1 Powerpoint Guide Office 2000 Powerpoint is a presentation tool, combining great visual effects, sound, videos and motion. It will allow you to make an otherwise dry lesson/presentation come to life. GETTING STARTED: On the first screen, you can choose one of three options. 1. The AutoContent Wizard is to help a novice put together a presentation quickly. 2. The Blank Presentation would give you a blank slide that you could build your presentation upon. This is a good option is you have a special background you want to use for your slide show or prefer your background to be a solid color. 3. The Design Template is the option you will choose most often. It will give you a choice of colorful backgrounds/designs that have already been created. If you choose Design Template, you will see the screen above. Click on any of the choices in the window to see a thumbnail (miniature) of how the template will appear on the slide. You may also select a different Tab at the top of this window to see additional templates. A slide is one page of your presentation. Once you have made your choice, click OK. Be aware the background chosen may affect the color of text you use and also how graphics/images appear on the slide.
2 The next screen will ask if you want to select a preformatted layout for placing items on your slides. Some have text boxes, graphic areas and even flowcharts, each pre-positioned for you. Or you can choose the blank format located in the lower right of the window. After making your choice, click OK. Now you are ready to begin. The layout of the toolbars and menus are similar to Microsoft Word. You should not have difficulty adjusting size of fonts or using any of the general word processing features. The menu at the bottom (See Arrow) is very important. 1. Normal View This view divides the screen roughly into 1/3 and 2/3, showing you the sample slide on the right and a slide outline on the left. 2. Outline View This view shows you the slide listing as the major feature and displays a thumbnail of the slide in the upper right of the screen. There is an area for notes in the lower right. 3. Slide View This view shows a large display of the slide. (WYSIWYG) 4. Slide Sorter View This shows you thumbnail slides. It is also the place you can sort/rearrange and delete your slides. 5. Slide Show The final button will start your slides/presentation.
3 To begin, select the Word Art tool from the DRAW toolbar and enter a title for the presentation. It is a big BLUE A. Select a style and click OK. Enter the title and click OK. Resize and position it as needed. Next, we can add a text box to the presentation. Click the Text Box tool on the Draw toolbar pictured below. Then click and drag a rectangle shaped text box on the slide. When you release, you will see the text box frame and may begin to enter the text at the blinking cursor. It can be bulleted, numbered, be different sizes and colors too. Hint: With presentations, do not write paragraphs. If you are going to present to a class or group, use thoughts or bullets that you can expand on during the presentation.
4 To resize text, you can click the A up and A down tools on the toolbar at the top of the screen or select the size using the number method like you would in Word. To change the color of text, click the Font Color icon on the Draw tool bar and select the color that is appropriate. INSERTING A PICTURE/CLIP ART: Next, we can add a picture/image/clip art. Pull down the Insert Menu, highlight Picture and select Clip Art as below. You can also insert pictures and graphics from other locations (Ex. C Drive, USB Flash Drive or Diskette) by selecting FROM FILE on this same menu. On the next screen (below), you will see categories of clip art with an icon indicating the type of picture in the grouping. Also notice a Search for clips line at the top of the window. It is sometimes easier to do the search to narrow selections. For this lesson, I entered Computers and pressed ENTER. Please save your presentation. Hint: Save early and often.
5 Scroll through the clip art/pictures to find the one that meets your needs. When you do, LEFT click on the thumbnail and select the first option, Insert Clip. This allows you to insert the clip art and continue to look for additional images. Repeat this process until you have selected all the clip art you require. When you finish, CLOSE the Insert Clip Art window. Tip: You can also just drag clip art from the clip art window onto your slide. However, this method will allow you only to insert one image at a time. Next, click on the clip art image and eight handles will appear. If you wish to resize, drag using the corner handle to keep the image proportional. If you resize using the handles in the middle, it may distort the image. You can also reposition the image to where it fits best on your slide. Hint: Images/photos are embedded into your work and will be saved as part of the presentation. ANIMATION: One of the nice features of Powerpoint is the ability to create movement through animation. There are several ways to access this window. I personally like to have all of the options in front of me and choose Custom Animation from the Slide Show Menu as below. There all of the options available.
6 When selected, the Custom Animation window will appear as below. On the left, you can check the box next to the object you wish to animate. Once checked, you will see handles appear on that object on the thumbnail on the right, indicating which object you are animating. After selecting the Effects tab, you can pulldown the Entry Effects menu and choose the way you wish the object to appear. There are many options. Next, you can select a sound from the sound pull-down menu. Sounds can be a plus or minus, you can decide. Then determine what happens after the object appears using the After Animation menu. This would determine if you want the object to remain on the screen or disappear as the next object enters. As you add animation effects, click the Preview button to the right of the thumbnail, to see how the effect(s) you choose will look during the presentation. When you are happy with the effects chosen, check another box in the Check to animate slide objects window and repeat the process above. Continue this until all objects have been animated. Next, click the Order & Timing tab. By highlighting any object in the Animation Order window, you can change which object appears first, second, etc. Just click the GREEN arrow to change to order. You also can select the timing for each object under Start animation. The default is On mouse click. If you select On mouse click, the presentation will begin the first time you click your mouse. Then with each additional mouse click, the next object will appear. This works well if you are giving the presentation to a group. You can control the pace of the presentation. You can also choose automatically. Done this way, you will then need to enter the number of seconds you wish between objects appearing. You could have 3 seconds between objects one and two appearing, then 5
7 seconds betweens objects two and three appearing. Hint: Be aware, if you select an effect that takes several seconds to accomplish, like swivel, the clock will start as soon as the first object appears and effect begins. Some effects take 2 to 3 seconds to complete, so the next object may enter sooner than expected. If you are happy, click OK and try it on full screen. Click the Slide Show button on the toolbar in the lower right that was discussed earlier. Or you can pull-down the Slide Show menu and select View Show. Hint: To stop the show at any time, press the ESC key in the upper left of your keyboard. To go back a slide, press the ARROW POINTING LEFT. To go forward to a slide you have already viewed, press the ARROW POINTING RIGHT. Continue by adding a new slide. This can be done by pulling down the Insert menu and selecting New Slide or on the Common Task menu and again selecting New Slide. Both are displayed below. Hint: Use the scroll bar on the right side to move from slide to slide. You will again be asked to select a layout for this slide. I am going to select the BLANK in the lower right for this lesson. Enter a WordArt main title. Next get a photograph not in the clip art folder, which you may want to include on the slide. Pull-down the Insert menu, choose Picture again as before, but select From File for the location.
8 Pull-down the menu at that top of the Insert Picture window and locate the folder/drive where the picture you want to insert is located. Select the picture and click INSERT. If the photo is large, like the one below, you need to locate a handle in any corner and slowly shrink it by dragging the handle diagonally to the middle. As you resize, you will have to reposition the photo to continue the resizing process. Once your photo is the correct size, position it where it is to appear. Again you can pull-down the Slide Show menu and choose Custom Animation. Then review the section above and animate the slide. When done, click OK and view the slide show. Insert another slide into the presentation as discussed above, using the INSERT or COMMON TASKS menus. Enter a text box and choose the bullet tool. Enter several bullets (main thoughts) that you would elaborate upon if you were giving a presentation. We can animate these bullets one at a time, giving you time to finish one, before the next appears. For Text Animation, you can select the STAR menu in the tool bar at the top. The Text Animation popup with appear with different options for how your bullets enter. Unfortunately, most come with a sound. If you do not want the sound, use the Custom Animation Menu as we did with other objects.
9 Custom Animation will allow you to remove the sound and allow additional options. You can adjust the way the text enters on the left side of the window. On the right side you can tell if you want a letter at a time, word at a time or the entire bullet. If GROUPED is checked, then each bullet will come in, one at a time, as you click. If unchecked, the entire text box will come in as a unit. SORTING/REARRANGING SLIDES: To sort you slides and rearrange them, choose Slide Sorter View from the toolbar in the lower left of your screen. You will see the window below. If you left click on any slide and drag it left or right, the slide with shift one position. So you could take the third slide and drag it into position two. Notice the line that appears to the right of the slide as you drag, indicating which slide you are moving and the current position in which it is located.
10 In Slide Sorter View you can also DELETE a slide. Click on the slide you wish to delete and press the Delete key. When you have your slides in the correct order, you can click a different view to continue. SLIDE TRANSITIONS: Slide Transitions will allow you to control how your presentation changes from one slide to the next. Go to the Slide Show menu and select Slide Transition. Pull-down the transition menu (Below the Dog) and select a transition type. Scroll down and select a style you wish to view. Notice the thumbnail of the dog will preview that style you select. You may also choose Slow, Medium or Fast for the speed of the transition. Other options include whether the slide transition is automatic on a timer or via mouse click. A sound can also be added. When finished, you may click Apply to use the transition on this slide or Apply to All to use this transition on ALL slides.
11 SOUND FILES: If you want to add a sound file, you can select from the Microsoft Library or you can add sounds/songs that you may own. If you wish to upload your final presentation to the Internet, you will have to take some preliminary steps. Hint: From the TOOLS menu choose OPTIONS. Then choose the GENERAL TAB. Finally, increase allowable SOUND FILE SIZE. This will allow WAV style sound files to be embedded in your presentation. But for this lesson, we will assume you are just using the presentation locally. To get a sound, start by pulling down the INSERT menu, highlight Movies and Sounds and then Sounds from Gallery. From the Insert Sound Window, choose one of the sound groupings that appear on your screen or you may search. Each speaker represents a sound. If you left click on any sound and select the PLAY button, you can hear the sound. If you like it, you can again left click and choose the first button, INSERT. After inserting, you will see the Auto Play popup. You can choose auto play, which will play the sound immediately when the slide begins or you can use custom animation to select how and when it will play.
12 Move the sound icon out of the way, by picking it up and dragging it to a corner. Then from the Slide Show menu, choose Custom Animation as you have done before. Check the box next to MEDIA. I normally click the box that says Hide while not playing. This will take the little speaker off the slide when you present. Next, determine if you want to Pause the slide show while the sound plays or begin the sound and let the show continue as the sound plays. Click on MORE OPTIONS button. This box can be checked if you want the sound to loop. (Play over and over again.) Click on the order and timing tab to determine if you want to the sound to play on a mouse click or automatically based on time. You can adjust the order if you want the sound to be first, second, etc. Click OK to return to your presentation. View slide show to see current progress. HYPERLINKS: To create a hyperlink to the web is very similar to the way it is done in Word or on the web site. Enter a word or object you wish the user to click on to go to the web site. In this lesson, I enter a text box and the word Classroll. Highlight this word and select the Insert Hyperlink tool from the top toolbar. It looks like a globe with three chain links beneath. (See below)
13 In the Insert Hyperlink window below, enter the address of the web site you wish to use. Then click OK. You have made a link. For more complex URLs, you may copy and paste the web site address. Hint: Enter the entire address, including the ACTION BUTTONS: This tool will allow you to add buttons that give the user the ability to move to another slide, play a sound or play a movie. For this lesson, choose the second button, HOME. The cursor becomes crosshairs. On your slide, click and drag the shape/size of the button. When you release, the window below will appear. (See below) You can select action you wish to occur. The default is return to first slide and play no sound. (Ex. if the user clicks the button, it will return them to the first slide.) The Mouse Over option would make the button activate if the user just touches the button area, even without clicking.
14 After you make your choices, click OK. There are many other creative uses for buttons. They are nice for a single user presentation that you may create, where you are not intending a group to view the presentation, only a single user. Buttons can be used to provide navigation for the user. DIGITAL VIDEOS: Digital videos can be downloaded and included in a presentation. They would be inserted much the same way a sound was inserted. Pull-down the INSERT menu, then select Movies and Sounds. Normally, you will choose Movie from File, since you would find videos on the AIMS site or other similar sites that would meet your needs. Once on the Insert Movie window, search to find the video you wish to include. Highlight it and click OK or double click on the file.
15 You will see the Auto Play box open. Normally, I like to control the playing sequence and select NO. Resize and preposition the video to meet your needs. You can use Custom Animation to adjust timing and order for playing the video. To make the video play during your presentation, place your arrow in the video window and click once to begin. Click again in the window if you want to stop the video. Note: If you move your presentation to another computer, you must also keep the movie file with it. Movies are not embedded in the presentation. POWERPOINT ON THE WEB: You can upload a Powerpoint presentation to your web site for others to view. The best way is to Save As in a proper format. When you finished with your presentation, save it one last time in the normal fashion as a presentation. Then, pull-down the FILE menu and choose SAVE AS. From this window, pull-down the SAVE AS TYPE menu and choose PowerPoint Show (PPS). Give it a name and click SAVE. This will create a self-contained presentation that can run from the web. There are many other options available in Powerpoint. As you gain experience, more complex tasks will be open to you. PRINTING: You can print your presentation in a variety of formats, the nice one being the format where you have three slides on a page, with blank lines to the right of each slide for notes. The picture below shows the print window for Powerpoint. Under the menu, Print What, you can choose the option HANDOUTS. This will allow you to print multiple slides on one page. By using the number menu on the right, you can choose to print 2, 3, 4, 6, or 9 slides on a page. The 3 slide format is the one that gives you three slides and lines for taking notes.