A Guide to the use of: Power Point Developed by: Customer Support Information Technology. School District of Palm Beach County

Transcription

1 A Guide to the use of: Power Point 2013 Developed by: Customer Support Information Technology School District of Palm Beach County i

2 Table of Contents UPDATES... IV 1 INTRODUCTION OPENING POWERPOINT SCREEN LAYOUT QUICK ACCESS TOOLBAR RIBBON, TABS AND GROUPS RIBBON TABS File Tab Info New Document Print PowerPoint Options GROUPS POWERPOINT WINDOW VIEWS Normal Outline Slide Show Sorter Slide Show NEW PRESENTATION Default Layout Layout Gallery Design Template EXISTING PRESENTATION SLIDES INSERT A NEW SLIDE CHANGING SLIDE LAYOUTS APPLYING A DESIGN TEMPLATE REORDERING SLIDES HIDE SLIDES SLIDE MASTER Headers and Footers Slide Numbers Date and Time CUSTOM SLIDE SHOW i

3 4.7.1 Create Edit FORMATTING TEXT Formatting Text Line Spacing Change Case Spelling Spell Check Spelling Options Bulleted Lists Placeholder Text Box Bulleted Lists and New Slides from an Outline Numbered List TEXT BOX Resizing a Text Box Add/Edit Text Text Box Properties COLOR SCHEMES BACKGROUNDS INSERT SLIDE EFFECTS TABLES IMAGES Pictures Clip Art Photo Album ILLUSTRATIONS Shapes SmartArt Chart SCREENSHOT LINKS Hyperlink Action TEXT Text Box Header & Footer WordArt Date & Time Insert Slide Number Object SYMBOL MEDIA Video Audio TRANSITIONS ii

4 8 ANIMATION ANIMATIONS ADVANCED ANIMATION Anination Pane Animation Painter ANIMATION PREVIEW PRINTING & SAVING PRINT HARDCOPY CREATE PDF OR XPS iii

5 Updates Version 1 Initial release of MS PowerPoint iv

6 This page is blank i

7 1 Introduction Part of the Microsoft Office 2013 suite of programs, Microsoft PowerPoint 2013 is a full featured presentation program that helps you quickly and efficiently develop dynamic, professional-looking presentations and then deliver them to an audience. 1.1 Opening PowerPoint To open PowerPoint on your computer: Select Start Select All Programs Select Microsoft Office Select Microsoft Office PowerPoint 2013 If there is an icon of Microsoft PowerPoint available on your desktop, you can open up the program by double-clicking it, as well When you start PowerPoint, a screen appears that enables you to create a new presentation, open a presentation you worked on recently, or open any existing presentation. If the name of the presentation you want to open appears in the Recent list on this starting screen, simply double-click the name to open the presentation. To open an existing presentation that is not in the Recent list, click Open Other Presentations in the left pane to display the Open page of the Backstage view. Then clicking a storage location displays options in the right pane for opening a presentation from that location. 1-1

8 When Computer is selected, clicking Browse in the right pane opens the Open dialog box. The first time you use this command, the Open dialog box displays the contents of your Documents library. If you display the dialog box again in the same PowerPoint session, it displays the contents of whatever folder you last used. To open a presentation from a different folder, use standard Windows techniques to navigate to the folder and then double-click the name of the presentation you want to work with. 1-2

9 1.2 Screen Layout PowerPoint 2013 Version 1 Tabs Ribbon Groups View choices 1-3

10 1.3 Quick Access Toolbar In the upper left corner of the window, there is an area called the Quick Access Toolbar. This area contains several of the most used buttons in Office applications Save, Undo, Redo, Print and Print Preview. This toolbar can be customized by adding and removing as many Quick Access button choices as needed. To customize the Quick Access Toolbar, Click on the small arrow to the right of the bar. If the ability to draw a table were to be added to the toolbar; o lick the Draw Table Entry o A check mark will be added to the left of the Draw Table entry and the Draw Table icon will be added to the Quick Access Toolbar. o RIGHT click on the button to be removed o Choose Remove from Quick Access Toolbar. To remove buttons from the Quick Access Toolbar: 1-4

11 2 Ribbon, Tabs and Groups 2.1 Ribbon The Ribbon brings Office s most frequently used commands to the forefront. Each Ribbon has a series of Tabs and Groups that provide details and options that are available within that tab or category, The Ribbon is arranged in logically-grouped tabs. The tabs are then arranged in logically-grouped commands and the sub-groups. 2.2 Tabs The Tabs are, logically, a bit different for each 2013 Office application to assist with the most common features of that application.. The Tabs for PowerPoint are: All the 2013 Office applications begin with the blue File tab. The Tabs to the right of the File tab are tailored to each application. If your ribbon shows the tab names but no buttons, or doesn t show the tabs at all, click the Ribbon Display Options button, and then click Show Tabs And Commands. The Tabs for PowerPoint are: File Tab provides access that brings up a full screen of commands and information. Home contains the basic operations such as cut/copy/paste, font & paragraph formatting, themes and styles. Insert Tab permits the user to insert objects into the document such as tables. Transition Tab permits the user to select the means of transitioning from one slide to another. Design Tab manages the look of the document theme, page setup and color. Animation Tab manages slide transition and custom animation on each slide. Slide Show Tab starts the slide show and performs set up functions Review Tab to perform proofing, spelling checking or add comments. View Tab to change the presentation view. 2-1

12 File Tab The File tab brings up a full screen of commands and information. This tab was new to the 2010 version of MS Office. And is referred to as the Backstage view. The Backstage view provides all the tools you need to work with your files, as opposed to their content. It provides access to the normal File functions such as Save, Save As, Open, etc. as well as several options. To leave the Backstage, click on in the upper right to return to the document area Info Click the File tab to display the Info page of the Backstage view of Word The middle pane provides commands for controlling who can work on the document, removing properties (information that is associated with the document), and accessing document versions (older copies of the document that you saved or that Word automatically saved for you). The right pane displays the associated properties, as well as dates of modification, creation, and printing, and who created and edited the document. The Info option provides two sections that give the user the ability to see the details related to the document that is currently open. 2-2

13 New Document Open up a new PowerPoint presentation, do this by clicking on the File Tab. Click on New PowerPoint 2013 will present a dialogue box to choose what type of new presentation. Along the right side of the new dialogue is a list of templates. The user may select from an installed template, or new office online templates. The example depicts the selection of a new blank presentation. Click on the Create button Print The File Tab menu provides the access to the print function. The print option displays all of the information needed to complete the printing action. The printer can be selected as well as making any changes to the settings. 2-3

14 PowerPoint Options The Options screen provides access the settings that are used within MS Office. Many of these options are unique to the application (PowerPoint, Word, Excel, etc.) that is currently being accessed. Most apply to all of MS Office applications. Caution should be taken when changing any of the system options Groups Groups are displayed when a Tab is selected. Each application has a set of Tabs and each Tab has a corresponding set of Groups. The File and Home tabs are common to all Office applications. The other tabs are specific to the application. Each tab contains a number of groups. The groups in turn contain associated icons and commands. The appearance of the information within the groups will vary based on the resolution of the computer screen. 2-4

15 3 PowerPoint Window PowerPoint 2013 Version 1 Slide Layout, The basic unit of a PowerPoint presentation a the Slide. A slide can contain text, graphics, tables, charts or drawings to fit the user s needs. Slide Layouts are used to position the content on the slide. Placeholders. Placeholders are boxes with dotted borders that are displayed when a new slide is created. All layouts except the Blank slide layout contain placeholders. Note Pane. The Note Pane permits the user to include comments or text that can be used as part of the spoken information during a presentation. They may be printed for the presenter or as part of a handout. Slide tab. The tab is part of the normal view. It permits the user to view miniatures of the slides. Slide Counter. The Slide Counter identifies the current slide number and the total number of slides in the presentation. 3-1

16 3.1 Views PowerPoint gives four screen layouts for constructing a presentation in addition to the Slide Show. The page view can be selected by clicking the buttons at the bottom right side of the screen Normal The Normal view is the default view for a PowerPoint presentation. It also displays miniatures of each slide on the right side of the screen. The slide tab displays each slide on the screen and is helpful for adding images, formatting text, and adding background styles At the bottom of the screen is a section for adding notes. Each of these areas will be covered in subsequent sections of the Guide Outline The old Outline tab has been replaced with a full-fledged Outline view that makes it easier than ever to enter and edit the text of a presentation. To access the Outline View, click on the view tab. Then click on Outline View in the Presentation Views group. 3-2

17 3.1.3 Slide Show Sorter In the Slide Sorter view, a small image of each slide is displayed in Slide Sorter view. Slides can easily be ordered and sorted from this screen Slide Show The Slide Show view displays the slide show beginning at the current slide. It does not begin from the first slide. This feature is useful when working on a slide as it permits the user to see the current slide activity first. 3.2 New Presentation Default Layout k When PowerPoint is opened, it displays the Normal view with a Title slide and the Slide tab. This is the normal starting point for most presentations. 3-3

18 3.2.2 Layout Gallery The Slide Layout Gallery displays a wide variety of slide layouts that can be used. It can be accessed from the Home Tab, Slides Group Design Template Power Point provides many templates with different backgrounds and text formatting to begin the presentation. The Design Tab displays a number of Themes available to the user. Additional themes Where available at the onset when Blank Presentation was selected. More are available by clicking on the arrow at the right side of the displayed themes. The Theme Gallery opens to display the built-in themes. 3.3 Existing Presentation Select this option to open a Power Point presentation that already exists. Select the folder the file is located in from the Look in: dropdown menu and highlight the file on the list. Click Open to open the presentation. 3-4

19 Existing presentations are displayed when selecting the Open tab in the Backstage area. Recent Presentations are displayed as well as the ability to go to the Computer to search for the presentataion. 3-5

20 4 Slides 4.1 Insert a New Slide Follow these steps to insert a new slide into the presentation: In the Outline tab, select the slide prior to where the new slide is to appear and click on the slide's number. Select Home/Slides/New Slide from the Ribbon. Choose the page layout from the window and press OK. 4.2 Changing Slide Layouts Slide layout can be changed or selected in several ways. To get a new layout format: Select the Home Tab and Slides Group. Select the Layout command. The Layout Gallery is displayed. Select the appropriate layout for the slide. The second method is: Right click on the miniature slide in the Slide tab. Select Layout. Select the desired layout for the slide. Note: This procedure impacts the current slide 4-1

21 4.3 Applying a Design Template To add a design template or to changing the existing one, selection the Design Tab and then the Themes Group. The Gallery will display all pre-set themes. Additional themes may be added to the Gallery. 4.4 Reordering Slides To reorder a slide in Slide Sorter View, simply click on the slide to be moved and drag it to the new location. In Normal View, click the miniature slide in the left hand pane to be moved and drag it to a new location. 4.5 Hide Slides If a slide is not to appear during the slide show, but is not to be deleted so that it may be used later, the slide can be hidden by selecting the Slide Show Tab and the Set Up Group from the Ribbon. To add the slide back to the slide show, select Hide Slide again. 4.6 Slide Master When you create a presentation, the slides take on the characteristics of the template on which the presentation is based. PowerPoint templates use masters to determine their basic design. By default, each PowerPoint presentation has three masters: Slide master This set of masters controls the look of all the slides in a presentation, including the theme, text placement, background graphics, and other slide elements. The set contains a master design for most of the layouts you are likely to need when using that particular template. Handout master This master controls the look of any handouts you prepare for distribution to your audience. 4-2

22 Notes master This master controls the look of speaker notes (if you choose to print them). When you create a presentation, its slides assume the design of their slide masters. The slide masters contain placeholders for a title, bullet points, or other content, depending on the particular layout. Most slide masters also contain placeholders for the date and time, footer information, and slide number. The placeholders control the position of the elements on the slide. Text placeholders also control the formatting of their text.. Select the View Tab and the Presentation Views Group from the Ribbon. When Slide Master is selected, it opens a new tab that contains groups for assisting with setting up the master. Format the master slide just as you would format a regular slide by formatting text, formatting lists, adding background patterns and effects, and setting footers. Click the Close Master View button on the View Tab to quit editing the master slide and return to the presentation Headers and Footers Add the date and time, slide numbers, and other footer text to the master slide from the Header and Footer window. Select the Insert Tab and the Text Group elect Header and Footer... from the Text group. 4-3

23 Check the Date and time box to add this feature to the slide. Select Update automatically to always display the current date and time or click Fixed and enter a date that will not change in the text field provided. Check the Slide number box to add this feature to the slides. Click the Footer box and add other text to the footer area of the slide. Check the Don't show on title slide box to hide these features on the title slide of the presentation. Click the Notes and Handouts tab to make the same changes to notes and handouts pages. Click Apply to All to add the changes to every slide or Apply to add only to the current slide Slide Numbers To add the slide numbers in a fixed position on the slide, use the Header and Footer window detailed above. The text of the slide number can the formatting just as regular text style is changed Date and Time A date and/or time can also be added using the Header and Footer window. A wide variety of date formats are available in the pull-down window. Click Update automatically if this feature should always be updated to reflect the current date and time. Click OK to finish. 4-4

24 4.7 Custom Slide Show Create The Custom Slide Show feature allows the user to select the slides to display in the slide show if not all the slides should be used. Select the Slide Show Tab and the Start Slide Show Group from the Ribbon. Select the Custom Slide Show from the group and then Custom Shows. Click the New... button in the Custom Shows window. In the Define Custom Show window, type a name for the slide in the Slide show name field. Add slides to the custom show by highlighting them in the Slides in presentation window and clicking the Add >> button. Those slides will then appear in the Slides in custom show window. To remove slides from the custom show, highlight their names in the Slides in custom show window and click the Remove button. To reorder slides in the custom show, highlight the slide that should be moved and click the up and down arrows to change its order in the show. Click OK when finished. Click the Show button on the Custom Shows window to preview the custom slide show and click Close to exit. 4-5

25 4.7.2 Edit Select Custom Slide Show from the Slide Show Tab, Start Slide Show Group. Edit the show by highlighting the name in the Custom shows box and clicking the Edit... button. Create a copy of a show by clicking the Copy button. The copy can then be renamed by clicking the Edit... button. To delete a show, highlight the name and click Remove. Click the Show button to preview the custom slide show and click Close to return to the original view.. 4-6

26 5 Formatting 5.1 Text Formatting Text Select the text that will be formatted by highlighting the text either on the outline or on the slide. Choose the Home Tab, Font Group from the Ribbon. Or Right-click on the highlighted selection. The Mini Toolbar appears with the shortcut window. The font can be formatted from any of these locations. As the cursor passes over a new style or size, the highlighted entry changes to show the new format. When the desired format is found, just click on it Line Spacing Change the amount of space between lines in a text box by selecting the Home Tab, then the Paragraph Group to select the Line Spacing icon. Line spacing - Select the amount of vertical space between lines. A value of "1" is equal to single spacing and "2" is double spacing. Values between and above these numbers are valid as well. Selection of the Line Spacing Options permits the user to adjust spacing Before and After a paragraph - This value will determine the amount of vertical space before and after each paragraph in a text box. 5-1

27 5.1.3 Change Case Change the case of the characters in a paragraph by selecting the Home Tab, Paragraph Group and the Change Case icon. Sentence case - Capitalizes the first letter of the first word in each sentence. Lowercase and UPPERCASE - Changes the case of all the letters. Capitalize Each Word - Capitalizes the first letter of every word and reduces the rest to lowercase. toggle case - The opposite of Title case, it makes the first letter of every word lowercase and capitalizes the remaining letters Spelling Spell Check Correct the spelling in the presentation by selecting the Review tab, Proofing group, Spelling or by pressing the F7 key on the keyboard. The spell checker will prompt you to make corrections of the first word that is spelled wrong. If the word is spelled correctly, click Ignore or Ignore All if the same word appears several times during the presentation. If this word will appear in many presentations (such as your name), click Add to add the word to the dictionary and you won't be prompted by a misspelling again. If the word is spelled wrong, highlight one of the Suggestions or type your own revision in the box. Click Change to correct this occurrence of the word or Change All to correct all occurrences of the word in the presentation. Click the x box to close to abort the spelling check early. When the spell checker has read through the entire presentation, you will be prompted by a window telling you that the spelling check is complete. Click OK. 5-2

28 Spelling Options Select the File Tab and then Options near the bottom of the window. A number of options are available. For spelling, the following items are the most common. Check spelling as you type - If this box is checked, Power Point will check the spelling of every word as typed. Misspelled words will be underlined with wavy red lines. Hide spelling errors in this document - Check this box to remove the wavy red ines from words that are spelled wrong. Always suggest corrections - If this box is checked, suggestions for misspelled words will appear when the spell checker is activated. Ignore words in UPPERCASE - Power Point recommends that you don't type slide titles in all uppercase letters so it will treat words like this and other alluppercase acronyms as misspelled. Check this box to ignore this suggestion and acronyms that are typically typed in all caps. Ignore words with numbers - Check to ignore words that are combinations of letters and numbers Bulleted Lists Bulleted lists allow provide ability to clearly display the main points of the presentation on slides. The Placeholders on design templates already include bulleted lists. They may also be used when placing a text box on the slide Placeholder Click the place holder on the slide to begin adding text. Press the ENTER key to return to the next line and add a new bulleted item. To go to the next line without adding another bullet, hold down the SHIFT key while pressing ENTER. 5-3

29 Text Box If a bulleted list is not being created from an existing placeholder on a design template, or if the intent is to add an additional bulleted list, follow these steps to create a new list: In slide view, create a text box by selecting the Insert Tab, Text Group, Text Box from the Ribbon. "Draw" the text box on the slide by holding down the left mouse button while you move the mouse until the box is the size you want it. Choose the Bullets icon from the Home Tab, Paragraph Group. Change the bullet to the select symbol by clicking on it. Additional bullet symbols are available by selecting the Bullets and Numbering entry at the bottom of the window Bulleted Lists and New Slides from an Outline In the Outline view, text can easily be entered in the outline window and new slides are automatically added. Follow the steps below to become familiar with adding slide content in outline view: Next to the Slide 1 icon, type the title of the slide. The text typed beside the slide icons will be the large-type titles on each slide. Press ENTER to type the next line. This will automatically create a new slide. To create a bulleted list for the first slide, press the TAB key. Press ALT+SHIFT+Right Arrow to demote the selection to a bulleted list item. Continue entering text for the bulleted list, pressing ENTER at the end of each line to create a new bullet. Create a multilevel list by executing the demote action again to create a bulleted sublist. Press the promote button on the More Buttons menu or press ALT+SHIFT+Left Arrow to return to the original list. Create a new slide by executing the promote action until a new slide icon appears. Continue creating new slides and bulleted lists by using the demote and promote actions until the presentation is completed. Use the formatting instructions below to format the lists 5-4

30 5.1.6 Numbered List Follow these steps to create a numbered list: Choose the Numbers icon from the Home Tab, Paragraph Group. Change the style to the select numbering pattern by clicking on it. Additional numbering patterns are available by selecting the Bullets and Numbering entry at the bottom of the window. 5.2 Text Box A Text Box can be added to a slide by going to the Insert Tab, Text Group and selecting the Text Box icon Resizing a Text Box Select a text box by clicking on it with the mouse. A border with nine handles will appear around the text box. The four handles on the corners will resize the length and the width of the box at once while the handles on the sides will resize only in one direction. Click one of the handles and drag it with the mouse. Release the mouse button when it is the size you want it to be. Move the text box by clicking and dragging the thick, dotted border with the mouse Add/Edit Text If the slide layout includes text boxes, simply click on the text box to add text. Highlight the text to be edited and the Mini Toolbar appears. This toolbar can be used to change the font style as well as several other characteristics Text Box Properties When a Text Box is activated, the Drawing Tools/Format Tab is also activated. This Tab and its associated groups permit the user to change the colors, borders, and backgrounds of a text box. It also contains Groups for adding new shapes and to arrange and size the box. 5-5

31 5.3 Color Schemes The colors of predesigned slide templates can be changed and a color scheme can be added to blank presentations. This page explains how to add color schemes and background images to slides. Select the Design Tab from the Ribbon. Click on the Variants area. Click the Color icon. As the cursor passes over the various color themes, the slide reflects the color as a live preview of what the change would be. To make changes to the color scheme, click the selected color. 5.4 Backgrounds Background colors are available in the Variant area. background colors and patterns to a slide: Follow these steps to add Click on the Backgound Styles icon. As the cursor passes over one of the colors in this Background Styles Gallery, the slide will preview the colors. Selection is just to click on the desired color. 5-6

32 Additional themes can be seen by clicking on the Format Background entry in the Customize group. Additional colors and options appear in the Format Background window. 5-7

33 6 Insert Slide Effects PowerPoint 2013 Version 1 The Insert Tab contains a number of groups with items that can be inserted into a slide. In this section, each of them will be reviewed. 6.1 Tables When you want to present a lot of data in an organized and easyto-read format, a table is often your best choice. The Table Group can be used to insert a table onto a slide. When selected, it opens a grid that can be used to set the table size in terms of rows and columns. As the number of rows and columns are identified, the live preview feature displays them on the slide. This group also contains the ability to insert an Excel spreadsheet onto a slide. When it is completed, it has the appearance of a table. 6.2 Images Online videos can be embed into documents and watched from within Word. Online pictures can be inserted directly into documents without having to save them to the computer first Pictures Photos or graphics can be added to a PowerPoint presentation from a file. Select Picture icon from the Illustrations Group. Select the appropriate folder for the image. The program normally opens to the My Pictures folder. Highlight the file name from the list and click the Insert button. The picture/image can then be resized to fit the location. 6-1

34 6.2.2 Clip Art Clip Art is now included as part of Online Pictures. To add a clip art image from the Microsoft library to a document, follow these steps: Select the Insert Tab/Illustrations Group/Online Pictures from the Ribbon. Enter keywords describing the image you want to use. (Clipart school bus) The sample returned the images. Double click the image to be added to the document. Continue selecting images to add to the document and click the Close (X) button in the top, right corner of the window to stop adding clip art to the document. The background color of most clipart images can be removed. o Click a picture in the document to select it. o On the Picture Tools Format contextual tab, in the Adjust group, click the Remove Background button. o Drag the handles on the tool s lines so that the rectangle encloses the part of the picture that you want to keep and excludes most of the areas that you want to remove. Alignment Guides Alignment guides automatically appear to help you line up images with the page margins, centering and text paragraphs on the page Photo Album Photo Album permits the user to create a presentation based on a set of pictures. It can use an existing album or can create a new album Click on the Photo Album icon in the Illustrations Group. The first selection is to use a New Photo Album or to Edit Photo Album. 6-2

35 The Photo Album window opens. This window permits the user to select photos to be used and to add a Text Box to the picture. 6.3 Illustrations Shapes Ready made shapes such as lines, arrows and callouts can be added to a presentation. Select the Shapes icon in the Illustrations Group. The shapes window appears. Recently Used Shapes Any shape that has been used is copied to this section for quick access. Any shape can be added to the slide by: o Click on the shape. o o o On the slide, click and drag the cursor to create a space the size of the shape to be included. Release the mouse button and the shape is now included. The shape may be resized by clicking on any of the eight highlighted points and dragging them to the appropriate size. Additional shapes include: o Lines. o Connectors o Basic Shapes o Block Arrows o Equation Shapes o Flowcharts o Stars and Banners o Callouts o Action Buttons NOTE: During a presentation, each slide contains four Action or Command buttons at the lower left corner. They can be used to move to next or previous slide, change the pointer or end the show. 6-3

36 6.3.2 SmartArt Smartart graphics are useful for creating professional business graphics within a document and a spreadsheet or presentation. Using Smartart the user can select the type of diagram to be created and then type the text. All formatting is inherited from the original documents theme. Examples of the graphics are: organizational charts, flowcharts or colorful lists. Smartart is on the Insert tab and in the Illustrations group. When opened it displays a gallery of formats that are available. When the format is selected, it is inserted into the document. Text may now be entered into the blocks. The size of the text adjusted to meet the space available Further enhancements can be added to rotate the blocks and to give them the look of raised buttons. 6-4

37 6.3.3 Chart A Microsoft Excel chart can be placed on a slide using the Chart icon in the Illustrations Group. The type and style of the chart can be selected from the Insert Chart window. An Excel spreadsheet opens. The Chart Tools Tab also opens to provide a number of options or groups for the Data, Chart Layout and Chart Style. 6.4 Screenshot If you rely on the web as a source of the information you use in your daily life, you might want to include that information in a PowerPoint presentation. PowerPoint 2013 provides a screen clipping tool that you can use to capture an image of anything that is visible on your computer screen. After you display the content you want to add to a slide, you switch to PowerPoint and click the Screenshot button in the Images group on the Insert tab. You can then insert a screen clipping in one of two ways: Click a window thumbnail in the Screenshot gallery to add a picture of that window to the slide at the cursor. Click Screen Clipping at the bottom of the menu. The screen will displaythe first screen and will fade it out. Drag across the part of the screen you want to capture, so only that part is added to the slide as a picture. 6-5

38 6.5 Links Hyperlink Presentations that are intended to be viewed electronically often include hyperlinks to provide access to supporting information. That information might be on a hidden slide, in another presentation, in a file on your computer or your organization s network, or on a website. A Hyperlink permits the user to create a link to a web page, picture, program or another even another presentation. The Insert Hyperlink window provides the ability to link to an existing file or web page, a place in the current document or presentation or to an or URL address Action Action provides the ability to add an action to a selected object to specify what the user wants to happen when the object is clicked or when the mouse is hovered over it. Select the item on the screen to receive the action. Select the Action icon in the Links Group. The Action Settings window opens. Set the actions under either the Mouse Click or Mouse Over tabs. Actions specified for Mouse Click will execute when the button is clicked on the slide while actions for Mouse Over will occur when the mouse pointer hovers over the button. Select an action for the button by choosing a Hyperlink to destination. If a sound is to be played when the button is clicked, check the Play sound box and choose a sound from the drop-down menu. Click OK when finished. 6-6

39 6.6 Text Text Box This command is used to insert a text box into the slide. When a text box is selected on the slide, the Drawing Tools Tab is activated. It permits the user to change the shape style and to add WordArt styles to the font Header & Footer The information in the Header or Footer will appear at the top or bottom of each printed page. Select the Header and Footer icon in the Text Group. The Header and Footer window opens. The Slide tab permits the use to add a Date and Time, Slide Number or Footer. The Notes and Handouts tab permits the user to add Date and Time, Header Page Number or Footer to note or handout pages without impacting the slide presentation. 6-7

40 6.6.3 WordArt WordArt inserts decorative text into a presentation. Select the WordArt icon from the Text Group. The Word Art Gallery appears. Choose a style from the Gallery then click on it A new Text Box appears on the slide and is ready for the information to be entered Date & Time Insert the current date or time into the current presentation. This entry uses the same procedure as was covered in the Header and Footer section Insert Slide Number The slide number reflects the position of the slide within the presentation. This entry uses the same procedure as was covered in the Header and Footer section Object Insert an embedded object into the presentation. Selection of the Object icon opens the Insert Object window. An existing object or a new object can be selected. 6-8

41 In the example, a new Word document was selected. It opens a window on the slide that is an actual data entry screen for a Word document. When the cursor is moved from the document, the information appears on the screen without the Word document framing. 6-9

42 6.7 Symbol Insert characters that are not on the keyboard, such as copyright symbols, trademark symbols or paragraph marks. Selection of the Symbol icon opens the Symbol window. This window may be used to select the desired symbol for display in the slide. 6.8 Media Video Video provides a means to insert movies or videos from a file. Selection of the Video icon opens a window for the next selection step. When Video on My PC is selected, the user may now browse and select the appropriate movie clip. The movie will now be embedded on the slide and will activate based on the selection criteria. Below the video is a bar that can displays the length of the video and audio level. 6-10

43 A video Tools tab opens that contains format and playback selections. The playback tab permits the user to identify the start procedure and to show as a window or full screen. Online video permits photos and videos from Facebook, onedrive and other accounts. It requires the user to have a Microsoft Account to continue Audio Audio permits the addition of sounds from a number of locations. It can be added from online audio, from a file, from a CD or it can be recorded with a microphone Each of these sources is unique and as such has separate methods of setting up the sound to be played. 6-11

44 7 Transitions Slide transitions are motion effects that occur in Slide Show view when you move from one slide to the next during a presentation. You can control the speed, add sound, and even customize the properties of transition effects. To institude slide transitions, select the Transitions tab The Transition to This Slide group displays a few of the options available. By clicking on the More arrow, a gallery of transition options is displayed. Live Preview is activated when the cursor is placed over one of the option in the gallery. Each can be previewed until a choice is made and one of the is clicked. Once a transition effect is selected, the Effect Options icon becomes available. It provides additional features for the effect. To preview the transition effect on the presentation, click on the Preview icon at the left side of the Transitions tab Each time a transition is select, it applies only to the transition from the current slide to the next. To apply the same transition to all slides, click on the Apply to All entry in the Timing group. 7-1

45 8 Animation A Microsoft PowerPoint presentation is usually created to convey a lot of information in a short time. The difference between an adequate presentation and a great presentation often lies in the judicious use of animations, audio content, and videos. The Preview Group/icon provides a quick preview of the slide with all animation and audio available. 8.1 Animations On the Animations tab there are three options; Animation, Advanced Animation and Timing. The Animation group displays a few of the options that are available. Click on the More icon to see the complete gallery of available animations. Moving the cursor to any of the iptions in the gallery acyivates the Live Preview function and provides a view of the impact of selecting thet option. Additional animation(such as emphasis or exit) can be added by selecting the Add Animation icon. 8.2 Advanced Animation Anination Pane Within the Advanced Animation group, the option for the Animation Pane provides a panel to the right side that identifies each of the animation options selected and the sequence in which they will be performed. When the Animation Pane is open, select the down arrow on the right sideof the entry. The window displays the optiona available for that animation. 8-1

46 For example, selecting the Effect Options entry opens another window. The new window permits the user to add audio, set timing, control the animation and to determine what should be done after the animation is completed Animation Painter If you combine animation effects and want to apply the same combination to another object, you can simply copy the set with the Animation Painter, which functions the same way as the Format Painter. The animation can be applied to multiple objects on the slide. 8.3 Animation Preview When animation has been added to a slide, it can be previewed immediately. Select either Preview from the Animations tab or Play From on the Navigation Pane 8-2

47 9 Printing & Saving 9.1. Print Hardcopy PowerPoint 2013 Version 1 Select Print from the File tab window to print the presentation.. The print window contains all of the information related to printing as well as a preview of what will be printed. When your slide show is ready to print, some features may not be exactly as placed in the design. Therefore, it is always a good idea to review the slides in the print screen. You can move from slide to slide by clicking on the slide/page counter at the bottom of the screen. The print selection panel on the screen provides the options required to setup the print of a PowerPoint Presentation ot for individual slides. Each of the items in the Settings area contains additional options beyond those shown in the intial screen view. 9-1

48 For example, The Full Page Slides option opens to a gallery of slide print layouts and handout print layouts. The most commonly used handout layout is three slides. This format puts three slide on a page and provides space and lines next to them for audience members to take notes. The printer option permits the user to select the printer to be used and the number of copies to be printed. The final step is to click on the Print button. 9.2 Create PDF or XPS If you want people who don t have PowerPoint to be able to review the content of a presentation but not change it, save the presentation in one of two formats: PDF (.pdf) This format is preferred by commercial printing facilities. XPS (.xps) This format precisely renders all fonts, images, and colors on recipients computers. Both the PDF and XPS formats are designed to deliver presentations as electronic representations of the way they look when printed. The text and graphics in.pdf and.xps files are essentially static and content cannot be easily edited. Both types of files can be sent by to many recipients and can be made available on a webpage for downloading. However, the files are no longer PowerPoint presentations, and they cannot be opened, viewed, or edited in PowerPoint. 9-2

49 Select the File tab. Select Export. Select Create PDF/XPS Document. Click on Create PDF/XPS The Publish as PDF or XPS window will appear Provide a file name. Select PDF or XPS in the Save as type block. Select Standard for publishing and printing. Click the options block. Options may be selected as needed. 9-3