Basic PowerPoint Tutorial _PPT file_ - Microsoft PowerPoint

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Basic PowerPoint Tutorial _PPT file_ - Microsoft PowerPoint Powered By Docstoc
					Microsoft PowerPoint
JQ Johnson
Director, Center for Educational Technologies
University of Oregon Libraries

PowerPoint Basics, 9 August 2005
Overview: What is
   PowerPoint
      presentation software that makes it easy to
        communicate using techniques such as
        slides, computer projections, overhead
        transparencies, handouts, outlines, and speaker
   Presentation
      a set of “slides” stored in a computer file (usually
   Slides
      can contain text, pictures, graphs, etc.

      can be made into transparencies, 35mm
        slides, on-screen images, or printed handouts 2
Opening an Existing
             Start PowerPoint: some options:
                Double click on existing
                Launch program and select
                  “open an existing
                Launch program then
                  File  Open
             Open dialog box may include a
              reduced preview image of the
              first (title) slide

Getting Out of Trouble
   Help when you need it
       Help Menu options
       F1 (Win) or Help Key (Mac)
       Tool Tips
   Undo/Redo (Ctrl-Z for Win; Command-Z for Mac)
   Esc Key to get out of dialog boxes or menus
   Tip! Prevent trouble: always make a copy of
    important files

Anatomy of the PowerPoint
   Title bars, windows
   Menus: access by mouse or keyboard
      Windows: Ctrl key + letter

      Mac: Command key + letter

     (we’ll use Menu  Item notation)
   Toolbars: Standard, Formatting, etc.
   Buttons (View, Slide), Status Bar, Scroll Bars
   Dialog boxes. Tip! Use Tab to move in dialog boxes

Viewing the Presentation
   3 different views:          Change with View
    Normal, Slide                menu, or use View and
    Sorter, and Slide Show       Slide buttons at bottom
    (plus others in some         left of window
    versions of PPT)

Normal View
   PowerPoint
    2000/2001 and
   3 resizeable
      Slide

      Outline

      Notes

Normal View: top right pane
   Shows 1 slide WYSIWYG, allowing editing
   Handy viewing shortcuts:
      Move between slides:

            Use Previous/Next buttons (bottom right)
            Click below/above the box in scroll channel
       Click and hold on scroll box to see number
        of current slide, or click and drag until you
        see the number of the slide you want.

Normal View: left pane
              Displays all titles and text in
               outline format
              Allows easy editing of text
              Outline toolbar:
               promote/demote, move, collap
               se/expand outline, “show
              Tip! Text entered in Outline
               view shows up in Slide view.
               Text added in Slide view will
               appear in Outline only if it’s in
               main text box of slide.
Slide Sorter View
   Views all
    slides in
    at once.
   Can edit order
    by drag and

Slide Show View
   Full screen view of your slides
   Use to give a presentation
   Switch slides with:
      Spacebar or left mouse button – next slide

      Backspace -- previous slide

      Home key -- first slide

      End key -- last slide

      Esc key -- quits out of slide show

   Tip! Press F1/Help during slide show to see
    keyboard shortcuts.

Viewing the Master
   Choose master from View menu.
      Elements on a “slide master” will display on
       every slide in presentation
      Change default fonts, colors, text
       layout, background, etc.
   Other presentation settings:
      Format  Slide Color Scheme

      File  Page Setup and File  Properties

      Etc.

   Choose File  Print: can print
    slides, notes, handouts or outlines.
   Handouts: contain 2, 3 or 6 reduced images
    of slides for audience handouts.
   Print options such as: # copies, hidden
    slides, scale to fit, pure black & white, etc.
   Additional printer-dependent options: portrait
    or landscape, paper source, etc.

Closing Presentations or
Quitting PowerPoint
   Closing a document (presentation):
      Choose File  Close, or click the close box on

       presentation window (not program window).
      This just closes the current presentation window

       but leaves PowerPoint still running.
   Quitting PowerPoint:
      Choose File  Exit (Win) or File  Quit (Mac), or

       (Win) click on program close box.
      This quits the PowerPoint program itself.

Creating a New Presentation
      Launching PPT gives various options
      File  New… -- similar options
         Blank presentation (also “New”
         Design Template

              Sets slide master, slide color scheme, etc.
          AutoContent wizard
              Generates sample presentation, with
               sample content you can replace

Creating Slides
   “New Slide” button adds a slide
   Select an AutoLayout, enter slide title, and then add
    text and/or graphics into the “add text” area
   Editing:
      Any of the text and/or graphics can be
        edited, moved, or deleted at any time.
      Change AutoLayout using Format  Slide Layout

      Use Edit  Delete Slide or Del key to delete a
   Tip! Use Ctrl + Enter to move to the next section of a
    slide, or to create a new slide

Working With Text

   Formatting toolbar: promote and demote
    items, change
    font, format, alignment, color, size etc...
   Format menu: can use Font dialog box or
   Moving text: cut/copy/paste; move up/down
   Modifying Bullets: toolbar buttons or
    Format  Bullets and Numbering…
Editing text
   Too much text? PPT automatically reduces font size
    to fit text box
   Proof your presentation
      AutoCorrect (as you type)

      Tools  Spelling

   Global text changes
      Edit  Find and Edit  Replace

      Format  Change Case

      Format  Replace Fonts

Working With Color
   Format  Apply Design Template
   Format  Slide Color Scheme to pick from
    predefined color schemes
   Can change to Black and White (use button)
   Double click on boxes in the Custom Scheme
    Colors dialog box to change color of any
    element or background on the slide.
   Format  Custom Background

Inserting Pictures
   Many options:
      Use Insert  Picture  From File

      Paste to insert an image from the clipboard

      Choose an autolayout that includes a

       picture placeholder
   After inserting:
      Drag to more or resize

      Format  Picture to change properties

Presentation Design Tips
   Keep it simple; when in doubt, do without.
   Keep it consistent.
   Omit needless words; distill your message.
    Rule of 6: no more than 6 lines, 6 words per
   Use simple, easy-to-read typefaces; only 2 or
    3 typefaces and sizes throughout.
   Consider color psychology, effective
    foreground/background contrast, color-blind
       Presentation Graphics Tips
100                                 A picture is worth 1K
                                     words, but
                       graph        Graphics should not be
                       Without       simply decoration –
40                     graph
                                     enhance the text.
                                    Charts and graphs are
      Time to absorb                 particularly easy to
       quantitative                  create, and may help
Presentation Delivery Tips
   Fit the type size to your format and size of
    room. Make sure the back row can see it.
   Fit the colors to your delivery medium: dark
    on light for transparencies, light on dark for
    video, etc.
   Don’t read visual aids; your audience can.
    Elaborate, supplement, expand, enrich.
   Coordinate audio and visual. Don’t leave
    slide on after you’ve finished talking about it.

Additional resources
   Online program help
   Books - buy from your favorite bookstore, borrow
    from Library or Computing Center Documents Room
   Microsoft (
   UO faculty/GTFs:
       CET Consulting (
       Teaching Effectiveness Program