Getting started with PowerPoint (2013)

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1 Getting started with PowerPoint (2013) IT Documentation Team, updated December (Reviewed July 2015) Introduction The core element of Microsoft PowerPoint is a set of slides, which can contain text, tables, pictures, sound, video, and objects from other applications such as a chart from Microsoft Excel. Use PowerPoint to produce high quality presentation materials. You can present your slides on PC monitors, TV screens or as projections, and print your slides as hand outs/notes pages to help you with your presentation. Use this fact sheet to complete step-by-step exercises and get started using PowerPoint Starting PowerPoint 1. Start PowerPoint If you are working in a University PC classroom, you will find a shortcut to PowerPoint 2013 within the Common Applications > Microsoft Office folder on the desktop. 2. From the File tab, select New. Choosing a Presentation Template When first opening PowerPoint, you will be presented with a variety of templates to choose for your presentation. 1. Open PowerPoint Select on a template of your choice e.g. Savon. (this is the example we will use in this fact sheet) 3. Your new presentation will open. 1 2 You have applied the Template to all slides in your new presentation. You will see later how easy it is to change the design at any point, even when your presentation is complete. Benefits Quick and easy visual changes Consistent, coordinated results Promote brand colours Visual appeal & interest Automatic styling of inserted content Entering Text Your first slide is ready for you to enter text. It may look different to our example, depending upon the Template you chose. 1. Click in the Title text box and type: University of Aberdeen 2. Click in the Subtitle text box and type: IT Training and Documentation Team Notice how the text is a particular size and style because of the design you chose earlier. Resize text boxes by clicking and dragging the corner and side handles with your mouse. Use the corners to retain proportions. Move text boxes by hovering your mouse cursor over the dotted edge, until you can click and drag with the move tool.

2 Creating a New Slide 1. From the Home tab, Slides group, click New Slide: 2. A Title and Content slide is applied automatically. 3. Click in the Title text box and type: Overview of Presentation 4. In the Content text box, type: Staff Customers Internal External Income Resources Press Enter after each point and use the Tab key to demote a point to a sub bullet point, use Shift + Tab to promote a bullet up a level. Saving your File 1. From the File tab select Save As. 2. Select Computer and go to Browse. 3. Save on drive H: as PowerPoint 2013 Training 4. Save as default Presentation (*.pptx). If you want to run your slideshow on a PC using an earlier version of PowerPoint, you must save it in the appropriate format. You should now be able to run your slideshow on any PC with PowerPoint 2013 as long as you can access your H: drive. If you want to run your slideshow on a PC using an earlier version of PowerPoint, save it as a PowerPoint Show (*.pps). Click Save as type: in the Save As dialog box. Add Online Pictures 1. From the Home tab, Slides group, click New Slide. 2. Enter the title Customers 3. In the text box type: Internal External 4. From the Insert tab, Images group, click Online Pictures. 5. The Insert Pictures pane will appear in the middle of the screen 6. In the Bing Image Search box, type: people at work 7. Double-click on an image of your choice to insert it onto your slide. 8. Use the move tool to position your image on the slide, and resize it using the corner handles. 9. PowerPoint 2013 also offers automatic guides to help you align content as you move it. 2

3 Create a Chart Slide Insert a Chart 1. From the Home tab, Slides group, click New Slide. 2. Enter the title Income 3. From the Insert tab, Illustrations group, click Chart. 4. In the Insert Chart dialog, click on the Clustered Bar chart and click OK. Add Chart Data 1. You are now in chart editing mode and can overtype the sample data in Excel Amend the entries on rows 1, 2 and 3 of the Datasheet as shown below:. Session 1 Session 2 Session 3 Internal External Remove the remaining data by clicking on the blue corner icon at the lower right of the data, and dragging the blue lines so that Category 3 and 4 are no longer included. 4. Close Excel Add Axis Titles 1. In PowerPoint, on the Chart Elements button. 2. This will bring up the Chart Elements menu. 3. Select the Axis Titles checkbox 4. Hover over the arrow to the right of the Axis Titles checbox and select Primary Horizontal axis from the drop-down menu. 5. Type an axis title of Thousands 1 2 The Chart Tools tabs are context sensitive; they only appear when you have clicked on a chart. Edit Chart Data 1. On the Chart Tools Design tab, Data group, click Edit Data to redisplay the Excel spreadsheet. 2. Change the Session 1 Internal value to 59 and close Excel to see the change in your chart. Chart Elements A chart is made up of many individual elements, each of which may be independently formatted. 1. Click once on the Legend (Session 1, Session 2, Session 3) and use your mouse to drag it to the top right of the chart area. 2. Click once to select the Chart Area (the background) and right-click to Format Chart Area and choose a blue solid fill colour. Double-click on any chart element to open the relevant formatting dialog box. Hover your mouse cursor over a chart element to see a tooltip providing more information. 3

4 Format Axis Values 1. Double-click on the Horizontal Axis (values) and change the Axis Options so that the Minimum Axis Value starts at a fixed value of On the Number options, change the Category to Currency and set the Decimal places to Click Close. 4. Click on the Vertical Axis and select the Home tab. Set the font size at From the Chart Tools Design tab, Type group, click Change Chart Type. 6. Select a Chart Type of Clustered Bar in 3-D and click OK. Modify Slide Master Every PowerPoint file has a Slide Master containing design information, including the background, colour, fonts, effects, placeholder sizes, and positioning. The numbered top slide at the left is the Slide Master. The remaining slides are layouts associated with the Slide Master. Any changes to the top slide will filter through these layouts. Alterations you make to Slide Masters affect all slides in your presentation. However, you can alter text formatting and positioning as well as background colour when working on individual slides to override the Master. This is different to changing the Theme. The Slide Master is useful for making global changes to your presentation and encourages you to be consistent. It is also useful for inserting text or an object that you want to appear in the same position on every slide. This also saves file space. 1. On the View tab, Master Views group, click Slide Master. 2. On the Insert tab click on Online Pictures. 3. In the Search box enter cartoons and click Go. 4. Click on a cartoon to insert it. 5. Resize and drag the clip to the top right corner. 6. Click the Slide Master tab and Close Master View. You will note that the clip appears on all slides. If you want an object to appear on all slide layouts other than Title slides then you would have to place the object on those slide layouts rather than on the top level Slide Master. Slide Views You can change the way you view your slides on screen via the View tab. Normal is the default view. 4

5 There are also shortcuts to the different view options at the bottom right of the PowerPoint 2013 window. 1. Normal is a combination of views. To the left, view thumbnails of the slides in your presentation; from the same pane, click on the Outline tab to display and edit the text for all your slides. In the centre of the screen, you can work on the current slide. The Notes area at the bottom of the screen shows any comments for the current slide. You can print Notes pages (see Printing section). 2. Outline View shows an outline for your presentation. It only displays the text on your slides. 3. Slide Sorter view shows all slides. Here you can change the order of slides by dragging with the mouse, alter designs, backgrounds, set slide transitions and animation. Double clicking a slide will take you to Normal View for that slide. 4. Notes Page allows you to view Slides and Notes as they will look when printed on A4. 5. Reading View expands the current slide by hiding the Ribbon and Slides/Outline pane, whilst leaving quick access to the Windows task bar. Moving between Slides You can move to different slides in a number of ways whilst creating your presentation. Use the Scroll Bar or Arrows at the right of your screen. Click on a slide when in Normal (Slide, Outline and Notes), or Slide Sorter view. Running a Slide Show You can view your presentation as a slide show at any time. 1. On the Slide Show tab select an option from the Start Slideshow group or press the F5 key to start the Slide Show from the beginning. 2. Click the mouse to move from slide to slide until you return to Normal View. Right-click whilst running your slideshow to use navigation options. Enhancing your Presentation You can use simple animation to create interest or impact on some or all of your slides. 1. Navigate to Slide On the Transitions tab, Transitions to this slide group, scroll through the gallery to select the Vortex effect. 3. Click on the Apply To All button. Applying a New Design You can try out alternative Themes for your slides. 1. From the Design tab use the scroll arrow next to the Themes area to view more themes. Use your mouse to hover over these themes to see the effect on your slides. 2. Click on a theme to apply it to your whole presentation. 3. Themes have variants within, available in the Variants group. The design information contained in the Slide Master will also change. 5

6 Changing the Background You can apply different background colours, fonts and effects to any theme using the options to the right of the Themes area. 1. Click on the Design tab, Customize group, Format Background. 2. Select a fill of your choice and click Close (to apply to the current slide). Resolution In PowerPoint 2013, the default slide size is 16:9 widescreen. Most Lecture Theatre display systems at the University are also widescreen. Think about the screen you will be using, is this the best resolution for your presentation? If not, you can change it. 1. Click the Design tab. 2. In the Customize group, click Slide Size. 3. Click Standard or Widescreen. Printing Black and White on paper 1. From the File tab select Print. 2. Enter number of copies. 3. Select a print queue to use e.g. BW-pull-ps or MFD-PULL-BW. 4. Under Settings, you can click the Print All Slides button to choose slides, or the whole presentation. 5. The Full Page Slides drop-down menu allows you to select Slides, Handouts, Notes Pages or Outline layouts. 6. Ensure that the Settings - Colour/Greyscale drop down menu is set to Greyscale. 7. Click on Print. In Colour on Paper 1. From the File tab select Print. 2. Enter number of copies. 3. Select a print queue to use e.g. Colour-pull-ps or MFD-PULL-COLOUR. 4. Under Settings, you can click the Print All Slides button to choose slides or the whole presentation. 5. The Full Page Slides drop-down menu allows you to select Slides, Handouts, Notes Pages or Outline layouts. 6. Make sure the Settings - Colour/Greyscale drop down menu is set to Colour. 7. Click on Print. More on Saving Presentations If you are saving to a CD to use your presentation away from this University, you can use the Package for CD option. This facility allows you to include a PowerPoint Viewer. The viewer enables you to show your presentation on any computer running Windows 2000 or later, even if it does not have PowerPoint installed. This facility is found under the File tab then Export and then Package Presentation For CD. You can also publish your presentation MS Word. This may be useful for you or your students as the Word document can be further edited or printed as handouts. The document can contain pictures of the slides together with text from the Notes pages etc. This facility is found under the File tab then Export and then Create Handouts. Further information and help Use MyIT to log calls with the IT Service Desk: For IT training materials, see 6

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