How to Prepare a PowerPoint Presentation

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How to Prepare a PowerPoint Presentation

• Center for Learning and Teaching

Fall 2003 Binghamton University
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Contents

• 1. Getting started
• 2. Preparing a simple slide
• 3. Inserting and editing text
• 4. Inserting pictures and figures
• 5. Making a Table
• 6. Making a graph (chart)
• 7. Importing Data and Charts from Excel
• 8. Making action buttons
• 9. Adding animations
• 10. Organizing the presentation
• 11. Preparing handouts

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1. Getting started

• Open Microsoft PowerPoint
• Open File, click on New
• Go to Blank Presentation, and click on Ok
• From the Auto Layout Menu, Click on the first
  slide (Title), and click Next
• Fill in Title and Presenter Information
• To Add a theme and color scheme to your
  presentation, click on the Format drop down menu
  and select Apply Design Theme
• Choose a Design Template, click Ok
• All of your slides will now have the same color
  and design theme

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2. Preparing a simple slide(like this one)

• Go to Insert, and click on New Slide.
• Choose a layout (second one presented).
• Type in slides title and slides text in boxes
  indicated.
• To move box, use mouse to grab hash line (between
  little squares), and drag.
• To resize height, drag a square on a horizontal
  border.
• To resize width, drag a square on a vertical
  border.
• To resize box in proportion, drag a square on a
  corner.
• To add another text box, go to Insert, click on
  Text Box, then click and drag to create new box.

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3. Inserting and editing text

• Go to Insert and choose Textbox from the drop
  down menu
• Click on the slide and drag out with the mouse,
  creating a box
• Type inside the box
• To move the box, click and drag a side of the
  box. To resize the box, click and drag a corner
• Change the font size/shape/color by highlighting
  the text, then right clicking the mouse. Use the
  options in the pop up menu to make your changes

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4. Inserting pictures and figures

• To copy image from Internet to disk or hard
  drive
• For PC, right-click mouse on Image, go to Save
  as, name image, Save to your disk or hard drive.
• For Mac, hold down Apple while clicking once on
  image, go to Save image as, name image, Save to
  your disk or hard drive.
• To insert image from File Click on Insert, go to
  Picture, select From File. Locate image on drive
  or disk, and click Insert.
• To insert image from Clip Art Click on Insert,
  go to Picture, select Clip Art. Choose image and
  click on Insert.

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5. Making a Table

• Go to Insert, click on New Slide, and choose the
  Table slide showing table. Click OK. (On an
  existing slide, Go to Insert, click on Table )
• Double click on table icon.
• Choose numbers of rows and columns, and add one
  to each for data labels.
• Select row or column, go to Table and click on
  Merge Cells for data labels.

Major Major Major
Sex Biology Physics
Sex Male 200 100
Sex Female 275 25
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6. Making a Graph (Chart)

• Click on Insert, then on Chart (or click on chart
  icon)
• Click on Datasheet, and fill in the headings and
  data
• Click on slide to return to slide with graph

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Making another kind of graphfrom same set of data

• Go to slide of first graph.
• Go to Insert, and click on Duplicate Slide.
• On the duplicate slide, double click on graph,
  and notice that it overlies Datasheet with same
  data used for your first graph.
• Go to Chart, click on Chart type, select a new
  type.
• Click back on slide to finish.
• After you look at the graphs, delete slide(s) you
  dont want.

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7. Importing from Excel Data as a resizable
image

• On your Excel Spreadsheet, click and drag to
  select the range of cells you want to bring into
  PowerPoint. Copy it.
• IN POWERPOINT Go to the Edit drop down menu,
  click on Paste Special. Choose Paste and Picture
  from the Pop Up Menu
• Right click on your data and choose Format
  Picture to change any colors

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Importing From Excel Data as an Excel Worksheet
Object

• On your Excel Spreadsheet, click and drag to
  select the range of cells you want to bring into
  PowerPoint. Copy It.
• IN POWERPOINT Go to the Edit drop down menu,
  click on Paste Special. Choose Paste and
  Microsoft Excel Worksheet Object from the Pop Up
  Menu
• Double click on your data to make changes, using
  Excel.

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Use the Same Method to Import Charts from Excel
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8. Making Action Buttons

• Go to Slide Show, click on Action Buttons, then
  click on Custom.
• Place cursor on slide where you want the button.
• Click and drag to produce a small square. The
  square is the button.
• Release the mouse. On pop-up menu that appears,
  choose hyperlink to another slide, or URL, or
  whatever
• Similarly install action button on hyperlinked
  slide so as to return to continuation of
  presentation.

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9. Adding Animations(optional)

• Click on text box. Then click on Slide Show,
  then click on Custom Animation
• From the Effects tab choose animation style and
  sound effects.
• From the Order and Timing tab choose the order of
  the animations and mouse click or automatic
  timing.

This is an example of an animation.
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10. Organizing the Presentation

• Click on Slide Sorter View icon to see thumbnail
  versions of all the slides in your presentation.
• To remove a slide, highlight it by one click, and
  delete.
• To insert a new slide, click where you want to
  add it. Go to Insert, click on New Slide.
• To rearrange existing slides, click on and hold
  the slide you want to move. Drag and drop it in
  new location.

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11. Preparing Handouts(optional)

• Go to File, click on Print.
• Change setting on drop-down menu from General to
  Microsoft PowerPoint.
• On the Print What drop-down menu, select your
  preference.

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The End
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