PowerPoint 2003 Shortcourse Handout February 24, 2003 Technology Support Shortcourses Texas Tech University Copyright 2003 Introduction PowerPoint is the presentation graphics program in Microsoft Office. It consists of slides that can contain text, graphics, charts, and other data types. Course Objectives After completing this shortcourse, you should be able to: Create a basic presentation; Format slides and text; Add objects and animation to your slides; Add slide transition; Prepare notes and handouts from your slides; and Show your presentation. To start the Microsoft PowerPoint program: Click on the Start menu button on your computer desktop. Choose Programs. Click Microsoft PowerPoint. A blank presentation (the default) opens in the work area. You can create a new presentation or open one that you already worked on. To create a new presentation: You can use the default blank presentation or use the New Presentation Task Pane on the right-hand side of the screen. From the Task Pane use one of the following options: Use AutoContent Wizard, if you need help with the Content and the presentation. Use Design Template, if you have your content ready, but need help with the presentation look. 1
Use a Blank presentation, if you have the content ready and you have a design in mind. Select the layout of your slides from the New Slide dialog box. Slide layout A Slide layout refers to how placeholders are arranged on a slide. Each slide layout contains a different combination of text and content placeholders. When you create a new presentation or insert a new slide, the Slide Layout Pane will display automatically. To display the Slide Layout pane (if it has been closed): From the main menu, select Format > Slide Layout. Choosing a Layout for your slides From Task Pane Click Slide Layout. Choose the layout of your slides [Text layouts, content layouts, text and content layouts - Text Layouts arrange the slide into different configurations of text placeholders. Typically, a slide is divided into title and text (bulleted) placeholders.] Click OK. 2
Save a PowerPoint Presentation From the File menu use the Save As command. Select the disk in which you would like to save your presentation. Type a name for your file, and click Save. Exploring the PowerPoint Interface The PowerPoint window is divided into 4 distinct areas: The Slide Pane is the main area of the window. The Outline and Slides Tabs are to the left of the Slide Pane. The Task Pane is the panel to the right of the Slide Pane. The Notes Pane is the panel underneath the Slide pane. The Slide Pane is the place you do the majority of your work including entering text, inserting Pictures, and objects, and animating your presentation. The Slide Pane shows up by default in Normal View. Use the Zoom box to change the size of the slide in the Slide Pane. The Normal View is the default view in PowerPoint. All slide editing is performed in this view. The Slide Sorter view displays all slides in your presentation as thumbnails. This view is useful to reorder, add, or delete slides. You can also preview animation effects applied to each slide. Outline Area Slide Area Notes Area Task Pane Area 3
To view your presentation in Slide Sorter view: From the main menu, select View > Slide Sorter: To add new slides to a presentation: From the main menu, select Insert > New Slide. Or click the New Slide icon on the Formatting toolbar. Or click on or between slides in the Outline and Slides tab area, and press Enter. You can reorder slides in Normal view with the Outline and Slides tabs or in Slide Sorter view. To reorder slides with the Outline tab: Click (and hold) the slide icon next to the slide number and drag the slide to its new destination: To reorder slides in Slide Sorter view: Click (and hold) on a slide thumbnail and drag the slide to its new destination. To delete a slide with the Outline tab: Click the slide icon. Select Edit > Delete. To delete a slide with the Slides tab: Click the slide thumbnail. Select Edit > Delete. To delete a slide in Slide Sorter view: Click the slide thumbnail. Select Edit > Delete. Slide Masters A Slide Master contains slide formatting information applied to all slides in your presentation. Elements determined by the Slide Master include location and size of text placeholder, design templates and/or background colors, and font size and color. 4
When the Slide master is formatted, changes will appear on every slide in your presentation. To view the Slide Master: From the main menu, select View >Master > Slide Master. To exit the Slide Master view: Click the Close Master View icon on the Slide Master View toolbar. The Notes Master contains formatting information applied to all Notes Pages in your presentation. Elements determined by the Notes Master include location, size of placeholders, background colors, and font size and color. When the Notes master is formatted, changes will appear on every Notes Page in your presentation. To view the Notes Master: From the main menu, select View > Master > Notes Master: Slide background Backgrounds can be applied to slides, handouts, and notes. Background options include colors, gradients, textures, patterns, and pictures. From the main menu, select Format > Background. Select the color you wish to apply to the slide background. Note: To choose from a wider selection of colors, click on More Colors. The position of title, text, and content placeholders is determined by the Slide Layout. However, placeholders can be moved and resized. To resize a placeholder for a single slide: In Normal View, click on the placeholder border. Click (and hold) the sizing handle and drag the placeholder to the size you want. To add text to a placeholder: Click in the placeholder and begin typing. To add a text box: Click the text box icon on the drawing toolbar, or insert text box. 5
Click the area of the slide you would like your text box to be placed and drag the text box to the size you want. Click inside the text box and begin typing. You can resize, move, or rotate the text box. To insert WordArt: Insert > picture > WordArt. Select the WordArt, and click OK. Move WordArt using the sizing handle. Rotate WordArt using the rotate handle. Edit WordArt using View > Toolbars > WordArt. To add notes to a slide: o Click in the Notes Pane and begin typing. Or, use View > Notes Page; then begin typing. Office Clipboard The Clipboard Pane allows you to view and paste multiple items from the Office Clipboard. From the main menu, select Edit > Office Clipboard. To copy or cut items to the Clipboard, the Clipboard Pane must be open. Then locate the item you want to paste and click on it. The Slide Design Pane offers three easy ways to make your presentation look professional, colorful, and interesting. To change the colors of your slides: From the main menu, select Format > Slide Design. Click Color Schemes link. Click Edit Color Schemes. Click on the element you want to customize. Click Edit Change Scheme. Make the changes and Apply (or Apply All). To apply a color scheme to a note page or handout: From View > Notes Page > Color Scheme make the changes. Click Apply (or Apply to All). 6
Using Animation Preset Animation Schemes make it easy to animate your slide show. Animations are divided into subtle, moderate, and exciting schemes; and generally apply animations to titles, bulleted lists, and paragraphs. To apply Animation Scheme to one slide: Select the animation you want. The animation will be applied to the current slide. To apply Animation Scheme to ALL slides: Select the animation you want. Click on the Apply to All Slides button at the bottom of Slide Design. The Slide Transition Pane allows you to apply transitions between slides in a slide show. You can apply different speeds and sounds to slide transitions. AutoShapes are pre-drawn shapes that offer an easy alternative to drawing your own shapes. AutoShapes come in several shape categories including Lines, Connectors, Basic Shapes, Block Arrows, Flowcharts, Stars and Banners, Callouts, and Action Buttons. To display the AutoShapes toolbar: From the main menu, select Insert > Picture > AutoShapes: To add an AutoShape line: Click on the down arrow next to the AutoShape icon on the Drawing toolbar. Select Lines from the AutoShapes menu. 7
Clip Art includes drawings, Photos, Sounds, videos, and other media files that you can use in your PowerPoint presentations. To add AutoShape Buttons: Click on the down arrow next to the AutoShape menu. Enter the action you want (Mouse Click or Mouse Over). Action Buttons To display the Insert Clip Art pane: From the main menu, select Insert > Picture > Clip Art. You might want to set up a presentation to run unattended in a booth or kiosk at a trade show or convention. You can make most controls (such as Pack & Go or Save as PowerPoint Show) available so that users can t make changes to the presentation. It will restart when it s finished. To set up a self-running presentation: From the main menu, select Slide Show. Set up show. Select Loop continuously until ESC. Click OK. Click Slide Show button to show your presentation. Press the ESC button to stop. To publish your presentation on the Web: From the File menu, select Save As Web Page (saves a copy of your presentation in HTML format). Publish (place a copy of the presentation on the Web). 8
Complete presentation. Single slide Custom Show To rehearse timing: From Slide Show menu, choose Rehearse Timings. Rehearse for all slides (using the space bar, arrow keys, or the mouse to go through slides). To Pack and Go: This is used when you want to show the presentation on a computer that does not have PowerPoint installed in it. From the File menu choose Pack & Go. Note: Document that is saved as Pack & Go cannot be modified by other people; it should be unpacked! To show a presentation: From the main menu, select Slide Show > View Show. Press the Enter or Spacebar key. Right arrow key to see next. Left arrow key to see previous. To print a presentation From the File menu Select Print. Choose Handouts for your audience from the following options: o Note pages for speaker. o Outlines for speaker or audience. Where to Get Help If you need help with your project, you may contact Help Central Office at 742-HELP. If you need help from your instructor, you may e-mail amy.boren@ttu.edu. 9
Exercise 1. Select File > new to display the New Presentation Pane. 2. Click on From Design Template. 3. Choose a template. 4. Select File > Properties, and type your name in the Author s field. 5. Select File > Save As, and save your file in the D-drive, inside the Temporary folder, and type a name for it. Click Save. 6. Type a title and a subtitle for your presentation. 7. Click on New Slide button 7 times to insert 7 slides. 8. Click on each slide; then Apply slide layouts according to your exercise, using the Slide Layout Task Bar. 9. Add Clip Arts and Word Art and movies to some of your slides. 10. From the main menu, select Format > Background, and change the background color. 11. Click on the down arrow next to the AutoShapes icon on the Drawing toolbar. 12. Select the basic Shapes from the AutoShape menu. 13. Select the Smiley Face. 14. Draw a Smiley Face inside one of your slides. 15. Add an action button to your last slide. 16. Add the following URL to your first slide: www.presentations.com (don t forget to press the Enter key). 17. Rehearse Timing. 18. View your Slide Show. E-mail your comments or suggestions to: amy.boren@ttu.edu 10