Presentation Software Level 1 PP1 (3 credits) MS Office PowerPoint 2013 Reference Guide Gwent ACL Partnership August 2015
CONTENTS INTRODUCTION 3 OPEN POWERPOINT 3 PLAN A PRESENTATION 4 CREATE A PRESENTATION 5 ADD A DESIGN 5 ENTER TEXT IN A PLACEHOLDER 6 INSERT A NEW SLIDE 6 CREATE OBJECTS 7 EDIT AN OBJECT 7 ENTER TEXT OR AMEND THE TEXT 7 CHANGE THE FILL COLOUR OF A SHAPE 7 STACKING 8 GROUP OBJECTS 8 ALIGN OBJECTS 8 ALIGNMENT OPTIONS 9 CREATE/EMBED A CHART 9 EDIT DATA IN A CHART 10 FORMAT A CHART 11 INSERT A TABLE 11 INSERT AN IMAGE 12 INSERT CLIP ART 12 TO MOVE AN IMAGE FOLLOW THE STEPS BELOW. 13 SCALE AN IMAGE 13 CROP AN IMAGE 13 SAVE THE PRESENTATION FILE 14 CLOSE A PRESENTATION 15 OPEN AN EXISTING PRESENTATION 15 VIEW SLIDES 15 MOVE BETWEEN SLIDES 16 REPLACE TEXT 16 POWERPOINT HELP 17 TRANSITIONS 17 ADD SLIDE TIMINGS 17 RUN A SLIDE SHOW 18 PRINT SLIDES 18 EXIT POWERPOINT 19 The PowerPoint trademarks mentioned in this book belong to the Microsoft Corporation. Screen shots printed with permission from the Microsoft Corporation. Gwent ACL Partnership August 2015 D Russell 2
INTRODUCTION Microsoft PowerPoint (presentation graphics) is a computer software package used to display information, normally in the form of a slide show. It allows you to add text, insert and manipulate images, add animations and transitions to display the contents. It also helps you produce professional-looking presentations such as: On-screen presentations (slide show) Paper printouts Overhead transparencies Notes, handouts and outlines Slides World Wide Web documents. OPEN POWERPOINT 1. From the Desktop click the Start button. 2. Move the mouse pointer to All Programs. 2 1 3. A pop-up list will appear, move the mouse pointer to Microsoft Office 2013 and click. 4. From the Microsoft Office 2013 sub-list click PowerPoint 2013. OR Double click the PowerPoint 2013 Shortcut icon on the Desktop. Gwent ACL Partnership August 2015 D Russell 3
PLAN A PRESENTATION Before you create a presentation it is a good idea to sit down and plan what knowledge/information you want to include eg the introduction, the middle contents and the end, the type of audience, images you want to include, links to web sites etc and how you can make it eye catching and interesting. POWERPOINT OPENING WINDOW When you open PowerPoint the opening window will display several templates from which you can make a selection depending on the presentation you want to create. To create a blank presentation from scratch you select the Blank Presentation option. Gwent ACL Partnership August 2015 D Russell 4
CREATE A PRESENTATION When you select the Blank Presentation option you will be presented with a PowerPoint Window with a Title Slide layout option. Frames or placeholders, as they are sometimes called, are used to enter text, pictures etc. Title Placeholder Subtitle Placeholder ADD A DESIGN Before you begin to insert text, images etc you can select a suitable PowerPoint design. From the Design tab and the Themes group, select the required design. Gwent ACL Partnership August 2015 D Russell 5
ENTER TEXT IN A PLACEHOLDER Click in the placeholder and enter the text. INSERT A NEW SLIDE From Home tab and the Slides group, select New Slide. PowerPoint will insert a new Title and Content slide into your presentation. To select a different slide layout, click the New Slide down arrow and select the required option hover your mouse over each option and PowerPoint will display the slide type Change the layout of an existing slide Click the Layout drop down arrow to display the options. Gwent ACL Partnership August 2015 D Russell 6
CREATE OBJECTS 1. From the Insert tab and the Illustration group, click the Shapes down arrow. 2. Select the shape eg Rectangle 1 2 3. Move the mouse in the slide where you want to insert the object, and it will change to a cross. 4. Click and drag the mouse to create the shape. 5. Repeat for the other shapes. EDIT AN OBJECT Enter text or amend the text Click in the object and enter or amend the text. Change the fill colour of a shape 1. With the shape selected, from the Format tab and the Shape Styles group, click the Shape Fill down arrow. 2. From the options, select a colour. Gwent ACL Partnership August 2015 D Russell 7
STACKING In PowerPoint 2010, you can stack individual components (objects, placeholders, or shapes) or grouped components so that one appears in front of another. Select the object, from the Format tab and the Arrange group, click the Bring to Forward or Send Backward down arrow and then select the required option ie Bring to the Front. GROUP OBJECTS To work faster, you can group shapes, pictures, or other objects. Grouping lets you flip, rotate, move, or resize all shapes or objects at the same time as though they were a single shape or object. 1. Click on the 1 st shape, holding down the Shift key, select the other shapes. 2. From the Format tab and the Arrange group, click the Group down arrow. 3. From the drop down list select Group. 2 3 ALIGN OBJECTS 1. Click on the object. 3 2. Select Drawing Tools in the Title bar. 3. From the Format tab and the Arrange group, click the Align down arrow. 4. From the drop down list, click the required option. Gwent ACL Partnership August 2015 D Russell 8
Alignment options These options will align the object etc precisely on a slide. To align the edges of the objects to the left, click Align Left. To align the objects vertically through their centres, click Align Center. To align the edges of the objects to the right, click Align Right. To align the top edges of the objects, click Align Top. To align the objects horizontally through their middles, click Align Middle. To align the bottom edges of the objects, click Align Bottom. CREATE/EMBED A CHART You can embed and insert a chart in your presentation. When you embed data from a chart in PowerPoint, you edit that data in Office Excel 2010 and the worksheet is saved with the PowerPoint file. Changes you make to the embedded object (source data) are reflected in the destination file ie chart. 1. With a Title and Contents slide layout displayed, click the Insert Chart icon. 2. From the Insert Chart options, click the required chart type eg Column. 3. Click OK. 2 3 Gwent ACL Partnership August 2015 D Russell 9
Office Excel 2013 opens a new Excel worksheet window over the existing window which displays sample data on a worksheet. 4. To replace the sample data, click a cell on the worksheet, and then type the new data. 5. To increase/decrease the selected data range, click and drag the bottom right of the blue outside border. 6. Click the Close button, to close the Microsoft Excel (datasheet) window. EDIT DATA IN A CHART Once a chart has been created it can be edited very easily. 1. Click anywhere in the chart. 2. From the Design tab and the Data group, click Edit Data. (This will re-open the Excel spreadsheet containing the source data.) 3. Click in the cell containing the data and amend. 4. Close the datasheet window. Gwent ACL Partnership August 2015 D Russell 10
FORMAT A CHART You can manually change each of the series in the chart and the colours of the legend etc but Excel has preformatted styles. 1. Click on the chart. 2. From the Title bar, click Chart Tools. 3. From the Design tab and Chart Styles group select an option. 2 INSERT A TABLE 1. With the Title and Content slide layout displayed on your screen. 2. Click the Insert table icon. 3. Enter the number of columns and rows you require in the table using the up/down arrows. 3 4 4. Click OK 5. Enter the data using the mouse to move from cell to cell. Gwent ACL Partnership August 2015 D Russell 11
INSERT AN IMAGE 1. From the Insert tab and the Images group, click Picture. 1 2. Click on the image you want to insert. 3. Click Insert INSERT PICTURES ON THE WEB You can add pictures and clip art to your documents using the thousands of images found at Bing Image Search. 1. From the Insert tab and the Images group, click Online Pictures. 2. In the Bing Image Search box, enter the type of picture you're looking for, and press Enter. 3. Navigate to the image. 4. Click to select the file, and then click Insert. Note The images you see in the search results are licensed under the Creative Commons license system. To better understand the licensing options, see Filter images by license type. Remember, you're responsible for respecting the rights of others' property, including copyright. If you want more control over what you see in the results, you can go directly to Bing and refine licensing, size, image type, and other filters. (Extract taken from PowerPoint 2013 Help.) Gwent ACL Partnership August 2015 D Russell 12
MOVE AN IMAGE 1. Hover the mouse pointer over the picture until it changes to show the mouse pointer with four arrows. 2. Holding down the left mouse button, drag the picture to the required position. 3. Release the left mouse button when you are happy with its position. SCALE AN IMAGE When you scale an image you change the size and usually keep the proportions. 1. Right click on the image. 2. From the drop-down list, click Size and Position. 3. PowerPoint will open a task pane on the right of your screen. 4. From the Size section, select Lock aspect ratio (this will maintain proportions) amend the Height: to the required option ie 36%. 5. Click the Close button. CROP AN IMAGE Cropping reduces the size of an image by removing vertical or horizontal edges. Cropping is often used to hide or trim a part of a picture, either for emphasis or to remove unwanted portions. Gwent ACL Partnership August 2015 D Russell 13
1. Select the image. 2. From the drop-down list, click Format Picture. 3. From the Format Picture options click the Picture icon. 4. From the Crop: section, amend as required. 4 5. Click the Close button. SAVE THE PRESENTATION FILE 1. From the File tab click Save As. 2. Click Computer. 3. Click Browse. 4. Enter the file name into the File name box. 5. Click Save. Tip: Click the Save icon from the Quick Access toolbar at regular intervals while you create your presentation to include the new information. Gwent ACL Partnership August 2015 D Russell 14
CLOSE A PRESENTATION From the File tab click Close. OPEN AN EXISTING PRESENTATION 1. From the File tab click Open. 2. Click Computer. 3. Click Browse. 4. Click on the file you want to open. 5. Click Open. VIEW SLIDES Slide Sorter view shows a thumbnail view of all your slides at the same time From View tab and the Presentation Views group, click Slide Sorter. Slide Sorter view Normal view shows the current slide and a thumbnail view of all slides From the View tab and the Presentation Views group, click Normal. Normal view Gwent ACL Partnership August 2015 D Russell 15
MOVE BETWEEN SLIDES There are many ways to move between slides, you use the option you that works for you. Option 1 Click the Previous Page button near the bottom of your screen. Click the Next Slide button near the bottom of your screen. Option 2 Use the Page Up or Page Down keys on your keyboard. Option 3 Displayed on the left of your screen are thumbnail views of all your slides, just click on the slide you want. REPLACE TEXT 1. From the Home tab and the Editing group, click the Replace button. 2. Type the work you want to replace in the Find what: box. 3. Type the word you want to replace it with in the Replace with: box. 4. Click Replace All. 5. When completed PowerPoint will display the following, click OK. 6. Close the Replace box by clicking the Close button. Gwent ACL Partnership August 2015 D Russell 16
POWERPOINT HELP Microsoft Office supplies a Help system that makes it easy for you to look up information as you work in PowerPoint 2010. 1 1. Click the Microsoft Office PowerPoint Help button. 2. Enter text relating to the information you want to search and then click Search. 3. The Search Results task pane will display offering several options from which to make your selection. 4. Click the Close button to close PowerPoint Help. TRANSITIONS A transition is a display effect that is available to move from one slide to the next when you run a slide show. You can set the same transitions to all slides or you may set the first slide to a different transition. Take care not to include too many transitions as this will take the audience s attention from the slide information. 1. In the thumbnail view of your slides (at the left of your screen), click on the 1 st slide and then holding down the Ctrl key press the letter A. (This is a keyboard shortcut to highlight all slides.) 2. From the Transitions tab and the Transitions to This Slide group, click an option. ADD SLIDE TIMINGS 1. In the thumbnail view of your slides (at the left of your screen), click on the 1 st slide and then holding down the Ctrl key press the letter A. (This is a keyboard shortcut to highlight all slides.) 2. From the Transitions tab and the Timing group, click the After: up arrow until the required time ie shown eg 00:05. Gwent ACL Partnership August 2015 D Russell 17
RUN A SLIDE SHOW By using a self-running presentation, you can communicate your information without a presenter. For example, you can set up a presentation to run unattended in a booth or kiosk at a trade show or convention by selecting this option from the Set up Slide Show. You can also set it to run while you are delivery information/training. 1. From the Slide Show tab and the Start Slide Show group, click From Beginning. 2. Click the Esc key on your keyboard at any time to stop the slide show. PRINT SLIDES 1. From the File tab click Print. 2. Click the Print icon. Gwent ACL Partnership August 2015 D Russell 18
Print options Notes pages Step 2 click the Print All Slides down arrow: from the Print Layout options click Notes Pages. Current slide With the slide you want to print displayed on your screen: Step 2 click the Print All Slides down arrow: from the drop down list click Print Current Slide. EXIT POWERPOINT 1. From the Quick Access toolbar click the PowerPoint icon. 2. From the drop down list click Close. Gwent ACL Partnership August 2015 D Russell 19