Using PowerPoint 2011 at Kennesaw State University

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1 Using PowerPoint 2011 at Kennesaw State University Creating Presentations University Information Technology Services Training, Outreach, Learning Technologies and Video Production

2 Copyright 2011 University Information Technology Services Kennesaw State University This document may be downloaded, printed, or copied, for educational use, without further permission of the University Information Technology Services Department (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Department. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the UITS Department is expressly prohibited. Published by Kennesaw State University The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from its use. This document is an independent document and has not been authorized, sponsored, or otherwise approved by Apple, Inc. or the Microsoft Corporation. PowerPoint 2011, Office 2011, Word, Excel, and PowerPoint are registered trademarks of the Microsoft Corporation. Mac and Macintosh are registered trademarks of Apple, Inc. 2

3 Table of Contents Opening PowerPoint Creating a New Presentation... 5 Applying a Slide Theme... 5 Applying a Solid Background Color for a Slide... 6 Inserting a New Slide... 7 Displaying a Slide... 8 Deleting a Slide... 8 Tables... 9 Inserting Clip Art Inserting a Picture Inserting a Text Box Formatting Text Slide Transitions Animations Viewing the Presentation Creating a Self-Running Presentation Inserting Video Playing the Video Manually Automatically Inserting Music Playing Music in a Self-Running Presentation Recording Your Voice Playing a Voice Recording in a Self-Running Presentation Printing Saving a PowerPoint Presentation Additional Support

4 Introduction Office 2011 has been designed specifically for the Mac computer. Each Mac at Kennesaw State University includes the following Office 2011 products: Word, Excel, and PowerPoint. These packages will help you to develop useful documents, manage data, and create powerful presentations. This booklet, recommended for intermediate-level Macintosh users, has been developed to help you get started with PowerPoint Learning Objectives The learning objectives in this document include: Understanding how to open and create a new presentation Being able to apply a slide theme Having the ability to apply a solid background color for a slide Knowing how to insert, display, and delete a slide Being able to insert clip art, pictures, and text boxes Having the ability to format text Understanding how to apply slide transitions Having the ability to control animations Knowing how to view the presentation Being able to create a self-running presentation Knowing how to print and save 4

5 Opening PowerPoint 2011 The following instructions explain how to open PowerPoint 2011 on your Mac. 1. Double-click the Finder icon on the dock. 2. In the Macintosh window that appears, double-click the Applications folder. 3. In the Applications folder that appears, double-click the Microsoft Office 2011 folder. 4. In the Microsoft Office 2011 window, double-click the icon for Microsoft PowerPoint 2011 and the software package will open. Creating a New Presentation The following instructions explain how to create a new PowerPoint 2011 presentation. 1. Click File from the menu options in the upper-left area of the screen. 2. In the menu that appears, click New Presentation. Applying a Slide Theme Themes can be quickly applied to all of the slides in your presentation. Themes allow your presentation to appear polished and professional to your audience. To apply a Theme, follow the instructions below. 1. Click the Themes tab on the ribbon (see Figure 1). Figure 1 Themes Tab 2. Use the arrows within Themes to select the Theme of your choice (see Figure 2). Figure 2 Themes 5

6 Applying a Solid Background Color for a Slide The steps below explain how to apply a solid color for the background of a slide. 1. Click the Themes tab on the ribbon (see Figure 3). Figure 3 Themes Tab 2. Click the Background button (see Figure 4). Figure 4 Background Button 3. In the menu that appears, click Format Background. 4. The Format Background window will open. Click the Solid tab in the top-center area of this window. 5. Make certain that the Transparency option is set to zero percent or you will not be able to see your color. 6. Finally, choose the color that you want for your slide background (you can display the available colors by clicking the arrow in the box next to the option Color). 7. Then, click Apply to change the color of the slide that you are currently working with, or click Apply to All to apply this color to all of the slides. 6

7 Inserting a New Slide The following steps explain how to insert a new slide. 1. From the Home tab (see Figure 5), in the Slides category, click the arrow to the right of the New Slide button (see Figure 6). Figure 5 Home Tab Figure 6 New Slide 2. A window will appear with a variety of options for your slide layout (see Figure 7). Click on the selection of your choice and the slide will appear in your presentation. Figure 7 Slide Options 7

8 Displaying a Slide You will see all of the slides in your presentation in the side window (see Figure 8). Click on the slide of your choice and it will become the active slide. Deleting a Slide Figure 8 Slides The following explains how to delete a slide from your presentation. 1. Click to select the slide that you want to delete (see the section above, Displaying a Slide). 2. Next, press the Delete key on your keyboard. 8

9 Tables The following explains how to place a table into your slide. 1. Click Tables on the Ribbon (see Figure 9). 2. Click the New button (see Figure 10). Figure 9 - Tables Figure 10 - New Button 3. In the grid that appears, drag your mouse down and across to display the dimensions for the desired table (for example, Figure 11 shows a 3 x 3 table). When you click your mouse, the table will appear in the slide. Figure 11 - Tables 9

10 Inserting Clip Art To add clip art to your slide, follow the steps below. 1. From the Home tab, click the Insert a Picture button (see Figure 12). Figure 12 Insert a Picture button 2. In the menu that appears, click Clip Art Gallery. 3. At the top of the Clip Gallery window, you will see a text box with the label Search (see Figure 13). Type the name of the item that you want to search for in the clip art library. For example, if you want to insert a picture of a bird, type the following in the text box: bird 4. Click the Search button located to the right of the text box. 5. All of the images that are located in the hard drive s clip gallery will appear in the large window. 6. Click on the image that you want to appear in your document so that it is highlighted. 7. Click the Insert button located at the bottom of the Clip Gallery window and the graphic will appear in your document. Figure 13 Clip Gallery 10

11 Inserting a Picture The following explains how to insert a picture from your hard drive onto your slide. 1. From the Home tab, click the Insert a Picture button (see Figure 14). 2. Next, click Picture from File. 3. The Choose a Picture window will appear. Use the tools within this window to locate the picture on your hard drive. When you find the filename, click on it once so that it is selected in blue and then click the Insert button. Inserting a Text Box Figure 14 Insert a Picture button The following steps explain how to insert a text box onto your slide. 1. From the Home tab, click the Insert an Item button (see Figure 15). Figure 15 Insert an Item button 2. Next, click Text Box. 3. To place the text box on your slide, allow your mouse pointer to hover over the area where you want the text box to appear and click one time. The text box should appear on your screen. 4. Type your text and it will appear within the text box. 5. To de-select the text box, click anywhere on the slide outside of the text box. Formatting Text The following explains the various tools available on the Home tab for formatting text (see Figure 16). Figure 16 Home Tab 11

12 Font Options This area of the ribbon allows you to change the font; increase the size of the text; apply colors to the text; and make the text bold, italicized, and underlined (see Figure 17). Figure 17 Font Alignment This area of the ribbon allows you to determine left, center, or right placement for text and graphics (see Figure 18). Figure 18 Alignment Bullets and Numbering - Click the arrow next to Bulleted List and Numbered List to create lists with bullets and numbers (see Figure 19). Figure 19 Bullets and Numbering Line Spacing Click the arrow next to Line Spacing to adjust the spacing of text on the slide (see Figure 20). Figure 20 Line Spacing 12

13 Slide Transitions The following explains how to apply transitions to your slides. 1. Click to display the slide that you want to apply a transition to on your screen. See Displaying a Slide on Page 8 for more information. 2. Click the Transitions tab (see Figure 21). Figure 21 Transitions Tab 3. Click to select the transition of your choice (see Figure 22). Figure 22 Transitions Animations Animations may be applied to text or objects. The following steps explain how to apply animations to your presentation. 1. Click Animations on the ribbon (see Figure 23). Figure 23 Animations 2. Select the object on your slide that you want to apply an animation to for your presentation. 3. Click on the effect of your choice. The various effects are categorized by Entrance, Emphasis, and Exit effects (see Figure 24). Figure 24 Effect Options 13

14 4. To preview the effect, click the Play Button (see Figure 25). Figure 25 Play Button 5. Once you set an effect for an object, you can display a list of options for some effects by clicking the Effect Options button (see Figure 26). Figure 26 Effect Options Button 6. The order and the timing of transitions can be controlled by clicking the Reorder button (see Figure 27). Figure 27 Reorder Button 7. If the Reorder button is pressed, the Custom Animation window will appear (see Figure 28). a. To reorder an animated object, select the object that you want to reorder and use the arrows at the bottom of the window to move the object to the desired location. b. To delete the animation for an object, select the animation in the list and press the button labeled with an X at the bottom of the window. Figure 28 Custom Animation Window 14

15 8. The timing of an animation can also be controlled in the Customer Animation window. Click the Timing arrow (see Figure 29) to display the timing options. Figure 29 Timing 9. The speed of the animation can be adjusted in the Timing area (see Figure 30). Figure 30 Speed 15

16 Please note the following about animations: You may apply Entrance, Emphasis, and Exit effects to an object. However, you may instead choose to apply only one or two effects to an object. You may apply transition effects to more than one object on a slide. Viewing the Presentation The steps below explain how to manually control the presentation. 1. Click Slide Show on the ribbon (see Figure 31). Figure 31 Slide Show Tab 2. Click either the From Start button to play the presentation from the first slide, or the From Current Slide button to play the presentation from the slide that is currently displayed (see Figure 32). Figure 32 Slide Show Buttons 3. Press the mouse button, the space bar, or the arrow keys on your keyboard to move from one slide to the next. a. Using the arrow keys on your keyboard will allow you to move to the next slide or the previous slide. b. If you have animations in your presentation, each time that you press the mouse button or space bar, it will begin the next animation. Creating a Self- Running Presentation The following steps explain how to create a self-running presentation. 1. Click to select the Transitions tab (see Figure 33). Figure 33 Transitions Tab 16

17 2. In the Advance Slide area, remove the check-mark from On Mouse Click by allowing your mouse pointer to hover over the check-mark and clicking the mouse button one time (see Figure 34). Figure 34 Removing the Check- Mark from On Mouse Click 3. Place a check-mark for After by allowing your mouse pointer to hover over the check-box and clicking the mouse button one time (see Figure 35). Figure 35 Placing the Check- Mark for After 4. Next, adjust the time that the slide will be displayed to the audience. In Figure 36, the slide will be displayed for 5 seconds. Figure 36 Setting the Time that the Slide will be Displayed to the Audience 5. PowerPoint gives you the option to apply the time to all of the slides. To do this, click the Apply to All Slides button (see Figure 37). Figure 37 Apply To All Slides 17

18 Inserting Video Video files can be included in a PowerPoint presentation. The following explains how to insert a video file. 1. From the menu options in the upper- left area of your screen, click Insert. 2. In the menu that appears, click Movie. 3. In the next menu that appears, click Movie from File. 4. The Choose a Movie window will appear on your screen. Browse to find the movie file that you want to include and click to select the file. Then, click the Insert button in the lower- right area of the window. 5. The movie will appear on your slide. Playing the Video Video can be played manually or automatically. The following explains how to play the video in a presentation. Manually The following explains how to manually play the video. 1. Allow your mouse pointer to hover over the video. 2. A Play button will appear in the lower- right area of the video. Press this Play button once and the video will play. Figure 38 Play Button Automatically The following explains how to automatically play your video in a self- running presentation. 1. Click to select the video. 2. Click to select the Animations tab. 3. In the Emphasis Effects category, click the Play button (see Figure 39). Figure 39 Play Button 18

19 4. In the Animation Options group, change Start to the following: With Previous (see Figure 40). Inserting Music Figure 40 Setting Start to With Previous Music can enhance a self- running presentation. The following explains how to include music. 1. Go to the slide in your presentation where you want the music to begin playing. 2. From the menu options in the upper- left area of the screen, click Insert. 3. In the menu that appears, click Audio. 4. In the next menu that appears, click Audio from File. 5. The Insert Movie or Audio window will appear on the screen. Browse to locate your music file. When you find this file, click so that it becomes selected. Then, click the Insert button. 6. A sound icon will appear on the screen. Make the icon smaller and move it to one of the lower corners of the slide. Playing Music in a Self- Running Presentation The following explains how to automatically play music in a presentation. 1. Click to select the sound icon. 2. Click to select the Animations tab. 3. In the Emphasis Effects area, click the Play button (see Figure 41). Figure 41 Play Button 4. In the Animation Options group, change Start to the following: With Previous (see Figure 42). Figure 42 Setting Start to With Previous 19

20 5. Click the Reorder button (see Figure 43). Figure 43 Setting Start to With Previous 6. The Custom Animation window will appear. Click to select the music file in the list (see Figure 44). Figure 44 Select the Music File 7. Next, click to select Media Options (see Figure 45). Figure 45 Media Options 20

21 8. Under Media Options, select the bullet indicated in Figure 46. Then, enter the number of slides that you want the music to play through. For example, if you want the music to play for a 30- slide presentation, you would enter 30 (see Figure 46). Figure 46 Media Options 9. Click the Red circle in the upper- left area of the Custom Animation window so that it will close. Recording Your Voice PowerPoint 2011 gives you the ability to record your voice so that you can narrate the slides in your presentation. This is explained in the following. 1. From the menu options in the upper- left area of the screen, click Insert. 2. In the menu that appears, click Audio. 3. Then, in the next menu that appears, click Record Audio. 4. Click to select your Sound input device (see Figure 47). Figure 47 Select Sound input device 5. Click the Record button and begin speaking to record your voice (see Figure 48). 6. Click the Stop button when you are done speaking (see Figure 48). Figure 48 Record and Stop Button 21

22 7. Upon clicking the Stop button, a large icon will appear on the slide. Decrease the size of the icon and place it near one of the lower corners. Playing a Voice Recording in a Self- Running Presentation The following steps explain how to automatically play the voice recording in a self- running presentation. 1. Click to select the sound icon. 2. Click to select the Animations tab. 3. In the Emphasis Effects area, click the Play button (see Figure 49). Figure 49 Play Button 4. In the Animation Options group, change Start to the following: With Previous (see Figure 50). Figure 50 Setting Start to With Previous Printing To print a PowerPoint presentation, follow the steps below. 1. Click File from the menu options in the upper-left area of the screen. 2. Then, click Print. 3. The Print Window will appear on your screen. This window will provide you with the following options: a. Copies Input the number of copies you would like to make. b. Slides You may print all of the slides or a specified range of slides. c. Print What You have the following options: Slides, Handouts (this is an excellent option if you are making copies for an audience), Notes, or Outlines. d. Output The printout may be color or black and white. 3. Once you have made your selections, press the Print button to send the document to the printer. 22

23 Saving a PowerPoint Presentation The steps below explain how to save your presentation. 1. In the upper-left corner of the screen, click File. 2. Next, click Save As. 3. In the next window that appears, you will see the Save As text box. Here, type the filename. 4. You will also see the Where selection box in this window. Here, using your mouse, click once inside of this selection box to see a list of places where the document can be saved. 5. Click the Save button to save your presentation. Additional Support If you have questions that arise as you work with PowerPoint 2011, the ITS department at KSU has a service desk that will provide you with technical support. The KSU Service Desk may be contacted in the following ways: Telephone for Staff: Telephone for Students: Support: Additional information about the KSU Service Desk can be found at the following website: 23

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