Microsoft PowerPoint
Arcadia Valley CareerTech
OBJECTIVES: You will be able to 1. Load Microsoft PowerPoint 2. Create a new presentation using Microsoft PowerPoint 3. Apply a template design 4. Add and format text in a Power Point presentation 5. Add new slides to a presentation 6. Format bullets on a slide 7. Add graphics, clipart and WordArt to a slide 8. Prepare the slides for presentation through slide sorter 9. Setup slide show to include transitions 10. Print handouts for slideshows
PowerPoint is the presentation component of the Microsoft Office software package. It allows users to make formal presentations at all levels. This is especially useful for classroom teachers to provide visual aids for lectures and classroom presentations.
I.
LOADING POWERPOINT 1. Click on the Start icon 2. Click on Programs 3. Click on PowerPoint: The screen above will appear. At this point there are several choices. If the presentation has already been created, click on open an existing presentation. If you are creating a new presentation choose Design Template to build a background. (You can only select one background for the entire presentation if you are using an older version of PowerPoint. Office XP allows for different design templates on different slides.)
SELECT: A. BACKGROUND (TEMPLATE DESIGN) If you start with design template the first thing you have to do is select the design template or the background. The screen to the left shows the choices for the background presentation. Select the background you like and then click OK. Different versions of MS Office will have different design templates. You may also download other shareware backgrounds from the Internet or you can use software that has designs on disk or CD-ROM.
II.
The next step is to choose the slide layout. Usually a presentation starts with a title slide, but you can choose any you want. It really does not matter which layout you choose since you can manually change the layout once you start adding data to the slide. The layout can be chosen by clicking on the layout (which turns blue on the border) and clicking OK or you can double-click on the layout you want.
III. ADDING TEXT TO THE TEXT AREA: Most slide layouts have predefined areas to add text. All you have to do is click somewhere in the textbox and start entering your text. The delete and backspace keys work within the text boxes. A. FORMATTING TEXT Formatting text allows the user to add impact to the presentation. Key points can be bolded or a different color or other format options will allow specific areas to standout. To format your text: A. Click on the area you want to add text and the cursor will move to the box. B. After typing the text you want, you can format the text by highlighting the entire text or portion you want to format. Click on Format. C. Click on Font.
The screen to the right shows the choices you can make: FONT: manuscript style EFFECTS: special detail FONT STYLE: bold or italic COLOR: change color or add additional effects. There are several color choices you can make. They are the same as other MS Office products.
After you have chosen all the formats you want to make, click OK. Remember, only the text that is highlighted will be formatted. The rest of the text will remain as it was.
The example at left has the text centered and two different types of font. Keep the use of color and the number of fonts simple.
IV.
ADDING NEW SLIDES
Click on Insert. Select New Slide. When you choose New Slide, you get the same screen as when you choose your first slide. Again you can choose any pre-set format you want. Once you have your new slide, you can enter any text or graphics you want and format the text, as you desire. You can also make a second copy of an existing slide that you want to edit; all you have to do is click Duplicate Slide instead of New Slide. The reason you may want to do this is because you have added WordArt or some other formatting that you want to keep. V. CHANGING BULLETS The bullets that precede text or the main points you are trying to cover in a slide can be very important. You often need to change them to break up a presentation or for added effect. There are several different ways to add additional formats to the bullets in your presentation. To format the bullets, click Format and then click Bullets and Numbering. This allows
you to select the bullet, the size of the bullet, the color of the bullet and gives you the option to insert a picture as the bullet or to use a special character as the bullet. There are several special character sets in the pre-loaded fonts that have all sorts of special characters. The Webding and Monotype Sorts fonts are especially good for this. VI. ADDING A GRAPHIC TO A SLIDE Adding a graphic to your presentation is very important. There are several pre-loaded clipart design that come with PowerPoint. There are also many clip art software libraries that can be purchased and there are several free clipart collection on the Internet. Animated clipart can be a great addition to a presentation. In versions 2000 and XP, PowerPoint will play the animation when the slide show is running. You can also add digital photographs to you presentation. To add clip art from the PowerPoint package: A. Click on Insert B. Click on Picture C. Click on Clip Art D. Select category and choose picture E. DOUBLE CLICK TO ADD CLIP ART To add clipart or a digital photo, Edit points A. Click on Insert B. Click on Picture C. Click on From File D. Select the path for the clipart, animation or digital photo and then double click on the file you want to insert or click once on it and then click insert. Once you have inserted your graphic you can format it in several different ways. The first is that you can move the object by clicking on it and dragging it where you want it. You can also resize the object by clicking on one of the edit points and moving them in or out. The Picture Toolbar allows you to work with a graphic in any Office product. It should appear when you click on a graphic. If it does not appear, choose the View menu option, then Toolbars, and click on Picture. It will then appear. The first icon allows you to insert a picture and the next four allow you to change the contrast and brightness of the image. The double X icon allows you to crop the image and change how much of it appears. The lines icon allows you to place a border around the picture. They can be one of the preset borders or you can choose a color for the border and change the size of the border. The little dog icon allows you word-wrap the picture. It is recommended that you always set the word-wrap first, especially in other Office packages. The paint can allows you to set the format of the picture and the pencil allows you to set a transparent background for the
picture (they may not work on all graphics and remember you can always UNDO any changes if they are not what you really want). VII. PRESENTATION PREPARATION When you have created all the slides for your presentation, you are ready to add some format to the slides themselves. A. If you want to change the order of the presentation, click View, slide sorter. They can be rearranged by clicking on the slide and dragging it to the left or right as desired. B. To prepare presentation click on slide show from the main menu C. If you have text (bullets on the slide you can add animation, click preset animation. This will change how the text appears on the slide as the slide show is running. The choices are shown to the left. Each slide must be set separately. Custom animation can also be used to change the order that each object appears on the screen and the animation that it will have. The screen at the right shows the Custom Animation. You can select each object and change the order they appear and then click on the bottom to change the order and then the Effects on the menu options. VIII. APPLYING A SLIDE TRANSITION TO A PRESENTATION After the text has been formatted, you may want to add a transition slide(s) between your presentation slides. Click on Slide Show. Click on Slide Transition. Choose the transition that you would like to use. The transition can be applied to the current slide or it can be applied to all the slides in the presentation.
IX. Printing Handouts The last topic to consider is printing the slide show. This is important if you are going to print the slid show as a handout. The screen below shows the choices that can be made. Choose File under the pull-down menu and then Print. Then choose the format for the handouts. It is suggested that you use the 3 or 6 slides per page format to save paper. You also need to remember that if you plan to make copies of the handouts on a copier they will be in black & white and all the color that you have added may turnout to be a black “blob” on the copies. This is especially true if you have a dark Design Template. To get around this you can choose Grayscale of Pure Black and White as a Print option.