Contents. MS PowerPoint 2010

Transcription

1 PwerPint 2010

2 Cntents Intrductin t PwerPint Opening PwerPint The Presentatin Windw... 2 The File Tab... 4 The Inf Menu (abve)... 4 Prtect Dcument... 4 Prepare fr Sharing... 5 The Ribbn Bar... 5 The Hme Tab... 6 The Insert Tab... 6 The Design Tab... 6 The Animatin Tab... 6 The Transitins Tab... 7 The Slide Shw Tab... 7 The Review Tab... 7 The View Tab... 7 Dialg Bx Launcher... 9 Quick Access Tlbar... 9 Adding t the Quick Access Tlbar... 9 Remving a buttn frm the quick access tlbar... 9 Views Nrmal View Slide Srter View Ntes Page View Slide Shw View Master View Creating a PwerPint Presentatin Saving a Presentatin Presentatin Design Entering Text Inserting a New Slide Adding Further Cntent Inserting Other Objects Drawn Shapes i

3 Drawing a Shape Frmat a Shape Inserting Text n a shape Resizing a Shape Deleting a Shape Rtating a Shape Slide Layuts Changing the Layut f an Existing Slide Inserting a new slide with a different layut Inserting Header and Ft Animating a Presentatin Transitins Animatins Effects Optin On Charts, Graphs r Smart Art Objects Remving an Effect Rerdering an Effect Preview the Slide Shwing Yur Presentatin Nte f Slide Shw View Printing in PwerPint ii

4 Intrductin t PwerPint 2010 PwerPint in a pwerful presentatin prcessr that creates slides, verheads, handuts and speaker ntes. It helps yu t cmmunicate yur knwledge, infrmatin and achievements, and als t persuade thers with yur pinins. PwerPint 2010 cntains a number f features that will allw yu t easily create charts and ther graphics t help cmmunicate yur infrmatin. The Live Preview feature helps us see what effect ur frmatting chices will have prir t selectin. This manual hpes t enable the user f PwerPint 2010 t create an effective presentatin incrprating Smart Art Graphics, Charts, Tables, and Animatins. Opening PwerPint 2010 In Windws XP Click n the Start Buttn Select All Prgrams Click n Micrsft Office Select Micrsft Office PwerPint 2010 In Windws 7 Click n the Start Buttn In the Start Search field type PwerPint Select PwerPint 2010 frm the search results 1

5 The Presentatin Windw File Tab Ribbn Preview Pane 2

6 PwerPint Windw in Detail Status bar Views Zm The slide displayed is a default Title Slide. It cntains tw place hlders. It s within these Place Hlders that yu will type yur text. Placehlders can als cntain pictures, charts and ther nn text bjects. The Slide/Outline View n the left hand side will display either thumbnail size images f each slide in the presentatin r if Outline is selected it will shw just the text cntent f each slide. The area under the main slide is knwn as the Speaker Ntes Area. Brief ntes t remind the speaker f key pints can be recrded here. View Buttns and Zm ptins can be fund in the lwer right hand crner f the screen. Tp right just at the edge f the new Ribbn Menu is the Help Buttn. This can be used at any time t access Micrsft s nline help. In the tp right hand crner there is the standard set f buttns fr minimising maximising and clsing an applicatin windw. The Ribbn Bar that runs alng the tp f the screen is where the majrity f ur wrk will be dne. We will nw lk mre clsely at the Ribbn Bar and File Tab 3

7 The File Tab Lcated n the tp left hand crner f the screen the File Tab can be seen as a replacement fr the file menu. The ptins nrmally fund in the file menu such as Open, Clse, Save, Save As and Print can all be fund there. The figure here shws the layut f the File Tab. Yu can clearly see the lcatin f Open, Save, Save As and Print. The Inf Menu (abve) The prepare menu cntains sme nice features such as Mark as Final and Run Cmpatibility Checker hwever there are additinal features such as Inspect Dcument, Encrypt Dcument, Restrict Permissins and Add Digital Signature that need t be understd and if used, used with care. Prtect Dcument Clicking Prtect Dcument lets yu encrypt (which includes setting a passwrd) yur dcument befre sending it t thers. We wuld nt recmmend ding this as if the passwrd is frgtten the data cannt be retrieved. It als allws yu t Restrict Permissin: T enable yu t limit the functinality f a dcument while still allwing thers t view it, and, if they have the necessary permissins, wrk with it. This feature is an add-n that needs t be bught; it is nt available in UCC. Befre yu share an electrnic cpy f a Micrsft Office dcument with ther peple, yu can use the Mark as Final cmmand t make the dcument read-nly and prevent changes t the dcument. When a dcument is marked as final, typing, editing cmmands, and prfing marks are disabled r turned ff and the dcument becmes read-nly. Additinally, the Status prperty f the dcument is set t Final. The Mark as Final cmmand helps yu cmmunicate that yu are sharing a cmpleted versin f a dcument. It als helps prevent reviewers r readers frm making inadvertent changes t the dcument. 4

8 Lastly it allws files t be signed digitally and therefre be verified by a recipient. Again this feature is a cmmercial add-n that needs t be purchased. UCC des nt have a license fr this. Nte: This is nt a security feature, the mark as final can be remved by the recipient f the file and the file will be editable nce mre. Its use is merely t cnvey that yu believe this t be a cmpleted wrk. Prepare fr Sharing Yu can check yur dcument fr bvius issues that might cause prblems in earlier versins f wrd here: The Ribbn Bar Tab Cmmands Grup Tabs There are 9 tabs in Micrsft PwerPint Tabs are used t rganise tgether related grups f cmmands. The cmmands wrk in the same way as befre. If yu want t make a piece f text appear in bld fnt, select the piece f text using the muse, n the hme tab, in the fnt grup, click n the bld cmmand buttn. 5

9 The Hme Tab is displayed by default. It cntains a lt f the cmmands previusly fund n the standard and frmatting tlbars. The hme tab cntains the new slide buttn which can be used t insert a new slide in t a presentatin. Ntice hw all the Fnt frmatting ptins are gruped tgether. Once a piece f text is selected these cmmands will becme active. Cpy and Paste are lcated n the Hme Tab. The Insert Tab hlds grups f cmmands relating t inserting illustratins, pictures, tables and media items. All Graphic Objects are tgether in the Illustratins grup. Once yu add a table, picture, shape, smart art graphic r chart, the secnd type f Tab, cntextual tab, will autmatically appear cntaining Design, Frmatting and pssibly Layut Optins fr the Object. If yu d nt see these extra tabs click n the inserted bject t ensure that it is selected In the Text Grup, Text Bxes, Wrd Art Objects, and Header and Fters can be added t the current slide. The Design Tab gives access t cmmands that can be used t change the lk and feel f yur presentatin. The Themes grup cntains a selectin f Designs that can be applied t a presentatin t give it a prfessinal finish. The buttns t the right f the designs can be used t custmise the design. The Animatin Tab cntains the cmmands relating t transitins and custm animatins. 6

10 The Transitins Tab cntains the cmmands t allw yu t apply transitins t all slides. The Apply t All buttn can be used t easily add the selected Transitin t all slides The Slide Shw Tab gives yu the ptins f launching the slide shw and r setting up the slide shw Yur Slide Shw can be launched frm here The Review Tab allws fr yu t add cmments t the existing slide shw. Spell Check is lcated n the Review Tab in the Prfing grup. The View Tab allws yu t change the view f yur presentatin and als gives yu access t the Master Slide ptins. The ruler guide can be turned n here Gridlines t help yu psitin graphics can be turned n here. Extra Tabs There is a secnd type f tab that nly appears when needed. Cntextual Tls (r tabs) enable yu t wrk with an bject that yu select n the slide, such as a table, picture, r drawing. 7

11 Select n bject within the presentatin In the ribbn area the cntextual tl appears in an accent clur next t the standard set f tabs Cntextual tabs prvide cntrls fr wrking with the selected item Nte: Print preview is nw lcated in the File tab: 8

12 Dialg Bx Launcher At first glance, yu may nt see a certain cmmand frm a previus versin f PwerPint. Sme grups have a small diagnal arrw in the lwer-right crner. The arrw is called a Dialg Bx Launcher. If yu click it, yu'll see mre ptins related t that grup. Thse ptins will ften appear in the frm f a dialg bx that yu may recgnize frm a previus versin f PwerPint. Dialgue Bx Launcher Quick Access Tlbar The Quick Access tlbar is lcated n the upper left hand crner next t the Micrsft File Tab. It is a custmizable tlbar that cntains a set f cmmands that are independent f the tab that is currently displayed this means that the buttns remain the same n matter what tab is currently pen. By default it cntains save, und and re-d buttns. Adding t the Quick Access Tlbar There may be a cmmand that yu use n a regular base that yu wuld like t have access t withut having t g thrugh the ribbn interface. T add such a cmmand t the quick access tlbar d the fllwing Lcate the cmmand in its tab Right Click n the cmmand buttn Frm the menu that displays select Add t quick access tlbar The buttn will nw be added t the tlbar. Remving a buttn frm the quick access tlbar Right click n the buttn in the quick access tlbar Select Remve frm quick access tlbar frm the menu that displays 9

13 Views PwerPint has alternative Views t help yu create, rganise and display yur presentatin. Nrmal View is ur default view, the ne in which we will build the Presentatin. It simultaneusly displays the utline f the entire presentatin n the left hand side alng with the current slide in the centre f the screen. Slide Srter View displays thumbnail size previews f all the slides in the Presentatin. Yu can rganise the rder f the slides here by dragging and drpping the thumbnails. Ntes Page View displays n each page a preview f ne slide and an area fr text. In this area ntes n the presentatin can be made. A sectin f this text area is als displayed in nrmal view. Allwing ntes t be made as the slides are put tgether. Slide Shw View displays the presentatin in full screen mde. Nrmally when using slide shw view the cmputer displaying the presentatin wuld be cnnected t a data prjectr. Slide Shw View is used when giving a presentatin Master View is utside the scpe f this curse. Hwever is can be useful fr custmising r creating templates. We will cntinue t wrk in Nrmal View fr nw. Creating a PwerPint Presentatin Having pened PwerPint 2010 a new blank presentatin will be displayed. Befre wrk begins n creating the cntent f the Presentatin, save and lcate the file. Saving a Presentatin Click n the File Tab In the menu that is displayed select the save buttn The Save As Windw will pen in the centre f the screen. Name the file Select the file lcatin. Click Save Be sure befre yu click n the Save buttn that yu have chsen the crrect lcatin. 10

14 Presentatin Design Having a cnsistent lk and feel in a presentatin helps it lk mre prfessinal. Click n the Design Tab. Select a Theme frm the Themes Grup Clicking n the arrws t the right f the Themes displays all built in Themes and gives access t a dwnlad ptin where new themes can be dwnladed frm Micrsft s website. Each theme has the fllwing assciated with it Backgrund Design Clur Scheme The Clrs buttn t the right f the Themes allws yu t pick a different clur palette t assciate with the chsen Theme. Fnt Types and Sizes The Fnt buttn allws yu t change the Fnt set assciated with the chsen Theme Placehlder Psitins Once yu have chsen a theme, clur and fnt set, click n the save buttn t save the changes t yur file. The Save buttn can be accessed at this pint frm the Quick Access Tlbar t the right f the File Tab. Entering Text The Title slide that is displayed cntains tw placehlders. The Tp ne is fr the Title f the Presentatin and the lwer ne is fr the Subtitle. Click t Add Title/Subtitle is displayed in each. Click n the wrds in the Tp placehlder Type in the title f the Presentatin: fr example UCC Inductin Click in t the lwer place hlder Type in the subtitle f the Presentatin. The fnt type and size is being cntrlled by the Design Themes chsen. If yu were t select a different theme nw the text yu typed wuld change accrdingly. 11

15 Inserting a New Slide Our Presentatin needs cntent. This cntent will be n new slides. Fllw the instructins belw t add slides Click n the Hme Tab Click n the tp half f the New Slide buttn. A slide will be added t the presentatin. By default this will be a Title and Cntent slide. Frm this layut and type f cntent can be added. Title and Text being the mst bvius. Adding Further Cntent Title Text Click t Add Title as befre Click t add Text Defaults t a bulleted list Use the Tab key r Indent buttn n the Hme Tab t step in the bullet as seen here. Use Shift and Tab r the Decrease Indent buttn t revert t the riginal tab level. 12

16 Alternative Cntent Clip Art Click n the Clip art Icn n the slide Clip Art Task Pane pens n the right f the PwerPint Windw In the Search Fr field type an apprpriate search term e.g. Cmputer Click n G Chse an image t insert frm the results Click, Drag and resize the image as necessary Picture frm File Click n the Picture frm File Icn Windw displaying the Pictures Flder will appear Navigate t the lcatin f the picture Click Insert Click, Drag and resize the image as necessary. Table Click n the Table icn Specify the Number f Rws and Clumns required Click OK Type in Table Cntent Use the arrw keys r muse t mve frm cell t cell. Nte the Table Tls Tabs that appear Use these tabs t change the lk and layut f the table The Table Styles Optins n the Design tab can be used t add Ttal Rws, Cell shading and mre. Text Orientatin and Directin can be changed in the Layut Tab Extra Clumns and Rws can als be added using ptins in the Layut Tab Chart Click n the Chart Icn Select the chart type required Click OK Excel will pen up Edit the data displayed s that it crrespnds t yur infrmatin If the required chart cntains mre data that the example displayed, click and drag the blue line displayed s that it surrunds all f yur data Clse Excel 13

17 PwerPint will display shwing the chart Nte the Chart Tls Tabs that display. In the Design Tab Data Grup there is an Edit Data cmmand that will repen Excel and allw mdificatins t be made t the data. The Chart Style and Layut f the data can als be changed Smart Art SmartArt items are graphics and diagrams that can be created t help get infrmatin acrss Click n the SmartArt graphic icn Chse a graphic frm the windw that appears. In the Text Bxes that are displayed type in the infrmatin fr the Diagram Use the SmartArt Tls tabs t change the design and frmat f the graphic. Editing SmartArt Graphics Extra elements/shapes can be added t a SmartArt graphic using the Create Graphic ptins in the Design tab. Extra items can be added abve belw befre r after depending n the graphic that has been inserted. Select the Smart Art Graphic In the Design Tab that appears Click the Add Shape Buttn in the Create Graphic grup The ptins will differ depending n the selected Graphic Select required lcatin f the shape 14

18 Inserting Other Objects Drawn Shapes Shapes can be drawn n t a slide frm ne f tw lcatins. First they can be accessed frm the Drawing grup n the hme tab, alternatively that can be inserting frm the Illustratin grup f the Insert tab. There is a large variety f shapes that can be used, everything frm plain squares t speech and thught bubbles. Drawing a Shape Display the Hme Tab Find the Drawing Grup Click n the small arrw t the right f the displayed shapes t see the cmplete list f available shapes. Click t select a shape The cursr will change t a + type shape Click and drag the cursr t draw the shape Frmat a Shape Drawing Tls Frmat Tab will appear in the ribbn bar Once the shape is selected these frmat tls can be used t change the clur and style f the shape. Shadws can be added t the shape using the Shape Effects Buttn Any text the shape can be frmatted als The shape styles buttns can be used t frmat shape quickly Inserting Text n a shape Select the drawn shape Type what needs t n the shape Click ff f the shape when typing is cmplete Resizing a Shape Select the shape by clicking n it The Resizing Handles appear arund the edge f the shape Click and drag the handles t alter the size f the shape Deleting a Shape Select the shape Click delete n the Key bard Rtating a Shape Select the shape t be rtated Nte the Green handle that appears Click and drag this green handle t rtate the shape OR In the Drawing Tls Frmat tab click n the rtate buttn in the arrange grup. 15

19 Slide Layuts The default slide layut allws fr any ne f the abve. Cnsidering that there may be times we need t display bth Text and Picture, r tw SmartArt Graphics, we will need chices when it cmes t layuts. There are tw things we ll need t be able t d. One change the layut f an existing slide, and tw insert and new slide with a specific layut. Changing the Layut f an Existing Slide Display the relevant slide, r select it in the slides view Display the Hme Tab Click n the layut buttn in the slides grup Select the required layut Inserting a new slide with a different layut Select the slide after which the new slide is t be lcated Display the Hme Tab Click n the bttm half f the New Slide buttn A menu will display similar t the ne shwn frm which yu can select the required Layut. Inserting Header and Ft Display the Insert Tab Click n Header and Fter in the Text Grup The Header and Fter Windw will appear Tick the ptins yu require as detailed in the image ppsite. T apply t all Slides click the Apply t All Buttn 16

20 Animating a Presentatin Animatins can be brken in t tw types. The first is the Transitin. This is the way in which the slide will appear n screen. The secnd part is the actually animatin f the slide cntent. Transitins Display the Animatins Tab all the Transitins can be fund in the Transitin f this Slide grup. Display the slide requiring the transitin Display the Animatins Tab Clicking n the small arrw t the right f the displayed transitins will display all transitins Select the preferred Transitin Edit the Transitin Settings as required The speed f the slides entrance fr example can be changed Use the Apply T All buttn t apply the chsen transitin t the whle presentatin. Animatins Animatins deal with hw the cntent f the slide will appear. Withut animatins all the cntent n a slide will display at nce. If this is the way yu d like yur cntent t appear yu will have n use fr animatins. Hwever if yu d rather each bullet pint and title appear separately read n. Display the slide in Nrmal View Click n the item f cntent t be animated. On the Animatins tab click n the arrw t the right f the Animate buttn A menu with different animatin ptins will appear This menu will vary depending n the selected cntent Fr bulleted lists By 1 st level Paragraphs will display each bullet pint n a list separately. Every time the muse is click the next bullet will be displayed. These steps will need t be repeated fr every bject n the slide and then fr every slide in the presentatin. It is pssible t use the Ctrl Key t select multiple items and apply the same animatin t them. Hwever this may nt have the desired effect. Select piece f cntent yu wish t animate and click n Add Animatin 17

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22 Effects Optin On Charts, Graphs r Smart Art Objects Select the Chart r Smart Art Graphic t be animated. In the Custm Animatin Pane apply the required effect. In the Custm Animatin Pane click n the arrw t the right f the added effect. Select Effect Optins. In the effects Optins Windw Click n the Chart Animatin Tab Click n the Arrw n the right Select the way in which yu want the chart t display. The ptins in the drp dwn menu will vary depending n the Chart r Smart art Graphic selected. Different chices will allw fr Graphs and Smart Art Graphics t be displayed n screen sectin by sectin, r level by level. Remving an Effect Display the slide cntaining the effect t be remved In the Custm Animatin Task Pane select the effect t be remved Click the remve buttn Rerdering an Effect If the cntent f yur slide is nt displaying in yur desired rder yu can rerder them as fllws Display the slide cntaining the effect t be rerdered In the Custm Animatin Task Pane select the effect t be rerdered Use the rerder buttns at the buttn f the task pane t mve the effect up r dwn the rder. Preview the Slide Click n the Play buttn t preview hw yur slide will lk in slide shw mde. Shwing Yur Presentatin Befre yu shw yur presentatin live yu shuld view it first in Slide Shw mde n yur PC r Laptp t ensure that it appears n yu envisaged. 1. Click n the Slide Shw Tab 2. T view yur shw frm the first slide click the Frm Beginning buttn 3. Yur Title Slide shuld display in Full Screen Mde 4. Click the muse nce, t mve frm slide t slide 5. When yu reach the end f yur presentatin hit the Esc (escape) Key t return t PwerPint. (The Esc key is lcated n the tp left crner f the keybard) 19

23 Nte f Slide Shw View When the muse is mved abut in Slideshw view a set f buttns becmes visible in the lwer left hand side f the screen. These buttns can be used t reveal sme useful slide shw cmmands. These arrw keys can be used t mve frward r backward thrugh a presentatin. The pen buttn gives yu access t a number f ptins allw yu t draw freehand ntatins n a slide. These ntatins culd be used t highlight a specific pint. There is als an Eraser ptin n the menu that displays. This can be used t remve any anntatins made during the presentatin. The screen buttn pens anther menu. The next and previus ptins n this menu can be used t navigate thrugh the presentatin in much the same way as clicking the muse. The screen ptin allws yu t temprarily display a blank screen. The Switch Prgrams buttn allws yu t display the start menu making it easier fr yu t launch anther prgram fr example the Internet during the curse f yur presentatin. Printing in PwerPint In PwerPint yu can print in fur different ways depending n yur needs 1. Slides 2. Handuts 3. Ntes Pages 4. Outline View Frm the File Tab select Pint The Print Dialg bx appears Click the Print What drp-dwn arrw in the lwer left hand crner f the windw. Yu have Fur Optins Slides: This ptin will print each slide n a single page Handuts: The ptin will allw yu print ut a number f slides n a single sheet. Once selected the Handut s area f the print windw will becme clickable. Chse 3,6 r 9 slides per slide. Ntes Page: This will print ut an image f each slide n the tp half f each page and any speaker ntes yu have made in the lwer half f the page. Outlive View: this ptin will print an utline f yur presentatin which can be useful as a reference. Select a relevant ptin Click Print 20

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25 Sending PwerPint 2010 slides t Wrd 2010 Click n File, Optins Click n Save and Send Click n Create Handuts A new dialgue bx pps up: Chse the ptins yu wish frm the page layut ptins Chse Paste t cpy these int Wrd Yur slides will then pen in a Wrd dcument 22

26 Ntes: 23