Powerpoint An Introduction

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1 Powerpoint An Introduction

2 Contents General Interface 3 Creating a new Slide Presentation 4 Inserting movies into your presentation 5 Adding Animation Effects 6 The Outline view 7 The Slide sorter view 7 The Slideshow view 8 Formatting Pictures 8 Adding Hyperlinks and Action Buttons to a Presentation 9 Saving your Powerpoint presentation 10

3 Draw Select Objects Free Rotate Insert Text box Insert word art Insert Clip art Insert picture from file Line Rectangle Autoshapes Lines Line Style Font Color Line Color Fill Color Normal view General Interface Outline Pane Add new slide Outline view Slide view Slide Slide sorter Show view Notes Pane Slides Pane Standard Toolbar Click here to go to the Previous slide Click to go to the Next slide

4 Creating a new slide presentation 1. Go to File menu > New Presentation Slide Layout window A New Slide Layout window appears. Everytime you insert a new slide this Slide Layout Window will pop up. It contains several layouts to help you place dfferent elements on a slide: charts, tables, bulleted lists, movies and media, etc. NOTE:You can also add all the above elements by clicking on the corresponding toolbar icon or by going under the Insert menu. 2. Select the Slide layout that you want. Click OK. 3. If you selected a layout that includes a text box, just click inside it and type the content that you want. NOTE: You can also type text anywhere and at anypoint inside a slide. To do this: 1. Display the slide where you want to type in 2. Select Insert Text box 3. Click on the location where you want to write 4. Type 4. To add another slide, go to Insert > New Slide or click on located on the Standard toolbar 5. Select a layout for the next slide and click OK. (for this example the large picture layout will be selected) 6. Add a picture by double clicking the window.

5 7. Navigate to the file that you want to add to your presentation. -Select the Link to File if you plan to show your presentation in a computer that doesn t contain your source files (for this you need to save your presentation as a Package (see pg X). -Click Insert. The new slide is inserted in your presentation. 8. Repeat steps 4 through 7 for each new slide. 9. Go to File > Save 10. Type a name in the the Save As field, and then click Save. Format: Save your presentation as a Microsoft Powerpoint document (Later, according to your presentation needs, you can save it in other formats. see pgs 11-12). Select the Append file extension box if you want the presentation to open in a Wndows based computer. Inserting movies into your presentation You can insert movies in the following formats: Quicktime (QT, Mov, QTVR), MPEG, and video for windows (AVI). Powerpoint only makes a link to the movie file, it doesn t save it. If you are showing the presentation in a computer that doesn t have your movie file, you will need to save the presentation as a Powerpoint Package. 1. To add a Movie, go to Insert > New Slide or click on located on the Standard toolbar 2. Select one of the Media clip and Text layouts. Click OK 3. Double click the Media Clip box. 4 Navigate to the folder where you have your Media files. Select your Movie clip. Click Choose.

6 4. The Movie clip appears inside the box. You can resize the video by dragging from one of the sizing handles corners of the clip. You can also go to Format > Picture If you want the Playback Controller to show, click the film icon located on the bottom left of the movie. or Click the Show controller on the media toolbar. NOTE: You don t need to go through the New Slide Layout Window in order to insert a movie (or any other type of file) into your presentation. Another way of inserting files (in this case Movie files) is: 1. Display the slide where you want to insert the file. 2. Go under Insert > movies and sounds > Movie from file. 3. Navigate to your movie file and double click on it. 4. The movie will appear on your selected slide. Powerpoint will ask you if you want the movie to play automati cally during a slideshow, or if you want it to play when clicked manually. If you want to add a hyperlink to your clip go to Slide Show menu > Action Buttons Animation Effects If you want to add animation effects to your movie go to Slide Show menu > animations > Custom Click on the Effects tab and Select the Entry effect, the entry sound if desired, and the After Animation action. Select other settings in the Order and Timing, and Options window. Click OK

7 Different powerpoint views The Outline view The Outline View displays an outline of your slideshow. It is useful when you are planning or outlining the content of a presentation. It displays text much better than any of the other view options. You can type the title and content of each slide of the show in outline view without being distracted by formal details. You can later concentrate on the graphics, fonts, slides, design, etc. 1. To View your presentation in Outline View Click the Outline View button Slides 2. Click just beside the slide icon and type a title, a bulleted list or any other content that you may need. All the changes that you make to the text while in the outline view will appear in the slide itself, and all the changes that you make to the slide in other views will be reflected in the outline view. Outline View Button The Slide sorter view The Slide sorter view is the best view to use if you need to reorder, delete, or duplicate any of the slides. You can also do it in the Outline view, but the slide sorter view is better for this task. 1. To view your presentation in Slide sorter View -Click the Slide sorter View button -Or go under View >Slide Sorter Drag it to the new position 2. Select the slide that you want to move and drag it to the new position. Slide Sorter View Button Slide at the new position

8 The Slideshow view In the Slideshow View you can see a fullscreen presentation of your show. Because you see the slides fullscreen you will be able to notice errors and details that you couldn t notice in any other view. 1. Click the Slideshow button or go to View > Slide Show The presentation starts 2. To Navigate to the next slide press N, enter, the spacebar, the right arrow, the down arrow, page down, or just click the mouse. To navigate to the previous slide press P, the left arrow, the up arrow, or Page Up To go to a particular slide type the slide number + enter. To end the slide show, press Escape. In slide Show view you see the slides on full screen. Formating Pictures 1. Open the Formatting window by double clicking the picture that you want to format or Click on your picture and then go to Format > Picture The Formatting window will appear. 2. Click on the different tabs -Color and Lines, Size, Position, Picture - and change the desired formatting options. NOTE: If you want to change the color of the slide s Background, go under Format > Background If you want to change the Font, select the text that you want to change, and then go under Format > Font

9 Adding Hyperlinks and Action Buttons to a Presentation You can add hyperlinks and Action buttons to your Powerpoint presentation. Hyperlinks and Action Buttons are used to navigate from one location to another one. For example, you can click on one Action button on a slide and jump to another slide of your presentation, or to a specific file in your computer, or to a web page in the internet. To Insert a Hyperlink do the following: 1. Select the slide that you want to insert the hyperlink to. You can select the slide by clicking on it in the Outline Panel. 2. Go to Insert > Hyperlink 3. Select what type of link you want to make: Web, documents, or address. Type a web link or choose an URL from the Favorites or the History pop-up menus. Click on the Screen Tip button if you want a specific text (besides the URL) to appear when the mouse moves over the slide. 4. To test your Hyperlinks and Screen Tips click the Slide Show button or Go to View > Slide Show On Slide Show View, move the mouse over the slide to see the Screen Tip text. Click on the slide to open the URL, docu ment, or address that you linked to.

10 To Insert Action buttons do the following: 1. Select the slide that you want to insert the Action button to. 2. Go to Slideshow > Action button 3. Select the type of Action Button that you want: Home, Help, information, etc. 4. Click the slide. The Action Settings window appears. 5. Click on one of the two tabs to select wether you want the action to happen on Mouse click or on Mouse Over. 6. From the pop-up menu, select the location where you want the Action Button to link to. In this example we chose to link the Home Action Button to the First slide of the presentation. You can also link sounds either to a slide or to an Action Button by selecting a sound in the Play sound box pop-up menu. If the Play Sound box is not active, select None in either the mouse click panel or in the mouse over panel. If you want to Highlight text when your mouse moves over some text, select the Highlight when mouse over box. 7. Click OK 10

11 After you choose all your Button and Action settings and click OK, the icon of the action button that you chose will appear on your slide. If you want to change the look of the Action Button double click on it and the Format Autoshape window will pop-up. To test your Action buttons and Action Settings click the Slide Show button or Go to View > Slide Show Saving your Powerpoint presentation To save a new unsaved and unnamed presentation: 1. Go to File > Save 2. Type a name in the the Save As field, and then click Save. Format: Save your presentation as a Microsoft Powerpoint document. Select the Append file extension box if you want the presentation to open in a windows based computer. 3. Click Save. To Save a presentation to always open as a slide show: When you open this type of file from your desktop, it will automatically start as a slide show. 1. Open your presentation. 2. Go to File > Save As. 3. Select PowerPoint Show fom the Format pop-up menu. Select the Append file extension box if you want the presentation to open in a windows based computer. 4. Click Save. 11

12 To Save a presentation as a Package with all the linked files: If you are going to show your presentation in a computer that doesn t have all the files that you used (movies, pictures, sounds) this is the way to save it. 1. Open your presentation 2. Go to File > Save As. 3. Select PowerPoint Package from the Format pop-up menu, 4. In the save as field type a name. A new folder will be created and all the files linked to the presenta tionwill be stored in it. 5. Click Save. Select the Append file extension box if you want the presentation to open in a windows based computer. To Save a presentation as a PowerPoint Movie: This will make a Quicktime movie out of your presentation. It has its limitations. Useful for Kiosk presentations. 1. Open your presentation. 2. Go to File > Save As. 3. Select PowerPoint Movie fom the Format pop-up menu. Select the Append file extension box if you want the presentation to open in a windows based computer. 4. Click the Options button and set the Powerpoint Movie settings to suit your presentation needs.. 5. Click OK 12

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