Introduction to Microsoft PowerPoint 2003
05.25.2005: Initial version
06.07.2005: Revised detail on Image toolbar; inserted section on adding text over images
08.25.2005: Added paragraph on using ink annotations in slide show view.
Author: Monica McJunkin
This document is intended for beginning students of PowerPoint at Capital University.
Creating new presentations from templates, inserting and formatting text, inserting and editing images,
inserting Excel charts, reordering slides, adding transitions and animations, adding notes, printing, and
using Capital University’s PowerPoint templates.
Creating Charts and Graphs in Microsoft Excel 2003 (useful for creating and editing charts that can be
included in presentations).
Microsoft PowerPoint is used for creating and viewing slideshow presentations. It’s easy to get started in
PowerPoint, and also easy to make your presentations too busy with all the options available to you. As
you step through the exercises, remember to keep your focus on your message, and not on all the fancy
effects you may incorporate.
To create a new presentation, open PowerPoint and click on File – New. Note that this will open the
“New Presentation” task pane on the right. This task pane is integrated into all the Office 2003
applications, and allows you to make choices without making the rest of your project unavailable.
You can choose to start a Blank presentation or choose a design template. Notice that you may also
search for additional templates online or on your computer. For this example, choose From design
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Choosing a Template
You will see the currently selected template
(currently just a default blank slide), as well as
recently used templates and all templates that are
available for your use.
Later, we will use the Capital University templates
that are available from the Public Relations and
Marketing Office. For now, just click on a template
to select it.
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Enter a title for the first slide where it says “Click to add title”. Add a subtitle or remove the subtitle text.
Exercise a good habit and save the presentation now. Choose File – Save, choose a destination folder
for your presentation, enter a file name, and click Save.
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To create the next slide, select Insert – New Slide OR click on the New Slide button the toolbar OR use
Note that the task pane on the right displays layout
options for the new slide.
You can choose from a variety of formats, including
text, graphical content, or combined formats.
Choose a text-based slide and enter some text for
the bullet points. (not shown)
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Notice the Outline and Slides tabs on the left side of the screen.
These give you an overall view of your presentation.
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Add Clip Art
It’s easy to add graphical content, such as clip art, to your slides. Create another new slide. In the task
pane on the right, choose a layout that includes graphical content.
Then, on the slide, click on the icon for clip art:
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Type in a keyword to search for clip art, and click Go. All clip art items associated with
that keyword will be displayed.
Click on an image to select it, and click OK. The clip art is now in your slide.
Note: Be careful when selecting clip art from Microsoft Office applications, because they
may be familiar to your audience and recognized as “stock” photos.
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Add Your Images
You will likely have your own images to insert into your presentation. Create another new slide, and
again choose a layout that includes graphical content. This time, click on the “insert picture” icon.
Browse for your image file, and click Insert.
Your image will be inserted in the slide, and the Picture Toolbar will appear. This toolbar contains
several useful options for editing your picture as it appears in PowerPoint.
Insert picture: You probably won’t need this after you’ve already inserted one!
Color: You can change the image to grayscale, or wash out the color. Washing out the color
produces a watermark effect.
Contrast: Increase or decrease the contrast
Brightness: Increase or decrease the brightness
Crop – Crop the image (as opposed to resizing, which you can do directly with the image)
Hold down the Ctrl key while cropping to crop equally from both sides at once (or top & bottom)
Rotate: Rotate the image 90 degrees to the left
Line style: Apply a border around the image
Compress: Reduce the file size for the image
Recolor: This will not work with jpeg images, but should work for clip art. Select any color in the
image and select a new color to replace it with.
Format: Opens a dialog box for most of the other tools listed here
Set Transparent: Choose a color to make transparent. This is useful if you have a solid color
background that you would like to eliminate from the image. You can only replace a single
color, though, so if there is any variation in the background, this will not work.
Reset: Reset the image to the default settings
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Add Text over an Image
If you would text to appear over your image, you need to insert a text box and place it on top of the
image. Choose Insert – Text Box. Click and drag to draw the text box:
When you release the mouse, you can enter text:
You may format the text to center it, change the font, or whatever you’d like. When you’re done, click
outside the text box to complete your entry.
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To insert an Excel chart, create another new slide.
Select a slide layout that includes graphical content. If you click on the “insert chart” icon, PowerPoint will
do something strange: It will create a column chart with sample data in it. You’ll have to edit the data and
change the chart formatting to get what you want.
However, you probably already have a chart created in Excel, and simply want to insert it here. To do
this, start Excel and open the Excel workbook that contains the chart. Click on the chart to select the
entire chart, and choose Edit-Copy or use the keyboard shortcut Ctrl-C.
Switch back to your PowerPoint presentation, but don’t just paste the chart here. Instead, choose Edit –
Paste Special. Now you have the choice to PASTE the chart as an Excel object or image, or PASTE
LINK to create a link to the original Excel file.
The following dialog box will appear:
If you paste the chart as an Excel object, you will be able to edit the chart from within PowerPoint just as
you might from Excel.
If you paste the chart as an image (Picture or Bitmap options), you now have an image that can be edited
with the image toolbar options, but it is no longer a chart that can be edited.
Click on Paste Link. With this option, you will create a LINK to the original workbook file. All changes
made to the original file will be reflected in your presentation.
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Important note about linked files: When you open a presentation with linked files, PowerPoint will ask you
if you want to update the links. This is a security feature that is meant to keep you from opening harmful
files. You may safely click on Update Links.
If you want to update the linked files manually, or break the link completely, choose Edit – Links.
You may also use change the option to update links automatically, so that you won’t be confronted by the
preceding security message every time you open your presentation.
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Editing the Presentation
At the bottom left of the screen, you should see small icons representing the different available views.
These include Normal, Slide Sorter, and Slide Show.
You are now in Normal view. Slide Show is used to preview your presentation in full screen mode. Click
on Slide Show and start your presentation. To move forward, press the Enter key, the right arrow key,
or N. To go to the previous slide, press the left arrow key or P. You may exit the presentation at any
point by pressing the Esc key.
In Slide Show view, or during a presentation, you can add annotations to your slides, as if you are
drawing on the slides with a marker. To see this, during the slide show, move your mouse to the bottom
left of the screen, until faint icons appear. Click on the one that looks like a marker to see the options:
Change Slide Order
Click on Slide Sorter to view thumbnail images of your slides in order. You may click and drag any slide
to move it to a new location in your presentation.
You can select text on a slide and change its font, size, or style just as you would in Microsoft Word.
You’ll find most options, such as bold, italic, underline, and color, on the formatting toolbar near the top of
the screen. Simpler is better – keep the emphasis on your message, not the effects.
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There are not many options for
adding content to the footer.
Choose View – Header and
Footer to edit the footer.
You may include a date, which
will always be displayed on the
left, and/or a slide number,
which will always be displayed
on the right.
In addition, you may include
some footer text, which will be
displayed in the center.
Click Apply to apply these
settings to the current slide only,
or Apply to All to apply these
settings to the entire
presentation. If you choose
Apply to All, note the checkbox
at the bottom – Don’t show on
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Transitions and Animation
Apply a Transition
If you would like some simple fade-outs or such between slides, here’s how: Select a slide, and choose
Slide Show – Slide Transition from the menu bar.
In the task pane on the right, choose a transition,
the speed, the sound (if any), and whether you
want to click to advance the slide or have it
advance automatically at specific time intervals.
Click on Apply to all slides if you want every slide
to have this transition effect.
You may also click on the Slide Show button to
preview the effect.
If you want to change the transition later, just click
the slide or slides, choose Slide Show – Slide
Transition again, and change the options in the
There’s no OK button here to reassure you that you
have indeed made the change, but you have!
Note that a transition applied to a slide changes the
ENTRANCE of that slide, not its exit or transition to
the next one.
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Animation refers to objects moving within a slide, not the transition between slides. One practical use for
animation is to have each line on a slide appear separately, so that you can emphasize each one in turn
and not let your audience read ahead.
To do this: Select the slide that includes bullet
points. Choose Slide Show – Animation Schemes
from the menu bar.
In the task pane on the right, choose the animation
you want. Note that they are divided into how
subtle or exciting they are.
For this exercise, choose Ascend.
Click Play to see a quick preview, or Slide Show
for the full effect.
You will have to press the Enter key, the right
arrow, or N to advance through the animation, just
as when you advance to the next slide.
Keep your transitions and animations simple. This is one time when less is more!
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Have you saved your presentation lately? Notice that your presentation file name is something.ppt. This
is your main form of output, and contains your entire presentation. It can be viewed even on computers
that don’t have PowerPoint installed, as long as they have the free, downloadable PowerPoint viewer.
Most web browsers are also capable of displaying PowerPoint presentations.
PowerPoint presentations are not meant to be read word-for-word. Most presenters will have additional
notes for their own use. You can add these to your presentation as well.
You can enter notes directly in the area just below your slide and above the bottom toolbar.
Or, Choose View – Notes Page from the menu bar to enter your presentation notes and view them in a
larger area. You can print these notes pages, as we’ll see in the next section.
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Choose File – Print from the
menu bar to look at printing
You may choose to print the
slides only, the notes
pages, handouts, or outline.
For this example, select
handouts, and to the right,
choose 3 slides per page
instead of the default of 6.
Click the Preview button to
view these handouts.
Wouldn’t this be “handy” for
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Capital University Templates
The Public Relations and Marketing Office has prepared five PowerPoint templates that you may use for
your presentations. To view them, open your Web browser and go to
To use one, first you will have to download it from the Web site. Right-click on the image, choose Save
Target As (in Internet Explorer; other browsers will use different terminology), and save the file on your
computer. Be sure to remember where you saved it!
Now open PowerPoint and open an existing presentation – in this case, the file you just downloaded.
You will see something like this:
Notice that this is not really a template, but a blank presentation file. It has a title slide and final slide, and
four blank slides in the middle. As you add more slides to the middle, they will have the same format as
Of course, once you use this file, it is no longer blank and ready to be used again! So you want to save
this as another file name.
Another option is to turn this into a true PowerPoint template. Click File – Save As and choose Design
Template. PowerPoint will save it in a system folder where it keeps all the templates. Now, the next time
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you want to start a new presentation, you may choose to start a presentation from a template, and
choose this template from the list.
The downside of turning this file into a template,
though, is that the final slide layout will be lost.
Templates are created with a title slide and master
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Rules of thumb: Stick to one or two fonts and three or four colors. Aim for no more than six lines per
slide, and no more than six words per bullet point. Your presentation is an outline, not an essay!
Above all, stick to your message, and don’t get caught up in transitions, animations, and sounds. Use
them sparingly. Do think of ways to add other media to your presentation, such as relevant sound clips,
photos, diagrams, or even video clips.
For more guidelines for effective presentations, please refer to the Public Relations and Marketing Office
PowerPoint guidelines at http://www.capital.edu/cc/public-relations/powerpoint-guidelines.html
All Microsoft Office 2003 applications include well-written help files. Choose Help – Microsoft Office
PowerPoint Help to display the Help task pane.
You may also contact the Information Technology Help Desk at 236-6508.
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