Intermediate PowerPoint 2000 Academic Computing Support Information Technology Services Tennessee Technological University September 2000 1. Opening PowerPoint In the PC labs, under the Start menu, select Programs MSOffice 2000 Microsoft PowerPoint. Otherwise, under the Start menu, select Programs Microsoft PowerPoint. 2. Creating a Design Template Although PowerPoint includes many templates, it is often helpful to create a template specifically for your needs which includes your logo and other design features you prefer. Select Blank Presentation Click Cancel when asked to select a slide type. Open the Slide Master and create your background: From the menu, select View Master Slide Master From the menu, select Format Background In the pulldown color menu, select Fill Effects Under the Gradient tab, select Preset From the Preset colors menu, select Daybreak Under Shading Styles, select Horizontal Click OK Click Apply to All
Intermediate PowerPoint Page 2 2. Creating a Design Template (cont.) Set up your font: From the menu, select Edit Select All Select Format Font Choose a font Under Color: select White Click OK Add logos to each slide: Select Insert Picture From File Browse to Classfiles on Athena (F:) ITS PowerPoint Intermediate PowerPoint TTUlogoYellow.gif Click Insert Note: Use Link to file if logo may change and you want your presentation to reflect that. Click to select the logo and drag it to the upper right corner Select the logo and click on the handle in the bottom right corner to resize it smaller. Right-click and select Format Picture Under the Web tab, in the Alternative text: box, type TTU logo Click into the middle Footer box to select it. From the menu, select Insert Picture From File Browse to Classfiles on Athena (F:) ITS PowerPoint Intermediate Powerpoint TTUlogoPurpleSmall.gif Right-click and select Format Picture Under the Web tab, in the Alternative text: box, type TTU logo Note: Set alternative text for all graphics if you plan on exporting your presentation to the Web at some time in the future. This provides information to screen readers.
Intermediate PowerPoint Page 3 2. Creating a Design Template (cont.) Date your slides: Highlight date and time in the Date Area Text box near the bottom of the page. From the menu, select Insert Date and Time Select a format Check Update automatically if you want the date displayed to update. Create your bullets: Click in the first line of text in the main text block. From the menu, select View Ruler to see tab stops which were set. Right-click and select Bullets and Numbering Click on the Picture button and select a picture bullet for that level. Or click on the Character button and select a bullet from a font such as Symbols or Wingdings 2 Set the font color to white Click into each line of text and repeat to set bullets for each. Save your template: From the menu, select Save As Select the file type: Design Template (*.pot) Type a File name, such as My Style Click Save In the labs, save to U: drive In your office save in the templates folder which comes up automatically 3. Using your Template to Create a Presentation In the PC labs open the My Style.pot file by selecting File Open from the menu. Browse to your U: drive and select the file. In your office from the menu, select File New, select your presentation template from those listed and click OK. In both locations, from the menu, select File Save As Select the file type: Presentation (*.ppt), type a filename and click Save.
Intermediate PowerPoint Page 4 4. Creating Hyperlinks within a Presentation Enter this information on your title slide Select New Slide Choose the second AutoLayout (Bulleted List). Information Technology Services Enter the information shown here on slide 2 and note that the style of bullets follows the template you created. Includes four divisions Operations Systems Academic Computing Support Administrative System Support Insert four more similar slides and title them: Operations, Systems, Academic Computing Support, and Administrative System Support Return to Slide 2. Highlight Operations Right-click and select Hyperlink from the floating menu. Select Place in This Document Select the Operations slide (3). Repeat to create links to the other three slides from slide 2. Save and then view the slide show to test the links. Note the color of the links is too light.
Intermediate PowerPoint Page 5 5. Adjusting the Color Scheme To change the color of your hyperlinks: From the menu, select Format Slide Color Scheme Select the Custom tab. Select the Accent and hyperlink color Click on Change Color Select a color that will work with this background and click OK Click on Preview and look at slide 2 Select Apply to All 6. Adding a Chart Charts or graphs can be added to a slide in several ways: using the Powerpoint Chart tool, copying from Excel, or linking from Excel. Powerpoint Chart tool Select New Slide Chart Double-click to edit the chart. Replace the sample data and labels in the spreadsheet with your own data and labels. For this class, leave as is. Click outside the chart to see the results. Right-click on the section of the chart you wish to modify. Select Format, Chart Type, or Chart Options to make changes to the color, font, style of chart, etc. (See the handout Advanced Excel for more details on working with charts at http:// www.tntech.edu/its/pubs/) Type Quarterly Sales in the Title textbox. Using an existing Excel chart Select New Slide Title Only Type Licenses in the title textbox In the labs, minimize Powerpoint and open Internet Explorer from the Start menu. Browse to Classfiles on Athena (F:) ITS PowerPoint Intermediate Powerpoint Number of Licenses.xls Copy the file to your U: drive. Open the file Number of Licenses.xls on your U: drive
Intermediate PowerPoint Page 6 6. Adding a Chart (cont.) Using an existing Excel chart Select the entire Chart Right-click and select Format Chart Area or use the floating Chart toolbar. Set the Border and Area to None under the Patterns tab. (This will make the background transparent so the slide background shows.) Select the entire Chart Right-click and select Copy Return to your Powerpoint slide. Click into the slide. Select Edit Paste Special Select your paste method. Select Paste if you only want to copy the chart to Powerpoint and edit as needed in Excel. For this class, select Paste link so that changes in your data will be reflected in the chart. Select the object and resize as needed on the slide. Return to Excel and change the number of ZoomText licenses from 10 to 1000. Note the change in the chart in Excel. Return to Powerpoint and note the change is reflected there also. Note: Double-click on the chart any time to bring up Excel to allow editing.
Intermediate PowerPoint Page 7 6. Adding a Chart (cont.) Add Animation to the Chart Select the slide Quarterly Sales Note that linked charts can not be animated. Right-click on the chart Select Custom Animation Select the Chart Effects tab Select By Category Select Appear Click OK View your show to see the results. 7. Using the Drawing Tools In addition clip art, you can use the PowerPoint drawing tools to create many helpful effects. Select New Slide Title Only Type the title: Staff available to assist you From the menu, select Insert Picture Clip Art Choose Animals the Owl reading image Go to the Drawing toolbar at the bottom (If this is not present, select View Toolbars Drawing) Select AutoShapes Callouts third bubble Click on the slide and draw a callout near the Owl. From the menu, select Insert Text box Type: Whooo to call?
Intermediate PowerPoint Page 8 7. Using the Drawing Tools (continued) Layers and Grouping Note that each object is created in its own layer. Drag the callout on top of the owl and note how it covers the owl. From the Drawing toolbar, select Order Send to back Note callout is now behind the owl. Rearrange callout, text box and owl to look like the owl is speaking or thinking. Hold the shift key down and click on each to select it. From the Drawing toolbar, select Group Or right-click and select Grouping Group From the menu, select Insert Picture Clip Art Type groups and select the black and white picture of a group shown below. Resize as needed. From the menu, select Insert Text box Type: Our Staff Right-click on the Staff picture Select hyperlink Add an external hyperlink to www.tntech.edu/its/ contacts Add hyperlinks before you group items. Group the text box and clip art View the slide show and test your link. Click the browser Back button to return to your slide show. 8. Adding Music and Narration Return to your title slide From the menu, Insert Movies and Sounds Sound from File Browse to Classfiles on Athena (F:) ITS PowerPoint Intermediate Powerpoint sesame.mp3 and click OK. (Sesame Street Live performed by St. Somewhere from http://www.stsomewhere.com/mp3.htm) Click Yes to play it automatically. Drag icon to bottom corner and size as desired. Right-click and select Play Sound to play from slide view Note: In your office, you can also select Insert Movies and Sounds Sound from Gallery
Intermediate PowerPoint Page 9 8. Adding Music and Narration (cont.) To play as a continuous loop Right-click on the music icon and select Custom Animation Select the Multimedia Settings tab Under While playing: select Continue slide show Under Stop playing: select the number of slides you have Click on More Options Check Loop until stopped View your slide show. To have slides progress automatically: From the menu, select Slide show Slide Transition Select the effect and speed desired Advance both on mouse click and Automatically after Set your timing: 2 seconds (Be sure to have this long enough for people to read the slides) Click Apply to All View the show
Intermediate PowerPoint Page 10 8. Adding Music and Narration (cont.) To add narration: Delete the music icon from slide 1. From the menu, select Slide Show Record Narration Select Set Microphone Level Click OK Select First slide (as the beginning point) Begin speaking, pause and then click to the next slide. At the end of the show, click Yes to save the slide timings View your show. To re-record a slide: Click on the slide you wish to begin re-recording. From the menu, select Slide Show Record Narration Select Current Slide Speak your narration. Click to the next slide Press ESC to stop recording (Press ESC on the slide following the ones you wish to re-record.) Save your timings if desired and view the show. 9. Customizing Your Show To up set timings: From the menu, select Slide Show Rehearse Timing Click on the Next button to advance through your show at the rate you desire Select Yes in response to Do you want to record the new timings and save with them with the show? in order to save the timings. Other Options: From the menu, select Slide Show Set up Show to select options including whether or not to include narration. From the menu, select Slide Show Hide Slide to hide a slide. You might also create a link to this slide and only show it if needed by clicking the link. From the menu, select Slide Show Custom Shows to set up shows with selected slides from a master copy that contains many slides.
Intermediate PowerPoint Page 11 10. Printing Handouts In the toolbar, select the Grey Scale Preview button. From the menu, select File Send to Microsoft Word Select a layout. Save the Word document and print as needed. 11. Pack and Go If you need to show a presentation at a location and you are unsure of the software available, you can use the Pack and Go feature to take a copy of your presentation and a viewer which will display your presentation. As an alternative you can convert your presentation for the web and use a browser to display it (see below). From the menu select File Pack and Go Step through the Wizard Be sure to include the Viewer if you are unsure what awaits at your destination. 12. Importing to the Web Be sure to test your result in both Internet Explorer and Netscape if your audience may be using either browser. Your pages will look differently in Netscape than Internet Explorer and not necessarily as you expect. In some cases you may prefer to convert your presentation to PDF format if Adobe Acrobat is available to you. To insure a minimal level of accessibility: Right-click on each graphic. Select Format and click on the Web tab Type alternative text to describe the graphic. Convert for the Web: From the menu, select File Save as Web Page Click Change Title Type a meaningful title to appear at the top of the browser. Click on the Publish button to select your settings.
Intermediate PowerPoint Page 12 12. Importing to the Web Convert for the Web: Choose the slides to include or your Complete presentation Display speaker notes if desired Select All browsers for widest availability to your audience. Click on Web Options for other settings Browse to where you wish to save the files created. Last chance to change your page title if needed. Select Open in browser to see the result. Click Publish Be sure to view the results in both Internet Explorer and Netscape if your audience may be using either browser. 12. Getting Help One of the easiest ways to get help with Microsoft PowerPoint is the comprehensive online help included with it, as shown below. Just click on Help Microsoft PowerPoint Help. You can also learn more about PowerPoint at the Microsoft website: http://office.microsoft.com Should you have a question that the online help does not address, please contact the Microcomputer Support Office at 372-6315 or your college contact. Students may call the Helpdesk at 372-3975 or get assistance in the PC labs in person. Handouts on using PowerPoint and other programs are available on the web from the TTU Home Page under Computing Publications (at http://www.tntech.edu/its/pubs/).