University of Glamorgan

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1 University of Glamorgan How to... get started with ICT ASSESS AND IMPROVE YOUR BASIC POWERPOINT SKILLS This document is one in a series to help you to improve your information, communication and technology (ICT) skills. It is based on the program Microsoft PowerPoint all the features described also appear in other presentation software packages but may require slightly different commands. The guide begins with a self-assessment activity followed by exercises with useful tips. You may wish to try the self-assessment again after you have completed the exercises to see if you have improved your skills to a level that satisfies you. To develop your ICT skills further, you are welcome to use the other documents in the series: How to Assess and Improve Your and Internet Skills How to Assess and Improve Your Word-processing Skills How to Assess and Improve Your File Management Skills How to Assess and Improve Your Spreadsheet Skills You can download all these from enhancing learning through technology You can also receive support from staff and tutors at the University s Education Drop-in Centre (EDiC). You can contact EDiC directly and ask about the possibility of receiving credits for demonstrating your ICT skills. Information on EDiC is available at Contents Assess Your Basic PowerPoint Skills PowerPoint Layout PowerPoint Skills Basic Exercises Additional PowerPoint Skills MindLeaders Online Training Courses ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

2 How to Improve your ICT skills Assess and improve your basic PowerPoint skills Assess Your Basic PowerPoint Skills Can you... No Knowledge Some Knowledge Competent Create a new presentation? Enter text with accuracy? Add new slides and delete slides? Recognise the standard formatting toolbars? View/hide toolbars? Adjust paper layout? Use Print Preview? Print? Select various printers? Search for help successfully? Spell check presentations? Save a presentation? Open an existing presentation? Adjust font size? Adjust font style? Set text in bold or italics? Underline text? Align text to left, right or centre? Justify text? Use a title slide layout? Use Undo and Redo? How did you do? We recommend that you should be able to judge yourself as competent in most of the skills listed, or have at least some knowledge of them. Try the exercises which follow from the next page if you would like to improve your basic level of skills. Microsoft product screen shot(s) reprinted with permission from Microsoft Corporation. ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

3 PowerPoint Layout H G F E D C B A ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

4 PowerPoint Skills Basic Exercises Important Point Remember that any help or advice given is based on the Microsoft Windows XP operating system. Every effort has been made to accommodate the fact that students can work with a variety of versions of the software. 1. Open Microsoft PowerPoint and start a new blank presentation with the default slide template. You should find an icon for PowerPoint in one of three places: i. on the Desktop; ii. iii. under Start > Programs ; or under Start > Programs > Microsoft Office. press CTRL+N to open a new presentation? When PowerPoint opens, it automatically starts a new blank presentation. To create a new blank presentation from within PowerPoint, select the New icon on the toolbar (left icon in group B) or open the File menu and select New. 2.Enter the text exactly as shown below in the Title and Subtitle text boxes: 3. Save this presentation on your local hard drive as Fresher Air Presentation.ppt. To save a document you can use the Save icon on the toolbar (right icon in group B) or open the File menu and select Save. also press CTRL+S to save a document? ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

5 4. Close your presentation and close PowerPoint. To close an individual presentation, you can use Close on the File menu or use the close button for the presentation (lower icon in group H). press ALT+F4 to close programs? You will be prompted to save any changes you have made. To close PowerPoint use Exit on the File menu or the close button for the program (upper icon in group H). 5. Reopen PowerPoint and open Fresher Air Presentation.ppt. Once PowerPoint is open, did you know you can also press CTRL+O to open a particular presentation? Open PowerPoint as explained in point 1 above. An existing presentation can be opened from the File menu by selecting Open or by using the Open icon, on the toolbar (centre icon in group B). 6. Insert a new slide, using the default layout. Inserting a new slide is performed from the Insert menu by selecting New Slide or by selecting the New Slide icon on the toolbar (icon G). press CTRL+M to insert a new slide? 7. Enter the following text: Company Budgets January: 1500 February: 3000 March: 247 April: 7512 May: 432 June: Format the bulleted text to Times New Roman, font size 18. Select the text using the mouse. Click at the start of the text, hold down the left mouse button and drag downwards until all the text has been highlighted. Then change the font type and font size using the drop-down boxes (group A). also select the frame that surrounds the text using the left mouse button? When the formatting style is changed it will change the formatting for all text inside the box. ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

6 9. Format the text Steve Smith - Chairman on the first slide with italics. Click on the Italic toolbar icon (centre icon in group D) or open the Format menu and select Font > Font Style > Italic. Your presentation should now contain the following two slides: 10. Save your presentation. To save your presentation, open the File menu and select Save or select the Save icon in the toolbar (right icon in group B). also save a presentation by pressing CTRL+S? 11. Copy slide two and paste a new copy into your presentation as slide three. This step can be performed in the following ways: i. While you are looking at, or editing, slide two, open the Insert menu and select Duplicate Slide. ii. In the Slide Sorter in the left hand pane select slide two. You can then use Copy and Paste on the Edit menu. 12. Delete the title text on slide three and replace with the text Proposed Company Restructure. Select the text and use the Backspace key (which deletes text from right to left) or the Delete key (which deletes text from left to right). 13. On slide three, format the title in font size 36, Times New Roman and a colour of your choice other than black. Select the text using the mouse or by selecting the boundary box for the title. Change the font type and font size using the drop-down boxes (group A). Change the formatting using the Font Color toolbar icon (icon F), or by opening the Format menu, selecting Font, then Font Color and choosing a colour. ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

7 14. On slide three, replace the bulleted text with the following points: Current chairman becomes company director Current manager becomes company chairman Current deputy manager becomes company manager All other employees stay at the same level Select the existing text and use the Backspace key (which deletes text from right to left) or the Delete key (which deletes text from left to right) and replace it with the text given in the task. 15. On slide three, centre align the bullet points. Select the text using the mouse or by selecting the boundary box for the bullet points. Click on the Center alignment toolbar icon (centre icon in group E) or enter the Format menu and select Alignment and Center. 16. On slide three, change the line spacing between bullet points to 1.5. Your presentation should now contain the following slides: ISeLS Customer Support Services +44 (0)

8 17. Save your presentation. 18. Add a footer to every slide showing page number and the following footer text: Created by Fresher Air Ltd. A header carries text or pictures which are shown at the top of every page; a footer carries text or pictures which are shown at the bottom of every page. Headers and footers are viewed and edited through the View menu by selecting Header and Footer. In the dialogue box that appears you can add preset headers and footers or create custom ones and use various options for changing them. 19. Change to Slide Sorter view. You can change how you view your presentation through the View menu by selecting Slide Sorter. Did you know there are quick view change buttons at the bottom left of the screen? 20. Move slide three so that it is in position two. Once in Slide Sorter view, you can click and drag to reposition slides within the presentation. You can also use Cut, Copy or Paste to move slides around. Your presentation should now look like this: use CTRL+X for Cut, CTRL+C for Copy and CTRL+V for Paste? Save your presentation. 22. Change the page setup so the slides are sized for A4 paper. Page properties can be changed by opening the File menu and selecting Page Setup. Paper size can then be changed to A4. Note: The orientation for the paper should already be set to landscape. ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

9 23. View your document in Print Preview. Print preview can be accessed from the File menu by selecting Print Preview. It is also available by selecting the toolbar Print Preview icon (right icon in group C). also print a document by pressing CTRL+P? 24. When you are satisfied, print one copy. Print by opening the File menu and selecting Print or by using the toolbar Print icon (left icon in group C). Note: Always remember check your work and proofread it carefully. ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

10 Additional PowerPoint Skills Below you will find a list of the more advanced skills that you may find useful for PowerPoint. You are not expected to have knowledge or competence in these areas before you start, but as you progress through your studies you may wish to improve on your basic skills. Can you... No Knowledge Some Knowledge Competent Add speaker s notes? Print handouts? Insert a table? Insert images and clip art? Use various presentation templates? Use a variety of slide layouts? Use the Package for CD facility? Customise the slide backgrounds? Use a slide master? Insert complex tables? Import graphics and files? Use Find and Replace? Use the Save As function? Animate slide objects? Customise slide transitions? Note: In this document, we don t offer further exercises to support the skills detailed above, but you can use the PowerPoint Help facility (see panel on right) or you could follow a MindLeaders course (see next page). You could use words and phrases from the questions above to search the Help facility on PowerPoint (using the box on the top-right of the PowerPoint screen). ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)

11 MindLeaders Online Training Courses You can build on the exercises in this document with the MindLeaders online training courses. MindLeaders can be freely used by staff and students of the University of Glamorgan as there is a university-wide licence arrangement. We suggest the following course to build upon your PowerPoint skills: PowerPoint 2003 For more information you may like to read: How to Use the MindLeaders Online Training Course You can download this document from: ISeLS Customer Support Services iselssupport@glam.ac.uk +44 (0)