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The Quick & Dirty guide to PowerPoint 2003
This document will enable you to get going with PowerPoint 2003.
To receive further training in the use of this software, please visit:
www.ucl.ac.uk/is/training
Decide the contents and order of your presentation before opening PowerPoint.
Open PowerPoint On WTS go to Start | Programs | PowerPoint
2003. PowerPoint starts with a blank title slide in a
new presentation.
Create a presentation Click Click to add title and give your presentation a
title. Click Click to add subtitle, and add your name,
and a subtitle if you want one.
Save your presentation by selecting Save on the File
menu. Give it a name and click Save.
To move between the slides, On Staff WTS it saves to N:\MyWork\PowerPoint and
use the Page Up and Page on Cluster WTS to R:\wts\mywork\powerpnt.
Down keys. Insert your second slide, which should be an overview
The Home key takes you to of your presentation, by going to the Insert menu
the first slide. and clicking New Slide, or pressing Ctrl-M.
Slide layouts You may select another layout for a slide,
if necessary, by clicking it in the Slide Layout task
The most common slide is the pane on the right.
one with a heading and a If you choose the wrong slide layout, just click the
bulleted list beneath it. correct one in the task pane – you won’t lose any text
you have typed in.
Insert images To download an image from the Internet, right-click
it in Internet Explorer and select Save Picture As.
You can also use scanned Rename the image file if necessary*. (On Staff WTS it
images and images from a saves to N:\MyWork\My Pictures\ and on Cluster WTS
digital camera. Be careful to R:\wts\mywork\My Pictures. Do not change this, as
about copyright unless the this is also where PowerPoint looks for pictures.)
image comes from *If the file name ends in .jpe, change this to .jpg.
www.ucl.ac.uk/,
www.flickr.com/creativecomm Press Ctrl-M for a new slide and select the layout with
ons etc. the title but no bullet points, or, for larger images, the
You can insert pictures in blank slide layout.
JPEG, GIF, BMP and other To insert an image, go to the Insert menu and select
formats. Picture | From File. Do not use copy and paste from
another application, as this makes the PowerPoint file
very large.
Resize an image Click the image,
place your mouse over the bottom right corner of
the image,
wait till the mouse cursor turns into a two-headed
arrow,
hold the left mouse button and drag the corner.
Move an image Place your mouse over the image,
wait till the mouse cursor turns into a four-headed
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The Quick & Dirty guide to PowerPoint 2003
arrow,
hold the left mouse button and drag the image.
Delete an image Click it to highlight it
and press the Delete key on your keyboard.
Create a text box You may label pictures by using text boxes.
Click the Text Box icon (with an A and lines of text)
on the Drawing toolbar at the bottom of the screen.
Click and drag to create the text box.
You can resize, move and There are also icons for creating lines and arrows
delete a text box as you (click the relevant icon next to AutoShapes bottom left
would an image. and click at each end of the line/arrow).
Insert links Create a new slide (with the basic layout with a
heading and a list of bullets).
Go to the page you want to link to in your browser.
Select the Web address of the page in the Address bar
at the top and copy it by going to Edit | Copy or
pressing Ctrl-C.
Click the PowerPoint icon on your task bar (bottom
of the screen) to return to PowerPoint.
Click in the bullet where you want it to go and
paste in the Web address by going to Edit | Paste
or pressing Ctrl-V.
If you press the spacebar after the address, it
should turn into a hyperlink.
You can also make your presentation more interactive
by including links to other slides in the presentation:
Type the text e.g. First Slide and highlight it.
Go to Insert | Hyperlink.
Select Place in This Document in the left pane and
then the slide to which you want to link.
Insert sound files Your file should ideally be in .mp3 format, as e.g.
.wav files are large and may slow PowerPoint down.
Go to Insert | Movies and Sounds and select
Sound from File.
Start the show Either go to the View menu and click Slide Show or
press F5.
Press the spacebar or click the left mouse button to
move to the next slide.
Press Page Up to go to the previous slide.
Press B to display a black slide. Press B again to
return to your presentation. You may want to do this
to attract the audience’s attention or to use the screen
for some other purpose.
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The Quick & Dirty guide to PowerPoint 2003
Return to Normal View, by pressing the Esc key.
Sort slides Go to the View menu and click Slide Sorter.
You can move a slide with the mouse by clicking the
slide, holding down the left mouse button and
releasing it where you want the slide to go. A | should
appear.
To delete a slide, click on it and press Delete.
To copy a slide, click on it and press Ctrl-C. Go to
where you want the copy. Press Ctrl-V to paste it.
Animations ‘Animations’ allow the content of a slide to appear an
element at a time after you click the left mouse
button. This is useful, as it prevents your audience
from reading ahead.
Go to View | Normal and select the slide to which
you want to apply the animation.
Click the down-arrow on the left of the X that closes
the task pane (right) and select the Custom
Animation task pane. Use the Slide Design —
Animation Schemes task pane instead if you want to
Remember that the eye reads apply the animation to all slides.
from left to right. This means Click the part of the slide to which you want to apply
that Appear under More the effect (usually the lower part where the bullets
Effects tends to be the most are) and click the Add Effect button in the task pane.
useful one. Click Entrance and click the effect you want to apply.
Setting the look and feel To apply a co-ordinated colour scheme to your
presentation, click the down-arrow on the left of the
X that closes the task pane (right) and select Slide-
Design – Color Schemes. Chose a colour scheme
with a pastel background and dark text. If you want to
modify one of the schemes, click the Edit Color
Schemes button at the bottom of the task pane.
Use the Slide Master on the View | Master menu to
add anything, e.g. a footer or image, which is to
appear on every slide. It can also be used to set the
fonts to be used in the presentation.
Handouts Go to the File menu and select Print. In the Print
what box, select Handouts. Slides per page should
be set to 6 (3 if you want space on the right for them
to take notes).
Connecting your computer to Connect the lead from the projector to the Monitor
the projector socket on the back of your computer. (If you have
an Apple laptop, you need a display adapter. There
are several sorts, so it’s best to ask in the shop.)
Your computer may have a key to switch the
presentation alternately between your computer,
your computer and the projector, and just the
projector:
In the case of a laptop, try holding down the Fn
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The Quick & Dirty guide to PowerPoint 2003
key and pressing F5, F7, F8 or one of the other
function keys. It may have a monitor icon (two
squares) on it.
Some remote controls have a choice between
Video (i.e. VHS or DVD) and RGB (which actually
means computer, i.e. the option you need).
Tips If you make a mistake, press Ctrl-Z immediately.
That should undo it.
Keep the text on your slides to a minimum
– use bullet points.
Use upper case letters sparingly – they are difficult
to read.
If you need manually to break a line in the middle
of a bullet point, use Shift-Enter (NOT Enter
which would create another bullet point).
Keep slide titles as short as possible.
Make headings between 36-48pt*.
Why some presentations fail more than three fonts or colours in a presentation
a point size less than 28pt (they wouldn’t be able
to read it!)*
more than six bullet points on a slide
*This is not an issue, unless more than three images on a slide
you change the font size too much sound (you could use it once for comic
defaults. effect…)
Help Within PowerPoint you can go to Microsoft
PowerPoint Help on the Help menu.
The Index tab is often the most useful.
The following New Corporate Identity templates must
be used for official (conferences etc.) PowerPoint
presentations:
www.ucl.ac.uk/corporate-
identity/templates/document-
templates/index/edit/powerpoint
For further information, see the Getting started with
PowerPoint 2003 and Getting more from PowerPoint
2003 workbooks available from the Help Desk or Open
Learning Centre.
The use and abuse of PowerPoint in teaching
and learning in the life sciences / Allan M. Jones. –
http://bio.ltsn.ac.uk/journal/vol2/beej-2-3.htm
Despite the title, this article is of general interest.
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