Microsoft PowerPoint 2008

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1 Microsoft PowerPoint 2008 Starting PowerPoint... 2 Creating Slides in Your Presentation... 3 Beginning with the Title Slide... 3 Inserting a New Slide... 3 Slide Layouts... 3 Adding an Image to a Slide... 4 Downloading Images from the Internet... 5 Adding Shapes to a Slide... 6 Adding a Table to a Slide... 8 Inserting a Hyperlink to a Website... 9 Inserting a Link to Another Slide...10 Different PowerPoint Views...11 The Normal View...11 The Slide Sorter View...11 The Notes Page View...11 The Slide Show View...11 Applying a Theme to a Presentation...12 Customizing an Existing Theme...13 Creating Your Own Theme...14 Slide Transitions...17 Animating Objects within a Slide...19 Inserting Music into Your Presentation...20 Your Presentation in Action...22 A Quick Way to Start a Presentation...22 Moving to the Next Slide...22 Returning to the Previous Slide...22 Exiting a Presentation...22 Printing Slides, Handouts, and Notes...23 Saving Your Presentation as Launchable Show...24 Dianne Harrison Ferro Mesarch

2 Starting PowerPoint 1. Click on the Microsoft PowerPoint icon on the Dock or click on the Finder icon, click on the Applications option, open the Microsoft 2008 folder and double-click on the PowerPoint icon. 2. The Microsoft PowerPoint application will open in its own window. The table below lists the different features and provides a brief description of each one The Apple Menu Bar The Standard Toolbar The Elements Gallery The Slide Layout Pane The Slide Area Attribute The Apple Menu Bar The Standard Toolbar The Elements Gallery The Slide Layout Pane The Slide Area Description The words listed at the top of the application window, to the right of the Apple icon. You can access most application commands from the Apple menu bar. The icons underneath the Apple menu bar, which provide quick access to commonly used commands. The row of tabs underneath the standard toolbar, which offers a quick way to insert things into your PowerPoint presentation, such as themes, transitions and charts. The area on the left side of the window that allows you to easily switch between the Outline and the Slides views. The default view is Slides. The area taking up most of your screen, where you actually work on your presentation slides. 2

3 Creating Slides in Your Presentation Beginning with the Title Slide Upon opening PowerPoint, the application automatically displays a new, blank presentation. Presentation 1 will be displayed in the title bar to indicate this. In addition, a title slide will be automatically displayed. To begin creating your presentation, click once in the Click to Add Title field and type the presentation's title. If you want to add a subtitle, click once in the Click to Add Subtitle field and type the desired text. Inserting a New Slide 1. Click on the word Insert in the Apple menu bar. 2. Click on the New Slide option. 3. A Title and Content slide, which is the PowerPoint default for all newly inserted slides, will appear in your presentation. 4. If you want to choose a different slide layout, click on the Slide Layouts tab in the Elements Gallery to display more layouts. 5. The slide layout name will display below the All Layouts icon as you hold your mouse over each layout type. 6. Choose the desired layout by clicking once on the desired icon. 7. The selected slide layout will now appear in your presentation. Slide Layouts PowerPoint 2008 has eleven slide layouts from which to choose. All of them, except for the blank one, have placeholders for objects, such as titles, text, clip art, tables, and charts. 3

4 Adding an Image to a Slide 1. Insert a new slide and choose the Title Only or Blank slide layout. 2. If using the Title Only slide layout, type the title of the slide in the Click To Add Title area. 3. Click once in the blank portion of the slide. 4. Click on the word Insert in the Apple menu bar. 5. Click on the Picture option. 6. The Choose a Picture dialog will appear. 7. Browse to the folder that contains the picture you wish to insert. 8. Select the picture. 9. Click on the Insert button. 10. The picture will be inserted into the slide. 11. You can click on the Gallery icon (located in the standard toolbar) to display the Formatting Palette. 12. Expand the Picture section to display commands that you can use to use to adjust your image. 13. You can also resize the picture using the handles that appear around it. Note: If you want to resize the picture using the handles that appear around it, make sure that you use the corner handles to ensure proportional resizing, otherwise you risk distorting the picture. 4

5 Downloading Images from the Internet My favorite source for images is Google Image Search. Simply browse to and click on the Images link, located in the upper left-hand corner. You will be ready to search for images. 1. Type the criteria for the desired images and click on the Search button. 2. Click once on the thumbnail of the image that you want to download. 3. The image will open. 4. Click on the Full-Size Image link, located on the right-hand side of the Safari window. 5. The image will open in full-size resolution. 6. Press the Control key and click once on the image at the same time. 7. A menu will appear. 8. Choose the Save Image As option. 9. The Export As dialog will appear. 10. Type the image name in the Export As field. 11. Navigate to the folder where you want to save the image in the Where field. 12. Click on the Save button. 13. Your image will be saved onto your computer, ready to use. 14. You can close your Internet browser. 5

6 Adding Shapes to a Slide 1. Insert a new slide and choose the Title Only or Blank slide layout. 2. If using the Title Only slide layout, type the title of the slide in the Click To Add Title area. 3. Click once in the blank portion of the slide. 4. Click on the Shapes icon in the standard toolbar. 5. A dropdown menu will appear. 6. Select the desired shape, and using your mouse, draw it on the slide. 7. The shape will be inserted. 8. To change your shape s appearance (color, line thickness, size), press the Control key and click on the shape simultaneously. 9. Choose the option Format Shape from the sub-menu that appears. 10. The Format Shape dialog will open. 11. Use the commands listed within the dialog to change how your shape appears. 12. To add text to your shape, press the Control key and click on the shape simultaneously. 13. Choose the option Edit Text from the sub-menu that appears. 14. Your cursor will appear as a thin straight line within the shape, blinking on and off. 6

7 15. Start typing and your text will appear within the shape. 16. To format the text within your shape, press the Control key and click on the shape simultaneously. 17. Choose the option Format Text from the sub-menu that appears. 18. The Format Text dialog will open. 19. Use the commands listed within it to change how your text appears. 7

8 Adding a Table to a Slide 1. Insert a new slide and choose the Title Only or Blank slide layout. 2. If using the Title Only slide layout, type the title of the slide in the Click To Add Title area. 3. Click once in the blank portion of the slide. 4. Click on the Table icon in the standard toolbar. 5. A grid menu will appear. 6. Move the pointer to select the number of rows and columns that you want. 7. A table will be inserted into the slide and the Table Styles tab of the Elements Gallery will expand. 8. To add text to the table cells, click a cell, and then enter your text. 9. To format your table, use the Table Styles tab of the Elements Gallery. Note: DO NOT MAKE YOUR TABLES TOO BIG. A PowerPoint slide only has a certain amount of space. People cannot see the details if you have too many columns and rows. Presentations should enhance your speech, not reproduce it word-for-word. 8

9 Inserting a Hyperlink to a Website 1. Go to the slide where you want to add a link. 2. Type the text that you want to turn into a link. 3. Open your web browser. 4. Browse to the desired web site. 5. Copy the URL. 6. Return to your presentation. 7. Select the text that you want to turn into a link. 8. Click on the word Insert in the Apple menu bar. 9. Click on the Hyperlink option. 10. The Insert Hyperlink dialog will open. 11. Paste the URL into the Link to field. 12. Click on the OK button. 13. The text that you selected will now be a link to a website that is usable during your show. Note: To test your link, click on the word View in the Apple menu bar and choose the Slide Show option. Hyperlinks will not work in the Normal view. 9

10 Inserting a Link to Another Slide 1. Go to the slide where you want to add a link. 2. Type the text that you want to turn into a link. 3. Select that text. 4. Click on the word Insert in the Apple menu bar. 5. Click on the Hyperlink option. 6. The Insert Hyperlink dialog will open. 7. Click on the Document tab. 8. Click on the Locate button. 9. The Select Place in Document dialog will open. 10. Expand the Slide Titles option. 11. Click on the slide to which you want to link. 12. Click on the OK button. 13. You will return to the Insert Hyperlink dialog. 14. Click on the OK button. 15. The text that you selected will now be a link that is usable during your show. 10

11 Different PowerPoint Views The Normal View The Normal view is PowerPoint s default view. It displays the Slide Layout pane, the Notes pane and the slide itself. You can select any slide from the Slide Layout Pane to move, edit or delete it. The Slide Sorter View You can access the Slide Sorter view by clicking on the word View in the Apple menu bar and choosing the Slide Sorter option. The Slide Sorter view displays all of your slides in miniature. This view is optimal for moving and copying slides, especially from one presentation to another. Slide repositioning is accomplished by selecting and dragging or copying and pasting slides. The Notes Page View You can access the Notes Page view by clicking on the word View in the Apple menu bar and choosing the Notes Page option. The Notes Page view opens the area where you can add text for notes. While your notes will not be visible on screen during your slide show, you can print them out for reference purposes. The Slide Show View You can access the Slide Show view by clicking on the word View in the Apple menu bar and choosing the Slide Show option or by clicking on the words Slide Show in the Apple menu bar and choosing the View Slide Show option. This is how you access your actual slide show! All transitions, animations, and timing will be visible. 11

12 Applying a Theme to a Presentation Themes are ready made backgrounds that you can apply to your presentation to make it more visually interesting. The term theme replaces the term design template that was used in early versions of PowerPoint. 1. Click on the Slide Themes tab in the Elements Gallery to display various theme options. 2. To view more themes, click on the right-hand arrow of the 1 of 6 icon. 3. Once you find the desired theme, click on it. 4. The theme will be applied to all of the slides within your presentation. 5. Check each slide to make sure that your text and images are placed and sized correctly, adjusting them as necessary. 6. Save your changes. Note: To apply a theme to only one slide. a. Press the Control key and click once on the desired slide. b. Choose the Duplicate Slide option. c. Holding down the Shift key, select both the original slide and its duplicate. d. Press the Control key and click once on either slide. e. Choose the option Slide Theme and then From Gallery. f. Select a new Slide Theme from the gallery. g. It will be applied to the selected slide. h. Delete the duplicate slide. 12

13 Customizing an Existing Theme You can customize the colors, fonts and backgrounds of any default themes. 1. Apply a theme to your presentation. 2. Click on the Toolbox icon, located in the standard menu bar. 3. The Formatting Palette will appear. 4. Expand the Document Theme section. 5. Click on the downward pointing arrow to the right of the Colors field. 6. Click on the color option that you want and it will be applied to your presentation. 7. If you want to save it, click on the Save Theme icon. 8. Your customized theme will be saved and ready to use in other presentations. Note: You can customize a theme s fonts by clicking on the downward pointing arrow to the right of the Fonts field and choosing different font combinations. Note 2: You can customize a theme s background by clicking on a background icon in the Slide Background field. 13

14 Creating Your Own Theme If you don t like Microsoft s provided themes, you can create your own. 1. Open a blank presentation. 2. Click on the word View in the Apple menu bar. 3. Click on the Master» Slide Master option. 4. The Slide Master window will open. 5. Select the Slide Master (slide 1) from the slide layout pane on the left. 6. The Click To Edit Master Title Style slide will appear. 14

15 7. Click on the Toolbox icon in the standard menu bar to display the Formatting Palette. 8. Click on the Format Background option. 9. The Format Background dialog will appear. 10. Click on the Picture tab to add a picture as your slide s background. 11. When you are done selecting an image and choosing its transparency, click on the Apply button. 12. You will return to your master slide. 13. Use the other fields in the Formatting Palette to change the fonts of your master slide. 15

16 14. Once you are done creating your theme, click on the Close Master icon. (This step is incredibly important!) 15. Click on the Save Theme icon located on the Formatting Palette. 16. The Save Theme dialog will appear. 17. Type your new theme s name in the Save As field. 18. Accept the default file location and click on the Save button. 19. Your newly created theme will be saved and ready to use in other presentations. You can find it in by clicking on the Custom Themes button. 20. You can close the presentation in which you created the theme without saving. 16

17 Slide Transitions Transitions perform an effect as you move from one slide to the next. In PowerPoint 2008, transitions can be added by using the Transitions tab in the Elements Gallery. 1. Select the slide to which you want to add a transition. 2. Click on the Transitions tab in the Elements Gallery. 3. The Transitions tab will expand to display the available transitions. 4. You can browse through the various categories by clicking on the various buttons. 5. Click on a transition icon to apply it. 6. Click on the Options button to display the Transition Options dialog. 7. Select the transition speed and direction (if applicable) by using the fields located in the Effect section. 8. You can add a sound to your transition by using the arrows to the right of the Sound field. 9. To apply the transition to all of your slides, click on the Apply to All icon. 10. To apply the transition to just the selected slide, click on the Apply icon. 17

18 Note: To preview your transition, click on the word View in the Apple menu bar and choose the Custom Animation option. The Custom Animation dialog will open. Click on the Preview icon. Note 2: To remove a transition, select the slide that has the transition, click on the Transitions tab in the Elements Gallery and click on the No Transition icon. Note 3: Use transitions and sound effects sparingly. Although they can be useful in making a presentation more dynamic and help emphasize a point, too many transitions and sounds can be distracting. 18

19 Animating Objects within a Slide You can animate various elements within your slides. For example, you can have text appear bullet-by-bullet or have objects fly in from a particular direction. 1. Go to the slide that has the text or objects you want to animate. 2. Select the part of the slide that you want to animate 3. Click on the word View in the Apple menu bar. 4. Choose the Custom Animation option. 5. The Custom Animation dialog will open. 6. Click on one of the Effect Type icons to display a dropdown menu of effects. The Effect Type icons The Remove icon 7. Click once on the desired effect type. 8. Use the other fields within the dialog to customize the animation, i.e., when it starts, its speed, and its direction. 9. To test your slide animations, click on the Preview icon. 10. Once satisfied, save your presentation. Note: To remove a custom animation, select the animated object within the slide and click on the Remove icon within the Custom Animation dialog. 19

20 Inserting Music into Your Presentation You can insert music into your presentation. Whether you want music playing throughout your presentation or just on one slide, the choice is yours. 1. Go to the slide where you want to add the sound. 2. Click on the word View in the Apple menu bar. 3. Choose the Sound and Music >> From File options. 4. The Insert Sound dialog will appear. 5. Browse to the folder that contains the sound file, select it, and click on the Insert button. 6. A sound icon will be inserted into the slide and you will be prompted to choose if you want to play the sound When Clicked or Automatically. 7. Choose Automatically. 8. You can test your sound by starting your slide show. 20

21 9. To customize your sound s setting, open the Custom Animation dialog and select the sound file s name in the Animation Order field. 10. Use the fields below to customize your sound. The sound file s name Note: To have a sound playing throughout your presentation, enable the After field in the Media Options section. Type the total number of slides within your presentation in that field, so that the sound plays through all of them. 21

22 Your Presentation in Action Once you have created your presentation and are ready to display it in public, you will need to know how to move around in it. A Quick Way to Start a Presentation Press the + Enter keys on the keyboard. Moving to the Next Slide Press the Enter key. Click the mouse button. Press the Down or the Right arrow key. Returning to the Previous Slide Press the Up or the Left arrow key. Exiting a Presentation Press the ESC key. 22

23 Printing Slides, Handouts, and Notes PowerPoint enables you to specify what component of your presentation you want to print. You can access the following print options. Slides, which prints one slide per page. Handouts, which prints two, three, four, six, or nine slide images per page. Notes, which contain your speaking notes and a slide image. Outline, which prints the presentation in a outlined form, using the slide titles as the outline text. 1. Open the presentation you want to print. 2. Click on the word File in the Apple menu bar. 3. Select the option Print. 4. The Print dialog will appear. 5. Click once on the arrows to the right of the Print What field. 6. Choose how you want to print your presentation. 7. Click on the Print button. 23

24 Saving Your Presentation as Launchable Show You can save your presentation as a PowerPoint Show. When you double-click on a PowerPoint Show icon, the presentation automatically opens in the Slide Show view. This feature is extremely convenient if you are going to be presenting on a computer that might not have Microsoft PowerPoint installed on it. Anyone can download the free PowerPoint Viewer software, which will allow you to view your presentation, as long as it is saved as a PowerPoint Show. 1. Click on the word File in the Apple menu bar. 2. Choose the option Save As. 3. The Save As dialog will appear. 4. Navigate to where you want to save the show. 5. Click on the arrows to the right of the Format field. 6. Choose the option PowerPoint Show. 7. Click on the Save button. 8. Your presentation will be saved as a launchable show. Note: You cannot make any changes to a PowerPoint Show. So, you need to save your presentation normally before saving it as a launchable show. That way, you can make edits to the original. Note 2: You can find the PowerPoint Viewer software online at Microsoft s download center, which is located at Type PowerPoint Viewer in the search field and click on the Search icon. 24

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