microsoft powerpoint 2007 basics

Created by Robyn Harm for demonstration/notes

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MICROSOFT POWERPOINT 2007 BASICS

Powerpoint Views Slide Design Guidelines Slide Layout Slide Design Slide and Title Masters Differences between Templates and Masters Moving from Slide to Slide


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MICROSOFT POWERPOINT 2007 BASICS (cont)

Status Bar Printing Speaker Notes Charts and Graphs Diagrams and Organisational Charts Inserting Tables Importing Graphic formats you may use

MICROSOFT POWERPOINT 2007 BASICS (cont)

Animations and Transitions Choosing the right transitions/effects Slide Show Action buttons Insert/Remove Hyperlinks Running your Slide Show Actions during a Slide Show Adding Sound and Movies


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POWERPOINT VIEWS

Normal View Can work with an outline Can work on the slide Can add speaker’s notes Strip on left side can show thumbnails of

slides or outline or presentation Tab at top of left panel can be changed from

Outline to Slides


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POWERPOINT VIEWS (cont)

Slide Sorter View See a miniature of each slide Can see all slides at once Can see how presentation flows Can use to reorder/shift slide around


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POWERPOINT VIEWS (cont)

Slide Show View See actual slide show presentation Each slide fills the screen Can see effect of any transitions, timing,

animations Can use the mouse or page down button or

space bar to progress through the slides if no automatic timing


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VIEW NOTES PAGE

Choose View|Notes page

Useful for adding speaker’s notes which can be later printed


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SLIDE DESIGN GUIDELINES

Simplicity Use key phrases, one thought per line 5 to 7 lines per slide – or fewer

Consistency Layout format unified

Design and colour in harmony Text colour should stand out – easily read

over background colour and design


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SLIDE DESIGN GUIDELINES (cont)

Clarity – explicit and to the point Readability

Font size no smaller than 18 point White space – enough for eye movement

Avoid overly crowded slides Avoid lengthy text

Do not use whole sentences


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SLIDE LAYOUTS Choose Home, then Layout Click on drop down arrow Diagrams of various layouts are illustrated Title Slide, Title and Layout, Section Header,

Two Content, Comparison, Title Only, Blank, Picture with Caption, Content with Caption

Includes text layouts, content layouts, text and content layouts and other layouts

Allows user to present with bullets, tables, charts, graphics or combinations


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SLIDE DESIGN

Choose Design Tab Lots of designs to choose from –

Backgrounds and Themes Are really a type of template


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SLIDE AND TITLE MASTERS

Choose View Tab Useful if you want a logo/text on every

slide Applies backgrounds to a title slide at the

beginning of a presentation (Title Master) or all slides (Slide Master) or to Handouts (Handout Master) or Notes (Notes Master)

Click to edit the outline text format

Second Outline Level Third Outline

Level Fourth

Outline Level Fifth

Outline Level

Sixth Outline Level

Seventh Outline Level

Eighth Outline Level

Ninth Outline LevelClick to edit Master text styles

Second level Third level

Fourth level» Fifth level


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DIFFERENCES BETWEEN TEMPLATES AND MASTERS

Master Set of formatting characteristics, graphics, text placements and

information which gives consistency to whole presentation Can be used in just one presentation or saved as a template to

be used for all company presentations

TemplatePresentation that has a set of colour and text characteristics that can be applied to your presentationSaved as a .potx fileIf setting up as a proper template, can access by selecting File|New, choosing Templates|On my computer and making a selection


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MOVE FROM SLIDE TO SLIDE

Method 1 Buttons with double arrows on lower right side of

“slide” screen

If pointer is placed over each, small yellow pop-up shows description – previous slide, next slide

Method Two Click on thumbnail at left side of screen in normal

view


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STATUS BAR

As you move from slide to slide, information shown at bottom of screen

This area is called the status bar Gives which slide in the series Gives design of the slide Gives name of the slide


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PRINTING

Choose File|Print or press Ctrl+P Can print Slides, Handouts, Notes or Outline

view Need to select “print what” and choose preferred

option If printing handouts, can print 1, 2, 3, 4, 6, 9

slides to a page Choice will depend on “why” you are printing If printing as notes for an audience, 3 to a page

gives area for participants to write notes


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PRINTING (cont)

Can enter page numbers, headers and footers and dates

From Insert Tab, choose Date & Time, Slide No. or Header and Footer.

Select relevant requirements for slide number, date and time, etc

Can include on each slide, all slides or on speaker’s notes and handouts

If pronounced background may wish to print in grayscale or black and white (economises on ink and is read more easily)


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CREATE SPEAKER NOTES

Use Normal View At bottom of slide can see “click to add

notes” Click here and type May wish to change to larger view by

choosing View|Notes Page


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INSERTING CHARTS/GRAPHS

Either:

1. Use Insert|chart

or

2. Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption


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CHARTS (cont)

When the datasheet window and chart appears, replace the data given with the information/data you wish to illustrate

Press ENTER or TAB to move from cell to cell

Colours, legend, axes etc can be modified similar to Excel charts


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CHARTS (cont)

Chart types can also be changed according to needs

Datasheet window can be turned on and off via Chart Tools|Edit Data

Can also use View Datasheet Button Can also click the chart and choose Edit|

Data


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DIAGRAMS AND ORGANISATION CHARTS

Many different types of diagrams can be added through SmartArt.

List Process (progression or sequential tasks) Organisation chart (hierarchical relationships) Cycle diagram (continuous cycle of a process) Relationships Matrix (relationship of components to a whole) Pyramid diagram (foundation-based relationships

Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption


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INSERTING TABLES

1. Choose Insert|table

or

2. Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption

• Table can then be formatted according to needs


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IMPORTING

Can import from Word (copy and paste or Insert from Outline View

Can import from Excel (Insert|Object) Can import Slides (Home|Reuse Slides)

Task Pane appears on right, Browse and select.


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GRAPHIC FORMATS TO USE

Format Extension

Enhanced metafile .emf

Graphics Interchange Format .gif

Joint Photographic Experts Group .jpg

Portable Network Graphics .png

Microsoft windows bitmap .bmp

Windows metafile .wmf

Tag Image Format .tif


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ANIMATIONS AND TRANSITIONS

Can apply Animations or Transitions to some or all of your slides

Can insert from either Normal or Slide Sorter view Choose Animations Tab and use More (bottom one)

arrow in middle of Transition to This Slide section. List of possibilities appears – fades & dissolves, wipes,

push and cover, stripes and bars, random If unfamiliar with these options, it is a good idea to run

through and try out before making a choice Can modify the speed and add sound Can choose to advance to next slide automatically or by

mouse click


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ANIMATIONS AND TRANSITIONS (cont)

Once an option is selected, you may wish to slow it down to see effect properly

Once sure, click on “apply to all slides” or to “this slide only”

Click play to test out Good idea to use same transition from Slide

2 onwards Simple is best so that there is no distraction

from your given message


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CUSTOM ANIMATIONS

Choose Animations|Custom Animation Information appears in Task Pane at right of

screen Select element/section to be “animated” Click on “add effect” Choose which section you wish to alter –

entrance, emphasis, exit Can show motion paths on screen if desired (not

part of slide show) Can add or remove effect (top of Task Pane)


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CHOOSING THE RIGHT TRANSITIONS/EFFECTS

Is the message intended to be entertaining, instructional or motivational

Should the message be serious or lighthearted Subdued transitions eg fades through black project a

quiet, professional image Dissolves and boxes project a more dynamic image What level of technology is needed for your presentation Are you using advanced transition effects – this adds

more demands on the computer Know your computer and the version of Powerpoint used


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CHOOSING THE RIGHT TRANSITIONS/EFFECTS (cont)

Consider your presentation length Realise that transitional effects appropriate for short

presentations become tiring during long presentations Use transitions as a pacing tool – divide your

presentations into smaller sections like chapters in a book

Consider subdividing the presentation into sections with a sub-title slide before each section

Each sub-title slide can be introduced by a dramatic transition to signal to the audience that a new topic has been introduced


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CHOOSING THE RIGHT TRANSITIONS/EFFECTS (cont)

Use the same transition effect for each slide in each section

Focus on function not decoration Practise restraint with a minimum number of effects that

contribute to the message/image you are projecting The longer the presentation, the more restraint is

important Be consistent with animation – don’t have text builds left-

to-right in one slide and top-to-bottom in the next


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SLIDE SHOW ACTION BUTTONS

An action button is a ready-made button that you can insert into your presentation and define hyperlinks for.

Action buttons contain shapes, such as right and left arrows, and commonly understood symbols for going to next, previous, first, and last slides, and for playing movies or sounds.

Action buttons are most commonly used for self-running presentations

Hyperlinks become active when you run the presentation

SLIDE SHOW ACTION BUTTONS (cont)

Select Insert tab, Illustrations Group, Shapes, Action Buttons and appropriate symbol

Move cross hairs to position where you want button to be

Draw diagonally to outline the size of the action button

Click mouse button to set new action button in place

In actions settings, choose to have button activated by mouse movement over the button or by mouse click on it

Set up required actionCreated by Robyn Harm for demonstration/notes

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INSERT/REMOVE HYPERLINKS

Select item (slide in same or different presentation, email address, new file, page/file in web) you want to represent hyperlink

Select Insert/Hyperlink Click on Place in this document Select slide you want to go to To remove, right click text/object representing

the hyperlink Click Remove Hyperlink


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RUNNING YOUR SLIDE SHOW

Select first slide or start of presentation Click Slide Show button (status bar) or press

F5 Can also choose Slide Show tab and make a

selection Click mouse, press PageDown key or press

spacebar to move to next slide or next point unless slides have automatic transitions


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ACTIONS DURING A SLIDE SHOW

Go to certain slide Number + Enter Advance to next slide Spacebar or

click mouse or press PageDown key Return to previous page Backspace Black screen on/off b or B White screen on/off w or W Show pointer on/off a or A Stop/restart automatic show s or S End Show Esc


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ADDING SOUND TO SLIDES

Sounds via transitions and animations (use drop

down arrow) Inserting from a CD or the Clip Organiser


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SOUND VIA INSERTION

Insert|Sounds Sound/Movies from Clip Organiser, from

File, Play CD track or Record Sound Set up as required Sound icon appears on slide (unless you

hide display) Can be dragged into any position on slide Movies can be inserted in a similar fashion

microsoft powerpoint 2007 basics

Documents

robyn harm

presentationeach slide

slide showactions

illustratedtitle slide

slides slide master

slide showadding sound

slide layoutschoose

content layouts