PowerPoint 2010 Introduction 4/18/2011 Archdiocese of Chicago Mike Riley i
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CONTENTS Getting Started... 1 Working with PowerPoint... 1 Starting PowerPoint... 1 Programs Menu... 1 By Opening a File... 1 The PowerPoint Interface... 2 The Ribbon... 2 The Quick Access Toolbar... 2 Tabs... 3 Contextual Tabsets... 4 Group Tabs... 4 Mini Toolbar... 5 Context Menu (Shortcut Menu)... 5 Views... 6 Normal View... 6 Slides/Outline Pane... 6 Slide Pane... 7 Notes Pane... 7 Slide Sorter View... 7 Notes Page View... 8 Working with Presentations... 9 Opening Presentations... 9 Creating New Presentations... 10 Saving Presentations... 11 i
Closing Presentations... 12 Exiting PowerPoint... 13 Presentation Designs... 14 Themes... 14 Colors... 14 Background styles... 15 Slides... 16 Adding New Slides... 16 Slide Layouts... 16 Changing Layouts... 17 Moving Slides... 18 Deleting Slides... 18 Copying Slides... 18 Adding Content... 19 Text... 19 Objects... 20 Clip Art... 20 Picture... 20 Formatting Text... 21 Font Group... 22 Paragraph Group... 23 Running Slide Shows... 24 Laptops... Error! Bookmark not defined. Starting a Show... 24 Navigating... 25 Printing Presentations... 26 SmartArt... 27 ii
Inserting SmartArt... 27 Converting a List... 27 SmartArt Text Pane... 28 Entering Text... 28 Promoting/Demoting Text... 28 Adding Shapes... 28 Layouts... 28 Colors... 29 Styles... 29 Picture Placeholders... 29 Saving ClipArt... 29 Copying/Pasting Content... 30 Slide Transitions... 30 Effective Presentations... 31 iii
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POWERPOINT 2010 INTRODUCTION GETTING STARTED Microsoft PowerPoint 2010 is the latest version of Microsoft PowerPoint for the PC. PowerPoint 2010, along with most of the other Office 2010 applications, appears on the surface to be a major departure from previous versions. While it may take a while to get used to using Office 2010, eventually you'll discover that you can work more effectively with the new versions. WORKING WITH POWERPOINT STARTING POWERPOINT Before you can create, edit, or view a Word document (or other file associated with Microsoft Word), you'll need to start the program. PROGRAMS MENU Like almost every Windows program, when Office is installed, it adds a group to the Programs Menu. To start Microsoft PowerPoint 2010: Choose Start, All Programs Choose Microsoft Office Choose Microsoft PowerPoint 2010 You can also pin PowerPoint 2010 to the start menu or task bar or use a desktop shortcut. BY OPENING A FILE Opening a file that uses Microsoft PowerPoint as its default application will launch Microsoft PowerPoint AND open the file at the same time. To start Microsoft PowerPoint 2010 by opening a file: Browse to the file you want to open using My Computer or Windows Explorer Double-click the file 1
THE POWERPOINT INTERFACE THE RIBBON The large area of tools and commands at the top of the document is the Ribbon. THE QUICK ACCESS TOOLBAR This toolbar contains commonly used commands and can be customized by adding additional commands. To add a new command to the Quick Access Toolbar, select the desired command from the drop-down list to the right of the QAT. You can also right-click any button from any tab and choose Add to Quick Access Toolbar. 2
TABS Tabs make up the main context of the ribbon. You'll find different options available from the different tabs. FILE TAB The File tab replaces the File menu (in Office 2003 and earlier) and the File tab in Office 2007. Clicking the File tab opens the Backstage view that includes commands for working with the entire document or a different document. To close the File tab without choosing an option, simply click the File tab again or click a different tab. 3
CONTEXTUAL TABSETS When certain objects in a presentation (such as SmartArt objects) are selected, contextual tabsets appear. These tabsets contain one or more tabs with the functions available for those objects. GROUP TABS Commands on tabs are often grouped by functionality. The paragraph group (shown to the left), provides the formatting tools that affect one or more paragraphs. When there's not enough screen space to display all of the tools for a group, the group will collapse. 4
MINI TOOLBAR The mini-toolbar appears when you select or right-click on objects (including text). This allows easier access to common formatting features. CONTEXT MENU (SHORTCUT MENU) The Context Menu (Shortcut Menu) appears when you right-click on different elements in your document. The Mini-Toolbar might also appear, depending on the object you right-click. 5
VIEWS While working with a presentation, there are several views available to you. View options are available from the View tab and as buttons in the lower-right corner. NORMAL VIEW Most of your editing of a presentation will use the Normal view. This is the view that most new presentations start in and includes three different panes. SLIDES/OUTLINE PANE This pane can be used to quickly navigate to different slides in your presentation or (in Outline view) give quick access to the body text of your presentation. Slides view shows miniature versions of slides in your presentation. The Outline only shows you the text that is entered into text placeholders in slides. Graphic text added to text boxes, within tables, or in SmartArt is NOT part of the outline. In either view, you can quickly move to a different slide in your presentation by clicking on the slide within the Slides/Outline pane. 6
SLIDE PANE The Slide pane is the larger view of an individual slide. You use this pane to edit the contents displayed on a slide. NOTES PANE The notes pane allows you to view or edit notes attached to each slide in your presentation. Typically, notes in a presentation are intended for either the speaker or the audience. When printing a presentation, you can print out Notes Pages which typically include a copy of the slide and the attached notes. SLIDE SORTER VIEW Slide Sorter view is typically used to rearrange, delete and copy slides in your presentation. It is also often used to apply Transitions to several slides at once. 7
NOTES PAGE VIEW Notes Page view lets you view the actual Notes Page preview for each slide. You can add/edit content to the notes in this view (or the Notes pane in Normal view). You can also resize (or remove) the slide image on an individual page and resize the notes section if necessary. 8
WORKING WITH PRESENTATIONS OPENING PRESENTATIONS After starting PowerPoint, you may want to open an existing presentation. To open a recently used presentation: Click on the File tab Choose Recent (if necessary) Double-click the desired Recent Presentation If the presentation you want to open is NOT in the list of Recent Presentations, you ll need to locate that file. To open a presentation: Click on the File tab Choose Open Navigate to the file s location Double-click the file 9
CREATING NEW PRESENTATIONS When creating a new presentation, you can base the presentation on a template that includes sample content or no content at all. To create a new, blank presentation: Click on the File tab Choose New Double-click on Blank Presentation PowerPoint 2010 also includes sample presentation templates and an extensive library of sample PowerPoint files is available from Office.com. To create a presentation based on a template: Click on the File tab Choose New Select the desired template from Sample Templates, My Templates or Office.com Templates Not all templates are for actual presentations. Some are simply non-slide content that was created in PowerPoint. 10
SAVING PRESENTATIONS Use the Save command to save your changes. Use Save As to make a copy in a new location, with a different name, or as a different file type. To save a presentation: We have configured your copy of PowerPoint to default to the PowerPoint 97-2003 compatible format. Click on the File tab Choose Save OR Click the Save icon in the Quick Access Bar The first time you save a file, the Save As command is triggered (since you need to specify a name, location and file type). To save a copy of a presentation: Click on the File tab Choose Save As Enter (or select): o A new file name o A new location OR o A new file type (Saving as.ppt will then limit some of the features that aren t supported in older versions, such as new Transitions.) 11
CLOSING PRESENTATIONS When you are done working with a presentation, you should close it. That way, you won t make any accidental changes to the presentation and also let other people make changes to a presentation on a shared location. To close a presentation: Click on the File tab Choose Close OR Click the Close button at the upper-right corner to close that presentation or close and exit PowerPoint if that is the only open presentation If you have unsaved changes to the presentation, you will be asked if you want to save those changes. You can also close a presentation by hovering over the Windows 7 taskbar preview of the presentation and clicking the Close icon in the upper-right corner of the preview. 12
EXITING POWERPOINT You should shut down PowerPoint completely when you are done with it. To exit PowerPoint: Click on the File tab Choose Exit OR Click the Close icon in the upper-right if you only have one presentation open If you have multiple presentations open and you have unsaved changes, you will be prompted to save your changes for each modified presentation. 13
PRESENTATION DESIGNS Using the default settings for a blank presentation can result in a very dull and lifeless presentation. Luckily, PowerPoint 2010 makes it very easy to change design of your presentation AND tweak the design to personalize it. Almost all of the tools for changing the overall look of your presentation are on the Design tab. Three of these options create the most dramatic changes in your presentation. When your presentation is just one of many presentations being given at an event, you may be asked to follow specific design guidelines so that presentations have consistency. One technique that can provide a consistent look and feel while still allowing some variety in presentations is for each presentation to use the same Theme but vary Colors and Background Styles as desired. THEMES A theme is a collection of design elements for a presentation. To choose a Theme: Click on the Design tab Choose an available Theme COLORS Each theme has a default color palette attached to it. You can change the color palette used in your presentation. To choose a Color palette: Click on the Design tab Click the Colors drop-down Choose from an available color palette 14
BACKGROUND STYLES You can change the background style not only to change the overall appearance but also to address printing and readability issues of your slides. If you plan to print slides, choosing a white background will use less ink/toner. Choosing a different background can make your presentation easier or harder to read when projected. To choose a Background Style: Click on the Design tab Click the Background Styles drop-down Choose from an available backgrounds 15
SLIDES New presentations being with a single slide: a Title (with Subtitle) slide. You can add as many slides as you want to a presentation. ADDING NEW SLIDES Clicking directly on the New Slide button from the Home tab will create a new slide with the same layout as the current slide (unless the current slide is a Title slide). You can click the New Slide drop-down arrow to choose the desired slide layout. You can change the layout of the slide later, if necessary. SLIDE LAYOUTS Most PowerPoint themes include 9 layouts for slides. Title Slide Title and Content Section Header Two Content 16
Comparison Title Only Blank Content with Caption Picture with Caption CHANGING LAYOUTS You can easily change the layout that is applied to a slide. Simply navigate to the slide, click Layout on the Home ribbon, and choose the new layout. Existing content in the slide may need to be manually cut/pasted into new placeholders. 17
MOVING SLIDES You can change the order of slides in your presentation by dragging them to their new location or using cut/paste. No matter which technique you use, you should either move slides using the Slide Pane (in Normal View) or the Slide Sorter view. If you are moving slides a short distance, dragging and dropping is typically easiest. To move a slide by dragging: Click and hold on the slide Drag it until the insertion point is in the desired spot Release the mouse button If you are moving slides a longer distance (where you need to scroll to see the destination), you should use cut/paste. To move a slide with cut/paste: Select (click on) the slide Choose the Cut command from the Home ribbon Click at the destination, scrolling if necessary Choose the Paste command from the Home ribbon DELETING SLIDES If you want to remove a slide from your presentation, simply select the slide from the Slide Pane or Slide Sorter view and tap the Delete key. COPYING SLIDES When copying a slide, the simplest method is to use copy/paste. To copy a slide: Select (click on) the slide Choose the Copy command from the Home ribbon Click at the destination, scrolling if necessary Choose the Paste command from the Home ribbon The keyboard shortcut Ctrl-D duplicates a slide, placing a copy immediately after the original. You can then move the copy to its desired location. You can also drag a slide to a new location using the RIGHT mouse button and then choosing the Copy command when you release the button. 18
ADDING CONTENT You typically add content to a slide in placeholders specified by the slide s layout. You can also add content by selecting the desired object from the Insert tab (which you can then position as desired). TEXT To add text into a placeholder, simply click within the placeholder and begin typing. 19
OBJECTS Some placeholder are configured for objects as well as (or instead of) text. To add an object to a placeholder, simply click the icon for the object type and choose the settings for those objects. CLIP ART When adding Clip Art to a slide, an extensive library of images is available IF you have an active connection to the internet. Without our network, this means you must have already logged in through the web filter. Clicking the Clip Art icon in the placeholder toggles the clip art pane open/closed. Simply enter a key word to search on and click Go. Scroll through the resulting images and click on the desired clip. You can limit your search to just illustrations or just photos by filtering the Results should be drop-down. PICTURE You can also insert digital images that are NOT part of the clip gallery (as long as you can browse to those images). For example, you can insert a picture that is on a digital camera. Clicking the Insert Picture from File icon in the placeholder opens a dialog box that allows you to browse to and select the desired image. 20
FORMATTING TEXT When entering text into placeholders in your presentation, the text will be formatted based on the design settings of your presentation. You should avoid extensive formatting of the main body text in your presentation. The most common text formatting changes you would make in a presentation is to change the appearance a single bullet point (to draw attention to it) or change the level of a bullet. The text formatting tools are also used for Text Boxes used for graphic text in your presentation that are NOT part of the main content of your presentation. Text formatting tools are available on the Home tab, mini-toolbar and shortcut menu. When applying changes to existing text, you will need to select the text. You can either highlight the text or select the entire placeholder so that changes affect ALL of the text in that placeholder. To select a placeholder: Click within the placeholder Tap the Esc key ONCE When you are inside a placeholder, it will have a dashed border. When you have selected the entire placeholder, it will have a solid border. 21
FONT GROUP Font Font Size Increase Font Size Decrease Font Size Clear All Formatting Bold Italic Underline Text Shadow Strikethrough Character Spacing Change Case Font Color 22
PARAGRAPH GROUP Bullets Numbering Decrease List Level Increase List Level Line Spacing Text Direction Align Text Left Center Align Text Right Justify Columns Align Text (Vertical) Convert to SmartArt 23
RUNNING SLIDE SHOWS When running a presentation, you are likely to either connect your computer to a projector or a flat-panel television. You typically connect the computer to the display device with a VGA cable (these are NOT provided by IT). CONNECTING TO A PROJECTOR When you connect a computer to a projector, hold down the Windows key () and tap the letter P to bring up your projector options (if necessary). If you select the Duplicate option, the display resolution may adjust automatically on the laptop to a setting that the projector can also display. STARTING A SHOW You can start a Slide Show using the keyboard or mouse. To start a show from the beginning: Tap the F5 key OR Click the From the Beginning button on the Slide Show tab You can also choose to start a slide show from the current slide. To start a show from the current slide: Use Shift-F5 OR Click the From Current Slide button on the Slide Show tab 24
NAVIGATING There are a variety of techniques you can use to navigate while running a slide show. Some of the techniques are included in this section. To advance your presentation: Click with your mouse OR Tap the Spacebar To move back in your presentation: Tap the backspace key OR Right-click and choose Previous To move to a specific slide: Type the slide number on the keyboard Tap the Enter key To pause your presentation: Tap the B key to pause on a black screen OR Tap the W key to pause on a white screen To exit a presentation: Use the same key to unpause your presentation. Tap the Esc key 25
PRINTING PRESENTATIONS For the most part, hard copy of your presentation is used for handouts for your audience and/or reference for the presenter. While you can print full page copies of your slides (including printing the slides on transparencies), nowadays, this isn t as common. You access the Print command from the File tab. The important thing when printing from PowerPoint is to specify exaclty what you are printing (full page slides, outline, notes pages or handouts). 26
SMARTART SmartArt is a new feature introduced in Office 2007. SmartArt is used primarily for creating diagrams or presenting lists of information. SmartArt can provide a visual punch to your presentations, but be careful not to overuse it (or it will begin to lose its impact). INSERTING SMARTART You can click the Insert SmartArt icon in a placeholder to add SmartArt or simply select SmartArt from the Insert Tab. CONVERTING A LIST Since SmartArt is simply a graphic representation of a list of information, you can convert an existing list to SmartArt. To convert text to SmartArt: Highlight the text to convert Click Convert to SmartArt on the Home tab 27
SMARTART TEXT PANE You may want to edit the content of your SmartArt by working directly with the text. When you select your SmartArt, if you do NOT see the text pane, simply select Text Pane from the SmartArt Format tab. You can move the text box by dragging it from the Title Bar and you can resize it by dragging an edge or corner. ENTERING TEXT Simply type within the text box to add text. Tapping the Enter key will start a new line at the same level as the current line. PROMOTING/DEMOTING TEXT You can demote an item to a bullet point (or lower level bullet) by clicking on Demote or by tapping the Tab key. You can promote an item by clicking on Promote or using Shift-Tab. ADDING SHAPES Shapes in your SmartArt may be created when you modify the text in the Text Box. You can also select and existing shape and choose to create a new shape by clicking the drop-down arrow next to Add Shape. LAYOUTS You can easily change to a different SmartArt Layout. The layouts listed in the Layouts group are in the same category as the current layout. You can choose from any SmartArt layout by choosing More Layouts. 28
COLORS Varying the colors of shapes within your SmartArt can enhance its appearance. Several color options are available from the Change Colors dropdown. The colors on Change Colors are based on the Color Design settings. If you change the Color Design for your presentation, this will also change the colors in your SmartArt. STYLES The SmartArt styles combine fill effect, outline settings, and three-dimensional options on your SmartArt. Choosing from an available style is a quick alternative to manual formatting from the Format tab. PICTURE PLACEHOLDERS Some SmartArt layouts include picture placeholders. You can insert a picture into the placeholder that is saved locally, on a network drive, or on removable media. You can NOT directly insert ClipArt into the placeholder. To insert a picture in to a SmartArt placeholder: Click the picture placeholder Browse to and select the picture You might need to zoom in on your SmartArt or use the placeholder indicator in the Text Pane of your SmartArt. SAVING CLIPART While you can t directly add a piece of Clip Art to a SmartArt placeholder, you can save a piece of ClipArt as a separate file. To save a piece of Clip Art: Insert the Clip Art into a slide Right-click the clip art within your slide Choose Save as Picture Browse to the desired location and click Save 29
COPYING/PASTING CONTENT Copying content from one PowerPoint slide to another follows the same steps as copying anything else in Windows. 1. Select the content to copy 2. Choose the Copy (or Cut) command 3. Select the destination 4. Choose the Paste command When you select the destination, if you want the content to go into a placeholder, you MUST click in that placeholder. Otherwise, the content will be pasted in middle of the slide (creating a TextBox if you are pasting text). SLIDE TRANSITIONS Slide Transitions change the way that slides appear on screen during a presentation. Transitions can help enhance an otherwise dry presentation. To apply a transition: Select (or view) the slide you are applying the transition to Switch to the Transitions tab Choose the desired option from Transition to This Slide Choose any desired Effect Options from the available choices Click Apply to All (from the Timing group) to set this transition for ALL slides in your presentation Using different transitions for each slide in your presentation can be very disorienting for your audience. 30
EFFECTIVE PRESENTATIONS Tips when creating a presentation: Keep the number of slides to a minimum Choose a font size and style that the audience can clearly read Use bullet points or short sentences Use graphics and charts to help convey your message Ensure that charts and graphs are easily understood Use simple, consistent slide backgrounds Use high contrast between your background and text colors Check your spelling and grammar Tips when giving your presentation: Practice Show up early and make sure the equipment works properly Don t assume your presentation will run fine on any computer Turn the screen saver off (if possible) Make sure your presentation is readable in the environment Avoid moving the mouse unnecessarily Do not read the presentation Stay on time Ask your audience to hold questions to the end 31
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