Microsoft PowerPoint Instructor: Jonathan Barkand (412-655-8447) Creating a new presentation: When creating a presentation you can either choose a blank presentation or a design template. In most cases a template is chosen, but if you intend to use your own backgrounds or just plain colors, blank presentation is the best choice. There are two options when PowerPoint starts up. If you see a screen pop up saying, create new presentation, you will see the choices design template and blank presentation. We are going to make the choice design template, then click OK. If you do not see this window then please click on file then click on new, then click on the tab design templates. We are going to choose the template Azure, then click OK. Creating slides After you choose the template you will have a new window asking you what layout you would like to create, since we are going to create a title slide. Please click on the choice Title Slide and then click on OK. Anytime you want to make a new slide. Click on Insert and then click on New Slide. PowerPoint Windows The main window is the slide window, it shows what your presentation will look like. The window on the far left is called the outline window, it gives a layout of your slides and their names. This window makes navigating through your slide show easier. The window at the very bottom is the notes window. Most people don t use this, they use Microsoft Word instead. The only reason to use it is that it keeps your notes with your presentation. Inserting Text Inserting text is very simple, since we created a title slide all we have do is click where is says, Click to add title. Please type whatever you want your slide show to be about. Whenever you type in your title, it should appear in the outline window as the title of this slide. Also I would like you to click in the other box and put your name. Now if you are ever working on a slide and you want to insert text and you don t have a text box, you have to create your own. This is done by clicking on the word insert and then going down to text box. After you click on text box, you will need to choose the area you would like to put the text box. When creating a text box you want to place your cursor in the top left of the area you want to make a box. After you have done that, left click and hold, and once the text box is basically the size you want, release the left mouse button. 2005 Jonathan Barkand Page 1 of 5
Moving, Resizing and Deleting Text Boxes To move the box you must first be sure you have the text you want to move selected. You will know because a dashed box will appear around your text and you will have small boxes on the 4 corners and midpoint of each side. To move the box just place your arrow on any side (but not on the squares) and wait till your cursor changes to arrow s facing every direction. Then left click and hold and move the box to the location you desire. To resize the box you must place your cursor over one of the boxes, preferably a corner box so you can move any direction. After you place your cursor over a corner box and your cursor will change to the double arrows, left click and hold. To resize move inward or outward. To delete a text box, simply click on (not in) the text box you want to delete and press the Delete button on your keyboard. Adding Pictures and WordArt We will add WordArt first. WordArt is the same as the WordArt in Microsoft Word. To insert WordArt click on insert, then go to picture and finally go over and click on WordArt. Then pick your WordArt style and click OK and then type what you want. For this class just type your name and press OK Once your name appears you can move and resize. Next we will add a picture. You can add any type of picture. We will add a clip art picture. To do this click on insert, then go down to picture, and click on clip art. Once you find a picture you like. Click on it, then click on the first button at the top, it will say Insert Clip if you hold your mouse over it. Once the picture is inserted you can also change the size and position of it. But since it s a picture you need to keep it proportional, this is done by holding the shift button on your keyboard and then resizing. Changing Font This is basically the same process as changing font in Microsoft Word. Highlight the font you want to change, then click on format in the menu bar. Then change the text however you want. You can also use the shortcuts for editing text. Setting Custom Animations To set Custom animation for the slide your working on, click on Slideshow then click on Custom Animation. You will get a new window showing all the objects on your slide you wish to animate. In the top left of the window you have the objects you can animate, place a checkmark beside the object you want to animate. In the entry animation and sound window you will see dropdown menus. Click on the no effect drop down menu, we are going to select Fly. The dropdown menu to the right of it, tells options for the fly effect. In this case it is direction, though it will differ for every effect. Choose any option you prefer. You can also have a sound play when the effect occurs. This is usually not done on professional presentations though. You can then set 2005 Jonathan Barkand Page 2 of 5
all your effects for the slide in this fashion and then click the Preview button to see how it will look Setting Order and Timing for Effects Setting the order and timing of animation, is still under the Custom Animation menu, but you have to click on the order and timing tab. To change the timing and order for all the animations you must make sure you have them all check marked. To move animations, just click on the one you want to move and use the arrows to the right to change its position. The more complicated issue is timing. The default setting is that you must click the mouse button to have information appear. In most cases it would be better for some information to appear or start automatically. The title for our purpose should be automatically set to a 00:01 delay. This is just to control useless clicking, and some pictures are best set to automatic delays. Slide Transitions Whenever a slide is done, clicking will abruptly go to the next slide, this can be fixed with slide transitions. To set a slide transition, click on Slide Show and then click on Slide Transition. To select our style of transition, click on the downward facing triangle next to the words no transition. Select any transition you want, right below you can also choose how fast or slow your transition will happen. The preview is basically how the transition will look, but it will be a little it slower. You can have your slides advance in 2 ways. The first is by clicking, this is recommended because you don t want your slide show moving along automatically if you haven t finished talking yet. But if you want to have your slide show move along automatically you can set the timer. I don t recommend sound effects for slides because they can be annoying. Also setting a sound for the slide will disrupt any sound or multimedia files you add later. Your final choice is to apply your settings to just that slide or to apply the settings to all slides. Downloading Audio and movies First we are going to go and download our audio and video from the Internet. Then we will insert it into our presentation. Please open Internet explorer and type www.alltheweb.com in the address bar. Once the site opens click on the audio tab. Please search for any song you would like to put in your presentation. There are two ways to download the song. The first is what I call preview. What you want to keep in mind is the file size. What we are going to download are called mp3 s, now most full songs that are in mp3 format will be over 3.0 MB. If you click on the song, it will open and start playing in Windows media player. If you wait till the whole song finishes you can save it. Click on file then go down to save as, and we are going to save our file to the desktop. The quicker way to download a song is to right click on the link and then click on Save Target As. I recommend downloading the mp3 the second way, but you can t preview the song till it finishes. Next we are going to get video. This is done by clicking on the video tab, we are going to search for nasa shuttle. As with the mp3 s we can preview the movie. Please click on a link to preview a movie. After it finishes 2005 Jonathan Barkand Page 3 of 5
downloading, click on file, then go down to save as and save our movie. Just a word of caution, if your movie does not open in windows media player, you will have to right click on the link and then save target as. Inserting Audio To insert audio into our presentation, first make sure you are on the slide you want to insert audio to play in. We are going to put our audio on our first slide, so please use the outline window and click on slide 1. To insert audio we have to click on Insert in the top menu. Then go down to movies and sounds, then click on sound from file. Then click on the downward facing triangle and click on desktop and open the mp3 you downloaded. PowerPoint will then prompt you to either play the sound automatically or play when you click it. If you want music to just play in the background have it play automatically. If you are inserting a bunch of sound files that you want to click on to play for your audience, have it play when clicked. For our purpose we will have it play automatically, please click YES. Now you will notice that it will put a little icon in the middle of your presentation, but remember we are not going to need to click it. If you don t want to see it, all you need to do is drag it outside the visible presentation window. It s very important to know our animation settings. Please click on slide show then custom animation. Make sure you are on the multimedia tab and take a look at the options. First Play in animation order must be checked. Now while the sound is playing you have two options, it can continue your slide show or it can pause it. If you want the sound to continue playing throughout your presentation or even just for the current slide. You must make the choice Continue Slide Show. If you just want a brief sound and then continue with your presentation have Pause slide show selected. The sound will then stop once your animation starts. We are going to have our song play for our whole title slide, so we are going to select continue slide show. We are going to stop playing after the current slide, but you can have the sound play as long as you want. If your song is too short to last as long as you need, we can loop it. Too loop your song click on More Options, and click on loop until stopped, then click OK. We then have to go back to the order and timing tab and make sure media is at the very top, since we want our music to start immediately. It would also be a good idea to have it start automatically after 0 or 1 second. That way the audience can have music as you get prepared. Please click OK and we are going to view our slide show. This is done by clicking on slide show, then clicking on view show. Your presentation will then start. Inserting Movies Please make a new blank slide. Click on Insert then click on new slide. On our new slide we are going to insert our video. Click on Insert, then go to movies and sounds, then click on movie from file. Please locate your video and open it. PowerPoint will then prompt you to either play the movie automatically or play when clicked. Movies are usually set to play when clicked. So you can give an introduction to what the movie is about then click on it when you are ready to play it. So please click on NO. You can also resize your movie, if you feel it is too large or too small. Our movie is a little too small so I would like you to increase the size. It is resized the same as 2005 Jonathan Barkand Page 4 of 5
everything else, click on a corner box and drag outwards. You can also move it wherever you want. We are now going to preview our show. So click on slide show then view show. Also if you happen to download a movie without sound, you can always insert an audio clip and have it play while your movie plays. 2005 Jonathan Barkand Page 5 of 5