Microsoft PowerPoint 2010

Transcription

1 Microsoft PowerPoint 2010 Birmingham Public Library Regional Library Computer Center 2100 Park Place Birmingham, AL (205) / rlccbpl.wordpress.com Revised 2/2013

2 M i c r o s o f t P o w e r P o i n t Part 1 Part 1: Introduction to Microsoft PowerPoint 2010 PowerPoint 2010 is a presentation software that allows you to create dynamic slide presentations that may include animation, images, videos, music, and more. If you are familiar with PowerPoint 2007, you will notice some changes to the interface. Unlike previous versions, this version provides a base to create slides, demos, and presentations at a more professional level. To Create a New, Blank Presentation Getting Started 1. There are two ways to open the program: a. Click the Start button and choose All Programs > Microsoft Office > Microsoft PowerPoint (Note: The Start button is disabled while in the RLCC training mode.) b. Double-click the Microsoft PowerPoint icon on your desktop. 2. Whenever you start PowerPoint, by default, a new blank template will appear in the application window, and the Home tab is active. 3. To create a New, Blank Presentation, select New under the File tab. 4. Select Blank presentation under Available Templates and Themes. It will be highlighted by default. 5. Click Create. A new, blank presentation appears in the PowerPoint window. 1

3 M i c r o s o f t P o w e r P o i n t Part 1 To Open an Existing Presentation: 1. Click the File tab. This takes you to the Backstage view. 2. Select Open. The Open dialog box appears. 3. Select your desired presentation and then click Open. 4. If you have opened the existing presentation recently, it may be easier to choose Recent from the File tab instead of Open to search for your presentation. 2

4 M i c r o s o f t P o w e r P o i n t Part 1 Microsoft PowerPoint Screen File Tab - The new File tab in the left corner of the ribbon, replaces the Office button. This is now known as your Backstage View. Quick Access Toolbar - This toolbar appears in the top left corner of the PowerPoint 2010 screen. The Quick Access Toolbar lets you access common commands no matter which tab you are on in the Ribbon. By default, it shows the Save, Undo, and Repeat commands. You can add other commands to make it more convenient for you. Help Button - This tiny question mark icon is how to access help for PowerPoint Slides/Outline Pane The Slides/Outline pane is located on the left side of the window. The Slides pane shows thumbnail versions of each of the slides in the presentation. The Outline pane shows a text outline of all the information on the slides. Notes The Notes section is a place for the speaker to jot down any hints or references for his presentation. Only the presenter will see these notes. 3

5 M i c r o s o f t P o w e r P o i n t Part 1 Status Bar The Status bar shows current aspects of the presentation, such as the current slide number and what design theme was used. A tiny Common tools toolbar gives quick access to features that the presenter would use often. Ribbon - The ribbon replaces the toolbar in older versions of PowerPoint. The Ribbon contains all of the commands you will need in order to do common tasks. It has multiple tabs, each with several groups of commands, and you can add your own tabs to customize your favorites. In addition, special tools tabs will appear when you are formatting certain items like images or tables. You may maximize and minimize the ribbon by clicking the arrow in the upper-right corner of the Ribbon. Ribbon Tabs Home: This has features that allow you to edit Slides, Fonts, Paragraph, Drawing and Editing. Insert: This has features that allow you to add Tables, Images, Illustrations, Links, WordArt, and Media Clips. Design: This allows you to edit how your presentation will look. It includes features such as Page Setup, Themes, and Background Styles. Transitions: This allows you to edit Slide Transitions, Effects, and Transition Timing. Animations: This allows you to add custom animations to your presentation. You can select from Preview, Animations, Advance Animation, and Animation timing. Slide Show: This has features that allow you to select how your presentation will be displayed. From here, you can Start your Slide Show, Set Up your Slide Show, and Adjust Monitor Settings. Review: This allows you to Proofread, Translate Languages, Comment Slides, and Compare your Presentation. View: This has features that allow you to set the View of your Presentation, Create Master Views, Show/Hide Features, Zoom, Switch from Color to Grayscale, Adjust Windows, and Add Macros. 4

6 M i c r o s o f t P o w e r P o i n t Part 1 Templates When you start PowerPoint, the program displays a blank title slide by default. If you prefer, you can choose a template and build your own presentation using the preset themes. 1. Open PowerPoint and create a New file. 2. Click the folder of the type of presentation you want to create or you can choose Themes for background design. 3. When you have made your choice, click Create. Note: Every presentation has a default theme that defines the color scheme, font, and graphic effects. These can be customizes as you create and manipulate the content of your slide. Managing Slides and Presentations It is important that you be able to access the different slide views and use them for various tasks. The slide view commands are located in two places: in the View tab located on the Ribbon tabs (as shown below) 5

7 M i c r o s o f t P o w e r P o i n t Part 1 or on the bottom right of the PowerPoint window in Normal View (as shown below). Normal View: This is the default view where you create and edit your slides. You can also move slides in the Slides tab in the pane on the left. Slide Sorter View: In this view, miniature slides are arranged on the screen. You can drag and drop slides to easily reorder them, and see more slides at one time. This is a good view to use to confirm that you have all the needed slides and that none have been deleted. Reading View: This view fills most of the computer screen with a preview of your presentation. Unlike Slide Show View, it includes easily accessible buttons for navigation, located at the bottom right. Slide Show View: This view completely fills the computer screen, and is what the audience will see when they view the presentation. Slide Show View has an additional menu that appears when you hover over it, allowing you to navigate through the slides, and access other features you can use during a presentation. Use the keys on your keyboard (including the arrow keys, Page Up and Page Down, space bar, and Enter) to move through the slides in Slide Show view. Press the Esc key to end the slide show. Slides When you add a new slide to a presentation, it s displayed with its own set of placeholders, which are areas on the slide that are enclosed by dotted borders. Placeholders can contain many different items, including text, pictures, charts, and more. Some placeholders have 6

8 M i c r o s o f t P o w e r P o i n t Part 1 thumbnail-sized icons that represent specific commands such as Insert Picture, Insert Chart, and Insert Clip Art. Slide Layouts The placeholders are arranged in different layouts that can be applied to existing slides, or chosen when you insert a new slide. A slide layout arranges your content using different types of placeholders, depending on what kind of information you might want to include in your presentation. To Change the Layout of an Existing Slide: If you want to change the layout or look of your slide, you can choose a different layout from the menu under the New Slide command. 1. Select the slide you wish to change. 2. Click the Layout command in the Slides group on the Home tab. A menu will appear with your options. 3. Choose a layout from the menu. The slide will change in the presentation. To Delete a Placeholder: You can easily customize your layout by deleting unwanted or "extra" placeholders from any slide. 1. Position your mouse on the dotted border of the placeholder so it changes to a cross with arrows. 2. Click the border to select it. 3. Press Backspace or Delete on your keyboard. The placeholder will be removed from the slide. To Insert a New Slide: 1. From the Home tab, click the bottom half of the New Slide command to open the menu of slide layout options. 7

9 M i c r o s o f t P o w e r P o i n t Part 1 2. Select the slide you want to insert. 3. A new slide will be added your presentation. 4. To instantly add a slide that uses the same layout as the one you have selected, simply click the top half of the New Slide command or right-click. To Copy and Paste a Slide: 1. On the Slides tab in the left pane, select the slide you wish to copy. 2. Click the Copy command on the Home tab. You can also right-click your selection and choose Copy. 3. In the left pane, click just below a slide (or between two slides) to choose the location where you want the copy to appear. A horizontal insertion point will mark the location. 4. Click the Paste command on the Home tab. You can also right-click and choose Paste. The copied slide will appear. To select multiple slides, press and hold Ctrl on your keyboard, and click the slides you wish to select. To Duplicate a Slide: An alternative to Copy and Paste, Duplicate copies the selected slide and, in one step, pastes it directly underneath. This feature does not allow you to choose the location of the copied slide (nor does it offer Paste Options for advanced users), so it is more convenient for quickly inserting similar slides. 1. Select the slide you wish to duplicate. 2. Click the New Slide command. 3. Choose Duplicate Selected Slides from dropdown menu. 4. A copy of the selected slide appears underneath the original. To Delete a Slide: 1. Select the slide you wish to delete. 2. Press the Delete or Backspace key on your keyboard. 8

10 M i c r o s o f t P o w e r P o i n t Part 1 To Move a Slide: 1. Select the slide you wish to move. 2. Click, hold, and drag your mouse to a new location. A horizontal insertion point will mark the location. 3. Release the mouse button. The slide will appear in the new location. Text Basics Text can be inserted into both placeholders and text boxes. A placeholder is a kind of text box, but is unique because it is part of the slide layout, and often contains formatting specific to the slide (for example, a larger font size for the title of your presentation). Inserting an extra text box allows you to add to the slide layout, so you can include as much text as you want. To Add a Text Box Text boxes allow you to add to your current layout, so you can place text wherever you want on your slide. 1. From the Insert tab, click the Text Box command. 2. Your cursor will turn into an upside-down cross. 3. Click, hold, and drag your mouse to draw a text box. A text box will appear. To Insert Text: 1. Click the placeholder or text box where you want to insert text. 2. The insertion point appears. 3. Type directly into the placeholder or text box. Note: Some placeholders automatically format your text in a bulleted list. This is because bulleted lists are so frequently used in PowerPoint. To remove the bullets, deselect the Bullets command in the Paragraph group on the Home tab. To Delete Text: 1. Place the insertion point next to the text you wish to delete. 2. Press the Backspace key on your keyboard to delete text to the left of the insertion point. 3. Press the Delete key on your keyboard to delete text to the right of the insertion point. 9

11 M i c r o s o f t P o w e r P o i n t Part 1 To Select Text: 1. Place the insertion point next to the text you wish to select. 2. Click the mouse button, and, while holding it down, drag the mouse over the text. 3. Release the mouse. The text will be selected. A highlighted box will appear over the selected text. Note: When you select text in PowerPoint, a hover toolbar with formatting options appears. This makes formatting commands easily accessible, which may save you time. If the toolbar does not appear at first, try moving the mouse over the selection. To Move a Placeholder or Text Box: 1. Click the box you would like to move. 2. Position your mouse on the border of the box so it changes to a cross with arrows. 3. Click and hold the mouse button as you drag the box to the desired location. 4. Release the mouse button. The box will be moved. To rotate the box, click and drag on the green circle at the top of the box. To Resize a Placeholder or Text Box: 1. Click the box you wish to resize. 2. Position your mouse over any one of the sizing handles that appear on the corners and sides of the box. The cursor will become a pair of arrows. 3. Click, hold, and drag your mouse until the text box is the desired size. 4. Release the mouse button. The box will be resized. 10

12 M i c r o s o f t P o w e r P o i n t Part 1 Part 1 Exercises 1A: GETTING STARTED 1. Open PowerPoint 2010 on your computer. A new blank presentation will appear on the screen. 2. Try minimizing and maximizing the Ribbon. 3. Click through all of the tabs and notice how the Ribbon options change. 4. Try switching page views. 5. Add any commands you wish to the Quick Access Toolbar. 6. Close PowerPoint without saving the presentation. 1B: SLIDE BASICS 1. Open Pet Slide Show. 2. Change the layout of slide 3 to Section Header. 3. Add a new blank slide, and then insert a text box. 4. Copy and paste a slide, and then move it to a new location. 5. View your presentation in Normal View, Slide Sorter View, Reading View, and Slide Show View. 6. View an outline of your presentation in the left pane. 7. Try applying different themes. 1C: TEXT BASICS 1. Open Flash Cards. 2. Insert text in a placeholder or text box to slide Insert a text box, then move and resize it. 4. Delete text from the last bullet from slide Select text and try the Copy, Cut, and Paste commands. 11

13 M i c r o s o f t P o w e r P o i n t Part 2 Part 2: Inserting Images, Transitions, and Animations Images Adding images to your presentations makes them more interesting and engaging. Pictures, clip art and screenshots can be inserted into PowerPoint to help you effectively communicate your ideas to your audience. To Insert an Image From a File: 1. Select the Insert tab. 2. Click the Picture command in the Images group. The Insert Picture dialog box appears. 3. Select the desired image file and click Insert. 4. The picture will appear in your slide. Note: You can also select the Insert Picture from File command in a placeholder to insert images. Clip Art 1. Select the Insert tab. 2. Click the Clip Art command in the Images group. 3. The clip art options appear in the task pane. 4. Enter keywords in the Search for: field that are related to the image you wish to insert. 5. Click the drop-down arrow in the Results should be: field. 6. Deselect any types of media you do not wish to see. 7. If you would like to also search for clip art on Office.com, place a checkmark next to Include Office.com content. Otherwise, it will just search for clip art on your computer. 8. Click Go. Screen Shots 1. Select the Insert tab, and click the Screenshot command in the Images group. 2. The Available Windows from your desktop will appear. Make your selection, and the screenshot will appear in your slide. 3. Choose Screen Clipping to insert just a part of the screen. 12

14 M i c r o s o f t P o w e r P o i n t Part 2 Resizing and Moving Images To Resize an Image: 1. Click on the image. 2. Position your mouse over any one of the corner sizing handles. The cursor will become a pair of directional arrows. 3. Click, hold, and drag your mouse until the image is the desired size. 4. Release the mouse. The image will be resized. Note: The side sizing handles change the image's size, but do not keep the same proportions. If you want to keep the image's proportions, always use the corner handles. To Move an Image: 1. Click on the image. The cursor will turn into a cross with arrows. 2. While holding down the mouse button, drag the image to the desired location. 3. Release the mouse button. The box will be moved. 4. To rotate the image, click and drag on the green circle located at the of the image. Transitions Transitions are motion effects that, when in Slide Show View, add movement to your slides as you advance from one slide to another. There are many transitions to choose from; each one allows you to control the speed, and even add sound. About Transitions You can apply different transitions to some or all of your slides to give your presentation a polished, professional look. There are three categories: Subtle (slight transitions) Exciting (strong transitions) 13

15 M i c r o s o f t P o w e r P o i n t Part 2 Dynamic Content (strong transitions that affect only the content, such as text or images) To Apply a Transition: 1. Select the slide you wish to modify. 2. Click the Transitions tab. 3. Locate the Transition to This Slide group. By default, None is applied to each slide. 4. Click the More drop-down arrow to display all the transitions. 5. Click a transition to apply it to the selected slide. NOTE: When working with transitions, the Apply To All command in the Timing group can be used at any time to make your presentation uniform. To Preview a Transition: You can preview the transition for a selected slide at any time, using either of these two methods: Click the Preview command on the Transitions tab. Click the star Play Animations icon. The icon appears on the Slides tab in the left pane beside any slide that includes a transition. Advancing Slides Automatically Normally, in Slide Show View, you would advance to the next slide by clicking your mouse (or pressing Enter on your keyboard). Using the Advance Slides settings in the Timing group, you can set your presentation to advance on its own instead, and display each slide for a specific amount of time. 1. Select the slide you wish to modify. 2. Locate the Timing group on the Transitions tab. 3. Under Advance Slide, uncheck the box next to On Mouse Click. 14

16 M i c r o s o f t P o w e r P o i n t Part 2 4. In the After field, enter the amount of time you want to display the slide. In this example, we will advance the slide automatically after 1 minute 30 seconds, or 01:30: Select another slide and repeat the process until all the desired slides have the appropriate timing. Note: Again, you can always choose Apply To All for uniformity or to save time. To Remove transitions from all slides, choose one with None and click Apply To All. To Apply an Animation: Animations In PowerPoint you can animate text and objects such as clip art, shapes, and pictures. The Four Types of Animations Entrance: These control how the object enters the slide. Emphasis: These animations occur while the object is on the slide, often triggered by a mouse click. For example, you can set an object to Spin when you click the mouse. Exit: These control how the object exits the slide. For example, with the Fade animation, the object will simply fade away. Motion Paths: These are similar to Emphasis effects, except the object moves within the slide along a pre-determined path, for example a circle. To Apply an Animation to an Object: 1. Select an object. Click the Animations tab. 2. In the Animation group, you can scroll up and down or click the More drop-down arrow to view the available animations. 3. Select the desired animation effect. 15

17 M i c r o s o f t P o w e r P o i n t Part 2 Selecting an effect The object will now have a small number next to it to show that it has an animation. Also, in the Slide Pane, the slide will now have a star symbol next to it. (The number and the star indicate that an effect has been added, just as a star between the slides indicates there is a transition effect.) At the bottom of the menu, you can access even more effects. Effect Options Some effects will have options that you can change. For example, with the Fly In effect, you can control which direction the object comes from. These options can be accessed from the Effect Options command in the Animation group. To Preview Animations: Any animation effects that you have applied will show up when you play the slide show. However, you can also quickly preview the animations for the current slide without viewing the slide show. 1. Navigate to the slide that you want to preview. 2. From the Animations tab, click the Preview command. The animations for the current slide will play. The Animation Pane The Animation Pane allows you to view and manage all of the effects that are on the current slide. You can modify and reorder effects directly from the Animation Pane, which is especially useful when you have a large number of effects. To Open the Animation Pane: 1. From the Animations tab, click the Animation Pane command. 2. The Animation Pane will open on the right side of the window. It will show all of the effects for the current slide in the order that they will appear. 16

18 M i c r o s o f t P o w e r P o i n t Part 2 Adding Charts and Diagrams There are many features and commands you can use in PowerPoint to create visually appealing slides. Two of these features are WordArt andshapes. WordArt allows the user to create stylized text with effects such as textures, shadows, outlines and more. It can be applied to text on any slide. You can also insert a variety of shapes such as rectangles, circles, lines, arrows, callouts and stars. WordArt A WordArt Style will automatically apply several effects to your text at once. You can then refine the look of your text by adding or modifying text effects. 1. Select the text box, or select some text inside of the text box. The Format tab will appear. 2. Click the Format tab. 3. In the WordArt Styles group, click the More drop-down arrow to view all of the available styles. 4. Select the desired style preset to apply the style to your text. 5. After you have applied a WordArt Style, you can still modify the font or font color from the Home tab if desired. To Add or Modify Text Effects: 1. Select the text box, or select some text inside of the text box. The Format tab will appear. 2. Click the Format tab. 3. Click the Text Effects command in the WordArt Styles group. A drop-down menu will appear showing the different effect categories. 4. Hover over an effect category. A drop-down menu will appear. You can hover the mouse over the different presets to see a live preview. Note: In the WordArt Styles group, you can also use the Text Fill and Text Outline drop-down boxes to modify the fill and outline color. 17

19 M i c r o s o f t P o w e r P o i n t Part 2 Shapes To Insert A Shape: 1. Select the Insert tab, and click the Shapes command. 2. Select a shape from the drop-down menu. 3. Click and drag the mouse until the shape is the desired size. 4. Release the mouse button. To Resize a Shape or Text Box: 1. Click on the shape to select it. 2. Click and drag one of the sizing handles on the corners and sides of the text box until it is the desired size. 3. To rotate the shape, drag the green handle. Note: Some shapes also have one or more yellow handles that can be used to modify the shape. For example, with star shapes, you can adjust the length of the points. Tables Tables are another tool you can use to display information in PowerPoint A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. To Insert a Blank Table: 1. On the Insert tab, click the Table command. 2. Hover your mouse over the diagram squares to select the number of columns and rows in the table. 3. Click your mouse. The table will appear on the slide. 4. You can now place the insertion point anywhere in the table to add text. You can also insert a table using the placeholder. Click the Insert Table icon in the placeholder, then enter the desired number of rows and columns. 18

20 M i c r o s o f t P o w e r P o i n t Part 2 To Resize a Table: 1. Position the mouse over one of the sizing handles located around the edge of the table. The cursor will become a pair of directional arrows. 2. Using the sizing handles to resize a table 3. Click, hold, and drag your mouse to make the table bigger or smaller. To Apply a Table Style: 1. Click anywhere on the table. The Table Tools tab will appear on the Ribbon. 2. Select the Table Tools Design tab and locate the Table Styles. 3. Click the More drop-down arrow to see all of the table styles. 4. Hover the mouse over the various styles to see a live preview. Select the desired style. Viewing and Printing In previous versions of PowerPoint, there was a Print Preview option that allowed you to see exactly what the presentation looked like before printing it. You may have noticed that this feature seems to be gone in PowerPoint It actually hasn't disappeared; it's just been combined with the Print window to create the Print pane, which is located in Backstage view. To View the Print Pane: 1. Click the File tab to go to Backstage view. 2. Select Print. The Print pane appears, with the print settings on the left and the Preview on the right. 3. Click the buttons in the interactive below to learn about the various printing settings and options found in the Print pane. 4. Click Print to print out your pages. Note: You may also use the Quick Print option in the Quick Access Toolbar. 19

21 M i c r o s o f t P o w e r P o i n t Part 2 Part 2 Exercises 2A: IMAGES 1. Open Wellness Plan. 2. Insert a clip art image, searching for a healthy image to add to slide Insert an image on slide Resize and move the image on slide 5 to fit under the text. 2B: TRANSITIONS/ANIMATIONS 1. Open Flash Cards. 2. Select a slide and apply a transition. 3. Change the transition duration to 5 seconds. 4. Apply this transition and its settings to all slides. 5. Add an entrance effect to an object on Slide Experiment with different start options and timings. 7. Add two additional effects to any of the objects on any other slides. 2C: SHAPES 1. Open Going Green.. 2. Add some WordArt effects to the text on Slide Insert a shape. 4. Change the shape to a different shape. 5. Change the fill color. 6. Change the outline color. 7. Try various shadow effects. 8. Try various 3-D effects. 2D: TABLES 1. Open Crown and Griffin. 2. Insert a new table with three columns and four rows. Resize the table on slide Apply a Table Style. 4. Use the Table Style Options to make your table have banded rows and a header row. 5. Delete a column from the table 6. Add a border to one of the rows in the table. 20

22 M i c r o s o f t P o w e r P o i n t Part 2 PowerPoint 2010 Slide Show Shortcuts To Perform This Start a presentation from the beginning. Perform the next animation or advance to the next slide. Perform the previous animation or return to the previous slide. Go to slide number. Display a blank black slide, or return to the presentation from a blank black slide. Display a blank white slide, or return to the presentation from a blank white slide. Stop or restart an automatic presentation. End a presentation. Erase on-screen annotations. Go to the next slide, if the next slide is hidden. Set new timings while rehearsing. Use original timings while rehearsing. Use mouse-click to advance while rehearsing. Re-record slide narration and timing Return to the first slide. Press Show or hide the arrow pointer A or = Change the pointer to a pen. Change the pointer to an arrow. Change the pointer to an eraser Show or hide ink markup Hide the pointer and navigation button immediately. Hide the pointer and navigation button in 15 seconds. View the All Slides dialog box View the computer task bar Display the shortcut menu. F5 N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE Number + ENTER B or PERIOD W or COMMA S ESC or HYPHEN E H T O M R Press and hold Right and Left Mouse buttons for 2 seconds CTRL+P CTRL+A CTRL+E CTRL+M CTRL+H CTRL+U CTRL+S CTRL+T SHIFT+F10 21