Working With PowerPoint Combined

Working With Microsoft PowerPoint

LIBRARY AND LEARNING SERVICES | WORKING WITH MICROSOFT POWERPOINTwww2.eit.ac.nz/library/ls_computer.html

Powerpoint Basics

Inserting a Graph Inserting a Picture

Inserting a Sound Inserting a Video

Saving your document at EIT Saving to a USB Memory Stick

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LIBRARY AND LEARNING SERVICES | WORKING WITH MICROSOFT POWERPOINT www2.eit.ac.nz/library/ls_computer.html

Table of ContentsChapter 1: PowerPoint Basics Page Inserting a New Slide 2-3Views 3 Normal View 3 Slide Sorter View 4Slide Show 5Notes Page 6Chapter 2: Inserting a Graph & Diagram 7-9Chapter 3: Inserting a Picture 10-11Chapter 4: Inserting a Sound 12-13Chapter 5: Inserting a Video 14-21Chapter 6: Saving at EIT 22Saving your Document 22-24Saving to a USB Memory Stick 25-26



PowerpointPowerpoint Basics

LIBRARY AND LEARNING SERVICES | POWERPOINT BASICSwww2.eit.ac.nz/library/ls_computer_pptbasics.html

Microsoft PowerPoint is an electronic presentation program that helps people present a speech using a collection of slides. A PowerPoint presentation is a collection of slides that can be used to create oral presentations.

This is the standard first slide of a PowerPoint presentation.

Inserting a New SlideHome

LIBRARY AND LEARNING SERVICES | POWERPOINT BASICS

Choose the Layout required, the layouts are pre-set but can be customised as needed

ViewsThere are four different views in Powerpoint:

Normal

Slide sorter

Notes page

Slide show

Each view is used for a different step in creating your Powerpoint presentation.

Normal ViewView >> Normal

This view is used when creating and designing your slides.

NB: This view can also be altered using the icons at the bottom of the page on the task bar.3


Selecting a Slide

To select a slide, click the slide in the slides panel (a thick borderline appears around the slide).

Slide Sorter ViewView >>Slide Sorter

This view is good to use when organising your slides. Use when you want to delete, copy, paste or move your slides.

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Deleting a Slide

Select the slide that you would like to delete and press the Delete key on the keyboard OR right click on the selected slide and select Delete Slide from the menu.

Copying a Slide

Select the slide you would like to copy, right click on the selected slide and select Copy from the menu.

Pasting a Slide

Position your cursor where you want to paste the slide (eg. between 6 & 7) >Slide Sorter

The slide show view is what you use to present your slides.

It shows your presentation in full screen. It can also be used to check any animations, transitions or timing at the final stage of preparation for your presentation

NB: Press ESC key to return to normal view.5


Notes PageView >> Notes Page

NB: You can add and view your notes for each slide.

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PowerpointInserting a Graph

LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A GRAPHwww2.eit.ac.nz/library/ls_computer_insertgraph.html

1. Select the slide you are going to put the chart on2. Insert Edit Data and the table will appear again.



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LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A GRAPH

NB: To change your chart type, right click on your chart >> Click on Change Chart Type

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1. Choose Insert >> Smart Art

2. Choose a Diagram type

PowerpointInserting a Diagram

LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A DIAGRAMwww2.eit.ac.nz/library/ls_computer_insertgraph.html

3. Click on OK to insert into your PowerPoint

4. Click on the objects within the diagram to edit them5. Right click on the objects to change their properties 9

PowerpointInserting a Picture

LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A PICTUREwww2.eit.ac.nz/library/ls_computer_insertpicture.html

1. Select the slide you want to insert a picture into2. Insert tab > click Insert



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LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A PICTURE

5. To use Clip Art, Insert Tab

PowerpointInserting a Sound

LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A SOUNDwww2.eit.ac.nz/library/ls_computer_insertsound.html

1. Select the slide you are going to put the sound on2. Insert > Audio from File

3. Browse for you sound file >> Insert

4. When you click on the sound icon you sound will start playing automatically



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LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A SOUND

To change the playback of your sound:Click on the Playback tab Click on the icon >> move it to where you want it placed.

If you chose Automatically, your sound will play straight away.If you chose On Click, you will need to click on the sound icon.If you chose Play across slides, when you click on your sound icon your sound will continue to play across all slides.

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PowerpointInserting a Video

LIBRARY AND LEARNING SERVICES | INSERTING A VIDEOwww2.eit.ac.nz/library/ls_computer_insertvideo.html

1. Select the slide you are going to insert a video into.

2. Insert >> Video >> Video from File

3. Browse for your video >> Insert



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LIBRARY AND LEARNING SERVICES | INSERTING A VIDEO

To change the playback of your video:

1. Click on the Playback tab

2. Click on the Start dropdown box

3. Choose between Automatically or On Click

a. Automatically will play your movie clip straight away

b. On Click means you have to click on your movie clip to get it to play

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LIBRARY AND LEARNING SERVICES | INSERTING A VIDEOInsert a Video from YouTube:The safest way to use a video from YouTube is to hyperlink it to your slide; do not embed the file as this can breach the Copyright Act 1994.1. Find the video you want to link to2. Click in the address bar, to copy your video link

3. Press Ctrl C (Copy) OR Right click and choose Copy

1. Go back to your PowerPoint slide2. Click where you want to place your video link3. Press Ctrl V (Paste) OR Right click and choose Paste

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Highlight the link - http://www.youtube.com/watch?v=ORxFwBR4smE

Right click on the link and choose hyperlink

The following dialogue box will appear;

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Choose Browsed Pages

LIBRARY AND LEARNING SERVICES | INSERTING A VIDEO2. Choose to Edit Hyperlink3. The following dialogue box appears4. Select Text to display

5. Type in your text e.g. How NOT to use PowerPoint



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LIBRARY AND LEARNING SERVICES | INSERTING A VIDEOAdding Action Buttons to your PresentationBy adding action buttons to your presentation you can tell a movie or sound to play or you could use an action button to navigate to another slide in your presentation.

Action ButtonsInsert >> Shapes >> Action Buttons

Choosing a buttonOnce you have chosen your button you will notice the mouse pointer has changed to +Move your mouse onto your slide and click and drag to make your button

The action button dialogue box will now show, this is to enable you to choose the settings you want for your button

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Choose which tab you want to use; Mouse Click or Mouse Over

Choose which action you want and click OK

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Saving @ EITSaving your Document

LIBRARY AND LEARNING SERVICES | SAVING YOUR DOCUMENTwww2.eit.ac.nz/library/ls_computer_saving.html

Saving your DocumentIt is good practice to save your document before you start working on it, and to save it periodically as you continue to add to it, to minimise work lost if something goes wrong. Where you save your document depends on where you are working on it.

Personal Computer at home: My Documents on the C: Drive

EIT: H: Drive (never save to the desktop as this is resets every time the computer is re-started)

Home & EIT: USB Memory Stick

NB: As a precautionary measure it is also good practice to also email your document to yourself so there is always a retrievable copy if there are problems with the other copies.

Saving a New Document to your H: DriveThe first time you save a new document at EIT you need to select where save it. This will always happen when you are working on new documents.

Click on Save >> The C: Drive is the default drive to SAVE to at EIT >> Please DO NOT SAVE HERE!

You could lose all of your hard work, because the C: Drive at EIT is for TEMPORARY STORAGE ONLY



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You need to change this to your H: Drive.

LIBRARY AND LEARNING SERVICES | SAVING YOUR DOCUMENT

Before you save your work, create a New Folder to keep your H: Drive tidy.

Click on the New Folder icon and following will appear in your H: Drive;

Give your New Folder a relevant name e.g. ITHD6.240, see below;

Press Enter >> Click on Open

Create a name for your file



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LIBRARY AND LEARNING SERVICES | SAVING YOUR DOCUMENT

Click Save.

NB: If you are at home or are using a USB to save a new document, make sure it is saving to the right location as mentioned above.

Opening and saving an edited documentBrowse to the location of your document and open your document. It will open up in Word automatically.

Once you have finished making your changes to your document click on the save icon at the top.

If the save icon is not showing on the top of your document, you need to add it to the Quick Access Toolbar.

To add a button to the Quick Access Toolbar, you need to open the toolbar by clicking on the down arrow, shown below.

Select Save and the Save icon will be added to your Toolbar. This will update your document and save where you opened your document from.

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Saving @ EITSaving to a USB Memory Stick

LIBRARY AND LEARNING SERVICES | SAVING TO A USB MEMORY STICKwww2.eit.ac.nz/library/ls_computer_savingusb.html

Saving to a USB Memory Stick:These little devices are great for creating a backup of your work, which you should have just in case something goes wrong and you lose your work on the computer.

As we have already saved our document using the saving techniques above, we are now going to use the Save As facility on the keyboard.

Make sure your USB is plugged into a USB port at the front of the computer.

With your document still open >>Press the F12 key on the keyboard and the following screen will appear;

This time we need to select the USB (E: drive), as shown below;



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LIBRARY AND LEARNING SERVICES | SAVING TO A USB MEMORY STICK

It should be empty the first time you use it

Click on Save;

Your document should be saved to your USB.

Once you have finished copying over your documents you will need to safely remove it so that work copied to it will not be lost.

Close all open documents that you have been working on.

Click on the device with a tick symbol at the bottom right of your screen,

Click on Eject USB (the name of your USB)

A message will show telling you, you can safely remove your USB. Remove the USB from the front of the computer.

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