PowerPoint for Art History Presentations For PC computers running Microsoft Office 2007+ Adapted by The University of California, Berkeley from the Institute of Fine Arts document by Elizabeth S. Funk and the document by Gretchen Tuchel at the University of St. Thomas Visual Resources Collection The University of California, Berkeley Fall 2009 1
Table of Contents Introduction 3 Opening Powerpoint 4 Creating Your First Slide 4 Inserting a Picture into Your Slide 5 Adjusting Your Picture (size and position) 6 Adding New Slides to a Presentation 7 Adding Additional Images to the Same Slide (Comparisons) 7 Adding a Folder of Images (Photo Album Feature) 8 Adding a Background Color to Your Slides 10 Adding Text to Your Slide 10 Adding Speaker Notes to Your Slide(s) 12 View Options 12 Viewing Your Presentation (Slide Show) 13 Viewing Your Presentation Using Presenter View 13 Deleting a Slide 15 Reordering Slides in Your Presentation 15 Saving Your Presentation 16 Printing Options 16 Creating a PDF 17 Frequently Asked Questions 18 2
Introduction This booklet is designed to get you started with PowerPoint. It provides all the basics you will need to create your first image presentation, for example, printing, saving, creating slides and running your presentation. Because this material is geared toward History of Art faculty, the documentation skips topics such as how to make charts, how to add animation, and how to create repeating designs for your text slides. What is PowerPoint? Power Point is an easy to use presentation software package that allows the user to create computerdriven slideshows. In PowerPoint you can put pictures, text, charts and even animation into your slides. With PowerPoint s advanced graphic capabilities you can create a custom look for your presentation. You can advance slides one by one, just like you would a traditional slide show. In a classroom equipped with a computer and an LCD projector or in a room with a laptop and LCD projector you can project your presentation on the wall just as you would with a slide projector. PowerPoint and Microsoft Office PowerPoint is part of Microsoft s Office suite. As you use the program you will notice that many of the buttons on the toolbar look familiar and menu options such as printing, saving, cutting and pasting work exactly the same way they do in Office programs like Microsoft Word and Microsoft Excel. This makes PowerPoint easy to learn for regular Microsoft users. Creating and Giving a PowerPoint Presentations First, you will want to compile the digital images for your presentation from the various image databases offered through UC Berkeley or personal image scans and digital photography. You can also search the websites listed in the Digital Resources Guide for needed images. These images, pending copyright restriction, can be saved and used in your presentation. Then you can start putting together your presentation. Give yourself plenty of time in case you run into problems and need additional time consulting staff in the Visual Resources Collection. Working with your files As you start to fill up your folder with pictures, which take up large amounts of digital storage space, you may find that you don t have enough room in hard drive of your computer to store everything. You could add an additional (or larger) hard drive to your computer or purchase a portable hard drive. If you plan to use a computer other than your own to show your presentation, a CD R or a USB friendly flashdrive are the best methods of transporting your file. 3
Opening Powerpoint Open PowerPoint from the Start menu or from the PowerPoint icon on your desktop. Powerpoint will launch and will either automatically create a new presentation for you, or you may do so by going to the Microsoft Office button in the upper left and selecting new. Creating Your First Slide Create your first slide by clicking the Home tab on the top menu and then selecting new slide, then Layout. I recommend selecting the blank slide from the layout choices for maximum flexibilty. 4
Inserting a Picture into Your Slide Click the Insert tab from the menu at the top. Then click Picture. You will be prompted to locate the file on your computer. Find the jpg file you wish to insert, select it and click the Insert button on the lower right of the Insert Picture window. Alternatively, many computers now allow dynamic drag and drop into the slide from the file on you desktop directly into the PowerPoint slide. 5
Adjusting Your Picture (size and position) Size Activate your picture by single clicking on it so that a blue frame appears around it with blue dots on the corners. To resize the picture, position your curser on one of the blue dots on the corner, click and hold while dragging either in or out. It is very important to only click on the corner dots (not the center side squares) to resize the image. The corner dots will maintain the aspect ratio, whereas the squares will stretch or distort the image. Position Positioning the picture can be done by selecting the picture so that the blue lines appear around it, and then you move the curser to the center of the image. Your curser should turn into a 4 headed arrow. When you curser is in this configuration, you can click and drag the image to the desired location within the slide. 6
Adding New Slides to a Presentation Repeat the steps above that you followed to create your first slide: click the home tab, then new slide (PowerPoint will probably remember that your prefered layout is blank and will give you this as the default). Then insert your picture by clicking the insert tab, then picture and find your image on your harddrive. Or, as mentioned earlier, on most computers you can drag and drop the image file from the image folder directly into the blank PowerPoint slide. Adding Additional Images to the Same Slide (Comparisons) To activate the slide you wish to modify, click on the thumbnail in the left slide pane. Repeat the steps for inserting a picture and the image will appear in the selected slide together with the other image(s). You can move and/or resize the images to achieve your desired configuration. There is no real limit to how many images may be added to a slide you are able to go beyond the traditional 2 image comparision by adding 3, 4, 5 or more images. 7
Adding a Folder of Images (Photo Album Feature) As an alternative to adding images 1 by 1, you can use the Photo Album feature to add batches of images all at once to your presentation. This feature is only available on PC computers (not Macs). Please see the VRC staff for information on batch loading on Macs. (Note: When you use the Photo Album feature, PowerPoint will create a new document, rather than add it to the exisitng document. So, it is recommended that you begin with Photo Album, and then add individual images if needed) Click the Insert tab, then select Photo Album, and New Photo Album. The Photo Album dialog box will open. Click the File/Disk button on the upper left of the box. Then locate the folder of images you would like to add to the presentation. 8
Select all the images you would like to add and then click the Insert button on the bottom right and Insert (not Link to File). Then, back in the Photo Album dialog box, click the Create button. Your images will appear, each as a new slide, without any resizing necessary. 9
Adding a Background Color to Your Slides Select Design tab from the top menu. Then select Background Styles on the far right and select a color from the palatte choices. I recommend black as a background for use in rooms with the lights dimmed. Adding Text to Your Slide To have text appear on your slide while presenting, you can create a text box in the slide. Activate the slide of your choice by clicking the thumbnail view in the left slide palette. Click the Insert tab at the top, and then select Text Box. 10
Click on the area of the slide where you would like to have the text box appear, and begin typing. If your box shape isn t just how you would like it, don t worry, you can adjust the size, placement or font color later. Moving and adjusting the text box is the same as moving and sizing images clicking on the blue dot on the corner expands or contract the box, and grabbing the box with the 4 stared pointer allows you to move the text box. You can adjust the font color by highlighting the text and a formatting window may pop up automatically with a font color option. Alternatively, you can click the Home tab at the top, and select the font color, type, or size from there. 11
Adding Speaker Notes to Your Slide(s) Click on a slide in the thumbnail view to select it, and begin typing in the white box below the large image, where it says Click to add notes. These notes are not visible to the audience during the presentation, but may be viewed by the speaker if the presentation is displayed in presenter view (more on this below). The notes may also be exported (if desired) along with the images into a PDF for student review on bspace (also more on this to follow). View Options There are four view choices in PowerPoint: Normal View, Slide Sorter View, Notes Page, and Slide Show. You can access these views under the View menu or by clicking the view icons at the lower right side of your window (only three of the four view choices appear in the lower right icons). 12
Normal View This view allows you to see and edit all aspects of your PowerPoint document; the slide itself, its accompanying text and any associated notes. This is the view shown in the image examples above. Slide Sorter View This view shows thumbnails of every slide in your presentation. You can move slides around by dragging and dropping (more on this below), delete slides by selecting the slide and clicking delete or backspace (also more below), and choose where to add new slides. You are limited in the way you can edit individual slides. Notes Page View This view is useful if you are working on a presentation with presenter notes. You can easily see your slide and a large box for your notes all at once. You can use the zoom bar at the bottom right to enlarge the slide for easier typing. Slide Show You can review your slides just as you would during a presentation. Each slide will cover the entire surface of your computer screen. Viewing Your Presentation (Slide Show) First, make sure you are viewing or have selected the first slide in your presentation. From the View menu or using the view buttons in the lower right corner of your window, choose the Slide Show View. Your first slide should now fill the entire screen. Use the arrow keys on your keyboard to navigate through your presentation (or you can click your mouse or the spacebar to proceed to the next slide). At the end of the presentation click once on your last slide to return to Normal view or hit Escape on your keyboard. Viewing Your Presentation Using Presenter View Presenter view allows you to project a full screen slide show to the audience, while the presenter s personal monitor displays the notes field, slide thumbnails, and a large slide all together. This feature cannot be demonstrated without being connected to an additional monitor. Here is Microsoft s description of the feature: 13
You can only use the Presenter View feature when you are connected to a second display. Once you are connected to an LCD projector, go to the Slide Show tab at the top, and check the box for Use Presenter View. 14
Deleting a Slide In the Slide Sorter View, or the Normal view, select the slide you want to delete by clicking on it once to activate it. A thick, border will outline the slide, indicating that it is selected. From the Home tab at the top, select Delete. Alternately, you may also hit the delete or backspace keys on your keyboard. Your selected slide will now be deleted. You can undo the delete by selecting the Undo icon at the very top. Reordering Slides in Your Presentation You can drag and drop slides to rearrange your presentation in the Slide Sorter view or the Normal view. In Slide Sorter view, place your mouse on the slide you wish to move, this will select the slide and show a box around the slide. Selected Slide 15
Click and hold while dragging your cursor to the space between the slides you wish it to appear. You will see a black vertical line appear when the slide is positioned correctly to move to that space. When you see the black line appear, release your mouse. The slide will then relocate to this position. You may follow these steps in Normal view to move the slides as well. This is where the selected slide will be moved to Saving Your Presentation Select Save under the Microsoft Office button on the upper left menu. In the Save as dialog box, find the folder and or disk where you want to save your file. Once the correct location is showing, type the name of your presentation in the File name box. Then, click on the Save button to save your presentation. Printing Options From the Microsoft Office button on the upper left, select Print. The Print dialog box will appear. Change the Print What dropdown to the setting you wish to print (Slides, Handouts, Notes or Outline). Speaker notes will only print from the Notes print option. 16
Printing Layouts Slides: Just like it sounds, this option will print one slide per page. Handouts (2, 3, 4, 6 or 9 per page): This will print the selected number of slides per page. Notes Page: Slides will print out one per page with your speaker notes underneath. Outline: This will print your presentation in an outline format. Creating a PDF A great way to share your presentation with your students is to create a PDF of your presentation and load it onto bspace. PDFs are a universally readable file format with the Adobe Reader, a free software application. To create a PDF of your PowerPoint presentation, go to the Microsoft icon on the upper left, and select Save as and PDF. Select where you would like to save it on your computer, name the file, and click the Publish button. If you would like to include your presenter s notes with your PDF, before clicking the Publish button, click the Options button and under Publish what, select Notes pages and click OK. If your operating system does not offer an option to create a PDF under Save as, you may have to download additional software. See my Blog post on the subject at http://havrc.blogspot.com/2009/08/creating pdf documents with pcs.html 17
Frequently Asked Questions Why would I want to use PowerPoint instead of traditional slides? There are some benefits to creating a PowerPoint presentation. Once you have your images scanned and saved, you can view and present them anytime. You won t need the use of a projector to check your presentation just run your PowerPoint show on any computer with PowerPoint software. You won t need to have slides made and developed and you can easily put images from the web into your presentation. At the same time, using any type of digital method for your presentation does require some extra time and forethought. Always back up your files and Save often when working on your presentation. Remember to plan ahead and make sure that all the equipment you will need is available in your presentation room. You don t need to be afraid to give a digital presentation, but you do need to plan accordingly. What are all these other slide layout options? Microsoft created a variety of prefab layouts for common slide set ups, such as a Title slide, a slide with a heading and a bulleted list, and a slide with a heading and two columns of text. Many of these slides are not necessary in art history presentations so they are not covered here; however, you may find some of them useful. If I can only view one PowerPoint slide at a time, how do I view more than one image at the same time? You can insert multiple images into a slide. If you want to compare two art works or two views of the same work, simply insert both pictures into the same slide. Both images can be moved, adjusted and changed in size until they fit appropriately on the slide. What resolution should my image be? Generally, the resolution of the image only needs to be 72 dpi, but the pixel dimensions should be at least 1024 on the long end. An image that is 1024x768 will fill the screen on your computer and when projected. An image that is smaller than this will not fill the screen and should not be enlarged beyond the original dimensions because it will pixilate and look bad when projected. Many images harvested from the web are not 1024x768, so be careful when selecting images off the web and select only those with adequate resolution. If your original images have a very high dpi (600 dpi or more) and go beyond 1024x768, they will probably be quite large files. Too many large files in your presentation could slow the presentation down. Likewise, too many TIFF images can bog down your presentation because they are generally larger file sizes. Try to use JPGS whenever possible. Won t my images look fuzzy or pixilated when the projector enlarges them? Actually, what you see on your screen is exactly what you will get in your digital projection. As long as the image looks good on your screen, it will look good projected. What if I want to use a picture that I found on the Web? On the web page with the full sized image (not the Google thumbnail page), do a right click on the picture you want to use. Chose Save Picture As... Choose where you want to save the image and type 18
in a file name. Make sure that you choose JPEG in the Save As type box. Alternately, many operating systems also allow you to drag an image directly from the web onto your desktop. However, never try to drag an image directly from the web straight into your PowerPoint slide it may not function properly when presented. Always drag and drop the image onto your computer first before dragging it into PowerPoint. How can I check the size of my presentation file? From the file icon on your computer, right click and select Properties. In the Properties dialogue box select the tab titled General. Your file information will be listed including file size. 19