Creating a slide from scratch POWER BASICS 1. Open the PowerPoint program. The PowerPoint dialog box appears. 2. In the PowerPoint dialog box, click the Blank Presentation option button. The New Slide dialog box appears. It asks you to choose an AutoLayout format. 3. Click the Title Slide layout. It's the first in the list. The name Title Slide appears in the preview box. 4. Click OK. A Title Slide appears, ready for you to work with. Note: The PowerPoint dialog box appears only when you first launch the program. If you are already working in PowerPoint and want to create a new blank presentation, click the New button on the Standard Toolbar OR follow these steps: 1. Click the File menu, then Click New. 2. In the New Presentation dialog box, click Blank Presentation, and then click OK. Adding text to a slide The Title Slide layout contains text boxes for a title and a subtitle. Try typing text into these boxes. 1. Click in the Title text box. A thick gray border appears around the text box indicating that it is selected. 2. Type a title. 3. Click the Subtitle text box and type a subtitle. Adding another slide 1. Click the New Slide button on the Common Tasks toolbar. 2. The AutoLayout dialog box will appear. Choose a layout for your next slide. Saving Your Presentation 1. Click the File menu, and then click Save As. The Save As dialog box will appear. 2. In the File name box, type a name for your presentation. 3. Click Save. Note: Once you have saved your presentation for the first time you can use the Save button on the Standard Toolbar. Switching Views Use the buttons in the lower left corner of your PowerPoint window to switch between the five ways to view your presentation: 1. Normal View 2. Outline View 3. Slide View 4. Slide Sorter View 5. Slide Show Page 1 of 10
Using the Outline View Creating a New Slide At the bottom of the screen, choose the Outline View. 1. Click in the Outline Pane (left side) and type text. 2. Press Enter. 3. A new slide number appears. OR 4. on the menu bar under Insert, choose New Slide. Change Text From Heading To Subheading And Back (Demote And Promote) Check that the Outlining toolbar is showing. 1. On the menu bar under View, choose Toolbars, Outlining. 2. To move text in as a subheading, click on the right arrow at the top of the outlining toolbar OR a. press Tab b. roll the mouse over the slide icon or bullet until a double arrow shows. Then click and drag. 3. To move text out to a heading, click on the left arrow at the top of the outlining toolbar OR a. press Shift + Tab b. roll the mouse over the slide icon or bullet until a double arrow shows. Then click and drag. Change Slide Sequence (Move Slides) In Slide Sorter View 1. Click and drag slides to new positions. 2. Check that the Outlining toolbar is showing. In Outline View 1. On the toolbar, click Collapse All button 2. A line underneath the slide title indicates that more text is available by expanding the view. 3. Drag and drop the titles to rearrange the slides Change The Slide Layout From Outline View 1. Double click a slide 2. From the Menu Bar click Format, Slide Layout 3. Select a new layout. (Hint: Click once on the slide layout and the name for the layout will appear on the right) Page 2 of 10
Text Boxes Moving 1. Click the text box you want to move. A thick gray border will appear around the text box. 2. Place the pointer on the border. The pointer will change into a four-headed arrow. 3. Hold down the mouse button and drag the box to the new location. 4. Release the mouse button. Resizing 1. Click the text box to select it. A gray border will appear around the text box. 2. Place the pointer on a resizing handle. The pointer will change into a two-headed arrow. 3. Hold down the mouse button and drag the resizing handle until the box is the size you want. Drag outwards to make the box larger. Drag inwards to make the box smaller. Adding 1. On the drawing toolbar, click the Text Box button. The pointer will change to a cross. 2. Click on the slide where you want to place the text. A small text box will appear. 3. Type a word in the text box. As you type, the box will expand to fit the text. 4. After you finish typing, click outside the text box. The border around the box will disappear. Deleting 1. Click the text box to select it. A gray border will appear around the text box. 2. Click the box's border. The insertion point will disappear from the text box. 3. Press the Delete key on your keyboard. The text and the border both disappear. The entire text box is deleted. If you want to delete a built-in text box (one that came with the original slide), you need one additional step. 1. Click the text box to select it. 2. Click the box's border and then click the Delete key. The text disappears, but the border remains. 3. Click the border again and press the Delete key. The entire text box is deleted. Adding color 1. Click the text box to select it. 2. On the drawing toolbar, click the arrow beside the Fill Color button, then click the color you want. Outlining 1. Click the text box to select it. A border will appear around the text box. 2. On the drawing toolbar, click the arrow beside the Line Color button, then click a color you d like the line to be. 3. Next, click the Line Style button, and then click a thickness. 4. Finally, click the Dash Style button, and then click the square dot dash option. A dash style box will appear. 5. Click outside the text box to deselect it. Changing your font 1. Click the text box to select it. 2. Place the pointer on the box's border, and click again. The insertion point disappears, indicating that the entire text box is selected. 3. Click the Format menu, then click Font. The Font dialog box appears. Page 3 of 10
Backgrounds Changing color 1. Click the Format menu, then click Background. The Background dialog box will appear. 2. In the Background fill section, click the arrow on the list box to open it. 3. Click More colors to open the Colors dialog box. Changing pattern 1. Click the Format menu, then click Background. The Background dialog box appears. 2. Click the Background Fill list box, then click Fill Effects. The Fill Effects dialog box will appear. Images Adding a shape 1. Click the AutoShapes button, point to Stars and Banners, and then click the 5-point star shape. The pointer will change into a cross. 2. Click anywhere on the slide. A star of predefined size will be inserted. 3. To make the shape larger (or smaller), drag a resizing handle. To resize the shape proportionally, hold down the SHIFT key as you drag. Moving a shape 1. Place the pointer on the star. The pointer turns into a four-headed arrow. 2. Click and hold down the mouse button, then drag the star to the new location. 3. When the star is positioned where you want it, release the mouse button. Adding color and texture 1. Click the star shape to select it. 2. Click the arrow beside the Fill Color button, and then click More Fill Colors. A Colors dialog box appears. 3. Click the Standard tab, then under Colors, click a shade. 4. Click OK to close the Colors dialog box. Next, try adding texture: 1. Click the star to select it. 2. Click the arrow beside the Fill Color button, then click Fill Effects. The Fill Effects dialog box appears. 3. Click the Texture tab. 4. Click on a texture, and then click OK. Adding shadows 1. Click the shape to select it. 2. On the Drawing Toolbar, click the Shadow button, then click a style. Page 4 of 10
POWERPOINT BELLS AND WHISTLES Clip Art You can add clip art to any slide using the Insert Clip Art button on the Standard Toolbar. 1. On the Standard Toolbar, click the Insert Clip Art button. 2. The Microsoft Clip gallery dialog box appears. 3. Click the Clip Art tab. 4. In the Categories list, click Cartoons. PowerPoint displays clip art from the Cartoons category. 5. Click an image to select it. 6. Click the Insert button. The cartoon image is inserted on your slide. Resizing clip art Like text boxes and shapes, it's easy to change the size of a clip art image. 1. Click the cartoon image to select it. 2. Place the pointer on a resizing handle. The pointer will change into a two-headed arrow. 3. While holding down the mouse button, drag your mouse outwards. This will enlarge the image. If you drag your mouse inwards, you will reduce the size of the image. 4. When the image is the size you want, release the mouse button. Cropping clip art When you resize an image, you make the whole image larger or smaller. When you crop an image, you actually remove parts of the image. 1. Click the image to select it. Resizing handles will appear around the image. 2. On the picture toolbar, click the Crop button. 3. Place the pointer in the center of a resizing handle. The pointer will change into a cropping tool. 4. Holding down the mouse button, drag inwards. A part of the image will disappear. 5. When enough of the image has been cropped, release the mouse button. 6. To turn the cropping tool off, click the crop button on the picture toolbar. Layering images Sometimes you may end up with images overlapping each other on a slide. 1. Click the image to select it. 2. On the drawing toolbar, click the Draw button. The Draw menu appears. 3. Point to Order, and then click Send to Back. To bring the orange square back to the front. 1. Click the orange square to select it. 2. Click the Draw menu, point to Order, and then click Bring to Front. The World Wide Web 1. Position your cursor over the picture. 2. Click your right mouse button. A pop-up menu will appear. 3. Select Save Picture As in the pop-up menu. The Save Picture window will appear. 4. Type a name for the image into the Save Picture window and find a directory to store it in. 5. Click the Save button. Page 5 of 10
Adding Motion Moving slides around The Slide Sorter View is the easiest place to rearrange the order of your slides. 1. Click Slide you want to move and hold down the mouse button. A small gray rectangle appears on the pointer. 2. Drag the pointer to the slide's new position. A vertical line should appear. 3. Release the mouse button. Adding a Transition A transition is a special effect used to introduce a slide during a slide show. 1. In Slide Sorter View, click the slide you want to add the transition to. 2. Click the Slide Show menu, then click Slide Transition. 3. In the Effect list box, click a transition. 4. If you want your slide show to run automatically click the check box next to Automatically After 5. In the seconds box, type the number of seconds to remain on the slide. 6. Option button to select a speed for the transition. 7. Click the Apply button. A slide transition icon appears under the slide's left corner, indicating that the transition has been applied. Animating Text You can animate the text in text boxes or bulleted lists to appear letter by letter, word by word, or line by line. 1. In Slide View, select the text you want to animate by clicking it. 2. On the Animation Effects Toolbar, click the effect you want on the Text Effect button. Changing animation order Normally, the object that is animated first appears first, but you can rearrange the order. 1. Click the object you want to change. 2. On the Animation Effects Toolbar, click the drop-down list and select the number 1. Hyperlinks 1. Select the text or object you want to represent the hyperlink. 2. Click Insert, Hyperlink 3. Along the left side, select what you would like to link to and fill in the necessary information 4. Click OK. Action Buttons Action buttons are ready-made buttons that appear pressed in when you click them during a slide show. 1. Select the slide you want to place a button on. (To place the buttons on every slide, point to Master on the View menu, and then click Slide Master.) 2. Point to Action Buttons on the Slide Show menu, and then select the button you want for example, Home, Back or Previous, Forward or Next, Beginning, End, or Return. 3. To insert a button with a predefined size, click the slide. 4. To change the size of the button, drag the shape to the size you want. To maintain the shape's width-to-height ratio, hold down SHIFT as you drag the shape. 5. When the Action Settings dialog box appears, click OK to accept the proposed hyperlink in the Hyperlink to list, or specify the link you want. Page 6 of 10
Sound Adding sound to animations Some of the animations in PowerPoint, for example, the Flying Effect, already have sound built into them. But most of the animations do not have sound effects. You can add sound to any animation. You can also replace the current sound effect on an animation with a new one. 1. In Slide View, select the animated object you want to add the sound effect to by clicking it. 2. Click the Slide Show menu, then click Custom Animation. You can also click the Custom Animation button on the Animation Effects toolbar. 3. Under Entry animation and sound, select a sound effect from the drop-down list. 4. If you want to preview the sound effect, click the Preview Button. 5. Click OK to add the sound to the animation. The sound is added to the animated object. Recording your own sound files To record sound files, you need to plug a microphone into the mic jack on your computer's sound card or change the recording settings to CD. This is done in the properties of Volume Control. The following steps show you how to record a narration for a slide. 1. Go to Slide View and display the slide you want to add a recording to. 2. Click the Insert menu, point to Movies and Sounds, then click Record Sound. 3. When the Record Sound dialog box appears, type a name for your recording in the Name box. Below the name box are three buttons. The first button, with the arrow, is the Play button. The middle button, with the square, is the Stop button. The last button, with a red dot, is the Record button. 1. To start recording, click the Record button, then begin talking into your microphone. 2. When you finish talking, click the Stop button. 3. Click the Play button to play back your recording. Attaching your sound files to objects PowerPoint lets you attach your recordings to objects on your slides. However, the objects must be animated before you can attach a sound file to them. 1. In Slide View, display the slide you want to add the sound file to. 2. Record your narration. 3. In Slide View, click the object that you want to add the recording to. For example, the cartoon. 4. Click the Slide Show menu, then click Custom Animation. The Custom Animation dialog box will appear. 5. Click the Effects tab. 6. If the object isn't animated yet, click an effect in the Effect drop-down list. 7. Next, find your recording in the Sound drop-down list and click it. 8. Click OK. The sound file is now added to the object Page 7 of 10
Adding music from CDs You can add CD music tracks to your PowerPoint presentations. However, you can only add the music tracks to slides. The track will not attach to objects, animations, or transitions. 1. In Slide View, display the slide you want to add the music track to. Click the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track. The Play Options dialog box will appear. 2. Under Play CD Audio Track, enter the music track number in the Start and End Track boxes provided. For example, to add the second track of the CD, type 2 in the Start Track box and in the End Track box. If you want to play just the first 10 seconds of the track, type 10 seconds in the End Track At box. 3. Then click OK. 4. A CD icon appears in the middle of your slide. You can resize this icon or move it to other parts of the slide. 5. To play the CD track, double-click the CD icon. But make sure the CD is in the drive. Otherwise, the music won't play. You can use the Windows CD Player to determine the start and end times of a portion of music on a CD. To open the Windows CD Player in Windows 95, go to your Windows desktop and click the Start button. Point to Programs, point to Accessories, then Multimedia, and click CD Player. Making music play automatically You can make the music play automatically if you give the CD icon an animation order. 1. In Slide View, click the CD icon to select it. 2. Click the Slide Show menu, then click Custom Animation. The Custom Animation dialog box will appear. 3. Click the Play Settings tab, and then click the check box beside Play using animation order. The CD file appears in the Animation order box. 4. Next, click the Effects tab, and then select an animation effect from the Effect dropdown list. For example, Crawl From Right. 5. Click OK to close the Custom Animation dialog box. Adding sound files from other sources You can add sound files to your presentations from a variety of sources. 1. Click the Insert menu, point to Movies and Sounds, then click Sound from File. 2. In the Look in box, specify the drive and folder where the sound file is located. 3. In the file list, click the sound file you want, then click OK. Page 8 of 10
Video and Movies Adding a video clip If you want to add a video clip to your presentation, you can search for one in PowerPoint's Microsoft Clip Gallery. 1. To add one of these video clips to your presentation, follow these steps: 2. Click the Insert menu, point to Movies and Sounds, and then click Movie from Gallery. 3. In the Microsoft Clip Gallery dialog box, click the Videos tab, then click the video clip you want. 4. Click the Insert button. The video clip icon, a blacked-out video screen, will appear on your slide. You can also add video clips from other sources such as CDs or the Internet. 1. Click the Insert menu, point to Movies and Sounds, and then click Movie from File. The Insert Movie dialog box will appear. 2. In the Look in box, locate the drive and folder where you have saved the video clip. 3. Select the video clip file from the file list, then click OK. A video screen icon is added to the slide. You can resize the icon or move it to other areas of the slide. Playing video clips The default way to play a video clip during a slide show is to click the video screen icon. However, the video clip will play automatically if you give it an animation order. To set up the video clip so that it plays automatically, follow these steps: 1. In Slide View, click the video screen icon to select it. 2. Click the Slide Show menu, then click Custom Animation. 3. Select the video clip in the Animation order list. 4. Click the Play Settings tab, then click the check box beside Play using animation order. 5. Click the Effects tab. 6. In the Effects drop-down list, choose an effect. For example, Crawl from Top. 7. Click OK to close the Custom Animation dialog box. Page 9 of 10
Charts, Graphs, and Tables To add a chart to any slide, click the Insert Chart button on the Standard Toolbar. When you insert a chart, a sample data sheet and corresponding bar chart will appear on your slide. To create your own chart, you can replace the data in the sample data sheet with your own. Adding and deleting information The default chart has four sets of bars, and its data sheet has four columns of information filled in. What if your presentation requires more than four columns/bars, fill in additional columns on your data sheet. You can also remove columns or bars from your data sheet and chart: 1. Click the column heading of the column you want to delete. For example, Column D. 2. Click the Edit menu, then click Delete. The data disappears from the column and the corresponding bars disappear from the chart. Changing the type of chart The default chart in PowerPoint is a bar chart. If you think your information would be better as a different type of chart, you can change the chart type. The following steps show you how to convert the bar chart to a pie chart: 1. Double-click the chart you want to change. A heavy border appears around the chart, and the data sheet appears. 2. Click the Chart menu, then click Chart Type. A Chart Type dialog box appears. 3. In the Chart Type list, click Pie, and then click OK. The information in your data sheet will now be displayed in a pie chart. Adding a table You can add a table to a slide using the Insert Microsoft Word Table button on the Standard Toolbar. 1. On the Standard Toolbar, click the Insert Microsoft Word Table button. 2. In the drop-down box, click and drag the pointer across the number of rows and columns you want for your table. For example, three rows and three columns. 3. Release the mouse button. The table work window will appear. Adjusting the height and width of cells A cell is the box that is formed in a table where a row and a column intersect. Each cell holds a unit of information. To adjust the height or width of the cells follow these steps: 1. Double-click the table to enter the table work window 2. Place the mouse pointer on the gridlines you wish to adjust 3. Drag and Drop to your desired height or width Page 10 of 10