Williamsburg Regional Library 2010 Intermediate PowerPoint
Table of Contents Open PowerPoint for Templates... 4 Open PowerPoint for Themes... 4 Master Slide... 4 Editing Slide Masters... 4 Customizing Fonts... 4 Customizing Bullets... 5 Customizing Backgrounds... 5 Omitting Images from the Slide Master... 6 Inserting Date, Time, and Slide Numbers... 6 Resetting the Slide Numbers... 8 Working with Placeholders... 8 Placeholders: Resizing... 9 Placeholders: Moving... 9 Changing the Colors of Clip Art... 9 Changing the Colors of AutoShapes... 9 Changing the Slide Color Scheme... 10 Customizing the Slide Color Scheme... 10 Web Links... 10 Video Links... 11 Convert PowerPoint to Video... 11 Making Video from PowerPoint... 11 Make a video with powerpoint slides and windows movie maker.... 11 Make a PowerPoint video... 11 This uses the free software Cam Studio... 11 How to download Cam Studio for free!! (full version) With link!!... 11 Watermarks... 11 SmartArt... 12 WordArt... 12 PowerPoint Page 2 of 21
Transition... 12 Transition, Speed and Sound Effects... 13 Note... 13 Creating Custom Animations... 14 Creating Unique Bullets... 14 Tables... 15 Inserting a Table... 15 Adjusting the height and width of cells... 15 Jazzing up your table... 16 Charts... 16 Creating Charts... 17 Updating Chart Information... 18 Changing Chart Values... 18 Adding Data... 18 Deleting Data... 19 Customizing Chart Appearance... 19 To Apply Pre-Formatted Appearances to a Chart... 19 Adding and Removing Chart Elements... 20 Changing Chart Types... 20 Photo Album in PowerPoint... 20 Resources... 21 PowerPoint Page 3 of 21
Open PowerPoint for Templates 1. Click File tab 2. Click New 3. Under Available Templates and Themes a. Choose a template and click Create 4. Close PowerPoint and Do Not Save Open PowerPoint for Themes 1. Click on the Design tab 2. Select the Flow design theme Master Slide Editing Slide Masters The slide master controls formatting for all slides with the specified layout. Changes made to the slide master will affect all slides with that layout. 1. From the View tab, in the Presentation Views group, click SLIDE MASTER the slide masters and Slide Master command tab appear. 2. Select the slide with this text Click to edit Master title style that contains the levels of bullet points and six icons which should be the second slide. HINT: You can work on the slide master just as you would a regular slide. 3. Make the appropriate changes to the slide master NOTE: For instructions on how to change the background, fonts, bullets, color schemes, or removing images, see below. Customizing Fonts You can change the color, size, and style of your font. This can add special emphasis to specific text or customize your own style. If you want the changes you make to apply to all slides, make these changes to the slide master. 1. Select the text to be changed PowerPoint Page 4 of 21
2. From the Home tab, using the tools in the Font group, make the desired changes NOTES: If you do not see the desired color, from the Color pull-down list, select More Colors... Customizing Bullets You can change the color, style, and size of your bullets in the Bullet dialog box. Using the Bullets and Numbering dialog box, you can apply a new bullet style to a single bulleted list, or you can set the bullet styles for an entire presentation using the Slide Master. Customizing Backgrounds You can change the background color of your slides. You can also add shading, texture, or patterns. If you want the changes to apply to all slides, make these changes to the slide master... 1. Display the slide you want to customize 2. From the Design tab, in the Background group, click BACKGROUND STYLES» select Format Background... The Format Background dialog box appears. PowerPoint Page 5 of 21
1. From the Fill section, select the desired option(s) HINTS: As you navigate through the dialog box, the slide previews your selections. 2. To apply the changes to all slides, click APPLY TO ALL, Click Close 3. To apply the changes only to the current slide and close the dialog box, click CLOSE Omitting Images from the Slide Master The slide master allows you to display an image, clipart or company logo on every slide. For some slides in your presentation, background images may be distracting or may not fit with the content of a particular slide. PowerPoint allows you to hide all inserted graphics and images from the slide master. When removing background images, PowerPoint removes all images included in the background; you cannot select certain images to omit. However, if you have designated an image or color as the slide background, it will not be hidden. To hide the background inherited from a slide master, you will need to manually change the background of that slide. 1. Display the slide from which you want to remove background images 2. From the Design tab, in the Background group, select Hide Background Graphics All inserted graphics inherited from the Slide Master are hidden on the selected slide Inserting Date, Time, and Slide Numbers Anytime during your creation process, you can go to the slide master to add the time, date, and slide numbers. The time, date, and slide numbers will be shown on slide shows, printed slides, handouts, and the notes pages. The time, date, and slide numbers will also be shown throughout every view (e.g., Normal, Slide Sorter, Slide Show, Notes Page, and the Slides and Outline tabs). NOTE: Date and time symbols are generally used to keep track of draft versions as the presentation goes through development stages. You might want to omit date and time symbols from the final printed versions. 1. Open the desired slide master PowerPoint Page 6 of 21
2. From the Insert tab, in the Text group, click DATE & TIME The Header and Footer dialog box appears. 1. Select the Slide tab 2. In the Include on slide section, select the desired options: a. To have the date and time or slide number to appear on your slide, select those options b. To have the date and time to update each time you open the presentation, select Update automatically c. To have a static date and time appear, select Fixed» select the desired date and time d. To have a footer appear, select Footer and type the footer message e. To suppress the options on the title slide, select Don't show on title slide 3. To apply changes to all slides (including the masters), click APPLY TO ALL NOTES: Because you are changing the header and footer from a slide master, you will not be able to apply the changes to only one slide. You are automatically making the changes to all the slides that are based on that slide master. When you have finished making your changes, from the View tab, in the Presentation Views group, click NORMAL OR From the Slide Master tab, in the Close group, click CLOSE MASTER PowerPoint Page 7 of 21
VIEW The changes will appear on all slides in your presentation Resetting the Slide Numbers If you do not want the numbers on your PowerPoint slides to start from the number one, you can change this in the Page Setup dialog box. The Page Setup dialog box allows you to type the number you wish to start numbering the slides from. 1. From the Design tab, in the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. 2. In the Number slides from text box, use the nudge buttons or type the number from which to start numbering slides NOTE: This number determines the numbering in Normal, Slide Sorter, Slides and Outline views. 3. Click OK Working with Placeholders 1. From the Home tab Insert a Title and Content slide. 2. In the title placeholder enter My Class 3. In the text placeholder enter the following bullets Excel, PowerPoint, Word Placeholders are specified areas for text that appear when you create a new slide. Just click within a placeholder to add text. Placeholders can be moved, resized, and reformatted on the slide master by clicking and dragging them. When you format the placeholders on a slide master, the placeholders appear on all slides with that format. PowerPoint Page 8 of 21
Placeholders: Resizing 1. Select the placeholder you want to resize by clicking within that placeholder 2. Place the mouse pointer over any of the handles (squares) that appear around the outside of the selected placeholder The mouse appears as a double arrow. 3. Click and hold the mouse button HINT: To maintain the aspect ratio when resizing, press and hold [Shift] while selecting a corner handle. 4. Drag the handle until the placeholder reaches the desired size 5. Release the mouse button Placeholders: Moving 1. Select the placeholder you want to move by clicking the mouse within that placeholder 2. Place the mouse pointer over the shaded border of the selected placeholder The pointer turns into a four-sided arrow. 3. Click and hold the mouse 4. Drag the placeholder to the desired location 5. Release the mouse button Changing the Colors of Clip Art 1. Insert a Title and Content slide. 2. Enter Clip Art in the title placeholder. 3. Insert clip art in the text placeholder Insert Tab Clip Art 4. In search for enter sail boat 5. Insert the sail boat with red sail NOTE: You can recolor only clip art from the Microsoft PowerPoint collection. 1. Select the clip art you want to recolor 2. From the Format tab, in the Adjust group, click COLOR select the new color mode Changing the Colors of AutoShapes 1. Insert a Title and Content Slide. Enter Auto Shapes in the title placeholder. 2. Insert an auto shape in the text placeholder. 3. Click the Insert tab then Click on shapes and select a shape. 4. Click in the placeholder and draw your shape PowerPoint Page 9 of 21
You can change the color of AutoShapes or clip art that appears in your presentation if the AutoShape or clip art has been added after the slide master has been set. AutoShapes or clip art from the slide master must be changed on the slide master. 1. Select the AutoShape you want to recolor 2. To change the color of the shape's border, from the Home tab, in the Drawing group, click SHAPE OUTLINE» select the desired outline color and change the weight to six for the outline color. 3. To change the color of the inside of the shape, from the Home tab, in the Drawing group, click SHAPE FILL» select the desired fill color Changing the Slide Color Scheme You can change the color of all slide components by changing the color scheme. This option changes the color scheme of all slides in your presentation. 1. From the Design tab, in the Themes group, click COLORS» select the desired color scheme Customizing the Slide Color Scheme Select My Class slide and customize this slide. You may customize the color of each of the components of your slide's color scheme (e.g., background, title text, fills). 1. Click the Design tab 2. Click Background Styles 3. Click Format Background 4. Click Gradient fill 5. Click Preset colors 6. Select Early Sunset (should be first 7. Click Close or Apply to All Web Links 1. Insert a Title and Content slide 2. Enter Web Link in title PowerPoint Page 10 of 21
3. Click in the text placeholder 4. Locate the web page link you want to insert 5. Copy the link 6. Click Insert Tab 7. Click Insert Hyperlink 8. Dialog box will appear and paste the web address in the Address box 9. Click in the Text to Display and remove the link information 10. Enter what you want the link to display 11. Click OK 12. The link s text is on the slide and when you show the slide presentation you will be able to click on the link and it will open but make sure you are connected to the internet. Video Links Convert PowerPoint to Video Making Video from PowerPoint Make a video with powerpoint slides and windows movie maker. Make a PowerPoint video This uses the free software Cam Studio How to download Cam Studio for free!! (full version) With link!! Watermarks Watermarks may be applied to all slides via the Master Slide or individual slides. 1. If you want to use a picture as a watermark, you need to wash out the image so that it does not interfere with the slide content. 2. Click the View tab 3. Click Slide Master 4. Click the first slide 5. Click the Insert Tab 6. Click pictures, Open folder if not open 7. Click Tulips 8. Click Format tab, click Color and then click Washout 9. When you finish editing and positioning the watermark and are satisfied with its appearance, to send the watermark to the back of the slide, under Picture Tools, on PowerPoint Page 11 of 21
the Format tab, in the Arrange group, click the arrow next to Send Backward, and then click Send to Back. 10. Click Close Master View SmartArt Insert a Title and Content slide. Enter Smart Art in the title placeholder. Click in the text placeholder. 1. Click the Insert tab 2. Click SmartArt a. Choose a SmartArt Graphic Dialog box pops up 3. Click a category (on the left are several categories List, Process, Cycle, etc) 4. Click the SmartArt graphic you want to insert 5. Click OK 6. The graphic will be on your slide a. You will also see SmartArt Tools with a Design and a Format tabs below it b. These are available whenever you select the graphic 7. Use the Text Pane on the left to type the text for each item 8. When you have finished typing, Close the Text pane 9. Click the border of the SmartArt graphic, when you click the image, the image resizing handles become visible. 10. Click and drag any corner of the image diagonally toward the opposite corner of the image to resize the graphic. 11. Click the design tab, you can click Change Colors and then click the color you want. You can click a style in the SmartArt Styles gallery. 12. Click the Format tab to change the style, shapes and other formatting WordArt To insert a WordArt object, follow these steps: Insert a Title and Content slide. Enter WordArt in the title placeholder. Click in the text placeholder. 1. Click the Insert tab then click the WordArt button. 2. In the WordArt Gallery dialog box, double-click the style that you want. 3. In the Edit WordArt Text dialog box, type your text and select the font and size that you want. 4. A new tab appears Format; this allows you to further design your WordArt text. o Change the shape, shape outline, color, weight and rotate the shape 5. Click outside the text and your text is on the slide. Transition PowerPoint Page 12 of 21
Transition, Speed and Sound Effects 1. Click the View Tab, Click Slide Sorter, Select all slides 2. Click the Transition tab a. As you click your mouse on each transition a preview of the transition appears on the slides 3. Select a transition from the list. Clicking it will apply the transition to the slide. You can also select Apply to All to apply the same transition to all your slides. 4. In the Duration option, enter the speed at which you want the transition to play. Click Preview 5. In the Sound field, use the drop-down menu to select a sound to play during a slide transition, if desired. Click Preview. Note The first time you select a sound, a box may appear prompting you to install the Sound Effects feature. 6. Indicate how you want the slide transition to occur by selecting an option under the Advance Slide heading. Select On mouse Click if you want the transition to take place when you click the left mouse button. Select After if you want the transition to occur after a specified time. Use the up and down arrow keys in the blank box to specify the number of seconds which should pass before the transition takes place. 7. Click View Tab, Click Normal presentation view PowerPoint Page 13 of 21
Creating Custom Animations You can create custom animations to specify exactly what you want to animate and how it should be done. 1. Select the Clip Art slide to apply the animation. 2. From the menu bar, select the Animations tab and the Animation Pane button. The Animation Pane appears on the right side of the screen. 3. Click on an element of the slide that you want to animate. For example, you could select a title, bulleted list, or graphic. 4. Click Add Animation. A menu appears with a list of effect categories. Entrance effects control how the element enters the slide. Emphasis effects make the element do something after it enters the slide. Exit effects control how it leaves the slide. Motion paths allow you to specify where the element travels on the slide. 5. Select one of the effects. Details about the effect appear in the Animation Pane. 6. In the Start field, use the drop-down menu to select an event which will trigger the animation. With Previous means the animation will occur at the same time as the previous animation on the slide or it will occur when the slide appears if there are no previous animations. After Previous means the animation will occur after the previous animation. 7. Use the lists in the Animation Pane to adjust options such as animation speed and direction. Creating Unique Bullets 1. Click Home tab 2. Insert a Title and Content slide 3. Enter Unique Bullets in the title 4. In the text enter a. Bullet 1 b. Bullet 2 c. Bullet 3 d. Bullet 4 5. Click and drag to select all the bullet(s) to change. 6. Click the Home tab 7. Click the Bullets menu 8. Click Bullets and Numbering a. The Bullets and Numbering dialog box appears 9. Click a different bullet 10. Click OK PowerPoint Page 14 of 21
Tables Insert a Title and Content slide Enter Table in the title Click in the text to insert a table Inserting a Table 1. Click the Insert tab then Insert Table in the content 2. Click OK and the table is inserted into your slide. The table is already in edit mode, as indicated by the light green frame-like border around it. You will also notice in the Ribbon that the Table Tools contextual tool has appeared. Click on the Table Tools tab to activate it. Table Tools has 2 tabs: Design and Layout. You use these tools to format your table and to edit content. 3. Next, you will type information into the table. 4. Click inside the first column of the first row. 5. Press the TAB key on your keyboard. The insertion point is now in the second column of the first row. 6. Press the TAB key to move to the next column. 7. Navigation Tips: To move to a previous column in a row, press SHIFT + TAB. You can also move around the table by simply clicking where you want to move to, or by using the arrow keys on your keyboard. 8. After you've finished typing, click outside the table to exit edit mode. 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. In PowerPoint you can adjust the height and width of the cells. The following steps will show you how to adjust the height and width of cells in your table. 1. Click anywhere in the table to enter edit mode. 2. First, try making the cells in the first column narrower. (a) Place the pointer on the gridline between the first and second column. The pointer will change into a two-headed arrow. PowerPoint Page 15 of 21
Drag your mouse left and right to adjust cell width (b) Click and drag the gridline to the left. The cells become narrower. (c) Click and drag the gridline to the right to make 3. Now, make the cells in the first column taller. (a) Place the pointer on the gridline between the first and second rows. The pointer will change into a two-headed arrow. (b) Click and drag the gridline downwards. The cells become taller. (c) Click and drag the gridline upwards to make the cells shorter again. Jazzing up your table When you exit the edit mode, you see the table the way it will look in your presentation. Before you format the table, it looks pretty plain. Try jazzing up your table as follows. 1. Select the table by clicking on it in order to enter edit mode. The Table Tools contextual tool appears in the Ribbon. Click on the Design tab below Table Tools. The Groups in the Design tab have the tools for layout styles, changing borders, changing colors as well as the WordArt tools for text, such as Text Effects. 2. Other formatting features of a table are changed by using the Layout tab in Table Tools such as adding/deleting cells, cell size, alignment and table size. 3. Using the tools in these 2 tabs, change the look of your table. If you don't like what you've done, you can always undo a step, or even clear all the formatting you've done. In the Table Styles Group in the Design tab, click on the downwards pointing arrow. In the drop-down list that appears, select Clear Table. Charts When presenting numerical information, charts are often more effective and efficient than text or lists of numbers. PowerPoint makes it easy to add and customize charts for use in your presentation. PowerPoint Page 16 of 21
Creating Charts PowerPoint allows you to create and display charts of numeric information. You can enter information into an internal worksheet, and PowerPoint will generate a chart to appear on your slide. Click Home tab, select the Title and Content slide Enter Charts in the title placeholder. Click in the text to insert a chart 1. On the Insert tab, in the Illustrations group, click Chart. 2. In the Insert Chart dialog box, click the arrows to scroll through the chart types. 3. Select the Clustered Column chart and then click OK. 4. Replace the data in the spreadsheet with the data below 5. When you are finished editing, close Excel. PowerPoint Page 17 of 21
Updating Chart Information Once you have created a chart, you may want to update it by adding or deleting data. You can do this by switching to the worksheet you used to create the chart, changing values, and entering new data or deleting existing data. The chart is automatically updated, including the legend if you change the data labels. Changing Chart Values 1. Select the chart The Design, Layout, and Format command tabs appear. 2. From the Design tab, in the Data group, click EDIT DATA Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart. 3. In the worksheet, select the cell you want to change and type the new value 4. Press [Enter] The chart is updated on the slide. 5. When finished, to close Excel, click the in the upper right corner Adding Data 1. Select the chart The Design, Layout, and Format command tabs appear. 2. From the Design tab, in the Data group, click EDIT DATA Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart. 3. In the appropriate location, type the new data HINT: If you type data in a new row or column adjacent to the table, it will automatically be included in the chart. 4. Press [Enter] The chart is updated on the slide. 5. When finished, to close Excel, click the in the upper right corner PowerPoint Page 18 of 21
Deleting Data 1. Select the chart The Design, Layout, and Format command tabs appear. 2. From the Design tab, in the Data group, click EDIT DATA Microsoft Excel opens in a split window, displaying a table with data and labels to be entered into the chart.. 3. In the worksheet, select the values you wish to delete HINT: If you want to delete an entire column or row, click on the appropriate column or row identifier. 4. Press [Delete] The chart is updated on the slide. 5. When finished, to close Excel, click the in the upper right corner Customizing Chart Appearance PowerPoint automatically assigns specific colors and layouts to the charts that you create. However, you can customize the appearance of your chart at any time. PowerPoint allows you to change the colors of chart elements, add or remove chart elements (e.g., gridlines, data labels, or error bars), or change the appearance of the entire chart. To Apply Pre-Formatted Appearances to a Chart If you are unhappy with the appearance of your chart, but do not want to individually change each element, PowerPoint provides you with preformatted styles (e.g., color schemes) and layouts (e.g., presence or absence of gridlines or data labels). This allows you to choose from a gallery of completely formatted chart appearances that may be more suitable for your project. 1. Select the chart you would like to format The Design, Layout, and Format command tabs appear. 2. To change the layout of your chart, from the Design tab, in the Chart Layouts group, select the desired layout The new layout is applied to your chart. HINT: For more options of chart layouts, click MORE. 3. To change the style of your chart, from the Design tab, in the Chart Styles group, select the desired style The new style is applied to your chart. HINT: For more options of chart styles, click MORE. PowerPoint Page 19 of 21
Adding and Removing Chart Elements PowerPoint allows you to display many different elements (e.g., titles, gridlines, or specific data points) on your chart. You can add or remove elements from your chart at any time. 1. Select the chart you would like to format The Design, Layout, and Format command tabs appear. 2. From the Layout tab, select the desired chart element» select the desired formatting Changing Chart Types You can change the chart type of your chart even once you have already applied formatting. 1. Right click the chart you would like to change» select Change Chart Type... The Change Chart Type dialog box appears. 2. Select the desired new chart type 3. Click OK Photo Album in PowerPoint 1. Close PowerPoint and Don t Save 2. Open PowerPoint 3. Click Insert Tab 4. Click Photo Album, New Photo Album 5. Click Insert Picture From File/Disk 6. Picture Library will display 7. Click on 1 st picture 8. Click Create 9. At this point you can resize the picture, Enter text if you wish 10. You can insert several pictures on one slide by resizing or insert a picture on separate slides 11. Click Photo Album, Click Edit Photo Album 12. Click Insert Picture From File/Disk, Resize picture 13. Click next picture 14. Click Update 15. Continue steps 10 13 until you have added all your pictures 16. Click Slide Show to view your pictures. 17. Close PowerPoint, Don t Save PowerPoint Page 20 of 21
Resources Atomic Learning offers short video tutorials for PowerPoint versions 2007 thru 2013. Start at http://www.wrl.org; choose What We Have, then Research & Databases. From the list on the left, choose Testing & Training, then Atomic Training. GCF Learn Free offers short video tutorials for PowerPoint versions 2000 thru 2013. Go to gcflearnfree.org and click on Microsoft Office to get started. Free Computer Tutorials Free Tutorials PowerPoint Page 21 of 21