Rev. A 02/02/2016 Downers Grove Public Library Page 1 of 50

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1 Objectives... 3 PowerPoint 2016 Screen Overview... 4 File Tab on the Ribbon... 5 Use Tell Me for Interactive Help... 6 Accessing Documents and Templates... 7 Searching for Templates... 8 Printing... 9 Write an Outline in Word and Import It... 9 Making Your PowerPoint Presentation Shine...12 Design...12 Finding Free Design Templates...13 Adding Images...14 Pictures...14 Clipart...15 Finding Copyright-Free Image with Bing...17 Image Tips...21 Type of Graphics...21 Getting Rid of an Image s Background...22 Creating a Chart...24 Using SmartArt...26 Adding a Video Clip from the Internet...29 Using Typography...31 Adding White Space...31 Finding Fonts...31 Downloading Fonts...32 Rev. A 02/02/2016 Downers Grove Public Library Page 1 of 50

2 Creating Slide Masters...36 Inserting Sounds into a Presentation...38 Finding Music and Sounds...38 Music...38 Sounds...38 Downloading Sound Files to Your Computer...39 Adding Sounds to a Presentation...40 Constructing Slide Effects...43 Adding Animations...43 Using Transitions and Sounds...45 Preparing for a Slide Presentation...47 View Rehearse Timings...47 Playing a Slide Show...50 Page 2 of 50 Rev. A 02/04/2016

3 By the end of class, you will be able to add the following to a PowerPoint presentation: Music Narration Transitions with animation Rev. A 02/04/2016 Page 3 of 50

4 Active Slide 8 1 Quick Access Toolbar 2 File Tab 3 Fluid User Interface, aka the Ribbon 4 Dialog Launcher with sample Dialog screen 5 Tell me what you want to do... 6 Ribbon Display Options 7 Navigation Pane: The Active slide appear on the right. Click in the slide to make it active. 8 Bottom Bar: Notes, Comments, Normal View, Slide Sorter, Reading View, Slide Show, Zoom, and Fit Slide to Current Window Page 4 of 50 Rev. A 02/04/2016

5 Document Properties Microsoft PowerPoint 2016 Intermediate continued The Office Button has been replaced by the File tab. 1. Click the File tab from the top left of the screen. Commands 2. The screen above is called Backstage View. Here you ll find commonly used commands and be able to view document properties. Click to close Backstage View and return to the document. Rev. A 02/04/2016 Page 5 of 50

6 1. Click an item you want help with, for example, an image. 2. Type in the Tell me what you want to do... search box a keyword, for example, rotate. 3. Click the drop down to see choices, for example Flip Horizontal. Page 6 of 50 Rev. A 02/04/2016

7 When accessing Office 2016 products, on the left side of the screen is a list of the recent documents. To open documents from your computer, a network, or the Internet, that is, cloud, click Templates appear on the right side of the screen. To view more documents, type keywords in the search box, for example, flyer, to view additional templates. Rev. A 02/04/2016 Page 7 of 50

8 1. Type a keyword into the search box, for example, flyer. 2. Click a picture to create a document or click the categories at the right side to view additional templates. 3. Once you ve clicked a template, click left or left to scroll through available templates. 4. To start using a template, click Page 8 of 50 Rev. A 02/04/2016

9 1. Click the print icon from the Quick Access Toolbar or hold down the Ctrl key on the keyboard and click the P key on the keyboard Click to return to close the print preview and return to the document. 2 et printing preferences. 3 Document preview. Click to print the document. If you re dealing with a lot of text, you might want to write your presentation in Word and import it. You can even import a Word for Mac file. 1. Open Word Click the View tab Rev. A 02/04/2016 Page 9 of 50

10 3. Click 4. Type your outline. To promote a level, click to demote a level click 5. Click to close the Outline View. 6. Save the file as a Rich Text Format (RTF). 7. Open PowerPoint. 8. Click the File tab. Page 10 of 50 Rev. A 02/04/2016

11 9. Click Open from the menu on the left of the Backstage screen. 10. If you don t see the file you wish to open, click 11. Click the rich-text version (RTF) of the file you wish to open. 12. Click or double click the file. Rev. A 02/04/2016 Page 11 of 50

12 You can change the themes further by changing colors and font styles. 1. Click the Design tab. Page 12 of 50 Rev. A 02/04/2016

13 2. Click a design under the Themes group. 3. Click the down arrow under the Varients group. 4. You can change the colors, the fonts, the effects, and the background styles. Free PowerPoint Templates Presentation Magazine Smile Templates Rev. A 02/04/2016 Page 13 of 50

14 Hard drives and folders Microsoft PowerPoint 2016 Intermediate continued 1. Click Insert tab. 2. Click to access images on your computer or to access images from the Internet. Note: There is no clip art in Office Click F o l d e r s a n d F i l e s 2. Click the picture you want to insert in the PowerPoint file. The default folder should be Pictures which is located on your hard drive. 3. Click Page 14 of 50 Rev. A 02/04/2016

15 1. Click 2. Type a keyword in the Bing Image Search box. 3. Press the Enter key on the keyboard. Rev. A 02/04/2016 Page 15 of 50

16 4. Click 5. Scroll down the page to see all clip art that fits your keyword. 6. Click an image. 7. Click Page 16 of 50 Rev. A 02/04/2016

17 Conducting a Google search is a great way to find images. However, if you want to be fairly certain that an image is free to use, use the Bing search engine. 1. Type Bing.com in the browser address bar. 2. Press the Enter key on the keyboard. 3. Click Images from the top left of the browser screen. Rev. A 02/04/2016 Page 17 of 50

18 4. Type a keyword in the search box, for example, star. 5. Press the Enter key on the keyboard. 6. Click License from the tabs above the search results. Page 18 of 50 Rev. A 02/04/2016

19 7. Select one of the following: All Public domain Free to share and use Free to share and use commercially Free to modify, share, and use Free to modify, share, and use commercially 8. RIGHT click an image. 9. Click Save Image As from the pop-up menu. Rev. A 02/04/2016 Page 19 of 50

20 Hard drives and folders Microsoft PowerPoint 2016 Intermediate continued File Name F o l d e r s a n d F i l e s 10. The pictures folder on the computer should appear. If you don t want to save to that folder, find a folder on the left side of the pop-up screen in which to save. 11. Type a file name. 12. Click Most images on the Internet are copyrighted. It s up to you to make sure the images are not copyrighted, and you have the right to use them. Page 20 of 50 Rev. A 02/04/2016

21 Rotate the Image Diagonal Handle To make an image bigger or smaller, click it. Position your cursor on the diagonal handles and drag the left mouse button. The cursor should look like a two-headed arrow When an image is clicked, Picture Tools appear. Use Picture Tools to change the color of an image, add a border, create effects, etc. When the cursor looks like a four-headed arrow and you can drag the image around. hold down the left button JPEG (Joint Photographic Experts Group): Color photographs. The image is compressed and may look grainy if enlarged. GIF (Graphic Interchange Format): Line drawings, black and white images, and animation PNG (Portable Network Graphics): Like the GIF format, but works better with color Rev. A 02/04/2016 Page 21 of 50

22 Sometimes images have their own backgrounds that interfere with the PowerPoint design. You can eliminate some backgrounds, but not all. 1. Insert an image into a PowerPoint slide. The image above hides the slide background. 2. Click the image. You ll see handles around the image, and Picture Tools should appear. 3. Click Page 22 of 50 Rev. A 02/04/2016

23 Drag 4. A pink background appears around the image with a white frame. Grab the handles and drag the frame around the picture. 5. Click Rev. A 02/04/2016 Page 23 of 50

24 1. Make the active slide the slide where you want the chart to appear. Page 24 of 50 Rev. A 02/04/2016

25 2. Click from the Insert tab, Illustrations group. 3. Click a chart type from the list on the left. You can refine your chart by clicking the pictures on the top. 4. A spreadsheet comes up. Overtype the information in the spreadsheet. The information will appear in the chart. Click on Chart Tools to change to look of the chart. You can change the colors, add text boxes, data labels, etc. Rev. A 02/04/2016 Page 25 of 50

26 SmartArt lets users create simple and effective diagrams, organization charts or flow charts. 1. Click the Insert tab. 2. Click from the Illustrations group. 3. Select the SmartArt category you wish to use, for example, Process. 4. Click the SmartArt illustration. Page 26 of 50 Rev. A 02/04/2016

27 5. Click 6. SmartArt Tools appear. You can change the shape, the color, etc., of the SmartArt. 7. Click a pop-up screen appears. This is where you type your text. Rev. A 02/04/2016 Page 27 of 50

28 Text Box 8. Use your mouse to click in the next box in the typing screen. If you d like to add more text boxes, press the Enter key on the keyboard. Not all SmartArt will allow you to add text boxes. 9. Click to change the colors and the to change the effects. Click on the SmartArt Format tab to change the look of the individual text boxes. Page 28 of 50 Rev. A 02/04/2016

29 In order to add a clip from the Internet, you must be connected to the Internet. 1. Click the Insert tab, Media group. 2. Click from the drop-down menu. 3. Type keywords in the box next to YouTube. 4. Press the Enter key on the keyboard. Rev. A 02/04/2016 Page 29 of 50

30 5. Scroll down to see all videos that fit the keywords. 6. Double click the video or click the video and click C l i c k t o p l a y 7. Video Tools appear at the top of the screen. You can resize the screen, add timings, etc. Page 30 of 50 Rev. A 02/04/2016

31 To play the video you must be connected to the Internet and in Slide Show mode. To access Slide Show mode click on the bottom right of the PowerPoint screen. Graphics and animations should be used to illustrate a point in a PowerPoint presentation. Graphics and animation should support the message, never detract from it. Think in simple terms. Less is more. What can I remove? Using the same visual balance can be boring. Make minor variations from slide to slide. Office 2016 contains fonts. To get more fonts you may have to buy them or download them free from these sites: 1001 Free Fonts California Fonts dafont.com Font Squirrel Rev. A 02/04/2016 Page 31 of 50

32 1. Open a web browser. 2. Type in the address line. 3. Search for a font you want to download onto your computer by scrolling down and searching in the search box on the right. Look for a font that is free of cost. 4. Click or The screens below are from the Microsoft Edge browser software. Firefox and Chrome handle downloads differently. Page 32 of 50 Rev. A 02/04/2016

33 5. Click 6. Click Rev. A 02/04/2016 Page 33 of 50

34 7. Click 8. Double click a font name. There might be more than one you ll want to install. Page 34 of 50 Rev. A 02/04/2016

35 9. Click 10. Close all the screens and return to PowerPoint. 11. The font should appear in the Home tab, Font group. If it doesn t, exit out of PowerPoint and restart it. OTF means Open Type Font. It is now the standard font format because OTFs can be used on both Windows and Macs. True Type Fonts (TTF) are used on Microsoft computers. Rev. A 02/04/2016 Page 35 of 50

36 1. Click the View tab. 2. Click from the Master Views group. Page 36 of 50 Rev. A 02/04/2016

37 3. Make changes to the slide masters. You can add logos, etc. 4. Click the File tab. 5. Click Save As from the menu on the left. Rev. A 02/04/2016 Page 37 of 50

38 6. Find where you want to save the template. 7. Click the down arrow next to Save as type. 8. Click PowerPoint Template. 9. Click 10. Close the Slide Master by clicking BusinessTrainingWorks.com TemplatesWise.com Presentation Magazine Sounds Brainy Betty SoundBible.com Page 38 of 50 Rev. A 02/04/2016

39 Hyperlinks Microsoft PowerPoint 2016 Intermediate continued 1. Open a web browser. 2. Type the address for a website that hosts sounds or music, for example Brainy Betty. 3. Find music or sounds to download by clicking hyperlinks. 4. Click in the circle next to Open with Windows Media Player (default). 5. Click Rev. A 02/04/2016 Page 39 of 50

40 6. The file will automatically start playing. It has been downloaded to your computer in to a file called Downloads. Why not copy the file into the file where your presentation resides? 1. Click the Insert tab. 2. Click 3. Click Audio on My PC from the drop-down menu. Page 40 of 50 Rev. A 02/04/2016

41 4. Double click the file or click the file and click 5. Audio Tools appears. Click the tools to customize. 6. Click to preview the slide with sound. Rev. A 02/04/2016 Page 41 of 50

42 You will need a microphone to record your voice. Most laptops come with a microphone. You can also buy a microphone and a headset with a microphone attached. 1. Click the Insert tab. 2. Click 3. Click Record Audio from the drop-down menu. 1. You can add a name for your slide. 2. To record, click 3. To stop recording, click View the slide show to listen to your recordings. Page 42 of 50 Rev. A 02/04/2016

43 1. Select an element on a slide by clicking it. 2. Click the Animations tab. 3. Click the down arrow next to Rev. A 02/04/2016 Page 43 of 50

44 4. Click an entrance scheme, for example, Float In. 5. Repeat to add further schemes. To delete an animation scheme, click the down arrow next to it and click remove from the drop-down menu. Page 44 of 50 Rev. A 02/04/2016

45 Transitions are the way your slides appear in the screen. Transitions must fit with the slide presentation and not detract from it. Use one slide transition for the majority of the slide show. To call attention to certain slides, you may want to use another transition to those slides. 1. Click the Transitions tab. 2. Click the down arrow to see all the transitions. 3. Click on a transition. 4. Click Rev. A 02/04/2016 Page 45 of 50

46 5. Click a sound from the drop-down menu. Sounds should be another transition element that you use sparingly. 6. Click To add another transition to a slide. Make a slide active, and pick another transition. Page 46 of 50 Rev. A 02/04/2016

47 To prepare for a slide presentation, rehearse, rehearse, and rehearse. 1. Click the Slide Show tab. 2. Click Rev. A 02/04/2016 Page 47 of 50

48 3. The Rehearsal tool bar appears. Advance to next slide Replay Pause slide show Slide Time Total Time 4. Click to save the rehearsed times. Page 48 of 50 Rev. A 02/04/2016

49 5. To run the show using the rehearsed times, click the Slide Show tab. 6. Click from the Set Up group. 7. Click to run the slide show. It will run using the rehearsed timings. Rev. A 02/04/2016 Page 49 of 50

50 C l i c k 1. Click the Slide Show tab to set timing, etc., or click from the bottom right of the screen. 2. To close the slide show, press the Esc key on the keyboard. Page 50 of 50 Rev. A 02/04/2016