PowerPoint Multiple OUTPUT types Paper Onscreen Web presentation 6 x 6 rule 6 points 6 words

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1 PowerPoint 1

2 PowerPoint Multiple OUTPUT types: Paper Onscreen Web presentation 6 x 6 rule no more than 6 points per slide No more than 6 words per point Placeholder area of a slide reserved for text or other content e.g. Content Placeholder 2

3 TEMPLATES FILE > NEW > PRESENTATIONS link > i.e. TRAINING > i.e. TRAINING SEMINAR PRESENTATION > DOWNLOAD 3

4 VIEWS NORMAL Click to add notes (Speaker Notes) at bottom of window OUTLINE: 2 ND tab at top left margin To demote a level, click on the HOME tab > PARAGRAPH group > SLIDE SORTER HIDE SLIDE Moving slides Deleting slides Transition effects 4

5 VIEWS cont. SLIDE SHOW (F5 - always starts show on Slide #1) POINTER OPTIONS: Right-click anywhere on the slide > POINTER OPTIONS Click Highlighter in the pop up menu (or any other pen, ink, and/or arrow options) Click and Drag the Highlighter over desired text To END a slide show, hit ESCAPE button NOTES page information for the speaker Text that shouldn t go on a slide 5

6 FIND & REPLACE TEXT FIND: CTRL + F > key in the desired text > FIND NEXT button REPLACE: At top-right > EDITING group > REPLACE drop-down arrow > key in the word you want to replace > key in the replacement word > REPLACE ALL

7 THEMES DESIGN tab > THEMES group > MORE button access more themes There are also themes for Colors, Fonts and Effects at the right of the Themes group 7

8 INSERTING, HIDING, & DELETING SLIDES INSERTING: HOME tab > SLIDES group > NEW SLIDE button or: At left margin, in SLIDE tab: Right-mouse click in between 2 slides, and select NEW SLIDE When you select a slide, and then click on the NEW SLIDE button, the new slide will be inserted AFTER the selected slide HIDING: right-click the slide that you want to hide > HIDE SLIDE DELETING: select the slide, hit DELETE key 8

9 DISPLAY 2 PPTX. WINDOWS ON SCREEN AT ONCE VIEW > WINDOW group > ARRANGE ALL button 9

10 Inserting Slides From Another Presentation From an existing Presentation NEW SLIDE dropdown and choose REUSE SLIDES In REUSE SLIDES pane, > BROWSE, browse to specific file then click OPEN Click on slide(s) needed in REUSE SLIDE pane To insert ALL slides right -click any slide and choose Insert All Slides May also keep source formatting 10

11 LAYOUT To change the layout of a slide: Right-mouse click on the slide,(but not on an object) Select : LAYOUT Select the type of layout you want OR: HOME tab> SLIDES Group > b button 11

12 SLIDE TRANSITION ANIMATIONS tab > TRANSITION TO THIS SLIDE group > select a slide transition effect. To see more transition effects, in the Quick Styles list, click the More button. Transition SPEED ANIMATIONS tab > TRANSITION TO THIS SLIDE group > TRANSITION SPEED drop-down arrow: 12

13 SLIDE TRANSITION TIMING/APPLY TO ALL APPLY TO ALL button Transition SLIDE TIMING TRANSITION TO THIS SLIDE group > TOP-RIGHT 13

14 ANIMATION To add a special visual or sound effect to text or an object. Includes entrance, exit, and sound effects applied to individual bullets of text ANIMATIONS tab > ANIMATIONS group > button > button > a window at the right will open > click on the ADD EFFECT button -if you select: MORE EFFECTS -a window appears 14

15 ANIMATION cont. Each time you apply animation to an item A textbox will appear in the CUSTOM ANIMATION pane at the right If you are applying animation to text Click on the drop-down arrow at the end Of this textbox > select EFFECT OPTIONS Select the 3 rd tab: TEXT ANIMATION Group text: By 1 st Level Paragraphs OR: select any level 15

16 HOW TEXT APPEARS ON SCREEN ANIMATIONS tab > CUSTOM ANIMATION button > ADD EFFECT button select an effect When you select an effect it will appear in a list in the CUSTOM ANIMATION pane 16

17 SLIDE TIMINGS SLIDE SHOW tab > SET UP group > REHEARSE TIMINGS The REHEARSAL toolbar appears & the SLIDE TIME box begins timing the presentation. Click on the NEXT button to advance to next ITEM on a slide When timing i.e. 10 sec, if you have applied an animation, each animated object is factored into the timing 17

18 FORMATTING & SPELL CHECK Change the font size and font style FORMAT PAINTER - SHAPE FILL (upper right on ribbon) It s important to Spell check your presentation, as any spelling mistake will be magnified on the projection screen REVIEW tab > PROOFING group 18

19 REMOVE SHADOW FROM FONT & DOUBLE SPACING DRAWING TOOLS toolbar > FORMAT tab > TEXT EFFECTS button > SHADOW > NO SHADOW DOUBLE-SPACING: HOME tab > PARAGRAPH Group > LINE SPACING button 19

20 CHANGE LINE SPACING OF TEXT HOME tab > PARAGRAPH group dialog launcher > click on the LINE SPACING drop-down arrow 20

21 Modifying Lists/Text in a Placeholder Click directly on the dashed line AROUND the text placeholder, it turns solid Click on the NUMBER LIST button To modify text click the desired format option, e.g. Bold Modify a numbered list by clicking the drop down arrow, and choosing a style You may change subpoints by selecting them and then choosing a different bullet style using the dropdown 21

22 CHANGE THE SIZE OF BULLETS TO 75% OF THE HEIGHT OF THE TEXT HOME tab > PARAGRAPH group > drop-down arrow beside BULLETS button, select: BULLETS AND NUMBERING in the SIZE box key in the % number needed 22

23 HEADERS/FOOTERS INSERT tab > HEADER & FOOTER FOOTER: at the bottom: select the checkbox beside: If you would like headers/footers on BOTH SLIDE AND the NOTES/HANDOUTS, you have to add/change the options to BOTH tabs Slide numbers FOOTERS IF you do not want a footer on the Title Slide, select the checkbox beside: NOTES/HANDOUTS SHEET tab HEADERS To VIEW footer in SPEAKER NOTES without using PRINT PREVIEW: go to: VIEW > NOTES PAGES 23

24 SLIDE MASTER Controls the appearance of ALL slides simultaneously Can also apply changes to individual layouts VIEW tab > PRESENTATION VIEWS group, click SLIDE MASTER button Close by clicking Close Master View 24

25 INSERT DATE & CLIPART INSERT tab > Choose a format > UPDATE AUTOMATICALLY > OK INSERT tab > ILLUSTRATIONS group > button In the SEARCH FOR textbox, key in The theme of pictures you desire >GO button Hover your mouse to the right of the Picture you wish to insert, and a drop down arrow appears > click on it and select: INSERT 25

26 Flowchart: MULTIDOCUMENT SHAPE INSERT > SHAPE > FLOWCHART category > 1 st row, 8th shape-in 26

27 Insert Picture (using content layout) A slide must be a CONTENT slide (i.e. Title and Content, or 2 Content, etc.) On the actual slide, in the Content Layout area, click on the PICTURE button Navigate to the desired picture Click INSERT 27

28 Categor Categor Categor Categor APPLYING ANIMATION TO A CHART I.E. APPLY A BY CATEGORY WIPE ANIMATION TO THE CHART : -select the CHART, and then click the ANIMATIONS tab. -in the ANIMATIONS group, select the No Animation drop-down arrow -navigate to the WIPE category -select: By Category Series 1 Series 2 Series 3 28

29 ARRANGING OBJECTS Align selected objects by their right edges without dragging the objects with the mouse: Double- click on the shape > FORMAT tab > ARRANGE group > ROTATE LEFT 90 Specify that the selected graphic will appear behind the chart: Double- click on the shape > FORMAT tab > ARRANGE button > SEND BACKWARD 29

30 GROUP PICTURES Click on the shape > FORMAT tab > ARRANGE group > click GROUP 30

31 Move and Size Pictures Click the picture to reveal handles Click and drag a handle to RESIZE CORNER handles resize to proper aspect ratio Center handles stretch without keeping aspect ratio OR: select the picture > SIZE group > FORMAT tab Click and drag picture to move Click in the middle of the picture and drag 31

32 Applying Styles to Pictures Select the image so the handles show Format tab, Picture Styles group, choose a style showing or click More button to see more Click on style desired To change shape Format tab, button, select a shape to display picture from 32

33 ROTATING AN OBJECT Make sure the object is selected (handles) PICTURE TOOLS toolbar > FORMAT tab > ARRANGE button > ROTATE > MORE ROTATION OPTIONS on the SIZE tab > ROTATION box > enter the amount that you want to rotate the object by 33

34 CHARTS & TABLES INSERT tab > CHART > select the desired chart INSERT tab > TABLE button drop-down arrow drag to desired number of columns & rows to insert a row, place your cursor at the left margin of a row, until it changes to a single arrow > rightmouse click on it, and select: INSERT > Insert Rows Above, or Insert Rows Below 34

35 TABLES cont. TABLE STYLE: Make sure the table is selected TABLE TOOLS toolbar > DESIGN Tab > TABLE STYLES group > MORE button TABLE LAYOUT: Make sure the table is selected TABLE TOOLS toolbar > DESIGN Tab > TABLE STYLES group > EFFECTS button Select: CELL BEVEL > hover your mouse over each style to read the title of it > choose the design i.e. Relaxed Inset 35

36 SmartArt A slide must be a CONTENT slide (i.e. Title and Content, or 2 Content, etc.) On the actual slide, in the Content Layout area, click on the SMART ART button Choose a category from the dialogue, eg Hierarchy Choose a type from the selection, eg Hierarchy List Add text as required for your task OR: INSERT tab > SMARTART 36

37 Modifying SmartArt Diagrams Add/Delete a shape Select a shape with text DESIGN tab, ADD SHAPE button Accounting VP s Janice Jackson To Delete, select shape by clicking John on border, press Chu DELETE on 37 keyboard

38 Modifying SmartArt Diagrams Changing type and size Click on the diagram, DESIGN tab, ADD SHAPE button MORE button of the Layout group, and choose a new layout To change size select shape and drag handle Accounting VP s Janice Jackson John Chu 38

39 Modifying SmartArt Diagrams Changing Colour and Style Click on the diagram, DESIGN tab, MORE button SMARTART STYLES Group, MORE button, choose a Style To change colour click CHANGE COLORS button Accounting VP s Janice Jackson John Chu 39

40 Convert Bullets to SmartArt Right click in list Choose CONVERT TO SMARTART from pop up menu Choose a SmartArt graphic Try it here First subpoint Second subpoint And so on 40

41 DISPLAY THE DRAWING TOOLS/FORMAT RIBBON & RULER Select the textbox (or title/subtitile placeholder), and the ribbon will appear at the upper-right > click on FORMAT tab (partial view below) VIEW tab > SHOW/HIDE group add check to RULER box 41

42 Adding text boxes INSERT tab, TEXT group, TEXT BOX button Are not placeholders Automatically wraps May resize box by grabbing handle and dragging May move by grabbing border and dragging Type text in box as needed, will automatically wrap 42

43 Changing the Style Design tab, Background group, Background Styles button Hover pointer over styles to see effect on visible slide Right click chosen style to see options Apply to All or Apply to Selected Hide the Background Design tab, Background group, click checkbox Hide Background Graphics (look at this slide title) 43

44 Backgrounds Adding Pictures Design tab, Backgrounds group, check Hide Background Graphics, click Background Styles, Format background Styles In Format Background dialogue click File button, navigate to where picture file is stored, then click Insert Note - you may also choose a predefined texture 44

45 Backgrounds Background Fill Colour Design tab, Backgrounds group, Background Styles, Format background Styles In Format Background dialogue click Solid Fill, then click Color button dropdown to choose a colour Return background to original by clicking Reset Background 45

46 PRINT & VIEW OPTIONS PRINT: OFFICE button > PRINT > PRINT Print Slides HANDOUTS SPEAKER NOTES Allows you to choose number of slides to print VIEW > ZOOM button 46

47 ORIENTATION OF NOTES PAGE OFFICE button > PRINT > PRINT > in the PRINT WHAT drop down box (at bottom), select: NOTES PAGES Hit the PREVIEW button at bottom of dialog box In the PAGE SETUP group, select The ORIENTATION button, then Select, either PORTRAIT or LANDSCAPE 47

48 Presentation Zen: Garr Reynolds must-read blog for people who make presentations Organization and Preparation Tips: Top Ten DELIVERY Tips: Top Ten SLIDE Tips: OTHER PRESENTATIONS: Tips on improving Powerpoint Presentations: Death by PowerPoint: 48

49 CueCard Create cue cards for your presentations Offers printing, pictures and sounds on cards HOW TO USE CUE CARDS Forums for discussing CueCard and sharing your created cards! DOWNLOAD CueCard here 49