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1 MS PowerPoint Manual ICT Staff Training & Development, University of the Western Cape ICS Department: e-learning Office:

2 Table of Contents Introduction to Microsoft PowerPoint:... 3 How to get started:... 3 New Presentation (How to create one) Auto Content Wizard:... 5 Design Template:... 9 Blank Presentation: Slides (Slide Layout): Text Layouts: Content Layouts: Text and Content Layouts: Other Layouts: Common examples of slide layouts used: Blank Slide Layout: Text & Picture Slide: Organizational Chart Slide: To select a chart: Chart Slide: To select a Color scheme for your slide: To add an Animation Slide Show Saving Presentation

3 Introduction to Microsoft PowerPoint: How to get started: STEP 1: Go to start icon. STEP 2: Go to Programs. STEP 3: Click on. The above screen will appear. 3

4 New Presentation (How to create one). When you first open PowerPoint, the getting started pane, as shown above, appears on the right and a new presentation opens automatically. The task pane shows methods of creating a presentation. This pane will also appear if you choose FILE/NEW. If the task pane is not visible, select.view/task PANE. Initially the options available relate to how you want to start the presentation. 4

5 Auto Content Wizard: STEP 1: Click on the drop down menu The above options would appear. STEP 2: Go to New Presentations.. The above Tool bar options are given: STEP 3: Click on the icon. 5

6 The AutoContent Wizard dialog box is displayed. STEP 4: Click Next and move to the next dialog box. Then follow the instructions on the Wizard and choose the relevant options depending on the type of presentation you want to create. STEP 5: Select the type presentation you are going to give e.g. Generic. STEP 6: Click Next and move to the next dialog box. 6

7 STEP 7: Select the type of output with which you are going to present. STEP 8: Click Next and move to the next dialog box. STEP 9: Click in Presentation title box given to add the title of your presentation. STEP 10: Click in the Footer box given to add any text which you would like to have appear on each slide. STEP 11: Click Next and move to the next dialog box. The above Dialogue box will appear. STEP 12: Click Finish. 7

8 The above screen will appear showing you the type of presentation you created. 8

9 Design Template: STEP 1: Click on icon. The above tool bar menu will appear. Design template provides us with a range of options for the design of each of the slides. To select a design: STEP 2: Click on the drop down menu. STEP 3: Click on one of the options on the list to select how to apply the design e.g. Apply to All slides. 9

10 The above screen will appear showing how each of the slides would look. 10

11 Blank Presentation: This starts an empty presentation free of any design or sample text. This may be the most appropriate starting point if you wish to produce a poster. STEP 1: Click on icon. The above toolbar menu will appear. 11

12 Slides (Slide Layout): A Slide Layout refers to how placeholders are arranged on a slide. Each slide layout contains a different combination of text and content placeholders. Opening Slide layout: Refer to section 3.3 In opening slide layout the above screen will appear. There are four different slide layouts that can be chosen from namely; 1. Text Layouts 2. Content Layouts 3. Text and Content Layouts 4. Other Layouts 12

13 Text Layouts: Applying text layouts: Text layouts arrange the slide into different configurations of Text placeholders. Typically a slide is divided into title and text placeholders. To apply a text layout to a slide: STEP 1: Locate the text slide layout you want from the Slide Layout Pane and click on it. OR Click the Down Arrow next to the text slide layout you want. STEP 2: Select Apply to Selected Slides. The above image is example of it. This image is also an example of a Title Slide. 13

14 Content Layouts: Content Layouts arrange the slide into different configurations of content. Content can be classified as Clip Art, Charts, Tables, Diagrams, or Organization Charts, or Media Clips. Typically a slide is divided into title and content placeholders STEP 1: Locate the content slide layout you want from the Slide Layout Pane and click on it. OR Click the Down Arrow next to the content slide layout you want. STEP 2: Select Apply to Selected Slides. The above image is example of it. 14

15 Text and Content Layouts: Text and Content Layouts arrange the slide into different configurations of text and content placeholders. Typically a slide is divided into title, text and content placeholders. STEP 1: Locate the content slide layout you want from the Slide Layout Pane and click on it. OR Click the Down Arrow next to the content slide layout you want. STEP 2: Select Apply to Selected Slides. The above image will appear. 15

16 Other Layouts: Other Layouts arrange the slide into various configurations of text and content placeholders. STEP 1: Locate the other slide layout you want from the Slide Layout Pane and click on it. OR Click the Down Arrow next to the other slide layout you want. STEP 2: Select Apply to Selected Slides. The above screen will appear. 16

17 Common examples of slide layouts used: Title Slide: Title slides are usually inserted into presentations to head-off different sections of a presentation. They are usually found under Text Layouts. STEP 1: To obtain a Title Slide move the cursor around on the slides in text layout and the name of the slide will appear then once you have found the Title just click on the slide to select it as shown by arrow 34. The above diagram is an example of what a title slide looks like. 17

18 Blank Slide Layout: The above diagram will appear. 18

19 Text & Picture Slide: Once you have chosen the slide the above screen will appear. In the centre of the slide a box will appear with six types of pictures to add to the slide including charts, pictures, media etc. STEP 1: To add a picture click on one of the icons provided in the centre of the slide 1. Click on the icon to insert a table. 2. Click on the icon to insert a chart. 3. Click on the icon to insert a clip art. 4. Click on the icon to insert a picture from a saved file. 5. Click on the icon to insert a diagram or organizational chart. 6. Click on the icon to insert a media clip. 19

20 Organizational Chart Slide: The organizational chart slide option appears under other layouts in the Slide Layout menu. STEP 1: Click on the slide and select Apply to Selected Slides from the dropdown menu. The above Screen will appear. 20

21 STEP 2: To add the organizational chart to the slide Double click on the icon located in the centre of the slide. The above diagram Gallery will appear in the centre of the slide a range of organizational charts to choose from. To select a chart: STEP 1: Click on the type of chart you would like. STEP 2: Then click OK. The above screen shot is what the slide will now look like. The above toolbar will also appear on the slide enabling us to select from a range of different shapes and layouts we can apply to the organizational chart. 21

22 Chart Slide: A Chart Slide can be found under Other Layouts in the Slide Layout menu. STEP 1: Click on the slide and select Apply to Selected Slides from the dropdown menu. The above screen will appear. STEP 2: To add the chart to your slide Double Click on the icon located in the centre of the slide. 22

23 The above screen will appear indicating what the chart will look like. The screen will also include a Presentation Data Sheet. In the Presentation Data Sheet we insert all the information relevant to the chart. STEP 3: Once you have inserted the information Click the exit icon. Your chart slide will now appear as follows. 23

24 To select a Color scheme for your slide: STEP 1: Click on Color schemes. STEP 2: Click on the drop down menu. STEP 3: Click on one of the options on the list to select how to apply the design e.g. Apply to All slides. 24

25 The above screen will appear. 25

26 To add an Animation STEP 1: Click on Animation Schemes. STEP 2: Click on the type of animation you would like e.g. Faded wipe. STEP 3: Click on Apply to All Slides. 26

27 Slide Show In order to start a slide show, you should press the F5 key on your key board. Or STEP 1: Click on the Slide Show tab then View Show, in the tabs bar. Saving Presentation In order to successfully save your presentation, you should hold down the Crtl key and press the S key on your key board. Or STEP 1: Click on the file then save as, in the tabs bar. 27

28 STEP 2: Type in a file name of the presentation you wish to save as, then click on the save button. 28

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