Microsoft PowerPoint Defined
1. PowerPoint is a very powerful presentation software package that takes text, pictures, graphics, numbers, sounds, and movies you have collected and allows you to create presentations that have impact.
Create a Presentation
1. There are two ways to create a new PowerPoint document:
a. Option A: Open the program for the first time by clicking Start, All Programs, Microsoft Office, and select PowerPoint.
b. Option B: You can create a new document if you have already opened PowerPoint. Click File and select New.
Understanding PowerPoint “Lingo”
1. There are several terms you must understand as we move into the overview of PowerPoint.
a. The Slide: This describes each “page” of your PowerPoint presentation. They can contain text, graphics, pictures, charts, sounds, movies, and colorful backgrounds. Each should contain a single topic or focus with text, charts, media, or graphics to back it up.
b. Objects: Every item in PowerPoint is treated as an Object, such as text blocks, clip art or pictures, org charts, hyperlinks or buttons, or anything that is added to a Slide. All Objects can be positioned, resized, modified, and layered.
c. Text Box: These are Objects that contain text. All text added to a Slide will be contained in some type of Text Box, which is like a mini word processing screen. You can edit the text inside of the block just like you would in your favorite word processing program.
d. Graphic: This is an object like clip art, pictures, or any object drawn with the Draw tools provided. All Graphic Objects can be resized, moved, layered, all the things you are able to do in your favorite Draw program.
e. Graphs: While graphs are mostly associated with spreadsheets, like Excel, PowerPoint provides the capability to create and display Graph Objects on your Slides. After editing the data like you would in a spreadsheet, PowerPoint will generate a colorful chart. They can be, repositioned, modified, etc., just like any other Object.
Assignments
1. Make a new folder in your network folder titled PowerPoint.
2. Open a new PowerPoint document, type your name and title for this class into the Placeholder (find it at the bottom of this page). Save this document as ASSIGNMENT 1. Close PowerPoint.
Mr. Cummings – Technology & Digital Photography – Microsoft Office PowerPoint Page 2 of 2
The PowerPoint Screen
Mr. Cummings – Technology & Digital Photography – Microsoft Office PowerPoint Page 2 of 2
Creating a New Slide Presentation
1. Microsoft makes it simple to create a new presentation – by default, PowerPoint displays a blank presentation that’s missing color, images, and graphics.
Adding a Slide and Selecting a Slide Layout
1. The easiest way to add a slide is to select the New Slide button, located on the Formatting Toolbar. PowerPoint will add the slide after your current one.
2. To add a slide with a different layout, choose Slide Layout. PowerPoint supplies almost 30 different slide layouts in the follow categories: Text, Content, Text & Content, and others that utilize Clip Art or charts.
Using a Design Template
1. A Design Template provides graphics, backgrounds, and a color scheme as a base for a presentation.
2. To select a template, choose one of the three options in the Task Pane – these include:
a. Slide Design: These feature more than 20 templates that include different color and backgrounds.
b. Slide Color Scheme: This option allows you to choose the background color. You can right-click on any option to either apply the color to all slides or to ones you choose.
c. Slide Animation Scheme: This is one of the most unique and misunderstood features in PowerPoint. In short, you can add effects to your text, graphics, and pictures to bring a more polished look to your presentation. Each effect you choose can be applied to one slide or to all of them.
3. You can also change the font and the formatting just like you did in Word. Notice the options available in the Formatting Toolbar. Unlike Word, PowerPoint also allows you to adjust the font size by clicking the Increase Font Size and Decrease Font Size buttons on the Formatting Toolbar.
Assignment
1. Use ASSIGNMENT 1 to complete these assignments. Change the slide design, color scheme, and animation scheme of your title slide. Add two more slides, but change their layout, color scheme, and animation schemes to look different than the title slide.
2. Change the font, font size, and font color of each slide. Try using the Increase and Decrease buttons to stretch out your font without increase the numbers of lines used.
3. Save this document as ASSIGNMENT 2. Close PowerPoint.
4. Compile at least 10 photos or graphics and at least two sounds into your PowerPoint folder on your flash drive. We will need them for future assignments.
Creating Speaker Notes for a Presentation
1. Speaker notes can be added to any slide, which enables you to remember key points and deliver a more effective presentation. Slide notes will not appear to the audience, nor will you be able to see them. Notes can be compiled on each page by typing them into the Notes Pane – anything you type will be displayed throughout the various Views available in PowerPoint.
2. To see any notes you have created, you must print the presentation in a special view called Notes View.
Delete, Move, or Hide Slides
1. Your presentation contains multiple slides, any of which you can manipulate. To delete, move, or hide slides, click on the Outline or Slides Tab, or the Slide Sorter View, located in the View Buttons section. Right-click on any slide to manipulate it.
2. If you select Hide Slide, you will notice the slide number will display a line through it. Even though you see it on the sorter, it will not appear during the presentation.
Print Specific Slides or Handouts
1. Printing slides is an easy process, and one you should consider doing for every presentation you make. Normally, when you print handouts, it includes pictures of your slides with room for people to enter their own notes. It would normally not include any of your notes.
2. Pull down File to Print and you will presented with several options:
a. You can print either Handouts or Slides and select how many slides will be displayed.
b. You can specify whether to print the slides in color, grayscale, or B&W.
3. It is recommended that you print as many handouts per page as possible and use grayscale.
Using the Slide Sorter View
1. The Slide Sorter View is the place where you make sweeping changes to the overall presentation. Here, you lay the slides out in rows and columns, can change the Slide position, change the template that supplies the background design and color scheme, and add transitions and timing elements.
2. While you cannot edit the content of any of the Slides in the Slide Sorter View, you can cut extraneous slides, duplicate them, and shuffle the order in which they will be displayed.
Assignment
1. Create a new presentation titled “My Top 10 Favorite Movies.” Add three more slides to this document, one that contains a list of your top 10 movies, another which discusses how you chose them, and a final one that displays your #1 movie. Also, create speaker notes for each slide.
2. Use the Slide Sorter View to move Slide 2 to the third position.
3. Save this document as ASSIGNMENT 3. Close PowerPoint.
Re-arranging Slides or Handouts
1. Several options are available that will help you organize your presentation. Please note the following:
a. Change Slide positions – you can drag any slide to any position in your presentation. To do so, grab the slide with the left mouse button and drag the slide to the desired location.
b. Duplicate Slides – The easiest way to copy a slide is to use the Copy/Paste function.
c. Deleting Slides – To delete the slide, select it and either hit the Backspace key, pull down Edit to Delete Slide, or right-click on any slide and select to delete it.
d. Hide Slides – If you want to give a presentation to two different audiences using the same document, you can hide various slides without having to make two separate presentations. To hide a slide, right-click on the slide and select that option.
Timing Your Slides
1. You have the ability to add timing to any or all of your slides, which removes your need to ‘click-through’ any presentation. To set up a presentation, click on Rehearse Timings and advance through each slide as if you’re presenting in front of an audience.
Resizing Text Boxes and Formatting Text
1. To resize a Text Box in PowerPoint, simply select the box, select the desired box so that the Handlers appear. Make the box bigger or smaller depending upon your needs.
2. You can change the formatting of a text box just like you would change it in Word. Simply click on any of the icons located on the Formatting Toolbar to change the size, style, shadow, color, or bulleting of your text box.
Animating Text
1. Perhaps the most important feature of PowerPoint is the ability to animate your every item that appears on your slide. There are two ways to approach Animation of text:
a. Option A: Select from several predetermined Animation Schemes, or create your own Custom Animation by opening the Task Pane. One problem with this option is that any changes you make will apply to all text on your Slide.
b. Option B: Use the Custom Animation command. This will gives you much more control over every aspect of text Animation.
Assignments
1. Using the presentation provided in the network folder, duplicate one slide, delete and hide two others.
2. Apply timings to your altered presentation and save it as ASSIGNMENT 4. Close PowerPoint.
Animating Text, Part 2
1. Select the Text Box you wish to animate and pull down Slide Show to Custom Animation or select the Custom Animation Task Pane on the right. To add animation to a selected Text Box, click on the Add Effect button.
2. You can determine Entrance animation, Exit animation, Emphasis, or you can even determine a Motion Path you want your text to take.
a. Entrance – A number of preformatted animations are available, the most popular of which is Fly In. To see more options, click More Effects. Here, you can choose Fade, Dissolve In, or select Random Effects if you want different effects each time you run the presentation
b. When selecting your effect, you also have the choice to control when it will be displayed. While you may choose On Click or With Previous, it is suggested that you use Start After Previous.
c. Add other options including Effect Options – this will add sounds or timing to your slide.
d. Select Emphasis to change how each item will display upon entering – there are 31 choices here, which include Change Font, Grow/Shrink, and Spin.
e. Exit – You can also choose exit effects for each item. The same procedures apply as they did for Entrance.
f. Motion Paths – You can also choose what direction each item will take when it enters or exits. Choose between 6 preset motions, or create a custom motion by selecting Draw Custom Path.
Drawing/Graphic Objects
1. An Object is text, lines, shapes you create, graphs, charts, and the pictures you import from other applications. All items that appear on a PowerPoint Slide are Objects.
2. Objects play an important role in PowerPoint. Much like Animation, objects play a critical role in your presentation and can greatly affect your overall product.
3. The only place you can work with images in PowerPoint is in the Normal View mode.
Assignment
1. Open Assignment 3 and complete two more slides about your favorite movies. Add every animation feature from the list above to your presentation. Save the document as ASSIGNMENT 5.
Drawing Basic Shapes
1. All basic shapes drawn in PowerPoint are Objects and can be modified by the tools on the Drawing Toolbar. There are several different types of shapes you can draw:
a. Line Tool –you can find this on the Drawing Toolbar. Click once on this to draw your line. If you want to draw a perfect vertical or horizontal line, down the shift key while you draw. To resize or move the end of the line to a new location, grab the line by the Handler and drag the end to a new place on the screen. You can also modify the line color by using the same Line Color button. A pop-open window allows you to select the color you wish. You can change the line to a pattern or change its thickness.
b. Rectangles and Squares - Rectangles and squares are drawn by the Rectangle Tool located on the Drawing Toolbar. If you want to draw a square, hold down the shift key. The same rules you learned for a line will apply to all other shapes, except for arrows.
Fill Effects
1. The most important Rectangle tool is the Fill option. You will find this button on the Drawing Toolbar. The options presented to you in Line Color also apply here. While you are presented with 8 colors, you can choose More Fill Colors... to see hundreds more. Another choice is No Fill which will make the interior of the shape transparent.
2. Fill Effects has many options to make sure you can present an Object in any format you desire. Upon selecting this, you are presented with four tabs:
a. Gradients – This option provides you with multi-color shading options
b. Texture – Choose between more than 12 textures including Papyrus & Denim.
c. Pattern – This option allows you to fill the object with a specified pattern. Use this for charts or for times in which you’ll be printing in B&W.
d. Picture – You can fill any shape with a picture from your personal folder or from the Internet.