PowerPoint 2003 5/25/2005

MICROSOFT PowerPoint I

University of South Florida Health Sciences Center

Information Services Education/Training Programs

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OBJECTIVES 3

GETTING STARTED 3

What is PowerPoint? 3

THE POWERPOINT SCREEN 4

PowerPoint Views 4 Normal View 4 Slide Sorter View 6 Slide Show View 7 Notes Pages View 8

The PowerPoint Toolbars and Task Pane 9

CREATING A PRESENTATION 10

Using AutoContent Wizard 10

From an Outline 10

From Normal View 10

FORMATTING A PRESENTATION 11

Slide Layout 11

Slide Design 11 Design Templates 11 Color Schemes and Backgrounds 12

Formatting Text and Bullets Using Slide Master 13

Adding and Deleting Slides 13

Moving Text between Slides 14

Slide Transitions 15

Timed Presentations 15

WORDART, CLIP ART, AND INTRODUCTION TO PRINTING 16

Adding WordArt 16

Editing WordArt 16

Inserting Clip Art 17

Printing Your Presentation 17

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OBJECTIVES

• Understand the PowerPoint screen • Create a basic presentation • Format text and bullets • Apply backgrounds, layouts, and designs • Work with transitions, builds, and timed presentations • Add and format WordArt • Insert a picture • Print the PowerPoint presentation GETTING STARTED What is PowerPoint?

Microsoft PowerPoint 2003, which is a part of the Microsoft Office package, is a presentation graphics program.

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THE POWERPOINT SCREEN PowerPoint Views Normal, Slide Sorter and Slide Show are the 3 main views in PowerPoint for which buttons are visible in the low left corner of the screen. The Notes Page view is an additional fourth view that is new to the 2003 version of PowerPoint, and it becomes visible on the View drop-down menu when there are notes added to a slide.

To change views, use the tools on the lower left of your screen, OR go to the top menu bar to View and select from the drop down.

Normal View

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1. Normal View – The main editing view, which you use to write and design your presentation. This is the view you start in by default.

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Slide Sorter View

2. Slide Sorter View – View miniatures of all slides in presentation.

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Slide Show View

3. Slide Show View – Preview your entire slide show.

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Notes Pages View

4. Notes Pages View – Shows one slide at a time with corresponding notes.

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The PowerPoint Toolbars and Task Pane PowerPoint comes with all the tools you need to make your presentation look great - including artwork. You accomplish most tasks by clicking on a Tool button. Although there are lots of buttons and tool bars, you do not have to memorize all of them. Microsoft provides tool tips that help with this. Simply place your mouse pointer over the button and a tool tip will appear to tell you what the button does. The default screen will include the Standard and Formatting toolbars at the top of the screen, and the Drawing toolbar toward the bottom of the screen.

Here are your basic toolbars:

1

2

3

4

For a complete list of all your toolbars go to View then Toolbars. Again, please note that if you are missing any toolbar options while editing an image, formatting text or even creating a table, the easiest way to turn the toolbar back on is by going back to View then Toolbars in the top menu.

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The Task Pane saves you time and increases productivity by visibly providing commonly used options in a convenient way. The Task Pane bypasses the unpleasant task of hunting through menus to find the options you need. They are at your fingertips in the task pane located at the right side of your workspace. CREATING A PRESENTATION There are three ways to create a presentation. Using AutoContent Wizard 1. Start the PowerPoint program. In the pane on the right side of your screen notice

the New Presentation menu. Choose From AutoContent Wizard. 2. The Introduction to AutoContent Wizard appears. Click the Next button. 3. Notice the various types of presentations that the wizard offers. Choose one of the

available categories. 4. Choose one of the presentation styles within the chosen category. Click Next. 5. Choose on-screen presentation and click Next. 6. Type a title for your presentation, your name, and any other information you would

like to display on the title slide. Click Next. 7. Click the Finish button. Your presentation appears in Normal View on your screen. If your task pane disappears, choose View from the top menu and in the drop down there is an option called Task Pane, which will bring it back. From an Outline An alternative approach to creating a presentation by the AutoContent Wizard is from an outline. This option in PowerPoint can be performed in two ways, but only one will be covered for now. The first way, which will be discussed in PowerPoint III, is taking an outline created in Microsoft Word and transferring it into a slide presentation. The other option involves the left hand column in normal view that has two tabs, Outline and Slide. By selecting the Outline tab your slides display sequentially as small rectangles with bulleted topics. This format provides less of a graphical approach, but permits the user to quickly type main points.

From Normal View This is the most common way to create your presentation when you are starting from scratch. As depicted earlier in the documentation, the Normal View screen shows a list of your slides on the left hand column in either an outline or slide thumbnail format. The center window displays the current slide you have selected. Basically, creating a presentation in this view involves creating a new slide and then inputting your content.

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FORMATTING A PRESENTATION Slide Layout Slide Layouts are not mandatory for you to create a PowerPoint slide, but they can provide a clear and clean guideline. If you go to your Task Pane on the right-hand side and click the drop-down arrow and select Slide Layout a list of examples will be displayed below. There are 4 categories of layouts:

Text Layouts Content Layouts Text and Content Layouts Other

Example image on your left has the mouse selecting one of the content layouts. The content layout chosen was Title and Content. Notice the small preview shown of the Title and Content layout. It shows a title bar at the top and then two blocks below designated space for a graph and/or a table, or even for two images. While in Normal View, when you click on a specific layout the active slide to the left will be given that layout. You can click through many layouts and see the changes on the slide you currently have displayed. A layout can only be applied to the selected slide. It is important to note that content previously on your slide may be altered when going through different layouts. Slide Design

Design Templates Templates provide a background for your slide show. Previous versions of PowerPoint would only allow one template per presentation. The XP as well as the 2003 version allows you to assign multiple templates within one presentation.

Slide Design is located on your formatting toolbar , or under you top menu bar under Format and go down to Slide Design. You can also find it on your drop-down list in the Task Pane. When you choose either of these options the following window will appear in your Task Pane:

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Scroll down through the listing until you see a template that you like. Click on the template and it will be assigned to your presentation. To give your plain white presentation an appealing design is very easy. If you wish for your presentation to encompass not just one, but multiple design templates, follow the instructions below. While holding the Ctrl key, left-mouse click all slides you wish to assign a template to. Look under the Apply a design template category in the task pane and select from the available example templates that you wish to use. Click on the down arrow and choose Apply to Selected slides.

Color Schemes and Backgrounds Different Color Schemes are located on your Slide Design Task Pane towards the top. Choosing this option will bring up an assortment of color schemes for your slide show presentation. At the bottom of the Task Pane you can click Edit Color Schemes… and actually alter some of the pre-defined colors to your liking. This gives you an unlimited amount of choices for the colors used on your slides. You may create your own background instead of templates for your presentation. 1. Select a slide. Notice the black border around it. When the border appears around

a slide, that slide is selected.

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2. Click the Format menu and choose Background.

3. Click the drop down arrow. Click More Colors… to view the color palette. Click a color you like, and click OK.

4. Click Apply if you only want to apply to a single slide, or click Apply to All to apply this background to the entire presentation. View your changes.

5. Go back to the Background menu. This time choose Fill Effects… instead of More Colors.

6. Under Fill Effects you have the choice of some advanced background coloring options, like patterns and gradients.

Formatting Text and Bullets Using Slide Master

1. Select the first slide of your presentation, click the View menu. Choose Master Slide Master.

2. Click the Title Area - change the font style and size (on formatting toolbar).

3. Click on formatting toolbar to bold, to italicize, to underline and to shadow. 4. Click the drop down arrow of the Text Color button (on the drawing toolbar). Choose

another color for your text. 5. Click in the text area of your slide. 6. Click on the first level of text. Change the font style, size, and color. 7. Click the Format menu and choose Bullet and Numbering…. Choose a bullet style for

this level. Click the drop down arrow beside the color bar and choose another color for your bullet. Click OK.

Work your way through the rest of the text levels making changes to each level if you like. All the changes and formatting you perform on the Slide Master will be applied throughout all the slides in the presentation. Making it easy to customize and create slide consistency is the main purpose of the Slide Master. Inserting an image on the Slide Master will place that image in that exact location on every slide in your presentation. Note: The Master slide settings will not override individual settings that you have manually chosen for your presentation. Adding and Deleting Slides In either the Slide Sorter View or Normal View, place your cursor on any slide and click the right mouse button and choose New Slide. Your new slide appears. To delete the slide you just created, click on it to be sure it is the selected slide and press the delete key on your keyboard or right click and go down to Delete Slide.

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To restore the slide, click the Undo button. The slide reappears. Moving Text between Slides

A) In Normal View, click the Outline tab located in the left pane of your window. You now have an Outline preview of your multiple slides. From this view it is easy to move text between slides. Point at the selected text OR a bullet, press, and hold your left mouse button and drag to slide #2.

B) In the image example(right) the mouse was held on a bullet. As you click and drag the mouse button you will notice a solid black line. This is indicating where the bulleted text will be placed once the mouse button is released. The changes will be reflected in your slides.

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Slide Transitions

1. On the Menu Bar, click Slide Show and then Slide Transition. 2. A new pane appears in the right side of your window.

3. Click on a transition and watch the preview. Click several, and see what you prefer.

4. To assign a transition to one slide, select the slide and then select the transition you wish to assign. To assign multiple slides with a transition in Normal View, hold down the Ctrl key and left-mouse click the thumbnail slides located down the left column. When all the slides have been selected, choose a transition to assign to the slides. For all slides click

5. Click the down arrow under Modify transition and choose a

different speed. You can also assign a sound to accompany the transition.

6. Advance slide settings will adjust the flow of your presentation. You can move from slide to slide by mouse click or timing.

Timed Presentations 1. Choose the Slide Show menu, and click Rehearse Timings. NOTE: As you left mouse click through your show notice that you are being timed at the top-left of the screen. (total time, slide time) 2. At the end of the presentation a window will come up, choose Yes to Record the Timings. 3. When you choose Yes, PowerPoint will automatically go to the Slide Sorter view showing

all the slides of the presentation with their corresponding timings. The timings listed under each slide is the time that you spent on that particular slide during Rehearse Timings.

4. These timings are not permanent and can be changed in Slide Transition or by doing the Rehearse Timings again.

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WORDART, CLIP ART, AND INTRODUCTION TO PRINTING Adding WordArt WordArt is used when plain text will not suit your purpose. It is actually seen as an image instead of text, although you will actually use words to create the image. 1. Place a new blank slide at the end of your presentation. Go to slide view of that slide. 2. Click the Insert menu, Picture WordArt or find and click the A icon on your Drawing

Toolbar (bottom of the screen). 3. Choose a design for your WordArt and click OK. The WordArt text box will appear. 4. Type your text to replace the text in the box. Click OK. 5. Point at a corner handle. Your cursor becomes a double-headed arrow. Click and drag to

resize the image. 6. Click and drag one of the diamond shape handles to change the flow of your text. 7. Point at the image, and your cursor will become a four-headed arrow. When in this mode,

press and hold your mouse. Drag the image to a different position on the slide. Editing WordArt Select the WordArt that you created in the previous exercise. The WordArt Toolbar appears on your screen.

1. The First button on the toolbar allows you to reopen the WordArt Gallery for adding additional WordArt to your slide. Format WordArt dialog box appears.

2. The Edit Text button allows you to change the text of your WordArt. 3. The WordArt Gallery button is for changing the design of the current WordArt. 4. Click the Format WordArt button to change the colors of your WordArt. 5. The Shapes button provides interesting shapes that you can assign to the WordArt.

Try several to see your results. 6. Explore the remaining buttons of the WordArt Toolbar at your convenience. 7. When you have made all of the changes that you want, click off the image to deselect.

If you discover later that you would like to make additional changes, simply click the image to select it and the toolbar will appear.

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Inserting Clip Art Inserting Clip Art is very similar to WordArt, except instead of words actual pictures are utilized. 1. In Normal View, select a slide. 2. Click the Insert Menu, choose Picture Clip Art. 3. A new pane appears on the right side of your screen. 4. In the search text box, type a keyword that you are looking

for. For this exercise type animals and click the Go button. 5. A listing of clips will appear, use the scroll bar on the right

side of your screen to scroll though the images. Double click an image to insert it into your slide.

6. Click the image that you just inserted in your slide. A picture toolbar will appear and you will notice squares around the picture. The squares are called handles. Point at a handle and your cursor will change to a double headed arrow. When the cursor is in this mode you can stretch or shrink your image. Be sure to use the corner handles for this purpose, since they allow you to stretch or shrink the image in both directions at once and avoid distortion of your image.

7. Point at the image. When the cursor changes to a four-headed arrow, press and hold your left mouse button and drag the image to another position on your slide.

Printing Your Presentation If you go to the top menu to File Print… a window will come up showing all the printing options. When printing out PowerPoint presentations most people are concerned with the Print what… option. Under the Print what… option you have a drop-down to print your presentation in 4 different formats. If you select the Handouts format the section on right side of this drop-down becomes active, allowing you to set a certain layout for your handouts. Setting your layout to 3 slides to a page will automatically create space for notes on your handouts. Feel free to try different print formats and use the button towards the bottom for a quick look on how the PowerPoint slide(s) will print out.