Table of contentlibraries.ucsd.edu/clinlib/tutorials/powerpoint... · PowerPoint. • Help ....

Table of content STARTING YOUR PRESENTATION .....................................................................................................................1

USING TOOLBARS......................................................................................................................................................2 SHOW TOOLBARS ON TWO ROWS ..............................................................................................................................2 USING THE TASK PANE..............................................................................................................................................3 CREATE A PRESENTATION USING AUTOCONTENT.....................................................................................................4

CREATE A PRESENTATION FROM SCRATCH.................................................................................................5 CREATING NEW SLIDES .............................................................................................................................................5

WORKING WITH TEXT ..........................................................................................................................................6 INSERTING NEW TEXT BOX .......................................................................................................................................6 MOVE A TEXT BOX....................................................................................................................................................6 RESIZE A TEXT BOX ..................................................................................................................................................6 TEXT AUTOFIT ..........................................................................................................................................................7 INSERTING HYPERLINKS ............................................................................................................................................8 CREATE SPEAKER NOTES ..........................................................................................................................................8

SLIDE DESIGN.........................................................................................................................................................10 DESIGN TEMPLATES ................................................................................................................................................10 CHANGE PRESENTATION COLOR AND BACKGROUND ..............................................................................................10 CHANGE BACKGROUND COLOR...............................................................................................................................11

MULTIMEDIA..........................................................................................................................................................12 INSERTING PICTURES AND CLIP ART .......................................................................................................................12 INSERTING MOVIES, SOUNDS...................................................................................................................................12 SOUNDS ...................................................................................................................................................................12 CHANGING SOUND OPTIONS ....................................................................................................................................13 MOVIES ...................................................................................................................................................................13 CHANGING VIDEO OPTIONS .....................................................................................................................................13

INSERTING TABLES ..............................................................................................................................................14 TABLES AND BORDERS TOOLBAR.............................................................................................................................14

SPECIAL EFFECT WITH TEXT ...........................................................................................................................15 APPLY A WORDART EFFECT....................................................................................................................................15

SPECIAL EFFECTS WITH SLIDES......................................................................................................................16 TRANSITIONS BETWEEN SLIDES ...............................................................................................................................16 ANIMATE SLIDES AND OBJECTS ...............................................................................................................................17

PACKAGE PRESENTATION FILES ....................................................................................................................18 KEYBOARD SHORTCUTS.....................................................................................................................................19 PRESENTING WITH POWERPOINT: 10 DOS AND DON'TS..........................................................................22

1. HOLD UP YOUR END WITH COMPELLING MATERIAL..............................................................................................22 2. KEEP IT SIMPLE. ...................................................................................................................................................22 3. MINIMIZE NUMBERS IN SLIDES. ............................................................................................................................22 4. DON'T PARROT POWERPOINT...............................................................................................................................22 5. TIME YOUR REMARKS. .........................................................................................................................................22 6. GIVE IT A REST.....................................................................................................................................................23 7. USE VIBRANT COLORS..........................................................................................................................................23 8. IMPORT OTHER IMAGES AND GRAPHICS................................................................................................................23 9. DISTRIBUTE HANDOUTS AT THE END — NOT DURING THE PRESENTATION. ..........................................................23 10. EDIT RUTHLESSLY BEFORE PRESENTING. ...........................................................................................................23

PowerPoint 2003 Skill Building Medical Center Library

Starting your presentation When you launch the program you are presented with the following windows. The window is comprised of 3 sections, the viewing area, the slide and the task pane. The first slide is called the Title slide; every subsequent slide is called the Content slide.

If you are not sure how to organize your ideas or choose a layout for a slide show, select the From AutoContent wizard link from the task pane. You will be prompted with suggestions that will allow you to successfully create your slide show.

Email Sami Gholam: [email protected] or call 36520 http://gort.ucsd.edu/clinlib/tutorials

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Using Toolbars To display a toolbar

1. Open the View menu and select Toolbars. The toolbars menu will be displayed.

2. When you click the toolbar you want to display, a check mark will appear.

Show Toolbars on Two Rows

1. Click the arrow at the right end of the toolbar. 2. Select Show Buttons On Two Rows.


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Using the Task Pane Task panes present options for doing whatever task is at hand. If the task pane is not open, you can open it by opening View and clicking Task Pane.

1. Click the down arrow on the task pane title bar. 2. Click the task pane you want.

Here are some of the task panes options: • Getting Started suggests things to do when you first load

PowerPoint. • Help displays ways you can search for help online or

offline. • Search Results allows you to search for Microsoft Office

online Help training and templates. • Clip Art allows you to search for clip art by subject

name, location and file types. • Research searches your computer or Microsoft online

reference for typed text. • Clipboard displays the content of the clipboard, which

you can then paste or clear. • New Presentation displays ways to get started when

creating a new presentation. • Template Help allows you to search for useful templates. • Slide Layout displays a menu of layout options for creating a new slide or modifying an

existing one. • Slide Design displays a menu of slide design options, including layout, color and design

element. • Slide Design – Color Schemes displays various colors that can be used to change the color

scheme for a specific slide design. • Slide Design – Animation Schemes displays a menu of animations, which may be added to

an element of a slide. • Custom Animation is used to create a custom animation on an element of a slide. • Slide Transition displays a menu of visually interesting transitions that can be used to vary

how one slide gives way to the next.


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Create a Presentation Using AutoContent The AutoContent Wizard creates a complete presentation, including text and requires only minimal input from you.

1. Select File and click New to bring up the new presentation task pane. 2. Click From AutoContent Wizard. 3. Click Next to begin the wizard process. 4. Select a type of presentation and click Next. 5. Select On-Screen presentation and click Next.


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Create a Presentation from Scratch When you create a presentation from scratch, you will begin with blank slides and add layouts, colors schemes, fonts, graphics and charts, and other design elements, and text.

1. Select File and click New. The New Presentations tasks pane will be displayed. 2. Click Blank Presentation. A blank title page slide will be displayed. 3. Click and type over Click To Add Tile to enter the title of your presentation. 4. If you want to add a subtitle, click and type over Click to Add Subtitle.

Creating New Slides 1. Click the New Slide button on the toolbar. 2. Select a layout from the task pane to apply to that slide. There are a variety of

combinations of title with bulleted text or title with multimedia. Select what you want; you can always change it later.


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Working with Text PowerPoint uses Text Placeholders to contain text. Text placeholders are text boxes that contain text and other objects. Text boxes can be moved or rotated. You can create a new one or use an existing one from the template.

Inserting New Text Box 1. Open menu Insert and click Text Box. 2. Place the pointer about where you want to locate the text box and drag it

into a text box shape. 3. Type the text you want. 4. When you are finished, click outside the text box to confirm the typing.

Move a Text Box To move a text box, you drag the border of the placeholder.

1. Click the text within a text box to display the outline of the text box.

2. Click the border of the text box. The border will become dotted. The pointer will be a four-headed arrow.

3. Place the pointer on the border between the handles, and drag it where you want.

Resize a Text Box 1. Click the text to display the text box border. 2. Place the pointer on the border over the handles so that the pointer

becomes a two-headed arrow. 3. Drag the sizing handle in the direction you want the text to expand

or reduce in size. As you drag the pointer will change into a crosshair.

area is selected, and you can nter or edit text. If the border is dotted, the placeholder is selected nd can be moved copied or deleted.

Note The border of a text box tells what can be done with it. If the border contains slanted lines, the text ea


Text AutoFit The doted box on the slide is called the Text Placeholder. When you type text that goes beyond the placeholder, PowerPoint will auto fit the text inside the placeholder, and an option box will appear with the following options: • Stop fitting text to this placeholder.

This will leave the text size the same and the text will be outside the placeholder.

• Split text between two slides. This will create a second slide and place the extra text in the new slide.

• Continue on a new slide. This will create a new blank slide.

• Change to two columns. This will split the slide into two columns

Slide changed to two columns. Formatting text is similar to a word processor; you can change font type, size and color, bold, italicize, underline, align left, right, center and justify.


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Inserting Hyperlinks Inserting hyperlink in a presentation allows you to link to other presentations or to another slide within the current presentation.

1. Highlight the text or select the object that will contain the hyperlink. 2. Click menu Insert and click Hyperlink. The insert Hyperlink dialog box will be

displayed. 3. Find the hyperlink destination.

a. Click Existing File or Web Page to View other presentations. b. Click Place In This Document to see a slide in the current presentation

4. Click OK to insert the hyperlink

Create Speaker Notes Notes are used to create speaker notes that aid a speaker during a presentation and to create handouts given to the audience so that they can follow the presentation easily. The notes do not appear on the slides during slide show.

1. The notes pane is located under the slide. Click to add notes

You can also create speaker notes in the notes view


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1. Click menu View then Notes Page. The notes page opens 2. Click under the slide then type your notes.

To go back to normal view Click Menu View then click Normal To Print the note Click menu File then Print Under what to print select Notes Pages


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Slide Design Design Templates are what add the color and personal flare to your shows. However, if you have a creative style, you may want to work with backgrounds, color, etc. Let’s try both and you can decide which you prefer.

Design Templates 1. Select menu Format and click Slide Design or select Slide

Design from the task pane. This will automatically open the task pane providing you with many designs to choose from.

2. Once you decide on one simply click the design and it will automatically apply it to all slides.

Change Presentation Color and Background You might like the design but would like to change the colors.

1. Select Slide Design – Color Schemes from the task pane.

2. Select a color scheme that you like. 3. You can further edit the colors by selecting Edit

Color Schemes 4. Click the element to be changed then the Change

Color button.


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Change Background Color You can change the slide background on one or all slides in a presentation.

1. Click menu Format then Background. The Background dialog box will appear. 2. Click the color drop-down box to see the colors that can be chosen. 3. Click a color then click Preview. 4. When you have chosen a color click Apply To All or Apply to change only the current

slide.

You may select Fill Effects and choose a texture, gradient or a pattern for the background.


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Multimedia

Inserting Pictures and Clip Art PowerPoint is installed with many “clips.” Clips can be media files such as sound, graphics, video and animation.

1. Click the Insert menu then Picture then Clipart. 2. The clip art task pane will open. 3. Search for the clip you want or browse through all clips. 4. Double click the clip to insert it.

When you insert a clip art or a picture the picture toolbar will show.

You can resize or crop the image using the resize handle. To keep the aspect ratios of the picture the same, always resize using the corner handles.

Inserting Movies, Sounds Music, sound and video clips can be inserted on a slide. The clips can come from files on your computer, the internet or use tracks from a CD. The clips you insert can be made to start automatically when the slide is displayed or to start when you click the mouse.

Sounds 1. Click menu Insert, choose Movies and Sounds, and click Sound From Clip Organizer.

or Sound From File if you have a sound file somewhere on your computer. 2. Double click the sound file you want inserted. 3. A message is displayed asking “How do you want the sound to start in the slide show?”

Click Automatically to have the sound played whenever the slide is displayed. Or click When Clicked to have the sound played when you click.

4. A sound icon will appear in the center of the slide. 5. Move the icon to a convenient location.


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Changing Sound options 1. Right-Click a sound icon and select Edit Sound Object.

a. Click Loop Until Stoped to cause the sound to repeat.

b. Click Hide sound icon during slide show. To do just that.

c. Click OK.

Movies Similarly to sound files you can insert video files. When you insert a video, you will see a picture of the beginning of the video rather than an icon.

1. Click menu Insert, choose Movies and Sounds, and click Movies From Clip Organizer. or Movies From File if you have a movie file somewhere on your computer.

2. Double click the video file you want inserted. 3. A message is displayed asking “How do you want the movie to start in the slide show?”

Click Automatically to have the movie played whenever the slide is displayed. Or click When Clicked to have the movie played when you click.

Changing Video options Loop or Rewind a movie

1. Right-Click a movie and select Edit Movie Object. d. Click Loop Until Stoped to cause the Movie to repeat. e. Click Rewind Movie When done Playing to return to the beginning of the

movie. 2. Click OK.

Display options

• Click Zoom to full screen under display options to run the movie at full-screen size.

To set the volume click the sound volume icon

Resizing the movie Occasionally a video may look fuzzy at full-screen size. To fix this, you can resize the movie so that it plays in smaller screen area during the slide show. To resize a movie, making it larger or smaller, select the movie and drag the sizing handles of the picture to the size you want.


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Inserting Tables Creating tables is easily handled in PowerPoint. You give the insert table command, specify the number of rows and columns you want and then fill in the data. There are four ways to create a table on a slide. You can insert one from the layout templates, directly insert a table from scratch, draw a table or insert from Microsoft Word.

1. Click menu Insert then Table. 2. Enter the number of columns and rows and click OK.

Tables and borders toolbar

Tools on the Tables and Borders Toolbars Tool Name Description Draw Table Use to draw a table with irregular columns and row Eraser Erases lines as you click them Border Style Displays a menu of border styles Border Width Displays a menu of border sizes in points Border Color Converts lines to a selected color when you click them Outside Borders Use to choose which lines in the table will be displayed. Fill Color Displays a menu of fill colors. You can fill a table or selected cells

with a selected color. Through options, you can also fill with gradient colors, patterns, textures, or a picture.

Table Displays a menu of options for inserting, deleting, or selecting columns or rows, plus other options.

Merge Cells Merges two or more selected cells into one. Split Cells Splits a selected cell into two cells. The contents will be in one cell. Align Top Aligns the contents of selected cells on the top of the cells. Center Vertically Aligns the contents of selected cells in the middle of the cells. Align Bottom Aligns the contents of selected cells at the bottom of the cells. Distribute Rows Evenly Makes rows the same height, and adjusts the contents accordingly. Distribute Columns Evenly

Makes columns the same width; adjusts the contents accordingly.


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Special Effect with Text Special Effect can be easily added to text using WordArt to give a graphic artist’s professional touch.

Apply a WordArt Effect 1. If the drawing toolbar is not showing, open

View, select Toolbars, and click Drawing. 2. If you have text, perhaps a heading that you

want styled, select it. You can also type it later as part of these steps.

3. Click WordArt button to display the WordArt gallery of text styles.

4. Select a style and click OK. 5. Delete the original selected text. 6. Drag the object to where you want it.

To enter or change the text and its font, click the Edit Text button on the WordArt toolbar. To change the shape of the WordArt click WordArt Shape and select from 40 different shapes.


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Special Effects with Slides Special effects add that touch of “professionalism” that dresses up your presentation and makes it look professional.

Transitions between slides Slides Transition is when you advance from one slide to another. There are many possibilities, all are easy to implement. APPLY ANIMATION TO SLIDES

1. From the task pane select Slide Transition or from the menu select Slide Show then click Slide Transition.

2. Scroll through the list of transitions under Apply to Selected Slides: and click a transition.

3. Click the Speed drop-down list box, and choose between Slow, Medium, and Fast speeds.

4. Click the Sound drop-down list box, and choose a sound to accompany the transition. (You might get a message informing you that you need to install the sound feature.)

5. Click Loop until Next Sound checkbox, if you want the selected sound to remain on until the next sound is encountered.

• Click On Mouse Click checkbox if you want to

advance to the next slide by clicking the mouse.

• Click Automatically After checkbox and fill in the time if you want the slides to automatically advance after a certain time.

• Click Apply to All Slides button to assign the transition effects and sound to the whole

presentation.

• Place a check mark next to AutoPreview to see the transitions displayed as you scroll through the list.

6. Click the Play button to test your transition choice. 7. Click the Slide Show button to start the slide show with transition effects.


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Animate Slides and objects Animation, applies to objects on a slide. You can animate text, graphics, charts, and other objects. You can apply animation to all the text, bullets, and graphics on a slide or to selected objects. (To apply animation selectively, use custom animation.) APPLY ANIMATION TO SLIDES

1. Display the slide in Normal View so that you can easily see what needs to be animated. Select the object or text on the slide that you want to animate. Or don’t select to animate all objects on the slide.

2. Click the task pane title bar, and click Slide Design - Animation Schemes to bring up some animation schemes, (You can also open Slide Show and click Animation Schemes.)

3. Choose from among these options:

• Click under Apply to Selected Slides to select an animation that will be applied to the select text or object. As you scroll through the options, you will see Subtle, Moderate, and Exciting offerings.

• Click Apply to All Slides to use the

animation on all slides in the presentation.

• Click Play to see the animation

played on the selected slides.

• Click Slide Show to play the presentation.


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Package Presentation Files You can copy all the presentation files to a folder or burn them on a CD in order to easily transport them to another computer to show a presentation. This is called packaging.

1. Open the presentation to be packaged. 2. Open File and select Package For CD. The Package For CD dialog box will open. 3. Type a name in the Name the CD text box. 4. Click Add Files if you need to add files other than those which are listed under Files To

Be Copied. The Add Files dialog box will open. Find other files to include and click Add. They will be added to the list of files to be copied.

5. Click Options to specify whether PowerPoint Viewer will be used to view the slide show (the recipient may not have PowerPoint), which presentations to include and in which order, and whether to include linked or embedded TrueType fonts and to password protect the PowerPoint files.

6. Click Copy to Folder to copy the files to a unique folder.

-Or-

7. Click Copy to CD to burn the files onto a CD. You will be asked to insert a CD. A message will ask if you want to continue if comments and annotations are included in the slides. If you do, click Yes.

8. The files will be copied. If you want to copy the files to another folder or CD, click Yes. 9. Click Close to close the Package For CD dialog box.


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Keyboard shortcuts Delete and copy text and objects

To do this Press

Delete one character to the left BACKSPACE

Delete one word to the left CTRL+BACKSPACE

Delete one character to the right DELETE

Delete one word to the right CTRL+DELETE

Cut selected object CTRL+X

Copy selected object CTRL+C

Paste cut or copied object CTRL+V

Undo the last action CTRL+Z

Move around in text

To do this Press

One character to the left LEFT ARROW

One character to the right RIGHT ARROW

One line up UP ARROW

One line down DOWN ARROW

One word to the left CTRL+LEFT ARROW

One word to the right CTRL+RIGHT ARROW

To the end of a line END

To the beginning of a line HOME

Up one paragraph CTRL+UP ARROW

Down one paragraph CTRL+DOWN ARROW

To the end of a text box (text box: A movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document.)

CTRL+END


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To the beginning of a text box CTRL+HOME

To the next title or body text placeholder (placeholders: Boxes with dotted or hatch-marked borders that are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.). If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide.

CTRL+ENTER

To repeat the last Find action SHIFT+F4

Move around in and work on tables

To do this Press

Move to the next cell TAB

Move to the preceding cell SHIFT+TAB

Move to the next row DOWN ARROW

Move to the preceding row UP ARROW

Insert a tab in a cell CTRL+TAB

Start a new paragraph ENTER

Add a new row at the bottom of the table TAB at the end of the last row

Format and align characters and paragraphs

Change or resize the font

To do this Press

Change the font CTRL+SHIFT+F

Change the font size CTRL+SHIFT+P

Increase the font size CTRL+SHIFT+>

Decrease the font size CTRL+SHIFT+<


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Apply character formats

To do this Press

Change the formatting of characters (Font command, Format menu) between sentence, lowercase, or uppercase

CTRL+T

Change the case of letters SHIFT+F3

Apply bold formatting CTRL+B

Apply an underline CTRL+U

Apply italic formatting CTRL+I

Apply subscript formatting (automatic spacing) CTRL+EQUAL SIGN

Apply superscript formatting (automatic spacing) CTRL+SHIFT+PLUS SIGN

Remove manual character formatting, such as subscript and superscript

CTRL+SPACEBAR

Copy text formats

To do this Press

Copy formats CTRL+SHIFT+C

Paste formats CTRL+SHIFT+V

Align paragraphs

To do this Press

Center a paragraph CTRL+E

Justify a paragraph CTRL+J

Left align a paragraph CTRL+L

Right align a paragraph CTRL+R


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Presenting with PowerPoint: 10 dos and don'ts By Jeff Wuorio

1. Hold up your end with compelling material. In a way, PowerPoint's ease of use may be its own worst enemy. However simple and engaging it can be to build eye catching slides and graphics, bear in mind that PowerPoint isn't autonomous. The audience has come to hear you, not merely to stare at images tossed onto a screen. Build a strong PowerPoint program, but make sure that your spoken remarks are no less compelling. "PowerPoint doesn't give presentations — PowerPoint makes slides," says Matt Thornhill, president of Audience First, a Midlothian, Va., business that offers presentation training. "Remember that you are creating slides to support a spoken presentation."

2. Keep it simple. We've all likely seen PowerPoint and other presentations where the speaker seemed ready to propose to the program. After all, it was clear that he fell in love with every wrinkle, special effect and other bit of gadgetry available. But the most effective PowerPoint presentations are simple — charts that are easy to understand, and graphics that reflect what the speaker is saying. Some authorities suggest no more than five words per line and no more than five lines per individual slide. "Don't gum up the works with too many words and graphics," Kerr says. "Do you really need to have everything up on the screen?"

3. Minimize numbers in slides. PowerPoint's lure is the capacity to convey ideas and support a speaker's remarks in a concise manner. That's hard to do through a haze of numbers and statistics. For the most part, most effective PowerPoint displays don't overwhelm viewers with too many figures and numbers. Instead, leave those for a later, more thorough digestion in handouts distributed at presentation's end. If you want to emphasize a statistic in PowerPoint, consider using a graphic or image to convey the point. "For instance, when I once was talking about the prevalence of Alzheimer's patients, I used a photograph of an old woman rather than just throwing up a number on the screen," Kerr says.

4. Don't parrot PowerPoint. One of the most prevalent and damaging habits of PowerPoint users is to simply read the visual presentation to the audience. Not only is that redundant — short of using the clicker, why are you even there? — But it makes even the most visually appealing presentation boring to the bone. PowerPoint works best with spoken remarks that augment and discuss, rather than mimic, what's on the screen. "Even with PowerPoint, you've got to make eye contact with your audience," says Roberta Prescott of The Prescott Group, a Connecticut-based communications consulting firm. "Those people didn't come to see the back of your head."

5. Time your remarks. Another potential land mine is a speaker's comments that coincide precisely with the appearance of a fresh PowerPoint slide. That merely splits your audience's attention. A well-orchestrated PowerPoint program brings up a new slide, gives the audience a chance to read and digest it,


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then follows up with remarks that broaden and amplify what's on the screen. "It's an issue of timing," Kerr says. "Never talk on top of your slides."

6. Give it a rest. Again, PowerPoint is most effective as a visual accompaniment to the spoken word. Experienced PowerPoint users aren't bashful about letting the screen go blank on occasion. Not only can that give your audience a visual break, it's also effective to focus attention on more verbally-focused give and take, such as a group discussion or question and answer session.

7. Use vibrant colors. A striking contrast between words, graphics and the background can be very effective in conveying both a message and emotion.

8. Import other images and graphics. Don't limit your presentation to what PowerPoint offers. Use outside images and graphics for variety and visual appeal, including video. "I often have one or two very short video clips in my presentations," says New York technology consultant Ramon Ray. "It helps with humor, conveys a message and loosens up the crowd."

9. Distribute handouts at the end — not during the presentation. Some people may disagree with me here. But no speaker wants to be chatting to a crowd that's busy reading a summation of her remarks. Unless it is imperative that people follow a handout while you're presenting, wait until you're done to distribute them.

10. Edit ruthlessly before presenting. Never lose the perspective of the audience. Once you're finished drafting your PowerPoint slides, assume you're just one of the folks listening to your remarks as you review them. If something is unappealing, distracting or confusing, edit ruthlessly. Chances are good your overall presentation will be the better for it.

Jeff Wuorio Jeff Wuorio is a veteran freelance writer and author based in southern Maine. He writes about small-business management, marketing and technology issues.

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