PowerPoint 2016 INTRODUCTION LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE 2017
CONTENTS OVERVIEW... 1 The Power Point screen... 1 PowerPoint views... 2 Normal view... 2 Reading view... 2 Slide sorter view... 2 Slide show... 2 CREATING A PRESENTATION... 3 Adding text and graphics to slides... 3 Text... 3 Graphics... 3 Adding Hyperlinks... 4 Headers and Footers... 5 SLIDE MASTER... 6 Creating your own slide layouts and slide templates in Master View... 7 SLIDE SIZE... 8 BACKGROUND STYLES... 9 USING THEMES... 9 TRANSITION AND ANIMATION EFFECTS... 10 Adding transitions... 10 Removing transitions... 11 Adding animation... 11 SMARTART... 13 ADDING CHARTS... 14 Creating a chart... 14 Modifying a chart... 15 Importing a chart from Excel or another source... 15 ADDING TABLES... 16 Modifying a table... 16 INSERTING MOVIES AND AUDIO FILES... 17 Supported audio formats... 17 Supported video formats... 17 Inserting an audio file... 18 Inserting a video file... 18 1
REHEARSING TIMINGS...19 DELIVERING YOUR PRESENTATION... 20 Running your show and using Presentation Tools... 20 Speaker notes...21 In PowerPoint there is an option for you to add speaker notes to each slide. These are simply typed in the white notes area at the bottom of the screen...21 IMPORTING REFERENCES FROM ENDNOTE X7... 22 Inserting an in-text reference... 22 Inserting a bibliographic reference... 23 PRINTING YOUR PRESENTATION... 24 SCHOOL TEMPLATE & SCHOOL LOGO... 25 INTELLECTUAL PROPERTY ISSUES... 25 2
OVERVIEW This booklet is intended as an introductory guide for using PowerPoint 2016. It aims to take you through the basics of the PowerPoint interface and commands, through to generating a simple presentation by creating slides and applying layouts, adding text, images, and designs, inserting audio and video files, and adding animation effects. The Power Point screen When you first open PowerPoint your document will be displayed in Normal View. Normal view Slide Sorter Reading View Slide Show 1
PowerPoint views Normal view When you open PowerPoint the default view is Normal View (shown above). Normal View is used to create slides and add content to presentations. On the left of the screen is a vertical display of all your slides. In this panel you may click on individual slides to view them, drag and drop them into different positions, or delete them (by rightclicking and selecting DELETE). Reading view Reading view allows you to display your presentation in full screen for ease of reading on your computer. Slide sorter view Slide Sorter View displays all your slides together on one screen allowing you to view your whole presentation at once. You can re-order your slides very easily in this view by clicking on them and dragging them to where you want them. Slide show Slide Show View is used to preview your presentation and shows how it will actually look when presented (i.e. full screen). Note that some 2
features of PowerPoint e.g. hyperlinks, do not become active until you are in slide show mode. CREATING A PRESENTATION By default when you open PowerPoint you will have one pre-generated slide with a title slide layout. You can add slides to the presentation in the HOME tab by selecting the arrow under NEW SLIDE and select the slide layout you prefer. You can change the format of a slide that you have already inserted by clicking on the LAYOUT button. Adding text and graphics to slides Text Text and images are held by placeholders (e.g. text boxes). Simply click in the box where you want the text to appear and type. Graphics You can insert graphics into PowerPoint from a variety of sources, including files stored in a variety of picture formats (.gif,.jpg,.wmf,.bmp etc). To add a stored graphics file, place your cursor in the placeholder area of the slide where you want the image to appear 3
Click on the INSERT tab and select the PICTURES icon from the IMAGES group. Browse to the graphics file and click INSERT. You can move images within the slide by clicking and dragging it. You can also resize images by clicking on the image and then resizing it using the square handles that appear alone the outside of the image. Adding Hyperlinks In PowerPoint you can also add a live link to a web page (i.e. a hyperlink). Note that the link does not become active until you are in Slide Show View. To add a hyperlink: Place your cursor in your slide where you want the hyperlink to appear On the INSERT tab select HYPERLINK from the LINKS group. The Insert Hyperlink dialog box will appear. 4
The cursor should be flashing in the ADDRESS box. Type the full web page address (URL). HINT: It might be easier to browse to the web page and then copy-and-paste the URL. In the TEXT TO DISPLAY box, type the text you wish to appear in your presentation which will link to the web page. You may wish to use the URL address or an instruction such as Click Here. Click OK. Headers and Footers To add a header or a footer in your slide presentation click on HEADER & FOOTER on the INSERT tab. The Header and Footer options will then appear. Tick the appropriate check boxes (e.g. Footer) and add your text. 5
You can apply footers to every slide (Apply to All) or just to the selected slide. SLIDE MASTER Slide Masters are templates which control how information is displayed on a slide. Editing the appropriate slide master will make the corresponding changes to any slides which are based on that master, so this can often save you a lot of time and ensure consistency across your slides. You can use the Slide Master to control the following: Background styles, image or fill effect Colour scheme Font styles for titles, body text and other elements Placeholder positions Text or graphic objects that you want to appear on several slides. 6
To amend the slide master: Click on the VIEW tab and select SLIDE MASTER. To make changes to every slide in the presentation, edit the slide master that appears in the top left of the task pane. To change templates for individual slide layouts (e.g. Title Slides) select and edit the layout from the sub-slides. Creating your own slide layouts and slide templates in Master View To create your own slide layouts: Click SLIDE MASTER in the VIEW tab. Click on INSERT LAYOUT. By default a slide with a title area and 3 footer areas will appear. 7
Use the options in the Master Layout group to customise the layout with the placeholders you require. The Title area and the Footer areas can be removed by unchecking the boxes in the SLIDE MASTER tab. When you close master view, your new slide layout will be saved and appear as a custom layout whenever you insert a new slide. SLIDE SIZE When you first open a new PowerPoint presentation the default slide size will be widescreen. To change the slide size to standard size: Click on the DESIGN tab and then click on SLIDE SIZE and select STANDARD (4:3). 8
BACKGROUND STYLES You can change the background style of your presentation by selecting FORMAT BACKGROUND on the DESIGN tab. You may choose to insert a SOLID FILL, GRADIENT FILL, PICTURE OR TEXTURE FILL, or PATTERN FILL. USING THEMES The new Themes in PowerPoint replace the colour schemes and design templates in earlier versions. Themes co-ordinate backgrounds, font style and colour and graphics. To apply them click on the DESIGN tab. Hover your mouse over each theme to preview. To modify or apply different colour schemes for a particular theme click on the theme and then choose one of the variants which are displayed to the right in the VARIANTS section of the tab. 9
Other modifications can be made using the options displayed in the drop-down menu in the VARIANTS section. TRANSITION AND ANIMATION EFFECTS Transitions are effects that can be applied when your presentation moves from one slide to the next. Adding transitions Click on the ANIMATIONS tab. Select the transition effect and click on APPLY TO ALL (assuming you want the same effect throughout the presentation). You can change the speed, add sound or set the slides to advance automatically after a set time period by editing the effect using these options on the ANIMATION tab. 10
Removing transitions Click on NONE in the TRANSITIONS tab and select APPLY TO ALL. Adding animation In PowerPoint you can animate the various objects and text that appear in your presentation. Click on ANIMATION PANE in the ANIMATIONS tab. You should now see the ANIMATION PANE at the right of your screen. Click on the text/object on your slide that you wish to animate. Then click on the drop-down arrow at the side of the ANIMATION group in the ANIMATIONS tab. 11
You will now be able to choose an animation for the ENTRANCE and EXIT of the text/object. You may also select and EMPHASIS animation which will change how the text/object appears once it has appeared in your presentation. Once you have applied an animation(s) to your text/object you will see its animation settings at the right of the screen. You can re-order the order in which your animations will occur by dragging-and-dropping an element up or down the list or by clicking on the UP and DOWN arrows. To change the prompt for the animation (e.g. with a mouse-click), the timing, or the effect options click once on the text/object element in the list and click on the drop-down arrow to the right. 12
SMARTART You can use the SmartArt feature in PowerPoint to produce diagrams to illustrate processes, hierarchies, relationships etc. Basic shape templates are provided which you can then customise to your own requirements. SmartArt is also available in Word. To add a SmartArt graphic, click on the INSERT tab and select the SMARTART icon from the ILLUSTRATIONS group. Click once on any of the templates in the centre window to preview them in the right hand pane. Click OK to insert into your slide. When you click on a Smart Art element in your presentation two SMARTART TOOLS tabs appear: a DESIGN tab and a FORMAT tab. 13
The SMART ART DESIGN tab allows you to change the layout, colours and style of your Smart Art. The SMART ART FORMAT tab similarly allows you to modify the text that you insert into your Smart Art. ADDING CHARTS Charts can either be created in PowerPoint or they can be inserted from another program such as Excel. Creating a chart Click on the CHART icon in the Illustrations group on the INSERT tab. Select the type of chart you require and click OK. Replace the sample data in the spreadsheet with your own data. Close the spreadsheet window. 14
Modifying a chart When you click on a chart in your presentation two CHART TOOLS tabs appear: a DESIGN tab and a FORMAT tab. The CHART TOOLS DESIGN tab allows you to change the layout, colours and style of your chart. The CHART TOOLS FORMAT tab similarly allows you to modify the text that you insert into your chart. Importing a chart from Excel or another source You may import a chart or graph created in Excel. You may either COPY the chart/graph in Excel and then PASTE into your PowerPoint presentation or you may do the following: Click on the INSERT tab in PowerPoint. Select OBJECT. When the INSERT OBJECT pop-up box appears select CREAT FROM FILE and click BROWSE to browse to your chart/graph (NOTE: click once on the file when you browse to it). When you browse to your Excel file and click once on it you will see a preview on the right of the BROWSE pop-up box, you may use this 15
preview pane to select the Excel worksheet from which you would like to import a chart/graph. Click OK. ADDING TABLES Click in the slide where you want the table to appear and on the INSERT tab select TABLE. Drag to draw out the table to the size you require Click in the cells to enter the data. Modifying a table When you click on a table in your presentation two TABLE TOOLS tabs appear: a DESIGN tab and a LAYOUT tab. The TABLE TOOLS DESIGN tab allows you to change the layout, colours and style of your table. 16
The TABLE TOOLS LAYOUT tab similarly allows you to modify the layout of your table. INSERTING MOVIES AND AUDIO FILES Use the MEDIA group on the INSERT tab to add audio and video clips to your presentation. PowerPoint supports the following audio and video file formats: Supported audio formats FILE FORMAT AIFF Audio file AU Audio file MIDI file MP3 Audio file Advanced Audio Coding - MPEG-4 Audio file Windows Audio file Windows Media Audio file FILE EXTENSION.aiff.au.mid or.midi.mp3.m4a or.mp4.wav.wma Supported video formats FILE FORMAT Windows Media file Windows Video file MP4 Video file FILE EXTENSION.asf.avi.mp4,.m4v,.mov 17
Movie file Adobe Flash Media Windows Media Video file.mpg or.mpeg.swf.wmv Inserting an audio file Select AUDIO in the INSERT tab. Slect AUDIO ON MY PC. Browse to your audio file and select INSERT. To play the audio while in presentation mode click on the audio icon. Inserting a video file Select VIDEO in the INSERT tab. Slect VIDEO ON MY PC. Browse to your audio file and select INSERT. To play the video while in presentation mode click on the black box. 18
REHEARSING TIMINGS PowerPoint has a built in feature which allows you to time your presentation, recording how much time is spent on each slide. To time your presentation click on the SLIDE SHOW tab and select REHEARSE TIMINGS. Your presentation will appear in full screen mode and the timer will appear at the top right of the screen. Proceed with your presentation. When you reach the end you will be informed of the total time. Click NO. 19
DELIVERING YOUR PRESENTATION To go to Slide Show view, select the SLIDE SHOW tab and select FROM BEGINNING. Or alternatively, ensure you have slide 1 selected and press the F5 key on your keyboard Running your show and using Presentation Tools You can advance your slides/return to the previous slide using a variety of methods. The easiest way is to use the arrows buttons on your keyboard. If you have USE PRESENTER VIEW checked on the SLIDE SHOW tab (NOTE: this will be selected by default) you will see the presenter view on your screen while the audience will see the slide presentation on the display screen 20
You may also advance your slides in the presenter view by selecting the arrows at the bottom of the screen. You may also advance your slides (and animations) in this view using your mouse (left-click). Speaker notes In PowerPoint there is an option for you to add speaker notes to each slide. These are simply typed in the white notes area at the bottom of the screen. Speaker notes can be printed for your own use by selecting the print option notes pages (see below). PRESENTER VIEW will display your speaker notes on your screen. Your laptop will require multiple monitor capability. Many laptop computers have this built in. You will need to turn on multiple monitor support and turn on PRESENTER VIEW in the SLIDE SHOW tab. 21
IMPORTING REFERENCES FROM ENDNOTE EndNote allows you to insert references from an EndNote library into PowerPoint presentations. NOTE: This only works in Windows this feature is not available for Macs. To insert references into your PowerPoint presentations: Open your EndNote library and your PowerPoint presentation (you should see the EndNote tab in PowerPoint). Inserting an in-text reference Click in the section of your PowerPoint presentation where you would like the reference to be inserted. In your EndNote library click on the reference(s) you wish to insert. Go back to your PowerPoint presentation and select the referencing style you wish to use (NOTE: you cannot change the referencing style once a reference has been inserted). Then click INSERT SELECTED CITATION(S). 22
Inserting a bibliographic reference Inserting references into PowerPoint does not automatically create a consolidated bibliography at the end of your PowerPoint presentation. However, you can insert bibliographic references manually. You may wish to insert the full bibliographic reference into the slide with the in-text reference, or at the end of your presentation as a consolidated bibliography. First, it may be best to create a text box in the section of your slide into which you wish to have your reference(s) appear. In your EndNote library click on the reference(s) you wish to insert. Go back to your PowerPoint presentation and select the referencing style you wish to use (NOTE: you cannot change the referencing style once a reference has been inserted). Then click INSERT SELECTED REFERENCE(S). 23
PRINTING YOUR PRESENTATION Because PowerPoint is a presentation package, it has been designed to offer you several options in the way you print your presentation, depending on your purpose. This includes printing copies as handouts (up to 9 slides per page), printing text only, or printing with speaker notes for your own use. NOTE: Before you print slides you might want to change the background of your slides to a lighter colour so that you do not waste ink!! The default print option in PowerPoint is to print as slides (i.e. 1 slide per page). To select any of the other print options: Click the black FILE tab in the top left of your PowerPoint screen. Click PRINT on the left menu. In the PRINTER group select the printer to which you wish to send your slides. In the SETTINGS group click on the second drop-down menu to see all of the layout and handout print options. Select one of the print options and click OK. 24
SCHOOL TEMPLATE & SCHOOL LOGO There is a School template for PowerPoint presentations. If you are a member of the School (i.e. a student or staff) and are presenting research that has been approved by the School you can use the School s template. The School template can be found on the U: drive at: U:\Style guides, logo and templates\templates. INTELLECTUAL PROPERTY ISSUES It is against the law to take pictures, videos, or sound files that you find on the internet. You can use materials that are in the public domain. NOTE: You must check to see if the material you wish to include in your presentation can be used in this way. Scroll to the bottom of the screen to check on the licence agreement for your material. There is a helpful website (www.creativecommons.org) which is essentially a search engine for open source materials. 25