Creating a PowerPoint Presentation

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1 powerpoint 1 Creating a PowerPoint Presentation Getting Started 1. Open PowerPoint from the "Start" "Programs" Microsoft Office directory. 2. When starting PowerPoint, it usually starts with a new blank presentation. However, if you need to start a new presentation OR you want to start a new presentation with one of the built-in themes, you will want to click on the Office Button in the top left corner, and then click on New. 3. In the New Presentation menu, you can click on the Blank Presentation icon and then the Create button in the bottom right-hand corner. 4. Or you can click on Installed Themes under the Templates menu to select a pre-designed presentation format. Note: You can change the presentation design at any time by selecting the Design ribbon group, which displays all the same theme choices.

2 powerpoint 2 Adding Text 1. Notice that there are 2 main frames in this view. You may add text in the "Slides" frame on the left, or to the "slide view" frame on the right. (Just click inside the area to add or edit text.) 2. There are many options on the Home ribbon group for changing the text style. (e.g. bold, font size, alignment, color, etc.) The Next Slide 1. Click on the top half of the New Slide button in the Home ribbon group to get another slide of the same type as your current slide. 2. Click on the bottom half of the New Slide button to get a dropdown box and select the layout for the new slide. Note: You can always change the slide layout of the current slide by clicking on the Layout button on the Home ribbon group and then selecting the layout of your choice from the dropdown box. 3. Add a slide title above and some bullet points in the section below. (Press "Enter" to go to the next line.) 4. Experiment with the text style features, e.g. bold, alignment, font size.

3 powerpoint 3 Saving Your Presentation 1. Select Save from the Office Button. Enter a presentation title and click Save. The file will be save in PowerPoint2007 (pptx) format. 2. If you want to save your presentation in the previous version, PowerPoint 2003, click the dropdown save as type and select PowerPoint Presentation (*.ppt) and click Save. PowerPoint Views PowerPoint has three views, and you may be using all of them as you create your presentation. The view buttons are located to the left of the bottom scroll bar. Normal View: Displays a combination of the outline (left) & the slide (right). You may enter text into either area. You may also click on the Slide tab to see the order of your slides. Slide Sorter View: This view displays miniature versions of all slides in the presentation. Slides can be dragged to new locations to arrange the order in this view. Slide Show: This view is used during a presentation. To start at the beginning, the first slide should be selected before starting the slide show. Alternative: You can start the slide show by going from the Slide Show ribbon and click From Beginning icon. Adding an Image from file 1. Add a new slide. 2. Select a layout with a box for graphic object. Selecting the graphic layout provides a placeholder for your image. Alternative: You can add clip art to any layout, even a blank layout. From the Insert ribbon group, click on the Picture icon. 3. Click on the Insert Picture icon in the slide layout. 4. Navigate your computer to find the image you would like to insert. Click the button.

4 powerpoint 4 Your image will be inserted at a good size for your slide. If you need to resize it, select the image, turn into, drag one corner of the image to the desired size. Hold- dragging the image will give you a proportional size. and when the mouse down Shift key while Adding a Clip Art Image 1. Add a new slide. 2. Select a layout with a box for a graphic object. Selecting the graphic layout provides a placeholder to help size your clip art. Alternative: You can add clip art to any layout, even a blank layout. From the Insert ribbon group, click on the Clip Art icon. 3. Click on the Insert Clip Art icon in the slide layout. 4. Type a term that describes what art you are looking for in the Search for text box and click Go. You can modify the search area to look in a certain area and limit your search: your own collection, Office collection, or the web. 5. Click the Clip Art you like from the selection and it will automatically be added into the slide. Alternative: If you use the Insert ribbon method, you need to double-click on the clip art to insert it into the slide. 6. Your image will be inserted at a good size for your slide. If you need to resize it, select the image, and when the mouse turn into, drag one corner of the image to the desired size. Hold-down Shift key while dragging the image will give you a proportional size. Adding a Chart 1. Add a new slide. 2. Select a layout with a box for a graphic object. Selecting the graphic layout provides a placeholder to help size your chart. Alternative: You can add clip art to any layout, even a blank layout. From the Insert ribbon group, click on the Chart icon. 3. Click on the Insert Chart icon from that ribbon group. 4. Select the chart type from the template and click OK.

5 powerpoint 5 5. Edit the data in the MS Excel application. The information will automatically be reflected in the chart. When you re done, close MS Excel and click MS PowerPoint from the taskbar. 6. If you select your chart and you will see 3 ribbon groups of Chart Tools (Design, Layout and Format). 7. To choose a different chart style, click the Design ribbon group from the Chart Tools and click Change Chart Type icon. Select a different chart type from the selection and click OK. Note: You can revise your data using the Edit Data icon from the Design ribbon group. 8. To add a title, click the Layout ribbon group from the Chart Tools and click Chart Title icon. Select Above Chart and change the Chart Title box that appears above your chart. Chart Title Legend Axis Title Adding a Hyperlink to a website, or another file 1. Select the text or graphic you would like to use as a link. Alternative: If you enter a complete web address, for example: then press Enter key or a space bar, MS Office will automatically create a hyperlink.

6 powerpoint 6 2. From the Insert ribbon group, click the Hyperlink icon. 3. a. Enter a complete website address (URL) to link to a web resource and click OK. b. If you want to link it to a file, select the file from your computer and click OK. c. To link to an address, select Address from the left, enter the address in the textbook, and click OK. Adding Special Effects: Transitions & Builds 1. From the Animations ribbon, select the transition type. Note: if you just put your mouse on it (don t click on it), it will gives you the preview of the transition style. 2. Click Apply to All to use the same transition throughout the presentation. To apply the transition on a couple individual slides, holding-down Ctrl key while selecting the slides, and click on the transition style. This button displays all available transitions 3. From the Animation ribbon group, you can add transition sound from the drop-down list, as well as changing the transition speed for the slide(s) to Slow, Medium, or Fast. You can set a timer (mm:ss) for the slide(s) or using a mouse click to go to the next slide. 4. When you are ready, go to the 1st slide, and click the Slide Show icon.

7 powerpoint 7 Change the Default Save file as PowerPoint (*.ppt) 1. From the Office button and click PowerPoint Options. 2. Select Save and click the drop-down for Save files in this format, choose PowerPoint Presentation and click OK. The next time you save your presentation, it will save the file as PowerPoint (.ppt) format. 2 Printing Handouts of Your Presentation 1. From the Office button, select Print and click on Print from the selection. 2. In the Print What: drop-down box, select what you would like to print, e.g. Handouts: 6 slides per page to save paper or 3 slides per page with some lines next to each slide for notes. Notice that you can choose specific slides to print, and you can include slides you have "hidden". 2

8 powerpoint 8 Final tips: 1. Be sure to do a spell check. From the Review ribbon group, click the Spelling icon. 2. Test the slide show, including transitions, hyperlinks, sound, etc. 3. Always hit the Save button to prevent losing your presentation. Customize the Quick Access Toolbar By default, Power Point 2007 only shows the following Quick Access Toolbar: Save, Undo, and Redo button. The purpose of Quick Access Toolbar is giving you flexible easy access to tools you commonly use. We don t recommend adding too many tools, maximum 10 tools. 1. If you want to activate more tools in the Quick Access Toolbar, click the drop-down arrow next to it and select the tool you want to activate one at a time. 2. If you want to add other tools not available from the list or to organize the order, click More Commands. 3. In the PowerPoint Options, Customize area, you see 2 windows. The left side is to select other tools and the right side is the current Quick Access Toolbar. 4. On the left window You will see all the Popular Commands you can add. In this case if you want to add a Print tool, you will not find it from the Popular Commands. Click the drop-down arrow next to Popular Commands, and then select All Commands. Scroll down the list, select Print, and click the button.

9 powerpoint 9 5. On the right window You will see all the Quick Access tools you have. To re-order, select the tool and click the up arrow to move the tool up the list or click the down arrow to move the tool down the list. To remove a tool from the Quick Access, select the tool and click the button. 6. When you re finished, click the OK button to close the PowerPoint option. Keyboard Shortcuts & other tips to Save Time Ctrl+X cuts selected text or object (& copies to the clipboard) Ctrl+C copies selected text or object Ctrl+V pastes text or object (from the clipboard) Ctrl+Z undoes the last action Ctrl+A selects all Ctrl+S saves file Ctrl+G shows guidelines to help line up objects Also, you can "right-click" anywhere to get a quick menu of possible actions.

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