Overview

1
Overview

• Introduction
• Help
• Views
• Autocontent Wizard
• Text
• Drawing
• Slide Masters
• Slide Show
• Tools
• Printing

2
Windows 95
3
Starting Powerpoint
You have a choice of New Presentation templates.
4
File Management
File menu Creating a Presentation - New Saving
the Presentation - Save or Save as Closing a
Presentation - Close Opening a Presentation - Open
5
Leaving Powerpoint
To ensure that all work is properly saved,
PowerPoint must be closed once you have finished
working with it. This is done by selecting Exit
from the File menu. If you have any
presentations open but not saved, PowerPoint will
ask if you want to save before exiting.
6
Getting Help
Activates the Office Assistant
Activates Contents and Index
7
Context sensitive help
Link to WEB pages
Powerpoint Details
8
Using Menus and Buttons

• Commands in PowerPoint can be given in a number
  of ways
• Using a Direct Key on the Keyboard
• Using the Menus with the Keyboard
• Using the Menus with the Mouse
• Using the Toolbars.

9
PowerPoint Terminology
Presentation - This is the name of a file
containing a series of slides, usually on the
same topic or subject. Slide - Each presentation
is made up of a series of slides, which can
contain text, graphics, ClipArt etc. ClipArt -
The name given to stored pictures or cartoons
which can be used to add interest to your
presentation. They can also be used as the slide
background by changing the Slide Master. Object
- Items such as ClipArt or drawings are referred
to as objects, and these can be moved, sized or
re-sized. Template - The name given to the style
of the presentation, controlling the colour
scheme, the format of text and bullet points. The
template thus controls how the whole presentation
will look. Slide Master - Each template has slide
masters which control the way each slide will
look. The slide master can be changed to suit
your particular requirements, e.g. to amend the
size and font used for the slide title, to amend
the style of bullet used, etc. You can also add
the date, time, page number and text such as your
own name or department, and each of these entries
will appear automatically on every slide.
10
The PowerPoint Screen
Title Bar
Menu Bar
Standard Toolbar
Formatting Toolbar
Font
Font Size
The Status Bar, the last line at the bottom of
the screen, displays the current view or the
slide number, and also offers further text
buttons.
11
Using Views

• Views are the method PowerPoint uses, as their
  name implies, to let you see a different view of
  your slide show, each
• applicable to particular tasks. A view can be
  selected by clicking the appropriate button on
  the status bar at the bottom of the screen, or by
  selecting the required option from the View menu.
  The views available are
• Slide View
• Outline View
• Slide Sorter View
• Notes Page View
• Slide Show View.

12
Using the AutoContent Wizard
When you start PowerPoint, the following screen
will appear
As can be seen from the 'Tip for New Users', the
AutoContent Wizard is the easiest way to create a
new presentation, which can be selected by
clicking OK.
13
Wizard Steps
Step 1 will appear, choose a presentation type.
Read the information screen then click Next.
14
Step 2 Output Options.
15
Step 3 Presentation Style
16
Step 4 Presentation Options
17
Step 5 Press Finish to complete
The completed presentation will then be displayed
in Outline View.
18
Creating and Editing Bulleted Lists
Most slides consist of a series of bullet points.
In order to make the presentation as effective as
possible

• Use few words per point (some say seven or less).
• Use few points per slide (some say five is
  ample).
• Summarise key points
• Adding Sub-Points
• Press Tab to demote text (i.e. move it more to
  the right).
• Press Shift and Tab to promote text (i.e. move
  it more to the left)

19
Editing Text
Editing text in PowerPoint is very similar to
editing text in Word - if it works in Word, it
will usually work in PowerPoint. Insert Insert
text by placing the I-Beam where the inserted
text is to appear, then type the text. Delete
The Backspace key can be used to delete text to
the left (by positioning the I-Beam after the
character to be deleted). The Delete key can be
used to delete text to the right (by positioning
the I-Beam before the character to be deleted). A
word can be deleted by double-clicking on it then
pressing Delete.
20
Using Drawing Tools
Drawing Tools can be used to add shapes such as
squares, rectangles, circles etc to your slide.
Again, moving the mouse pointer to each entry
indicates what it can be used for.
21
Hints about Drawing
1 Hold down the Shift key while dragging the
mouse to create a square when using the rectangle
tool, or to create a circle with the ellipse
tool. 2 Hold down the Shift key when drawing a
line to create a straight horizontal or diagonal
vertical line. 3 Hold down the Shift key when
drawing an arc to create a quarter circle. 4
The Freeform tool allows you to draw freehand.
Click next to where you started drawing to fill
in the shape, double click where you ended
drawing (or press Return or Esc) to maintain the
shape without it being filled in.
22
Selecting Objects

• Objects such as drawings or ClipArt have to be
  selected before an action can be carried out on
  them.
• To select a single object, click on it once. To
  deselect an object, press Shift and click on it
  once.
• To select multiple objects, click on the first
  one, then Shift click on each subsequent one.
  Another way of selecting multiple objects is to
  draw round them with the mouse, when all objects
  inside the box will be selected.
• To select all objects, choose Select All from the
  Edit menu. To deselect all objects, click where
  there are no objects.

23
Selected Objects
Once an object is selected (or multiple objects
are selected), any of the following actions can
be carried out

• Delete
• Move
• Resize
• Flip or Rotate
• Copy or Duplicate
• Change Colour
• Apply Shadow

24
Using ClipArt

• PowerPoint is supplied with over 1,000 ClipArt
  pictures. These can be used to add pictures of a
  wide range of images which can be entered on your
  slides to add visual interest.
• Working in Slide View is best for adding a
  ClipArt image.
• Display the slide onto which you want to add an
  image.
• Select the ClipArt button or select ClipArt from
  the Insert menu.
• The Microsoft ClipArt Gallery will be displayed,
  with All Categories as the default entry. If you
  know the category you want to choose from, select
  it at the top of the screen. If you want to look
  at all the entries, use the vertical scroll bar
  or press the Page Down key.
• Once you see the image you want, select it and
  enter it into the slide by double-clicking. You
  can then use the placeholders to drag the ClipArt
  to a new location, and/or to size it.

25
Using Slide Masters

• The Slide Master controls the way the
• slide title,
• type of bullet point and
• the text of the slide
• are displayed.
• Any of these can be changed (e.g. by italicising
  the title or emboldening the text) and the change
  will apply to all slides in the presentation.

26
Using Slide Sorter View

• Slide Sorter view allows you to
• delete slides
• re-order slides
• apply transition effects to slides
• create build effects for slides
• To select a slide, click on it once so that a
  black border appears around it. To select
  multiple slides, hold Shift and click.
• Deleting Slides To delete a slide or slides,
  select it (or them) then press Delete.
• Changing the Order of Slides Select the slide to
  be moved then drag it to the new location. Shift
  and click to select then move multiple slides.

27
Slide Show Presentations
The Slide Show button is used to display your
presentation on screen as it will appear to the
audience.
Running a Slide Show
To run a slide show

• click the Slide Show button
• to move to the next slide, press Return, the
  spacebar or click the left mouse button
• to stop the presentation, press Esc.

28
Tips for Controlling the Slide Show
Advance to the next slide Click with the mouse,
press the space bar, right arrow, down arrow or
page down or type N. Go back to the previous
slide Click with the right mouse button, press
backspace, left arrow, up arrow, page up or type
P. Move to a particular slide Type the
required slide number and press Return End the
slide show Press Esc, Ctrl Break or -
Return to the first slide Hold down both
mouse buttons for two seconds.
29
Tools available in Powerpoint 97

• Spell Checker
• Style Checker
• Language this sets the default language for the
  presentation
• Look Up Reference - from Microsoft Bookshelf
  Basics
• Autoclipart - tries to match appropriate clipart
  to your presentation
• The PowerPoint Central command launches an online
  magazine for PowerPoint
• When you have a presentation to give but the
  participants can't all be in one room, you can
  use the Presentation Conference Wizard to run a
  presentation over a network or on the Internet.
• You can take minutes, record action items, and
  add to your notes pages during a slide show by
  using the Meeting Minder.

30
Tools available in Powerpoint 4

• Spell Checker
• Font Replacement
• Transition
• Build
• Customise Powerpoint etc.

31
Printing

• There are a number of different printed formats
  for a presentation
• One slide per page
• Notes Pages (used for Speakers Notes)
• Audience Handouts (incorporating two, three
  or six slides per page)
• Outline
• To print the Presentation, select Print from the
  File menu or click on the print button, and this
  dialogue box will appear.

32
Some Useful Hints
Readability 24-point text is the recommended
minimum for slides which will be used with a
video display tablet, 18-point for overhead
projector slides. Comprehension Keep bullet
points to the minimum necessary, and the text
brief and to the point. Wording Make the
grammar consistent for each bullet point in a
slide, and check spelling - a typing error is
much more obvious on a slide than in a document.
Design Unless you've got a particularly good
sense of colour and an eye for design, it's best
to stick to PowerPoint's colour schemes. ClipArt
and Drawing Tools Use these sparingly, and only
where appropriate. Timing It's usual to allow
two to four minutes to talk about each slide. If
the presentation is to run unattended, make sure
you don't leave each slide on screen for minutes
on end. 20 seconds is a long time when you count
it out!
33
Recommended Reading
Microsoft Office a practical approach Tom
Badgett, 005.369/MIC BAD 1994 The instant office
for Microsoft Office Alan Simpson, 005.369/SIM 19
94