ADVANCED POWERPOINT. About this Document Words in bold. Will need to be typed or chosen from a menu or window

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1 ADVANCED POWERPOINT Introduction This document covers more advanced features of PowerPoint, which enable you to move away from linear presentations and incorporate more creativity than a standard presentation comprised of a succession of bullet-point slides. The Slide Master allows you to set a model for any individual slide show, whilst the use of templates enables you to apply that model to any other presentation. Prerequisites You should be familiar with the use of a computer keyboard and mouse and have a working knowledge of Microsoft Windows and PowerPoint Contents 1. The Slide Master 1 2. Action Buttons 2 3. Custom Animation 5 4. Action Buttons and the Slide Master 9 5. Manipulating Graphics Templates Picture Manipulation Key Shortcuts 18 About this Document Words in bold Small capitals e.g. ALT Press KEY1 + KEY2 Press KEY1, KEY2 Bulleted lists Choose Insert - Picture Will need to be typed or chosen from a menu or window Indicate keys that you press Press both keys together Press each key consecutively Are guidelines on how to perform a task Show menu commands in this case, choose the option Picture from the Insert menu at the top of the screen

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3 Advanced Powerpoint Doc Ver 5 1. The Slide Master Objectives Method Change the look and design of the presentation Use the slide master to setup a template which will be applied to all slides in a presentation 1.1 The Slide Master The slide master allows you to change the layout, style and size of text for all slides in the presentation. Any object inserted into the slide master will appear on all slides (though you may create a new master for the title slide if you want that slide to have a different layout choose Insert Title Master) We will add the Birkbeck Logo to our presentation. We will take a copy from the Birkbeck website, but note that staff may download the image in a variety of different sizes from the external relations pages at In Internet Explorer, browse to the Birkbeck Home page Right-click on the logo at the top left Choose Save Picture as Save the picture onto your n: drive so that you can find it again Close Internet Explorer We now need to add the picture to the slide master With your presentation open in PowerPoint, choose View Master Slide Master You may insert a picture here in the same way as you would insert one onto just one slide Choose Insert Picture From File Browse to wherever you saved the logo Click and drag the logo to wherever you want it to appear; e.g. in the top left One final complication is that the logo may now obscure part of the title area. If so; Click into the title area the border will be shaded in Click and drag the leftmost square to the right, to allow space for the logo Figure 1-1 Birkbeck College Central Computing Services 1

4 Doc Ver 5 Advanced Powerpoint 1.2 Changing Fonts Whilst in the slide master, we may change the font that PowerPoint will use for all the slides. It is a very similar process to changing font in Word or other applications, though you need not select all the text in advance. Click into the text Heading 1 Use the the drop-down on the toolbar to change the typeface and size as required, as in Figure 1-2 Figure Action Buttons Objectives Method To add clickable buttons to a presentation to jump to other slides Draw an action button onto a slide and define what happens when it is clicked 2.1 Action buttons Action buttons may be used to create links between slides and so make your presentation less linear. Action buttons may also link to the web or to other programmes. Open a slideshow which contains several slides Choose a slide on which to place the button Choose Slide Show Action Buttons Pick a style of button I suggest Custom at the top left, as in Figure 2-1 Your mouse pointer will now change to a cross Figure 2-1 Click and drag on the slide to draw the button onto your slide 2 Birkbeck College Central Computing Services

5 Advanced Powerpoint Doc Ver Defining an action PowerPoint will now ask what you want the button to do. Click next to Hyperlink to: Use the drop down to select where to link to, as in Figure 2-2 Click OK 2.3 Previewing the effect Now you have created a button, you should check that it works as expected. Figure 2-2 Whilst the slide with the button is shown on screen, click the icon at the bottom left of the screen The slideshow should begin at the current slide Click on your action button Press the ESC key to quit the slideshow 2.4 Customising the button So far, we have just added a standard button to the slideshow. It is possible to change its appearance in a number of ways. Return to the slide containing the action button Click on the button once to select it Type a description of its action First slide or similar Change the typeface as you like You may add text to any shape in PowerPoint by selecting the shape and just typing Double-click on the shape (or choose Format Autoshape) The format autoshape dialogue box appears, as in Figure 2-3 Birkbeck College Central Computing Services 3

6 Doc Ver 5 Advanced Powerpoint Use the drop-down next to Fill to change colour note the Fill Effects option for more varied effects Use the drop down next to Line to switch off/on the border If you find a combination of fill and line settings you particularly like, tick this box to make sure new images appear with those settings Figure Birkbeck College Central Computing Services

7 Advanced Powerpoint Doc Ver 5 3. Custom Animation Objectives Method Move objects on screen for effect Use the Custom animation command to decide in which order and with which effect objects will be animated on screen 3.1 Adding shapes The Custom animation command allows you to move objects around the screen in any order you want. Insert a new, blank slide into your presentation On the drawing toolbar, choose Autoshapes and click on the sun icon, as in Figure 3-1 Click and drag on the new slide to draw the sun onto your slide Use the mouse and/or arrow keys to position it on the left-hand side Figure 3-1 On the drawing toolbar, choose Autoshapes - Basic shapes and pick the Moon icon Click and drag on the slide to draw the moon onto your slide Use the mouse and/or arrow keys to position it on the right hand side 3.2 Custom Animation We now need to tell PowerPoint what to do with those two objects when we run the slideshow. Choose Slideshow Custom Animation The custom animation dialogue will appear to the right of your presentation Click on the sun to select it Click on the Add Effect button Use the drop-down to select Entrance Fly In Figure 3-2 Use the drop down to modify the effect Birkbeck College Central Computing Services 5

8 Doc Ver 5 Advanced Powerpoint Figure 3-3 We will make the sun disappear once it has flown across the screen Click on the Add Effect button Choose Exit Disappear from the list We now need to add animation to the moon shape Figure 3-4 Click on the moon once to select it Use the Add Effect button to make the moon fly in Change the direction such that it comes in from the opposite side to the sun Figure 3-5 Use the Add Effect button to make the moon disappear when it has finished moving Use the slideshow button at the bottom left (SHIFT + F5) to preview the current slide. At present each piece of animation requires a mouse click. You may prefer that, but if not, note that you can control the timing and start point for each animation by using the drop-down menus to change the start to After previous and then to set timing, as in Figure 3-6 Figure Birkbeck College Central Computing Services

9 Advanced Powerpoint Doc Ver Viewing the animation To see the effects you have just added, you should run the slideshow. If you want to start the slideshow from the current slide, rather than the beginning, you should use the icon at the bottom left of the screen. Click on the icon at the bottom left of the screen Figure Motion Paths Note the option on the Custom Animation dialogue box to add Motion Paths to objects on your slide. Add a new object to your slide, using the Autoshapes button on the drawing toolbar note that wherever it is placed will be the start point for animation If the taskpane is not showing, choose Slideshow Custom Animation Choose Add Effect Motion Paths and pick a path The two other options give you more flexibility Figure 3-8 Choose Draw Custom Path to pick your own path click to set waypoints, double click when finished Choose More Motion Paths for options as in Figure 3-9 Birkbeck College Central Computing Services 7

10 Doc Ver 5 Advanced Powerpoint Figure Removing effects You may remove any effect you no longer want. Right-click on the effect in the list on the custom animation task pane Choose Remove 8 Birkbeck College Central Computing Services

11 Advanced Powerpoint Doc Ver 5 4. Action Buttons and the Slide Master Objectives Method To add clickable buttons to every slide Add action buttons to the slide master 4.1 Action buttons Adding add action buttons to the Slide Master will provide a navigation menu on every slide. To insert an action button; Choose Slideshow Action buttons Select the button you want we will add all of the middle row, as marked in Figure 4-1 Figure 4-1 Note that the Action buttons palette is available from the Autoshapes button on the drawing toolbar, as in Figure 4-2 Figure 4-2 Note: Click and drag here to keep the action buttons palette on screen In general, to add an autoshape you click and drag onto the slide to draw the object you want at the right size. However, in this case you would then have to resize it by hand. There is a better way to add several objects the same size; Click anywhere onto the slide to add the button The Action settings dialogue box immediately pops up, as in Figure 4-3 As we are using pre-defined action buttons, we need not change the action Click OK Figure 4-3 Repeat the process above for the other three action buttons, clicking just once Birkbeck College Central Computing Services 9

12 Doc Ver 5 Advanced Powerpoint to insert them do not worry about their positioning for now The buttons are inserted, all at the same size. We now want to resize them all at the same time. Click on a button to select it Hold down the SHIFT key Click once on each of the other buttons to select them Now all the buttons are selected, as in Figure 4-4 Click and drag the selection square at the corner of one of the buttons to resize it All the buttons are resized together. Figure 4-4 We should now move the buttons out of the way and line them up. Click anywhere on the slide (other than on the buttons) to deselect them Click and drag one button to the bottom right of the slide Hold down the shift key and select all the buttons Note: When an object is selected, you may use the arrow keys to move it around the page On the drawing toolbar choose Draw Align or Distribute Align Bottom, as below Figure Birkbeck College Central Computing Services

13 Advanced Powerpoint Doc Ver 5 Finally, you will have a navigation menu at the in Figure 4-6 bottom right of your presentation, as Figure Returning to your slides Now that we have finished with the slide master, we should return to the slides Choose View Normal Or Click the icon at the bottom left of the screen 4.3 Using the Action buttons The buttons just added will be effective in slideshow view Run your slideshow by pressing the F5 key You will now be able to navigate through the slideshow by clicking the buttons you may need to move the mouse around to make PowerPoint show you the mouse pointer in the first instance. 4.4 Hiding Slides A major benefit of using action buttons within PowerPoint is to avoid the linearity of presentations hiding slides allows you to have extra information available without having to show it should the subject not need further explanation. Add a new slide to your presentation Give it the title Hidden Slide Right-click on the title in the list on the left-hand side and choose Hide Slide, as in Figure 4-7 Click on one of the other slides to display it in the main window Choose Slideshow Action Buttons Custom, as below Figure 4-7 Birkbeck College Central Computing Services 11

14 Doc Ver 5 Advanced Powerpoint Figure 4-8 Use the drop down menu to choose Hyperlink to: - Slide Choose the hidden slide from the list of slides that pops up it appears in brackets Click OK Click OK again Run your slideshow by pressing the F5 key. Clicking the button you just added will take you to the hidden slide, which will otherwise not appear. Note that the order of slides is important here if you put hidden slides at the end, clicking the mouse will end the slideshow. You should either put hidden slides before the slide that links to them or create an action button on the hidden slide to take you to the next slide in sequence. You may reorder slides by dragging them on the left-hand side of the screen. 12 Birkbeck College Central Computing Services

15 Advanced Powerpoint Doc Ver 5 5. Manipulating Graphics Objectives Method Explore the range of drawing tools available Use the Drawing toolbar and Format-AutoShape commands 5.1 AutoShapes The drawing toolbar gives you access to a variety of shapes which can be customised in a variety of ways. In each case, to add an AutoShape you should Click on the AutoShapes menu Choose a category Click once on the shape you want Click and draw that shape onto your presentation or click once, which will insert the shape at a default size which can then be changed 5.2 Fill options You can fill an AutoShape with a colour, gradient fill, pattern or picture. To access the options, either double-click on any shape or right-click and choose Format-AutoShape. Click on the drop-down menu next to Color for different colours Use the Fill Effects button at the bottom to choose a gradient, texture, pattern or picture fill 5.3 Add text In PowerPoint only, most shapes may have text added. Click once on a shape to select it Type in the text you would like Note that this process turns the shape into a text box, which works in a slightly different way to an ordinary AutoShape. With an AutoShape, you can click and drag it from any point to move it. With a text box you have to click once on the shape and then drag the grey shaded border to move the object. 5.4 Connectors Particularly useful for flow charts but can be used for any diagram, connectors snap to points on each AutoShape and stay connected even when those shapes are moved. Note that you need to use a little care when adding connectors as every object on the page including text boxes, pictures and so on will have snap-to points on Birkbeck College Central Computing Services 13

16 Doc Ver 5 Advanced Powerpoint it. Click on AutoShapes on the Drawing toolbar Choose the Connectors category Pick a style of connector Move the mouse near to one of the shapes to be joined You should see blue dots appear at different points on that shape where exactly depends on the type of shape. Click on a point to start the connector at that point Move the mouse near the other shape to be joined Again, click on a blue dot to finish the connector If you accidentally snap a connector to the wrong shape, click and drag the line well away from its joined shapes. The circles at the end will turn green to show they are no longer connected. You may then click and drag either end to a new connecting point (blue dot). Double-click on a connector (or right-click and choose Format-Autoshape) for options relating to the thickness of the line, style of arrow etc. 5.5 Compressing graphics Any pictures added to your presentation add to the size of the file. Good quality pictures take up a lot of space typically 1MB and more for good digital camera pictures which makes the file harder for others to download, and slower in use. Just as importantly, there is much more detail in uncompressed graphics files than is necessary to display them on a screen. Click on a picture to see the picture toolbar Use the Compress pictures icon From the dialogue box that pops up you can choose to compress all pictures in the whole presentation, and a level of compression. Web/Screen offers the greatest reduction in file size, and will be fine for almost all presentations you only need leave it at print quality if you will be printing full-page versions of the slides. You may also bring up this dialogue box by double-clicking on a picture and clicking on Compress on the Picture tab. 14 Birkbeck College Central Computing Services

17 Advanced Powerpoint Doc Ver 5 6. Templates Objectives Method To save the template we have setup so that it may be applied to other presentations Save the existing file as a template, create a new presentation and apply the template to that presentation 6.1 Saving a template Changing fonts and adding buttons and graphics are individually not too arduous, but if you have to set up several presentations the same way from scratch it will be time-consuming. PowerPoint allows you to save the structure of a presentation as a template, so that the presentation s settings those added within the slide master and using the Format - Background and Format Slide Color Scheme settings may be applied to any other presentation. Choose File Save As Use the drop down to change the type of file to Design Template, as in Figure 6-1 Figure 6-1 PowerPoint automatically decides where the file should be saved, almost certainly onto your personal area on the network you will need to change that to a shared area if you want several people to use the same template. Give the file a name that will help you identify it (bearing in mind that you may end up with a few templates) Click Save The template has now been saved and may be reused. 6.2 Using a design template If you are starting from scratch, using your template is straightforward. Choose File New From the task pane on the right-hand side of the screen, choose From design template Figure 6-2 Birkbeck College Central Computing Services 15

18 Doc Ver 5 Advanced Powerpoint The task pane changes to show the different templates available for you to use Click on a design to apply the colours, fonts, images and other settings contained within it to your presentation Note that there is no remove design template button. Instead, you should click on the design in the top left a completely plain layout to remove all objects Figure 6-3 Any new slides you add to your presentation will be formatted in the same way. 6.3 Applying a design template to an existing presentation Any pre-defined template may be applied to any presentation, allowing you to change the appearance several times. Click the icon to create a new presentation Add a few slides they need not have any content Choose Format Slide Design PowerPoint starts looking amongst its own, rather than your, presentation designs. Click once on your template to select it Click Apply Your images, action buttons, background and so on are applied to the new presentation. 16 Birkbeck College Central Computing Services

19 Advanced Powerpoint Doc Ver 5 7. Picture Manipulation Objectives Reduce the overall size of your presentation 7.1 Picture Toolbar PowerPoint gives you various tools with which to manipulate the images within your presentation. The picture toolbar should appear automatically whenever you click on an image Figure 7-1 Should the toolbar not appear, or if you have switched it off, choose View Toolbars Picture to reinstate it. 7.2 Crop Picture The crop tool allows you to cut edges from your picture to resize it, or to remove unnecessary areas. With a picture selected, choose the crop tool The white roundels around the picture should be replaced by black lines, as below Figure 7-2 To crop the picture, click and drag one of the black lines those at the corners will crop both horizontally and vertically, those at the edges only that side. Whilst you drag the lines, dotted lines appear to show the area of the picture that will be left. 7.3 Compress Picture Image are often large files, which correspondingly make your PowerPoint presentation a large file. In addition, any cropped images retain their original file size PowerPoint hides, rather than removing, the cropped area. The compress tool allows you to reduce the file size and delete any cropped areas. Select the compress tool Birkbeck College Central Computing Services 17

20 Doc Ver 5 Advanced Powerpoint The window that pops up has several useful options. Figure 7-3 Select All pictures in document to compress all images If you do not need to print your presentation, the top resolution, Web/Screen, will reduce images to the smallest size possible, without an overly noticeable loss of quality Click OK when finished 7.4 Picture toolbar You may find other options on the toolbar of use. Contrast Rotate 90 Recolour Reset picture (restores cropped areas etc. so long as picture has not been Colour (change to grayscale, black and white or washout) Figure Key Shortcuts Brightness Set transparent colour Objectives Some useful shortcut keys to give you full control over your presentation 8.1 Shortcuts F5 Starts the slideshow B W Arrow keys Esc Ctrl + M Ctrl + S Ctrl + P Ctrl + O Blanks the screen (black) Blanks the screen (white) Allow you to move between slides use the left arrow to go back a slide Quit the slideshow New Slide Save Print Open a presentation from disk 18 Birkbeck College Document Central Computing Version 5 Services July 2007

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