Spring 2009 R.A.
Table of Contents Contents Opening PowerPoint... 2 PowerPoint 2007 Interface... 2 PowerPoint Features... 2 Creating, Opening and Saving Presentations... 3 Creating a Presentation... 3 Selecting a New Design... 5 File Formats... 5 Saving... 5 Inserting a New Slide... 5 Clip Arts... 6 Searching for Clip Art... 7 Drawing Objects... 8 Multiple Bullet Levels... 9 Chart Slide... 9 SmartArt... 10 Slide Sorter View... 11 Transition Between Slides... 12 Building Animation Effects for Text... 14 Previewing the Presentation... 15 Slide Show Tab... 15 Printing... 15 1
Opening PowerPoint The PowerPoint program is part of Microsoft Office 2007 suite. To open MS PowerPoint, 1. Click on the Start button 2. Choose All Programs 3. Choose Microsoft Office 4. Choose Microsoft Office PowerPoint 2007 PowerPoint 2007 Interface PowerPoint Features Figure 1. Powerpoint 2007 PowerPoint 2007 interface has changed from the previous versions. The menus and toolbars are now replaced with the Ribbon (see Figure 2 ). The Ribbon is designed so that all the commands needed to complete a task can be easily found. Commands are organized in logical groups which are collected together under tabs. Each tab groups related commands together. Groups within the tabs show related items together. 2
Some groups have a small diagonal arrow in the lower-right corner like the one show in the Font group in Figure 2. This arrow is called the Dialog Box Launcher. It shows more options related to the feature it is next to. It launches familiar dialog boxes that were in older versions of MS PowerPoint. Figure 2. Ribbon Creating, Opening and Saving Presentations To create a new presentation, 1. Click on the Office Button 2. Click on New from the menu. To the right of the Office Button is the Quick Access Toolbar. The default options are Save, Undo Typing and Redo Typing. The Status Bar is located at the bottom of the screen and contains information about the active presentation, View buttons and Zoom controls. To customize the bar, right click on the bar. A list of options will appear. Creating a Presentation The previous versions of PowerPoint provided the AutoContent Wizard to help create presentations. In Office 2007 templates are used. The templates include different themes and layouts. Themes are a combination of colors, fonts and effects. Templates give a starting point and make it easier to complete your presentation quickly. The template s text and design can be modified, logos can be added, images and text can be added or deleted from the template. Additional templates are available for download by going to Office Online Templates. When you create a presentation, you begin with a title slide and build your presentation with additional slides containing text, artwork, and graphs. The first slide will be the title slide (as shown in Figure 3), followed by several bulleted list slides with clip art and drawings, a graphics chart, and an organization chart. 3
Figure 3. Title slide The text boxes on the slide are referred to as placeholders. To add text, click in the first placeholder and type the name you want to give your slide presentation. The second placeholder is the subtitle. There are three views to see the slides, the Normal view (which is the default view), the Slide Sorter View and the Slide show. Toggle between the views by selecting the button from the status bar (as shown in Figure 4 ) Figure 4. Slide View Buttons In the left panel there are two tabs: Slides and Outline. The default is Slides view. The Outline view is used when developing content. Figure 5. Slide View In the Status bar is an area to add notes about the current slide. 4
Figure 6. To add Notes There is a printing option that will print your notes with the slides. Below the Notes section, the Status bar shows the number of the slide you are working on and the name of the theme you are using and has the Zoom feature to increase or decrease the slide display. Selecting a New Design To select a new design, click on the Design tab Figure 7. Design Tab A variety of designs are displayed in the Themes group (as shown in Figure 7). More styles are shown when you click on the More arrow. From the Background Styles, you can choose the background style for the chosen theme. File Formats Office 2007 uses new file formats named with the extensions.docx,.xlsx and.pptx. These extensions cannot be read by older versions of Office unless you have the Microsoft Office 2007 Compatibility Pack installed. Office 2007 also has the ability to save documents in the older 2003/2004-compatible file formats. Saving To save a document, click on the Save button in the Quick Access Toolbar (or press CTRL + S). Another way to save the presentation is to click on the Office Button then click Save. You can also click on the arrow next to the Save As to select other formats to save the presentation. Inserting a New Slide To insert a new slide, click on the New Slide button from the Slides group in the Home tab. A new bullet slide with a title placeholder is inserted. 5
To insert a slide with a different layout, click on the down arrow of the New Slide button. The following will appear (as shown in Figure 8 ) Figure 8. New Slide Note: to change the layout of an existing slide, use the Layout button in the Slides group. Using the Font group buttons on the Home tab you can change the font, font size, text color, in addition to bolding, underlining and italicizing. Clip Arts PowerPoint provides many categories of clip art with a number of pieces in each category. To insert a clipart, click on the Insert tab and choose the Clip Art button in the Illustrations group (as shown in Figure 9). Figure 9. Insert Tab 6
Searching for Clip Art In the Search for field box in the Task Pane (as shown in Figure 10), type in what you are looking for; e.g., balloon. Click the Go button. Select the clipart needed by clicking on it and this will insert in into the slide. Figure 10. Search for Clip Art The Format tab is displayed whenever the graphic is selected (as shown in Figure 11). Figure 11. Format Tab 7
Drawing Objects In addition to inserting clip art to enhance your presentation, you can use the Drawing tools on the Home tab to add more visual effects to your presentation. Using the line, arc and free form tools you can draw your own shapes or use the rectangles, ellipses, etc for ready-made shapes. Click on the Shapes button list arrow The Shapes options are displayed (as shown in Figure 9). The following drop down list of shapes appears ( as shown in Figure 12). Move the mouse pointer across the tools for a description tag. Figure 12. Shapes To select a shape, click on it. It will be inserted in the slide. The size and location of the shape can be modified on the slide. 8
Multiple Bullet Levels Depending upon what template design you have chosen, there will be anywhere from one to five levels of bullets. The bullets for the levels will also vary depending upon your template design choice. The <Tab> key is used to display the levels and <Shift + Tab> to move back out a level. Chart Slide Graphs can be inserted in an existing slide or on a new slide by using the Chart button in the Illustration group on the Insert tab (as shown in Figure 9). After clicking on the chart, select the chart type from the Chart dialog box that appears (as shown in Figure 13). Chart dialog box lists 11 chart types; each with various subtypes. Figure 13. Charts Choose one that fits the data you will chart and click the OK button. A sample Excel data sheet and graph (hidden behind the data sheet) appears (as shown in Figure 14). For those who are familiar with Excel, the concepts and methods of entry are the same. 9
Figure 14. Sample Chart and Excel Sheet While the chart is selected, the Chart Tools (Design, Layout and Format tabs) appear on the Ribbon. The chart can be moved and also resized using the handles. To change the data, return to the Excel worksheet and make the changes. SmartArt SmartArt helps create more visual representations of information. It can be easily created by choosing from among many different layouts (see Figure 15). Figure 15. Smart Art 10
Select the type of chart required and it will be inserted in the slide. Add data by clicking on the word [Text] in the box labeled Type your text here and edit accordingly. To delete a box, select it in the typing area and press the <Delete> key. Click outside the chart to deselect and return to slide mode. When working with Smart Art, the following tab appears (as shown in Figure 16) Figure 16. Smart Art Tools Slide Sorter View In this view you can drag the slides to rearrange them in another order. Click the Slide Sorter button on the Status bar. Figure 17. Slide Sorter View 11
Transition Between Slides In addition to rearranging the slides (just drag the slide to a new location), the Slide Sorter view is used to set up the type of transition between the slides. Transitions are the visual effects you see when you move from one slide to the next during the slide show. To create transitions, click on the first slide to select it. Next click on the Animations tab (as shown in Figure 18). Figure 18. Animation Tab In the Transition to This Slide group click on the More list button (as shown in Figure 19). Scroll down and choose one; the effect will be demonstrated on the selected slide. 12
Figure 19. Transitions A transition icon is added below the slide. Note: It is a good idea to choose the same effect for all of your slides. It is rather distracting from the message of your presentation when multiple transition effects are chosen. Experiment with the various effects. When you find the one you want, select the remainder of the slides (Ctrl + A) and apply the transition. To set the speed of the transition, select Slow Medium or Fast. Sound can also be added. 13
Building Animation Effects for Text From the Animations tab (as shown in Figure 18), you can create text animation effects where each bullet point appears one at a time rather than all of the bullets being displayed at the same time. Each bullet point can be set up to appear in a fashion similar to the transitions between slides. For example, a bullet point can fly in from the left or drop down from the top. Select the slide required. Click on Custom Animation. The following dialog appears (as shown in Figure 20) Figure 20. Custom Animation Click on the Add Effect button and choose from Entrance, Emphasis, Exit or Motion Path. Next, select the type of effect required. 14
Previewing the Presentation To run the slide show, click on the first slide and use the Slide Show button on the Status bar or the Slide Show button in the Task Pane. PowerPoint will run through the slide show when you click the mouse to progress to the next slide or effect. To interrupt the slide show at any time, just press the <Esc> key. Slide Show Tab You can change the show type, over-ride the animation effects (bullets appearing individually), choose a range of slides if you don t want the entire slide show, etc. Select the Set Up Slide Show button on the Slide Show tab. Select your preferences and then click on OK. Printing Figure 21. Setup Show To print the presentation slides, select Print from the Office Button or press CTRL + P. This will launch the dialog box as shown in Figure 22. 15
Figure 22. Print Dialog The slides can be printed one of each page or more than one on a single page. From the Print what field, select from slides, handouts, notes or outlines. You will have to pick a single choice and then repeat again for each format if you want to provide handouts of the slides or have created notes. 16