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					Microsoft PowerPoint 2000
    Basic concepts

    Starting PowerPoint
       Start Button, PowerPoint
       Opening screen gives four options:
       Autocontent wizard leads you through
        decisions, helps you organize your
       Design template gives you a preformatted
        slide design – easy to change at any time
       Blank presentation if you know what you
        want – add elements manually
       Open existing file – lists recently used
        files below
    Customizing the toolbar
       If menus show recent commands
           Tools/Customize/Options to turn it off,
            delay, or reset
       If you can’t see all of the standard &
        format toolbars…
           Tools/Customize/Options to break it
            into 2 separate toolbars

    a blank presentation
       Choose “blank presentation” upon
        opening, or File,New
       Autolayout is default 1st screen
       24 slide layouts
           Title slide
           Bulleted list
           Lists with graphics, charts, combinations
           Secondary title only slide
           Blank slide (set your own layout)

    Design templates
       Common Tasks, Apply design templates
       You can apply a new design template at
        any time, as many times as you like
       Light backgrounds, dark text good for
        printed materials, overheads,
        presentations with competing light
        sources, web materials
       Dark background, light text for projector
        presentations in dark rooms
       You can design your own templates, save
        them in Design Templates for future use
    PowerPoint window
     Title bar
     Menu bar
     Toolbars
     Outline pane
     Slide pane
     Notes pane
     Format buttons

    around a presentation
     Outline pane – text of slides only
     Slide pane – what the audience sees
     Notes pane – notes for the speaker
     All panes have a scrollbar
     View format buttons in lower left of
      screen – different variations of these
      3 panes

    Changing views
       Normal – 3 pane view – all three panes
        share space – click and drag frames to
        change pane sizes
       Outline view – same 3 panes, but outline
        is emphasized
       Slide view – 3 panes, slides emphasized
       Slide sorter – slides only – entire
        presentation in thumbnail view
       Slide show - what the audience sees (Esc
        to return to normal)
            View/Notes a 5th option – Slide, speaker notes
     Inserting a slide
        New slide button, or
            Insert,New slide, or
            Common tasks,New slide
        Choose layout from Autolayout
        Placeholders for title, bullets, other
        Click inside placeholder for insertion
         point, start typing
        Click outside to finish, or choose new
     Deleting slides
      Choose slide icon(s) in outline, hit
       delete button, or
      Choose slide icon(s), Edit, Delete

     Slide headers and footers
        View,Headers and footers
        Slides are allowed footers only
        Handouts, notes can have headers,
         different format than slides
            Date and time (auto-update or fixed)
            Header, footer text
            Slide numbers, page numbers
            Apply to one or all
            “Don’t show on Title slide” checkbox

     Inserting slides from
        Insert, Slide from files, Browse for
        Will show slide by slide preview of entire
            Use scrollbar to move around
        Double-Click to insert a slide, or use
         “Insert All” button
        It will convert to current design template,
         current headers and footers

     Autocontent wizard
      Leads you through a series of
      Helps you organize and structure
       your thoughts
      Good for first few presentations
      Choose at outset, or
       File,New,General tab,Autocontent

     Autocontent wizard (con’t)
      Type of presentation (what are you
       trying to do?)
      Type of output (onscreen, web,
       overheads, slides)
      Titles and Footer options
      Gives you an outline with related
       ideas grouped together in each slide

     Format painter
      Select text you want to copy
      Click the paint brush (single-click for
       one-time use, double-click for
       multiple uses)
      Cursor turns to a paintbrush
      Select text you want to convert
      Double-click icon to turn it off, if

     The Outline Toolbar

     and demoting text
        PowerPoint presents an outline
            Outline = Hierarchy of information –
             increasingly more specific
        R-click on toolbars – choose outline
         toolbar – shows up on left vertical
        Choose any text in either pane
            Right-pointing arrow to demote, left-pointing
             arrow to promote
            You can promote to title slide level in outline
             pane only
            You can also click and drag the bullet left or
             right to promote/demote
     Changing the order of slides
     and bullets
      Use up and down arrows on Outline
       toolbar to move bullet points
      Can also drag and drop items within
       slides using bullets points as
      Move entire slides in same way, but
       best to collapse outline first

     Collapsing, expanding slides
        + will expand chosen slide only, - will
         collapse chosen slide only
            Collapse – title only
            Expand – shows all text
        Collapse All to see only titles (Expand All
         will show all text)
            Good for long presentations
            Good for moving slides
        Collapse all, then expand single slides as

     Summary slide
        May need to add this button
            Use arrow at very bottom of Outline
             toolbar, add Summary Slide button
        Select several slides, hit Summary
         Slide button
          Will create a new slide composed of
           slide titles
          Inserts before first chosen slide

     Presenting the Slide show

     Viewing and navigating
     the slide show
        Use slide show button lower left
         hand corner (icon looks like a
            Will start at chosen slide
        F5 works too
            Will start at beginning
      L-click to move to next slide
      Esc to end slide show

     Basic slide show Controls
        Advance to next slide:
            N, Enter, Spacebar, PageDn, mouse click,
             right or down arrow
        Return to previous slide:
            P, backspace, PageUp, left or up arrow
        Go to specific slide number:
            Number + enter
            R-click, Go, By Title or Slide Navigator
        Go to beginning
            Hold both mouse buttons down for 2 seconds

     Using the pen
        Very cool!
        Not permanent, more like a football
        Ctrl + P, or
        R-click/Pointer options/Pen to turn it on
         (choosing pen color also turns it on)
        Arrow icon replaced by pen icon
        “E” erases it
        Ctrl + A turns it off

     Blank screens
        Useful with pen, or to focus
         attention elsewhere
          B to go to Black screen, B to return
          W to go to white screen, W to return

        Pen color will change depending on
         which screen you use
            Insures a contrasting color

         Hiding the cursor and
        Default is “autohide”
          Will stay hidden until cursor is moved
          Will rehide in 7 seconds

      CTRL + H will hide the pointer and
      CTRL + U will return to autohide

     When in doubt…
        F1 will show you all available options
            Only works during slide show
        Right-click will give you most
         available options as well
            Left-click on Options button will give
             same menu


     Output options
        File/Print/Print what?
          Slides
          Handouts

          Notes

          Outline

        Transparencies are slides printed to
         clear plastic

     Output options (con’t)
        Slide is slide print only (title page of
         materials) – top page is slide, scaled,
        Handouts are what you have – you can
         manipulate # of slides and columns
        Notes are what I have – slide and notes
        Outline is the outline pane only (condense
         for topics only)

     Non-color previews
        Not always necessary to print in color
            Notes and outlines
            Mock-ups, draft copiess
        Grayscale button on standard toolbar
         gives you preview
        Grayscale button + shift gives you a black
         and white preview (not always pretty!)


     Graphic bullets, numbers
      Change bullets to numbers – select text
      and hit numbering button
      Change bullet style – Select text, hit
      bullet button, Format/Bullets and
      Numbering gives you 8 styles
      “Character” gives you many more
      “Picture” gives you fancier ones – some
      are automated

     Changing fonts in a
      Select text, change font in toolbar
       for isolated changes
      Format, Replace fonts will find and
       replace a specific font in
          A blunt instrument - can’t change size
           or attributes
          May be easier in Slide Master – you can
           change any aspect of font there

     Clip Art
        Insert/Picture/Clip Art
        Three category tabs(picture, sound,
            Select a category and choose picture, or
            Type keyword into Search For box and choose
        4 icons appear:
            Inset
            Preview
            Add to new category
            Search for similar styles, subjects
     Clip Art (con’t)
      Choose insert (top icon of the 4)
      Click and drag to move picture
            4-headed arrow
        Click and drag sizing boxes to resize
            2-headed arrow
        Use picture toolbar for more options
         (recoloring, brightness, cropping)

     Inserting a picture
      Insert, Picture, From File
      Picture will appear
      Select picture to move (4-headed
       arrow) or resize (2-headed arrow)
      Picture Toolbar will appear

     Picture toolbar
        Right-click in upper gray area, select
         Picture toolbar
        Toolbar manipulates color, contrast and
        Icons, in order, are:
            Insert picture
            Image control: 4 options
              • Auto (color), Grayscale, B/W, watermark
            Contrast control (2 icons – more and less)
            Brightness level (2 icons – more and less)

     Picture toolbar (con’t)
        Cropping
            Click icon, move to sizing box, click and drag,
             that portion of the picture will be cropped off
        Border line size
        Recolor – will change colors in picture -
         select color to change with checkmark,
         then switch the color
            Uncheck the box to revert to original scheme
            Won’t work for all images

     Picture toolbar (con’t)
        Format picture (contains many previous
         options – more exacting control)
            Colors, sizing, ratio locks, rotation, text box
             format, alternate web text
        Set Transparent colors – to make certain
         sections of image transparent
            Won’t work for all images
            Setting background color to transparent will
             allow PowerPoint background to show
        Reset picture – if you want to start over

     Word Art
        Bring up Word Art toolbar (R-click in
         upper gray, choose Wordart)
        Insert Word Art button – Blue A
        Choose a style, click OK
        Choose a font, size, enter text
        No wrap – use hard returns
        Move it (click and drag), size it (click and
         drag sizing boxes)
        Yellow diamonds manipulates curves

     Drawing toolbar
      Bring up drawing toolbar
      Lines and arrows buttons
            Click and hold to start, drag, let go to
             end – manipulate with sizing boxes

        Shapes buttons: circle and square
            Click and hold to start, drag, let go to
             end – manipulate with boxes

     Drawing toolbar (con’t)
        Select paintbucket to add fill colors
         (closed objects only) - choose ▼ to
         change color
        Select paintbrush to add line color –
         choose ▼ to change color
        Select “A” to add text color – choose ▼ to
         change color
        Shadow button to create shadow
        3-D button to create 3-D version of shape

     Creating a text box
        R-click in upper gray area, select
        Drawing toolbar shows up at bottom
        Select text box button (“A” in box)
        Drag and draw the box (you pick width,
         text determines height)
        Type in text, click outside box
        Text is within a graphic object, so it won’t
         appear in outline
                   This is a text box!
     Creating a text box (con’t)
        Drawing toolbar has fill color
         (paintbucket), line color (paintbrush),
         text color (A) options
            Click icon for that color, or ▼ to pull down
             other color options
        Line style, dash style buttons to choose a
         border style
        Right or left justify, or center text
        Change attributes of text with B, I, U,
         font and font size
        Resize and move with handles
     PowerPoint on the Web
 Hyperlinks to other slides         Slide pane


            Previous/next buttons
        Click Autoshapes, choose shape category
        Lines - Free draw, lines, arrows
        Other categories: Basic shapes,
         connecters, block arrows, chart elements,
         cartoon balloons
        Yellow diamonds will adjust various
         aspects of shape (curves, width)
        Some can have text inside – cursor will
         show insertion point
     Rotating objects
        Select object
        Click Free Rotate button (arrow curving
         around a circle) – sizing boxes change to
        Place cursor on circle, Click and drag to
        Draw,Flip or Rotate will do it too
        Draw, Nudge for slight moves in any

     Grouping objects
        Select object, hold down shift key, select
         next object
        Will maintain spatial relationship to each
        One collective set of sizing and moving
        R-click, select Grouping to keep them
        R-click again for ungrouping, regrouping

     Action buttons
        Choose button, size it, dialogue box will
        Click or mouse-over action

        To new slide, file, program, macro,
        Add sounds, highlight
        R-click on box, Hyperlink, Edit hyperlink
         to edit

     Text hyperlinks
        Select text
            Pick words with most meaning
        R-Click, Hyperlinks
          Link   to   web page
          Link   to   document
          Link   to   other slide in presentation
          Link   to   other presentation

     Image hyperlinks
      Action buttons are image hyperlinks
      Insert image
      R-Click, choose hyperlink, or
      Choose Action settings
          Add links
          Add sounds

          Add behaviors

     Slide masters, Color
     schemes, Backgrounds

     Slide and Title Masters
      Slide Master affects ALL slides
      Title Master affects all title slides
      View, Master, Title master or slide
      Sets format of templates
      Size, drag, delete elements
      Change font and size of text

     Notes and Handout Masters
      Same options, but for notes and
      View, Master, Notes or Handouts
      Handouts are tricky – need to first
       set format in print menu, then
       manipulate it in

     Changing color schemes
        Format, Slide color scheme
        Several preset schemes – apply to one
         (good for emphasizing one slide) or to
         entire show
        Each scheme has 8 colors
        Custom tab to manipulate colors
        Add to standard schemes button to save
         scheme, or delete it with Delete Scheme

        Format, Background
        Choose new color main option (which you
         can change in “Color Scheme”)
        Omit Background Graphics From Master a
         useful option
            Good for web pages, uncluttered handouts
            Smaller file size
        “Fill effects” can change background to a
         gradient, texture, pattern or photo

     Tables and charts

     Inserting charts from Excel
        For more complex charts, with lots of
        Create in Excel, import to PowerPoint
        Insert, Object, Create From File
            Browse to chart and select
        Can’t manipulate in PowerPoint other
         than size and move
            Create directly in PowerPoint for more control

     Creating a chart
        Click Insert Chart button – sample chart
         and sample excel sheet appear
        Manipulate chart by changing heading
         and numbers in excel sheet
        Size and move elements within chart
         (screentip tells you name of each one),
         and chart itself
        Manipulate elements with a R-click over
         that element

     Modifying the chart
      To change data - D-click chart –
       datasheet appears
      R-click different elements to format
       them (legend, bars of chart)
      Use “Chart” menu to get wizard
       options back

        Insert Table button
            Move cursor to choose # of columns, rows
        Insert, Table
            Choose number of columns and rows
        Click and drag border to move table
        Click and drag cell walls to move them,
         use sizing boxes to size entire table
        Place insertion point in cell to add text

     Modifying a table
        Tables and Borders button brings up
          Draw lines with pencil button, erase
           with eraser button
          Border size and color, fill colors
          Cell merge/split
          Text alignment (top, middle, down)
          Use Table ▼ dropdown in toolbar to
           add or remove cells and rows

     Sound and motion

     Sounds From Gallery
        Insert/Movies and sounds/Sounds from
        Type “sound” in Search For box to see all
         gallery sound clips
        Most aren’t useful for a professional
        Choose sound, prompt will ask if you
         want sound to play automatically or on
        Sound icon shows, will show on actual
         slide show – size and move, DON’T delete
     Sounds From File
        “From File” means you’ve got your
         own sound file
          Record yourself
          Web has every sound you could
           possibly need
      Insert, Movies and Sounds, Sound
       From File
      Same rules as Gallery Sounds

     Playing a CD audio track
        Insert/Movies and sounds/Play CD
        Which track(s), how long, loop
        Prompt will ask auto-play or on mouse-
        CD icon appears, will show on actual
        To play across several slides, go to Slide
         Show, Custom Animation, Multimedia

     Adding video
      Insert, Movies and Sound, Movies
       from Files
      Make sure the file is small enough to
       transport and play easily
      Make sure host computer has proper
       media player (older Windows Media
       Player a safe bet)

     Automating the slide show
        Slide Show, Rehearse timings
            Can be used to get timings on individual
             slides, entire show
            Pause, Reset options
            Can use those timings for an automated show
             (“Yes” when prompted)
            Can keep timings for reference, but turn them
             off for actual show
              • Slide Show, Set Up Show, Unclick “Use timings when

     Recording Narration
        For stand alone show
            VERY useful to to record a presentation – will
             record narration, timings, audience reaction
        Slide Show, Record Narration
        Change Microphone level, or sound
         quality, click okay
            Link the file in check box at bottom for long
             presentations (smaller files)
        Slide show will start, recording will start

     Slide transitions
        Slide show/Slide transition, or
        Click transition button
        Select which transition, speed (slow,
         medium, fast), change on mouse-click or
         pre-timed, play sound
        Will preview automatically w/dog and key
        Apply to apply to current slide, or Apply
         To All
        Small icon will appear beneath all affected
         slides in slide sorter (shows timings as
     Pre-set animations
        Slide show/Preset animations will show
         list of presets – OFF is at top
            Some of these are quite annoying – Laser text
             a prime example
            Simple appear and dissolves are better (make
             sure it’s not word by word!)
            Yellow star is animation shortcut button
        To set animations for all slides in slide
         sorter view – Ctrl + A to select all, then
         set your animation
        Slide show/Custom animation will allow
74       much greater control
     Custom animation
        Custom animation can be created ONLY
         while in Normal View, one slide at a time
        Choose your slide
        Slide Show, Custom Animation
        Check all objects you wish animate
            Good idea to have one non-animated object,
             usually the title, to appear when you change
        Each selected object has 4 tabs to work
         with: Order and Timing, Effects, Chart
         effects, Multimedia
     Custom animation (con’t)
         Order and Timing > choose order objects
          appear, set timing of each object or advance
          on mouse-click
         Effects > Highlight the object, select the
          effect, from which direction, at what speed,
          sound effects, dim after animation, text
          introduced all at once or by level
           • Introducing by level allows you to discuss each
             bullet point
           • Dimming after animation allows you to emphasize
             the point you’re currently on

     Custom animation (con’t)
        Chart effects > allows you to introduce
         each chart element separately, with same
         options as text effects (effects, direction,
         sound, dim after animation)
            Grayed out if there is no chart
        Multimedia > allows you to play sounds
         during animations, time sounds to play
         for one slide or several, stop when you
         move to next slide, pause to wait for
         sound to finish
            Grayed out if there is no media
     PowerPoint on the Web
 Hyperlinks to other slides         Slide pane


            Previous/next buttons
     Publishing to the Web

     PowerPoint on the Web
      Individual files are small, easy to
      Don’t need PowerPoint to view it
            All written in html
      End result has links to slide title on
       left, slides on right
      Bottom of page has arrows to move
       slide by slide

     Sample Web page

     File structure
        A PowerPoint presentation is one file, a
         web-based version is many files
        First file is presentation name.htm
            This is the one you link to
            Very small file, easy to download
        All other files are in folder called
         presentation name (Powerpoint2000)
        Copy folder and file into website

     Creating the presentation
      Same as you would a regular
      Avoid gratuitous graphics, sounds,
       movies, transitions
      Take advantage of hyperlinks
          Highlight text, R-click, choose
          Type in Web address

     How to Publish
        Save presentation
        File, Save As Web Page
        Click “Publish” button for options
            Complete presentation or section
            Choose “All Browsers”
            Decide whether to include speaker notes
        “Web options” button for more control
            Navigation controls
            Slide animations
        Click “Publish” when done
     Test your presentation
        Test in more than one browser
            Netscape
            Explorer
            America Online (need to subscribe)
            Mac (know someone who has a Mac)
        Tends to work better in Netscape
            Text is smaller
            “All Browsers” option makes it work better in
             Explorer (95% of all browsers)
        Test all internal links

     Importing text from Word
        Insert,Slide from outline
        Browse to file and select
        Will import entire file as a presentation
        Uses headings in Word to determine
         structure –
            Heading 1 converts to slide titles, Heading 2
             to first level bullet points, Heading 3 to
             second level, etc.
        Choose a design, choose layouts, edit
         text to fit inside slides, and you’re done


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