PowerPoint BasicsA Tutorial for Written Communication

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PowerPoint Basics--A Tutorial for Written
Communication

• A PowerPoint presentation prepared by Cherie
  Dargan. Updated Fall 2007

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Overview

• What is PowerPoint?
• How do you use the tool bars?
• What elements do you see in a typical
  presentation?
• What are the different views?
• How can you personalize presentations?

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Overview, cont.

• How do you prepare a PowerPoint lesson?
• How can you produce easy handouts?
• What are various ways to savepresentpost your
  presentation?
• What extras can you add to your presentation?

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What is PowerPoint?

• A Presentation software package
• Mixes text with visuals
• Gives presentations more punch
• Useful for speeches at school and presentations
  at work
• Great tool for highlighting key ideas in the text

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How can you use it?

• You can print off the individual slides and put
  them onto overhead transparencies, if no computer
• You can add movement and show the presentation
  live using a computer and LCD projector
• You can save the presentation on a networked
  drive and let people view it on their own
  terminals

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How can you use it, cont.?

• You can also set it up at a computer station
  (sometimes called a Kiosk) loop the show to
  repeat itself (as at an open house)
• You can post it on the web
• You can print off the text (notes or outline) as
  a handout

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Lets take a closer look at PowerPoint
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The PowerPoint Desktop

• Take a few minutes to look around at the series
  of tabs and icons
• The ribbon across the top of the window should
  look somewhat familiar, with many of the same
  features on the ribbon as word (home, insert,
  view, etc.)
• The basic shortcut icons are the same new, open,
  save, print, copy, paste, etc. You can add these
  to your quick access toolbar.

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The PowerPoint Desktop, cont.

• You will see the name of the theme (crayons) at
  the left-hand bottom corner
• You will also see a note about which slide you
  are currently on, and the total number of slides.
  Slide 10 of 38, for example.
• You should also notice the quick access tool bar
  up by the office button you can add items to it
  by clicking on the little arrow.

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The PowerPoint Desktop, cont.

• When you are working with one slide at time,
  notice that you can look to the left-hand side
  and see two views
• Slides -- miniatures of the slides
• Outline the outline/text of the slides

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How do you plan a new presentation?

• Dont forget the writing process!
• First, plan! It helps to have a scratch outline
  to work with. Jot down key ideas gather
  materials you need (textbook, lesson plans, etc.)
• You can copy and paste text from a lesson plan in
  word.
• You can also insert URLs, screen shots or images
  from a variety of sources.

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Starting a new presentation

• In the upper corner, click on the office button
  and select new.
• You can also use the shortcut icon (little blank
  page) if you added it to your quick access bar.
• To see the design templates, click on the Design
  tab -- you will see a list of choices
• Note you can get more from the Office online
  site.

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How do I start a new presentation, cont.?

• If you change your mind, you can choose a
  different slide design at any point in creating
  or editing your presentation.
• Go to the View tab, select slide sorter view,
  select all of the slides from edit/select all,
  and then click on the design template you want to
  use instead of the one you began with, and it
  will change all of them.

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Slide layout

• Each page of the presentation is called a slide.
• Go to the home tab and notice that there is an
  item called layout with an arrow beside it when
  you click on it, a window opens up with a list of
  layout options.
• Other layout options include blank, charts, text
  plus clip art, organizational charts, etc.
• New presentations typically begin with a title
  slide and then the default layout has a title
  bulleted list.

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A few tips as you compose

• You can only enter text inside a textbox
• You can resize text (select change font size on
  tool bar)
• To resize clip art, use little arrows at corners
• Always preview your presentation before you
  actually show it, to be sure that your font size
  style are readable.
• Dont try to fit too much on one slide!

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How to Format Text

• You can use the Format tab (from inside Insert
  tab) to change the style of font you can use
  bold, italic, and underline
• However, you must return to the home tab to
  actually select a different font.
• You can center text or keep it left justified
• Your design template will determine the default
  font, bullets, etc. but you can change them

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How to Format Text, cont.

• You can increase or decrease font size of text in
  a textbox by selecting text (use mouse to
  highlight or use edit, select all) and then
  adjusting the number in the small window above
• If you prefer, you can also do this by using the
  Format tool on the tool bar (Inside Home tab).
  Use the selectselect all under editing.

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Whats a design template?

• A design template is a shortcut it formats your
  slides with a specific background color and
  design, font style, bullets, etc. In more recent
  versions, it is also called slide design.
• It helps both beginners and experienced
  PowerPoint users save time.
• To find them, click on the design tab.
• You can also download additional design templates
  from the Microsoft website.

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Using clip art

• Dont use it just to entertain it should fit
  your lesson.
• Can use clip art, digital photos, or images found
  online.
• Insert picture, clip art or photo album. Then
  determine if clip art or saved image from file.

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Finding clip art

• To find clip art, click first on where you want
  it to be placed, and then click on Insert clip
  art.
• A window opens up on the right hand side, with a
  search window. Type in a keyword click on go.
• When you see one you like in the search results,
  click on it.

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Tips for using clip art

• Clip art includes photos.
• You can also download images from
• http//office.microsoft.com/en-us/clipart/default
  .aspx?lcen-us
• If you really mess up, you can delete the slide
  by going to edit and then selecting delete slide.
• You can review and revise either in slide sorter
  or slide mode.

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Types of Views

• You can use the various views to create and edit
  your presentation quickly
• Normal view -- see one slide at a time. You use
  this to compose your presentation.
• You can advance to the next slide by using the
  page down key, using the mouse, or by clicking on
  the space bar

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View choices

• Outline/slide tabs in normal view. As you create
  each slide, you will see these two tabs to the
  left.
• Slides give you a preview of the list of slides
  (miniature pictures)
• Outline gives you just the text (outline)

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The slide sorter view

• You can see your entire presentation in the slide
  sorter mode.
• To see the slide sorter view, click on the view
  tab and then select slide sorter (the second icon
  in the row) .
• You can rearrange slides, delete them, insert a
  new one, or select them to set up a slideshow.

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To add movement

• In slide sorter view, go to edit and select all.
  This will highlight all of the slides.
• Go to the Slide show tab.
• Notice that you can set up a custom slide show
  here as well as record narration.

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To add movement, cont.

• Now, click on the animations tabs you will see a
  series of icons. Moving your cursor over each one
  will give you a preview of that transition to the
  current slide.
• Slide transition refers to the movement between
  slides some of the choices include no
  transition, cover up, cover up to black, etc.
• Other decisions to make speed, sound option, and
  how to advance (automatic or on mouse click).

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Modify transitions

• Speed refers to how quickly the transition will
  take place you can choose slow, medium and fast
• Sound--powerpoint has some built-in sounds to
  choose from, including applause, bomb, camera,
  drum roll, etc. To see them, click on the down
  arrow by sound. However, be careful--too much
  sound becomes a distraction.

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Advance slides

• You can determine how to advance slides on the
  mouse click or build-in some automatic (timed)
  changes.
• Make a choice and then click on Apply to all.
• You can now preview in slide show mode.
• If you dont like it, you can always change the
  settings.

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Saving your presentation

• Dont forget to save your presentation! It will
  have a ppt extension (How to.pptx for 2007 and
  .ppt for 2003)
• You can also save it as a show (.pps)
• You can also save down (to an earlier version) to
  be sure that it will open up on a different
  computer.

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How do you make handouts?

• You can produce a handout for your presentation
  by selecting the outline in normal view (looking
  at one slide at a timeto the left, you will see
  a miniature set of slides and outline).
• You can use your mouse to select and copy the
  outline, and then paste it into a new Word
  document.

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How do you make handouts? cont.

• You can also print off the outline by clicking on
  the office button, selecting print, and selecting
  outline by print what.
• Warning do not simply click on the printer icon
  or select quick print either choice will result
  in printing off ALL of the individual slides.

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More options for handouts

• You can also print off other types of handouts.
• Click on the office button, select print, and
  then look at the types of printing options. You
  can print the actual slides as handouts, three or
  six slides to a page.
• You can also print a handout with blank lines for
  taking notes.

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Now its your turn!

• Do a simple practice presentation. For your
  presentation, you should have about 6-7 slides,
  including--
• Title slide
• Overview slide with three main points
• One slide per point
• Conclusion/wrapping it up

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This is a title slide

• Here is a great place for a subtitle or your
  name, date, and class

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Overview Slide

• This slide features a title text box and then a
  bigger box for a short bulleted list of your
  three main points
• Point one
• Point two
• Point three

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Point One

• You can vary the types of slides you use for your
  main points.
• This is a clip art slide.
• You may want to decrease the font size.

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Point Two

• This type of slide uses a graph to help you make
  your point.
• Again, use visuals that fit your needs.

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Point Three
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Wrap Up

• You will want to briefly conclude with either a
  recap of your main points
• Or use a short story, quote or statistic that
  leaves your reader with a sense of a call for
  action

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Now, close this file and get busy!

• Click on the office button and select New to open
  a new presentation
• Follow the instructions on the printed off
  outline
• Save the presentation to your own folder (your W
  drive if on campus)