MS Office for Engineers

MS Office for Engineers Lesson 3 PowerPoint Pre-reqs/Technical Skills Basic knowledge of word-processing Basic computer use Expectations Read lesson material Implement steps in software while reading through lesson material Complete quiz on Blackboard Submit completed assignment on Blackboard Ask questions as necessary Objectives/Measurables Learn the basics of using MS PowerPoint to make simple graphics and technical presentations, measured via score on assignment Learn various features in MS PowerPoint, measured via Blackboard quiz score Lecture Topics Building A Presentation Themes and Formatting Creating Simple Graphics Builds and Transitions Table of Contents MS Office for Engineers... 1 Lesson 3 PowerPoint... 1 Pre-reqs/Technical Skills... 1 Expectations... 1 Objectives/Measurables... 1 Lecture Topics... 1 Introduction - Microsoft PowerPoint 2010... 2 PowerPoint Basics... 2 Layouts and Slide Selection... 3 Adding Slides... 4 Adding Content... 5 Adding a Table... 6 Adding a Chart... 7 Adding SmartArt... 8 Drawing Graphics from Scratch... 10 Adding a Picture... 11 Themes and Masters... 11 Builds and Transitions... 12 Playing a Presentation... 13 Assignment... 14 1

Introduction - Microsoft PowerPoint 2010 Microsoft PowerPoint is a commonly used program for preparing and delivering presentations. It is used in engineering applications to make technical presentations and to create simple graphics. This tutorial will focus on using PowerPoint in such applications. The specific version of PowerPoint covered in this tutorial is 2010. Earlier versions may not be compatible with this tutorial due to the use of the Ribbon user interface. This tutorial provides basic information on a few topics related to creating technical presentations in PowerPoint, for more help consult Microsoft s Help database (the blue question mark at the upper-right corner of PowerPoint as shown in Figure 1). Figure 1 PowerPoint Help PowerPoint Basics After opening PowerPoint (Windows Button -> All Programs -> Microsoft Office -> Microsoft Office PowerPoint 2010), you are presented with an empty presentation (Figure 2). Figure 2 - PowerPoint 2010 You can immediately start developing your presentation by filling in the content place-holders on the slide shown. The layout of this slide is a Title Slide. The Layout of a slide determines the type of content that can be displayed and how it will be arranged. PowerPoint has several different Layouts available by default. To see the available Layouts, click the Layout button in the Slides pane of the Home tab (Figure 3). 2

Figure 3 - Changing a Slide's Layout Layouts and Slide Selection When you select a layout from this pop-up, the format of the currently selected slide(s) will change to match the new layout. To select a slide, use the Slides tab of the left sidebar. The left sidebar allows you to view a thumbnailed list of the slides in your presentation or switch PowerPoint to Outline mode. For now, we will use the Slides list. You can hide the left sidebar by left-click dragging the divider between the sidebar and the displayed slide. If you drag the divider all the way to the left border of the window the sidebar will be hidden. It can be redisplayed by left-click dragging the divider back from the left border (Figure 4). Figure 4 - Resizing the Left Sidebar Slides can be selected in the Slides tab by simply left-clicking on them. Multiple slides can be selected by Ctrl+clicking on each slide to be selected. If you want to select a continuous set of slides, click the first one in the Slides tab, hold the Shift button then click the last one. Those two slides and all of the slides between them will be selected. You can also use the Slides tab to add new slides, duplicate slides or delete slides. Select a slide in the Slide tab and right-click. You get the pop-up shown in Figure 5. 3

Figure 5 - Slides Pop-up Adding Slides From the Slides pop-up, you can select New Slide to add a new slide after the currently selected one. Duplicate Slide will create a new slide with an identical Layout and content to the currently selected slide(s). This is very useful for quickly creating new slides with the same Layout of a current slide by duplicating the slide, then changing the content. Alternatively, you can create a new slide, change the layout and then change the content. Notice that you can also select the Layout of a slide in the Slides pop-up. A basic presentation will include the following slides: A Title slide A Title and Content slide with a text list (for the presentation outline) Several content slides of varying layouts for displaying your content A Title and Content slide with a list (for the presentation conclusions) Presentations are a visual medium. As a result, the format and style of a presentation can vary widely based on its purpose and developer. In general, slides packed with text bullets or raw data are neither visually appealing nor are they particularly interesting for viewers. In engineering applications, such slides are common and sometimes necessary, it is recommended to space them out and use simpler and more visually appealing slides between them. To build a simple presentation, fill in the blanks in the default title slide. To edit the content place-holder of a slide, simple click the text of the place-holder and start typing. The text you type acts like text typed into a Word document and can be formatted as such using the Font and Paragraph panes in the Home tab. Adding custom formatting to individual text elements is discouraged. PowerPoint has several features similar to using Styles in Word that allow you to quickly reformat slides (and even entire presentations). To use these features, it is better to simply enter the raw content without formatting then use Master Slides and Themes to control the formatting of slides. These concepts will be covered later in this tutorial. For now, just type in a title and sub-title without changing the formatting (Figure 6). 4

Figure 6 - Adding a Title Slide Add a new slide by either right-clicking on the current slide in the Slides tab or by click the New Slide button in the Slides pane of the Home tab. If you click the lower portion of the New Slide button (the part with a downarrow) a pop-up comes up that allows you to select the layout of the new slide. Use this to add a new slide (Figure 7) with a Title and Content Layout (if you added the slide with a right-click in the Slide tab you can change the formatting of the slide as discussed earlier in this tutorial). Figure 7 - Adding a New Slide Adding Content Once a slide has been added, you can then add content to the new slide in the same manner as the Title slide. By default, the large content box in the center of a Title and Content slide will be a bulleted list. This list will act like a bulleted list in Word (Figure 8). To add content other than text, you can click one of the content buttons (Figure 9) at the center of the content box before you start typing text. 5

Figure 8 - Adding Text to a Content Place-holder Figure 9 - Content Place-holder Buttons These buttons allow you to imbed content in the content box other than text. Tables, Charts, SmartArt and pictures can be added this way. Adding a Table To add a table to a PowerPoint slide, you can create an empty one and fill it in with PowerPoint or paste one in from Excel. To create an empty table, click the Insert Table button in center of an empty content placeholder. You can also insert a table like you would in a Word document by using the Table button in the Tables pane of the Insert tab. If you use the Insert Table button in a content placeholder, you will be asked for the number of rows and columns required in the table. After entering this information, PowerPoint will generate a table to fill the content place-holder (Figure 10). This table can then be completed or edited like a table from Word. Figure 10 - Inserting a Table 6

PowerPoint will automatically format the appearance of content items added with the content place-holder buttons. This formatting can be changed manually or by using Designs. To paste a table in from Excel, click the border of the content place-holder (do not click inside, this will just let you paste in the text from the table), see Figure 11 for reference. Figure 11 - Selecting an Object Clicking the border will select the entire place-holder, you can then directly paste in a table copied from Excel. Once pasted, the table can resized and reformatted as needed (Figure 12). Figure 12 - Pasting From Excel Before Formatting Adding a Chart Charts can be added directly to PowerPoint slides or created in Excel and pasted in. Excel charts will be covered more in a later tutorial but for now you can select the Insert Chart button from an empty content place-holder to see the options available (Figure 13). Figure 13 - Chart Options 7

Adding SmartArt SmartArt can be used to quickly create simple graphics such as Objectives Trees. To insert a SmartArt object, use the Insert SmartArt button in the center of an empty content-placeholder. Figure 14 - SmartArt Options From the resulting pop-up (Figure 14), you can select the necessary graphic type. For an Objectives Tree, select Hierarchy from the Hierarchy group. This will insert a place-holder graphic that you can fill in with your objectives. To fill in the content you can use the outline editor (to the left of Figure 15) or type directly in the bubbles. To add a bubble at a higher level in the hierarchy, select the shape with a left-click then right-click to bring up a pop-up. From the pop-up select Add Shape (Figure 16). Figure 15 - Adding a Hierarchy Object Click Add Shape Above to add a bubble above the current one, or Add Shape Below to add one below in the hierarchy. Bubbles can be deleted by clicking the border of the bubble to select the entire shape (not just the text inside) then pressing the Delete key. The format of the SmartArt object can be changed by using Styles (like in a Word document). Styles appear in the Design tab under the SmartArt Styles Pane (Figure 17). For an example of a styled SmartArt object see Figure 18. SmartArt objects can be pasted into Word documents as attachments (like you would need for a memo). 8

Figure 16 - Adding Shapes Figure 17 - Changing SmartArt Styles Figure 18 - A Styled SmartArt Object 9

Drawing Graphics from Scratch If a SmartArt object does not provide enough control over the look or content of a graphic, you can draw one from scratch using PowerPoint s Shapes (Figure 19). Shapes can be added from the Insert tab (in the Illustrations pane). Figure 19 - Some of Excel's Shapes By inserting box shapes, filling in the boxes with text and connecting the boxes with lines, almost any kind of engineering block diagram (e.g. objectives trees and functional models) can be made. Figure 20 - A Made-from-scratch Graphic The model shown in Figure 20 was made with three box shapes, five arrows connecting the boxes and three text boxes. The formatting of all objects can be changed (Figure 21) under the Format tab (the Format tab appears once you have an object selected). Figure 21 - Formatting Tools 10

Adding a Picture Pictures can be added to PowerPoint slides using the content place-holder (Insert Picture from File) or by using the Picture button in the Illustrations pane of the Insert tab (Figure 22). Once inserted, the picture can be resized or moved around. Figure 22 - An Inserted Picture Themes and Masters Once a Presentation has been created, it can be restyled using Themes and slide masters. To apply a Theme to a presentation open the Design tab and pick from the Themes listed under the Themes pane. The Theme will be applied to all slides. See Figure 23 for example. If you have used content placeholders and haven t manually formatted or moved content, applying a Theme should adapt most content to fit the style of the Theme. Some tweaking of text formatting and/or object positions will probably still need to be performed. You should wait to apply a theme until after you have most content added and have settled on a final Theme (changing a Theme in the middle of working on a presentation can lead to additional work in tweaking slide appearances). Figure 23 - Changing a Slide's Theme 11

If you want to change the appearance of all slides of a specific type (e.g. all Title Slides) you can use slide masters. The slide master sets the text and object positioning and formatting for all slides that use the master. To view the slide master, select the slide you want to edit and open the View tab. Click the Slide Master button under the Presentation Views pane. Figure 24 - Slide Masters The master view lets you edit the basic format of all slide of that type (Figure 24). You can change the format of text, resize objects or add new objects, just be aware that any changes you make will affect all slides of the type. When you are done editing the master, close it by clicking the Close Master View button in the Close pane of the Slide Master tab. Builds and Transitions When displaying a presentation, objects and text can be animated along with the transitions between slides. To add animation to a slide, add the content you want to animate then enter the Custom Animation tool by selecting Custom Animation from the Animations pane of the Animations tab. This opens the Custom Animation sidebar (on the right). You can now select items on a slide and add entrance, emphasis, exit or motion animations (Figure 25). Figure 25 - Animation Types 12

Once an effect is added, it will show up in the animations list. From this list, you can drag animations to reorder them, change how the animation starts or remove the animation entirely (Figure 26). Animations can be previewed using the Play button at the bottom. Figure 26 - Animation Options Transitions between slides can be animated by selecting the slide you want the animation to occur before, then selecting a Transition from the Transition to This Slide pane of the Animations tab. You can apply a transition to all slides with the Apply to All button. The speed can be edited and sound effects can be added as well (Figure 27). Figure 27 - Slide Transitions Playing a Presentation Once a presentation has been made, you can play it using the Slide Show tab. Under this tab, you can select From Beginning or From Current Slide (in the Start Slide Show pane) to start the show. For computers with multiple monitors or with a projector, you can change the monitor used under the Monitors pane (Figure 28). Figure 28 - Playing a Slide Show This concludes the PowerPoint tutorial, an assignment follows. For additional help see Microsoft s PowerPoint help file. 13

Assignment Your assignment is to create a short presentation in PowerPoint. The presentation must include the following content: A title slide (2 points) An outline slide (2 points) A content slide with a picture (2 points) A content slide with a table (2 points) A content slide with a SmartArt object (3 points) Custom Animations on at least one slide (2 points) A Transition between at least two slides (2 points) This content can be made-up or based on your team design project (this is an individual project, and it is a trivial task to see if a presentation was directly copied from a teammate). A lack of professionalism will result in a score of zero points, this includes: A large number of spelling/grammar errors Obscene or inappropriate content, if you have to ask the answer is no Plagiarism of text (images should be public-domain or properly cited) 14