Microsoft PowerPoint 2010 Basics

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1 Microsoft PowerPoint 2010 Basics Starting Word 2010 with XP Click the Start Button, All Programs, Microsoft Office, Microsoft PowerPoint 2010 Starting Word 2010 with 07 Click the Microsoft Office Button with the Windows flag logo Start Button, All Programs, Microsoft Office, Microsoft PowerPoint 2010 Introduction to PowerPoint: Things to Remember When PowerPoint opens, the appearance of the screen will be different. Once you get used to the new 2010 features, you will find it much easier to use as you create and edit your PowerPoint slides. There are three features that you should remember as you work within PowerPoint 2010: Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon. You can also add items to the quick access toolbar; simply click on any item from the list or right click any icon on the ribbon and it will be added to your toolbar. Ribbon The ribbon is the panel at the top portion of the document. It has seven tabs: File, Home, Insert, Design, Animations, Slide Show, Review, View and Add-Ins. Each tab is divided into groups. To view features in each tab, click the tab name. Below is the list of groups within each tab. 1

2 File: See below for more details (File Window) Home: Clipboard, Slides, Font, Paragraph, Drawing, and Editing Insert: Tables, Images, Illustrations, Links, Text, Symbols, and Media Clips Design: Page Setup, Themes, Background Transitions: Preview, Transition to this Slide, Timing Animations: Preview, Animations, Advanced Animation, Timing Slide Show: Start Slide Show, Set Up, Monitors Review: Proofing, Language, Comments, Compare View: Presentation Views, Master Views, Show, Zoom, Color/Grayscale, Window, Macros File Window When you click on the File tab, you are brought to the Info/Recent screen. It looks like your document is gone, but it is not. As you click on the options in the File tab, the screen will change accordingly. Save: Saves the file as 2010 file Save As: Choose a different file type (i.e File, PDF) Open: Browse to and open a PowerPoint presentation Close: Closes the file but keeps PowerPoint running Info: Compatibility Mode, Permissions, Prepare for Sharing, Versions Recent: List of your recently used PowerPoint presentations New: New PowerPoint presentation Print: Print Options Save & Send: Options for ing the file Help: Microsoft Help Options: Set default options Exit: Closes PowerPoint (file and program) To go back toyour doucment, click on the Home tab. To view additional features within each group, click the dialog box launcher (arrow) at the bottom right corner of each group. Mini Toolbar This floating toolbar appears when you select text or right click on text. This toolbar displays common formatting tools (ex. fonts, size bold, italics, etc.) Viewing Slides: 2

3 There are three ways to view slides. Slides can be viewed by using: o slide navigation menu on the left side of the screen. o by clicking the view tab at the top of the screen, or o by clicking the PowerPoint toolbar at the bottom right hand corner. Outlines can also be viewed by clicking on the outline tab in the slide navigation menu. Creating a Presentation with a Template There are a lot of different options for you to choose with PowerPoint You can customize the design, color set, and background. 1. Click the design view tab. There are various themes that you can choose. For more options, click the drop down arrow. 2. Move the mouse over each template. A preview will be displayed on the side. 3. Select a theme design. This theme will be applied to all slides in the presentation. Color can be changed. 4. To change the color of a template design, click Colors (drop down arrow). Move the mouse over each color set- a preview will be displayed. You can select a color scheme for the design you chose. Simply click on the color scheme that best fits your presentation. 5. To change the background style, click Background Styles (drop down arrow). Move the mouse over 3

4 each background style- a preview will be displayed. Select the background style that you like for the design that you chose. Simply click on the background style that fits your presentation. 6. Click the File tab, click Save As, Name your file in the File Name box. 7. Click the drop down arrow next to Save as type: Choose PowerPoint Presentation NOTE: If you leave the default PowerPoint Presentation for the save as type, users that have a lower version than PowerPoint 2010 may not be able to view your presentation. Adding Text to Slide Now that you have created a presentation with a template and saved it, you can begin adding text to the presentation. The title slide has two text placeholders (title and subtitle) - boxes with dotted line boarders. To enter text in a placeholder, simply click the placeholder and then type your text. After you enter text in a placeholder, the placeholder becomes a text object. An object is any item on a slide that can be manipulated. 1. Move the cursor over the title placeholder labeled Click to add title and click on the title placeholder. 2. The insertion point, a blinking vertical line, indicates where your text will appear in the title placeholder. A selection box, the dashed line boarder that appears around the title placeholder, indicates that it is selected and ready to accept text. 3. Type the title of your presentation in the title placeholder. On the Home Tab-paragraph group, click one of the alignment buttons on the menu bar to left, right, or center justify the blinking vertical line. 4. The subtitle placeholder is for additional information. 5. Click outside the placeholder to deselect that particular text box. 6. Click Save on the Quick Access toolbar. Add Additional Slides 1. Click the New Slide drop down arrow on the home tab of the toolbar. 2. Choose the appropriate slide layout. 3. Type in information needed for this slide. 4. Click SAVE on the Quick Access toolbar. Word Art Word Art is styles that can be added to text to add visual effects. To apply WordArt: 1. Click New Slide 2. Click the Insert tab, in the Text Group 3. Click the WordArt button 4. Choose the WordArt that fits your presentation 5. A box appears that states Your Text Here 6. Type text in the box 4

5 7. Click Home tab- Adjust your font size, color, and style 8. To move the WordArt, your cursor needs to be a four sided cross with arrows. Hold the left click down and drag to the new location. To Modify WordArt 1. Select the WordArt 2. Click Format tab 3. In the WordArt group, click Text Fill button, the Text Outline button, or the Text Effects button 4. Click SAVE Inserting Text Boxes 1. Click the Insert tab 2. Click the Text Box icon 3. On the slide, hold the left click and drag out 4. Type text 5. Adjust your font size, color, and style. Text box will adjust automatically when you change the font. 6. Click SAVE Copy and Paste 1. Highlight the text you wish to copy 2. On the Home tab, click copy icon 3. Put cursor where you want the text in the document 4. On the Home tab, click paste icon Cut and Paste 1. Highlight the text you wish to cut 2. On the Home tab, click cut icon 3. Put your cursor where you want the text in the document 4. On the Home tab, click paste icon Undo and Redo On the Quick Access toolbar, click undo or redo icon Spell Check 1. Click the Review tab 2. Click the Spelling button 5

6 Inserting Clip Art There are multiple ways of inserting graphics into a PowerPoint slide show. You can insert clip art from menu, insert graphics from slide layout, insert clip art from slide layout and insert picture from file. Inserting Clip Art from Menu 1. On the Insert tab in the Illustration group, click Clip Art. 2. In the Clip Art task pane, type in a keyword 3. Click Go 4. Wait for thumbnails to load in the preview pane. Click the arrow next to thumbnail to view options and click the Insert button or double click the image. 5. Use scrollbar to view all thumbnails. 6. Once the image is on the slide, resize if needed. 7. Close the Clip Art task pane by clicking the x NOTE: Once the picture is inserted it will have handles like the ones on clip art graphics with which you can manipulate the picture (resize or move). Inserting Clip Art from Slide Layout From the Home tab, go to the Slides group on the ribbon. 1. Click the drop down arrow next to New Slide. Select a slide with two contents. Move cursor over icons to determine which media to insert into the slide. Layouts with graphic content have the following icons displayed: 6

7 2. Click the clip art icon. This opens the same task pane as described in Inserting Clip Art from Menu. Inserting Picture from File 1. Click Insert New Slide, choose Title and Content 2. Click the Insert Tab 3. From the image group- click Picture 4. Browse to the location where the picture is saved 5. Click Insert Slide Transition Slide Transitions is the way one slide changes to the next slide in Slide Show view. To Apply Slide Transition 1. Click on the slide you want to apply transitions to 2. Click the Transitions tab 3. In the Transition to this slide group, click on each transition and it will provide a preview. 4. Choose the transition that fits your presentation or click the drop down arrow in the transition dialog box for more options. 5. To apply the transition to all slides, click Apply to All on Transitions tab in the timing group. 6. To apply a different transition to each slide, click on each slide and select the transition that you wish to use for that slide. 7. Click SAVE NOTE: Once you have applied a transition, a shooting star appears on the Slide Navigation Menu letting you know that a transition has been applied to that slide. To Add Transition Sound 1. Select the appropriate slide 2. Click Transition tab 3. Click the drop down arrow next to sound 4. To preview the sounds, hover your mouse over each sound. 5. To apply the sound, choose a sound. 6. Select apply to all or choose a different sound for each slide. 7. Click SAVE 7

8 To Modify Transition Speed 1. Click the up or down arrows next to Duration to adjust time. 2. Set the number of seconds you want to use for transitions. 3. To apply the speed to all of the slides, click Apply to All or choose a different speed for each slide. 4. Click SAVE To Advance a Slide To move from one slide to the next, you have two options to choose from on the transitions tab. Advance on mouse click (default) Automatically after XX seconds To select either one of these, simply check the box that you want to use. 1. Click After: If you want to adjust amount of time between each slide, click the up/down arrow. 2. Set the desired length of time 3. Deselect On Mouse Click 4. Click Apply to All or choose a different speed for each slide 5. Click SAVE Slide Animation Slide animation refers to predefined special effects and movements that accompany text or objects as they are introduced. You can use preset animations to customize your own animation to achieve your goals. There are four types of animation effects that can be applied to objects on the slide. Entrance is used to call special attention to the object as it enters the screen. Emphasis is used to emphasize information once it is on the screen. Exit is used to call special attention to objects as they leave the screen. Motion Paths allow you to draw a custom path that the object travels for animation. Entrance, Emphasis, or Exit Animations 1. Select the object you wish to add an animation to 2. Click the Animations tab 3. From the Animations group, hover the mouse over each animation to preview it. 4. Choose one of the effects displayed or click the drop down arrow and scroll through for more options. 5. Determine the timing that will be applied for each animation (ex. On click, With Previous, After Previous) using the up and down arrows, you can adjust the duration and delay time. a. On click: you will need to click the mouse in order for your animation to appear. 8

9 b. With Previous starts at the same time as the previous animation c. After Previous starts after the last animation NOTE: To Preview an animation: Click the Preview button on the animations toolbar. NOTE: Animation Pane: Displays the objects that have effects added to them. The drop down arrow on the right side of the animation contains more options for each animation. Slide Show Tab Contains options for the slide show. These options include: Preview the side show from the beginning Preview the slide show from the current slide Set up Slide Show Set Up Slide Show The set up button allows you to set up preferences for how the show will be presented. There are various options to choose from: Whether the show will run automatically or will be presented by a speaker Looping option The set-up show screen menu shown to the right will appear when you click Set Up Show. 1. Click Slide Show tab 2. In the Setup group, click Set Up Slide Show 3. Make sure Presented by a speaker is selected 4. Select Using timings, if present 5. Click OK 6. Click SAVE Ending a Slide Show If you desire to end the show while it is playing, either tap the Esc key in the upper left portion of the keyboard or click the right mouse button and then click End Show. Creating Notes Speaker notes can be added to allow you to create notes for each slide. To add speaker notes, there are two ways: 1. Put your cursor in the blank white section below the slide, type your notes 2. Select the slide 9

10 Click View Click Notes Pages Click the Click to add Text section of the screen Type in the Notes for that slide Printing Presentations To Access the Print Options: 1. Click File 2. Click Print 3. Click the drop down arrow next to Full Page Slides 4. Choose one of the following options Slides: These are slides that you would see if you were showing the presentation, one slide per page Notes Page: This includes the slides and the speaker notes Outline View: This will print the outline of the presentation Handouts: 1, 2, 3, 4, 6, or 9 per page, this option allows for more slides per page 5. Click Print To Print Preview: 1. Click File 2. Click Print 3. On the right side of the screen there is a preview. To view other slides, click the arrow to the left/right at the bottom of the screen. When saving ANY office 2010 file, please make sure to save it as a file. Saving in this format will allow the file to be viewed regardless of the version of Office being utilized. 10

11 Help in PowerPoint To get detailed help on how to perform a task, click the help button in the upper right hand corner. To narrow your search, you can use the Table of Contents, Browse PowerPoint Help, or type in a search term. Some of the help items are built into Microsoft PowerPoint and other items access Microsoft Office Help Online. 11

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