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Introducing Microsoft PowerPoint 2003

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					Getting Started with Microsoft PowerPoint                 Thursday, 02 August 2007




                               Introducing Microsoft
                                  PowerPoint 2003

                                    John Matthews (CCS)




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Getting Started with Microsoft PowerPoint                                  Thursday, 02 August 2007




                            What you know already

                  • Similar menus, toolbars to Microsoft Word
                  • Cut, Paste, Copy, Spell checker, Save, Print,
                    Help
                  • Formatting (fonts, font sizes, add/remove
                    bullets, justification)
                  • Insert objects from other packages e.g. Excel
                    charts




              If you know Word you are well on the way to creating a simple set of
              slides, as there are many common features.
              •There is a similar look and feel to the toolbar and menus
              •You can find out what toolbar buttons are for by holding the mouse
              pointer over the button (do not click!) and after a few seconds a label
              will appear to remind you what the button icon represents. This is
              called Hover Help.
              •Help is used in the same way as Word.


              You can combine other IT skills with PowerPoint – e.g.
                     •insert graphics that you have created with a graphics package
                     •insert Excel charts & tables
                     •create equations with Word equation editor
                     •paste existing equations from a Word document.




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                                        Main topics

                  • PowerPoint components – presentations,
                    slides, objects
                  • Creating a presentation
                  • Adding slides to your presentation
                  • Adding objects to your slides
                  • Rehearsing your show
                  • Organising your slides




              We cannot cover all of PowerPoint’s many features in the time
              available but we will look at basic techniques for creating a simple
              presentation and then we will discuss the practicalities of giving a
              presentation. When you are confident that you can give a presentation
              then you will be in a position to judge whether PowerPoint is
              appropriate for your presentation style & whether you should invest
              more time in learning how to create more complex slides.




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Getting Started with Microsoft PowerPoint                                 Thursday, 02 August 2007




                               What is PowerPoint?

                  • Microsoft PowerPoint is a presentation graphics
                    package.
                  • Features - text handling, outlining, drawing, graphing,
                    clipart and so on.
                  • PowerPoint can produce Presentations, Slides,
                    Handouts, Speaker's Notes and Outlines.
                  • Slides are made up of objects e.g. text and image
                    objects




              PowerPoint is a powerful presentation graphics package. It is not a
              scientific drawing package, but you can insert pictures that you have
              created with other packages. It gives you everything you need to
              produce a professional-looking presentation; text handling, outlining,
              drawing, graphing, clipart and so on. Although many people associate
              PowerPoint with presentations played on a computer to a projector it
              is not limited to this type of presentation. You can use it to generate
              overhead transparencies (always a useful fallback). You can supply
              your audience with handouts or speakers notes for later reference.


              A presentation is made up of a series of slides. Note that PowerPoint
              uses the term slide rather loosely. A slide is the basic block of a
              presentation. It may literally be a photographic slide or transparency,
              or it may be a screen displayed on the computer. Displaying your
              slides on a computer has the advantage that your slides will not get in
              the wrong order or be shown upside down. You do not distract your
              audience by fumbling with your transparencies. But of course all sorts
              of things can go wrong with computers, so later we will look at some
              survival strategies.


              Each slide is made up of Objects. Objects are the basic building
              blocks of a slide. They are individual items that are placed on a slide
              template. In most cases, you'll be working with text objects and image
              objects.


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Getting Started with Microsoft PowerPoint                                 Thursday, 02 August 2007




                       Starting Microsoft PowerPoint

             2. Select Programs



             1. Click on Start




                                                            3. Choose Microsoft
                                                            Power Point




              Starting PowerPoint is just like starting any other Windows application.
              On CCS Academic workstations you start it from the Program Menu.
              Your own computer may have a shortcut on the desk top.


                                  Practice - Starting PowerPoint


              •Use the Start button to access the program menu and start
              PowerPoint




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Getting Started with Microsoft PowerPoint                                 Thursday, 02 August 2007




                                              Views




                    Drag border to resize



                      View Toolbar




              When you create a new presentation PowerPoint starts with a title
              slide layout in Normal view.
              •An outline of your presentation appears in the left hand window –
              note the tabs at the top to switch between Outline (shows the text
              only) and Slides (shows the whole slide)
              •A view of the current slide appears in the middle window
              •You can type your notes in the bottom-middle window.
              •You can resize the windows by dragging their borders.




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Getting Started with Microsoft PowerPoint                                  Thursday, 02 August 2007




                                    Creating a Title Slide

              • Click anywhere
                inside the dotted
                line border.
              • The instruction will
                disappear and the
                cursor will flash in
                the centre of the
                box.
              • This box is called a
                text block.
              • Type in a title. You
                can also add a
                subtitle if you wish




              The objects on the slide are text box objects. Think of a text box as a
              small ‘document’ where you can type text. You can format your text,
              just as you would in Word, for example:


                                       Practice – create a title slide
              •Type the title Learning about PowerPoint
              •Type your name as the subtitle




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Getting Started with Microsoft PowerPoint                                      Thursday, 02 August 2007




                               Creating a New Slide

                    • Click on New Slide button on the tool bar

                    • If you cannot see the button click on Toolbar
                      Options and choose Show Buttons on two
                      rows

                    • Default style is bulleted list.
                    • Choose Format, Slide Layout to change it



              Choosing Slide Layout from the Format menu allows you to use a
              different layout for your slide. AutoLayout contains more than 20
              preformatted layout designs. You can centre text, make a bulleted list,
              and add clip art and charts. You can use any mixture of AutoLayout
              slides and individually designed slides


                                   Practice – Create a new slide
              •Click the New Slide button
              •Choose Format, Slide layout. You will see that Title and Text has a
              border round it to show that it is selected. Move the mouse over a
              slide in the panel on the right-hand side to see its title popup
              •Move the mouse over some of the other layouts to see what is
              available. You will see the label in the popup changes
              •Our first slide will be a bulleted list so ensure that is selected




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Getting Started with Microsoft PowerPoint                                              Thursday, 02 August 2007




                             Creating a Bulleted List

                                       1. Click on the Title Block and type a title.



                                                               2. Click anywhere
                                                               inside the bulleted text
                                                               block and type your
                                                               text
                                                               3. Press Enter. Another
                                                               bullet will appear




              You’ll probably want to start your presentation by telling your audience
              what you are going to talk about. A bulleted list is a useful way of
              doing this. Other useful features that we will look at when we rehearse
              our shows are slide transitions and animations. This allows us to
              introduce the items one by one.


              Bulleted lists are created just as you would create them in Word. You
              can change the style of the bullets by choosing Format, Bullets &
              Numbering. You can create sublists by using the Increase indent
              button on the toolbar (click on the small grey arrow at the end of
              the toolbar and choose Show buttons on two rows if you cannot
              see it) and return to your main list using the Decrease indent button.


                                 Practice – Create a bulleted list
              •Add the title What we are going to learn
              •Add the bulleted list
                     oHow to create a presentation
                     oHow to present it




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Getting Started with Microsoft PowerPoint                                    Thursday, 02 August 2007




                      Working with objects on slides

                                                    • Select the object by
                                                      clicking on it
                                                    • Here I’ve selected a text
                                                      box object
                                                    • Drag corners to re-size
                                                      objects
                                                    • Hold down shift key to
                                                      select multiple objects.




              You can also create a blank slide to add objects as you wish. To
              create the previous slide, ‘Creating a bulleted list’ I performed the
              following steps:
              •I inserted a picture that I had previously created with the graphics
              package Paintshop Pro. In PowerPoint I chose Insert, Picture, From
              File. I located the picture where I had stored it on my computer &
              opened it.
              •I inserted text boxes by choosing Insert, Text Box, Horizontal and
              typed my text in the boxes.
              •I drew the arrows using the drawing toolbar at the bottom of the
              screen. (If you cannot see the drawing toolbar choose View,
              Toolbars and make sure that Drawing is selected.). I chose
              Autoshapes, Lines. I used the Arrow Style button on the drawing
              toolbar to adjust the line widths (More Arrows).
              •I adjusted sizes and locations by selecting and dragging the objects.




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Getting Started with Microsoft PowerPoint                                   Thursday, 02 August 2007




                                       Adding Graphics
                   • Choose Format, slide
                     layout, Title, Text & Clip Art
                       – Double click to add clip art from the
                         clipart gallery
                       – Select a picture and click OK to
                         insert clip
                                           Or




                                           • Choose Insert, Picture,
                                             From File to insert your
                                             own graphics




              If you have any of your own pictures you may like to create a slide
              using your own picture, otherwise you can practice PowerPoint
              techniques using the Microsoft Clip Art. Staff can obtain Birkbeck
              logos from the External Relations Web site
              (http://www.bbk.ac.uk/er/marketing/brand/logo). In our example we will
              use the slide layout for text and clip art. Note, however, that you can
              delete the text box and resize the graphic to fill the screen if you wish.
              Refer back to the notes on bulleted lists if you are unsure how to
              format the list.


                                        Practice – Add a graphic
              •Click on the New Slide button on the toolbar
              •Choose Format, Slide Layout, Text and Clipart (scroll down to
              Other Layouts to find it)
              •Double click on the clip art icon and insert a picture of your choice
              from the clip art gallery.


              You may also add clipart without changing the slide layout by
              choosing Insert – Picture – Clipart


              •Click in the bulleted list box and type the following text
                     •So far we’ve learnt
                             •How to create slides
                           •How to insert
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Getting Started with Microsoft PowerPoint                                  Thursday, 02 August 2007




                                      Adding Objects

                  • Choose Insert, Object to add objects such as
                      – Excel charts and tables
                      – Word equations, drawings and organisational charts
                      – Graphics created by packages such as Adobe Photoshop or
                        Paintshop Pro




              If you have already created an object in your Word or Excel document
              then you will probably find it is easier to paste a copy of it into
              PowerPoint than to recreate it from scratch. However, as PowerPoint
              is part of the Microsoft Office suite it does allow you to create simple
              objects
                                 Practice – Create a table object
              •In the outline view scroll to the end of your presentation & add a new
              slide
              •Choose Format, Slide Layout, Title and Table (under Other
              Layouts)
              •Add the title Tutors
              •Double click on the table icon to create a table
              •Create a table with 2 columns and 4 rows
              •Type the following data in the table
                            Topic                       Tutor
                            PowerPoint John
                            Projectors      Steve
                            Presentations Maria




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Getting Started with Microsoft PowerPoint                                    Thursday, 02 August 2007




                          Saving Your Presentation

                                              1. Click on File on top menu bar.



                      2. Click on Save
                      As…




              Just as in Word you should save your presentation at regular
              intervals. You should never use save to transfer your work onto a
              floppy disk. You can also save your file in HTML for the Web. You
              would normally save your presentation on your local machine first &
              view it in a browser before publishing on the Web. You may need to
              consult with your School Web Maintainer to find out the most
              appropriate Web location for it.


              On CCS managed student workstations it is best to save your work in
              My Documents, as this allows you to move to different workstations.
              If you save work on your hard disk (C:) at home or in your office make
              sure that you take a back up. Network drives managed by CCS are
              regularly backed up.




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Getting Started with Microsoft PowerPoint                                         Thursday, 02 August 2007




                     Saving Your Presentation (cont.)
                          3. Select folder or create new folder (on N: in CCS rooms)




                                                                    5. Click on
                                                                    Save


             4. Type in a
             file name.




                                  Practice – Saving your presentation
              •Save your presentation with the filename pres1.ppt in the My
              Documents folder. (if you are not sure about this please ask the
              tutor).




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Getting Started with Microsoft PowerPoint                                    Thursday, 02 August 2007




                           Viewing your slide show

                   • From Slide Show menu choose View Show
                   • To go to next slide click mouse or press
                     space bar
                   • Right click mouse to get menu
                   • Pointers – Pen lets you draw on slide
                   • On-screen icons (bottom left)



                                    Previous Pen Options Next



              Now that you have created a few slides you can view them as they will
              appear to an audience.


                                    Practice – View your Show
              •From Slide Show menu choose View Show.
              •Click the mouse to move to the next slide
              •Right click the mouse. From the popup menu choose Pointer
              Options, Felt Tip Pen. The pointer will change to a pen shaped icon.
              Note that when you click with the pen you do not move to the next
              slide.
              •Right click the mouse again. From the popup menu choose Pointer
              Options, Ink Colour and choose a pen colour.
              •Practise marking items on your slide with the pen.
              •Right click the mouse again. From the popup menu choose Pointer
              Options, Arrow. The pen will change back to an arrow & you can
              proceed to the next slide by clicking.


              Note that the pop up menu also allows you to go back to the previous
              slide or go to a slide by selecting Go to Slide and then the slide’s title.




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Getting Started with Microsoft PowerPoint                                 Thursday, 02 August 2007




                                     Slide transition

                   • Slide Transition allows
                     you to introduce special
                     effects
                   • You can apply the
                     selected transition to
                     the current slide or to all
                     your slides




              Microsoft Help definition of a transition:
              “A transition is a special effect used to introduce a slide in a show.
              For example, you can fade in from black or dissolve from one slide to
              another. You can choose the transitions that you want and you can
              vary the speed of each.”


                                    Practice – slide transitions
              •Choose Slide Show, Slide Transition.
              •Select a transition from the list to see the effect
              •Click Play to see the effect again
              •Click Apply to all slides
              •Select No Transition to switch off the transition
              •View your show. You may wish to experiment with different effects
              and speeds.




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Getting Started with Microsoft PowerPoint                                    Thursday, 02 August 2007




                                   Slide Animations
                   • Choose Slide
                     Show, Custom
                     Animation
                   • Select the
                     objects that you
                     wish to animate
                   • Use the
                     Change…
                     button to set an
                     event and the
                     effect




                                       Practice – Animations
              •Select your slide that contains a graphic
              •Choose Slide Show, Custom Animation
              •Set the animation effects so that the Title will fly from the top, the
              Text will fly from the left and the graphic object will fly from the right
              •Click on Play to preview your animation




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Getting Started with Microsoft PowerPoint                                     Thursday, 02 August 2007




                               Organising your slides

                   1. Click on the View
                      menu on the menu bar
                   2. Click on slide sorter
                   3. Click on a slide to
                      select it. You can now
                       1.   “drag & drop” to a new
                            position
                       2.   Cut and paste to a new
                            location
                       3.   Delete it by pressing the
                            delete key




              You can use drag & drop, cut & paste etc. in the Outline on the left
              side of the Normal view, or even in Outline view itself. You can also
              delete slides using Edit, Delete slide. However, unless your
              presentation consists only of text, you will find it easier to locate slides
              in slide sorter view. You can also insert slides from a previously
              created show.


                                        Practice – Sorting Slides
              •Select View, Slide Sorter (or use the view toolbar)
              •Move your graphic slide so that it appears after the title slide.




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Getting Started with Microsoft PowerPoint                    Thursday, 02 August 2007




                                 Printing your show

                   • From File menu choose Print
                   • Print What allows you to choose slides,
                     handouts, speakers notes etc.
                   • For handouts you can choose number of
                     slides to page
                   • Slides – can be copied as transparencies for
                     OHP’s




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Getting Started with Microsoft PowerPoint                   Thursday, 02 August 2007




                                  Finding out more

                   • Software made Simple Guide to Microsoft
                     PowerPoint
                   • PowerPoint Help
                   • PowerPoint tutorial
                   • Electric Paper – computer based training
                     material for ECDL




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Getting Started with Microsoft PowerPoint                   Thursday, 02 August 2007




                                        Using Help

                   • Choose Help, Microsoft Office PowerPoint
                     Help
                   • Type text into the Search for: box
                   • In our example we have searched for Insert a
                     imported picture




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Getting Started with Microsoft PowerPoint           Thursday, 02 August 2007




                                  PowerPoint Help




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Getting Started with Microsoft PowerPoint                                 Thursday, 02 August 2007




                             Rehearsing your show

                  • From Slide Show menu choose Rehearse
                    Timings
                  • If you are interacting with an audience don’t
                    save your timings




                              Click on No




                                  Practice – Rehearse Timings
              •From Slide Show menu choose Rehearse Timings. Imagine that
              you are showing them to an audience, plan what you are going to say.
              •If you are giving a live show then do not save the timings, as you may
              wish to interact with your audience.




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Getting Started with Microsoft PowerPoint                                Thursday, 02 August 2007




                       Running an unattended show

                  • Set up show lets
                    you have a
                    continuously
                    looping show.
                  • Select Browsed at
                    kiosk (full screen)
                  • To stop the show
                    press the Esc key




              You can also run a show unattended, for example, at an Open Day.
                             Practice – Setup an unattended show.
              •Rehearse and save your timings.
              •Choose Slide Show, Setup show
              •Select the ‘Browsed at kiosk’ Option
              •Start the show with either key F5 or by choosing Slideshow – View
              Show
              •Stop the show by pressing the ‘Esc’ key


                                     Practice – remove timings
              •Choose Slide Show, Slide Transition
              •Select Advance on Mouse click, clear Advance Automatically
              •Select Apply to All


                              Practice – stop an unattended show
              Note that a slideshow set to be “Browsed at kiosk” without timings set
              will not allow you to change from one slide to another


              •Choose Slide Show, Setup show
              •Deselect the ‘Browsed at kiosk’ option


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Getting Started with Microsoft PowerPoint                      Thursday, 02 August 2007




                         Exercise 1 – Practice some
                                 techniques
                   • Referring to the handout for this presentation
                     practice the techniques that are identified in
                     the speakers notes

                       Exercise 2 – Create a simple
                               presentation
                  • Create a slide show on a topic of your choice
                  • Your show should run for 5 minutes




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                                PowerPoint Tutorial

                   • Open the file
                     Q:\Samples\PowerPoint\overview.pps
                   • View the show
                   • To see how the slides were created go to
                     Normal view




             An optional exercise, if you have time




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