Introduction to Microsoft Powerpoint XP

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1 platform: Windows XP ref. no: ins058 Introduction to Microsoft Powerpoint XP Microsoft PowerPoint is a piece of software which enables you to produce a professional-looking presentation. It also provides the facility to word process, draw diagrams, charts, produce graphics and integrate sound effects. It may also be possible to move everything around in circles. Contents Page 1 Getting Started Starting a new presentation Opening an existing presentation Page 2 Opening an existing presentation (cont d) Autolayouts Selecting an Autolayout Page 3 The Working View To Change Working Views Looking through Slides Moving Slides Deleting Slides Undoing Mistakes Page 4 Changing a Slides Background Applying a Design Template Applying Transitions Page 5 Applying Transitions (cont d) Animating Text Running a Slide Show Page 6 Adding Notes to Slides Printing from PowerPoint Saving your Publication Exiting Powerpoint Logging off from the computer Where to go for more help and information Getting started 1. Select the Start button towards the bottom left of the screen. 2. Select each of the following: Programs; Office XP >. 3. Within a few moments, Microsoft PowerPoint will open. Opening Microsoft Powerpoint XP Windows operating system Starting a new presentation 1. When you first open PowerPoint, a new presentation will automatically appear. 2. If at any time you wish to start a new presentation, select the New button from the toolbar. Opening an existing presentation There are several ways to open an existing presentation: 1

2 1. From the New Presentation menu to the right, select a file name (the four most recently opened files are listed in order). 2. From the New Presentation menu to the right, select the More Presentations option to manually locate your file within a specific folder. Select the file once located to open it. 3. From the Menu Bar, select FILE then OPEN to manually locate your file from a folder. Select it once located. 1 Manually locate a presentation Recently opened files (last four) Manually locate a presentation Opening an existing presentation Autolayouts 1. Whenever you start a new presentation or add a new slide, you will be asked to choose a slide template or autolayout (below) 2. Once selected, you will then be able to enter text into the slide by clicking into a text box. 3. You can resize the text box by selecting its edge with the mouse, holding down the mouse button and dragging the edge inwards or outwards. There are twenty-four autolayouts, each one designed for a particular task. Eg: Title Slide - for the first slide so you can enter your name and presentation title. Title, Text & Clip Art - for a slide containing a picture and text. Media Clip & Text - for incorporating video clips or sound bites on a slide Blank - as the last slide in a presentation to let the audience know that the presentation has ended. Selecting an Autolayout 1. Press the button to create a new slide. 2. Hold the mouse arrow over a slide to display its name. 3. Select the up and down arrows on the scroll bar to view more slides. 4. To select an autolayout, select the slide with the mouse. Your selection will then appear in your slide. Hold mouse button over arrow to move up Click onto an autolayout Hold mouse button over arrow to move down Selecting an autolayout

3 The working view There is a choice from several views to work in, Normal View is the standard view. Slide Show View - Run a presentation. Slide Sorter View - Useful for rearranging slides. To change working views Normal View - The standard view. 1. From the menu bar select VIEW and choose a new view. 2. Alternatively, select the appropriate button at the bottom left of the screen (as shown above). Looking through slides A slide number tells you which slide will be shown when you stop dragging. Drag and release to view any slide in the presentation. Hold down the mouse button over these arrows to move up or down through a presentation. Select these buttons to view the next/previous slide. Moving slides Looking through Slides All slides in the presentation are listed on the left side of the window. List of Slides 1. Position the pointer over the slide you want to move. 2. Hold down the mouse button. 3. Move the slide to a new position. 4. Release the mouse button. Deleting slides 1. Select the slide that you want to delete and press the DELETE key. 2. Alternatively, using the mouse, RIGHT CLICK onto the slide you wish to delete from the left window, and select DELETE SLIDE. Undoing mistakes 1. From the menu bar select EDITand then UNDO. 2. Alternatively, press the button on the toolbar. Changing a slide s background 3

4 1. From the menu bar select FORMAT and then BACKGROUND. Choose a new colour For a wider choice, select More Colours Select effects to create gradient fills, apply textures, choose a pattern or use a picture for a background. Changing the background 2. If you only want to make changes to the current slide, select APPLY. If you want to make changes to all slides in the presentation, select APPLY TO ALL. Applying a design template 1. To apply a pre-designed style to slides in your presentation press the button from the tool bar 2. The slide design template menu will then appear to the right side of the screen. 3. To choose a design style, simply click onto it. All slides will now have this design. 4. You can select from a recently used template, a template already used or brand new template. Selecting a Design Template Applying a Design Template Applying transitions A Transition is a graphical effect that takes place as slides moves from one to the next. For example, moving to the next slide can be fast, slow, slide in from left to right, top to bottom or could involve playing a sound effect. 1. From the menu bar select SLIDE SHOW and then SLIDE TRANSISTION. 2. New options will appear to the right of the screen. From here, you may choose a transition and change settings. 4

5 Choose a transition from the list Set the transition speed Choose a sound file to play as the transition takes place If you want to advance slides by the click of a mouse tick this box To maintain consistency, a transition is usually applied to all slides in the presentation. Select Apply to all. Slide Transition Options Animating text Using the Preset Animation option you can choose one of a number of animation effects to take place as bullet points appear in a text list, eg. fly in from the left. 1. From the list of slides on the left, click on a slide containing a bulleted list. (To select more than one slide at once, hold down the SHIFT key whilst clicking.) 2. From the SLIDE SHOW menu, choose CUSTOM ANIMATION. 3. Highlight the text you wish to set for the animation effect. 4. Press the button to select the type and style of effect. 5. Select the direction and speed of the effect by clicking onto options labelled Direction and Speed. 6. To remove an effect, click onto the effect within the particular slide and press the button. Remove an Effect Direction and Speed Add Effect Menu Animating Text Running a slide show 1. To run the slide show, press the slide show button located to the bottom left of the screen. 2. Use a mouse click or the right arrow key to progress to the next slide. 3. Press the ESCAPE key to stop a slide show. 5

6 Adding notes to slides Each slide can have its own notes that can be used as speakers notes or handouts. 1. Beneath a slide is a space containing the text click to add notes. Click in the space and type any relevant notes. Place the pointer over the bar separating the notes and slide windows. 2. When the pointer changes to a double headed arrow with a line inbetween, hold down the mouse button and drag the bar in the direction of one of the arrows. Printing from PowerPoint 1. From the FILE menu, choose PRINT 2. Click the Print What: down arrow to reveal a list of options. Decide what you want to print. 3. If you only want to print the text from the slides, choose OUTLINE VIEW. 4. To avoid printing animation sequences and print just the slides, make sure Include animations isn t selected; Click OK Printing from Powerpoint Saving your presentation 1. Choose SAVE AS from the FILE menu. 2. Click in the box next to File Name, and enter a name for your publication. 3. Click on the drop-down menu next to Save In, and choose the Home Directory Folder as indicated by your student username e.g. aq Click the SAVE button. 5. To save again, click the Save button. 6. It is good practice to save every 10 minutes or so and make a backup of your work to floppy disk or CD. Exiting PowerPoint Saving your Presentation Go to the Menu Bar and select FILE then EXIT. Note: Never remove a disk from the computer while a presentation is still open as it may become corrupted. Log off from the computer 1. Press the CTRL, ALT and DEL keys simultaneously. 2. Click the Log off.button and click OK. Where to go for more help or information The Help facilities under the HELP menu are useful sources of information for finding out more about the features and capabilities of PowerPoint. Advice is available at your nearest Information Services Help Desk. Many documents are available on the web at: All Microsoft product screenshots and references are used by permission of the Microsoft Corporation. Windows operating system All product screenshots and references are used by permission of the Microsoft Corporation.

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