PowerPoint Level I. Agenda. Entering Text & Understanding Text Boxes. Creating New Slides. Inserting Charts & Graphs

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1 Lane Medical Library Stanford University Medical Center PowerPoint Level I Agenda PowerPoint is a presentation tool that can help you organize and professionally deliver your ideas. This class will cover: 1. Creating Slides: text, pictures, charts & drawing tools 2. View Options: normal, slide show, slide sorter, notes 3. Templates & Basic Animation 4. Print Options Outline/ Thumbnails Menus Task Pane Drawing Toolbar Creating Slides Entering Text & Understanding Text Boxes Click your mouse on the slide where you see Click to add title and begin typing. Formatting can be done to any portion of the text or to the entire box. To select the entire box, click on the shading outlining the box. Use any formatting tool on the text formatting toolbar; you will recognize these formatting tools from Microsoft Word or other Word Processors. Creating New Slides Select from the Insert Menu: Insert > New Slide (Keyboard shortcut is Ctrl-M) When your new slide is displayed, notice the task pane on the right is context sensitive and changes to Slide Layout. Select a layout by clicking on it. Slide Layouts include standard layouts with placeholders for the title of your slide, bulleted lists, as well as images, charts, and other objects. Inserting Charts & Graphs There are two approaches to inserting charts and graphs: 1. Create your chart or graph within PowerPoint. Select Insert > Chart from the Menus. See the mini Excel sheet with some editable default data 2. Copy a chart or graph from Excel and paste into your presentation. This is often the better option, especially when you have prepared your data in Excel. To copy from Excel, simply open Excel, select and copy your chart, then paste into PowerPoint. PowerPoint Level I. 1

2 Creating Slides (continued) Inserting Pictures & Images You can either insert an image you have stored on your hard drive, or, simply copy/paste from another program. To insert: Either select from the Insert menu, Insert > Picture > From File. Or, click on this icon on the drawing toolbar: You will see a pop-up window which you can use to browse to your file. Double click on your file to insert. Good file types for presentations include *.jpg/jpeg, *.gif, *.png, and *.tiff The Drawing Toolbar This toolbar is located at the bottom of your screen. The first set of tools in the diagram below are for creating new objects (e.g., text boxes, arrows, shapes). The second set of tools are for formatting (e.g., background, outline, and text colors). Common useful drawing tools: Fill color/background color Line style/thickness Line color/outline color Font color Moving & Resizing Objects To move or resize an object, first select it. To select a text box, click on one of the shaded sides of the box. To select any other object (such as an image or chart), click anywhere on the object. To move a selected object, simply click, drag, and drop. To resize an object while maintaining the same height-width proportions (especially important for images), grab the box at one of the corners. Notice that your mouse changes to double diagonal arrows. To change the width or height of an object, grab the box on one of the sides. Notice the mouse pointer changes to horizontal or vertical double arrows. View Options Normal View The default view when working in PowerPoint is the Normal View. You can access other views from the View menu. Notes View Select from the View Menu: View > Notes Page. Create notes for yourself that will not be seen in the slide show. Then select the notes option when you print. PowerPoint Level I. 2

3 View Options (continued) Slide Show View Select from the View Menu: View > Slide Show (Keyboard shortcut is F5). This starts your presentation with your first slide. Navigate with the keyboard or your mouse. To Move Forward Mouse Click Right arrow key Down arrow key Page Down key Enter key To Move Back Right mouse click, select Previous Up arrow key Left arrow Page Up To Exit Right mouse click, select End Show Esc key Instead of starting your slideshow from the first slide, you may want to start from another selected slide. To do so, use the icon in the lower left of your PowerPoint screen, show in the example below. (Keyboard shortcut Shift-F5) Slide Sorter View Select from the View Menu: View > Slide Sorter. Get a birds eye view of your entire presentation when it becomes longer than what is viewable in the left column while in normal view. Drag and drop to sort files here. To insert a slide from another file: 1. Select from the Insert Menu: Insert > Slides from Files 2. In the pop up window, browse your computer to locate the files that contains the slide(s) you want to insert. Select one or more by holding down the shift key, then click Insert. Rehearse Timings Practice covering your material in your allotted time with Rehearse Timings 1. Select from the Slide Show menu, Slide Show > Rehearse Timings 2. This will run your slide show with a timer. 3. Next time you run your show (F5) the slides and animation will move forward at the same speed as during Rehearse Timings To remove the automatic transitions from the Slide Show: 1. Open the Slide Transition Task Pane. 2. Under Advance Slide, De-select Automatically After 3. Make sure On mouse click is checked 4. Click Apply to All Slides PowerPoint Level I. 3

4 Templates & Basic Animation Design Templates PowerPoint includes many design templates to select from. Each includes a color palette, fonts, and a background. Select a new template from the Format menu, Format > Slide Design Or, select the Slide Design Task Pane from the Task Pane pulldown menu. Click Color Scheme to change the color scheme, or Design Template to change the Design Template. Footer Text Select from the View menu, View > Header and Footer Check the Footer box to add text, such as your name and department, to the footer of your slide. Check other boxes as desired. Click Apply to All when done. Slide Transitions Apply slide transitions to include a special effect while moving from one slide to the next. 1. Open the Slide Transition Task Pane (Use Task Pane pulldown OR Slide Show > Slide Transition ) 2. As you click on a transition from the menu, you will see a preview of the effect in your current slide. 3. Modify transition with Speed and Sound. 4. Click Apply to All Sides at the bottom of the menu to apply to all. Basic Animation Apply animation to bulleted lists to make list items appear one at a time. 1. Open a slide with a bulleted list in the Normal View. 2. Open the Animation Schemes Task Pane (Use Task Pane OR Slide Show > Animation Schemes ) 3. Click on each animation to see a preview. Note that animation schemes work with objects in default slide layouts. Use custom animation to animate other objects on your slide. Print Options Select File > Print. See the options bottom section of the pop-up window, under Print what Print transparencies with the Slides option Print Handouts, and choose how many slides per page Notes pages include slides with notes On the lower left, be sure to select Grayscale or Pure black and white if you used a dark background in your Design Template. PowerPoint Level I. 4

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