COURSE GUIDE. PowerPoint: Slideshow Basics. Center for Teaching, Learning, and Technology GOUCHER COLLEGE

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1 COURSE GUIDE PowerPoint: Slideshow Basics Center for Teaching, Learning, and Technology GOUCHER COLLEGE

2 2008 by Information Technology, Goucher College All rights reserved. No part of this booklet may be used or reproduced in any form or by any means, or stored in a database or retrieval system, without prior written permission of the publisher except in the case of brief quotations embodied in critical articles and reviews. Making copies of any part of this booklet for any purpose other than your own personal use is a violation of United States copyright laws. This booklet is intended for use as a reference for faculty, staff and students of Goucher College who have or will be attending instructor led training. For information write to Goucher College, Information Technology, 1021 Dulaney Valley Road, Baltimore, Maryland

3 Table of Contents Lesson One: Creating a Presentation... 5 Creating a New Presentation... 6 View Bar Buttons... 7 Understanding Screen Elements... 8 Differences between PC and Mac... 9 Adding, Deleting and Organizing Slides Deleting Slides...11 Moving Slides Editing Text Exercise One...13 Lesson Two: Customizing Your Presentation Formatting Text Formatting Bullets Altering the Color Scheme Changing the Background Color Deleting Template Objects Adding Graphics Manipulating Graphics Exercise Two...21 Lesson Three: Running the Slideshow Running the Show Making Slide Transitions Using Custom Animations Accessing Slideshow Settings Exercise Three...29

4 Special Notations and Symbols Notation Example Description Keystroke [ENTER] Press Enter on the keyboard. Button/Mouse OK Click on OK in the current window. Ribbon/Menu Item Tools > Options Go to the Tools ribbon and select Options. Caution Beware of this possible pitfall. Hot Tip Try this!

5 Lesson One: Creating a Presentation PowerPoint enables you to create a multimedia presentation for 35mm slides, transparencies, or a computer slide show. Unlike other presentation methods, PowerPoint allows you to animate and automate your presentation, as well as incorporate a variety of multimedia objects such as photographs, videos and sound bites. In this chapter, learn how to Create a simple presentation Recognize Screen elements/difference between Mac and PC Use the View Bar Buttons Change the template for a presentations Add, delete and organize slides Edit text Introduction PowerPoint 5

6 Creating a New Presentation When you start PowerPoint a blank presentation automatically opens. Each page of the presentation is called a slide. You may begin typing your presentation immediately on the slide, or choose >New to open the New Presentation task pane on the right side of your screen. 6 Lesson One Creating a Presentation

7 View Bar Buttons PowerPoint comes with several views that allow you to see your presentation different ways. You can switch from view to view using the View ribbon. Name Button Normal View Slide Sorter View Run Slide Show View Introduction PowerPoint 7

8 Understanding Screen Elements Here is a sample screenshot of PowerPoint 2007 and some of the program s key components: Slides Pane Working Slide Pane Status Pane Notes Pane 8 Lesson One Creating a Presentation

9 Differences between PC and Mac PC Mac The options in PowerPoint will be the same in both Mac and PC versions but the visuals may differ. Introduction PowerPoint 9

10 Adding, Deleting and Organizing Slides Once you have a presentation you may need to include additional information, delete information or even rearrange the slides. 1. New slides will always insert after the slide you have selected. If necessary, move to the slide that should be in front of your new slide. 2. Click on the New Slide button from the toolbar. 3. Select the layout of the slide. Layout determines where the information will be placed on a slide and what type of information you will include. 4. Click OK. 5. Type in the text that you need. 10 Lesson One Creating a Presentation

11 Deleting Slides 1. Using the Outline Pane on the left side of the screen, click on the Slide icon for the slide to be deleted. 2. Press the [DELETE] button on the keyboard. You can also choose Edit > Delete Slide. Moving Slides 1. Using the Outline Pane on the left side of the screen, point to the Slide Icon next to the slide to be moved. 2. Click and drag the slide to its new position. A horizontal line will appear indicating the slide s new position. Position of Slide Introduction PowerPoint 11

12 Editing Text To modify existing text, move your cursor over the text until the cursor changes into an I. Click the cursor one time and you will see the border appear, allowing you to edit the information. You can also add and edit text using the Outline Pane on the left side of the screen are smaller. 12 Lesson One Creating a Presentation

13 Exercise One You will be a guest speaker during Explore Goucher Day, giving a presentation on your department. 1. Create a new presentation using the template of your choice. 2. Include a title slide as your first slide. On this slide, place your department name as the title and your name as the subtitle. 3. Add a bulleted list slide. Title the slide Overview or Summary, and include four different aspects of your department that you plan on discussing. 4. Add a two-column text slide. Title the slide Past Accomplishments and Future Goals. 5. In the first column of this slide, list two accomplishments of your department. In the second column, add three future goals of your department. 6. Add a Chart Slide and name it Department Employees. 7. Move the chart slide so that it is slide #3 of your presentation. 8. Change the template to Stream. *Hint- as you move your mouse over the different templates, it will display their name. 9. Save the presentation as Department Presentation. Introduction PowerPoint 13

14 Lesson Two: Customizing Your Presentation In this chapter, learn how to Format the text Format bullets Alter colors Insert pictures 14 Lesson Two Customizing Your Presentation

15 Formatting Text Using the toolbar can be an inefficient way to make sweeping changes. PowerPoint has a quick command to replace a font throughout the entire presentation. 1. Click on Design on the ribbon bar, a font option should appear to the right. 2. Choose the font you wish to replace and the font you wish to use. 3. Right click to choose Apply to All Slides. Formatting Bullets PowerPoint allows you to have up to five levels of bulleted text. The style of the bullet changes with each level. Each template has its own default bullet shapes and colors. These can be customized if desired. 1. Click in the paragraph you wish to bullet. 2. Press [Tab] or click Decrease Indent on the Formatting toolbar to demote the text one level. Repeat if necessary. 3. Press [Shift] or click Increase Indent on the Formatting Toolbar to promote the text one level. Repeat if necessary. Introduction PowerPoint 15

16 Altering the Color Scheme Use the Slide Color Scheme command when you want to make a global color changes throughout your presentation. 1. The Slide Design task pane will appear on the right. Click on the link to Colors. 2. Right click on the box with the scheme of your choice. 3. Click on either Apply to all slides or Apply to selected slides. 16 Lesson Two Customizing Your Presentation

17 Changing the Background Color Use the Slide Color Scheme command when you want to make a global color changes throughout your presentation. 1. Click on Design on the ribbon bar or right-click an empty area of the slide and choose Format > Background. 2. Choose a color from the default color palette of the template being used, or click on Format Background for gradient fill, texture fill, pattern fill, or a picture. Click Apply to all or Close when finished. Introduction PowerPoint 17

18 Deleting Template Objects Complicated background graphics on some slide templates may distract from a chart, picture, or organizational chart. PowerPoint allows you to delete these graphics from a given slide, leaving only a background. 1. Go to the slide you wish to clear the background distractions from. 2. Choose Design from the ribbon bar. (Or right-click an empty area of the slide and choose Format Background.) 3. Select Hide Background Graphics. 18 Lesson Two Customizing Your Presentation

19 Adding Graphics 1. Go to Insert > Clipart. The Clipart task pane will appear on the right side of the screen. 2. Type a keyword in the Search for: field. 3. If desired, speed up your search by choosing an option from the Search in: and Results should be: dropdown lists. 4. Click on the Go button at the top of the task pane. 5. The results of your search will appear shortly. Scroll through the available objects and double-click on the one you want inserted on your slide. Introduction PowerPoint 19

20 Manipulating Graphics Once the graphic is inserted, you may need to make adjustments to its size or position. Moving a graphic: 1. To move a graphic, place your mouse inside the graphic 2. Click and drag until it is in the desired position. Resizing a graphic: 1. Click on it once to select it. Resizing handles appear along the edges and in the corners of the graphic. 2. Move your mouse over one of the handles and click and drag in the direction indicated by the double arrow. Rotating a graphic: 1. Click on it once to select it. A green dot appears above the image. 2. Click and drag (in a circular motion) the green dot to rotate the image. 20 Lesson Two Customizing Your Presentation

21 Exercise Two Someone in the office has given you an old PowerPoint presentation to use at an upcoming meeting. Before you use it, you want to change the formatting to enhance it. 1. Open the file Department Presentation Exercise 2 located in your class files. 2. On the first slide, change the font of the title from Times New Roman to Arial and adjust the size to your preference. 3. On second thought, you notice that the presentation uses a lot of Times New Roman and you wish to change it all to Arial. Use the Replace Font command to accomplish this quickly. 4. Change the background of the entire presentation to a solid color of your choice. 5. Add an appropriate ClipArt picture to the title slide, make is small and move it to the bottom right corner of the slide. 6. On the slide with the graph on it, you ll notice that the objects from the template detract from it. Remove the background objects for just this one slide. 7. Save and close the presentation. Introduction PowerPoint 21

22 Lesson Three: Running the Slideshow In this chapter, learn how to Run a slide show Apply transitions Animate slides 22 Lesson Two Customizing Your Presentation

23 Running the Show When you run your slide show, the PowerPoint ribbons and toolbars will disappear and one slide at a time will take up the entire screen. This is how you want to present your information to an audience. 1. Click on the Slide Show button on the top of the screen. 2. Pick one of the Start Slide Show Options. Introduction PowerPoint 23

24 Making Slide Transitions You can enhance your presentation by changing the way the slides come into view on the screen. We have all seen cinema s fade to black. Transitions also give you an extra opportunity to control the pacing of your show. 1. Using the tabs at the top of the Outline pane, switch to the Slides pane. 2. To apply a transition to a limited number of slides, select these slides now. You can select more than one slide at a time by holding down [CTRL] as you click on each one. 3. Go to Animations and The Slide Transition ribbon will appear on the top of the screen. 4. Use this to select the transition and options desired. 5. The scheme is applied immediately to the selected slide(s). To apply this effect to all the slides in the presentation, click the Apply to all Slides button. To remove a transition, select No Transition from the top of the transition list. 24 Lesson Two Customizing Your Presentation

25 Adding Animations Just as you can create transitions from slide to slide, you can also create movement on individual pieces of a slide. This is called animation. 1. Using the tabs at the top of the Outline pane, switch to the Slides pane. 2. To apply an animation scheme to a limited number of slides, select these slides now. You can select more than one slide at a time by holding down [CTRL] as you click on each one. 3. Go to the Animation Tab. The Slide Design task pane will appear on the right. 4. Use the task pane to select the animation scheme desired. Each time you choose a scheme, a preview will be played for you. 5. The scheme is applied immediately to the selected slide(s). To apply this effect to all the slides in the presentation, click the Apply to all Slides button. To delete any animations, choose No Animation at the top of the scheme list. Introduction PowerPoint 25

26 Using Custom Animations 1. Navigate to the slide you wish to animate. 2. Go to the Animation Tab. The Custom Animation task pane will appear on the left. 3. Choose an object on the slide, such as a text placeholder or a graphic. 4. From the task pane, click on Add Effect and choose an effect. A preview will be played for you. 5. Continue to use the task pane to set other animation options such as direction or speed. Each change will result in another preview. 6. Repeat for each object on the slide you wish to animate. Each effect will appear as a list in the task pane in the order it will appear. You can hit Play at the bottom of the task pane to see a preview of all the animations together. You can also use the Reorder arrows to change the animation timings. 7. To remove an effect, select it from the list in the task pane or click on the corresponding number on the slide itself, then hit Remove at the top of the task pane. 26 Lesson Two Customizing Your Presentation

27 Accessing Slideshow Settings 1. Click on the Slide Show/Set Up Slide Show Tab. 2. Select the settings necessary for the type of presentation desired, which slides to display, and how to advance from one slide to the next. Introduction PowerPoint 27

28 Start the presentation from the beginning. Perform the next animation or advance to the next slide. Perform the previous animation or return to the previous slide. Go to slide number. Display a blank black slide, or return to the presentation from a blank black slide. F5 N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE Number + ENTER B or PERIOD Display a blank white slide, or return to the presentation from a blank white slide. W or COMMA Stop or restart an automatic presentation. End a presentation. Erase on-screen annotations. Go to the next slide, if the next slide is hidden. Set new timings while rehearsing. Use original timings while rehearsing. Use a mouse click to advance while rehearsing. Return to the first slide. Redisplay hidden pointer or change the pointer to a pen. Redisplay hidden pointer or change the pointer to an arrow. S ESC or HYPHEN E H T O M 1+ENTER CTRL+P CTRL+A Hide the pointer and navigation button immediately. Hide the pointer and navigation button in 15 seconds. Display the shortcut menu. Go to the first or next hyperlink on a slide. Go to the last or previous hyperlink on a slide. Perform the "mouse click" behavior of the selected hyperlink. CTRL+H CTRL+U SHIFT+F10 TAB SHIFT+TAB ENTER while a hyperlink is selected 28 Lesson Two Customizing Your Presentation

29 Exercise Three Now that your Departmental Presentation is formatted nicely on your screen, you want to add some transitions and animations, then practice running the show. 1. Open the file Department Presentation Exercise Add the Blinds Vertical transition to every slide in the presentation. 3. Set up the 2nd slide so that the bulleted text files in from the left. 4. Run the slide show from slide #1 to the end. 5. What is the quickest way to get from Slide #4 to Slide #1? Write your answer below. 6. Save and close the presentation. Introduction PowerPoint 29