Getting Started with Microsoft PowerPoint 2003

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1 Getting Started with Microsoft PowerPoint 2003 Overview: This handout provides basic introductory information about Microsoft PowerPoint and its application in the classroom. Audience: All instructional staff Related Links: Creating Learning Modules with MS PowerPoint PowerPoint in the Classroom Microsoft Education: Convey Ideas with PowerPoint ISTE: International Society for Technology in Education NETS: National Educational Technology Standards Handout Created by: Cheryl Tice Instructional Support Specialist, SCT BOCES

2 Introduction Microsoft PowerPoint is a program used to create slide show presentations and has many educational applications. It can be utilized by both teachers and students in many different ways. Teachers can use this program to create interactive multimedia modules for their students to use to learn new information or review concepts taught. Students can use this program in a variety of creative ways to complete assignments. Some things to keep in mind when using PowerPoint: Create an outline of the information you plan to include in your PowerPoint Create a title slide and a slide with objectives that will be covered in your presentation Keep slides brief and to the point with: Bulleted lists Phrases - not sentences Summaries - not full descriptions Pictures to illustrate points Prompts to encourage participation during the slide show Use animation and sound when appropriate (too much can become distracting) Keep it simple and not too flashy Choose appropriate colors and text: Use large font size 24pt or larger Use fonts that are easy to read. Choose light text on a dark background for projection and dark text on a light background for acetate printed versions. Avoid non-standard fonts. If the font is not present on the teaching machine, Windows will substitute another font which might make your slides hard to read. Choose text and background colors carefully. Go for high contrast. Subtle differences are difficult to read and this may be worsened by a projector. Background patterns and graphics generally interfere with readability. Background patterns that are light work well with dark colors and vice versa, but background designs that have both light and dark elements do not work well with either light or dark text. Experiment with slide transitions and animated text. The slow reveal features can be very distracting to the audience and pace-altering for the lecturer. Make sure that any effects you apply enhance your presentation. Animated text can be helpful - just like revealing parts of an overhead transparency a little at a time. Don't go over the top with it - use it when necessary or it can become monotonous for presenter and audience. Use images, movie clips, and sound sparingly and only to enhance a slide or concept Use hyperlinks To launch a web browser To navigate to different parts of the same presentation To open documents that accompany your presentation Resource: Smith, Christine. "Designing Presentations with PowerPoint." 20 Mar Warwick Centre for Academic Practice. The University of Warwick. 12 Oct 2004 < 2

3 TABLE OF CONTENTS Getting Started Open PowerPoint...4 Task Pane PowerPoint Window...6 PowerPoint Views...7 Menus & Toolbars Using PowerPoint Tools WordArt Text Boxes...12 Images...13 Animation & Slide Transitions Hyperlinks Action Buttons Movies & Sounds Save...22 Print

4 GETTING STARTED OPEN POWERPOINT To open Microsoft PowerPoint, click: START PROGRAMS MICROSOFT POWERPOINT TASK PANE When you first open Microsoft PowerPoint 2003, the Task Pane will look like this (if you do not see the Task Pane, click: VIEW TASK PANE) Microsoft offers online information about PowerPoint Under OPEN, there is a list of slide shows you created most recently followed by MORE Click MORE to view a standard Windows dialog box to find and select the presentation you want. Click CREATE A NEW PRESENTATION in the Task Pane on the right side of the screen, or drop-down the Task Pane Menu List and choose NEW PRESENTATION Click BLANK PRESENTATION from the list in the NEW PRESENTATION Task Pane. 4

5 Choose the BLANK SLIDE LAYOUT from the Task Pane To add more slides to your presentation, you can do one of the following: Click the down arrow next to the slide layout you chose and select INSERT NEW SLIDE. OR Press CTRL+M on the keyboard OR Click the NEW SLIDE button on the Formatting Toolbar OR go to INSERT NEW SLIDE on the Main Menu 5

6 POWERPOINT WINDOW Main Menu Standard & Formatting Toolbars Outline and Thumbnail Slides Pane Slide Add Notes Here Task Pane Drawing Toolbar 6

7 POWERPOINT VIEWS NORMAL VIEW where you add and edit slides SLIDE SORTER VIEW where you left-click and drag slides to change the order of the presentation SLIDE SHOW VIEW full screen view of each slide (use the F5 key to begin the show and the left mouse button, ENTER key, or SPACE BAR to move through the slide show) NOTES PAGE VIEW where you add extra information you don t have on each slide so you don t forget about it while you present NORMAL VIEW NOTES PAGE VIEW SLIDE SORTER VIEW 7

8 Menus & Toolbars Notice that the menus and toolbars for PowerPoint are very similar to those in other Microsoft applications. MENUS 8

9 TOOLBARS Standard Toolbar: NEW DOCUMENT opens a blank document SAVE initially brings up SAVE AS dialog box for an untitled document; after saving once, click to update recent changes PRINT PREVIEW select the desired printing options and see what it will look like before printing RESEARCH opens in the Task Pane and allows you to look up word definitions, synonyms, and information about your topic from a variety of resources COPY FORMAT PAINTER select the text with the desired formatting click click on the word or phrase you want to have the same formatting INSERT EXCEL CHART / GRAPH OPEN opens an existing document PRINT prints document 1 slide per page. Go to FILE PRINT to set up desired printing style SPELL CHECKER CUT PASTE UNDO / REDO INSERT TABLE TABLES & BORDERS TOOLBAR INSERT HYPERLINK SHOW / HIDE GRID helps align objects on your slide COLOR / GRAYSCALE see slides in full color, black and white or grayscale ZOOM HELP Formatting Toolbar: FONT STYLE and SIZE TEXT ALIGNMENT INCREASE / DECREASE FONT SIZE FONT COLOR NEW SLIDE adds a slide to your presentation; choose a layout from the Task Pane BOLD, ITALICS, UNDERLINE, SHADOW NUMBERING / BULLETS DECREASE / INCREASE INDENT SLIDE DESIGN click to choose a slide design from the Task Pane TIP: If you do not know the function of a button, move your mouse over the button and a flag will pop up with information about it. 9

10 Drawing Toolbar: DRAW AUTOSHAPES SELECT OBJECTS RECTANGLE & OVAL TOOLS WORD ART INSERT CLIPART FILL COLOR FONT COLOR SHADOW STYLE LINE & ARROW DRAWING TOOLS TEXT BOX INSERT DIAGRAM or ORGANIZATIONAL CHART INSERT PICTURE FROM FILE LINE COLOR LINE STYLE, DASH STYLE, ARROW STYLE 3D STYLE TIP: If you are missing a toolbar, go to VIEW TOOLBARS and click the toolbar you need USING POWERPOINT TOOLS WORDART Adding WordArt: Use WordArt to add colorful titles to slides: Click the INSERT WORDART button on the DRAWING TOOLBAR at the bottom of the screen: Select a style and click OK Type in a title for your slide show and click OK: 10

11 Use the handles to change the size of the WordArt. Double click the WordArt you created if you want to edit the text Makes WordArt both Taller and Wider Move Taller Rotate Wider Change WordArt Color: Left click to select the WordArt (you will see handles around it) Click the FORMAT WORDART button on the WordArt Toolbar Click the down arrow under Fill Color click FILL EFFECTS Choose a GRADIENT, TEXTURE, PATTERN, or PICTURE WordArt Toolbar: TEXT SPACING INSERT WORDART WORDART GALLERY HORIZONTAL TEXT WORDART SHAPE VERTICAL TEXT TEXT ALIGNMENT 11

12 TEXT BOXES You will use Text Boxes to enter text onto slides. Creating a Text Box: Click the TEXT BOX tool on the DRAWING TOOLBAR Move the mouse over the slide - it will look like this: Click and drag a rectangle over the spot where you want the text box to appear (see image below) *** It will only be as tall as your font size. It will grow taller as you type. TIPS: Set the desired font size and style BEFORE you add additional slides or create any text boxes so the font is consistent from slide to slide. Remember to use at least 24 pt font or larger for your presentations Bulleted words and phrases are easiest to read (instead of sentences) Be brief and concise 12

13 IMAGES Clipart: PowerPoint provides a variety of images in its Clipart gallery. To use Clipart: Click the CLIPART button on the Drawing Toolbar (if you don t see the Drawing toolbar at the bottom of the window, click VIEW TOOLBARS DRAWING) Type a keyword or phrase in the SEARCH FOR field and click GO Scroll through and click once on the image you want to insert from the list Use Handles on the image to adjust size; click & drag into place on the slide. Enter another keyword or phrase in the Task Pane to find another picture Picture from File: You can insert scanned images, digital pictures, images from the Internet (cite sources!), or pictures you created using a software program such as PhotoShop into your presentation. Click the INSERT PICTURE Toolbar button on the Drawing Navigate to the spot where you saved the image you want to use A little star in the bottom right corner of the choices means it is animated (moves when you view the show) Insert Double click the image to insert it, or click it once and click the INSERT button on the dialog box. 13

14 ANIMATION & SLIDE TRANSITIONS Animation can be a fun addition to your presentation. Use it for emphasis, but keep in mind it can become distracting. Animate Images: Click once on the image to select it (you will see handles around it) Click SLIDE SHOW CUSTOM ANIMATION In the Task Pane, click ADD EFFECT ENTRANCE MORE EFFECTS (You can also choose: EMPHASIS, EXIT, or MOTION PATHS) Click to choose an effect and click OK 14

15 In the Task Pane, click the drop down arrows to determine: o How you want the object to enter (ON [MOUSE] CLICK, WITH PREVIOUS [EVENT], AFTER PREVIOUS) o The way it will enter (i.e., if you choose ZOOM as the effect, the object can zoom in, out, in from screen center ) o Its speed (SLOW, MEDIUM, FAST, VERY FAST) More EFFECT OPTIONS are available by clicking the down arrow in the list of objects that you have animated If you have sound files saved to your computer, you can add them by clicking OTHER SOUND and navigating to the place you saved the sound file(s). Slide Transitions: The way slides enter the screen during a presentation is the SLIDE TRANSITION. To set up slide transitions: Click SLIDE SHOW SLIDE TRANSITIONS Use the Task Pane to select the desired transition for each slide, or choose one transition and click APPLY TO ALL SLIDES 15

16 HYPERLINKS A hyperlink is text or an image you click to launch a web page or document. Hyperlinks are a great way to add depth to a presentation. Picture Hyperlinks Picture Hyperlinks are helpful, especially for those who cannot read or who lack the fine motor skills to control a mouse. To create Picture Hyperlinks: Open a web browser and find the web site to which you will hyperlink Right click the URL in the Address Bar at the top of the browser window and left click COPY In PowerPoint, insert and click the picture you want to hyperlink so it has handles around it Click the INSERT HYPERLINK button on the Standard Toolbar Press CTRL+V on your keyboard simultaneously to PASTE the web address into the Address field and click OK CTRL V 16

17 Web Address as a Hyperlink In your Web Browser, find the web resource you plan to use as a hyperlink Right click the URL in the Address Bar at the top of the browser window left click COPY In PowerPoint, create a text box and click EDIT PASTE (or press CTRL+V) to paste the URL into the Text Box and press the space bar or the ENTER KEY to make it a hyperlink. Word or Phrase as a Hyperlink 1. In your Web Browser, find the web resource you plan to use as a hyperlink 2. Right click the URL in the Address Bar at the top of the browser window left click COPY 3. In PowerPoint, create a Text Box and type a word or phrase (i.e. CLICK HERE) into the box 4. Click and drag over the words to select them. Example 5. Click the INSERT HYPERLINK button 6. Press CTRL+V to PASTE the URL into the dialog box and click OK CTRL V ****If you want to link Word documents or other documents to your presentation save all documents in the same folder with your presentation. Then follow steps 3 5 above find and double click the document you want hyperlinked. If you plan to link to a file, find it here and double click it. Be certain it is saved in the same folder as your presentation. 17

18 Action Buttons Action Buttons can: Link one slide to another Link documents, sounds, images, and video clips to your presentation Open a web site Action Buttons: Linking Slides o Click SLIDE SHOW ACTION BUTTONS o Click the button you want to use o Move your mouse over the slide click and drag over the spot where you want the button to appear on the slide o A dialog box will pop up click HYPERLINK TO click the dropdown arrow click SLIDE o Click the thumbnail of the slide you want to link to click OK o You can choose to have a sound play when the button is clicked: Click PLAY SOUND click the dropdown arrow choose a sound click OK 18

19 Action Buttons: Linking to Web Addresses Click SLIDE SHOW ACTION BUTTONS Click the button you want to use Move your mouse over the slide click and drag over the spot where you want the button to appear on the slide A dialog box will pop up click HYPERLINK TO click the dropdown arrow click URL Type or Copy & Paste the web address into the box that pops up click OK OK Action Buttons: Linking to Other Files Word documents, sound files, video clips, saved images, and Excel documents are examples of some of the other file types that can be linked to an Action Button. All documents of this type must be saved in the same folder with your presentation before linking them to the presentation! Click SLIDE SHOW ACTION BUTTONS Click the button you want to use Move your mouse over the slide click and drag over the spot where you want the button to appear on the slide A dialog box will pop up click HYPERLINK TO click the dropdown arrow click OTHER FILE Navigate to the folder where you saved your documents and double click the one you plan to link to the Action Button click OK OK 19

20 MOVIES & SOUNDS Movies and sound files are another way to add fun to your presentation. There are various ways you can gather movie clips and sound files. FindSounds.com is one place to find useful sound files < UnitedStreaming.com and AltaVista.com allow you to search for video clips. You can use a digital camera to capture your own video clips. TIP:.AVI files work best with PowerPoint, but.asf files (found at United Streaming) also work. If you plan to use movie clips and sounds in your PowerPoint, you must save everything in the same folder with your presentation so if you move the folder, all the files will be located in the same place and will not need to be re-linked. Then follow the directions below: Insert Existing Video (or Sound) Files Click INSERT MOVIES & SOUNDS click either MOVIE FROM FILE or SOUND FROM FILE from the menu Find and double click the file you want to insert. Sound files look like a speaker Video clips will look like an image that has been inserted on the slide (.AVI files work best in PowerPoint) You can choose to play the clip Automatically or on Mouse Click. Inserting Other Movie & Sound Files There are Movie and Sound clips in the Clip Organizer that you can choose from. Record Sound in PowerPoint You can also RECORD SOUND with a sound recorder available in PowerPoint. When you use PowerPoint s Sound Recorder, the sounds are embedded as part of your presentation (not separate files.) To use the recorder: Click INSERT MOVIES & SOUNDS SOUND RECORDER Click the red RECORD button to record your sound Click the rectangular STOP button when you re done Click PLAY to hear what you recorded Click OK if you want to add it to your slide Play Stop Record 20

21 Record Narration Narration can be used in a variety of ways. You can add narration to a presentation students will use in a learning center to explain directions. If you are doing a presentation at a Board of Education meeting or a staff meeting, you can have students narrate slides with examples of their work. The possibilities are endless! To record narration: Open and Save your presentation in a folder Move to the slide you want to begin narrating. Click SLIDE SHOW RECORD NARRATION If you do not begin on the first slide, a dialog box will pop up and ask if you want to begin narrating from the current slide or the first slide. Click CURRENT SLIDE to begin from the slide currently on your screen. Notice that the file path to your presentation is listed at the bottom of the dialog box. Be sure to check LINK NARRATIONS IN: so that the sound files will be placed in the folder with your presentation. When you are ready to narrate, click OK You will see your current slide on the screen which means you should begin narrating. x When you finish narrating each slide, press the ENTER key to move to the next slide and continue narrating until you are finished. Press the ESC key (generally on the top left of your keyboard) when you re finished. Edit Narration Click VIEW SLIDE SORTER Click the slide whose narration you wish to change Click SLIDE SHOW RECORD NARRATION CURRENT SLIDE Press ESC when you finish 21

22 SAVE It is important to save early and often. Before you begin creating your presentation, open a blank presentation and click FILE SAVE. Name the file and click SAVE. Each time you make a significant change to your presentation, click the SAVE button. SAVE AS POWERPOINT SHOW You can also save a presentation so it automatically opens the full screen slide show. When you are completely finished editing your presentation: Click FILE SAVE AS Click the dropdown arrow next to SAVE AS TYPE (at the bottom of the dialog box) click to select PowerPoint Show (*.pps) SAVE AS DESIGN TEMPLATE You can set up a template for your students to complete. Create the desired layout (the number of slides, layout for information desired on each slide, space marked for images, charts, graphs, etc.) To save your template: Click FILE SAVE AS Click the dropdown arrow next to SAVE AS TYPE (bottom of dialog box) Click to select DESIGN TEMPLATE (*.pot) Choose a place to save your template Name the file and click SAVE 22

23 PRINT Always select FILE PRINT so you can set up the way you would like to print your presentation. Under PRINT WHAT, click the down arrow to choose: Under HANDOUTS, click the down arrow to choose how many slides per page. Click OK when you are ready to print. 23

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