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Introduction to PowerPoint

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					Introduction To PowerPoint

TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................ 1 WHAT IS A POWERPOINT PRESENTATION AND HOW TO MAKE ONE .... 2 The Basics .......................................................................................................... 2 How it works ....................................................................................................... 2 How to make a Slideshow ............................................................................... 3 Introduction or Title slides ............................................................................. 3 Content Slides.................................................................................................... 4 Information Slides............................................................................................. 4 Finale Slides ....................................................................................................... 6 FORMATTING, MODIFYING AND ANIMATING .................................................. 7 A POWERPOINT SLIDESHOW ............................................................................... 7 Formatting ........................................................................................................... 7 Formatting Text ................................................................................................. 8 Modifying ............................................................................................................. 9 Design Templates and Colour Schemes .................................................... 9 Using a Design Template ................................................................................ 9 Using Colour Schemes .................................................................................... 9 Combine Design Templates and Colour Schemes. ................................. 9 Slide Master ........................................................................................................ 9 Animating .......................................................................................................... 10 Slide Transition................................................................................................ 10 Custom Animation .......................................................................................... 10

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Introduction To PowerPoint

WHAT IS A POWERPOINT PRESENTATION AND HOW TO MAKE ONE
The Basics
PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools- all designed to be easy to use and learn. The following gives you a quick overview of what you can do in PowerPoint:
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When you create a presentation using PowerPoint, the presentation is made up of a series of slides. The slides that you create using PowerPoint can also be presented as overhead projectors. In addition to slides, you can print audience handouts, outlines, and speaker's notes. You can format all the slides in a presentation using the powerful Slide Master which will be covered in the tutorial. You can keep your entire presentation in a single file- all your slides, speaker's notes, and audience handouts. You can import what you have created in other Microsoft products, such as Word and Excel into any of your slides. You can animate your Slideshow in various ways to create a unique and eye catching show for your audience.

Now that you know what features PowerPoint offers it's time to learn how to work in PowerPoint. The Following guide will take place over the first few weeks of the course; gradually we will build up our slideshow from the information presented in this guide.

How it works
PowerPoint works in much the same way as most other Microsoft Office applications, so users of Microsoft Word, Excel and similar will find that they pick up on the design factor quickly. PowerPoint presentations consists a number of individual pages or "slides". These typically consist of an introduction or title page to what the slideshow is designed for, and then followed by the slides that will present the information. It is very uncommon that there will be a slide at the end to give a round of to your work, but that does not mean that they cannot be added.

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How to make a Slideshow
The first step towards creating an effective slideshow is to open the program you are going to use; otherwise, we aren’t going to get very far. To do this, follow the path below. Click Start. -> Slide to All Programs. -> If you can see Microsoft Office PowerPoint already, give it a click. -> If not, slide to the Microsoft Office option instead. -> Then, once you can see Microsoft Office PowerPoint already, give it a click. Remember: The Microsoft Office package must be installed on your computer to be able to access the program.

Introduction or Title slides
As mentioned earlier, the very first page in a slideshow is typically your introduction or title page, so let’s begin there. The slideshow that we are going to create in this example is going to be a simple one, so don’t expect it to turn out to be the best thing since sliced bread. We will work on improving slideshows at a later point in the course. When you first open Microsoft Office PowerPoint, you may have to click on an OK button that appears. This should only happen the first time that the program has ever been opened on your computer. You should now be able to see your very first slide. This slide is where our introduction or title page will be created. There will be 2 boxes present on the first slide. These tell you to click to add certain content, such as a title and subtitle. Click on the box closest to the top and the text that was there will disappear, leaving you able to add your own title to the slideshow. Enter your title by simply typing in the title of the slideshow you want to create. Add a subtitle in the same way. If you decide you do not wish to have a subtitle, then don’t. It can be removed by clicking on the dotted line of the box that circles it and tapping the delete key on your keyboard. This is where you get involved. It is now time for you to add your title and subtitle to the slide. You can make up your own or you can ask for ideas from others. Try to use a subject that interests you as you will need some background information to make this slideshow more informative. So if you know nothing about rocket science but know everything there is to know about flower arranging, then flower arranging is the most sensible choice. Enter your title and subtitle now. Well done. That is your first slide complete. Don’t worry about the colour scheme and such yet, there will be time later to come back and make such changes later. For now, it is time to add a content slide.

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Content Slides
Now we have our first slide, the next thing we need is to move onto a new slide. This is easily done. First all we need to do is add one. Never try to add all the pages you are going to need, then add the content to each slide as it will only seem to confuse you. Work on once page first, and then progress onwards to the next. To add a new slide to your slideshow, find the New Slide button. This can be found usually around 1 inch down from the centre of your screen if you are working with PowerPoint maximised (recommended). Simply give a click to insert your next slide. When ever a new slide is inserted into a slideshow, you will see it will be placed in order at the left hand side of your screen in the slides section. You can easily go back and forth between theses slides back clicking on each respective slide. The second slide in a slideshow should contain information regarding what the show is being created for. It should describe what is in it and for what reason. Almost like a table of contents. Every time a new slide is added, it always appears in the same way. You are given 2 boxes. Each 1, as with the Introduction or Title slide, asks you to click inside it to add some content. Start by adding a title, then adding your information about the slideshow. Now it is time for you input again. You first need to click the New Slide button. This will insert slide number 2. Now you need to fill in slide number 2 with some information that informs the audience what they are about to witness. Usually it is recommended that you use the same title here as you did on slide 1. Then add your introduction to what your slideshow will be about. Don’t forget to include a list of contents explaining what is in it too. Now your contents page is complete. We will now progress onto your third slide, an Information slide.

Information Slides
An Information slide or slides are there to broadcast your important parts of your slideshow. There are 2 types. A good one and a bad one. Below are two examples. See if you can tell which is good and which is bad. “Here is an origami turtle, please make one.” “Here is an origami turtle, follow the steps below to create your own.”

Could you tell? The bad example asks you to create an origami turtle. It doesn’t mention how, just that you have to make one. The good example tells you that you have to make an origami turtle, but it tells you how to make one. Chances are that people are watching the slideshow to learn from it. Help them learn by giving

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good clear instructions. Make sure that what ever information you give in a slideshow is accurate and gives good tips where necessary. So, let’s add your next slide to the project. Click the New Slide button. Again, you will see that it is set out in the same way that slide 2 was. Any slides inserted into a slideshow will always be added in the same design, but you do not have to stick to that design. You can modify it to be more appropriate for the information that you are going to give. This is where the slide layout section comes into play. The slide layout allows you to modify how the slide will look, but still give all the same options as any other slide. You may have gotten the feeling so far that your slideshow is starting to look a bit bland and boring. So, let’s make it more interesting by starting to add pictures to the slideshow. We don’t want a slide that only has a picture or pictures on it. The text in a slideshow is what gives out information, so we need a slide layout that will allow us to have both text and picture(s). These are found in the text and content layouts. Find a layout that will allow you to have text and one picture. Give it a click. You will notice that the layout of the slide has changed to allow this. Before we go any further, you may have realised that you do not have any pictures suitable for your slideshow saved onto your computer. You can add clipart to the picture section, but clipart can be limiting to what is available. So, instead, allow yourself a few minutes to head onto the internet and grab yourself a variety of pictures to suit your chosen slideshows theme. So don’t go grabbing pictures of men in tight speedo’s or women in bikini’s if your slideshow is about how to make a healthy meal as the pictures would not be relevant to the subject. To find the pictures, head to www.google.co.uk to find some great results, click on images in the top left hand corner of the screen and type in word relevant to your slideshow. So if you are making a slideshow on flower arranging, then maybe words like “rose”, “daffodils” and “daisy” would find the best results. To save a picture once you have found one you like, right click on it, slide down to the “Save picture as…” option and give it a click, click save if it already has an appropriate name, if not, rename it, then click save. Try to get roughly 10 pictures for your slideshow. It is not guaranteed that you will use all of them, but at least you will have some variety. Now its time to head back to your slideshow and carry out some more work. Begin by adding your title to the slide. The title here does not necessarily have to be the same as the title of the slideshow; it can be a title for that section.

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Before adding the text to the slide, let’s add a picture. As we have saved the pictures to our “My Pictures” folder, that’s where we need to insert them from. To do so, you need to click the insert from file option as show to the right. This will open up a dialog box where you need to look for your desired picture, give it a click, and then click the “Insert” option. This will place your picture into the slideshow. Now all you need to do is add some relative text. Now create another 3 slides in the same way, each one giving relevant information to your subject.

Finale Slides
Now it is time to round of your slideshow. A finale slide allows you to do that. It usually provides to audience with the more information on how to decide what to do next or what to work towards from here. A finale slide does not have to be just 1 slide, you may have too much to put in it for it to all fit onto 1 slide, so do not hesitate to place some information on to 2 or even 3 slides, but try to avoid heading onto 4 as it will begin to make your slideshow too long, a thing to avoid if you do not want to lull your audience to sleep. Try to get to the point quickly, but don’t miss out the important criteria. Most slideshows may not even require a finale slide. If this is the case, head to the next section. Insert a new slide in the already mastered method. Choose a layout that will fit to the requirements of your slideshow. It can have pictures if you require them but if it doesn’t, don’t push yourself to be able to get one in there. If you do wish to add a picture, you can do so by selecting a layout that will allow this. You should already have some pictures left over from what you obtained from the internet previous to this section. Add the text that you want to use to round off your slideshow. If need be, add your second finale slide, and complete it in the same method.

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FORMATTING, MODIFYING AND ANIMATING A POWERPOINT SLIDESHOW
So, you have created yourself a slideshow. Congratulations on that. Now let’s look deeper into PowerPoint and divulge in formatting, modifying and animating them to give them a fresh, fun, stylish and attractive look without taking away its informative appeal. In PowerPoint you can change the font, font size and font style of your text. Formatting PowerPoint's tools give you a great deal of flexibility in formatting slides. Remember however, that legibility and clarity are the most important design criteria when formatting text. If your audience cannot read your presentation, then you have wasted both their time and yours. Always take care to check that your slides are visible from the back of the room you will be giving the presentation in.
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Font means a type family, such as Times New Roman, or Arial

As a general guide, select fonts from the Sans Serif family of fonts. These are fonts that do not have the little feet at the bottom of letters. Examples include Arial, Avant-Gardes, Century Gothic, Gill Sans, Helvetica, and Impact. Sans serif fonts are easier to read on-screen and from a distance. Serif fonts are those with feet on the letters. The feet make the letters flow together. This makes them easier to read on the printed page. Typical serif fonts include Times New Roman, Book Antiqua, Bookman, Courier, and Garamond. You may want to use a serif font for your notes pages. Choose a font style and stick with it through the presentation. Use no more than three or four different font types in the entire presentation. Fonts that have the letters TT before them are called True Type fonts and are designed to match the screen display with what is printed. Fonts that are not True Type may look different when printed.
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Font size is expressed in points, with one point equalling 1/72"

Fonts should be large enough to be legible from the back of the room you will be giving the presentation in. As a guide do not use fonts smaller than font size 22. Titles on slides should fall within the range of font sizes 40-45, body text and bullet points should fall within the range 24-32. Tip: In general type that is less than 22 points will be too small for your audience to read. If you have a large room or an older audience, or simply wish to ensure that everyone can read your slides, use larger type.

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Font styles include bold, italic or both bold and italic Special effects include underline, superscript, subscript and shadow text

Finally a word about colour, especially text colour. It is very important to keep the contrast between the background colour of your slides and the text high. For example, if you choose to use a dark blue background, selecting yellow, white or cyan will ensure the text is highly visible as these three colours contrast highly with the background colour.

Formatting Text
Changing the font
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Select the text you want to format On the Formatting toolbar, click the arrow on the Font box

The font list is displayed. The most recently used fonts appear at the top of the list.
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Select the font you want to apply

Changing the font size
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Select the text you want to format On the Formatting toolbar, click the number in the Font Size box Enter a new number Press Enter

OR
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On the Formatting toolbar, click the arrow on the Size box The Font size box is displayed. Click on the font size to apply

Changing the font colour
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Select the text you want to format. On the Drawing toolbar, click the arrow on the Font Colour box. Select the desired colour from the list.

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Modifying

Design Templates and Colour Schemes
In PowerPoint, the quickest way to alter a slideshows look is to use Design Templates and Colour Schemes. These are already built into PowerPoint and are very easy to access.

Using a Design Template
Tip: When using a Design Template on your work, start by making sure that you have finished adding all the content of your slideshow first and making sure that work is saved before hand.    Click the Design button just to the left of the New Slide button. This will change the right hand task pane to show the Design Templates. Browse through the list and find one that suits your slideshows theme. Click the desired design to apply it. This will be applied to all slides.

Using Colour Schemes
A Colour Scheme works exactly the same as a Design Template. It will alter the look of your slideshow.    Click the Design button just to the left of the New Slide button. This will change the right hand task pane to show the Design Templates. Above the list of designs, click the Colour Schemes button. Browse through the list and find one that suits your slideshows theme. Once you have found one you like, give it a click.

Combine Design Templates and Colour Schemes.
Design Templates and Colour Schemes can be added together to make a slideshow even more attractive. It is useful if you come across a Design Template that you like the design of, but not the colour used. This will allow you to keep the design, but replace to colours used on it.    Start by adding a Design Template to your work. Click the Colour Schemes button. Choose a Colour Scheme.

Slide Master
Slide Master is one of the most useful tools that can be used in a PowerPoint Presentation. It allows you to add content to a whole slideshow, without the stress of having to go through the hassle of adding it on every single slide. It sounds a lot like a template, but works in a different manner. Where a template allows you to add a pre-designed layout to a slideshow, a Slide Master allows you to create your own continuous layout for a slideshow. 9

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To use Slide Master:      Click View. Slide to Master. Click Slide Master. The slide master will look just like an ordinary slide. All you have to do is make it look how you want it to. Close the Slide Master view. This will then apply the design to all the slides.

Animating Adding Animation to a slideshow can give your work a more relaxed tone. It breaks down the formal attitude of a normal slideshow and allows you to make it more interesting. There are two types of Animation, though both types work very differently. There is Slide Transition and Custom Animation.

Slide Transition
A slide transition refers to the way in which one slide changes to the next in line. It is usually used in consistency throughout a slideshow, though many people prefer not to add a slide transition to their slideshows, even though they can be fun and very attractive on slideshows when used in the right manner. You can only add 1 Slide Transition to a slideshow.      Make your slideshow first. On the right hand task pane, click the down marker to open the list of options. Choose Slide Transition. Choose a transition that looks right for your slideshow. Click the button that indicates “Apply to All Slides”.

Custom Animation
Custom Animation works differently than that of a Slide Transition. Custom animation only applies the animation to a certain aspect of a slide, not to all of them. Unlike a Slide Transition where only 1 can be added, there is no limit to the number of animations you can add to a piece of work. Custom Animation is split into 4 sub-categories. Theses are:     Entrance Emphasis Exit Motion Paths

Each one gives you a choice of certain types of effects. Entrance will give you animations that effect how your chosen item will enter your slide. 10

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Emphasis will give you animations that effect how your chosen item will animate while on the slide, but it will be present already upon the slide starting. It won’t enter like Entrance animations. Exit will give you animations that effect how your chosen item will leave the slide. They will also already be present when starting a slideshow. Motion Paths will give you animations that effect how your chosen item will move around on the slide. You can choose a shape that an object should move in, a direction or even just in any random direction, finally stopping where its motion track ends.        Select the aspect of your slideshow that you wish to animate by clicking on it, or highlighting it if it is text. On the right hand task pane, click the down marker to open the list of options. Choose Custom Animation. On the right hand task pane, click Add Effect. Choose from the 4 different types of custom animation. Select an effect if you can see the one you desire. If not, click More Effects… Choose the animation you desire and click OK.

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