PowerPoint Tutorial TABLE OF CONTENTS. Office 2007 Helps Keyboard Shortcuts Creating a New Presentation Saving a Presentation...

Transcription

1 PowerPoint Tutorial TABLE OF CONTENTS Office 2007 Helps... 2 Keyboard Shortcuts... 3 Creating a New Presentation... 3 Saving a Presentation... 4 Adding, Moving and, Deleting Slides... 5 Changing a Slide s Background... 6 Working with Text... 9 Formatting Text Working with Clip Art and images Adding Transitions to Your Presentation Adding Animation to Your Presentation Adding Sound to Your Presentation Presenting your Presentation

2 OFFICE 2007 HELPS Microsoft Office 2007 looks very different from the 2003 version. The Office Button replaced the File menu. o You will find the New, Open, Save and Print commands by clicking on the Office Button The Ribbon replaced the menus across the top of the window The Ribbon is divided into Tabs The Tabs are divided into Groups o You ll notice that there are boxes drawn around groups of icons and at the bottom of each box there is a name for the group. o The icons are grouped according to their function. The Dialogue Box Launcher will open a dialogue box with more options. 2

3 KEYBOARD SHORTCUTS CTRL+N = Create a New Presentation CTRL+O = Open an existing Presentation CTRL+S = Save the current Presentation CTRL+P = Print the current Presentation CTRL+C = Copy the selected item or text CTRL+X = Cut the selected item or text CTRL+V = Paste the cut or copied items CTRL+A = Select all items on your slide CTRL+M = Add a New Slide F5 = Start slideshow from the beginning SHIFT+F5 = Start slideshow from the current slide CREATE A NEW PRESENTATION To create a blank PowerPoint (PPT) presentation Office Button New, and the following panel will be displayed Select Blank Presentation. Click Create As soon as you can, save the presentation so you don't lose any changes. 3

4 SAVE YOUR PRESENTATION There are two ways to save: using the ribbon and using the keyboard shortcut. Office Button Save The Save As dialogue box will appear, prompting you to supply a name and location for the presentation. Think of a meaningful name for your presentation and type it into the File name input box. Avoid names like Presentation2, the more specific the name the better. Once you have named your presentation, locate where you want to save the project (flash drive, external hard drive, etc. Save There is a quicker way to save presentations using keyboard shortcuts. You can also perform a file save by pressing CTRL-S. If this is the first time you have saved your presentation, you will be prompted to name it and find a place for it to be stored. After that, you can periodically press ctrl-s and your changes will be saved immediately. Saving a file from an attachment: When you try to save a file opened from an attachment you will get the following error: The Save As dialogue box will appear but will default to a TEMP folder. Please make sure to specify a new location for your saved document. Otherwise it will be very difficult to locate. 4

5 ADDING SLIDES ADDING, MOVING, & DELETING SLIDES PPT inserts new slides AFTER the selected slide Select the slide you want to insert the new slide AFTER. Home Tab Slides Group New Slide. You'll notice that the New Slide button is in two halves. If you click the top half of the New Slide button, the default Title and Content type slide will be added. If, instead, you click the bottom half of the button, you will be able to select what type of slide is added. Once the new slide has been added, you can click into one of the content placeholders to make your changes. The keyboard shortcut for adding new slides is CTRL+M. 5

6 DELETING SLIDES Select the slide and then o Press the delete key on the keyboard o Press the backspace key on the keyboard o Right click on the slide and select Delete Slide MOVING SLIDES Select the slide to be moved. Drag and drop it in its new location. As you drag the slide, you should see an insertion point that looks like either a horizontal or vertical line, depending on which PPT view you are using, that tells you where your slide will appear. If you have many slides to move around, and want to get an overall view of how your slides are organized, using the Slide sorter view is your best option. o View Tab o Presentation Views Group o Slide Sorter CHANGING A SLIDE S BACKGROUND Design Tab Background Group Background Styles Button Format Background You can also right click on a blank area on a slide (an area that doesn't contain an object) and then select Format Background from there. You should now see the Format Background window. 6

7 Click on the Fill Tab and select which type of fill you want. o Solid Fill Select the radial button by Solid Fill Select the Paint Bucket button to select a color. The colors in the main part of the grid are all theme colors. At the bottom of the color selection panel are standard colors. If you want even more colors to choose from, you can click More Colors at the bottom. o Gradient Fill A gradient is the smooth transition of one color into another. When this option is selected, you can choose from a selection of readymade gradients by clicking on the Preset colors button. 7

8 o Picture Or Texture Fill When specifying a picture or texture fill for your PPT background, you are actually using a picture as the background. PPT comes with some built in textures you can use, or you can select an image that is stored on your hard drive. o Resetting The PPT Background If you decide to reset your background, but you've made so many changes that it would take too long to reverse each one, you can use the Reset Background button at the bottom of the Format Background window. o Applying the Background to all slides You can also tell PPT to apply the background you just designed to all slides in the presentation - using the Apply to All button. If you don't apply the background to all slides, then only the currently selected slide is affected. 8

9 WORKING WITH TEXT When adding text to their PPT presentations, many people limit themselves to using only the placeholder boxes that are present by default when you add a new slide. For example, when you add a title and content slide, there is always a title placeholder in which you will see the words "Click to add title" and a content placeholder that displays the words "Click to add text". It's then a simple case of clicking into each of those boxes and then typing your content. However, another way of adding text that gives you more flexibility over positioning is to add a textbox. Insert tab Text Group Text Box and the cursor will change to this shape: Left click with the mouse and drag out the textbox. Once the text box has been drawn, you can start typing in it. When you drag out your initial text box, it retains its width, but the height contracts temporarily to be the height of one line of text. When you type multiple lines, the height will adjust to fit, but the width of the textbox will remain fixed. This is what the textbox looks like: You can see resizing handles at each corner and also halfway along each edge. You can resize the textbox by clicking and dragging on any of those handles. MOVING TEXT BOXES Moving a textbox around in PPT is as easy as drag and drop. If you are not careful, though, you will end up dragging the resizing handles. The first thing you have to do is select the textbox as a whole. To do this position the cursor over one edge of the textbox until you see a double headed cursor. 9

10 When you see the cursor change shape, click on the box. When the textbox is selected, the dashed bounding lines become solid lines, as shown below. Now you can move the textbox around either by clicking and dragging with the mouse, or by pressing the arrow keys on your keyboard. CONTENT PLACEHOLDERS In PPT, placeholders are boxes with dotted borders that contain content and reside within a slide layout. All built-in slide layouts that come with PPT contain content placeholders. If you click on the bottom half of the New Slide button, PPT displays all the slide layouts you can insert, and on each you can see content placeholders. If you insert a two content slide layout, for example, you will get three placeholders: one for the slide's title, and two for the content. To add you own text, click in a placeholder and start typing. You can style the text however you please, using the usual formatting options You can change the layout of the slide (adding or removing content placeholders) by right clicking on the selected slide o Select Layout o Choose a new layout. 10

11 FORMATTING TEXT To format text, select the text you want to change it. As you move the cursor, the mini toolbar. The mini toolbar contains some of the more commonly used formatting commands. Using it, you can bold text, italicize it and do various other text-formatting tasks, all at the click of a button. If you want more creative formatting you ll need to look to the ribbon. When you select text, the Format contextual tab appears. On this tab are many different formatting functions. Click on the Format contextual tab and then click on the More button in WordArt styles. Pick a style that you like and click to apply it. Hover over a style to see a live preview applied temporarily. When you move the mouse away from the style, the live preview is removed. 11

12 WORKING WITH CLIP ART AND IMAGES To insert an image in PPT Insert tab Illustrations Group You can see that there are six different types of image you can insert here, and we'll explore each one now. INSERT A PICTURE If you have an image, for example a photo you have taken, on your PC's hard drive, you would click on the Picture button. Then you would navigate to the place on your hard drive where the picture was located and either double click on it or select it and then click Insert. INSERT CLIP ART When you click the Clip Art button, the Clip Art panel opens on the right of the workspace. You will need to make sure that the box next to Everywhere is checked before you begin your search for clip art. If you don t, your search will return very few images. We can use this panel to search for Clip Art images of certain things. The more general your search term is, the more results you will see. You will not find images of Michael Jordon or the Tennessee Titans in the Microsoft Office clip art. To insert a Clip Art image, click on it. 12

13 FORMATTING CLIP ART AND IMAGES Once you insert clip art or an image you will notice that a Format contextual tab appears when you click on your image. It will only appear when you have your image selected You can adjust the brightness and contrast or change the overall color of your image. Change the shape of your picture, apply borders and picture effects, and crop the image. ADDING TRANSITIONS TO YOUR PRESENTATION In Microsoft PPT, slide transitions are motion effects that occur in Slide Show view when you move from one slide to the next during a presentation. You can control the speed, add sound, and even customize the properties of transition effects. To add a transition, select a slide in the left hand panel. The transition will occur immediately before the selected slide is displayed. Animations Tab Transition To This Slide Group Click on the transition you want to use. If you want to see a larger selection of transitions, click on the more button (the down arrow at the bottom right of the group.) 13

14 When you hover over a thumbnail image of a transition, you can see a live preview of it applied to your slide. When you move the cursor away, the preview is removed. You can adjust the speed of transitions by changing the Transition Speed You can adjust the timing of the presentation on the Animations tab as well. You can select your presentation to continue On Mouse Click or give each slide a time in seconds or minutes to appear on the screen If you decide that you want the transition applied to all slides, click on the Apply To All button in the Timing Group on the same tab. ADDING ANIMATION TO YOUR PRESENTATION Select the object Animation tab Custom Animation The Custom Animation Pane appears on the right side of the screen. 14

15 Select which type of animation you want to apply to your image or text. o Entrance - this kind of animation brings the object onto the PPT slide from a location off the slide o Emphasis - once the object is on the slide, you can give it some emphasis with this kind of animation o Exit - animations in this category remove the object from a slide o Motion Paths - applying this kind of animation allows us to plot a path for the object to follow When you hover your mouse over the thumbnail image of an animation, you can see a preview of what that animation would look like if applied. The animation plays once. You also get to see what the animation looks like when you actually apply it to the object. If you want to see a preview of the animation at any other time, click the Preview button to the far left of the Animations tab. All slides that include an animation display a wooshing star next to the slide in slide view and slide sorter view. To remove an animation from an object, click on the image or text and select the Remove button on the Custom Animation pane. Careful use of sound in your Microsoft PPT presentation can do wonders to enhance it. However, it's easy to get carried away and if you are not careful, you may confuse and distract the audience too much from the message you are trying to convey. POWERPOINT SOUND CLIPS Insert Tab Media Clips Group Sound ADDING SOUND TO YOUR PRESENTATION You'll notice that the Sounds button is split into two. Click on the lower half of the button and you'll find the following options available to you: 15

16 AUDIO FROM FILE If you have a sound file stored somewhere on your computer, use this option to navigate to it, select it and insert it. Accepted File Types: o.aiff o.au o.mid or.midi o.mp3 o.wav o.wma Once you select the clip to insert you will see this dialogue box: You then choose whether you want the audio clip to play automatically or when you click on it. The icon representing a sound clip is inserted onto the slide you selected. While the audio clip is selected, you'll also see the Sound Tools contextual tab displayed in the ribbon, allowing you to perform a variety of audio tasks on the clip. The Format tab mostly contains commands for use with video, but the Options tab can be used with sound clips. 16

17 SOUND FROM CLIP ORGANIZER You can use the Clip Organizer to insert pre made audio clips in much the same way that you would insert Clip Art images. When you click Sound from Clip Organizer option, the Clip Art panel appears to the right of the workspace but the Results should be selection list is set to Audio. Type in the type of sound you need into the search box and press Enter or click Go. A selection of sound clips will be displayed for you to insert. Click on a particular clip and it will be inserted. RECORD AUDIO The record audio option gives you the ability to record your own sound clip within PPT. All you need is a microphone to record your voice. When you choose this option, PPT displays a dialogue box that you can use to start and stop recording your voice. Type the name of the clip in the Name box and then click the round and red record button on the right. Stop the recording by clicking the blue rectangle button in the centre and start playback using the blue triangle button on the left. The sound is then inserted into your presentation 17

18 PRESENTING YOUR PRESENTATION At any time during the creation of your PowerPoint presentation, you can run it to see a preview. This will show you how your presentation looks when you run it for real. There are several ways to start your presentation. You can: o click on the Slide Show button at the bottom of your workspace (next to the zoom slide) o press F5 o Through the Ribbon Slide Show Tab Start Slide Show Group From Beginning or Current Slide o You can also select the Slideshow button on the Status Bar at the bottom of the screen. DON T FORGET TO SAVE YOUR PRESENTATION OFTEN! 18