Key Applications Module Lesson 19 — PowerPoint Essentials Computer Literacy BASICS

Key Applications ModuleLesson 19 — PowerPoint Essentials

Computer Literacy BASICS

Computer Literacy BASICS2

Objectives

Open and save an existing presentation. Identify the parts of the PowerPoint screen. Navigate through a presentation. Change the slide view. Create a new presentation. Apply a design template. Add, delete, copy, and move slides. Preview a presentation.


Vocabulary

Normal view Placeholders Presentations Slide design

Slide Finder Slide layout Slide Show view Slide Sorter view


PowerPoint Presentations

PowerPoint helps you create professional-looking slides, transparencies, or on-screen presentations.

The presentations can include text, drawing objects, clip art, pictures, tables, charts, sound, and video clips.

PowerPoint provides many features that make creating a presentation easy and fun.


Opening an Existing Presentation

When you start PowerPoint, the Getting Started task pane is displayed.

The task pane shows the most recently opened presentations.– Click a presentation’s filename link to open it.

The task pane also shows a link titled More presentations.– Click the link to open a dialog box to search for

other presentations.


Saving a Presentation

You save a presentation with the same commands you learned in Word and Excel, using the Save command on the File menu.

To save it with a different name, use the Save As command on the File menu.

You can save a presentation so it can be viewed in a Web browser by selecting Save as Web Page from the File menu.


Parts of the PowerPoint Window

Slide pane

Outline pane

Notes pane

Getting Started task pane


The PowerPoint Panes

In Normal view, there are three panes you can use to create presentations:

The Outline pane: Displays your presentation in outline format or in slide format and allows you to move through your presentation by clicking the slides in the Outline pane.

The Slide pane: Displays a single slide as it will appear in your presentation.

The Notes pane: Provides a space to add notes and information to help you with your presentation.


Navigating Through a Presentation

You can navigate through presentation slides in several different ways:

Click the slide icon or text in the Outline pane. Click the Next Slide or Previous Slide buttons

at the bottom of the vertical scroll bar. Press the PageUp or PageDown keys. Press Ctrl + Home to go to the first slide. Press Ctrl + End to go to the last slide. Drag the scroll box up or down the vertical

scroll bar.

Previous Slide

Next Slide


Slide Labels

As you drag the scroll box on the vertical scroll bar, a slide label appears to the left of the scroll bar that displays the title and number of the slide.


Changing the Slide View

PowerPoint offers three different ways to view your presentation:

Normal view is the default view that provides the Outline, Slide, and the Notes pane.

Slide Sorter view gives you an overall picture of your presentation by displaying your slides as thumbnails, making it easy to add and delete slides and change the order of the slides.

Slide Show view displays the current slide so that it fills the whole computer screen.


Changing the Slide View (cont.)

Buttons at the lower left of the PowerPoint window allow you to quickly change the Slide view.

You can also select different views as options on the View menu.

Normal View

Slide Sorter View

Slide Show View


Slide Sorter View


Creating a New Presentation

When creating a new presentation, you can Create a new blank presentation and apply a design

template to it. Use the AutoContent Wizard to guide you through a

series of questions about what type of presentation to create.

Select the General Templates option in the Getting Started task pane.

Create a new presentation based on an existing presentation.


Effective Presentation Design

A good presentation holds the audience’s attention without distracting them from the information. Use these design guidelines:

Don’t overload a slide with too much content—keep your message clear and concise.

Use bullets for lists of data that do not need to be in any particular order.

Use numbered lists to show the steps in a process or data that should be examined in order.


Effective Presentation Design (cont.)

Limit the number of special features on one slide such as bullets, graphics, or numbered items.

Tables and charts can illustrate numerical data or trends, but keep the charts simple and easy to read.

Use graphics or charts only to highlight relevant information. Don’t use graphics just to “decorate” a slide.

Select only one or two fonts to use in each slide, and use the same fonts for the same features in all slides to create a consistent appearance.


Speaker Notes

The Notes pane in Normal view provides a place for you to write speaker notes.

Use speaker notes to add information you want to emphasize or dialogue you want to use when you present your slide show to an audience.

To add speaker notes to a presentation:– Click in the notes area (by default it displays a

message that reads Click to add notes).– Key the text you want to include.


Design Templates

Give your presentation a professional look by applying a slide design.

Slide designs include predefined backgrounds, color schemes, text formats, bullet styles, and graphics.

Slide designs give the presentation a consistent look and feel.


The Slide Design Task Pane

To apply a slide design: Click the Format menu and then

click Slide Design to open the Slide Design task pane.

Examine the thumbnail designs in the task pane and click the one you want to use.– You can change the color

scheme for a design if you like the look of the template but prefer different colors.


Adding Slides

You can add slides in Normal view or Slide Sorter view:– Open the Insert menu and select New Slide. – Click the New Slide button on the Formatting

toolbar. If you have a design theme applied to the

presentation, the new slide will be formatted with that design.


Adding Slides (cont.)

The new slide will usually contain one or more placeholders for text and graphics, depending on the slide design.

You can change the slide layout using the Slide Layout task pane.


Deleting and Duplicating Slides

You can delete a slide in Normal view or Slide Sorter view:– Click the slide to select it.– Press the Delete key or use the Cut command.

You can use Copy and Paste to copy a slide to a new location.– With Cut or Copy, the slide is stored on the

Clipboard until you paste it back into the presentation.


The Slide Finder

With Slide Finder, you can quickly find and copy slides from one presentation to another.

When slides are copied from one presen-tation to a second presentation, they are automatically formatted the same way as the other slides in the second presentation.


The Slide Finder (cont.)

The Slide Finder can be accessed from Normal view or Slide Sorter view.– Click the Insert menu and then click Slides

from Files to open the Slide Finder dialog box.


The Slide Finder Dialog Box


Previewing a Presentation

After you add slides to a presentation, you should preview it to look for errors and see how your slides appear.

To preview a presentation, click the Slide Show view button, which will display your slides in full-screen view.


Navigating in Slide Show View

Advance slides forward by clicking the mouse button or the space bar.

You can also use the arrow keys to advance forward or backward.

You can use the PageUp and PageDown keys to advance slides as well.

Press the Esc key to end the slide show at any time.


Navigating in Slide Show View

When you move the mouse in Slide Show view, an arrow mouse pointer appears on the screen that you can use to point out parts of the slide.

After you move the mouse pointer, icons display in the lower-left corner of the slide:– A left-pointing arrow– A pen icon– A menu icon– A right-pointing arrow


The Slide Show Screen Icons

When you click the arrows, the display moves to the previous (left arrow) or next (right arrow) slide.

Click the pen icon to display a menu of options to change the mouse pointer to different kinds of pens. – Use the mouse pointer as a pen to draw or

write on the slide displayed on the screen.


The Slide Show Screen Icons (cont.)

The menu icon opens a shortcut menu with options to navigate through the slide show, close it, change the display color or appearance, and access Help.


Displaying Speaker Notes

Speaker notes are not visible in Slide Show view unless you make them appear.

To display a note in Slide Show view:– Click the menu icon or right-click anywhere in the

slide to open a shortcut menu.– On the shortcut menu, select Screen, and then

click Speaker Notes in the submenu. The note for the slide displays in the middle of

the screen, in front of the slide information.


Summary

When you start PowerPoint, you can choose to create a new presentation or open an existing presentation.

In addition to using the Outline pane to move to a different slide, you can also use the scroll bar or shortcut keys to navigate through a presentation in Normal view.


Summary (cont.)

PowerPoint offers three different views to display a presentation. You work in either Normal view or Slide Sorter view as you create and edit your presentation. In Slide Show view, the current slide fills the full computer screen. You use this view to preview your presentation and when you present the show to your audience.


Summary (cont.)

There are several ways to create a new presentation in PowerPoint including opening a blank presentation or a design template, using the AutoContent Wizard, selecting a presentation with content, and modifying existing presentations.

You can add speaker notes to slides in the Notes pane that appears below the Slide pane in Normal view.


Summary (cont.)

The slide design automatically formats slides with color schemes, bullet styles, and graphics. A design template ensures that all slides in a presentation have a consistent look. You can apply a design at any time without affecting the contents of the slides.


Summary (cont.)

You can add a new slide in Normal view or Slide Sorter view. When you add a new slide, you can select a slide layout or use the default layout.

It is easy to delete and copy slides in Slide Sorter view. You can use the Cut, Copy, and Paste commands to delete, move, or copy slides in a presentation.


Summary (cont.)

The Slide Finder enables you to find and copy one or more slides from one presentation to another quickly and easily.

In Slide Show view, you can preview your presentation, move through the slide show using the mouse, spacebar, or shortcut keys, and even draw or write over the slides.

Quick Quiz

1. A PowerPoint document is called a(n) _______________.


Answer: Presentation


2. The slide content as it will appear in your presentation is displayed in a large format in the _______________ pane.

A. Notes

B. Content

C. Outline

D. Slide


Answer: D

Slide


3. True or False?

The only way to navigate through a presentation in Normal view is to use the Outline pane.


Answer: False


4. What view gives you an overall idea of your presentation by displaying all the slides at one time as thumbnails?


Answer: Slide Sorter View


5. Explain when to use a bulleted list and when to use a numbered list on a slide in a presentation.


Answer: Use a bulleted list when the items do not need to be in any particular order, and use a numbered list for an ordered set of data or a series of steps in a process.


6. True or False?

A design template provides a preformatted slide design with colors, styles, and layouts.


Answer: True


7.When you use the Cut and Copy commands to delete, duplicate, or move slides in PowerPoint, where is the slide content temporarily stored?


Answer: Clipboard


8.True or False?

You can write or draw on slides during a presentation using Slide Show view.


Answer: True


Discussion Question #1

Word makes it easier to create documents than by using a typewriter, and Excel provides many advances in keeping records when compared with handwritten ledger books.

How was information presented to an audience before personal computers and presentation software were available?

What are some of the advances and extra features offered by PowerPoint compared to the old way(s) of presenting information?



Compare the different ways PowerPoint provides to create a new presentation such as using design templates, inserting slides from another presentation with Slide Finder, or AutoContent (if you are familiar with it). Which would you prefer to use, and why? (If you have not used AutoContent yet, compare the other methods.)



This lesson gives some guidelines for effective design of a presentation. Refer back to them and add your own ideas to explain how the appearance of a presentation by an entrepreneur to potential investors would differ from a presentation by an artist to a Boy Scout troop about how to build and decorate a box kite. What sort of content would each presentation include?


Documents

Key Applications Module Lesson 19 — PowerPoint Essentials Computer Literacy BASICS