1 PowerPoint 2010 Part 1 Documentation February 2012 PowerPoint includes all the features needed to produce professional-looking presentations. A PowerPoint presentation is made up of a series of slides, which contain the information you want to communicate with the audience. This information can include text, pictures, charts, video, sound, and more. Using Microsoft PowerPoint presentation software, you can add polish and pizzazz to professional speeches and pitches or just create a fun slideshow to share with family and friends. This class covers the basics of PowerPoint, including creating an onscreen slideshow featuring text and pictures, rearranging slides, and saving and printing. The added features of this multimedia application are introduced in PowerPoint Part 2. Starting PowerPoint in Windows XP 1. Click on the Start button in the task bar in the lower left corner of the Windows screen 2. Choose Programs 3. Click the Microsoft Office folder 4. Choose Microsoft PowerPoint 2010 Starting PowerPoint in Windows 7 1. Click on the Windows button in the task bar in the lower left corner of the Windows screen 2. Choose All Programs 3. Click the Microsoft Office folder 4. Choose Microsoft PowerPoint
2 Presentation Basics PowerPoint is a presentational tool, so there are some presentation basics to keep in mind when working with it. First, identify your audience. To how many people are you presenting? What is their age range? What role will the audience take listening, participating, taking notes? Does the audience care about the topic? Are the attendees on a tight schedule? Also consider the primary goal of the presentation. Afterwards, do you want the audience to feel good? Be more informed? Make a decision of some kind on an individual or group basis? Consider these factors when deciding what to include in the presentation and how to present it. The PowerPoint Screen Components of the PowerPoint Window The Ribbon Microsoft Office 2010 and 2007 make use of the Ribbon system. The Ribbon is the large graphic user interface (GUI) that appears at the top of the PowerPoint screen. The ribbon is divided into Tabs, Groups, and Commands. Tabs Commands Group Ribbon 2
3 Each tab opens with different groups of commands. Microsoft attempts to make the placement of the commands within both groups and tabs as intuitive as possible to make them easy to find. The PowerPoint 2010 Ribbon allows users to quickly access all of the program's features and commands with a minimal number of mouse clicks. The main tabs are in PowerPoint are File, Home, Insert, Design, Transitions, Animations, Slide Show, Review and View. To change to a different tab, click on its name. Ribbon Groups further organize tools and commands. For example, tools for changing font formats are arranged together in the Font group on the Home ribbon. Within each group are related command buttons. Click buttons to issue commands or open dialog boxes. Launcher (or Dialog Expander) buttons are displayed in the bottom right corner of some groups. Clicking the launcher button opens a series of options either in a Task Pane (such as the Clipboard) or a Dialog Box (such as the Font group). To see what a command does, hover the mouse pointer over the command. A textbox appears containing the command name, its keyboard shortcut, and its description. Opening a Clipboard Task Pane Click the Home tab to make it the active tab and then click the dialog expander arrow in the lower right corner of the Clipboard group; the Clipboard pane opens on the left. Click the X in the upper right corner of the pane to close it. Minimizing the Ribbon When the Ribbon is visible, it can be minimized so that only the tab names show by clicking the upward pointing Minimize Ribbon arrow in the upper right corner of the application (next to the question mark). Ribbon expanded Expanding the Ribbon Ribbon minimized If the ribbon is minimized, it can still be accessed by clicking on various tabs. NOTE: The keyboard shortcut Ctrl+F1 can be used to minimize or expand the ribbon. 3
4 File Tab The File tab has replaced the Office button that was in PowerPoint 2007 and the File menu in earlier versions of PowerPoint. Found in the upper left corner of the Word 2010 window, the orange File tab opens the PowerPoint Backstage view. Backstage View The main difference in Microsoft PowerPoint 2010 (vs. the 2007 version) is the introduction of the Backstage View, which includes: Saving, Opening and Closing a document Creating a new document Printing Changing PowerPoint options To close the Backstage view and return to the normal worksheet view, do one of the following: Click the File tab again Click any other tab Press the Escape key on the keyboard Quick Access Toolbar The Quick Access Toolbar is used to store shortcuts to frequently used command or features. By default, Save, Undo, and Redo are available. The toolbar can be customized to include additional commands. Shortcuts to PowerPoint commands that are not available on the ribbon can also be added to the Quick Access Toolbar. 4
5 Adding Commands to the Quick Access Toolbar Method 1: 1. On the ribbon, locate the command to be added to the Quick Access Toolbar 2. Right-click the command and choose Add to Quick Access Toolbar from the menu Method 2: 1. Click the Customize Quick Access Toolbar down arrow 2. Scroll down the list and select any commands you want to add (a checkmark means that the command will appear on the Quick Access toolbar) 3. If the command you want to add is not available, click More Commands 4. Navigate through the Excel Options dialog box to find the command 5. Click the Command and click the Add button to move it to the Customize Quick Access Toolbar box 6. When all commands have been added to the Customize Quick Access toolbar box, click OK Minimize, Maximize/Restore, Close Buttons The Restore Down button displays two overlapping windows. When clicked, the window reduces to the size it was prior to being maximized. The button now changes into a Maximize button. When the Maximize button is clicked, the window fills the screen. The Minimize button shrinks the window down to the task bar. Restore down Maximize The Close button closes the application. Minimize Close 5
6 The Status Bar The status bar at the bottom of the screen contains View icons and the Zoom Slider. Click the slider and drag it to the right to zoom in and to the left to zoom out, or click on the + to zoom in and the to zoom out. Slides PowerPoint opens with the first (and so far only) slide in the show. The default slide has two formatted placeholder textboxes ready for the title and subtitle. To enter text into one of the placeholders, click inside the box and type the text. The program automatically spaces and resizes the text to fit within the placeholder. Just like regular textboxes, placeholders can be resized or moved around within the slide. Placeholders on PowerPoint slides can contain many different items, including text, tables, charts, and clip art, depending on which layout is chosen. On the left of the screen is a thumbnail (miniature) version of the slide under the slide tab. As more slides are added, they are also displayed in this pane. This area is useful for navigating from slide to slide. The Outline tab provides an outline version of the slide show. 6
7 At the bottom of the screen is the Notes Pane. Notes can be added to each slide here that can be printed out and used as cue cards. These notes are for the presenter only; they do not appear on the screen during the PowerPoint slideshow. Add a New Slide There are several ways to add a new slide to a presentation. Option 1 - Go to the Home tab Slides group New Slide command Option 2 - Right-click on a slide thumbnail and choose New Slide from the shortcut menu that appears Option 3 - Click on the thumbnail the slide should follow and press Enter on the keyboard NOTE: With Options 2 and 3, the new slide is added with the same layout as the active slide used to create it. Choosing a New Slide Layout When adding a new slide using the Slides group on the Home tab, the layout can be chosen from the dropdown menu under the New Slide command. This menu contains several choices for the new slide, including text layouts, content layouts, and combinations of both. A blank slide layout can also be chosen and content (like textboxes and pictures) can be added later. To change the layout of an existing slide, click on the Layout command in the Slides group and choose a layout from the menu. 7
8 Click on the thumbnail image to choose the layout, which is immediately applied to the slide in the form of formatted placeholders. Inserting a Title 1. Click inside the Title placeholder 2. The insertion point appears 3. Type My First Slide in the Title Placeholder 8
9 Typing in a Placeholder or Textbox Some placeholders automatically format text in a bulleted list because bulleted lists are used frequently in PowerPoint. To remove the bullets, deselect the Bullets command in the Paragraph group on the Home tab. 1. Create a new Title and Content slide 2. Click in the Title placeholder 3. Type My Content Slide 4. Click inside the textbox 5. Type Step 1 6. Press the Enter key on the keyboard 7. Type Step 2 8. Press Enter 9. Type Step Press Enter Content Layout There are two options for inserting clip art or other multimedia content into a presentation: 1. Go to the Insert tab and choose an object from the Tables, Images, or Illustrations group 2. Use one of the multimedia-ready PowerPoint slide layouts To use the multimedia layout, first create a new slide using one of the methods discussed previously and choose the option Title and Content. This layout contains a placeholder title, a placeholder textbox, and six content icons. The icons add tables, charts, pictures, SmartArt diagrams, and video clips to the slide. 9
10 Adding Clip Art to a Slide 1. Add a new Title and Content slide 2. Type My First Clip Art into the Title placeholder 3. Click the Clip Art icon inside the content box; the Clip Art task pane opens on the right side of the window 4. Click in the Search for box 5. Type in the word cat 6. Make sure the checkbox next to Include Office.com content has a checkmark 7. Click Go or hit Enter on the keyboard 8. Various cat images are displayed; scroll through and select an image by clicking on it Resizing an Image Clip art can be resized using the resize handles, which appear as small shapes around the outer edges of the image. Hovering the cursor over a resize handle turns it into a double-headed arrow that allows you to click and drag to resize the image. NOTE: Use a corner reside handle (circle) to maintain the image s original proportions. Using one of the side resize handles (square) stretches the image either horizontally or vertically. Corner resize 1. Place the mouse pointer over the bottom right corner resize handle 2. When the mouse cursor changes to a diagonal two-headed arrow, drag diagonally inward to make the image smaller 3. Place the mouse pointer over the right side resize handle 4. When the mouse pointer changes to a horizontal two headed arrow, drag the image out to make it wider; note that the proportions change Side resize handle Undo Button On the Quick Access toolbar is an icon with a blue arrow pointing to the left the Undo button. If you perform an action that you want to undo, go to the Quick Access toolbar and click on the Undo button; the program reverses the most recent command. Keep clicking the Undo button, and your actions are reversed step by step. The keyboard shortcut for undo is Ctrl+Z. 10
11 Moving an Image Move an image by placing the cursor near the center of the image and clicking and dragging when the cursor changes to a 4-headed arrow. 1. Place the mouse pointer inside the image 2. When the cursor changes to a 4-headed arrow, press down the left mouse button 3. Hold down the mouse button while dragging the image to the desired location 4. Release the mouse button The image can be rotated by clicking and dragging the green rotate handle. Rotate handle 1. Put the mouse pointer on top of the rotation handle 2. When the mouse cursor changes into a clockwise curved arrow around the rotation handle, click and hold the left mouse button 3. Turn the image either clockwise or counterclockwise until it is rotated to the desired angle To delete an image, click on it and hit the Delete or Backspace key on the keyboard. Formatting an Image When a graphic is selected, the Picture Tools Format Contextual tab appears on the Ribbon, providing more options like cropping, styles, and borders. For more information on working with graphics, see the Graphics in Word 2010 class. Adding a Video 1. Add a new Title and Content slide to the presentation 2. Click inside the title placeholder and type My First Video 3. Click the Video icon inside the content placeholder 4. Navigate to the My Documents folder My Video folder 5. Click on the WarnerC.wmv file 6. Click on the Insert button 7. The view must be changed to Slide Show view to view the video, so click the Slide Show view icon on the status bar 8. Click the play button to start the movie 9. Press the Esc key on the keyboard to end the slide show 11
12 Design Templates PowerPoint offers a variety of professional-looking designs. Themes automatically format slides with color or graphic backgrounds and preset fonts. The same themes are accessible throughout the Office suite of programs so documents can be created in PowerPoint, Word, Publisher, etc. with a cohesive, branded look. Changing the Presentation Theme To access these slide designs, go to the Design tab Themes group. To see all available themes, click the down-arrow to the right of the thumbnails in the Themes group. To apply a theme to all slides, click on the thumbnail. Additional themes can also be downloaded from Microsoft Office Online. Themes arrows 1. Click the Design tab 2. Click the More arrow to see all available themes 3. Click on the desired theme Changing the Color Scheme Each theme has a preset color scheme, but a new scheme can be chosen or created by clicking on the Themes group Colors command and choosing from the drop-down menu. 1. If necessary, click the Design tab 2. Click the Colors command down arrow 3. Scroll down the list and choose the desired color scheme 12
13 Creating a PowerPoint Presentation from a Template Many PowerPoint templates are available from Microsoft. 1. Click the File tab to open the Backstage view 2. Click New from the list on the left 3. In the Available Templates and Themes section, click on Sample templates 4. Scroll through and select the Introducing PowerPoint 2010 template icon 5. Click the Create button on the right side of the window PowerPoint Presentation Views As new slides and content are added to a presentation, you may need to move between them and reorganize them. Views are controlled using the three small icons in the bottom right corner of the screen. Navigation can be performed in the Normal View using the slide thumbnails on the left side of the screen. To reorder slides, click on a thumbnail and drag it to a new location in the list. Normal View The Slide Sorter View (second icon) lays out the slides as thumbnails in rows on the screen to provide a big picture view of the presentation. To move a slide, hold down the left mouse button to drag it to the new location. Release the mouse to drop the slide into place. Slide Sorter View 13
14 The Reading View is new in PowerPoint In the reading view, the slide show fills the whole screen similar to slide show view, but the user is also able to see the title bar at the top of the screen and the status bar at the bottom of the screen. Reading view is useful to quickly navigate the slide show with easy access to the Windows task bar to switch to other available open programs or windows. Reading View The Slide Show View displays the presentation beginning at the current slide. This is the view seen when a talk is accompanied by a PowerPoint presentation. A show can also be started by clicking the Slide Show tab and choosing one of the options in the Start Slide Show group. Slide Show View In Slide Show view, the slide covers the entire screen, including the Windows taskbar. Advance to the next slide by clicking the mouse, pressing Enter, or pressing the right arrow key. To end the Slide Show view, hit the Esc key or right-click to display a shortcut menu and choose End Show. Saving a PowerPoint Presentation As with any document-creation program, it is a good idea to save the presentation immediately and then save changes frequently as you work. 1. Click the File tab to open the Backstage View 2. Click Save As and choose one of the following: a. For a presentation that can be opened only in PowerPoint 2010 or 2007, in the Save as type list, select PowerPoint Presentation (*.pptx) [the default setting] b. For a presentation that can be opened in either PowerPoint 2010 or earlier versions, select PowerPoint Presentation (*.ppt). 3. On the left of the Save As box, choose the location where the presentation will be saved 4. In the File name box, type a name for the presentation 5. Click Save After the initial save, click the Save icon at the top of the screen or use the keyboard shortcut Ctrl+S to save the presentation quickly at any time. 14
15 Printing in PowerPoint 1. Click the File tab to open the Backstage View 2. Choose Print from the list on the left 3. In the Settings section of the Backstage view, click the Full Page Slides down arrow 4. In the Handouts section, choose how the slides should be printed 5. Click the Print button 15
16 Learn More about PowerPoint 2010 BOOKS AVAILABLE THROUGH CLEVNET Edney, Andrew, PowerPoint 2010 in Easy Steps Southam, Warwickshire, U.K, 2010 Johnson, Steve, Microsoft PowerPoint 2010 on Demand Indianapolis, IN: Que Pub, 2011 Lowe, Doug, PowerPoint 2010 for Dummies Hoboken, NJ: Wiley Pub, 2010 Matthews, Carole Boggs, Microsoft Office PowerPoint 2010 Quicksteps New York, NY: McGraw-Hill Companies, Inc., 2010 Muir, Nancy, Microsoft PowerPoint 2010 Plain & Simple Sebastopol, CA: Microsoft, O'Reilly Media, 2010 Wood, William, Teach Yourself Visually PowerPoint 2010 Indianapolis, IN: Wiley, 2010 ONLINE: California State University, Los Angeles: Information Technology Services: Microsoft PowerPoint GCF Learn Free.Org Microsoft PowerPoint 2010: Getting Started With PowerPoint with Lots of Tips and Tricks Microsoft Training Video TechUComp Inc. Mastering PowerPoint YouTube.com Perform a search on PowerPoint 2010 Tutorial 16
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