PowerPoint Level 1 (Introduction)

Transcription

1 Starting a Presentation When you launch PowerPoint, a blank presentation appears in Normal view containing the first slide - a Title Slide. The Title Slide is designed with a suitable layout for introducing the presentation (eg. a title and name of the speaker). 1. Click into the placeholder where it says Click to add title and type the title of your presentation. 2. Click into the second placeholder and enter a subtitle. TIP: You can move from the top placeholder to the lower one by pressing [Ctrl] Enter on the keyboard. Manipulating Slide Placeholders To move a slide placeholder: 1. Hold the mouse pointer over the edge of the placeholder until the shape appears. 2. Click and drag the entire placeholder to a different position. To resize a placeholder: 3. Hold the mouse pointer over one of the small squares along the edges of the placeholder or the small circle at the corners until the shape appears. 4. Click and drag to make the placeholder larger or smaller from that point. Inserting New Slides New slides are inserted after the current slide. PowerPoint provides nine slide layouts. Insert new slides using the layout that will best suit your slide purpose. 1. Select the HOME or INSERT tab. 2. Click the lower half of the New Slide command in the Slides group. 3. Select a Layout from the gallery. Title Slide is used for the start of a presentation Title and Content is used for most slides, it allows you to insert text, pictures, movies, charts, SmartArt or a table. Section Header is used to indicate that you are moving from one section of the presentation to another. Two Content lets you include two types of content side-by-side on the same slide under one title. Comparison lets you include two types of content side-by-side on the same slide, each with its own sub title. Title Only is useful for creating a slide with no formal Layout (eg. a drawing) but with a title. Blank is useful for creating a slide with no formal Layout (eg a drawing). Content with Caption is useful for some types of pictorial content but with an explantory caption alongside. Picture with Caption allows for a picture with a caption underneath. NOTE: If you open a presentation that was originally created in a pre-2007 version of PowerPoint, you will find a bigger selection of legacy layouts. TIP: Clicking the top half of the New Slide button will insert the last layout used as will pressing [Ctrl] M on the keyboard. TIP: If you later change your mind, you can change a slide s layout (see Changing Slide Layout later in this document). Viewing Tips and Techniques Rulers The horizontal and vertical rulers make it easier to position placeholders and other objects on your slides. By default, however, the rulers may not be visible. 2. Tick the Ruler check box in the Show group. Magnification Enlarge or contract the size of the work area by zooming. 2. Use commands in the Zoom group, or: 3. Use the Zoom Bar in the lower righthand corner of the PowerPoint window. Slide Size By default, PowerPoint 2013 gives you slides sized for a widescreen monitor (16:9 ratio). If, however, you prefer to work with a squarer 4:3 ratio: 1. Select the DESIGN tab. 2. Click Slide Size in the Customize group. 3. Click Standard (4:3). 4. Select a fit preference: a) Maximise (might result in your content not fitting on the slide); b) Ensure Fit (you ll be able to see all content on the slide but it might make your content appear smaller). Changing Views PowerPoint offers several ways of seeing your presentation and working with it. The advantages of each view are given below. Normal View Outline View Slide Sorter Notes Page Reading View To change the view: Good for working with slides in detail. Also displays a resizable Notes Pane along the bottom where speaker notes can be written as the slides are created. A Thumbnails Pane at the left allow easy navigation between slides and functionality for moving, copying and deleting slides The Thumbnails Pane can also be used for organising slides into sections for the easier management of related slides in large presentations. Replaces the Thumbnails Pane with an Outline Pane. Good for typing or editing text slides without the distraction of layout and formatting. Right-click menu offers commands for structuring slides, ie. promoting and demoting bullets, moving or deleting text and collapsing the slides to give a more concise overview of the entire presentation in text form. Displays a bird s-eye view of multiple slides. Similar functionality to the Thumbnails Pane. Double click a slide in Slide Sorter View to display it in Normal View. Displays a sample of each slide and a large text area where speaker notes can be written and edited. Notes pages can be printed (sometimes used as handouts) and can be displayed onscreen when running a slide show in Presenter View. Displays slides full screen. Good for seeing slides as they would be seen in a slide show but in a window with simple controls that make the presentation easier to review. Press [Esc] to close Reading View and return. 1

2 2. Click the required button in the Presentation Views group. 3. Click Line Spacing in the Paragraph group. 4. Click Line Spacing Options. Alternatively, click the appropriate view button on the status bar to the left of the zoom slider (Notes and Outline views not available here but Slide Show is). Creating Bulleted Slides PowerPoint automatically creates bullets as you type. The bullet style is determined by the slide layout used and the Theme of the presentation. 1. Insert a new, Title and Content layout. 2. Add a title to the slide. 3. Begin typing your first bullet point. 4. Press Enter to start a new bullet point. 5. Continue typing bulleted text as described above. Indenting Bullets 1. Highlight the bullet point(s) that you want to indent. 3. Click Increase List Level in the Paragraph group to demote the bullet (changes the bullet and makes the font slightly smaller) 4. Click Decrease List Level in the Paragraph group to promote the bullet (changes the bullet and makes the font slightly larger) TIP: You can demote bullets by positioning the cursor immediately in front of the first word and pressing [Tab] on the keyboard. Promote bullets by pressing [Shift] [Tab] Changing Bullets The default bullet can be changed to a wide variety of symbols, characters or pictures. 1. Highlight the bullet point(s) you want to change. 3. Click the tiny down arrow to the right of the Bullets button in the Paragraph group. 4. Select a bullet in the gallery or, 5. Click Bullets and Numbering for more choices and settings. Adjusting Spacing To adjust the spacing between bullet points: 1. Highlight the bullet(s) to be adjusted. 5. Under Spacing, adjust as necessary the value in the Before:, After: or Line Spacing and At: controls. To adjust the spacing between a bullet and its following text: 1. Highlight the bullet(s) to be adjusted. 3. Click Line Spacing in the Paragraph group. 4. Click Line Spacing Options. 5. Under Indentation, adjust as necessary the value in the Before text: spin box. 6. Increase the value in the By: spin box to the same amount. TIP: The spacing between a bullet and its following text can also be adjusted by dragging the tiny triangle pointing up at the bottom edge of the ruler, Drag right to increase spacing, drag left to reduce spacing Changing Slide Layout The AutoLayout of a slide can be changed at any time: 1. View the slide. 3. Click Layout in the Slides group. 4. Select a new slide layout from the gallery. Saving Files in Previous Versions of PowerPoint Files in Office 2013 are not automatically compatible with pre-2007 versions. To ensure that a file can be used in an older version, you need to back-save the file. 1. Click the File tab. 3. Click Export at the left. 4. Click Change File Type. 5. Click PowerPoint Presentation (*.ppt). 6. Click the Save As button. 7. Enter a name in the File name: box. 8. Navigate to a suitable location for storing the file. 9. Click Save. If the Compatibility Checker window appears, note any features in the presentation that will not be editable or seen as expected in the older version. For a full list of compatibility issues when back-saving files, click the link below: features-behave-differently-in-earlier-versions-ha aspx 2

3 Applying a Theme You can change the look of presentation slides without altering the slide contents by applying a different Theme. PowerPoint 2013 offers a choice of 29 built-in Themes. Themes can be modified and customised with different colours, fonts and effects. 1. Select the Design tab. 2. Hover the mouse pointer over one of the icons in the Themes gallery. PowerPoint s Live Preview feature will temporarily show what the presentation would look like if the theme was applied. 3. If you like the look, click the Theme icon. The Theme will affect your text formatting as well as the colour scheme. For more details about working with and customising Themes, see Customising a Theme in our PowerPoint Level 2 (Advancing your knowledge) Quick Reference Guide. Slide Masters There is a degree of overlap between Themes and Masters. When you change the Theme of a presentation or customise its colours, fonts, effects or background, you are, in effect, modifying the Slide Master. Working in the Master Slide, however, gives you more control over giving a consistent style to things like: Colours Fonts Bullets Spacing Positioning and sizing of placeholders Headers and footers Slide show animation effects Graphic objects (eg. logos and decorative shapes on the background) PowerPoint provides a Theme master slide that can be set up as a default for the entire presentation. You can, however, make exceptions to the Theme master for each slide layout that the presentation contains. For example, the Theme master slide may have a clear (white) background but you want all Title slides and Section Header slides to have a coloured background. For further information on working with presentation masters, see Advanced Masters in the PowerPoint Level 2 (Advancing your knowledge) Quick Reference Guide. Editing the Theme Master 2. Click Slide Master in the Master Views group. 3. In the Thumbnails pane at the left, ensure you select the large thumbnail at the top (the Theme Master ). You may have to scroll up the pane to see it. Changing fonts Although the fonts used in the presentation can be changed by selecting from the Fonts command in the Edit Theme group, this command only provides a choice of font names. To have more control over the appearance of the fonts (eg. size and effects): 1. Select the text, Click to Edit Master title style. 2. Select the HOME tab on the Ribbon. 3. Pick from the Font or Paragraph groups of commands the settings and options required to format the titles of all your slides. 4. Select the text, Click to edit Master text styles. 5. In the HOME tab, tick from the Font or Paragraph groups of commands, the settings and options required to format the first level bullet points of all your slides. 6. Select the text Second level. 7. In the HOME tab, pick from the Font or Paragraph groups of commands, the settings and options required to format the second level bullet points of all your slides. 8. If necessary, repeat steps 6 & 7 above for Third level, Fourth level and Fifth level. Changing the bullet for every slide 2. Select the text, Click to edit Master text styles. 3. Select the HOME tab. 4. Click the tiny down arrow to the right of the Bullets button in the Paragraph group. 5. Select a bullet in the gallery or, click Bullets and Numbering for more choices and settings. 6. Select the text Second level. 7. Repeat steps 4 & 5 above. 8. If necessary, repeat step 7 above for Third level, Fourth level and Fifth level. Adjusting the spacing for every slide 2. Use the techniques described in the Adjusting Spacing section of this document (pg. 2). Inserting a logo on every slide 2. Select the INSERT tab. 3. Click Picture in the Images group. 4. Navigate to and select the logo picture file. 5. Click Insert. 6. Move/resize the logo to the required position on the Theme master. Modifying the Background Style 2. Select the SLIDE MASTER tab, if necessary. 3. Click Background Styles in the Background group 4. Select a built-in background style from the gallery or, create a custom background by clicking Format Background. 5. If creating a custom background: a) Select an option for what you want the background to be based on in the Format Background Task Pane (ie. Solid, Gradient, 3

4 Picture or Pattern) b) Depending on the option chosen, select commands and settings from the controls below. Live Preview will immediately show you the effect of your choices. Making Layout Exceptions 1. View the Slide Master and select the Layout Master thumbnail that you want to make an exception of. 2. Use techniques described previously in this section to modify the selected slide layout master to a different style. 3. Hide logo or other graphics by ticking the Hide Background Graphics check box in the Background group of the SLIDE MASTER tab. The screenshot below shows the Slide Master Thumbnails Pane with the Title Slide and Section Header layouts edited as exceptions. You can reset the background for exceptions to follow the Theme Master by clicking Reset Background of the Format Background Task Pane. Exiting Slide Master View 1. Select the SLIDE MASTER tab. 2. Click Close Master View at the right. Alternatively, at the bottom 2. Select a command in the Presentation Views group (eg. Normal). Adding a Header and Footer Although headers and footers form part of the presentation master, you do not have to view the slide master to add them. 1. Select the INSERT tab. 2. Click the Header & Footer command in the Text group. 3. Tick the Date and time check box to activate the date controls. 4. Select from the Update automatically controls if you want your slides to always display the current date. Select the Fixed option and type a date below if you want the date on your slides to always remain the same. 5. Tick the Slide Number check box, if desired. 6. Tick the Footer check box, if desired, and type below some static text. 7. Click Apply to add to the current slide only or click Apply to All to add to the entire presentation. By default, the date will appear at the bottom left of each slide; the slide number will appear at the bottom right of each slide and the footer at the bottom centre of each slide. Modifying Headers and Footers The Header & Footer command is not actually able to add a header to slides. To add a header: described in previous sections of this document. 2. Click and drag the Footer box from the bottom of the Theme master to the top. 3. Adjust formatting (and/or text) as necessary. If desired, use click and drag to re-position the date and slide number boxes. TIP: if you move the slide number or date boxes, you may need to re-align the text. TIP: If you want to make changes to all your slide footers, always use the Header & Footer dialog box. Deleting or editing footer text in the Theme master does not have the same effect. Use the master only for making exceptions to individual slide layouts. TIP: You can quickly remove footers from a layout master by unticking the Footers check box in the Master Layout group of the SLIDE MASTER tab. Other Masters Other master views are available to enable you to control how handouts and speaker notes are printed. 2. Click Handout Master or Notes Master in the Master Views group. 3. In the case of the Handout Master, select the appropriate template from the Slide Per Page command in the Page Setup group. 4. Use techniques described previously in this document to modify colours and text, add graphic object and apply headers and footers. 5. Exit the Handout or Notes Masters using the Close Master View command at the right or, select the VIEW tab and click a view (eg. Normal) in the Presentation Views group. For more details about working with the slide master, see the section Advanced Masters in our PowerPoint Level 2 (Advancing your knowledge) Quick Reference Guide. Saving a Slide Master as a Theme The Theme (ie. the Master ) of a presentation can be saved and re-used on other presentations. A House Style can thus be created to include approved fonts, colours and logos to use on all your presentations. 1. Customise the Master of a presentation as described in previous section of this document. 2. Select the DESIGN tab. 3. Click the More button in the bottom right corner of the Themes gallery. 4. Select Save Current Theme. 5. Enter a name for the custom Theme and save to a suitable location on your computer system. To apply the Theme to other presentations: 1. Open the presentation to apply the Theme to. 2. Select the DESIGN tab. 3. Click the More button in the bottom right corner of the Themes gallery. 4. Select Browse for Themes. 5. Navigate to and select the saved Theme. 6. Click Apply. Charts Creating Charts Charts can add visual interest and variety to your presentation by representing data with lines, pie slices, bars and more. 1. Insert a new, Title and Content layout. 4

5 2. Add a title to the slide. 3. Click the Insert Chart icon in the centre of the slide. 4. Select the required chart type. 5. Click OK. 6. Replace the dummy data in the datasheet with your own numbers and text. Add/delete columns and rows as necessary. You can include/exclude data by clicking and dragging the sizing handle in the bottom right-hand corner of the data border. 7. When finished, click the Close button on the datasheet to embed the chart. Editing Charts Editing the chart data and/or modifying its structure and look is achieved by using one or more of the following: a) The Chart Tools contextual tabs on the Ribbon (Design & Format). b) The three icons at the right of the chart itself. c) Right-clicking over different parts of the chart to make the shortcut menu and Mini Toolbar appear. For details on formatting and structuring charts see Editing & Importing Charts in our PowerPoint Level 2 (Advancing your knowledge) Quick Reference Guide. Drawing Shapes A graphic can enhance a presentation by depicting an idea that may be difficult to describe or by making the presentation more visually appealing. Graphic images that can be used in PowerPoint include: Simple drawn shapes - PowerPoint has a range of shapes and freeform tools that will allow you to construct and format your own graphics. Online Pictures - ready-made drawings and photographs that can be inserted directly into your slide. Pictures - digital photographs and scanned images that are saved as files. SmartArt - ready-made diagrams for quickly creating organisation charts, processes, matrices and more. Drawing Shapes 1. Insert a new, Title Only or Blank slide layout. 2. Select the Home or Insert tab on the Ribbon. 3. If you use the Home tab, the Shapes commands will be located in the Drawing group together with other drawing tools. If you use the Insert tab, click the Shapes command in the Illustrations group. 4. Click the Shape you wish to draw. 5. Click and drag the mouse pointer over the slide where you want to place the shape until the object is the shape and size you require. 6. If you want to keep the proportions of the shape while dragging, hold down the Shift key while dragging. Eg. holding down the Shift key while dragging the cursor for a rectangle or oval will draw a square or circle respectively. 7. If you want to draw the Shape from the centre out rather than corner to corner, hold down the Ctrl key while dragging. You can combine the Shift and Ctrl keys. Manipulating Shapes Moving a Shape. To successfully move a Shape, the mouse pointer must be a white arrow with an arrowed cross at the tip. This shape appears when you move the mouse pointer over a visible (solid) part of the Shape. If the Shape has no fill (is transparent), hold the mouse pointer over the outline edge. 1. Hold the mouse pointer over the Shape you want to move. 2. Click and drag to a new position on the slide. TIP: You can move a Shape using the arrow keys on the keyboard. TIP: When moving a Shape, temporarily disable the grid by holding down the [Alt] key as you drag. TIP: Clicking and dragging a Shape while holding down the [Ctrl] key makes a copy. Resizing a Shape To successfully resize a Shape, the mouse pointer shape must be a double headed white arrow or or or. These appear when you hold the mouse pointer over a sizing handle. Sizing handles appear as small squares at the corners of Shapes or at the middle of the edges. 1. Click the Shape you want to resize; sizing handles will appear. 2. To resize both vertically and horizontally, drag one of the corner sizing handles. 3. If you wish to resize only in the vertical or horizontal plane, drag a sizing handle on the edge of the shape. TIP: If resizing to a very precise value, select the DRAWING TOOLS > Format tab and set height and or width values in the Size group. TIP: When resizing a Shape, temporarily disable the grid by holding down the [Alt] key as you drag. Some Shapes (eg. block arrows/curves, stars and banners) have one or more yellow squares around the perimeter. By click and dragging one of these squares, you can adjust the dimensions or perspective of different parts of the Shape. Rotating a Shape 1. Hold the mouse pointer over the Rotate Handle (usually at the top of the Shape). 2. Click and drag the mouse in a circular motion. Formatting Shapes You can change the appearance and behaviour of drawn Shapes by using commands as follows: 1. The DRAWING TOOLS > Format contextual tab. 2. Right clicking a Shape and using the Mini Toolbar (to change fill and outline colour and effects) or the shortcut menu. 3. For advanced editing, select Format Shape from the shortcut menu 5

6 and use settings and options in the Task Pane that appears at the right of the application window. For more detailed information about working with Shapes, see our PowerPoint Drawing and Graphics Quick Reference Guide. Online Pictures c) Specify basic printer settings You need an active internet connection for this new, Office 2013 feature. PowerPoint will search for pictures on the Microsoft website (Office.com) based on search words that you provide. 1. Select the INSERT tab. 2. Click Online Pictures in the Images group. 3. In the Search Office.com box, type a key word that you want to find pictures for. 4. Click the search button (magnifying glass). 5. Select a suitable picture. 6. Click Insert. Pictures (Scanned or Digital Photographs) In addition to Online Pictures, you can insert into a presentation, a picture from an existing graphic file. PowerPoint supports all commonly used graphic formats (eg. jpg, gif, bmp, png, etc) 1. Select the INSERT tab. 2. Click Pictures in the Images group. 3. Navigate to where the graphic file is stored. 4. Select the file. 5. Click Insert. 6. Move/resize the picture to a suitable size and location. Moving and Resizing Pictures Techniques are the same as those described in the Manipulating Shapes section on page 5 of this document. Printing You can preview and print an entire presentation (slides, outlines, speaker notes, and handouts) in colour, in greyscale, or in black and white. The Print and Print Preview commands - together with a shortcut to the Headers and Footers command - are combined in the Backstage (FILE tab) window. 1. Select the FILE tab. 2. Click Print at the left. 3. Select your printing preferences under Settings. By default, PowerPoint will print all the slides in your presentation but you can: a) Print certain slides only. b) Choose to print Notes Pages (speaker notes), Outline view (a text only draft of your presentation), or handouts showing multiple slides per sheet. 4. Click Print. Running a Slide Show Usually, a slide show is likely to be presented by a speaker with manual slide progression. It may, however, also be run by a user (Kiosk presentation), or set to run automatically with timings and loop continuously. 1. Select the SLIDE SHOW tab. 2. Click From Beginning or From Current Slide in the Start Slide Show group. 3. Advance the slide show by clicking the left mouse button, or pressing the Spacebar or Enter key on the keyboard. 4. Move back a slide by pressing Backspace on the keyboard. 5. Use the icons in the lower left corner of each slide to: a) Move forward or backwards through the slides b) Change the mouse pointer so that you can click and drag over the slide to scribble notes on it. c) See all slides on the screen simultaneously. Click one of the thumbnails to open it up in full screen. 6

7 d) Display a menu of slide show settings. e) Zoom in on a specific part of the slide. You can also right click during a slide show to display a shortcut menu with all the above commands and more. 6. To end a slide show early, press [Esc]. TIP: Start a slide show from the beginning by pressing F5 on the keyboard. Start a slide show from the current slide by pressing [Ctrl] F5 on the keyboard. Adding Transitions to Slides NOTE: The choices available will depend on the graphics ability of the hardware being used. Not all computers will be able to display the Exciting or Dynamic Content transitions. NOTE: Certain Exciting and Dynamic Content transitions are not compatible with earlier versions of PowerPoint, even if back-saved. When running a slide show, it is more visually appealing to merge one slide with the next, rather like scenes in a film that fade one into the other. This is achieved by adding transitions to slides and is one of the easiest ways of giving your presentation better impact and a more professional look. 1. Select the TRANSITIONS tab. 2. Click any of the icons in the Transition to This Slide group. A preview of the effect will be applied to the current slide. 3. Click the More button in the bottom right of the transitions gallery for greater choice. 4. Use the controls in the Timing group to: a) Add sound to the transition (not recommended!). b) Lengthen or shorten the time the transition takes. Values are entered as seconds (eg. 01:50 = one-and-a-half seconds). 5. To add the same transition to every slide in the presentation, click Apply To All in the Timing group. 6. To use different transitions for each slide, navigate through each side separately and repeat steps 2 to 4 above. 7