.0 Starting PowerPoint Go to Start > Programs > Microsoft PowerPoint (see figure 3.1) Figure 3.1: Starting PowerPoint Note: If you have an office toolbar you can access PowerPoint from there or if you have the PowerPoint icon on your desk top double clicking that will start the program. 3

4 4.0 PowerPoint s Opening Window Figure 2 below shows the first PowerPoint screen. Formatting toolbar Standard toolbar Menu bar Title bar Slide Area Status bar Drawing toolbar Task Pane Figure 4.1: PowerPoint s First Screen Situated across the top of the screen just below the title is the menu bar, which looks similar to those in other Microsoft products. Below the menu bar are two of the toolbars available in PowerPoint (others are located under View > Toolbars). The toolbars consist of a series of buttons that you can click on to perform common functions. Holding the mouse pointer over the button reveals its function. Near the base of the screen is the drawing toolbar. 4

5 The middle of the screen shows the slide area. At the bottom of the screen the status bar shows which slide is currently displayed. At the bottom left edge of the screen are the view buttons. If you hover over these a description of the view will appear: These enable you to switch among the various views available. 5.0 Create a New Presentation PowerPoint has a blank presentation option, which you can use to develop presentations with formatting, layout and effects unique to your needs. 5.1 Create slide 1 In the task pane, Open Section click on Create a new presentation The New Presentation Task pane appears. Click on Blank Presentation Title Title and text (with bulleted list) Figure 5.1: Task Pane Scroll down to see more layouts Figure 5.2: Selecting Slide Layout 5

6 The first slide is displayed in Normal View. (Note: you can close the task pane at this stage, to have more screen display of the slide.) Placeholders View buttons Figure 5.3: Slide in Normal View 5.2 Inserting Text 5.2 Inserting Text Every slide (except the blank and content only layout) will have built in placeholders (boxes with dotted-line borders to hold text, bulleted lists etc) Click into the Title placeholder to add text. 5.3 Adding a New Slide Here are some differing methods for adding a new slide: Click the New Slide button on the standard toolbar. Choose Insert > New Slide. 6

7 Press Ctrl+M. Whichever method you use the task pane will appear on the right. This allows you to choose the desired layout by clicking with the mouse. PowerPoint inserts the slide into your presentation immediately after the slide currently displayed on screen. 5.4 Moving From Slide to Slide There are several ways to move back and forth in your presentation: Click on the double-headed arrows at the bottom of the vertical scroll bar. This moves through the presentation one slide at a time. Use the Page Up and Page Down keys. Drag the scroll box up and down (that is the box in the middle of the scroll bar). 6.0 Editing Slides Editing text in PowerPoint is rather different from editing text in Word. PowerPoint uses objects. The text, or anything else for that matter, is contained within an object. You can not simply type on to the blank slide. A placeholder is a text object. Other content such as pictures, AutoShapes, WordArt, or ClipArt are all inserted as objects. Each object occupies a rectangular region on the slide. You can see the outline of an object when you click on it. Objects can overlap. For example, you could lay text over clip art. 6.1 Selecting Objects Before you can edit anything on a slide, you have to select the object that contains whatever it is you want to edit. Here are some points to bear in mind when selecting objects: To select a text object so that you can edit its text, move the mouse pointer over the text and left click. Non-text objects such as shapes need to be double clicked in order to edit them. A single click selects them and allows dragging and resizing. The tab key can be used to select objects on a slide in sequence. 7

8 6.2 Undoing Edits If you make a mistake whilst editing remember the marvellous undo command. Either click the undo button or choose Edit > Undo or press Crtl+Z. 6.3 Deleting a Slide If you want to delete a slide from a presentation move to the slide that you want to delete, choose Edit > Delete Slide. Alternatively, go into Slide Sorter view, select the slide you want to delete (by clicking on it once) then press the delete key on your keyboard. 6.4 Rearranging Your Slides To rearrange the order of your slides you have to switch from Slide view to Slide Sorter view. There are two ways to switch to Slide Sorter view: Click the Slide Sorter view button (bottom left hand corner of the screen) Choose View > Slide Sorter. To move a slide click and drag it to a new location. Hold down the left mouse button on the slide that you want to move and drag it to its new location. 7.0 Using the Right Mouse Button Clicking the right mouse button displays a series of menus that differ depending on exactly where you are. For example, right clicking on the slide background produces the menu on the left shown below: Figure 7.1: The right mouse button menus 8

9 8.0 Changing the Colour Scheme The colour scheme can be set for one or all slides To change one or more of the colours in the colour scheme follow these steps: Select the slide whose colour scheme you wish to change. If its all the slides in your presentation just pick any slide. Click on the Design tab on the Standard Toolbar Format > Slide Color Scheme or go to Click on Edit Color Schemes Figure 8.1 Slide Design task pane Click on Background Click on Change Colour Figure 8.2: Edit Colour Scheme dialogue box 9

10 Figure 8.3: Adding a background colour You will notice a small octagonal shaped icon in the middle of the colours. Hold down the left mouse button and drag the icon around to select the colour of your choice. The new colour appears in the box down on the right. PowerPoint templates come with built in colour schemes. These needless to say can be altered, but take care as these have been professionally designed and in general work well. The rule of thumb is choose one with a light background for acetates and one with a dark background for slide shows. If you do wish to change and manipulate colours here are some general points: Each colour scheme has eight colours with each colour designated a particular use. Background colour slide background. Text and lines colour any text or drawn lines excluding the title text. Shadow colour shadow effects for objects. Invariably darker shades of the background colour. Title text colour used for the slides title text. This needs to contrast with the background colour. Fill colour when you create an object like a rectangle or AutoShape, this colour is the default fill colour. 10

11 Accent colour the last three colours in the colour scheme are used for odds and ends such a graph colours. 8.1 Changing the Background Colour To change the slide background colour go to Format > Background. Click on the arrow and select more colours to see the full range of colours available. Alternatively, click Fill Effects for more options. Figure 8.4: Adding a background colour 9.0 Applying Design Templates PowerPoint has a number of preformatted presentations, known as templates, that you can use to help you create a presentation.. To use a template, click on the Format menu and select Slide Design. In the Task Pane click on Design Templates (Figure Scroll through and click on a design, then on its down arrow. You can choose to apply to the current slide or to all of the slides in your presentation. Figure 9.1: Applying a design template 11

12 10.0 Slide Masters A slide master is the easiest way to add something to every slide in your presentation. It is a way of avoiding the tedious task of changing the font, point size, and general format on each slide you create. If you have a picture that you want to appear on every slide, place it on the slide master and it will appear on all the slides in the presentation. You can also use the slide master to change the way an existing presentation looks. To summon up the slide master go to: View > Master > Slide Master The Slide Master opens. Make any formatting changes you want. Click Close Master View in the floating Master toolbar to return to slide view. You will have noticed that the slide master contains paragraphs for five outline levels formatted with different point sizes, indentations and bullet styles. The Slide Master is the place to change the way an outline level is formatted Adding Recurring Text If there is a name that you want to appear on each slide follow this procedure: In the Slide Master, click the Text Box button on the Drawing toolbar The mouse cursor now turns into an upside down cross. Click anywhere on the slide that you want to add text. A Text Object now appears at that location. Type the text that you want to appear on each slide. Implement any formatting you want. Click the Close Master View button to return to Slide view PowerPoint s Different Views Microsoft PowerPoint has three main views: normal view, slide sorter view, and slide show view. You will be familiar with the slide tab in Normal View, but others may be new to you. 12

13 11.1 Normal view Normal view is the main editing view, which you use to write and design your presentation. The view has four working areas: Outline Tab, Slides Tab a Slide Pane and a Notes Pane Outline Tab Slides Tab Slide Pane Notes Pane Slides tab Use this tab to see the slides in your presentation as thumbnail-sized images while you edit. The thumbnails make it easy for you to navigate through your presentation and to see the effects of your design changes. You can also rearrange, add, or delete slides. Outline tab Figure 11.1 Normal View Outline tab shows your slide text in outline form. This area enables you to focus on the main points of your presentation without being distracted by formatting, colour schemes and so on. You can check to see if you are getting your point across and then switch back to Slides tab to make sure everything is looking good. In other words Outline view is the place to check your presentation makes sense. Outline view is an all too often neglected view. It enables you to focus on the main points of your presentation without being distracted by formatting, colour schemes and so on. You can check to see if you are getting your point across and then switch back to Slide view to make sure everything is looking good. In other words Outline view is the place to check your presentation makes sense. The following list highlights some important points about Outline view: The outline comprises the titles and body text of each slide. It does not show pictures, charts and so forth. The number of each slide is shown in a margin on the left with a slide icon beside it. 13

14 Each text line appears as an indented line below the main title heading. The Outline View toolbar To view PowerPoint s Outline View toolbar click on View > Outlining Promote the paragraph to a higher outline level Demote the paragraph to a lower outline level Move the paragraph up Move the paragraph down Collapse the selected slide Expand the selected slide Collapse all Expand all Summary slide Show formatting Promoting and demoting in Outline Tab To promote a paragraph means to move it up one level. If you promote the upper most paragraph it becomes a new slide. Demoting is the opposite. Expanding and collapsing the Outline If you have many slides it may become difficult to grasp the overall structure of the presentation even in Outline view. If this is the case you can collapse the view so that only the slide titles are shown. Expanding a presentation restores the collapsed body text. Creating a Summary Slide If you want to include a summary of the key points in your Microsoft PowerPoint presentation, you can use Slide Sorter view to easily create a single slide that presents a list of selected slide titles. 1. On the View menu, click Slide Sorter. 14

15 2. In Slide Sorter view, hold down CTRL while you click the slides that have titles that you want to include in your summary slide. Tip Include only the slide titles that best summarize your presentation. 3. On the Slide Sorter toolbar click Summary Slide. If the Slide Sorter toolbar is hidden, on the View menu, click Toolbars, and then click Slide Sorter. The summary slide is created and added to your presentation. Slide pane With the current slide shown in this large view, you can add text, insert pictures, tables, charts, drawing objects, text boxes, movies, sounds, hyperlinks, and animations. Notes pane Add notes that relate to each slide's content, and use them in printed form to refer to as you give your presentation, or create notes that you want your audience to see either in printed form or on a Web page. To add speaker notes click on the View Menu > Notes Page and type away. You can add as much text as you want to Notes Page view, but really it is best to keep it simple, using the notes as a prompt. You may want to adjust the zoom factor to enable you to see it properly. A factor of 66% or 75% is usually about right. If you need more space for your notes shrink the slide on the notes page by grabbing the sizing handles (once you have clicked on it) then drag it further up the page. Presenter View It may be possible for you to view your notes while showing your presentation; however, your equipment will need multiple monitor capability in order for you to be able to do this. To get presenter view: Go to the Slide Show menu, click Set Up Show. Under Multiple monitors, select the Show Presenter View check box. In the Display slide show on list, click the monitor you want the slide show presentation to appear on. 15

16 11.3 Printing Notes To print your Notes go to File > Print. Use the Print what list box to choose the Notes Page option. Click OK Slide Sorter View Slide sorter view is an exclusive view of your slides in thumbnail form. Figure 11.2Slide Sorter View When you are finished creating and editing your presentation, slide sorter gives you an overall picture of it making it easy to reorder, add, or delete slides and preview your transition and animation effects Slide show view Slide show view takes up the full computer screen, like an actual slide show presentation. In this full-screen view, you see your presentation the way your audience will. You can see how your graphics, timings, movies, animated elements, and transition effects will look in the actual show Using the Drawing Tools The drawing toolbar provides a range of tools and features to help add impact to your slides. The drawing toolbar is split into three sections: General drawing controls these are used for selecting and rotating objects as well as changing their position and orientation. Object drawing tools these tools are used to create objects. 16

17 Object formatting controls used to change the appearance of objects. Line Style Drawing Menu Free Rotate Fill Colour Line Colour Arrow Style AutoShapes Menu Text Box WordArt Dash Style Font Colour Figure 12.1: The Drawing toolbar If the Drawing toolbar is not visible go to View > Toolbars > Drawing. Shadow 3D Many of the items on the Drawing toolbar may be familiar to you. Exactly the same toolbar is available in Word. The arrow, line, rectangle and oval buttons are pretty self-explanatory, but within the toolbar are some useful wizzy features: For example, the slide below shows two curved arrows to illustrate a process. To achieve this follow the procedure below: 17

18 Figure 12.2: Using AutoShapes Move to the Drawing toolbar (if it is not visible go to View > Toolbars, then click Drawing). On the Drawing toolbar click AutoShapes. Select Block Arrows and click on the curved right arrow, as in figure 6 below. Figure 12.3: AutoShape options Move the mouse pointer up to your slide, hold down the left mouse button and drag it across the screen. A curved arrow appears in front of you. Resize it by using the grab handles the little white squares. With the shape still selected, copy and paste the image Ctrl+C for copy, then Ctrl+V for paste is the easiest. Now move back to the Drawing toolbar and click Draw. Select Rotate or Flip from the list. Click Rotate Left. The arrow rotates half a turn. Go back to Drawing > Rotate or Flip > Rotate Left to turn it another half turn. Position the arrows to suit. To help align the arrows or any other objects, right click on your slide and select Grid and Guides, as in Figure If you want to treat two or more objects as one follow this procedure: Select the first object it should now appear with the little squares around the edge. Figure 12.4 Selecting Grid and Guides 18

19 Hold down the shift key selected. and click the second object. Both should now be Right click on one of the objects, go to Grouping and then Group. Once objects have been grouped they can be treated as one. To ungroup simply select Ungroup from the list Creating Graphs Figure 12.5 Grouping two or more objects together Within the Office suite of products is something called Microsoft Graph. This can be used within PowerPoint to place graphs onto slides. There are three ways to insert a graph: In the Slide Layout pane click on a content slide layout and double click on the Chart icon. On the standard toolbar click the Insert Chart button Go to Insert > Chart. Figure 13.1 Microsoft Graph showing the default datasheet and default chart 19

20 The Graph toolbar is added to the PowerPoint screen together with the default datasheet. The default chart should be visible behind it. The PowerPoint menu bar is now the Graph menu bar. Editing the datasheet is relatively straightforward. Each rectangle is called a cell. To change the contents simply click on the cell and overtype the contents. The cells in the top row of the datasheet are used to label the X-axis (horizontal). The cells in the left most column hold the text for the series labels. The remaining cells hold data values. If the datasheet is not visible click the View Datasheet button. Series labels Cells X-axis labels Series labels Figure 13.2: The default graph X-axis labels When you have made all the changes and finished your graph, click any blank area of the slide outside the chart area. The chart becomes an object on the slide and the normal PowerPoint screen returns. 20

21 13.1 Inserting an Existing Chart from Excel If you have a chart already created in Excel click the Import File button in the Microsoft Graph view. when Select the file that contains the chart from the list that appears in the Import File dialogue box Animation Effects Preset animation effects determine the way that text or objects are revealed on a slide. They are usually very effective when applied to bulleted lists but can be applied to any slide layout Pre Set Animation for Text and Graphics In Slide Sorter View click on the slide you wish to animate. From the Slide Show menu, select Animation Schemes In the Task Pane, click on: an Animation Scheme (Figure To view the animation effect, change to Slide Show View Custom animation effects Effects and timings can be applied to individual objects on a slide. Figure 14.1 Selecting animation effects Right click the object Select Custom Animation The Custom Anomation Task Pane is displayed From the Slide Show menu, select Animation Click on Add Effect and select the desired effect from the drop down menu Click the Effects tab. In the Entry animation and sound box, select the option you require. Click Play or Slide Show to check the animation Animating Graphs Graphs are a powerful way of illustrating a point using data. Adding animation to your graphs will assist in highlighting key areas. For example, bars in a bar chart can 21

22 be made to rise up one at a time or the segments in a pie chart can be made to appear individually. Select the chart you wish to animate. Right click on the chart a choose Custom Animation 1. In the Custom Animation task pane, select the animation you applied to the chart, click the down arrow, and then click Effect Options. (Figure 14.2) 2. On the Chart Animation tab, in the Group Chart list, click an option. (See figure 14.3 below) Note Effects appear in the Custom Animation list top to bottom, in the order you apply them. If you add chart effect options, they will appear in a collapsed list under the effect that you applied to the chart. The animated items are noted on the slide by a non-printing numbered tag that correlates to the effects in the list. This tag does not show up in the slide show view. Figure 14.2 Custom Animation On the Chart Effects tab go to the box marked Introduce chart elements and select how you want to Figure 14.3 Group Chart List animate your chart. Note that the list will differ depending on the type of chart to be illustrated. 22

23 15.0 Hyperlinks Hyperlinks can be used to provide a link between slides other presentations or to the Internet. For example, you may wish to hyperlink from a bullet point on one slide to more detail on another slide and then hyperlink back to the other bullet points and so forth Creating Hyperlinks 1. Select the text or object that you want to represent the hyperlink. 2. Click Insert Hyperlink. 3. Under Link to, click Place in This Document. Figure 15.1 Insert Hyperlink In the list, select the slide you want to go to. You will notice that the text you have hyperlinked has now been underlined and that its colour has changed. When the slide is viewed in Slide Show view clicking the hyperlink will take you to whatever slide you have set. To change the colour of the hyperlinked text, follow the instructions for changing the slide colour scheme on page 12, but select Accent and hyperlink in the Custom tab 23

24 16.0 Saving Your Presentation When you save your presentation, by default PowerPoint saves it as a PowerPoint Presentation file, with the ppt file extension. If you intend to give your presentation as a PowerPoint show you can save it as a PowerPoint Show file with a pps file extension. This means when you open the file, it goes immediately into the show format without the other PowerPoint views Saving a PowerPoint Show With your presentation open go to File > Save As. In the Save As dialogue box go to the Save in: box and change the location to Desktop. In the Save as Type: box select PowerPoint Show. Figure 16.1: The Save As dialog box. Click the Save button 24

25 This will place the PowerPoint show file on the Desktop ready to run Printing Your Presentation Printing your presentation is straightforward enough and not dissimilar to Word, but there are a few things to bear in mind The Quick Way The quickest way to print is to click the print button on the standard toolbar. As with Word this prints without further ado, using whatever settings are currently in place. Usually this results in one copy of all your slides Using the Print Dialogue Box The print dialogue box affords much greater control over printing. To call up the print dialogue box: Choose File > Print or Press Ctrl+P Figure 17.1 below shows the print dialogue box. The Print what box near the bottom determines what will be printed. If it is slides you are after select slides, if it is handouts, then select handouts and so on. You can choose the number of copies, all or part of a presentation or even part of an individual slide. Figure 17.1 Print Dialogue Box Note: The handout mode prints several copies of slides on a single sheet of paper. 25

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