Microsoft PowerPoint

1
Microsoft PowerPoint

• JQ Johnson
• Director, Center for Educational Technologies
• University of Oregon Libraries
• jqj_at_uoregon.edu
• PowerPoint Basics, 9 August 2005
• 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

• 3 different views Normal, Slide Sorter, and
  Slide Show (plus others in some versions of PPT)

• Change with View menu, or use View and Slide
  buttons at bottom left of window

7
Normal View

• PowerPoint 2000/2001 and later
• 3 resizeable panes
• Slide
• Outline
• Notes

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Normal View top right pane

• 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.

9
Normal View left pane

• 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.

10
Slide Sorter View

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

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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

18
Editing text

• Too much text? PPT 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

20
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
• CET Consulting (http//libweb.uoregon.edu/cet/)
• Teaching Effectiveness Program (http//darkwing.uo
  regon.edu/tep)

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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.

30
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).

32
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.