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How to Create and Run a Microsoft PowerPoint Presentation
OVERVIEW
Microsoft PowerPoint is an application that allows you to create content and
actions that make up a presentation slide show. This document is intended to
describe the actions required to create and run a basic presentation.
BACKGROUND INFORMATION
Common features used in Microsoft PowerPoint presentations include:
Using a ‘slide wizard’
Adding slides
Slide transitions
Action buttons
Running a slide show
What is a slide?
A slide is a single ‘page’ in a presentation. As presentations are usually used
as a tool to display information to other people, they are navigated one by one
in the same way as a photograph slide projector.
What is the slide wizard?
The slide wizard allows you to quickly set up a presentation with consistent
formatting. It contains a series of slide templates containing font types/sizes,
backgrounds, colouration, etc.
What are slide transitions?
Slide transitions are effects that can be used when changing slides, and are
similar to ‘cinematic’ effects. For example, the screen can dissolve when
moving to the next slide, or be shuttled off the left/right/bottom/top of the
screen.
What are action buttons?
Action buttons are items made from objects such as Autoshapes, which have
been attributed with actions using Microsoft PowerPoint features. Action
buttons can play audio or video clips, navigate from one page to another, open
a website, or activate a wide range of effects or actions.
What is a slide show?
A slide show is the term used to describe a presentation that is being viewed
without any of the editing and formatting options used in creation. This is an
option available in most presentation software for a professional display of a
presentation.
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STEP BY STEP INSTRUCTIONS
SOFTWARE NEEDED:
Microsoft PowerPoint or an equivalent presentation application.
To create a presentation
Create a new presentation file - this should occur when opening the
application, otherwise go to the ‘File’ menu and select ‘New’.
Enter content - text, images, objects etc - as required.
To create a new slide
Go to the ‘Insert’ menu and select ‘New Slide’.
A ‘Slide Layout’ window should appear - select the required slide
structure for your intended content, and click the relevant image.
The slide will then be added to your presentation.
To add slide transitions
When you wish to add special effects to the way that slides switch over,
click the slides you wish to edit using the left -hand slide list, go to the
‘Slide Show’ menu and select ‘Slide Transitions’.
A new menu will appear, allowing you to apply effects such as
‘Dissolve’, ‘Fade Smoothly’, and ‘Newsflash’ when navigating between
slides. Experiment with the options available.
Transitions can also be adjusted for speed, and have sounds added
from a sound clip library.
Set whether the slide will change when you click the mouse by
checking/unchecking the ‘Advance Slide - On Mouse Click’ option.
To set timed slide transitions
You also have the option to change slides after a set period of
time, preventing you from having to manually navigate through a
presentation.
To set this feature, return to the ‘Slide Transitions’ menu as
above, and go to the ‘Advance Slide’ section.
Check the ‘Automatically After’ button, then enter the number of
seconds/minutes delay between transitions.
To add action buttons to a presentation
To create an Action Button, first create the actual button using
Autoshapes or a prepared image/object.
Once you are happy with the button’s appearance, go to the ‘Slide
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show’ menu and select ‘Action Settings’.
A new menu will appear, with tabs for ‘Mouse Click’ and ‘Mouse
Over’. These set actions for when the mouse clicks, or moves
over the object respectively, and have the same list of options -
basic functions are listed below:
o None: Default setting. No Action.
o Hyperlink To: Set to link to next/last/other slide, another
document, a URL, etc.
o Run Program: Browse for a program that will launch when
the button is clicked/moved over - for example, a calculator.
o Play Sound: Play an audio clip when clicked/moved over.
Select a clip from the drop -down list.
o Highlight Click/When Mouse Over: Set whether the
button will be highlighted when activated.
To set up and run a presentation slide show
To set up your Slide show, go to the ‘Slide Show’ menu and select
‘Set Up Show’. A new menu will appear:
Adjust these settings as required, then click OK to complete.
To start the presentation as a slide show, go to the ‘slide show’
menu and select ‘View Show’. Any of the features described in
this document that have been used will be active.
Press Enter to navigate between slides, and Escape to exit.
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How to insert media into Microsoft PowerPoint
Overview
By the end of this ‘How to’ you will be able to use Microsoft PowerPoint to:
insert images from saved files, ClipArt, digital camera or scanner; and
insert movie clips or sound clips.
Hardware needed
A computer with a sound card, speakers and Internet connection
Digital camera and related software (this will vary depending upon the product)
Scanner and related software (this will vary depending upon the product)
Software needed
Microsoft PowerPoint
Background information
Microsoft PowerPoint is part of the Microsoft Office suite of programs. It is
used for creating interactive on-screen presentations. Microsoft PowerPoint
allows you to insert image files from a variety of sources, as well as inserting
sound and video files.
What is a digital camera?
A digital camera differs from a normal camera in that pictures are stored
electronically instead of on a film. This allows you to save images directly to
your hard drive from the camera, or insert them directly into a document.
What is a sound file?
A sound file is a piece of audio saved as a document. The file type will differ
depending on how, and in which application, the sound was saved. Audio file
types can include:
.wav
.mp3
.ram
How do sound files work in a presentation?
When you insert sound files into a Microsoft PowerPoint presentation slide,
you are given the option to play the files when the slide is opened, or when the
icon that represents that sound is clicked.
You need speakers and a sound card on your computer to play music and
sounds. Plug your speakers in and check the volume level.
Sound files greater than 100KB are automatically linked to the Microsoft
PowerPoint file rather than embedded in it, although you can change this
default if necessary.
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Where a presentation has external linked files, you must copy the linked files
as well as the presentation if you are going to be making the presentation on
another computer. Failure to do so will result in broken links.
What is a movie clip?
A movie clip is a piece of video saved as a document. The file type will differ
depending on how, and in which application, the clip was saved. Video file
types include:
.swf
.avi
.mpeg
.ani
How do movie clips work in a presentation?
When a movie clip is inserted into a Microsoft PowerPoint presentation slide,
you are given the option to play the clip when the slide is opened, or when the
icon that represents it is clicked. Depending on your selection, the clip will play
as defined.
Step by step instructions – inserting images
To insert an images from saved files or ClipArt
Open or create the Microsoft PowerPoint presentation that requires an
image inserting. Navigate to the slide where you want to insert a saved
image or ClipArt.
Go to the ‘Insert’ menu and select ‘Picture’.
From the sub-menu, select either ‘Clip Art…’ or ‘From File…’
If you select ‘From File…’ a dialog box will appear. Navigate to the
saved image you want to insert and select it. Click ‘Insert’ to place the
image on the slide.
Note the drop-down menu on the ‘Insert’ button. You can choose to
insert the image directly onto your slide or you can click ‘Link to File’
(see screenshot below).
‘Link to File…’ will still place the image on the slide, but because it
creates an invisible hyperlink to the image file, your Microsoft
PowerPoint file will be much smaller. However, if you save your
presentation to a new location, you must also move any linked images.
Failure to do so will result in broken links and missing images in your
presentation.
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If you select ‘Clip Art…’ the ‘Insert Clip Art’ window appears. Use the
search options to locate suitable clip art or click clips online for a
greater selection.
Click a clip art item to add it to the slide, or drag it using your mouse.
You can resize or rotate your inserted image or clip art by using the
handles that appear around the image.
To insert images from a digital camera or scanner
Firstly, ensure that you have attached the digital camera or scanner to
your computer as per the product manual, and installed any software.
Open or create the Microsoft PowerPoint presentation that requires an
image inserting. Navigate to the slide where you want to insert the
image.
Go to the ‘Insert’ menu and click ‘Picture’ then click ‘From Scanner or
Camera…’ as follows:
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A new menu will appear (this will differ slightly depending upon the
hardware being used). Change any settings that you require, then click
‘Insert’, ‘OK’, or the equivalent button to insert the picture.
You can then format the inserted image as normal, resizing and moving
the image as necessary. For additional image editing options, use the
‘Picture’ toolbar (click ‘View’ then ‘Toolbars’ then ‘Picture’):
Step by step instructions – inserting sound
You can add music and sounds from files on your computer, the Internet,
Microsoft Clip Organizer, a CD or you can record your own.
Sounds added to a slide are denoted by an icon on screen. The music or
sound can be set to start automatically when the slide appears, start
automatically but with a delay, start with a mouse-click, or play as part of an
animation.
To insert a sound clip
Open a new Microsoft PowerPoint presentation, and populate it with the
required content.
Go to the presentation slide that requires a sound clip, and click the
‘Insert’ menu.
Select ‘Movies and Sounds’ - a sub-menu will appear.
Select one of the following options:
o Insert Sound from Clip Organizer: select a sound clip from the
program’s samples.
o Insert Sound from File: select a sound clip from your computer or
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network to add to the slide.
o Play CD Audio Track: if you have a CD drive on your computer and
can play music CDs, you can add a track to your presentation using
this option. Remember that the CD must be available in the drive
whenever the presentation is run in order for this to work.
o Record Sound: record your own sound clip to add to the slide. You
will need a microphone set up for this option to work successfully.
As you confirm the addition of a sound, Microsoft PowerPoint will ask
whether you want it played as the slide opens, or when you click the
related icon.
Confirm your preference, and an audio icon is added to the slide to
indicate that a sound clip is present:
You can move this icon around the slide as you wish without affecting
the sound clip.
Right-click the icon and select ‘Edit Sound Object’ to set looping options
for the sound (that is, whether the sound plays once or continues to
play until you end the presentation).
To move the sound to another slide, simply cut and paste the sound
icon. To remove it altogether, select and delete the icon.
To play a sound
You can preview the sound by testing the presentation (Click the ‘Slide Show’
menu then ‘View Show’).
Step by step instructions – inserting movies
To insert a movie clip
Create or open a Microsoft PowerPoint presentation, and populate it
with the required content.
Go to the presentation slide that requires a movie clip, and click the
‘Insert’ menu.
Select ‘Movies and Sounds’- a sub-menu will appear.
Select one of the following options:
o Movie from Clip Organizer: select a movie clip from Microsoft
PowerPoint’s example files.
o Movie from File… select a movie clip from your hard drive to add to
the slide.
As you confirm the addition of the clip, Microsoft PowerPoint asks
whether you want it to be played as the slide opens, or when the related
icon is clicked. Confirm your preference, and a video icon is added to
the slide to indicate that a movie clip is present.
You can move this icon around the slide as you wish or move it to
another slide (use ‘Cut’ from the ‘Edit’ menu then ‘Paste’) without
affecting the movie clip.
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To play a movie clip
If you opted to play the clip as the slide opens, then it will play when
you view your presentation as a slide show and you arrive at that slide.
If you opted to click on the movie icon to play the clip, click the icon
when viewing your slide show. This will play the clip.
Additional information
Copyright
Do not forget that sound, movie and video files can be susceptible to copyright
laws, just as images and text are. When using such files, make sure that you
obtain permission where necessary.
When using other people’s images or artwork, you must obtain copyright
permission.
Good housekeeping
If your presentation will be linked to several external files (not web pages), it is
a good idea to put all these files in the same folder on your computer or
network. This makes editing and checking your presentation faster.
Testing your hyperlinks
You must always check for broken hyperlinks in your presentation. For
example, you may have set a link to a slide that has been subsequently
moved or deleted, or you may have spelled a Web address incorrectly. A
broken hyperlink can also occur if you move an external file that you have
linked to (such as an image or sound file). External broken links may be shown
by an error message within Microsoft PowerPoint or your web browser.
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