L E S S O N 1 Introduction to PowerPoint Lesson objectives Suggested teaching time To become familiar with PowerPoint's presentation capabilities, you will: 40-50 minutes a b c Start the program, open an existing PowerPoint presentation, and view a slide show. Identify on-screen features and toolbar s by using ScreenTips, and move between slides in the presentation by using the mouse. Orient yourself to the options for viewing slides. 1-1
PowerPoint 2000: Introduction Ashbury Training a Starting PowerPoint and opening a presentation what s new The following new software feature is discussed in this topic: Improved Office Assistant Concepts > PowerPoint is an application used to create presentations. Presentations are delivered to an audience using different media such as slides, overhead transparencies, and automated shows viewed on a computer or broadcast over the Web. You create a presentation file, which combines text, graphs, organization charts, clip art, WordArt, and templates. In addition to creating presentations for an audience, PowerPoint enables you to create outlines, printed handouts, and speaker notes. Opening a presentation After you start PowerPoint, a dialog box is displayed that enables you to create a new presentation or open an existing presentation. When you select Open An Existing Presentation and click on OK, the Open dialog box is displayed. Select the folder and filename of the presentation that you want to open, and click on Open to open the presentation file. You can have more than one presentation file open at a time. When multiple presentations are open, the active presentation is displayed on top of the other open presentations. Each open presentation is displayed as a on the taskbar. To switch between presentations, click on the presentation s in the taskbar. Task A-1: Starting PowerPoint and opening a presentation Before you begin: Windows has been started. What you do Comments/Prompts Students may see the Registration wizard appear on their screen. To close it, they can click on Register Later and then click on Exit. 1. Follow your instructor s directions to locate and start Microsoft PowerPoint 2. Observe the screen This is the PowerPoint window. The PowerPoint program automatically displays a dialog box for either creating a new presentation or opening an existing presentation. In addition to the PowerPoint window, the Office Assistant is displayed. 3. If necessary, in the Office Assistant dialog box, select Start Using Microsoft PowerPoint 1-2
Ashbury Training Lesson 1: Introduction to PowerPoint 4. If necessary, select Open An Existing Presentation 5. Click on OK To display the Open dialog box. 6. Follow your instructor's directions to display the Student data folder Inform students that they may need to move the Office Assistant to view different parts of the screen. 7. In the file list box, select Preview Presentation.ppt Let students know that the presentation they will be viewing is the same as the presentation that they will be creating in class. 8. Click on Open A preview of the presentation is displayed to the right of the file name list box. To open the presentation. The first slide is displayed. 1-3
PowerPoint 2000: Introduction Ashbury Training Running a slide show Concepts > You can display a presentation on your computer screen by running a slide show. Only one slide is displayed at a time. You can advance the slides manually, or you can have PowerPoint advance the slides automatically. To advance slides manually, click the left mouse to move forward one slide. To move backward one slide, click the right mouse and choose Previous from the shortcut menu. You can also use the Page Up and Page Down keys and the Up Arrow and Down Arrow keys to navigate through a slide show. To end a slide show, click the right mouse and choose End Show from the shortcut menu. Choosing End Show from the shortcut menu returns you to PowerPoint. Task A-2: Running a slide show q Objective: To preview the presentation that you will create during this course. Before you begin: Preview Presentation is open and the first slide is displayed. What you do 1. Choose _Slide_Show View_Show_ Comments/Prompts To start the slide show. Some students may not have seen a slide show displayed on a computer monitor. Tell them that the monitor is simply the output device, similar to a projection screen. 2. Observe the first slide The title slide of the presentation fills the screen. 3. Click the left mouse To advance to the next slide in the presentation. The bullet slide "Why A Relocation Team?" is displayed. 4. Click the left mouse The third slide contains additional bullet text. 5. Click the left mouse The fourth slide contains drawing objects. M Students might accidentally click the right mouse and notice a shortcut menu. They can press E to close the shortcut menu. 6. Advance to the next slide (Click the left mouse ). The fifth slide contains clip art. 7. Advance to the next slide The sixth slide contains WordArt. 8. Advance to the next slide The seventh slide contains an organization chart. 9. Advance to the next slide The eighth slide contains a bar chart. Explain that some people prefer keyboard options to mouse techniques. For the remainder of this task, students can use either method. Depending on PowerPoint s settings, the End Of Slide Show, Click To Exit message may not be displayed. 10. Press u To return to the previous slide. 11. Press d You can use the Page Up and Page Down keys to navigate through the slide show presentation. 12. Observe that the current slide is slide number eight (The bar chart.) This is the last slide in the presentation. 13. Click the left mouse The slide show ends, and a black screen containing the text End Of Slide Show, Click To Exit is displayed. 14. Click the left mouse To display the first slide in Normal view. 1-4
Ashbury Training Lesson 1: Introduction to PowerPoint b Orientation to the PowerPoint presentation screen what s new The following new software feature is discussed in this topic: Personalized toolbars and menus The PowerPoint window Concepts > The PowerPoint window contains elements similar to those found in other Windows applications. menu bar Standard toolbar title bar Formatting toolbar scroll box Outlining toolbar scroll bar View s Drawing toolbar status bar Figure 1-1: The PowerPoint window displaying Slide 1 of Preview Presentation. The title bar The title bar contains the name of the application and the name of the active presentation file. Menus The menu bar provides commands, grouped in menus, that instruct PowerPoint to perform certain tasks. Some commands perform an action immediately; others display a dialog box that enables you to select options before the action is performed. Menu items are dynamic. The drop-down menus display only the most commonly used commands. An arrow at the bottom of the menu enables you to view the long version of the menu. When viewing the long version of the menu, previously hidden commands are displayed on a light gray background. When you choose a previously hidden menu command, it is "promoted" and appears among the commonly used items when you return to the menu. 1-5
PowerPoint 2000: Introduction Ashbury Training Figure 1-2: The Slide Show menu with hidden commands (left) and visible commands (right). Note the arrow at the bottom of the hidden menu. In addition to the menu bar, PowerPoint also provides shortcut menus, which list commands that are relevant to a particular object. To display a shortcut menu: 1. Place the mouse pointer on the object for which you want to display the shortcut menu. 2. Click the right mouse. 3. Choose the shortcut command from the shortcut menu. M Depending on how PowerPoint is set up, the Outlining toolbar might or might not be displayed at this time. Toolbars The toolbars supplied with PowerPoint contain toolbar s that enable you to perform common tasks without using the menus. By default, the Standard, Formatting, and Drawing toolbars are displayed when you start PowerPoint. Unlike other Windows applications, the Office 2000 suite docks the Standard and Formatting toolbars on a single toolbar line. Because of this, certain toolbar s are not displayed. To access toolbar s that are not displayed, click on the More Buttons located to the right of the toolbar. Clicking on the More Buttons displays all additional s associated with the toolbar. Figure 1-3: The More Buttons located on the Standard toolbar. 1-6
Ashbury Training Lesson 1: Introduction to PowerPoint Office 2000 applications display toolbar s dynamically. The application keeps track of which s you use most often, and displays these s on the toolbar, while hiding the least used s under the More Buttons. For example, if you frequently insert charts into PowerPoint presentations, and you rarely bold text, the Insert Chart is displayed on the Standard toolbar and the Bold is placed in the More Buttons. Toolbars are displayed automatically in different views. You can display as many toolbars as you want. You can also customize toolbars by adding or removing s. Toolbar s can be displayed as color s or large s. The status bar The status bar is displayed at the bottom of the PowerPoint window. The status bar supplies current information, such as the slide number of the slide that is displayed and the name of the Design template applied to the slide. Other window elements The PowerPoint window in Normal view is divided into three panes: the Slide pane, Outline pane, and Notes pane. These panes will change depending on which view you are using. View s are located above the Drawing toolbar and on the left side of the window. Clicking on one of these s displays one of five views: Normal view, Outline view, Slide view, Slide Sorter view, and Slide Show. The vertical scroll bar is on the right side of the window and is used to move from slide to slide in a presentation. Using ScreenTips When you place the mouse pointer over any on any of PowerPoint's toolbars, the 's name is displayed in a small box. These boxes are called ScreenTips. As in other Microsoft applications, ScreenTips can be turned on or off. To turn ScreenTips on or off: 1. Choose Tools, Customize. 2. In the Customize dialog box, select the Options tab. 3. Under Other, check or uncheck Show ScreenTips On Toolbars. 4. Click on Close. Figure 1-4: An example of the Standard and Formatting toolbars and a ScreenTip. 1-7
PowerPoint 2000: Introduction Ashbury Training Task B-1: Observing the PowerPoint screen Before you begin: Preview Presentation is open and the first slide is displayed. What you do Comments/Prompts 1. Observe the menu bar The menu choices are consistent with other Microsoft Office applications. 2. Observe the title bar (Located above the menu bar.) The presentation name, Preview Presentation, is displayed. 3. Observe the toolbars (Located below the menu bar and at the bottom of the screen.) The toolbars contain s for frequently used PowerPoint commands. The toolbar shortcut menu lists the available toolbars. The check mark next to a toolbar name indicates that the toolbar is currently displayed. 4. Place the mouse pointer over one of the toolbars and click the right mouse 5. Click once, away from the shortcut menu The Toolbar shortcut menu is displayed, showing the available toolbars. The Standard, Formatting, and Drawing toolbars are displayed by default. (Use the left mouse.) To close the menu. 6. Observe the status bar (Located at the bottom of the window.) The status bar displays messages that describe what you see and do in the PowerPoint window. For instance, the status bar displays the name of the slide you are working on. 7. Observe the View s (Located at the bottom left of the window, above the Drawing toolbar.) You can use these s to switch among the five views (Normal view, Outline view, Slide view, Slide Sorter view, and Slide Show). Depending on the size of students monitors, the s appearing on the docked toolbar may vary from student to student. 8. Place the mouse pointer on the More Buttons located to the right of the Common Tasks toolbar 9. Click on the More Buttons Click once, away from the More Buttons 10. Observe the vertical scroll bar The More Buttons ScreenTip is displayed. Additional Formatting toolbar s are displayed on the Formatting docked toolbar. The Formatting docked toolbar closes. (Located to the right of the window.) The bottom of the scroll bar contains s for moving to the previous or the next slide. 1-8
Ashbury Training Lesson 1: Introduction to PowerPoint Task B-2: Viewing names by using ScreenTips What you do 1. Point to the first on the Standard toolbar Do not click the mouse Comments/Prompts 2. Observe the ScreenTip It displays the name of the. 3. Point to the Zoom box If the Zoom box is not visible on the Standard toolbar, click on the More Buttons to display the Standard docked toolbar. Click on the drop-down arrow to view the list box (Depending on the size of your monitor, the Zoom box may appear different.) There are several levels of magnification for viewing slides. 4. Select 66% To increase the slide magnification. 5. On the Drawing toolbar, point to the Select Objects tool The tool is pressed in, meaning that it is active. 6. Point to the Text Box tool 7. Use ScreenTips to identify the View s (The View s are located above the Drawing toolbar.) Practice Task 1. View the names of several other s on the Standard, Formatting, and Drawing toolbars. 2. Use the Zoom box to change the slide magnification to Fit. 1-9
PowerPoint 2000: Introduction Ashbury Training Concepts > The Office Assistant The Office Assistant is an animated online Help system that provides Help topics and tips while you work. As you type, the Office Assistant will display a Help topic appropriate to the task you are performing. You then have the option of viewing the topic or closing it. You can also use the Office Assistant to search for Help information on your own. Figure 1-5: The PowerPoint Office Assistant. To search for Help information: 1. Click on the Office Assistant to display the What Would You Like To Do? dialog box. 2. Type the topic name for which you want to search. 3. Click on Search. To change the Office Assistant options: 1. Right-click on the Office Assistant. 2. Choose Options to display the Office Assistant dialog box. 3. Select the Options tab, if necessary. 4. Check or uncheck the desired options. 5. Click on OK. The Office Assistant starts when you start PowerPoint. If you would rather work with PowerPoint without help from the Office Assistant, right-click on the Office Assistant and choose Hide. To display the Office Assistant, click on the Microsoft PowerPoint Help on the Standard toolbar or choose Help, Microsoft PowerPoint Help from the menu bar. 1-10
Ashbury Training Lesson 1: Introduction to PowerPoint Task B-3: Using the Office Assistant Before you begin: Complete the Practice Task at the end of Task B-2. What you do Comments/Prompts 1. If necessary, on the Standard toolbar, click on the Microsoft PowerPoint Help If necessary, click on the Office Assistant (Or choose Help, Show The Office Assistant.) To open the Office Assistant. To display the What Would You Like To Do? dialog box. Students are displaying the Office Assistant to learn how to close it. The Office Assistant often appears on screen with tips while you are working. Once the Office Assistant appears, it will remain on the screen until you close it. 2. Observe the Office Assistant The Office Assistant dialog box contains a text box in which you can type questions. The options in the dialog box may vary. 3. In the Office Assistant text box, type print Click on Search To display the Help topics associated with printing. 4. Close the Office Assistant (Right-click on the Office Assistant and choose Hide.) Concepts > Moving between slides You use the vertical scroll bar to move among the slides in a presentation. Drag the scroll box up or down to move to a particular slide. As you drag, the slideindicator box shows the slide number and slide title. Release the mouse when the slide-indicator box displays the correct slide number. At the bottom of the scroll bar are the Previous Slide and the Next Slide. You can also click on these s to move through the presentation one slide at a time. 1-11
PowerPoint 2000: Introduction Ashbury Training Task B-4: Moving between slides in a presentation Before you begin: Preview Presentation is open. What you do Comments/Prompts 1. Observe the status bar Slide 1 Of 8 (the current slide) is displayed. This is just one way to move from slide to slide in a presentation. Students can use the method that they are most comfortable with. 2. Click once on the Next Slide 3. Click once on the Previous Slide 4. Point to the scroll box on the scroll bar and press and hold the mouse To move to the next slide. To return to Slide 1. To display the slide-indicator box. Drag the scroll box down until the slide-indicator box reads Slide: 3 Of 8 Release the mouse 5. Drag the scroll box up to return to Slide 1 To display slide 3. Practice Task 1. Use the slide-indicator box to move to Slide 8. 2. Return to Slide 1. 1-12
Ashbury Training Lesson 1: Introduction to PowerPoint c Orientation to views what s new The following new software feature is discussed in this topic: New Normal view Concepts > PowerPoint provides five working environments: Normal view, Outline view, Slide view, Slide Sorter view, and Slide Show. You can change views by using the View menu or by clicking on the appropriate View. In Normal view, you are presented with the presentation outline, current slide, and current slide notes. In Outline view, you can create and organize information in a slide as well as in the entire presentation. You can work with slide titles and main text. In Outline view, the Outlining toolbar is displayed; it contains options that are different from those available in Slide view. In Slide view, you can work with only one slide at a time. You can add title and body text, graphs, organization charts, clip art, and WordArt. You can also draw shapes. You have access to all of the toolbars and the commands on the menu bar. In Slide Sorter view, you can view thumbnails of all of the slides in your presentation. In addition, you can arrange the order of the slides. In Slide Show, you can see your presentation displayed on the full screen of your computer monitor. Any transitions, builds, and timings are visible during the show. Task C-1: Changing views q Objective: To observe the various ways that you can view a presentation. Before you begin: Preview Presentation is open and Slide 1 is displayed. What you do Comments/Prompts Ask students how they foresee using different views, such as the Outline view. 1. Click on the Outline View 2. Observe the slide text Observe the Color preview pane To change to Outline view. Outline view provides you with an overview of all of the text in your presentation. In Outline view you can create, edit, and organize slides. A preview of the selected slide is displayed. 1-13
PowerPoint 2000: Introduction Ashbury Training M The Outlining toolbar may not be displayed, depending on how PowerPoint is set up. Give students time to move to different views on their own. If a student has a particular question regarding a view, direct that question to the class. 3. Observe the Outlining toolbar 4. Click on the Slide View 5. Click on the Slide Sorter View 6. Point to the Slide Show 7. Click on the Normal View The Outlining toolbar is located to the left of the Outline pane. Note: If the Outlining toolbar is not displayed, choose View, Toolbars, Outlining. Slide view enables you to work on one slide at a time. Slide Sorter view provides you with a thumbnail sketch of each slide in your presentation. You can use Slide Sorter view to rearrange slides. Clicking on this is equivalent to choosing Slide Show, View Show. Concepts > Closing a presentation Each file that you open remains open until you close it. Because having several files open reduces available memory, it is suggested that you close presentation files when you have finished working with them. To close a PowerPoint presentation, choose File, Close. Task C-2: Closing the presentation What you do Comments/Prompts If students are prompted to save the presentation, have them click on No. 1. Choose _File Close_ To close the presentation. 2. Observe the window The PowerPoint application is still active, but no files are open. 1-14
Ashbury Training Lesson 1: Introduction to PowerPoint ( Practice Unit for Lesson 1 In this activity, you will use ScreenTips to identify the following toolbar s. (Some s may be located under the More Buttons.) 1. Open 2. Copy 3. Format Painter 4. New Slide 5. Print 6. Decrease Font Size 7. Undo 8. Fill Color 9. Select Objects 10. Insert Hyperlink 1-15
PowerPoint 2000: Introduction ) Wrap-up for Lesson 1 How will you use PowerPoint at your office? Answers might include to create presentations for meetings, to display financial results, to draw a company logo, to create and run a slide show presentation, or to create 35mm slides. a What menu option is used to display a slide show? Slide Show, View Show. b What PowerPoint feature provides the names of toolbar s? ScreenTips. List two different ways to move between slides in a presentation. 1. Click on the Previous Slide and Next Slide s. 2. Drag the slide-indicator box on the scroll bar. c List the five views in which you can display a presentation. Normal view, Outline view, Slide view, Slide Sorter view, and Slide Show. 1-16