Microsoft PowerPoint

1
Microsoft PowerPoint

• JQ Johnson
• Academic Education Coordinator
• University of Oregon Library
• jqj_at_darkwing.uoregon.edu
• PowerPoint Basics, 26 April 2001
• http//darkwing.uoregon.edu/jqj/pptout.ppt

2
Overview What is PowerPoint?

• PowerPoint
• presentation software that makes it easy to
  communicate using techniques such as slides,
  computer projections, overhead transparencies,
  handouts, outlines, and speaker notes.
• Presentation
• a set of slides stored in a computer file
  (usually something.PPT)
• Slides
• can contain text, pictures, graphs, etc.
• can be made into transparencies, 35mm slides,
  on-screen images, or printed handouts

3
Opening an Existing Presentation

• Start PowerPoint some options
• Double click on existing presentation
• Launch program and select open an existing
  presentation
• Launch program then File ? Open
• Open dialog box may include a reduced preview
  image of the first (title) slide

4
Getting Out of Trouble

• Help when you need it
• Help Menu options
• F1 (Win) or Help Key (Mac)
• Tool Tips
• Undo/Redo (Ctrl-Z for Win Command-Z for Mac)
• Esc Key to get out of dialog boxes or menus
• Tip! Prevent trouble always make a copy of
  important files

5
Anatomy of the PowerPoint Screen

• Title bars, windows
• Menus access by mouse or keyboard
• Windows Ctrl key letter
• Mac Command key letter
• (well use Menu ? Item notation)
• Toolbars Standard, Formatting, etc.
• Buttons (View, Slide), Status Bar, Scroll Bars
• Dialog boxes. Tip! Use Tab to move in dialog boxes

6
Viewing the Presentation

• 5 different views Slide, Outline, Slide Sorter,
  Notes (Normal in PP2000), and Slide Show
• Change with View menu, or use View and Slide
  buttons at bottom left of window

7
Slide View

• Shows 1 slide WYSIWYG, allowing editing
• Handy viewing shortcuts
• Move between slides
• Use Previous/Next buttons (bottom right)
• Click below/above the box in scroll channel
• Click and hold on scroll box to see number of
  current slide, or click and drag until you see
  the number of the slide you want.

8
Outline View

• Displays all titles and text in outline format
• Allows easy editing of text
• Outline toolbar promote/demote, move,
  collapse/expand outline, show formatting
• Tip! Text entered in Outline view shows up in
  Slide view. Text added in Slide view will appear
  in Outline only if its in main text box of slide.

9
Slide Sorter View

• Views all slides in presentation at once.
• Can edit order by drag and drop.

10
Normal View

• PowerPoint 2000/2001
• Combines most benefits of Slide, Outline, and
  Notes views
• Replaces Notes Pages View

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Slide Show View

• Full screen view of your slides
• Use to give a presentation
• Switch slides with
• Spacebar or left mouse button next slide
• Backspace -- previous slide
• Home key -- first slide
• End key -- last slide
• Esc key -- quits out of slide show
• Tip! Press F1/Help during slide show to see
  keyboard shortcuts.

12
Viewing the Master

• Choose master from View menu.
• Elements on a slide master will display on
  every slide in presentation
• Change default fonts, colors, text layout,
  background, etc.
• Other presentation settings
• Format ? Slide Color Scheme
• File ? Page Setup and File ? Properties
• Etc.

13
Printing

• Choose File ? Print can print slides, notes,
  handouts or outlines.
• Handouts contain 2, 3 or 6 reduced images of
  slides for audience handouts.
• Print options such as copies, hidden slides,
  scale to fit, pure black white, etc.
• Additional printer-dependent options portrait or
  landscape, paper source, etc.

14
Closing Presentations or Quitting PowerPoint

• Closing a document (presentation)
• Choose File ? Close, or click the close box on
  presentation window (not program window).
• This just closes the current presentation window
  but leaves PowerPoint still running.
• Quitting PowerPoint
• Choose File ? Exit (Win) or File ? Quit (Mac), or
  (Win) click on program close box.
• This quits the PowerPoint program itself.

15
Creating a New Presentation

• Launching PPT gives various options
• File ? New -- similar options
• Blank presentation (also New button)
• Design Template
• Sets slide master, slide color scheme, etc.
• AutoContent wizard
• Generates sample presentation, with sample
  content you can replace

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Creating Slides

• New Slide button adds a slide
• Select an AutoLayout, enter slide title, and then
  add text and/or graphics into the add text area
• Editing
• Any of the text and/or graphics can be edited,
  moved, or deleted at any time.
• Change AutoLayout using Format ? Slide Layout
• Use Edit ? Delete Slide or Del key to delete a
  slide.
• Tip! Use Ctrl Enter to move to the next section
  of a slide, or to create a new slide

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Working With Text

• Formatting toolbar promote and demote items,
  change font, format, alignment, color, size
  etc...
• Format menu can use Font dialog box or toolbar
• Moving text cut/copy/paste move up/down
• Modifying Bullets toolbar buttons or Format ?
  Bullets and Numbering

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Editing text

• Too much text? PPT 2000/2001 automatically
  reduces font size to fit text box
• Proof your presentation
• AutoCorrect (as you type)
• Tools ? Spelling
• Global text changes
• Edit ? Find and Edit ? Replace
• Format ? Change Case
• Format ? Replace Fonts

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Working With Color

• Format ? Apply Design Template
• Format ? Slide Color Scheme to pick from
  predefined color schemes
• Can change to Black and White (use button)
• Double click on boxes in the Custom Scheme Colors
  dialog box to change color of any element or
  background on the slide.
• Format ? Custom Background

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Inserting Pictures

• Many options
• Use Insert ? Picture ? From File
• Paste to insert an image from the clipboard
• Choose an autolayout that includes a picture
  placeholder
• After inserting
• Drag to more or resize
• Format ? Picture to change properties

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Presentation Design Tips

• Keep it simple when in doubt, do without.
• Keep it consistent.
• Omit needless words distill your message. Rule
  of 6 no more than 6 lines, 6 words per line.
• Use simple, easy-to-read typefaces only 2 or 3
  typefaces and sizes throughout.
• Consider color psychology, effective
  foreground/background contrast, color-blind
  viewers.

22
Presentation Graphics Tips

• A picture is worth 1K words, but
• Graphics should not be simply decoration
  enhance the text.
• Charts and graphs are particularly easy to
  create, and may help comprehension

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Presentation Delivery Tips

• Fit the type size to your format and size of
  room. Make sure the back row can see it.
• Fit the colors to your delivery medium dark on
  light for transparencies, light on dark for
  video, etc.
• Dont read visual aids your audience can.
  Elaborate, supplement, expand, enrich.
• Coordinate audio and visual. Dont leave slide
  on after youve finished talking about it.

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Additional resources

• Online program help
• Books - buy from your favorite bookstore, borrow
  from Library or Computing Center Documents Room
• Microsoft (http//support.microsoft.com/support/)
  
• UO faculty/GTFs
• Faculty Instructional Technology Training Center
  (http//libweb.uoregon.edu/fittc/)
• Teaching Effectiveness Program (http//darkwing.uo
  regon.edu/tep)
• Graphic Arts, Media Services (http//libweb.uoreg
  on.edu/med_svc/gas/)
• Library IT Curriculum (http//libweb.uoregon.edu/i
  t/)

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Importing ClipArt Into a Slide

• To insert Clip Art choose Insert Clip Art from
  the Insert menu to load the ClipArt Gallery,
  which can take several minutes. You can pick
  from many images just double-click on the
  picture you want.
• Modifying ClipArt Color choose Recolor from the
  Tools menu.
• Cropping the Picture choose Crop Picture from
  the Tools menu.
• Scaling (sizing) Clipart Scale from the Draw
  menu, or use mouse to reshape graphic.

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Drawing and Editing Objects

• Use the Drawing Toolbar to draw and edit a
  variety of graphic objects, such as lines, boxes,
  ellipses, or freehand shapes.
• Tips! Holding the Shift key down draws perfect
  circles, squares and straight lines.Holding the
  Ctrl key down draws any shape from the center
  outward.Shift-Ctrl together draws perfect shapes
  from the center outward.

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Drawing and Editing Objects (cont.)

• See Rulers by choosing Ruler from the View menu.
• Use the Format menu to change shadow, color,
  line, and other formats of any selected object.
• To delete any object select it and press the
  Delete key. You can also cut/copy and paste.
• To move an object, click and drag its border to a
  new position.
• The Draw menu has free rotate, scale, flip, and
  Bring to Front/Send to Back.
• Try Change Autoshape in the Draw menu on a
  selected drawing.

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Creating and Modifying Graphs

• From a blank presentation, select the Graph
  option in the New Slide dialog box.
• Double-click graph icon to display a sample graph
  data sheet.
• Modify the data sheet to suit your needs, then
  close it to see the completed graph.
• Choose Format Chart Type from the Format menu to
  try different graph types.
• Modifying parts of a graph double-click on the
  part you want to change.
• To delete any element select it and press Delete
  key.

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Inserting Objects

• Insert other elements, including video clips,
  music, and sounds.

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Slide Show Transitions

• Tip! Best way to work with Transitions is to be
  in Slide Sorter view, where you can select
  specific slides or all of them with Ctrl-A (Win)
  or Command-A (Mac). Slide Sorter view includes
  the Transition toolbar which makes apply
  transitions easy.
• Transition Effects choose Slide Transition from
  Slide Show menu to change Effect. Transition
  dialog box effects only currently displayed or
  selected slide(s).
• Animation Preview box shows all the effects of
  choices made in the Transition dialog box

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Slide Show Special Effects

• Preset Animation specifies how bulleted text
  displays in a slide.
• Custom Animation Settings allow applying
  transition effects to any selected object
• Interactive Settings apply actions that activate
  when clicking a selected object (like playing a
  sound or going to next slide)
• Press F1 during Slide Show for Help on handy
  keyboard shortcuts. (e.g. try pressing the w
  key or the period during the slide show to
  blank/unblank out the screen).

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HTML creation

• Use AutoContent Wizard to create a Web
  presentation.
• Save as HTML to convert existing presentations

33
Creating Continuous Slide Shows

• Tip! Its best to be in Slide Sorter view, so you
  can select any particular slide or slides.
• On the Slide Show menu, click Slide Transition.
• Under Advance, click Automatically after, and
  then enter the number of seconds you want the
  slide to appear on the screen.
• To apply the timing
• to the selected slides, click Apply.
• to all the slides, click Apply to All.
• On the Slide Show menu, click Set Up Show.
• Under Show type, select Loop continuously until
  Esc.
• Under Advance slides, select Using timings, if
  present.