Intro to PowerPoint 2010

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1 Instructional Center for Educational Technologies Intro to PowerPoint 2010 PowerPoint is a multimedia tool that serves as a visual aid to your content and delivery. When used effectively, PowerPoint can enhance your presentation and foster greater understanding in your audience. To CREATE a New Presentation When Opening PowerPoint (if it doesn t open automatically) Click Office Button in upper left Click New Click on Blank Presentation Click Create To SAVE a New Presentation for the First Time Click Office Button in upper left Click Save As Choose the drive you want to save to in the Save In box at top In File Name at the bottom, type the name of your presentation Click Save To Save as You Create the Presentation or After Making Changes* Click Office Button in upper left Click Save Click Save icon in upper left (blue disk) *Saving after each new slide or major change is strongly recommended! 1 PPT Intro UWP/ICET

2 The Work Space Task bars ( ribbons ) Slide you are working on Slide view (left tab) Mini views of the slides as created; can use this space to copy, delete, and move slides. Outline view (right tab) Enter your content here, and slides will be created automatically. Normal view (left) Add additional notes for your presentation here these do NOT appear on the slides. 2 PPT Intro UWP/ICET The default working view, what you see here. Slide sorter view (center) Displays mini slides in grid form; can use this space to copy, delete, & move slides or set transitions. Slide show view Watch what you created!

3 To Enter Text in a Text Box** Click inside the text box Type your text Click outside the box when finished **Text in a text box can be manipulated in the same way you would for a Word document. By highlighting selected text, you can choose to change the size, color, style, alignment, etc. PowerPoint: Use no more than two font families. Choose contrasting typefaces, i.e. Arial Black & Times New Roman. Use bold, italics, and color for variety. Use 36-pt minimum. Employ both upper & lower case for increased readability. To Create a New Slide in Your Presentation On Home tab, in Slides section, click New Slide icon (white slide with yellow star). This will automatically produce a Title & Content slide. To select a specific slide layout, click New Slide. A picture menu will appear. Click on the desired layout to create the new slide. To change the layout of an existing slide In Slides section, click on Layout. Select a specific slide layout to fit your purpose PowerPoint: Avoid text-heavy slides. Employ the Rule: No more than 6 words per bullet 6 bullets per page 6 text slides in a row 3 PPT Intro UWP/ICET

4 To Change the Background of the Slide Using a Design Theme o Click Design tab o Click on desired theme. This will set up a style for your font and other graphics (swirls, etc). o To change the color scheme for that design, click Colors at right end and select a different scheme o To change the font for the design theme, click Font at the right end and select a different font Customizing the Background (with or without a theme) o Go to Background section at end of Design bar o Click Background Styles o Select from choices given o Click Format Background from the Background Styles menu o Make choices o To apply background to the chosen slide, click Close. o To apply the background to all current and future slides, click Apply to All. o Right click on a slide at any time and choose Format Background from the dropdown menu. PowerPoint: Choose a background selectively! Match the design to your purpose. Use high contrast colors light on dark, dark on light. Avoid patterns and textures. Consider your audience and their distance from the screen. 4 PPT Intro UWP/ICET

5 To Insert Clip Art On a slide with a multipurpose text box (six icons in center) o Click on Clip Art icon (four small square images) o Search for desired image in the right margin o Click on desired image. It should appear where the text box was. o Re-size the clip art by clicking on a corner and dragging away from the image o Move the clip art by clicking and dragging it to the new location. On a blank slide o Click on Insert tab at top o Click on Clip Art o Click on desired image. It should appear where the text box was. o Re-size the clip art by clicking on a corner and dragging away from the image o Move the clip art by clicking and dragging it to the new location. To Save an Image from the Internet Left click on the image to choose it Right click on the image to get the pull down menu Click Save Picture As (or Save Image As, depending on your browser) Choose the drive in which you want to save the image In File Name, give the image a name you will recognize Click Save To Insert an Saved Image on a Slide On a slide with a multipurpose text box (six icons in center) o Click on Insert Picture from File icon (image of mountains) o Go to the corresponding drive o Select the saved image o Click Insert On a blank slide o Click on Insert tab at top o Click on Picture icon (mountains) o Go to the corresponding drive o Select the saved image o Click Insert 5 PPT Intro UWP/ICET

6 To Format an Image Click on image to activate the Picture Tools > Format ribbon. Adjust brightness, contrast, and color. Choose a style (shape, frame/border) and effects, i.e. reflections. Arrange, align, and order image with other objects on the slide. To change the size of the image without changing the image content o Grab the corner of the image and pull diagonally to maintain proportion. o Change the height or width measurements in the Size section by clicking the up/down arrows. Changing one will automatically adjust the other. To crop (cut) the image to reduce the content o Click the Crop icon in the Size section. Black handles will appear on the sides and corners of the image. o Hold your cursor over one of the handles; it will change to a T-shape. o Click on the handle and push the side into the desired spot.*** ***The cropping can be undone up until the changes are saved. To Add an Image (including Clip Art) in the Same Position on Every Slide From the beginning o Insert and place the clip art where you would like it to appear the first time. o Make any modifications to size, etc. o In the Slide view on the left side, right-click on the slide and select Duplicate Slide. A new slide will appear with the clip art in the exact same place. On already-created slides o Insert and place the clip art where you would like it to appear the first time. o Make any modifications to size, etc. o Copy the image (right-click Copy or Home > Copy or Ctrl C) o Proceed to next slide, paste (right-click Paste or Home > Paste or Ctrl V). The image will appear in the exact same position from which it was copied. PowerPoint: Avoid extraneous photos & graphs. Less is more one per slide. Use quality images. Maintain consistent format: cartoons, photos, outlines, etc. 6 PPT Intro UWP/ICET

7 To Insert a Media Clip (audio or visual) on a Slide On a slide with a multipurpose text box (six icons in center) o Click on Insert Media Clip from File icon (movie reel) o Go to the corresponding drive o Select the saved clip o Click Insert On a blank slide o Click on Insert tab at top o In the Media section, click on Video icon (reel) or the Audio icon (speaker) o Click from file and navigate to the corresponding drive o Select the saved video or audio file o Click Insert To Embed a YouTube Video on a Slide In PPT o Click on Insert tab at top o In the Media section, click on Video icon (reel) o Click Video from Web Site. A box will appear asking for the embed code. In YouTube o Find the desired video on YouTube o Click the Share button located under the video o Click Embed. An embed code will appear. o Copy the embed code. In PPT o Paste the embed code into the box. o Click Insert 7 PPT Intro UWP/ICET

8 To Add Transitions between Slides For an individual slide o Click on Transitions tab at top o In Transition to This Slide group, select the transition coming INTO this slide. Holding your cursor over a selection will produce a preview of the transition. Click on the desired transition when ready o Select an effect options if offered, i.e. from right or from bottom. o Under Timing, add a sound, regulate the speed of the transition, and change the Advance command from the default, on a mouse click to automatically after a set amount of time. For all slides o Set the transition on one slide as described above. o Click Apply to All. 8 PPT Intro UWP/ICET

9 To Animate an Object on a Slide (clip art, text box, shape, etc) Click on the object to be animated Click on the Animations tab Select an effect from the Animation section. Effect will preview on slide. o Entrance: how the object enters the slide o Emphasis: draws attention to the object already on the slide o Exit: how the object leaves the slide o Motion paths: how the object moves on the slide (may also be an entrance or exit) o To view other options, select More at the bottom of the menu. Select an Effect Option from the drop-down menu In the Timing section, choose o Start: On Click, With Previous, After Previous o Duration: how long the animation will last o Delay: how long before the animation will begin o Reorder Animation: change the order in which the animations occur Click on the effect you d like to move and arrow up or down as needed. Click the down-arrow to the right of the effect to add or modify effect options, timing, on click versus automatic, and to remove an effect. To preview all of the effects on the slide, click Preview on the far left of the ribbon. For more options, select Animation Pane from the Advanced Animations section. The pane will appear on the right. Select the down-arrow to the right of each animation to set Start, Effects Options, and Timing, to Hide/Show the Advanced Timeline (at the bottom of the panel), or to Remove an animation. PowerPoint: Use animation sparingly. Make subtle choices that do not distract from your purpose. Use custom animation to control the flow of your presentation. Maintain the mood of your presentation. 9 PPT Intro UWP/ICET

10 Show Time! Making the Presentation To Watch the Slide Show Click on the Slide Show tab at the top o Choose From Beginning to watch from the beginning. o Choose From Current to watch from the slide you are working on. o Click the Slide Show view icon in the lower right corner. To go forward, click anywhere. To go backward, bring cursor to lower left; a back arrow will appear. Click it. Right-click for drop-down menu. Select Previous. To end, hit ESCape on the upper left corner of the keyboard. To Activate Presenter View (enables you to see your notes on the monitor) Click on Slide Show tab In Monitors tab, select checkbox for Use Presenter View. To Activate Pointer Options When IN the presentation, right-click and select Pointer Options. Choose the desired pointer. Pens & highlighter allow you to mark on the current slide. PowerPoint: Practice, practice, practice! Know your topic. Use the actual technology beforehand when possible. Avoid reading your slides make eye contact with your audience. Never trust technology! Always have a back-up plan. PowerPoint: Follow three basic rules: Match design to your purpose. Keep it simple. Be consistent. Maintain mood, style, color, and design throughout. 10 PPT Intro UWP/ICET

11 How-to Resources Instructional Center for Educational Technologies CALL: Microsoft Office Online Training Courses Search on YouTube Google it! 11 PPT Intro UWP/ICET

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