MELJUN CORTES Ms power point

Microsoft PowerPoint Instructional Materials Mengvi P. Gatpandan

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Lesson One: The Microsoft PowerPoint Screen

• Microsoft PowerPoint Title Bar • Microsoft PowerPoint Menu Bar • Standard and Formatting Toolbars • Rulers • Placeholders • Status Bar • Outline Tab • Slides Tab • View Buttons • Drawing Toolbar • Common Tasks Buttons • Task Pane • Vertical Splitter Bar • Minimize Button • Maximize/Restore Button • Close Button

Lesson Two: PowerPoint Overview

• Create New Slides • Change Your Slides • Apply a Design Template • Correct Spelling • Sorter View • Run Your PowerPoint Slide Show • Print Your Slides

Lesson Three: Creating Your First PowerPoint Presentation

• Create a Title Slide • Insert a New Slide • Create a Hierarchy • Use Two-Column Text • Apply a Design Template • Outline and Slides Tab • Slide Sorter View • Run Your Slide Show • Print Your Outline • Print Your Slides • Print Your Slides as a Handout


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Lesson 1: The PowerPoint Screen

You use PowerPoint to create effective slide show presentations. The PowerPoint screen has many elements.

Title Bar

The Title bar generally appears at the top of the screen. The Title bar displays the title of the current presentation.

Menu Bar

The Menu bar displays the menu. You use the menu to give instructions to PowerPoint.


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Standard and Formatting Toolbars

PowerPoint has several toolbars. Toolbars provide shortcuts to menu commands. The most commonly used toolbars are the Standard and Formatting toolbars. You use the Standard toolbar to do such things as open a file; save a file; print a file; check spelling; cut, copy, and paste; undo and redo; or insert a chart or table. You use the Formatting toolbar to change the font, font size or font color; bold, underline, or italicize text; left align, right align, center, or justify; bullet or number lists; highlight; or decrease or increase the indent.

Rulers

Rulers are vertical and horizontal guides. You use them to determine where you want to place an object. They are marked in inches.

Placeholders

Placeholders hold the objects in your slide. You use placeholders to hold text, clip art, and charts.

Status Bar

The Status bar generally appears at the bottom the screen. The Status bar displays the number of the slide that is currently displayed, the total number of slides, and the name of the design template in use or the name of the background.

Outline Tab

The Outline displays the text contained in your presentation.


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Slides Tab

The Slides tab displays a thumbnail of all your slides. You click the thumbnail to view the slide in the Slide pane.

View Buttons

The View buttons appear near the bottom of the screen. You use the view buttons to change between Normal view, Slider Sorter view, and the Slide Show. Normal View

Normal view splits you screen into three major sections: the Outline and Slides tabs, the Slide pane, and the Task pane. The Outline and Slides tabs are on the left side of your screen. They enable you to shift between two different ways of viewing your slides. The Slides tab shows thumbnails of your slides. The Outline tab shows the text on your slides. The Slide pane is located in the center of your screen. The Slide pane shows a large view of the slide on which you are currently working. The Task pane is located on the right side of your screen. The Tasks pane enables you to select the task you want to perform.

Slide Sorter View

Slide Sorter view enables you to view thumbnails of all your slides. In Slide Sorter view you can easily add, delete, or change the order of your slides. When you are in Slide Sorter view, a special Formatting toolbar appears. It has options that allow you to make changes to your slides

. Slide Show

Use the Slide Show view when you want to view your slides, as they will look in your final presentation. When in Slide Show view:

Esc Returns you to the view you were using previously.

Left-clicking

Moves you to the next slide or animation effect. When you reach the last slide, you automatically return to your last view.

Right-clicking

Opens a pop-up menu. You can use this menu to navigate the slides, add speaker notes, select a pointer, and mark your presentation.


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Drawing Toolbar

The Drawing toolbar generally appears near the bottom of the screen. It contains tools for creating and editing graphics.

Common Tasks Buttons

Using the common tasks buttons, you can select the type of tasks you want to perform.

Task Pane

The Task pane enables you to select the specific task you want to perform.

Vertical Splitter Bar

You can click and drag the vertical splitter bar to change the size of your panes.

Minimize Button

You use the Minimize button to remove a window from view. While a window is minimized, its title appears on the taskbar.

Maximize/Restore Button

You use the Maximize button to cause a window to fill the screen. After you maximize a window, if you click the Restore button, the window returns to its former size.

Close Button

You use the Close button to exit the window and close the program.


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Lesson 2: PowerPoint Overview

When you start PowerPoint, PowerPoint displays the Title Slide in the Slide pane. You can type the title of your presentation and a subtitle on this side. To enter text on the Title Slide:

• Click and type the title of your presentation in the "Click to add title" area. • Click and type a subtitle in the "Click to add subtitle" area.

If you do not wish to use the Title Slide, choose Edit > Delete slide from the menu to delete it.

Create New Slides

After completing your title slide, you can create additional slides. To create a new slide:

1. Do one of the following: o Choose Insert > New Slide from the menu.

o Click the New Slide button . o Press Ctrl-M.

The Apply Slide Layout pane will appear on the right side of the screen. The Apply Slide Layout pane provides you with slide templates you can use when creating your PowerPoint presentation. There are four types of Text Layout templates.

Title Slide - The Title Slide contains two text placeholders that you can use to display a title and a subtitle of your presentation.

Title Only - The Title Only slide contains a single placeholder. You can use it to display a title.

Title and Text - The Title and Text template provides a placeholder for a title and a placeholder for text.


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Title and 2 Column Text - The Title and Text template provides a placeholder for a title and two placeholders for text.

2. To select a layout, click the layout you want in the Apply Slide Layout pane. The layout will then appear in the Slide pane.

3. To add text, click inside the placeholder and type. 4. To add an additional slide to your presentation do one of the following:

o Right-click on the slide layout. A menu will appear. Choose Insert New Slide.

o Click the down arrow next to the slide layout. A menu will appear). Choose Insert New Slide.

Change Your Slides

After creating a slide, if you want to add text:

1. Place the cursor at the point at which you would like to add text. 2. Type the information you want to add.

If you would like to change text:

1. Highlight the text you want to change. 2. Type the new text.

You can use the backspace key to delete text. You can also delete text by highlighting the text and pressing the Delete key.

Apply a Design Template

Design templates provide attractive backgrounds for your PowerPoint slides. To apply a design template:


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Task Procedure

Do not change spelling. Click Ignore.

Correct spelling. 1. Click the correct spelling in the Suggestions box.

2. Click Change.

Add to Dictionary. Click Add.

Word is Correct. Do not change document.

Click Ignore All.

Word is incorrect. Change entire document.

Click Change All.

1. Do one of the following: o Choose Format > Slide Design from the menu.

o Click the Slide Design icon .

Design templates will appear on the right side of the screen.

2. To apply a design template to all of the slides in your presentation do one of the following:

o Click on the design template. o Right-click on the template. A menu will appear. Choose Apply to All

Slides. o Click on the down arrow next to the template. A menu will appear.

Choose Apply to All Slides.

Correct Spelling

Using the PowerPoint spell checker, you can check the spelling in you PowerPoint documents.

1. To start spell check, do one of the following: o Choose Tools > Spelling from the menu. o Press F7. o Click the Spell Check icon.

If there are possible spelling errors, the Spelling dialog box will open.


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Sorter View

After you have created your PowerPoint slides, you can move, cut, copy, paste, duplicate, navigate, and view them in Sorter view. To view the slides in Sorter view, do one of the following:

o Choose View > Slide Sorter from the menu. o Click the Slide Sorter View icon.

Slide Sorter View

Task Procedure

Move to first slide. Ctrl-Home

Move to last slide. Ctrl-End

Move to next slide. Right arrow

Move to previous slide. Left arrow

Select a slide. Single-click

Open slide in Normal view. Double-click slide.


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Slide Sorter View

Task Procedure

Select a single slide:

1. Click the slide you want to select.

Select slides.

Select multiple slides:

1. Hold down Ctrl key. 2. Click the slides you want to

select.

1. Select the slide or slides you want to delete.

2. Press the Delete key.

Delete a slide.

1. Select the slide or slides you want to delete.

2. Choose Edit > Delete Slide from the menu.

1. Select the slide. 2. Choose Edit > Copy from

the menu.

1. Select the slide. 2. Click the copy icon.

Copy a slide.

1. Select the slide. 2. Press Ctrl-C.


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Slide Sorter View

Task Procedure

1. Select the slide after which you want the new slide or slides to appear.

2. Choose Edit > Paste from the menu.


2. Click the paste icon.

Paste a slide


2. Press Ctrl-V.

1. Select the slide or slides you want to cut.

2. Choose Edit > Cut from the menu.


2. Click the Cut icon.

Cut a slide


2. Press Ctrl-X.

Move a slide 1. Select the slide or slides you want to move.

2. Drag to the new location.


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Slide Sorter View

Task Procedure

1. Select the slide or slides you want to duplicate.

2. Choose Edit > Duplicate from the menu.

Duplicate a slide

1. Select the slide or slides you want to duplicate.

2. Press Ctrl- D.

Run Your PowerPoint Slide Show

Once you have created your slides, you can run your Slide Show:

1. Do any one of the following: o Press F5. o Choose Slide Show > View Show from the menu. o Click the Slide Show icon, which is located in the bottom left corner of

your screen.

Your slideshow will appear on your screen.

Navigating the Slideshow

Task Procedure

Go to the next slide. Do one of the following:

• Press the Right Arrow key. • Press the Enter key. • Press the Page Down key. • Left-click


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Go to the previous slide. Do one of the following:

• Press the Left Arrow key. • Press the Backspace key. • Press the Page Up key.

Print Your Slides

PowerPoint provides you with many printing options. You can print a large view of your slides or you can print your slides as handouts with 1, 2, 3, 4, 6 or 9 slides per page. You can also print your Notes pages or the Outline view of your slides. To print:

1. Choose File >Print Preview from the menu. The Print Preview area will open. 2. Click the down arrow next to the Print What field. 3. Select what you would like to print. 4. Click the Print icon. The Print dialog box will open. 5. Select whether you want your slides to print in color, grayscale, or black and

white. If you are using a black and white printer, choose black and white. You will use less ink or toner.

6. Check whether you want your slides to print vertically or horizontally.

Lesson 3: Creating Your First PowerPoint Presentation

The following exercise steps you through creating your first PowerPoint presentation.

Create a Title Slide

1. Open PowerPoint. 2. Choose Blank Presentation on the Task pane. You will be presented with a Title

slide.


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3. Enter the information shown here. Type College Scholarships and Financial Aid in the Click to Add Title text box. Type Paying for College in the Click to Add Subtitle text box.

Insert a New Slide

1. Click the New Slide icon . 2. Click the Title and Text icon.

3. Enter the information shown here. Type Here is what to do: in the Click to Add Title area. Type the bulleted text in the Click to Add Text area.


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Create a Hierarchy

1. Insert a new slide. Right-click the Title and Text icon. A context menu will appear. Choose Insert New Slide from the context menu.

2. Enter the information shown here. Click the Increase Indent icon to indent the bullets for Stafford Loans and PLUS Loans. If you ever need to decrease an indent, use the decrease indent icon .

Use Two-Column Text

1. Right-click the Title and 2 Column Text icon. A context menu will appear. Choose Insert New Slide.

2. Enter the information shown here. Type the information in the appropriate column.

Apply a Design Template

1. Click the design icon . Design templates will appear on the left side of the screen.

2. Scroll down to view the design templates.


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3. Right-click the design template you want to apply. A context menu will appear. Choose Apply to All Slides. We used the Lock and Key design template.

Outline and Slides Tab

1. Use the Slides tab to view thumbnails of your slide.

2. Click the Outline tab to view the text of your presentation as an outline.


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Slide Sorter View

1. Choose View > Slide Sorter from the menu to move to Slide Sorter view.

2. Double-click a slide to return to Normal view.

Run Your Slide Show

1. Press F5 to run the Slide Show. 2. Use the arrow keys on your keyboard to move forward and backward through

your slides. 3. Use the Esc key to return to Normal view.


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Print Your Outline

1. Choose File > Print Preview from the menu. 2. Click the down arrow next to the Print What icon.

3. Select Outline view.

4. Click the Print icon. 5. Click Close.

Print Your Slides

1. Choose File > Print Preview from the menu. 2. Click the down arrow next to the Print What icon. 3. Select the slides you want to print.


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4. Click the down arrow next to Options. A menu will appear. 5. Choose Color/Grayscale > Pure Black and White. 6. Click the Print icon. 7. Click Close.

Print Your Slides as a Handout

1. Choose File > Print Preview from the menu. 2. Click the down-arrow next to the Print What icon. 3. Select Handouts (2 Slides per Page). 4. Click the Print icon. 5. Click Close.

Beginning with a new slide

When you launch PowerPoint you will see the window below:

Select Template if it is not already selected. Click OK to make your choice. This tutorial was prepared using PowerPoint in Office 98 for Macintosh. If you are using a different version of PowerPoint you may see slightly different windows.


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In the window above the template Fireball could be chosen by double-clicking the icon, or by clicking on the OK button. If you decide later that you wish to change the template, follow these steps

• Go to the Format menu at the top of the screen • Choose Apply Design • Search for where the templates are stored. The path I followed was:

o Hard Drive/Microsoft Office 98/Templates/Presentation Designs.

That will carry you back to the window you see above. This can be done at any time during the construction of your slide show. However, you may choose only one template for a presentation. Backgrounds can be varied, elements can be recolored, but more than one template can not be used in a single presentation. [Note: PowerPoint XP and later versions allow use of different design templates on individual slides in a show.]

After choosing a template your next choice is slide layout.


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Title Organization chart

Bulleted text Insert a Graph

Clip Art Using a Table

Title slide is the layout presented for your first slide. You may choose the layout by double-clicking on the layout, or by clicking on the OK button. You may select a different layout by clicking on the thumbnail image. Several types of layout are illustrated above:

After you have chosen a layout for your slide is you decide you wish to change the layout for that particular slide, follow these directions:

• Go to the Format menu at the top of the screen • Choose Slide Layout to see the window shown above

Adding a New Slide

After you have selected the format for your first slide, you may add a second slide to your presentation by:

• Go to the Insert menu at the top of the page and select New Slide

• Click on the New Slide button

Adding text to a slide, moving the text, and changing text style or color


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Adding Text

On whatever slide format you have chosen, you will find dashed boxes including instructions to "Click to add ..." for whatever can be added to the slide.

• On the Title slide click in the title and type "Cool things to be found in the Library Media Center"

• On the Sub-Title slide click in the block and type "Reasons to Keep Coming Back to the Library," or whatever you have chosen for a sub-title.

Moving text block

To move a text block to another position on the slide, click the cursor in the border surrounding your text. Your cursor will change to a four-headed arrow indicating that you can now click and drag the block to a new position.

You can get this cursor by moving your mouse to any point of the border surrounding the text block except for the eight white squares. If you move your cursor to those points it becomes a double headed arrow indicating that you can change the size of the block.

Changing text style or color

Any text created in PowerPoint must be highlighted before changing font, style, or color. To produce the headline you see below I had to reformat several things:


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Changing Font and size

With the text highlighted, click on the down arrow beside the name of the font, or font size to choose another. With the text highlighted, click on the large A to increase size, or the small A to decrease size

With the text highlighted, go to the Format Menu at the top of the page and select Font to change font, size, style, or text color.

Changing Font style

With the text highlighted, click on B for Bold, I for Italic, U for Underline, or S for Shadow, With the text highlighted, go to the Format Menu at the top of the page and select Font to change font, size, style, or text color.

Changing Text Color

With the text highlighted, click on the down arrow to choose a new color. With the text highlighted, go to the Format Menu at the top of the page and select Font to change font, size, style, or text color.

Inserting an image into a slide

Inserting Clip Art


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Included with slide format Button in

the toolbar Menu bar

Action required

Double-Click Click Select Picture then Clip Art

There are a variety of ways to insert Clip Art into a slide:

Once you have made a selection a database of clip art images will be built.

The image above shows the Nature library and the sun image is selected. The selected image can be inserted into the slide by double-clicking on the image, or by clicking on the Insert button. When the image is inserted onto the slide it is surrounded by 8 white blocks:


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Moving the image

Place your cursor inside the image and the pointer turns into a four headed arrow. Click and drag the image anywhere on the slide you want to when the cursor is shaped like this.

Resizing the image

Place your cursor on one of the corner squares and it changes to a two headed arrow pointing diagonally. If you click and drag away from the center of the image on any one of these 4 corner squares the image gets larger in both width and height. If the Shift key is depressed while you are dragging the image will not become distorted.

If the cursor is placed on one of the center squares it changes to a two headed arrow. If you click and drag the image will change size in one direction only, width or height.

Inserting an image other than clip art

Select the Insert menu from the top of the screen. Move the cursor down to Picture, and then over to From File. PowerPoint displays the following window:


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In the above window I selected a file of images called Memphis. A thumbnail of the selected image is displayed. Just as with Clip Art, the picture can be inserted by double-clicking or by clicking on the Insert button.

If the Find File button is selected, Power Point will build a database of all images stored on your computer

Using different slide views

Five different views are available for a slide show

• Slide View - in which only the current slide is seen • Outline View - in which a text outline of the presentation is seen • Slide Sorter View - in which thumbnail images of each slide in the

presentation are seen • Notes Page View - in which a small image of the slide is accompanied

by a notes section • Slide Show - in which a full sized version of each slide is seen on the full

computer screen

This panel of buttons at the bottom of the window allows selection of the views

Slide View


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You must be working in Slide View to edit text, images, or colors on the slide.

Outline View

In outline view you can quickly scan the entire presentation, edit text, but not the color of text, or do a spell check. You could also print the outline view to keep for speaker's notes as you present your show.

Slide Sorter View


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This is one of the most useful views. From this view you can:

• Click and drag to move a slide to a new position in the presentation • Copy a slide and Paste a duplicate into the presentation • Set a Transition for each individual slide or for the entire presentation • Choose the method of Building text • Get an overview of what the entire presentation will look like

Notes Page View

This view suggests two principal uses:

• Print a set of these for use as speaker's notes. In each notes section below the slide image you might record important points you want to be sure your audience knows about before going to the next slide. Do not try to say everything you want to say on the slide.

• Leave the notes area blank and print a set of these for each person in your audience. Encourage them to make notes regarding the slide.

• If you have other uses to suggest, please send me Email. To see uses others have suggested, click here.

Slide Show

Clicking this button will begin the slide show. You may also begin the show by selecting Slide Show from the View menu or by selecting View Show from the Slide Show menu.


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First line Second line

Third line Fourth line

Before you present the slide show for the first time you should go to the Slide Show menu and select Set Up Show.

Here is where you find the command to Loop continuously until 'Esc' which will allow your presentation to scroll over and over as students enter your media center.

Animating text

Animating text means that each bulleted point of your slide appears on the screen one at a time. For example:


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How to create a simple animation

Construct the slide. Remember the 6 x 6 rule; "Avoid more than six lines of text, or six words per line." Change to slide sorter view. Select the slide you wish to build. Select the animation effect from the menu at the top of this page.

If you have not already chosen an effect you will see "No Effect" where you see "Fly From Left" above.

Click on the down arrow to the right and select an effect.

Another rule to remember is the "Run Over Rule." Avoid having text run over other text on the way to its final resting place. Click on the Slide Show button to see this effect in action in your slide presentation.

How to create a complex animation

Construct the slide. While still in Slide view, go to the Slide Show menu and select Custom Animation.


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The following window will be displayed:

Highlight Text 2, select Animate, and click on the Effects tab.

• Entry animation and sound - Click on the name of the effect and you will

see the list of effects available. The same is true with the sound. Caution! This sound will play as each element is presented. Some of the sounds sound interesting the first time, but get tiresome with repetition.

• After animation - Dimming means changing the color of the previous points so the new point presented will stand out. You may also choose to hide the previous points so that only your new point is displayed.

• Introduce text - You may introduce the text in one of three ways. o All at once - This shows the entire line of text, all at once. For

most presentations this will be the preferred setting. o One word at a time - Each word that you typed shows up one at a

time. If you are doing a presentation for children this might be fun


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for one slide. I can not imagine sitting through a presentation where this effect is used on each slide, especially with accompanying sound.

o One letter at a time - Yikes! Why would you want to? If you have a really good use for this effect please send me Email and share it with me. To see uses others have suggested, click here.

Before you leave the Custom Animation window, click on the Preview button to see, and hear, what your effect will look, and sound, like.

Caution: Many new users of PowerPoint become enamored with all of the "bells and whistles" which they can easily include in their slide show. As much fun as those sounds and animations can be, remember the purpose of a PowerPoint slide show is to communicate some important information. If sounds fit naturally in the lesson, include them. For example, in a show about lions, the roar of a lion is appropriate. However, sound, just for the sake of sound, should NOT be included in your show. Studies show that the more "bells and whistles" you place into a show, the more likely it is that your audience will remember only the glitz.

Creating transitions between slides (PowerPoint 97)

Create your slide show and go to the Slide Sorter View.

At the top of the window you will find slide transition and text animation controls:


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Click on the button to the left. It is the Slide Transition button, and will produce the following window:

The transitions which you choose will take place as the slide disappears and the next slide is presented.

After you select a transition the dog

will change to a key using the

transition style you choose.

Experiment with slow, medium, or

fast to see which works best with

your slide show

If your show is going to run by itself,

select automatically and enter a

number of seconds. On the other

hand, if you are speaking as you

present the slides you may p refer the

mouse click option.


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Always test your presentation before showing it. What sounded like such a good choice while you were writing, may not work out as well as you thought.

Slide show options

Your slides have been created. Transitions and animations have been selected. It is time to work on your entire show. Go to the slide sorter view so you can get a visual overview.

From this visual overview I know several things about my show. All three slides have a transition between slides (the slide with an arrow to the right). The text in slides 1 and 2 will build (the three bulleted line symbol). A time has been specified for each slide.

If you decide that a slide belongs in another place you may click and drag the entire slide to the new spot. For example; I could click on slide 3 and drag it to the left. A vertical line will appear between slides 1 and 2. If I let go of the mouse button, my original slide 3 will now be slide 2.

This sound accompanies the

transition from one slide to another.


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Viewing the Slide Show

You can start a show by clicking on the Slide Show button at the bottom of the window. You may also go to the View menu at the top of the screen and select Slide Show. Either of these options will allow you to see your show. There is an option which gives you more control. Go to the Slide Show menu, and select Set Up Show or Rehearse Timings.

Set Up Show - This choice allows control over several parameters:

The principal use of this window will be to cause the show to loop continuously until you hit the esc key. Even though timings are specified, you could choose to advance slides manually. Pen color will allow you to write on the slide during the show, and the mark will not permanently change the slide. More on that later.


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Rehearse Timings - If you select this option, your show immediately starts. A timer begins to run in the bottom right corner. When you are ready for the next thing to happen, click once with your mouse. Nothing will happen until you click. Wait until the exact amount of time has elapsed before you click. PowerPoint records all of those timings and will ask you at the end of the rehearsal if you want to save those times. If you say yes then any times you may have entered will be changed when you go back to the Slide Sorter view

Ready? On with the show!

Date post:	19-Jan-2017
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