Introduction PowerPoint is a program for presenting electronic slide shows. It allows animated images and text to be displayed on screen or on a projector, with variable timing between successive screens. A sound track can also be added. To demonstrate some of the Powerpoint functions, we will create a short slide show. PowerPoint Tutorials There are several on-line PowerPoint tutorials. Go to www.microsoft.com then, in the Search bar at the top of the page, enter Powerpoint Tutorial. Among the search results are tutorials for Office 2007 and 2010. The Ribbons Home Insert Design Animations Slide Show Review View This includes the Clipboard command buttons, the Text formatting & alignment tools, the Drawing tools and the New Slide button. This is where objects (Tables, Images, Text Boxes, Hyperlinks etc.) are added to a slide. This is where coloured themes and Styles are added. This is where animated effects are added to objects & text and entire slide transitions & timings are added. Here we can customise the slide show. This is where the slide show is researched and checked prior to it being Protected prior to being saved. This is where the different viewing options are selected: Normal, for designing slides; Slide sorter, for re-ordering slides and applying transition timings; Notes Page for adding speaker notes that correspond to the slide being displayed; Slide Show where all of the slides are displayed sequentially with their specified timings. Types of Slide PowerPoint includes several basic slide styles. Each of these can be edited to meet specific requirements and new ones can be created from scratch, although it is usually quicker to modify an existing one. The basic slide types are: Title Title and Content Title only Section Header Two Content Comparison Blank Content with Caption Picture with Caption Most presentations only require Title and Title & Content Slides. Creating a Slide Show with PowerPoint Iss 1 Page 1 John Burton March 2011
Creating a Title Slide When Publisher is opened, a blank Title slide is displayed. To change the slide type, on the Home ribbon, under Slides, click Layout then select the required type of slide. Click here to select the box, then enter the title text. To change the text attributes, select the text then, on the Home ribbon, select the Font type, size etc. Click here and add a subtitle or other text if required. If a box is not required, click its frame once to select it, then press <Delete>. A frame can be re-sized if required and the text size will adjust automatically to fill it. To create a further slide, on the Home ribbon, under Slides, click New Slide. A blank Title & Content slide will be opened. Creating a Title & Content Slide A Title & Content slide makes it very easy to add bullet points, a table, chart, graphic, picture, Clip Art or Media clip. Click once to add a title to the slide. Click once to add text. When the <Enter> key is pressed, a new bullet point will be added. Alternatively, hover over the icons in the centre of the box. The purpose of each icon will be displayed. Click an icon to select it. Text will be displayed in a default style and size, depending upon whether it is a title or text section, but can easily be changed by selecting it & changing its attributes. Adding Bullet Pointed Text Click on Click to add text. Enter the first line of text. Press the <Enter> key to enter a second line of text Inserting a Table in a Slide Click once on the Insert Table icon In the Insert Table dialogue box, enter the required number of columns and rows. Press OK. An empty table will be created. Double click the table to select it so that it can be re-sized. Creating a Slide Show with PowerPoint Iss 1 Page 2 John Burton March 2011
Grab an internal horizontal or vertical border to change the height or width of cells. Grab the outside border with the left mouse button to drag it to another location. Click once in a cell to enter text. Double click anywhere in the table to open the Table Tools/Design tab. Change the table style in the Table Styles section of the Design ribbon. Inserting a Chart in a Slide Click once on the Insert Chart icon The Insert Chart window will open. Select a Chart type then OK. The following windows then open. The right hand screen is an Excel spreadsheet with sample data which creates the chart shown in the left hand screen. The headings in the spreadsheet (Series 1, 2, 3 and Category 1, 2, 3, 4) can all be changed by selecting them and typing new headings and the data in the spread sheet can also be over-typed. The changes will immediately be shown in the chart. More columns and rows can be added or removed by dragging the lower right corner of the data range and the chart title can be changed. Finally, the chart can be re-sized by dragging a corner handle until it is the required size. Inserting a SmartArt Graphic in a Slide Click once on the SmartArt Graphic icon The Choose a SmartArt Graphic window will open. Select a graphic from the list then click OK. Click each section of the graphic and type the required text. Resize the graphic and drag it to the required position on the slide. Inserting a Picture from a File Click once on the Insert Picture from File icon The Insert Picture window will open. Browse for a picture then click OK. Resize the picture and drag it to the required position on the slide. Inserting ClipArt in a Slide Click once on the ClipArt icon The ClipArt window will open. In the Search For box, enter a word (Car, Bus, Cake...) to search for Double-click a suitable image. This will insert it in the slide. Resize the image and drag it to the required position on the slide. Inserting a Media Clip in a Slide Click once on the Insert Media Clip icon The Insert Movie window will open. Browse for a video clip then click OK. Resize the clip and drag it to the required position on the slide. Creating a Slide Show with PowerPoint Iss 1 Page 3 John Burton March 2011
You will then be asked how you want the movie to start in the slide show. Select Automatically or When Clicked. Formatting Slides To apply pre-set formats to elements of a slide: Click the element (e.g. a text box) to select it On the Home ribbon, under Drawing, click Quick Styles Hover over the coloured buttons on the screen that drops down to see the effect of each style button Click the required style to apply it to the selection If none of the pre-set formats is suitable: Select Shape Fill to apply a shape background colour, picture, colour gradient of texture Select Shape Outline to apply an outline colour, line style or thickness Select Shape Effects to apply 3-D, bevelled, shadow and other effects to the shape Applying a Theme A theme can be applied to every slide in a presentation. The themes include colour schemes, font styles and sizes, background colours and shading and so on. To apply a theme: Click once on any slide On the Design ribbon, under Themes, hover over an icon to see the effect that it would have on the presentation To apply a Theme, click on a Theme button Formatting a Slide Background While a pre-set Theme is applied to every slide in a presentation, a custom theme can be applied to individual or all slides if required. Select the required slide On the Design ribbon, under Background, select Background Styles Select Format Background Select the type and colour of fill Select Close to apply it to the selected slide Select Apply to All to apply it to every slide in the presentation Animating Text Animation can be applied to a Text Box. Select the box On the Animations ribbon, under Animations, select Custom Animation In the Custom Animation window (at the right hand side of the screen), select Add Effect Select the required type of effect from the list This will open another box. Select the required effect When an effect has been applied to a text box, it appears in the Custom Animation window. The effect can now be modified: Under Start, select when the effect should start: On (Mouse) click, With Previous (effect) or After Previous (effect) Specify other parameters, including the speed at which the effect should take place. Generally, slow or very slow creates a better effect. Finally, when all required effects have been added, press the Play button at the bottom of the window to check the animation If an effect is out of sequence, select the effect in the list in the Custom Animation window and preee the Re-Order buttons to move it to its correct place in the list. Creating a Slide Show with PowerPoint Iss 1 Page 4 John Burton March 2011
Animating an Image or ClipArt Images and ClipArt can me animated in the same way as Text. Adding a Sound Clip To add sound to a slide: Select the slide On the Insert ribbon, under Media Clips, select Sound Browse for the sound clip and press OK Select Automatically or When Clicked to specify when the sound should be played Changing the Order of Slides in a Presentation When a slide show has been created, the order of the slides can be changed by viewing them on the Slide Sorter screen. Grab a slide with the left mouse button and drag it to the required position Copying and Deleting Slides Slides can also be copied and deleted on the Slide Sorter screen. To delete a slide, right click it, then select Delete Slide from the short menu To copy a slide, press and hold the <Ctrl> key while the slide is dragged to a new position. The slide will remain in its original position and a copy will be inserted in the new position. Adding a Transition Effect Slides can be made to advance automatically after a period of time by applying a Transition Effect. If a transition effect is to be applied to a specific slide, select it On the Animations ribbon, under Transition to this Slide, select a slide effect icon and/or Transition Sound and/or Transition Speed. Also set the Advance Slide parameters whether the slide advances automatically or not after xx seconds Finally, if the effect is to apply to all of the slides, click Apply to All Creating a Slide Show with PowerPoint Iss 1 Page 5 John Burton March 2011