MICROSOFT POWERPOINTMICROSOFT POWERPOINT
OVERVIEW
What is POWERPOINT
· A complete presentation graphics package that provides everything that you need to produce professional looking presentations.
What you can do with PowerPoint
· A PowerPoint presentation is a collection of slides, handouts, speaker's notes, and outline all in one file.
o Slides - the individual pages of your presentation. Slides can have titles, labels, graphs, clipart, and visuals created in other presentations.
o Handouts - to support your presentation you have the option of providing handouts to your audience. Consist of smaller printed version of the slides, 2, 3, or 6 slides per page.
o Speaker's notes - you can create and print speaker's notes. You'll see small image of the slide on each notes page, along with any notes that you wanted to type.
o Outlines - while working on your presentation you have the option of working with your presentation in the outline form.
PowerPoint Views - as you create presentations you can switch five views of your presentation. Each view gives you a different way of looking at your work and offers different capabilities. To switch between views click the button that represents the view you want. The view buttons are at the bottom left of your PowerPoint window.
· Slide view - you work on one slide at a time. You can type text, change the slide layout, add graphics, draw shapes and add artworks and graphics from other applications.
· Outline view - you work only with slide titles and main text in the classic outline form. It's a great way to organize your presentation and quickly develop content. You can display formatted or plain text and show titles only or full text in outline view.
· Slide sorter view - you see a miniature of each slide, complete with graphics and text. Working in slide sorter is like working with slides on a light table or spreading out the pages of a report so you can see them all at once. You can reorder slides, add transitions, and set timing for electronic presentations.
· Notes pages view - you create speaker's notes for any or all of the slides in your presentation. Each note page corresponds to a slide. The notes can serve as guide during presentations.
· Slide show view - you see the slides as an electronic presentation on your computer. Each slide fills the screen. You can see the effect of the transitions and timing that you set in slide sorter view.
Working with PowerPoint commands
· Toolbar commands - using the tool bars
· Menu commands - using the menu bar
· Shortcut menus - provides quick access to common commands you use with objects. Shows only commands that are relevant to the selected objects. To access the shortcut menu simply point to the object for which you want to use a shortcut menu and click the right mouse button. When the shortcut menu appears you can choose the command you want.
CREATING PRESENTATIONS
Creating New Presentations
Each time you open PowerPoint you have the opportunity to create new presentations in one of 3 ways: using the autocontent wizard, a template or a blank presentation.
Using Autocontent Wizard
· The autocontent wizard helps you communicate your ideas in a clear progressive style that lends itself to a presentation format.
· It starts with a title slide and then helps you choose from a selection of presentation categories.
· An outline will follow based on how you answered the wizard's prompts (start | presentation type | output options | presentation style | presentation options | finish).
Changing Text formats
· PowerPoint uses text placeholders to help you in entering text.
· When you click the placeholder it becomes activated and changes to provide an area where you can type your text.
· Text that appears in a presentation is called a text object. It can be a one word or a whole paragraph.
· How your text looks depends on the attributes that you assign to it. (font, size, color, etc.) These attributes can be changed by right clicking on the object and selecting font. All the attributes can now be changed in the dialog box.
Adding bullets to presentations
· Right click the object | choose the bullet menu command | choose from the possible bullet items in the bullet chart | click outside the object to deselect it.
Aligning Text
· PowerPoint gives you the option of aligning the text in paragraphs to the right, left, center, or justified.
· To change alignment:
o Select the paragraph you want to change:
o From the format menu choose alignment | and the alignment cascading menu appears. You can also use the toolbar menu.
o Choose the alignment you want or simply click on the desired alignment toolbar.
CUSTOMIZING PRESENTATIONS
Using Templates
· A template is a presentation which the masters and colors have been specially designed for a particular look. It defines the text, placement and color schemes.
· When applied to a presentation it will replace the master and the color scheme of all slides of the open presentation.
· To apply a template to a new or existing presentation:
o From the format menu, choose presentation template/click the template button on the status bar.
o Click the template name to preview the template in the preview box.
o Double click the template name to open the file and apply it to all the slides in the presentation
Selecting Slide layout
· In the new slide dialog box you can choose an autolayout. Each layout is designed with placeholders make it easy to place text and objects.
· You can click the new slide button to see the new slide dialog box when adding slides. Here you can choose a new slide layout.
Promoting and demoting text
· Demoting text indents text by one level and changes the font or font size.
· Highlight the text to be demoted/promoted and simply click the demote/promote button.
Using the undo button
· PowerPoint remembers the last editing or formatting activity thus you can undo your actions if ever you make a mistake.
Changing slide layouts
· If you want to change the slide layout that you are using, simply click the slide layout button on the formatting toolbar. Eg. You want to add graphics.
· In the slide layout dialog box simply select the slide layout that you need and click apply.
Adding clipart to your presentation
· PowerPoint places graphic in the clipart placeholder.
· You can add images to your presentation from the clipart gallery.
· To insert a graphic, double click the clipart placeholder | the clipart gallery appears | select the clipart that you need | click insert | click outside the object to deselect it.
Changing templates
· You can change the template of your presentation by choosing the apply design option in the format menu | selecting the template of your choice | click the apply button.
The slide master
· The basic building blocks of every presentation are the slide master and the title master. Every slide in a PowerPoint presentation is based on a slide master.
· Click view | choose master | select slide master |
· Any change made in the master will affect all the slides in the presentation including the slides to be made. (eg. Font size of the title)
CHARTS AND DRAWINGS
Adding a chart slide
· Click new slide button | choose the chart autolayout | click the ok button.
· The new chart appears with a title placeholder and a chart placeholder.
o Click the title placeholder to place title.
o Double click the chart placeholder | datasheet window appears | modify the content according to your needs | click the close button in the datasheet window | new set of toolbars are displayed for frequently used chart commands.
· You can add a chart to the slide in four different ways:
o Enter data directly - change the contents of the datasheet.
o Copy the data from an open worksheet - with an open excel file, select the data to be copied and paste it in the PowerPoint chart sheet.
o Import the data from a file - choose the import file button from the chart toolbar and this will automatically import the data from an existing file into the PowerPoint chart.
o Use Microsoft graph to create the chart.
· After closing the chart window, click outside the slide to better view the slide.
Editing a Chart
· To edit a chart click on the chart placeholder | handles appear which means that the chart is currently selected. By dragging the handles you can resize the chart.
· You can also edit or reformat the chart by opening it in the chart window. This maybe done by double clicking the chart.
Customizing a chart
· A chart contains several objects. The legend, markers and axis titles.
· To customize the objects simply right click on the object and select the commands from the shortcut menu.
· Another way is by using the commands from the chart menu.
Adding titles to a chart
· Titles are used to identify certain areas of the chart.
· To add an axis title choose chart options from the chart menu | type the title | click the OK button.
Chart title alignment
· To change the chart title alignment, right click the title | choose the format axis title | click the alignment tab | select the proper orientation.
Changing chart colors
· The lines that appear on the bars of the chart are called markers.
· To change the color of a marker select the chart by double clicking | right click the marker | choose the format data series option | choose the desired color | click ok.
Types of charts
· To change the chart type click the drop down menu next to the chart type button on the chart toolbars | choose the desired chart from the 18 types | the chart type button has changed to reflect the new chart.
Drawing Tools
· The toolbar at the bottom of the screen is called the drawing toolbar.
· To use the drawing tools you must click the tool | determine the start point and drag its shape on the slide | when you meet the dimensions you want release the mouse button.
· Some of the tools such as the free rotate, fill color, line color, shadow on/off, line style, arrowheads affect existing objects and text.
Using autoclipart
· Autoclipart is a feature that helps you find and use appropriate clipart in your presentation.
· To start autoclipart choose autoclipart from the tools menu | type keywords | click view clipart | select the suggested clipart | click the insert button | click the close button.
Selecting and sizing objects
· You can select more than one object on the slide by dragging a rectangle around all the desired objects.
Adding tables
· Click the new slide button
· The new slide dialog box appears
· Choose the table slide
· Double click the table placeholder
· Identify the number of rows and columns
· Type the needed information in the table
· Click anywhere outside the table
SLIDE SHOWS
Duplicating a slide
· From the slide sorter view, you can duplicate a slide by choosing the duplicate command on the edit menu.
· Duplicating a slide is helpful if you wish to add a slide that is similar to the one that you have created.
· If the duplication is not what you want you can delete the selected slide by pressing the delete key.
Transition effects in slide sorter view
· Transition effects allow your slides to be displayed with special wipes, dissolves and fades.
· To add a transition effect, select a slide then click the slide transition button on the formatting toolbar.
· The slide transition dialog box allows you to choose a transition effect.
· PowerPoint indicates a transition icon below the slide.
Build effects in slide sorter view
· Build effects will build your slide, point by point to create a more effective presentation.
· To enable simple build effects, you can choose from the text preset animation drop-down list on the formatting toolbar.
· PowerPoint adds an icon to indicate a build effect is on this slide.
· You can get fancy with your build effects to add animated graphs and sounds to your slide shows. Advanced options are available from the animation settings command on the slide show menu.
Hiding and displaying slides
· If you want to create slides that will be hidden during a slide show that will be displayed only when needed you can simply select the slide and click the hide slide button in the formatting toolbar.
· The slide will be hidden as indicated by the changed page symbol.
· When you run a presentation that slide will be hidden.
· If you want to display a hidden slide during a presentation simply press the H key on the preceding slide.
Adding multimedia to your slide show
· Click the slide view
· You can add multimedia objects by selecting the slide you want to work with and choosing a command from the insert menu
· To quickly add a sound that will play during a slide transition; click the slide transition option on the slide show menu
· To add a sound click the drop-down arrow in the sound box then click the sound file you want to use .
· Other multimedia options, such as movies and sounds from other programs are found on the insert menu. Eg. Movie
· If a movie is inserted into a file the first frame of the movie will be displayed on the slide. When you run the presentation clicking on the picture will run the movie or you can have the movie run when you pass the mouse pointer over the frame.
§ To do this, right click the movie object and click action settings.
§ The action settings dialog box appears and has two tabs the mouse click and mouse over. If you want an action occur (movie or sound) when you click the slide use the mouse click tab. If action is wanted to occur when the mouse pointer rolls over the object choose the mouse over tab.
§ These tabs offer two choices: non or object action. If nothing should occur then choose none. If the object action option is chosen the action will commence once the mouse rolls over the object.
Creating custom shows
· If you need to make presentations to two different groups and both presentations will need the same beginning slides but will need a few different ones as well, you can make two separate slide shows or use the custom shows command to easily customize one slide show for the different presentations.
· The custom shows command is found on the slide show menu.
· Click on the menu will show the custom shows dialog box. This dialog box lists all of the custom shows that already exist. From here you can edit an existing show, begin creating a new one, remove a show from the custom list or copy a presentation.
· The define custom show dialog box is where you add slides to the custom show. The original show will still be the same while the custom show will display only the slides we specify.
· The first slide is for the name of the slide show.
· Click the slides that you want to include in the customized presentation and click the add button.
· After adding all the slides that we want to use in the custom show click the ok button.
· The customized show shall be added to the custom shows list.
Running your slide show
· Once all your slides are prepared the way you want it, it is time to run your presentation.
· PowerPoint allows you to start and run the presentation from any slide, not just slide 1.
· To begin on a slide other than the first slide, scroll to the one you want to use, then click the slide show button.
· If during your slide show you want to go to a slide other than the next one, you can do so by right clicking the slide and choosing go from the menu.
· The go sub-menu allows you to use either slide navigator or by title to specify which slide to show next.
OUTLINING AND PROOFING
Working with outline tools
· To switch to outline view click the outline view button.
· Viewing your presentation as an outline allows you to see how your ideas flow from slide to slide.
· You can easily see all of the text in your presentation.
· The outline toolbar appears on the left side of the window.
Changing the slide order in outline view
· You can change the order of slides in outline view. To move a slide, click the icon or slide number which appears to the left of the slide title and drag it to its new location.
