PowerPoint XP Basics For Beginners. Features of Presentation Software

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1 PowerPoint XP Basics For Beginners A presentation graphics program is a computer program you use to organize and present information. Whether you are presenting content concepts to your class or making a presentation at a faculty meeting, a presentation graphics program can help make your presentation effective and professional. You can use PowerPoint to create overheads, speaker's notes, audience handouts, outline pages, or on-screen presentations, depending on your specific presentation needs. Features of Presentation Software Create slides to display information Enter and edit data easily Change the appearance of information Organize and arrange information Incorporate information from other sources Show a presentation on any Windows computer Starting PowerPoint in XP Click Start, All Programs, Microsoft Office, Microsoft PowerPoint. The Microsoft PowerPoint window appears. 1

2 In the New Presentation task pane, the following options are available: Open a Presentation: Allows you to open a previously created presentation. You can see a list of presentations under this option. New: Blank Presentation: Allows you to choose a predesigned slide layout. From Design Template: Displays PowerPoint template presentations. You can click a template to see a preview. From AutoContent Wizard: Helps you determine the content and organization of your presentation by creating a title slide and an outline using ready-made text for the category you choose. New From Existing Presentation Choose Presentation New From Template: General Templates Templates on my web Sites Templates on Microsoft.com Creating a Presentation 1. In the task pane under New, click From Design Template. If more than one column is displayed, select the first template on the left. Click the down arrow and select Show Large Previews. 2. Scroll down and review the PowerPoint design templates. 3. Move the mouse over each template. A pop up window will display the template name. Select the Blends template. Click the down arrow and select Apply to All Slides. 4. Click the down arrow in the task pane next to Slide Design and select Slide Layout. 5. Under Text Layouts, click the first box on the left, Title Slide. 6. Go to File/Save As, and save the presentation in My Documents as Louisiana. 2

3 Entering Slide Text Now that you have applied a template to your presentation, you are ready to enter text into the title slide. The title slide has two text placeholders (title and subtitle), boxes with dashed line borders where you enter text. 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 pointer 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 slanted line border, appears around the title placeholder, indicating that it is selected and ready to accept text. 3. Click on the center alignment on the menu bar to center the blinking vertical line. Type Louisiana in the title placeholder. 4. Click the subtitle placeholder. Enter the following: Presented (Press the Enter key on the keyboard, Type By (Press the Enter key), Type Your Name. 5. Click outside the placeholder to remove selected text. 6. Go to File in the menu and select Save As. Save the presentation as Louisiana. Creating a New Slide 1. Click New Slide button on the toolbar. If the toolbar is not visible, click View in the menu, Toolbars and Formatting. This is a floating toolbar and it can be moved around on the desktop. You can also click the Insert, New Slide button from the menu bar. The New Slide option adds a new slide which can be seen on the left side of the screen. 2. Insert a new slide. 3. Click in the title placeholder, and type Louisiana. 4. Click in the text placeholder. This deselects the title text object. The insertion point appears next to a bullet in the main text placeholder. 5. Type Geography and press Enter on the keyboard. Notice that a new bullet automatically appears when you press the Enter key. 6. Type Civics and press Enter. 7. Type Economics and press Enter. 8. Type History and press Enter. 3

4 9. Click outside the main text object in a blank area of the slide to deselect the text object box. 10. Go to File in the menu and click on Save or click the Save icon. Inserting Clip Art Using Place Holder Layout 1. Under the Slide Layout menu, scroll down to Other Layouts and select the first slide on the left, Title, Text and Clip Art layout (bulleted text on the left and the clip art in the right). Click on the down arrow and select Insert New Slide. 2. In the title placeholder, click to add a title. Type in "Geography". Click Center Alignment on the Formatting toolbar. 3. Click in the text placeholder to add text. Add the following words and tap the Enter key after each: Maps and Globes, Places and Regions, Physical, Environment. 4. Double click in the box to add Clip Art. 5. A Select Picture window appears. Type maps in the search text box. Click Search. 6. Click on the globe with the red circle shown in the preview box, then click OK. The picture of the globe appears on the right side of the slide. A picture tool bar will appear. 7. Click and drag the tool bar to the menu. 8. Click and drag to resize your picture by placing the diagonal arrows over the circles and resizing. Click off of the picture. Move the clipart to the right of the words. Other Layouts 1. Go to the menu and select Insert, New Slide or click the New Slide icon. 2. In the title placeholder, click to add a title. Type in "Civics". Click Center Alignment on the Formatting toolbar. Click in the text placeholder to add text. Add the following words and tap the Enter key after each: Structure and Purposes, Political System, International Relationships and Role of the Citizen. 3. In the menu click on Insert, Picture, Clipart. 4. In the Select Picture window type vote. Click Search. 5. Select a clipart and resize as necessary. Move it to the right side of the slide. 4

5 6. Insert two new slides using different layouts. Type the following and add clipart: Economics: Economic Concepts, Individuals, Households, Businesses, and Governments and Economy as a Whole. History: Culture, People, Events, and Government. 7. Go to File in the menu and click on Save or click the Save icon. Viewing Your Presentation Each PowerPoint view displays your presentation in a different way and allows you to manipulate your presentation differently. To move easily among the PowerPoint views, use the view buttons located at the bottom of the Presentation window, to the left of the horizontal scroll bar. After you view the last slide, you will return to the view in which you were viewing. Normal View Slide Show (from current slide) Slide Sorter View Normal View is the working view. Use this view to modify and enhance a slide's appearance. Slide Sorter View displays a miniature picture of each slide in the order in which they appear in your presentation. Use this view to rearrange and add special effects to your slide. Slide Show View displays one slide at a time as it will be shown to an audience. Setting Slide Animation Effects Animation effects let you control how the graphics and main points in your presentation appear on the screen during a slide show. The effects appear in the Custom Animation List, the list of animation sequences for a slide. Items are listed in the order they are added, and include icons that indicate timing in relation to other animation events, top to bottom, in the order you apply them. The animated items are noted on the slide by a non-printing numbered tag that correlates to the effects in the list. This tag does not show up in the slide show view. There are four types of custom animation effects: Entrance, Emphasis, Exit and Motion Paths. In the Custom Animation task pane, click the Add Effect button and do one or more of the following: To make the text or object enter the slide show presentation with an effect, point to Entrance and then click an effect. To add an effect to text or an object that is on the slide, point to Emphasis and then click an effect. To add an effect to text or an object that makes it leave the slide at some point, point to Exit and then click an effect. Motion paths can be preset or a custom path can be created. 5

6 Adding Animation 1. Move to slide 3 of your presentation. Click once on the clip art so that the open circles appear. Click Slide Show on the menu bar and click Custom Animation or right click and select Custom Animation. 2. Under the Custom Animation menu in the task pane click on the down arrow in the Add Effect box. Select Entrance and Fly In. You will see a preview of the animation and a number next to the clip art animated. Under Modify Fly In, Start box click the down arrow and select With Previous. Under Direction, select From Bottom. Under Speed, select Very Fast. 3. Go to File in the menu and click on Save or click the Save icon. *When running the slide show you may notice that objects animated may not do so automatically. This is due to the fact that animation is set to On Click in the start box rather than With Previous or After Previous. 4. Click to select the text box. On the Custom Animation task pane click on the down arrow in the Add Effect button. Select Entrance and Blinds. Next to Start under Modify, select On Click. Under Direction, select Vertical and under Speed, select Fast. 5. Go to File in the menu and click on Save or click the Save icon. *Notice that each line of text has a number next to it showing the order of animation. 6. To change the order of animation, click on the Re-Order arrow in the bottom of the task pane. Change the order so that the text lines are set to animate in numerical order. To preview the animation on the current slide, click on Play in the bottom of the task pane. 7. Save your presentation 6

7 and then run your complete slide show. To view the complete slide show, click the first slide in the left task pane. Click on Slide Show in the bottom left corner of the window. 8. Animate the remainder of the slides to complete your PowerPoint presentation and view your completed slide show. Transitions and Timing Timings for a slide show can be set manually or automatically. 1. In normal view, select the first slide (title slide) in the task pane. 2. On the Slide Show menu, click Slide Transition. 3. In the Slide Transition task pane, click on a variety of transitions. As you click, a preview of the transition is shown on the slide. Scroll to the bottom and select Random Transition. 4. Select Medium under Modify Transition. 5. Click the On mouse click box to remove the check in the box. 6. Under Advance slide, select the Automatically after check box, and use the up arrow to enter the 3 seconds. 7. Click the Apply to All Slides button. 8. Go to File in the menu and click on Save or click the Save icon. Note: Timing can be set for each slide or for all slides. If you want the next slide to appear either when you click the mouse or automatically after the number of seconds you enter, whichever comes first, select both the On mouse click and the Automatically after check boxes. 7

8 Understanding PowerPoint Masters Presentations in PowerPoint use slide masters, templates for all of the slides in the presentation. Three of the PowerPoint views have a corresponding master view--slide Master view for Slide view, Handout Master view for Slide Sorter view and Notes Master view for Notes Pages view. Formatting changes and design elements that you place on the slide master appear on every slide in the presentation (except for the title slide). Formatting Title Master 1. In the slide task pane, select slide On the menu bar, select View, Master, Slide Master. Two Slide Masters appear in the slide task pane. The second slide allows you to customize the title master style and the master subtitle style of the presentation. These placeholders control the format of the title master style and the master subtitle style of the presentation. Formatting Slide Master 1. Click on the first slide. This slide allows you to edit the master title style and the master text styles. These placeholders control the format of the master title style and the master text styles of the presentation. 2. Move the I beam anywhere in the first line of the text in the Master text placeholder. All the text is highlighted. 3. Click the Bold button on the Formatting toolbar and change the font size to 40. Click the Shadow button on the toolbar. (To see Shadow Button or other tool bar options, you may need to click the down arrow on the button bar.) The first line of text becomes bold with a shadow. 4. Right click before the first line of text I the Master text placeholder, then click Bullets and Numbering. The Bulleted dialog box opens displaying the current color of bullet symbol. 8

9 5. Click the Customize button. From the font box select Wingdings. The available bullet choices change. Scroll down and find the "star" in the ninth row, fifth column from the right. Click OK. 6. In the Color box click the down arrow and select More Colors. Select a green color from the Standard tab. Click OK. 7. In the Size box click the up arrow to select 80. Click OK. 8. The bullet in the first line of text has changed to a green star. 9. Click Close Master View on the slide master toolbar. 10. Go to File in the menu and click on Save or click the Save icon. Note: Bullets in each line can be formatted in the same way. Changes made on this slide will apply to all slides in the presentation. Exceptions to the Slide Master If you change the format of text on a slide and then apply a template to the presentation, the slide that you formatted retains the text formatting changes you made and not the one on the template. These format changes that differ from the Slide Master are known as exceptions. Exceptions can only be changed on the individual slides where they occur. For example, you might change the font and size of a particular piece of text on a slide to make it stand out and then you decide later to add a different template to your presentation. The piece of text you formatted before you applied the template is unaffected by the new template. This text formatting is an exception. Changing Slide Order 1. On the Outline tab in normal view, select second slide and drag it up or down to a new location. 2. On the Slides tab in normal view, select one or more slide thumbnails, and then drag the selection to a new location. 9

10 3. In slide sorter view, select one or more slide thumbnails, and then drag the thumbnails to a new location. 4. To select multiple slides in a row, press SHIFT before clicking the slide icon or thumbnail. 5. Change slides to the original slide order. 6. Go to File in the menu and click on Save or click the Save icon. Setting Up a Presentation Looping 1. On the Slide Show menu, click Set Up Show. 2. Click in the Loop continuously until 'Esc' box. 3. Click OK. Viewing a Slide Show 1. On the Slide Show menu select View Show or select the first slide in the left task pane and click on Slide Show (from current slide ) view in the bottom left corner of the window. 2. Press the Escape key at any time to stop the slide show. Printing Slides You can print your entire presentation, the slides, outline, notes pages, and audience handouts, in color, grayscale, or pure black and white. You can also print specific slides, handouts, notes pages, or outline pages. Most presentations are designed to be shown in color, but slides and handouts are usually printed in black and white or shades of gray (grayscale). When you choose to print, Microsoft PowerPoint sets the colors in your presentation to match your selected printer's capabilities. For example, if your selected printer is black and white, your presentation will automatically be set to print in grayscale. Outline You can choose to print all the text in your outline or just the slide titles, in either landscape (horizontal) or portrait (vertical) orientation. The printout might look different from the screen display; while you can show or hide formatting (such as bold or italic) in the Outline pane on screen, on the printout the formatting will always appear. Notes Pages Print your notes pages either for your own use when delivering a presentation or to include as handouts for your audience. Notes pages can be designed and formatted with colors, shapes, 10

11 charts, and layout options. Each notes page includes a copy of the slide it refers to and prints one slide per page, with the notes printed under the slide image. To print two slides per page with the associated notes printed next to the slides, you can send the presentation to Microsoft Word. Headers and footers on the notes pages are separate from the headers and footers on the slides. Handouts You can design and create handouts similarly to the notes pages. However, you can choose from many layout options for printing: from 1 slide per page to 9 slides per page. The 3-slides-per page option includes lined space for note-taking by the audience. For additional layout options, you can send the presentation to Microsoft Word. Headers and footers on handouts are separate from the headers and footers on the slides. Preview and Print 1. To see what your slides will look like when they print, on the File menu select Print Preview. Click Close on the menu bar. 2. A preview of the Handouts, Notes Pages and Outline view can also be previewed. On the File menu select Print. 3. In the Printer Name box, select the printer. 4. In the Print what box, hold down the arrow and select Handouts. In the Slides per page box, select Click the Preview button at the bottom of the window. Click Close. 6. View print preview of Notes Pages and Outline view clicking the Close button after each. 7. In the Print what box select Handouts, select 6 in the Slides per page box,. 8. In the Order box select horizontal or vertical. 9. Click OK. Note: Selecting Slides in the Print what box will print one slide per page. Evaluating Your Presentation Keep your message focused. Concentrate on the content, not the bells and whistles. Keep the design simple, easy to read, and appropriate to the content. Choose attractive colors that make the slide easy to read. Keep your text concise. Choose fonts, typefaces, and styles that are easy to read and emphasize important text. Use visuals, such as clip art, photographs, charts, tables, etc., to help communicate the message of your presentation. 11

12 Working With Different Versions Of PowerPoint A presentation created in Microsoft PowerPoint 95, PowerPoint 97, or PowerPoint 2000, can open in PowerPoint When saving the presentation, it will be saved in the format of the version in which it was created. To save a presentation created in an earlier version as a PowerPoint 2002 presentation, give it a new name or save it in a different location. If a PowerPoint 2002 presentation is saved in an earlier version of PowerPoint, some of the features available in PowerPoint 2002 will be lost. PowerPoint & 95 Format When saving a presentation in the PowerPoint & 95 format, the presentation is saved in a single file that includes both the PowerPoint file format and the PowerPoint 95 file format. The file will be large because it contains both sets of data. If file size is not a problem, use this format to make a presentation created in PowerPoint 2002 available to users of earlier PowerPoint versions. Users of PowerPoint 2002 can continue to work on a presentation in the dual format without losing any features or formatting unique to PowerPoint When users of an earlier PowerPoint version open a PowerPoint & 95 presentation and save the presentation, features and formatting available in PowerPoint 2002, but not in the earlier version, are lost. PowerPoint 95 Format PowerPoint 2002 supports all data and formatting of presentations created in PowerPoint 95. To open a PowerPoint 2002 presentation in PowerPoint 95, you must save the PowerPoint 2002 presentation in PowerPoint 95 format. If a PowerPoint 95 user edits and saves the presentation, features unique to PowerPoint 2002 are lost. Save A Presentation In An Earlier PowerPoint Format 1. In Microsoft PowerPoint 2002, on the File menu, click Save As. 2. In the Save as type list, click PowerPoint & 95 Presentation or PowerPoint 95 and then click Save. Note: To specify the default format in which to save presentations, on the Tools menu, click Options. Click the Save tab, and in the Save PowerPoint files as list, click the file format you want. 12

13 About Getting Help While You Work If you need help while you work, you can use the following resources: Screen Tips If you aren't sure what a specific command or button does, or if you want to know more about an option in a dialog box, you can get help through ScreenTips. ScreenTips show information about different elements on the screen. ScreenTips can be accessed three ways: For help with a menu command, toolbar button, or screen region, on the Help menu, click What's This? and then click the area for which you want help. For help with a dialog box option, click the question mark in the dialog box, and then click the option. To see the name of a toolbar button, rest the pointer over the button; the name appears. Ask a Question Box To quickly access Help, use the Ask a Question box You can type questions in this box to quickly find the answers you need. on the menu bar. The Office Assistant The Office Assistant automatically provides Help topics and tips on tasks you perform as you work before you even ask a question. For example, when you create a presentation in Microsoft PowerPoint, the Assistant can automatically display topics for helping you create and format a letter. You can customize the Assistant, and decide if you want it to automatically display tips, messages, and alerts, make sounds, move when it's in the way, and guess a Help topic that it thinks you may need. You can also type a question and the Assistant will display a list of possible matching topics. Office Assistant Tips The Assistant also displays tips on how to use the features in the Microsoft Office programs more effectively. The light bulb next to the Assistant displays the tip when it's clicked. Note: In some Microsoft Office XP programs, the Assistant tips are turned off by default. The Different Office Assistants You can also select a different Assistant that appeals to you and matches the way you work. You can decide how you want the Assistant to work for you. For example, if you prefer using the keyboard to using the mouse, you can have the Assistant display tips on shortcut keys. Because the Assistant is shared by all Office programs, any options you change will apply to the Assistant in your other Office programs as well. 13

14 Select a Different Office Assistant 1. Click the Office Assistant. If the Assistant isn't visible, click Show the Office Assistant on the Help menu. 2. In the Assistant balloon, click Options. If the Assistant balloon isn't visible, click the Assistant. 3. Click the Gallery tab, and then click Back or Next until you see the Assistant you want. You can turn the Office Assistant completely off. If you do, Help will be accessed through the Help window. Using the Help Window On the Help menu, click Microsoft PowerPoint Help. If the Contents, Answer Wizard, and Index tabs aren't visible, click Show. In the Help window, do the following: Click the Contents tab to view the table of contents for Help. Click the Answer Wizard tab to type a question about the Microsoft Office program in which you are working. Type the words you want to search for, and click Search. Click the Index tab to search for specific words or phrases, or choose from a list of keywords. Help on the World Wide Web You can connect to the Microsoft Office Web site and other Microsoft Web sites directly from any Microsoft Office program by using the Office on the Web command on the Help menu. For example, you can access technical resources and download free product enhancements all without leaving the Office program you're working in. Also, if you find a Help topic that begins with "Web", the Office Web article will appear in your Help window, and you will have the option to open it in a larger browser window. 14

15 OFFICE XP TUTORIAL All new computers purchased through LPSS bid quote now come with Windows XP and Office XP. As part of the LPSS image, we have purchased an Office XP interactive tutorial that is an excellent resource which introduces the Office XP suite. Located on the desktop is a shortcut icon to the interactive tutorial. To open the tutorial, double click the shortcut icon on the desktop. The following window will open: By clicking Courses, you can choose text only or text and audio The blue arrow pointing right indicates other topics are listed. Double click and the arrow points down, indicating topic has been opened. A red arrow indicates a Topics can be selected in any order. You will see a blue diamond ( ) next to each topic. To open a topic and begin the tutorial on that topic, you must hold down the <Ctrl> key and double click on the topic. Pop-Up Stopper is installed on all new machines and will prevent the new window from opening unless you hold down the <Ctrl> key. If you have chosen Audio & Text tutorial, the tutorial begins automatically. Follow the directions to finish the tutorial. At the bottom of the tutorial window, you will see the length of topic. To exit the tutorial, on the bottom toolbar, click the stop button. The following topics under Working with Microsoft PowerPoint on the Microsoft Office XP Interactive Tutorial will review and further explain the skills covered in this handout: Creating a Presentation: Introduction, Pre-Assessment, Creating a New Presentation, Entering Text, Adding, Deleting, and Reordering Sides. Running a Presentation: Introduction, Pre-Assessment, Printing Slides and Handouts, and Setting Up and Running a Show. 15

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