PowerPoint 2002 Manual Internet and Technology Training Services Miami-Dade County Public Schools
Contents How to Design Your Presentation...3 PowerPoint Templates...6 Formatting Your Slide Show...7 Creating a Title Slide and Agenda Slide...9 Adding Clip Art to Your Slide...10 Preformatting Text and Graphic...11 Using Special Text...12 Text with Sub Topics and Text Boxes...13 Acquiring Pictures Microsoft Office Online...14 Acquiring Pictures Capture From the Web...16 Animating Text and Pictures...17 Introducing Sound Into Shows...18 Creating and Printing Your Own Shows...19 Rev.10/2003 GPJ/CAL 2
Activity 1 How to Design Your Presentation Be your own Instructional Design Specialist with a little help from Microsoft. The PowerPoint AutoContent Wizard does exactly that. You can receive help in order to become informational, persuasive, and make your material into powerful training slide shows. When you start PowerPoint, choose the AutoContent Wizard from the Task Pane. Read the introductory screen. Click the Next button. Note that the Progress Indicator now says Presentation Type on the left. Push the All button at the top of the page. Choose a category from those in the right column. Click the Next button. Select the type of output (On-screen presentation for class.) Click the Next button. In the Presentation title field, type in the name of your presentation, type a footer if you choose. Click the Next button. Click the Finish button. Rev.10/2003 GPJ/CAL 3
Go to the menu bar and pull down View menu to Slide Sorter view to see all of your slides. Go to the menu bar and pull down View menu to Normal view. Rev.10/2003 GPJ/CAL 4
Activity 2 My Presentation Now is the time to plan. You may want to use the following format to record your ideas. TITLE: TOPIC 1: SUB TOPIC A: SUB TOPIC B: SUB TOPIC C: SUB TOPIC D: TOPIC 2: SUB TOPIC A: SUB TOPIC B: SUB TOPIC C: SUB TOPIC D: TOPIC 3: SUB TOPIC A: SUB TOPIC B: SUB TOPIC C: SUB TOPIC D: TOPIC 4: SUB TOPIC A: SUB TOPIC B: SUB TOPIC C: Rev.10/2003 GPJ/CAL 5
Activity 3 PowerPoint Templates (Background Themes) PowerPoint has built-in design and content elements. The Template option of PowerPoint will allow you to choose a basic design and color scheme for your presentation. All of the colors and text are editable. Before you pick a theme, keep in mind your presentation setting (room, auditorium, etc.) If projecting the show, make sure that your presentation has a high color contrast. It is now time to choose your backgrounds and theme. From the Task Pane choose Slide Design- Design Templates. OR from the Format menu select Slide Design. Preview the different themes in the Task Pane. Choose one of the themes by clicking it. Rev.10/2003 GPJ/CAL 6
Activity 4 Formatting Your Slide Show You can now set up your headers and footers on both the slides and handouts. It is also appropriate for you to make any changes in your Master Slide to increase contrast, change font, change colors, or other edits that you desire. Go to Normal View by pulling down View to Normal. You can also click the Normal View button on the lower left corner of any PowerPoint view screen. Click on the View pull down menu and click on Header and Footer. Choose the Slide tab at the top of the dialog box if necessary. Select Date and Time by clicking in the square box next to Date and Time if necessary. Click on the radio button (white circle) to the left of Update Automatically or Fixed. Choose the Slide Number box to place numbering on your slides. Click in the Footer box to select it and type in a short description of your institution. Also, type in your initials or your name if you wish. Choose the Don t Show on Title Slide box by clicking on the empty square. Rev.10/2003 GPJ/CAL 7
Choose the Notes and Handouts tab at the top of this dialog box. Select the Date and Time box if not already selected. Choose the Update Automatically or Fixed radio button. Check the Header box and again fill in a shortened title to your show. Select the Page number box to turn on page numbering. Click on the Footer box and type in your institution. Be sure to add your initials or name in this box. Click the Apply to All button in the upper right corner. Click the View menu and go to Master and click Slide Master. Select the Slide master in the preview pane on the left. Click on Click to edit Master title style. Pull down the Format menu to Font. To change a font, select another font from the list below Font. To change items such as Style or Size simply click on your choice. To change the color of the font, simply click the down triangle of the present color and choose one from the color scheme. It this isn t a desired color, click on More Colors. Another graphic is displayed. Choose one from this graphic by clicking it, then click OK twice when finished. Click on Click to edit Master text styles and repeat the above process. Click the View menu and choose Normal View. Rev.10/2003 GPJ/CAL 8
Activity 5 Creating a Title Slide and Agenda Slide After you have changed your view by clicking on the View menu and choosing Normal View, you are ready to start your slide show. Click on Click to add title and type in the title of your show as indicated in Activity 2. Click on Click to add subtitle and type in the organization or individual that will get credit for producing this show. Locate the New Slide button on the top button bar or pull down Insert to New Slide and click. In the Apply slide layout Task Pane, click the Title & Text (bulleted list) format to select it. Click in the Title area and type AGENDA. Click in the text area and type the topics you wish to cover. Click on the File menu to SAVE AS! Choose a location to save to and give the file a name. Click the New Slide button on the top button bar or pull down the Insert menu to New Slide. In the Apply slide layout Task Pane, select the Title & Text (bulleted list) layout. Click in Click to add title and type in your first topic. Now choose Click to add text, and add the sub items you wrote in Activity 2. Click the File menu and select SAVE! Rev.10/2003 GPJ/CAL 9
Activity 6 Adding Clip Art to your slide Looks plain? Let us add a piece of Clip Art by pulling down the Insert menu to Picture, then click Clip Art. At the top of the Task Pane it will say Search for:. Type in a very short description of what you are looking for in the box that says Search text. You can also pick from the category buttons below this search window. Click on your clip art choice to insert it into your slide. Close the Clip Art Window with the close box. Want to resize the clip art? Just select the clipart by clicking on it, then click and hold the left mouse button down on a handle (circles on corners and sides) and drag it in to make the graphic smaller and out to make it larger. (Dragging corners keeps proportionality.) If you wish to move the clipart, click on it to get handles, and drag it to its new position. Click the File menu and select SAVE! Rev.10/2003 GPJ/CAL 10
Activity 7 Preformatted Text and Graphic A pleasant and easy way to convey text and graphics together is to use some of the AutoContent layouts. Your production speed will increase with this technique. Click the New Slide button on the top button bar or pull down the Insert menu to New Slide. In the Slide layout Task Pane, the layout for Title, Text, and Clip Art layout and click it. Click on the Click to add Title area to add your next topic from the activity sheet. Select the Click to add text area and fill in the subtopics from the same sheet. Now double click in the Double click to add Clip Art box. Type in a search term and click Start. Select a clip art and click OK. Move and resize the graphic as necessary. Click the File menu and select SAVE! Rev.10/2003 GPJ/CAL 11
Activity 8 Using Special Text There are times when you may wish to be creative or artistic with your slide presentation. You need words not pictures. Here is a possible solution. Click the New Slide button on the top button bar or pull down the Insert menu to New Slide. In the Slide layout Task Pane, click the layout for Blank layout. This slide selection allows you to create a slide with a large open area. Click the Word Art button on the Drawing toolbar at the bottom of your screen. Double click on the style of Word Art that you like. Type in the word(s) you want displayed. Drag the yellow diamond handle to skew your text. Use the green circle handle to rotate your text. Save your file! You may also want to change your font and select Bold and/or Italic here. Click OK when finished. Rev.10/2003 GPJ/CAL 12
Activity 9 Text with Sub Topics and Text Boxes At times you may require indented items. This is accomplished by using the tab and shift + tab keys as described below. You can also add text boxes to screens. Click the New Slide button on the top button bar or pull down the Insert menu to New Slide. In the Slide layout Task Pane, the layout for Title & Text layout and click it. Choose Click to add title and type in your title. Type in your bulleted items. When you reach an item to be indented under a bulleted item, press the TAB key before typing the item. Note: The ENTER key from the prior item must be pressed before pressing the TAB key. To move back to the regular bulleted item level, simply hold down the SHIFT key and tap the TAB key. This is the equivalent of the reverse tab key. To insert a text box into your document, click the Text Box button on the Drawing toolbar. Using your mouse, click, hold, and drag a box shape onto your slide. Type your text in the box area. If the area isn t large enough, drag one of the handles to make the box larger. Format the text in any way you choose by highlighting the text and making the font changes. Click and drag the frame of the text box area to move it. Save your file. Rev.10/2003 GPJ/CAL 13
Activity 10 Acquiring Pictures-Microsoft Office Online If you are working in PowerPoint on a regular basis, you can never have enough pictures. Here are some ways of increasing your collection (You must have a direct connection to the web for this to work. With Dial-Up connections to the Internet, you must make the connection first.) Microsoft has free clip art available if you have an Internet connection. First, pull down the Insert Menu to Pictures. Click on ClipArt. In the Clip Art Task Pane, click the Clips Online button. Type in a search term to begin looking for graphics. Rev.10/2003 GPJ/CAL 14
Click a in the box below the graphic to select it. (You may choose more that one graphic at a time.) Click the Download link. Review your selections, select Import into Clip Organizer version 2002 or newer, click the Download now button, and accept the licensing agreement if necessary. When prompted, click the Open button. To insert your graphic into your PowerPoint, do one of the following: Click the drop-down menu next to your graphic and select Copy. Click your PowerPoint file on the Task Bar to make it the active window and click the Paste button on your Standard toolbar. OR Close the Microsoft Clip Organizer window. Click your PowerPoint file on the Task Bar to make it the active window. Select Picture and then Clip Art from the Insert menu. Select Clip Art Organizer at the bottom of the Task Pane. Select the Downloaded Clips folder in the left window pane. You can click the drop-down menu, copy the graphic, and paste it into your slide OR You can drag the graphic you want from the Organizer onto your slide. Rev.10/2003 GPJ/CAL 15
Activity 11 Acquiring Pictures-Capture from the Web Often you see pictures and text appear on the World Wide Web that would be perfect for you PowerPoint Presentation. You can capture them with a simple copy and paste. Be sure to observe all copyright laws. Open Internet Explorer. Locate a picture that you wish to place in PowerPoint. Right-click on the picture and from the object menu that pops up choose Copy. On the Task Bar, click once on the PowerPoint icon. Right-click and select Paste. The picture will appear in your slide. You can move or resize the graphic as you did with earlier clip art. Open Netscape. Locate a picture that you wish to place in PowerPoint. Right-click on the picture and from the object menu that pops up choose Save Image As. Select a location to save the file. On the Task Bar, click once on the PowerPoint icon. From the Insert menu, select Picture and From File. Locate your graphic, select it, and click Insert. You can move or resize the graphic as you did with earlier clip art. Text can be lifted as well, but highlight the text first and use the Edit menu to do the Copy and Paste (under some conditions the right click does not produce an object menu). Save your File. Rev.10/2003 GPJ/CAL 16
Activity 12 Animating Text and Pictures One of the real advantages to using PowerPoint is the ability to breathe life into your slide show. Animation of text and graphics can make your presentation pop. Go to a slide in your show you wish to animate. Pull down the Slide Show menu and click Custom Animation. Select the first item on your slide you want to animate. Select Add Effect, Entrance, and select one of the animations. Further customize the animation by selecting Start on click, With Previous, or After Previous; set the Speed; (from the drop-down menu) Effect Options (dim or hide, sound), and Timing. Repeat this with all of the elements on the slide you wish to animate. You can also set Exit animations. Save your File. Rev.10/2003 GPJ/CAL 17
Activity 13 Introducing Sound into Shows On rare occasions you may need sound to make a point, alert the audience to something unique, or just plain get their attention (Dimmed lights are not necessarily a good thing!) To associate a sound with words, clipart, or pictures, go to the slide and select the object that you want to apply sound to. Pull down the Slide Show menu to Custom Animation. Apply an effect. Select Effect Options from the drop down menu (see illustration on previous page). On the Effects tab select a Sound and click OK. You can add a sound on any slide without associating it with an object on the slide by selecting the Insert menu, Movies and Sounds, and Sound from the desired source. Be sure to include your sound in the Customized Animation order. Rev.10/2003 GPJ/CAL 18
Activity 14 Creating and Printing Your Show It is now time to put this whole show together and print your presentation. The Slide Sorter View allows you to view and sort the order of your slides. The File Print allows you to choose what type of printout you wish to process. To view and sort your slides click the Slide Sorter button on the bottom left of your screen or pull down the View menu to Slide Sorter. To move a slide, simply click and hold the left mouse button down and drag the slide to a location between the slides where you wish to insert your slide. A vertical line now appears. Release your finger from the left button. Note: When you click on a slide before moving a darkened box appears around it. The new location is always a THIN vertical line. Rev.10/2003 GPJ/CAL 19
To print get a hard copy of your slide show, pull down File to Print. Never use the Printer Button! You will have no control over the output. You now have several print options (all of your show, current slide, only the pages you want). You can select the number of copies if more than one and whether or not you want to collate. In the Print what: box you can choose between Slides, Handouts, Notes Pages, and Outline View. The most often printed format is Handouts. The most common printout is 3 Slides per page. This is not the default. In the Handout dialog be sure to check Grayscale if this is going to be copied. A thin line will be drawn around each slide by selecting Frame slides. Rev.10/2003 GPJ/CAL 20