NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION

Transcription

1 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 6 Microsoft PowerPoint

2 Welcome! The Microsoft Office session has seven modules. This is module number 6. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 2

3 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 6 ONLINE RESOURCES... 7 POWERPOINT STUDY GUIDE... 8 Microsoft PowerPoint Difference between a Theme and a Template: PRACTICE - Planning and creating an effective presentation using slides Tips for creating an effective presentation: Create a presentation: PRACTICE - Open PowerPoint program and save / retrieve project files Open a presentation: Save a presentation: PRACTICE - Opening and locating templates within program Find and apply a template: Steps: PRACTICE - Applying themes and layout features, fonts, colours and effects Change the Slide Layout to Suit Your Needs: Overview of Office themes: Customizing themes: What can I do with theme colors? What can I do with theme fonts? PRACTICE - Inserting objects / text into slides and using the animation feature SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 3

4 Entering Text: Steps to delete a text box: Pictures Enhance a Presentation: What is an Animation in PowerPoint? Why Use PowerPoint Animations in My Presentations? Popular Animations in PowerPoint 2010: PowerPoint 2010 Animation Effect Options: Reorder Animations in PowerPoint 2010: Steps for Resizing pictures: Steps for Moving pictures: PRACTICE - Organizing slides- including inserting, deleting and copying features Insert a new slide Add, rearrange, and delete slides: Determine how many slides you need: PRACTICE - Setting up presentation using slide show features View a slide show: Print a presentation: Print your slides or handouts of your presentation: Set the slide size, page orientation, and starting slide number: Set printing options and then print your slides or handouts: Under Settings, do one of the following: To print specific slides by number: To print one slide on a full page, under Print Layout: To print one or multiple slides per page in handout format, under Handouts: To print your slides on the paper that you selected for your printer: SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 4

5 To increase resolution, blend transparent graphics, and print soft shadows in your print job: To prevent a colour background from printing, do one of the following: Use Spell Check and Grammar: Student PowerPoint Projects FINAL STEPS: Finishing up the module Congratulations! You ve completed the Microsoft Office session SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 5

6 LEARNING OUTCOMES What will I learn? In this module you will learn and practice Planning and creating an effective presentation using slides Opening PowerPoint program and saving / retrieving project files Opening and locating templates within program Applying themes and layout features, fonts, colours and effects Inserting objects / text into slides and using the animation feature Organizing slides - including inserting, deleting and copying features Setting up presentation using slide show features At the end of this Module I will be able to: θ Plan a basic and effective presentation θ Locate templates and set up pre-arranged and blank slides θ Create and save a basic presentation θ Format slides using design, layout and font features θ Navigate through various slides using slide sorter feature θ Use the slide show feature θ Use Page Set-up to print a project in environmentally friendly manner θ Print slides This is an important part of working towards the session learning objectives: Create an effective presentation involving text, objects and media; arranged on slides using PowerPoint software. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 6

7 ONLINE RESOURCES These resources may help you develop your skills in using PowerPoint. Basic Tasks in PowerPoint HA aspx?CTT=5&origin=HA Video Tour of PowerPoint SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 7

8 POWERPOINT STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Plan and create an effective presentation using slides Open PowerPoint program and save and retrieve project files Open and locate templates within PowerPoint Apply theme and layout features, fonts, colours and effects Insert objects and text into slides SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 8

9 Skill Complete How I did it (in my own words) Trouble Spots Use the animation feature Organize slides including inserting, deleting and copying features Set up presentation using slide show features SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 9

10 Microsoft PowerPoint PowerPoint is a visual and graphical application; primarily used for creating presentations. By using PowerPoint, you can create, view and present slide shows that combine text, shapes, pictures, graphs, animation, charts and videos. It is also the number one program used worldwide for presentations. Important points: PowerPoint uses a graphical approach to presentations in the form of slide shows; which accompany the verbal delivery of the topic and keep the audience focused. PowerPoint is one of the most popular computer programs used by students at NSCC. Once you ve learned the basic skills from the previous five modules, particularly in Word, you can create effective and professional-looking presentations. PowerPoint uses a slide show system; which allows students to create successful presentations for the classroom or one s own personal use. Click the links to read a definition of the terms. Turn on your computer and open Microsoft PowerPoint SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 10

11 Difference between a Theme and a Template: Theme is a set of unified design elements that provide a look for your document by using color, fonts and graphics. Template is a file that contains information about the theme, layout and other elements of a finished presentation. Figure 1 - a screen shot of the PowerPoint interface. Note the location of each function. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 11

12 PRACTICE - Planning and creating an effective presentation using slides. Planning an effective presentation requires patience and attention to detail. Once you learn the basics of this software, you ll begin to apply your knowledge towards your studies at NSCC. Before this, it is important to acquire hints for designing and implementing your presentation. Tips for creating an effective presentation: Maintain a clear message and keep your audience attentive and interested, keep the number of slides in your presentation to a minimum. Choose the right font style, such as Arial, to help get your message across. Choosing the right font size helps your audience see your presentation. Use bullets or short sentences and try to keep each to one line. Use graphics to help tell your story and don't overwhelm your audience by adding too many graphics to a slide. Choose an appealing, consistent template that is not too eye-catching. You don't want the background or design to detract from your message. Choose an appropriate theme to set the contrast between a light background with dark colored text or dark background with light colored text. To earn and maintain the respect of your audience, always check the spelling and grammar in your presentation. Make labels for charts and graphs understandable. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 12

13 Create a presentation: Click the File tab and then click New. Click Blank Presentation and then click Create. Apply a template or theme; either from those built-in with PowerPoint or downloaded from Office.com. Figure 2 - note that you can select a blank presentation or use a template. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 13

14 PRACTICE - Open PowerPoint program and save / retrieve project files. Open a presentation: Click the File tab and then click Open. In the left pane of the Open dialog box, click the drive or folder that contains the presentation that you want. In the right pane of the Open dialog box, open the folder that contains the presentation. Click the presentation and then click Open. Note - By default, PowerPoint shows only PowerPoint presentations in the Open dialog box Figure 3 - screen shot showing the Open dialog box SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 14

15 Save a presentation: Click the File tab and then click Save As. In the File name box, type a name for your PowerPoint presentation Click Save. Note - By default, PowerPoint saves files in the PowerPoint Presentation file format. Figure 4 - screen shot with the Save As dialog box SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 15

16 PRACTICE - Opening and locating templates within program. Find and apply a template: PowerPoint allows you to apply built-in templates, to apply your own custom template and to search from a variety of templates available on Office.com. Office.com provides a wide selection of popular PowerPoint templates; including presentations and design slides. To find a template in PowerPoint, do the following: On the File tab and click New. Steps: Under Available Templates and Themes, do one of the following: To reuse a template that you ve recently used, click Recent Templates, click the template that you want and then click Create. To use a template that you already have installed, click My Templates, select the template that you want and then click OK. To use one of the built-in templates installed with PowerPoint, click Sample Templates, click the template that you want and then click Create. To find a template on Office.com, click Office.com Templates and then click a template category; select the template that you want and then click Download to download the template from Office.com to the computer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 16

17 Figure 5 - Notice the different types of templates you can select. You can also search for templates on Office.com from within PowerPoint. In the Search Office.com for templates box, type one or more search terms and then click the arrow button to search. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 17

18 PRACTICE - Applying themes and layout features, fonts, colours and effects. Change the Slide Layout to Suit Your Needs: Click on the Layout drop down list on the Home tab of the ribbon to select a slide layout. If there isn't a slide layout that is perfect for your presentation, select one that comes close to what you want and edit it. It is an easy matter to add or delete objects from a slide. The slide layout in PowerPoint is the arrangement of all the items that make up your slide; such as title, graphics or text boxes. Figure 6 - Notice how you can change the layout of the slide to suit your presentation needs SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 18

19 Overview of Office themes: Use themes to simplify the process of creating professional designer-looking presentations. Theme colors, fonts, and effects not only work in PowerPoint, but they are also available in Excel, Word and Outlook - so your presentations, documents, worksheets and s can have a cohesive look. Figure 7 - the same theme shown in three Microsoft Office products SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 19

20 Customizing themes: You can create many different custom themes by starting with the core built-in themes. The customization for theme colors, theme fonts and theme effects is next to the Themes gallery. Here, you can choose a theme, change its settings or define your own and then save the settings as a new theme in your gallery. For additional colours, fonts and effects; do one of the following to download new themes from Microsoft Office.com: On the Design tab, in the Themes group, click the More button. Then click More Themes from Office.com. Figure 8 - Notice how you can customize the theme for a unique look. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 20

21 What can I do with theme colors? Modifying theme colors is the most dramatic change you can make to your presentation, with the exception of changing the theme. With one click, you can change the tone of a presentation from casual to formal, or vice versa, by changing the theme colors. What can I do with theme fonts? Professional document designers know that using a single font face for an entire document is always a tasteful and safe design choice. Two fonts are a better choice, when used carefully for contrast. Every Office theme defines two fonts - one for headings and one for body text. They can be the same font (used everywhere) or two different fonts. PowerPoint also uses these fonts to construct automatic text styles. Note: Changing the theme fonts updates all of the title and bullet text in your presentation. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 21

22 PRACTICE - Inserting objects / text into slides and using the animation feature. Entering Text: Entering a title or other text is easy in PowerPoint. Simply click in the appropriate text box and type your text. The text will take on the formatting that has been applied to the design theme. Even though you may not have chosen a colorful design theme and are using the plain, white slides to start making your presentation, you are still working on a design theme. This plain, white slide is the default design theme and does contain certain formatting such as font style and size. Steps to delete a text box: Click on the border of the text box. Press the Delete key on the keyboard. Note: If you click in the text box itself, PowerPoint assumes that you wish to add or edit text. In order to delete the whole text box, you must click on the border of the text box. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 22

23 Pictures Enhance a Presentation: Content layout slides have a button shown on the slide with the purpose to click and add the type of content you want in that section of the slide. To insert a picture, you need to click the button to insert a picture. Locate the picture on your computer. Click on the Insert tab of the ribbon. Click on the Picture icon. Locate the picture on your computer. Double-click on the picture that you would like to insert. What is an Animation in PowerPoint? The term animation is used in PowerPoint to describe the motions that are applied to the objects on the slides and not the slides themselves. One object or several objects on a slide can be animated. Why Use PowerPoint Animations in My Presentations? Animations are used to capture the audience's attention. An effective presenter who uses PowerPoint will also be aware of that old saying - Less is more. Remember that using animations carefully, and only for effect, will help you become a successful presenter in your studies at NSCC. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 23

24 Popular Animations in PowerPoint 2010: The most popular animation choices are displayed once the Animations tab is selected on the ribbon. These include: Click the Animations tab of the ribbon and select an Animation Click on the object; either a text box or a graphic, to be animated. Click the Effect Options button to see what options are available for this animation. Place your mouse over any animation style to see the effect on the object. This allows you to see how the animation will look without applying it. Once you have decided on which animation to apply, click that animation style button. Click on the Animations tab of the ribbon if it is not already selected. Click on the object to be animated. Click the tiny drop down arrow at the right end of the animation styles. PowerPoint animation options are shown in groups; such as Entrance, Emphasis, Exit and Motion Paths. Select an option to apply that animation. Using the Add Animation button to see list of available PowerPoint animations. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 24

25 PowerPoint 2010 Animation Effect Options: Each of the PowerPoint 2010 animations has different options available to be applied. The options depend on which animation is chosen and what options are available for that item. Text boxes with bullet points may have different effects available than a single graphic object. These effect options may include the direction of the animation; that is, does it fly in from the top, bottom or one of the sides. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 25

26 Reorder Animations in PowerPoint 2010: After applying a few animations to any particular slide in PowerPoint 2010, you may wish to change the order sequence of these animations. Click on the Animations tab of the ribbon if it is not already selected. If the Animation Pane is not already visible, click on the Animation Pane button on the ribbon. Click on the object that has an animation already applied and that you wish to move. At the right end of the ribbon, under the Reorder Animation section, click the button to Move Earlier or Move Later; whichever you decide. Figure 9 - screen shot highlighting some features of animations. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 26

27 Steps for Resizing pictures: Click on the picture to select it. Place your mouse over one of the corner selection handles. All selection handles appear as white circles. The mouse cursor will change to a two-headed arrow, which tells the program that you wish to resize the graphic object. Dragging the corner handle to resize the picture will retain its proportions. Steps for Moving pictures: Place the mouse anywhere over the picture. The mouse cursor will change to a four-headed arrow. Drag the picture to the new location on the screen. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 27

28 PRACTICE - Organizing slides- including inserting, deleting and copying features Insert a new slide To insert a new slide into your presentation, do the following: On the Home tab, in the Slides group, click the arrow below New Slide and then click the slide layout that you would like. Figure 10 - You can insert a new slide directly from the ribbon. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 28

29 Add, rearrange, and delete slides: The single slide that appears automatically when you open PowerPoint has two placeholders - one formatted for a title and the other formatted for a subtitle. The arrangement of placeholders on a slide is called a layout. When you add a slide to your presentation, do the following to choose a layout for the new slide at the same time: In Normal view, on the pane that contains the Outline and Slides tab, click the Slides tab, and then click under the single slide that automatically appears there when you open PowerPoint. Figure 11 - You'll find this Slides section in the ribbon On the Home tab, in the Slides group, click the arrow next to New Slide. Or, if you want your new slide to have the same layout that the slide before it has, you can just click New Slide instead of clicking the arrow next to it. A gallery appears that displays thumbnails of the various slide layouts that are available. The name identifies the content for each layout. Placeholders that display colored icons can contain text, but you can also click the icons to automatically insert objects. Click the layout that you would like for your new slide SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 29

30 The new slide now appears both on the left on the Slides tab, where it is highlighted as the current slide and as the large slide on the right in the Slide pane. Repeat this procedure for each new slide that you would like to add. Determine how many slides you need: To calculate the number of slides that you need, make an outline of the material that you plan to cover and then divide the material into individual slides. You probably would like: A main title slide. An introductory slide that lists the major points or areas in your presentation. One slide for each point or area that is listed on the introductory slide. A summary slide that repeats the list of major points or areas in your presentation. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 30

31 PRACTICE - Setting up presentation using slide show features. View a slide show: To view your presentation in Slide Show view from the first slide, do the following: On the Slide Show tab, in the Start Slide Show group, click From Beginning. Figure 12 - You can view your slideshow from the first slide by pressing "From Beginning" To view your presentation in Slide Show view from the current slide, do the following: On the Slide Show tab, in the Start Slide Show group, click From Current Slide. Figure 13 - You can also view your slideshow from the current slide by pressing "From Current Slide" SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 31

32 Print a presentation: Click the File tab and then click Print. Under Print What, do one of the following: To print all slides, click All. To print only the slide that is currently displayed, click Current Slide. To print specific slides by number: Click Custom Range of Slides and then enter a list of individual slides, a range or both. Use commas to separate the numbers, with no spaces. For example: 1, 3, Under Other Settings, click the Color list and select the setting that you would like. When you finish making your selections, click Print. Study Tip - If your faculty provides PowerPoint slides ahead of time, you can print the slides ahead of time and take notes on the Note - By default, PowerPoint slide layouts appear in landscape orientation Figure 14 - Screen shot showing the print options SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 32

33 Print your slides or handouts of your presentation: Although you can also use Microsoft PowerPoint to print notes pages, this section of the module describes how to print your slides (one slide per page) and how to print handouts of your presentation - with one, two, three, four, six, or nine slides on a page - that your audience can use to follow along as you give your presentation or keep for future reference. The three-slides-per-page handout includes lines that your audience can use to take notes. Set the slide size, page orientation, and starting slide number: On the Design tab, in the Page Setup group, click Page Setup. In the Slides sized for list, click the size of paper on which you will be printing. If you click Custom, type or select the measurements that you want in the Width and Height boxes. To set the page orientation for the slides, click Orientation, then Slides and then click Landscape or Portrait. In the Number slides from box, enter the number that you want to print on the first slide or handout; with subsequent slides numbered after it. A Green Idea: To conserve paper and printer ink, before printing slides or handouts for your whole audience, consider putting the presentation in a shared location instead. Then, before your presentation, tell your audience where the presentation is located. Those who want printouts can print them, and those that don't have to, will be saving the environment! SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 33

34 Set printing options and then print your slides or handouts: To set your printing options (including number of copies, printer, slides to print, number of slides per page, colour options) and then print your slides, do the following: Click the File tab. Click Print and then under Print, in the Copies box, enter the number of copies that you would like to print. Under Printer, select the printer that you would like to use. If you want to print in colour, be sure to select a colour printer. Under Settings, do one of the following: To print all slides, click Print All Slides. To print one or more slides that you selected, click Print Selection. To select multiple slides to print, click the File tab, and then in Normal view, in the left-hand pane that contains the Outline and Slides tabs, click the Slides tab and then press and hold CTRL while you select the slides that you would like. To print only the slide that is currently displayed, click Print Current Slide. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 34

35 To print specific slides by number: Click Custom Range and then enter a list of individual slides, a range or both. Use commas to separate the numbers and no spaces; for example, 1, 3, Click the Print on Both Sides list and then choose whether you want to print on one or both sides of page. Click the Collated list and then choose whether you want your slides to print collated or uncollated. Click the Full Page Slides list and then do the following: To print one slide on a full page, under Print Layout: Click Full Page Slides. To print one or multiple slides per page in handout format, under Handouts: Click the number of slides you would like per page and whether you would like them to appear in order vertically or horizontally. To print your slides on the paper that you selected for your printer: Click Scale to Fit Paper. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 35

36 To increase resolution, blend transparent graphics, and print soft shadows in your print job: Click High quality. Note: When you print in high quality, it may take longer for your presentation to print. To prevent a possible decrease in your computer's performance, clear the High Quality selection after you finish printing. Click the Colour list and then click one of the following: Colour - this option prints in colour to a colour printer. To prevent a colour background from printing, do one of the following: Print your slides in grayscale. Grayscale option prints images that contain variations of gray tones between black and white. Background fills are printed as white, so that the text will be more legible. Sometimes grayscale appears the same as Pure Black and White. Print in Black and White. This option prints the handout without gray fills. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 36

37 Use Spell Check and Grammar: PowerPoint comes with the ability to check the spelling and grammar of your file. The spelling and grammar checker, often called spell check, is located on the ribbon. On the Review tab, in the Proofing group, click Spelling. Figure 15 - screen shot showing the Spelling icon on the Review tab You can also access this command quickly by adding it to the Quick Access Toolbar by rightclicking the Spelling button and then clicking Add to Quick Access Toolbar on the shortcut menu. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you would like to do next. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 37

38 Student PowerPoint Projects Student projects - for class use (or on-line). Upon completion, students will be able to create their own presentations using the instructions provided. A: SLI - Sample Project PPT Basic (See PowerPoint Presentation in Session Resources) View the layout of basic presentation and add slide. Insert additional data into your slide. Insert picture and change font size. Use slide show feature. Save your file and print to local printer. B - SLI - Sample Project PPT - Moderate (See PowerPoint Presentation in Session Resources) View the layout of moderate presentation and add new slide. Insert picture and text to your slides. Add animation to your picture and text. Navigate through various slides using slide sorter feature. Use Page Set-up to print presentation in an environmentally friendly manner. Save your file and exit the application. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 38

39 Student Project - AboutMe.pptx (See PowerPoint Presentation in Session Resources for a sample) Plan and create a slideshow titled About Me using a blank or existing PowerPoint template from desktop, external hard-disk or Use all of the above features listed in the basic and moderate level instructions. Use headings such as your name, age, skills, interests, volunteering and experience. Print your presentation in an environmentally friendly manner. Insert into page protector and attach to your Portfolio document. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 39

40 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: Planned and created an effective presentation using slides Opened PowerPoint program and saved / retrieved project files Opened and located templates within program Applied themes and layout features, fonts, colours and effects Inserted objects / text into slides and using the animation feature Organized slides - including inserting, deleting and copying features Setup presentation using slide show features This is an important part of working towards the session learning objectives: Create an effective presentation involving text, objects and media; arranged on slides using PowerPoint software. Congratulations! You ve completed the Microsoft Office session. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 40