Microsoft PowerPoint Introduction

Microsoft PowerPoint Introduction

Version: 1.1 September 30, 2004

Confidential Internal Use Only

A publication of the Archdiocese of Chicago

Office of Information Technology Technical Services Group

Duplication Prohibited without Permission of Archdiocese of Chicago Office of Information Technology, Technical Services Group

© 2004 by Chicago Archdiocese Office of Information Technology. All Rights Reserved.

Course Developer: Mike Riley

PowerPoint Intro i September 30, 2004 Office of Information Technology Version: 1.1

Table of Contents What is Microsoft PowerPoint? .................................................................................................................... 1 Starting PowerPoint ...................................................................................................................................... 1 PowerPoint Startup Dialog .......................................................................................................................... 1

Open an Existing Presentation .................................................................................................................. 1 Blank Presentation .................................................................................................................................... 2 Design Template ....................................................................................................................................... 2 AutoContent Wizard ................................................................................................................................ 2

Anatomy of the PowerPoint Interface........................................................................................................... 3 Title Bar .................................................................................................................................................... 3 Menu Bar .................................................................................................................................................. 4

Using Menus ......................................................................................................................................... 4 Always Display Full Menus.................................................................................................................. 4

Standard/Formatting Toolbars .................................................................................................................. 5 Displaying Full Toolbars Separately..................................................................................................... 5

Design Area .............................................................................................................................................. 5 View Buttons ............................................................................................................................................ 5 Drawing Toolbar....................................................................................................................................... 5 Status Bar .................................................................................................................................................. 5

Views ............................................................................................................................................................ 6 Normal ...................................................................................................................................................... 6 Outline ...................................................................................................................................................... 6 Notes Page ................................................................................................................................................ 6 Slide .......................................................................................................................................................... 7 Slide Sorter................................................................................................................................................ 7 Slide Show ................................................................................................................................................ 7

Working with Presentations .......................................................................................................................... 8 Navigation................................................................................................................................................. 8 Saving a Presentation................................................................................................................................ 8 Saving a Copy of a Presentation ............................................................................................................... 9 Opening a Presentation ............................................................................................................................. 9 Switching Between Presentations ............................................................................................................. 9 Changing to Multiple Document Interface ............................................................................................. 10 Closing a Presentation............................................................................................................................. 10 Creating a New Presentation................................................................................................................... 10

Slide Layouts .............................................................................................................................................. 11 Adding Content........................................................................................................................................... 11 Creating New Slides ................................................................................................................................... 12 Formatting Text .......................................................................................................................................... 12

Changing the Typeface ........................................................................................................................... 12 Changing Font Size................................................................................................................................. 13 Applying Weight/Shadow Effects .......................................................................................................... 13 Changing Font Color............................................................................................................................... 13 Changing Text Alignment....................................................................................................................... 13 Numbering/Bullets .................................................................................................................................. 14 Promoting/Demoting Text ...................................................................................................................... 14

Rearranging Bullet Points ........................................................................................................................... 14 Changing a Slide Layout............................................................................................................................. 15 Working with Clip Art ................................................................................................................................ 15

PowerPoint Intro ii September 30, 2004 Office of Information Technology Version: 1.1

Changing the Presentation Design .............................................................................................................. 16 Moving, Copying and Deleting Slides........................................................................................................ 16 Setting Transitions ...................................................................................................................................... 17 Running a Slide Show................................................................................................................................. 17 Printing a Presentation ................................................................................................................................ 18 Step-by-Step Instructions To start Microsoft PowerPoint:..................................................................................................................... 1 To create a desktop shortcut for Microsoft PowerPoint: .............................................................................. 1 To choose a template: ................................................................................................................................... 2 To always display full menus: ...................................................................................................................... 4 To disable personalized and toolbars: ........................................................................................................... 5 To move to the next/previous slide:.............................................................................................................. 8 To move to a specific slide: .......................................................................................................................... 8 To save a presentation:.................................................................................................................................. 8 To save a copy of a presentation:.................................................................................................................. 9 To open a presentation: ................................................................................................................................. 9 To switch between presentations: ................................................................................................................. 9 To change to a multiple document interface:.............................................................................................. 10 To close a presentation: .............................................................................................................................. 10 To create a new, blank presentation:........................................................................................................... 10 To create a new presentation using a Design Template or AutoContent Wizard: ...................................... 10 To choose the desired layout: ..................................................................................................................... 11 To add a new slide to a presentation:.......................................................................................................... 12 To change the typeface of text: ................................................................................................................... 12 To change the font size: .............................................................................................................................. 13 To increase/decrease the font size:.............................................................................................................. 13 To apply weight/shadow effects: ................................................................................................................ 13 To change font color: .................................................................................................................................. 13 To change text alignment:........................................................................................................................... 13 To create a numbered list:........................................................................................................................... 14 To select a bulleted/numbered style:........................................................................................................... 14 To promote/demote text:............................................................................................................................. 14 To move a bulleted item: ............................................................................................................................ 14 To change/reset a slide layout:.................................................................................................................... 15 To add Clip Art to a slide with a Clip Art layout:....................................................................................... 15 To add Clip Art to any slide:....................................................................................................................... 15 To add a picture to a slide: .......................................................................................................................... 16 To change to a new design template: .......................................................................................................... 16 To move a slide:.......................................................................................................................................... 16 To copy a slide:........................................................................................................................................... 17 To delete a slide: ......................................................................................................................................... 17 To set a transition:....................................................................................................................................... 17 To set transition options:............................................................................................................................. 17 To run a slide show from the beginning: .................................................................................................... 17 To run a slide show from the current slide: ................................................................................................ 18 To move to the next slide:........................................................................................................................... 18 To move to the previous slide:.................................................................................................................... 18 To pause a presentation and display a blank screen:................................................................................... 18 To print your presentation:.......................................................................................................................... 19

PowerPoint Intro 1 September 30, 2004 Office of Information Technology Version: 1.1

What is Microsoft PowerPoint?

Microsoft PowerPoint is an application that helps you create professional-looking presentations. PowerPoint presentations include the slides in a presentation and can also include speaker notes or information used in handouts. The presentation can be displayed through a projector or printed onto transparencies. You can also print an outline of your presentation, speaker notes, and handouts.

Starting PowerPoint

To start Microsoft PowerPoint: • Choose Start, Programs, Microsoft PowerPoint You might also have a desktop shortcut or Quick Launch icon for Microsoft PowerPoint. You can also add a shortcut to PowerPoint on your desktop.

To create a desktop shortcut for Microsoft PowerPoint: • Choose Start, Programs • Point to the Microsoft PowerPoint menu

item with your mouse (but don’t click it) • Tap the right-mouse button • Choose Send To • Choose Desktop (create shortcut)

PowerPoint Startup Dialog

Unlike Microsoft Word or Excel, when you start PowerPoint, you don’t automatically begin with a blank presentation.

After starting PowerPoint, you will need to select whether you’re opening an existing presentation or creating a new presentation (in one of three methods).

Open an Existing Presentation

To open an existing presentation, select Open an existing presentation. If the desired presentation is listed in the recent files group, double-click the presentation. Otherwise, double-click More Files… and navigate to and double-click the desired presentation.


Blank Presentation

If you’re not certain on what “look” you want your presentation to have or you’d rather focus on the content of the presentation first (rather than it’s appearance), you may wish to create a Blank presentation. A Blank presentation uses a template (just like every PowerPoint presentation). The Blank presentation template (Default design) is extremely plain.

Design Template

If you have a particular look in mind for a presentation, you can choose a Design Template when you create a presentation.

To choose a template: • From the startup dialog, choose

Design Template and click OK • In the list of Design Templates,

select the desired template and click OK

AutoContent Wizard

The AutoContent Wizard is similar to using a Design Template in that each presentation that uses the AutoContent Wizard has a specific “look.” The AutoContent Wizard walks you through a series of steps about what kind of presentation you are creating. When you finish the AutoContent Wizard, PowerPoint creates a sample presentation that you can modify for your needs.


Anatomy of the PowerPoint Interface

The following descriptions are included to give an understanding of the parts of the Microsoft PowerPoint window.

Title Bar

The Title Bar at the top of the screen displays the name of the application (Microsoft PowerPoint) as well as the name of the current file (Presentation1 in this example).

The Title Bar also houses the Minimize, Maximize/Restore and Close buttons on the right side of the Bar. The control icons on the right affect the entire program.


Menu Bar

The Menu Bar contains all of the commands available to you while working in PowerPoint. Click on any of the menu titles to reveal a dropdown menu with a list of commands. The menu will remain open until a command is selected, or until the menu is closed.

If a menu selection is not available, it will appear “dimmed” or “grayed out.”

If you have expanded a menu by mistake, you may close it by pressing the Alt key on the keyboard, or clicking off of the menu.

The menu bar also displays a set of control icons on the right (Minimize, Maximize/Restore, and Close) that affect the current file only.

Using Menus Click on any of the menus in PowerPoint and notice that some of the menu items have extra options. You can also open a menu by tapping the Alt key on the keyboard then tapping the underlined letter from the desired menu.

Shortcut Keys

A selection with a keystroke equivalent at the right of the menu item will allow you to use keystrokes in place of choosing the menu option.

Ellipses

Ellipses after a menu selection indicate that a second window (dialog box) will open providing more options relevant to the menu item.

Submenu

A second “fly out” menu is displayed when the user clicks on an option containing the submenu indicator.

Expanding Menus

If a menu contains additional, hidden options, you can click the double-arrows at the bottom of the menu to fully expand it. The menu should also automatically expand after a few seconds.

Always Display Full Menus You can specify that PowerPoint should always display full menus by customizing your options in PowerPoint.

To always display full menus: • Choose Tools, Customize • Select the Options tab • Uncheck Menus show recently used commands first • Click OK


Standard/Formatting Toolbars

There are a variety of toolbars available while working in PowerPoint. The toolbars that display by default depend on the view currently displayed in the design area (see below). Toolbars only display the common tools within PowerPoint. Additional toolbar buttons are available by clicking the double-arrow to the right of the toolbar.

To find out what a particular toolbar button does, hover the mouse on top of the button. In a few seconds, a tooltip displays showing the name of the button.

Displaying Full Toolbars Separately By default, toolbars in PowerPoint share one row of buttons. While this gives you a larger design area to work with, it does hide some toolbar buttons that you may wish to use.

To disable personalized and toolbars: • Choose Tools, Customize • Select the Options tab • Uncheck Standard and Formatting toolbars share one

row • Click OK

Design Area

The design area displays the content of your presentation and is where you make changes. Your presentation contains two main elements: slides and speaker notes. The design area can also display a presentation outline (another option for adding content to your presentation), a slide sorter or master views (the “template” used for slides).

View Buttons

To change the contents of the design area, you will need to switch your view. View buttons are visible in the lower left corner of your screen.

Drawing Toolbar

The drawing toolbar is displayed in all views except Slide Sorter and Slide Show. You can use the drawing toolbar to add non-text elements to slides and speaker notes.

Status Bar

The status bar, at the bottom of the screen, displays information about your current view, current slide and total number of slides, and a spell check indicator.


Views

Depending on what content you are adding and how you prefer to work with PowerPoint, you may need to switch views to work effectively. Unless otherwise specified, you can switch to any view using the view buttons or the view menu.

Normal

The Normal view is most often used in PowerPoint. Normal view displays your slide, the outline of your presentation, and a section for speaker notes. In Normal view, your slide takes up most of the design area.

Outline

The Outline view is almost identical to the Normal view. In Outline view, the emphasis is placed on the outline of your presentation.

Notes Page

The Notes Page view is only available from the View menu. Notes Page view shows a miniature of the current slide and speaker notes section at the bottom of the page. Notes Pages display how they will print.


Slide

Slide view is only available from the view buttons. Slide view enlarges the slide as much as possible in the design area while still displaying the outline and speaker notes (although in very small areas).

Slide Sorter

Slide Sorter view is primarily used to rearrange slides in a presentation and add transitions to the presentation.

Slide Show

The Slide Show view runs the presentation beginning with the active slide. Slide Show view in displaying a slide in full screen. To get out of Slide Show view, tap the Esc key on the keyboard.


Working with Presentations

Once you are in a presentation, you’ll need to be able to navigate through the presentation, save changes, close the presentation, open other presentations, and create new presentations.

Navigation

While you’re in a presentation, you can quickly move from one slide to another slide in the presentation.

To move to the next/previous slide: • Click on the slide from your current view • Tap the Page Down/Page Up key

OR • Click the Next Slide/Previous Slide double-arrow to the right of your slide To move to a specific slide: • Scroll through the outline and click the desired slide

OR • Switch to Slide Sorter view and double-click the desired slide

Saving a Presentation

Make sure you save changes to your presentation as you work on it. If you don’t save your changes and exit PowerPoint, there is no way to recover those changes.

To save a presentation: • Choose File, Save • Click the Save icon • OR • Hold down Ctrl and top the letter S Note: If this is the first time you are saving that presentation, you will need to provide additional information as described in Saving a Copy of a Presentation.


Saving a Copy of a Presentation

There are four main reasons why you’d want to save a copy of a presentation. 1. To make a backup copy of a presentation 2. To save a copy of a presentation in a different location (floppy disk, for example) 3. To save a copy in a different file format for another user who doesn’t have PowerPoint 2000 4. To use a current presentation as a “template” for a new presentation

To save a copy of a presentation: • Choose File, Save As • Navigate to the location you are saving the copy in • Type a name for the copy • Choose the file type from the drop-down list • Click Save Note: You should always save your presentations as Presentation (2000) files unless you are sharing the file with someone who doesn’t use PowerPoint 2000 (or higher). Saving in another format can result in the loss of content you’ve included in your presentation.

Opening a Presentation

If you need to open a presentation after you are in PowerPoint, you use the Open command.

To open a presentation: • Choose File, Open

OR • Click the Open icon

OR • Hold down Ctrl and tap the letter O • Navigate to the folder that contains the presentation • Double-click the file

Switching Between Presentations

By default, PowerPoint 2000 uses a single document interface. Each instance of PowerPoint contains only one presentation.

To switch between presentations: • Click the instance of PowerPoint from the Windows taskbar

OR • Choose the desired presentation from the Window menu


Changing to Multiple Document Interface

If you prefer to have one instance of PowerPoint that contains multiple presentations (like the previous versions of PowerPoint), you can switch to a multiple document interface.

To change to a multiple document interface: • Choose Tools, Options • Select the View tab • Uncheck Windows in taskbar • Click OK

Closing a Presentation

When you are finished with a presentation, you should close it (especially when working with several presentations).

To close a presentation: • Choose File, Close • Choose Yes or No when prompted to save changes (as needed) If you have been working with several presentations and you want to close them all, it’s usually faster to exit PowerPoint (File, Exit), rather than closing each one separately.

Creating a New Presentation

After you have started PowerPoint, you can create additional new presentations.

To create a new, blank presentation: • Click the New icon on the toolbar

OR • Hold down the Ctrl key and tap the letter N To create a new presentation using a Design Template or AutoContent Wizard: • Choose File, New • To use the AutoContent Wizard, select the General tab and double-click AutoContent Wizard • To choose a Design Template, select the Design Templates tab and double-click the template


Slide Layouts

After you select how you are creating your presentation, your next choice (unless you’re using the AutoContent Wizard) is the layout for the first slide in your presentation.

When you add a slide to a presentation, you’ll need to choose the appropriate Slide Layout. PowerPoint includes 24 different slide layouts that will suit almost any need.

To choose the desired layout: • Double-click the layout from the New Slide dialog box Choosing the wrong layout for a slide can cause problems down the road. You can, however, change a slide’s layout when needed. See Changing a Slide Layout on page 14.

Adding Content

With the exception of the Blank Slide layout, all slide layouts include at least one placeholder. Placeholder text includes instructions for how to add content to the placeholder.

When adding the main text of a presentation, make sure you add that text to a placeholder (rather than using a text box or shape with text). This ensures that the main content of the presentation is also available in the Outline of the presentation.

Occasionally, you won’t want to put any content in one or more placeholders. For example, you may choose to include a bulleted list but don’t want a title for that slide. If you leave the placeholder as-is, it won’t print or display when you run the presentation.

You can also delete a placeholder by clicking inside it and tapping the Delete key (for non-text placeholders) or clicking inside the text placeholder, tapping the Esc key (only once), then tapping the Delete key.


Creating New Slides

The number of slides in a presentation are only limited by the memory and available disk space on your computer.

To add a new slide to a presentation: • Choose New Slide from the Common Tasks toolbar

OR • Choose Insert, New Slide

OR • Click the New Slide icon from the Standard toolbar

OR • Hold down the Ctrl key and tap the letter M After you add a new slide, you will need to select the layout for the slide.

Formatting Text

The appearance of text in your presentation is determined by the design template applied to your presentation. If you are changing the appearance of ALL of the text in your presentation, consider changing the Slide Master instead of manually changing each slide’s text (use the help system for information about Slide Masters).

Change the appearance of text for individual items to draw attention to a specific point.

Before you can change the appearance of text, you will need to select (highlight) the text you are changing.

Changing the Typeface

To change the typeface of text: • Select the text to change • Click the Font drop-down arrow • Scroll through and click on the desired font


Changing Font Size

To change the font size: • Select the text to change • Click the Font Size drop-down and select the desired size

OR • Click within the Font Size box and type the desired size in point To increase/decrease the font size: • Select the text to change • Click the Increase Font Size/Decrease Font Size button until you reach the desired size The second method is often preferred when changing the size of several lines of text in that you can quickly see when the text is the desired size.

Applying Weight/Shadow Effects

You can apply bold, italic, underline and shadow effects to single letters, words, sentences, and entire paragraphs.

To apply weight/shadow effects: • Select the text to change • Click the Bold, Italic, Underline and/or Shadow icons to activate/deactivate the effects

Changing Font Color

Font color is the only text formatting setting not on the formatting toolbar.

To change font color: • Select the text to change • Click the drop-down arrow on the Font Color icon in the Drawing toolbar • Select one of the listed colors

OR • Choose More Colors and select the desired color

Changing Text Alignment

When changing text alignment, you don’t have to highlight the entire group of text. Alignment is a paragraph level setting.

To change text alignment: • Highlight or click within the paragraph to align • Click the desired Align button on the toolbar


Numbering/Bullets

PowerPoint 2000 is the first version of the software that makes it easy to create numbered lists.

To create a numbered list: • Select the lines of text to number • Click the Numbering icon on the toolbar To select a bulleted/numbered style: • Select the lines of text to change • Choose Format, Bullets and Numbering • Select the desired Bulleted or Numbered

style • Click OK

Promoting/Demoting Text

When working with bulleted/numbered lists, you may need to create sub-points to main points. You will need to demote/promote text to get the desired look.

To promote/demote text: • Click in the line of text to change • Click the Promote/Demote icon as needed

Rearranging Bullet Points

It’s very easy to rearrange the order of bullet points in PowerPoint 2000.

To move a bulleted item: • Click and hold the bullet for that item • Drag the item up or down until the insertion point displays in the desired location • Release the mouse button You can use the Outline pane to move a bulleted item into a different slide.


Changing a Slide Layout

If you have chosen the wrong layout for a slide, want to include additional elements (such as changed a bulleted list to text and clip art), or reset a slide to its original layout, you can easily do so.

To change/reset a slide layout: • Choose Slide Layout from the Common Tasks toolbar or Format menu • Select the desired layout • Click Apply to change the layout or Reapply to reset the layout to its original settings Note: Changing to or from a 2-column bulleted list won’t automatically move the text. You will need to cut/paste the text into the correct placeholder(s).

Working with Clip Art

Clip Art can help enhance a presentation by representing ideas or to simply liven up a presentation. Using a slide layout that is intended for Clip Art is the easiest method to add Clip Art, but you can add clips to any slide.

To add Clip Art to a slide with a Clip Art layout: • Double-click the Clip Art placeholder • Select the category that contains the

desired clip or type a keyword in the Search box

• Scroll until you find the desired clip • Click on the clip and choose the Insert

Clip button from the toolbar The clip will automatically adjust to fit the placeholder.

To add Clip Art to any slide: • Click the Insert Clip Art button on the Drawing toolbar • Double-click the Clip Art placeholder • Select the category that contains the desired clip or type a keyword in the Search box • Scroll until you find the desired clip • Click on the clip and choose the Insert Clip button from the toolbar • Click and drag from the center of the clip to move it to the desired location • Click and drag a corner point of the clip to resize it If the image you wish to add is NOT in the clip art gallery (for instance, an image on a floppy disk), you can also add it to a slide.


To add a picture to a slide: • Choose Insert, Picture, From File • Navigate to the folder that contains

the file • Double-click the desired file • Click and drag from the center of the

picture to move it to the desired location

• Click and drag a corner point of the picture to resize it

Changing the Presentation Design

If you need to change the appearance of a presentation to a new design, you can easily change it. Each presentation can only use one design template.

To change to a new design template: • Double-click the name of the template in the

status bar • Navigate to the new template and double-

click it You should double-check the layout of each slide in your presentation after switching to a new template in case you need to change any formatting.

Moving, Copying and Deleting Slides

Normally, one of the last checks in a presentation is to make sure the slides are in the correct order and that there are no extra slides.

Moving, copying and deleting slides is easy from Slide Sorter view.

To move a slide: • Choose View, Slide Sorter • Drag the slide to it’s new position (between two other slides or the beginning or end of the

presentation) You can also quickly copy a slide from one location to another. This is often used for Title Slides that appear at both the beginning and end of a presentation.


To copy a slide: • Choose View, Slide Sorter • Hold down the Ctrl key on the keyboard and drag the slide to its new location (make sure you keep

Ctrl held down until after you release the mouse button) You can also use Cut/Copy/Paste to move and copy slides.

To delete a slide: • Choose View, Slide Sorter • Click the slide to delete • Tap the Delete key on the keyboard

Setting Transitions

Transitions specify how a slide appears in the presentation. Normally a slide will simply cut (“pop in”). Transitions will allow slides to move in over the current slide in a variety of ways.

To set a transition: • Switch to Slide Sorter view • Select the slide(s) you are setting the transition on • Choose the desired transition from the Slide Transition Effects drop-down list on the Slide Sorter

toolbar You can choose additional options for transitions such as the speed of the transition and whether the following slide should automatically display after a certain amount of time.

To set transition options: • Switch to Slide Sorter view • Select the slide(s) you are setting the transition on • Click the Slide Transition button on the Slider Sorter toolbar • Select the desired transition • Select the speed of the transition • Select whether or not the following slide should display automatically and/or with a mouse click • Choose a sound to play when the slide appears (not recommended for a presentation with a

narrator/speaker) • Click Apply

Running a Slide Show

To run a slide show from the beginning: • Choose View, Slide Show • Tap the Esc key to exit the slide show You can also preview show beginning with the current slide.


To run a slide show from the current slide: • Select the slide to begin with • Click the Slide Show view icon in the lower left corner • Tap the Esc key to exit the show To move to the next slide: • Click the mouse

OR • Tap the letter N

OR • Tap the Enter key

OR • Tap the Page Down key

OR • Tap the right arrow

OR • Tap the down arrow

OR • Tap the space bar To move to the previous slide: • Tap the letter P

OR • Tap the Page Up key

OR • Tap the left arrow

OR • Tap the up arrow

OR • Tap the backspace key To jump to a specific slide while running the presentation: • Type the number of the slide • Tap the Enter key To pause a presentation and display a blank screen: • Tap the letter B to display a black screen • Tap the letter W to display a white screen • Tap the letter again to return to the

presentation Hint: When preparing to give a presentation, start running a slide show and tap the letter B or W as appropriate. When you are ready to begin, simply tap the letter again and go. This way, the audience doesn’t see you opening the file, clicking the Slide Show icon, etc.

Printing a Presentation


If you won’t be running the presentation directly from the computer, to create handouts, and to simply create a mock-up of your presentation for review, you’ll need to print the presentation.

When printing a presentation, don’t use the Print icon on the toolbar. That will print full page output of each slide in the presentation. In most cases, you’ll want to specify what you are printing.

To print your presentation: • Choose File, Print • Select the printer from the drop-down • Specify which slides to print • Specify what you are printing (Slides, Handouts, Notes Pages, or Outline) • Select any additional options as desired • Click OK

Any feedback concerning this guide, procedures,

or the PowerPoint Product

is to be directed to the IT Assistance Line at (312) 751-5227.

© 2004 by Chicago Archdiocese Office of Information Technology. All Rights Reserved.

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Microsoft PowerPoint Introduction