Pp t Tutorial 2003

8/15/2019 Pp t Tutorial 2003

1/49

POWERPOINT 2003 TUTORIAL

INTRODUCTION

This tutorial supplements the discussion of PowerPoint on pages 349-369 of your

textbook.fter re!iewing the basics of getting started in PowerPoint "##3$ the tutorial

pro!ides step-by-step instructions for inserting text$ images$ and sounds onto slides% forformatting slides% and for enhancing slides with special features such as animation and

transitions.

&ou can read the instructions through from beginning to end$ or you can access

particular sections through the table of contents at the beginning of the tutorial. 'n eithercase$ try to practice the instructions as we discuss them. This will take extra time$ but it(s

a surefire way to learn the fundamentals of PowerPoint "##3.

Table of Contents

8/15/2019 Pp t Tutorial 2003

2/49

PowerPoint "##3 Tutorial

POWERPOINT 2003 TUTORIAL

INTRODUCTION

GETTING STARTEDOpening PowerPoint 2003

PowerPoint 2003 Screen Elements

Templates

Slide Layouts

Creating a New Slide

Saving Your or!

INSERTING TEXT, IMAGES, AND SOUNDS

Te"t

P#otograp#s

Clip $rt

%rap#s

Son!s

&ideo

Copyrig#t Credits

"ORMATTING SLIDES

$d'usting Color

$d'usting (onts

Si)ing and Spacing O*'ects

$dding $nimation

Creating Transitions

+nserting ,lan! Slides

S-O+N% YO./ SL+ES

) "##* +tephen ,. ucas. ll ights eser!ed Page "

8/15/2019 Pp t Tutorial 2003

3/49


GETTING STARTED

O#en$n% Po&e'Po$nt 2003

To open PowerPoint for the first time$ click the Sta't button and select P'o%'a(s. /ind

0icrosoft PowerPoint in the list of programs and click on it. 1To sa!e time in the future$you can create a PowerPoint icon that will appear on your computer(s desktop. &ou can

then open PowerPoint simply by clicking on the icon.2

/eturn to Contents

Po&e'Po$nt 2003 S)'een Ele(ents

'f you ha!e not used PowerPoint "##3 before$ you should take a moment to familiarie

yourself with its screen elements. /igure identifies these elements.

•

Men *a'5 ocated at the top of your screen$ the menu bar helps you performmaor functions such as opening and closing presentations$ choosing fonts$

inserting images$ and !iewing slides. 7hen you click the boxes on the menu bar$drop-down menus appear with more choices.

• U##e' Tool *a'5 The upper tool bar appears ust below the menu bar. 't pro!ides

shortcuts that help you perform such tasks as creating new slides$ adding bold or

italicied text$ undoing your pre!ious action$ and sa!ing your work.

• Lo&e' Tool *a'5 The lower tool bar stretches across the bottom of the screen.

mong the items on this bar are three 8iew buttons with icons ust abo!e raw in

the lower-left-hand corner. These buttons allow you to mo!e instantaneously

among different !iews of your presentation. 'f you place your mouse pointer oneach button$ a sign will appear identifying the button(s function. The lower tool

bar also includes shortcuts for such functions as adding text boxes$ charts$ clip art$

and color.

) "##* +tephen ,. ucas. ll ights eser!ed Page 3

8/15/2019 Pp t Tutorial 2003

4/49


7hen you open PowerPoint "##3$ the main part of the screen will default to what

PowerPoint calls :ormal !iew. s illustrated in /igure "$ this !iew is di!ided into threeareas.

• The center area displays your current slide.

• ;n the left is a task pane that allows you to switch between !iewing an outline of

all your slides and thumbnails of the slides.

• ;n the right is a task pane that pro!ides tools for getting started. The !ertical

arrow to the right of

8/15/2019 Pp t Tutorial 2003

5/49


Te(#lates

7hen you open PowerPoint "##3$ click the !ertical arrow to the right of ontent 7iard 1/igure 32.

) "##* +tephen ,. ucas. ll ights eser!ed Page ?

8/15/2019 Pp t Tutorial 2003

6/49


7hen you choose =lank Presentation$ you start with a white background on your

slides$ which you can easily change if you desire. &ou can also adust all the other

elements of your slides to get the exact look you want.The esign Template option generates a presentation in which all the slides are

unified by a preselected combination of colors$ fonts$ and graphics. 7hen you choose

esign Template$ thumbnails of sample templates appear in the task pane on the right ofthe screen 1/igure 42. >lick any template to pre!iew it in the main part of your screen.


8/15/2019 Pp t Tutorial 2003

7/49


esigned for business speakers$ uto>ontent 7iard pro!ides templates with predetermined outlines and sample text for two doen kinds of presentations$ such as

,mployee ;rientation$ Proect ;!er!iew$ and /acilitating a 0eeting. lthough helpful in

some situations$ uto>ontent 7iard is seldom used outside a business setting.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page *

8/15/2019 Pp t Tutorial 2003

8/49


Sl$!e La-ots

'f you choose =lank Presentation$ thumbnails of 3 slide layouts will appear in the right

column@as shown in /igure ? 1use the scroll bar to see all the thumbnails2. 7hen you place the cursor on one of the thumbnails$ its name will be displayed underneath it. >lick

on any layout$ and it will appear in the middle of your screen.

'f you choose esign Template$ the first slide will default to a Title +lide layout.

7hen you create a second slide$ you will be able to select from the same 3 layouts as in

=lank Presentation@but with a consistent design in the background.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page A

8/15/2019 Pp t Tutorial 2003

9/49


C'eat$n% a Ne& Sl$!e

s with most functions in PowerPoint "##3$ there are se!eral ways to create a new slide5

•The fastest is to click Ne& Sl$!e on the far right of the upper tool bar 1/igure 62.

•&ou can also click Inse't on the menu bar and choose Ne& Sl$!e from the choices

on the drop-down menu.

:o matter which method you use$ executing the command will prompt layoutoptions to appear in the task pane.

Ret'n to Contents


8/15/2019 Pp t Tutorial 2003

10/49


Sa.$n% /o' Wo'

s with any computer program$ you should sa!e your work on a regular basis when

working in PowerPoint. To do so$ press Ct'l B S or go to the menu bar at the top of thescreen$ click "$le$ and choose Sa.e from the drop-down menu.

The first time you sa!e your presentation$ the +a!e s dialog box will appear with

either the opening words of your title slide or the label CPresentation.pptD highlighted in

the /ile :ame panel near the bottom 1/igure *2.

ecide whether you want to sa!e the presentation on your hard dri!e or on a floppy

disk$ >$ or ip disk. >hoose the dri!e and file name under which you want to sa!e the presentation and click the Sa.e button at the lower right of the dialog box.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page #

8/15/2019 Pp t Tutorial 2003

11/49


INSERTING TEXT, IMAGES, AND SOUNDS

:ow that you know your way around the basic elements of PowerPoint$ you(re ready to

start de!eloping slides for your speech. There are two maor steps in de!eloping slides.

The first is creating text and finding !isual images and perhaps sounds or !ideo clips toinsert on your slides. The second is to format your slides for maximum impact.

s you become more proficient in PowerPoint$ you will probably find yourself

mo!ing simultaneously between these two steps. Eere we will go o!er each step

separately so we can explain them as clearly and systematically as possible.

Ret'n to Contents

Tet

There are two main ways to add text to a slide. ;ne is to use the text placeholders on the

slide layouts. These placeholders are boxes that say C>lick to add titleD or C>lick to add

textD 1see /igure A2.

7hen you click in a placeholder$ the instructions disappear and you(re ready to type

in your text. 7hen you finish entering your text$ mo!e the mouse pointer outside the box

and click to make the placeholder borders disappear.

) "##* +tephen ,. ucas. ll ights eser!ed Page

8/15/2019 Pp t Tutorial 2003

12/49


nother way to add text is with the text box function$ which you can access by

clicking Inse't on the menu bar at the top of the screen and selecting Tet *o from the

drop-down menu. ;nce you ha!e acti!ated the text box function$ click the spot whereyou want the text to appear on your slide. Type your text in the resulting box.

To change the location of the text box$ place your cursor on the border$ click$ and use

the arrow keys to mo!e the box to the desired spot. Then click outside the text box tomake its borders disappear. 1&ou can bring the borders back by clicking anywhere on thetext.2

Ret'n to Contents

P1oto%'a#1s

'f you(re speaking on a topic drawn from your personal experience$ you can usePowerPoint "##3 to display your own photographs. /or other topics$ you can download

photographs from the 7eb.

/igure 9 lists of some of the best online sources for photographs on topics of currentand historical interest5


8/15/2019 Pp t Tutorial 2003

13/49


;nce you locate a photograph you want to use$ place the mouse pointer on it and

right click. list of options will appear$ from which you should choose Sa.e P$)t'e As 1/igure #2. >reate a file name that will be easy for you to find later and sa!e the

photograph to your computer. 1't will automatically be sa!ed in your 0y Pictures

directory unless you specify a different location for it.2

To insert a downloaded photograph on a slide$ follow these steps5

• >lick Inse't on the menu bar at the top of your screen.

• >hoose P$)t'e$ followed by "'o( "$le.

• The 'nsert Picture dialog box shown in /igure will appear with a list of all the

photographs and other images you ha!e downloaded to your computer. Eighlightthe photo you want and click Inse't to add it to the slide you are currently

working on.


8/15/2019 Pp t Tutorial 2003

14/49


To make a slide displaying a photograph and nothing else$ follow these steps5

• ontent ayouts category in the pply +lide ayout task pane on the

right of your screen in :ormal !iew.

• +elect *lan $ which is the first choice in the >ontent ayouts category.

• 'f you want a title at the top of your slide$ use the Title and >ontent layout$ which

is directly under the =lank layout. 10icrosoft uses the word CcontentD in thelayouts to refer to !isual items such as photographs$ clip art$ charts$ !ideos$ and

the like.2

't(s also possible to combine photographs with text. +uppose you want a title abo!e

the picture and a brief description to the left of it5

• +croll down the right task pane and select the Title$ Text$ and >ontent layout$

which is the first option in the Text and >ontent ayouts category.

• To insert your photograph$ click the icon in the lower left corner of the box on

the right side of the slide. 1The words C'nsert PictureD will appear below the iconwhen you place your cursor on it.2

• 7hen the 'nsert Picture dialog box appears$ double click on the picture you wish

to insert. &ou can then type the title in the box at the top of the slide and thedescription in the text box on the left. The result might look like the slide in

/igure ".


8/15/2019 Pp t Tutorial 2003

15/49


7hether you are adding a photograph alone or combining it with text$ the process is

remarkably simple. 't can also be used for other obects@including clip art$ graphs$

maps$ charts$ drawings$ and e!en !ideos.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page ?

8/15/2019 Pp t Tutorial 2003

16/49


Cl$# A't

There are se!eral ways to add clip art to a slide. The easiest is to select one of the firsttwo layouts under the ;ther ayouts category on the right of your screen in :ormal !iew.

7hen the layout appears on screen$ double click the icon for adding clip art@as shown in

/igure 3.

fter you click the icon for clip art$ the +elect Picture dialog box will appear. +croll

through the options and double click on the item you want to add to your slide.

&ou can also use PowerPoint to find clip art online. Eere(s how5

• 'n :ormal !iew$ click the !ertical arrow to the right of the +lide ayout label in

the task pane.

• +elect Cl$# A't from the drop-down menu. 1'f the dd >lips to ;rganier dialog

box appears$ click the Es) key to get rid of it.2

• >lick Cl$# a't on Off$)e Onl$ne in the lower right column. This will take you to

0icrosoft(s esign

8/15/2019 Pp t Tutorial 2003

17/49


• To display all the clips you ha!e chosen$ click Sele)t$on *aset at the upper left

of the website.

• 7hen the next screen appears$ click Do&nloa! to send the selected clips to your

computer.

To insert downloaded clip art on a slide$ follow the same procedure explained earlier

for adding a downloaded photograph5

• >lick Inse't on the menu bar at the top of your screen and choose P$)t'e,

followed by "'o( "$le.

• 7hen the 'nsert Picture dialog box appears$ choose the file that contains the clip

art you want and click Inse't to add it to your slide.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page *

8/15/2019 Pp t Tutorial 2003

18/49


G'a#1s

PowerPoint gi!es you a number of ways to incorporate graphs into your speeches. ;ne

option is to create a graph using data you ha!e gathered.

•+croll down to ;ther ayouts in the task pane on the right side of the screen in :ormal !iew. +elect a slide layout that contains a graph.

•7hen the slide appears$ double click on the add-chart placeholder. 10icrosoft

uses the words CgraphD and CchartD interchangeably.2 This will open the

0icrosoft

8/15/2019 Pp t Tutorial 2003

19/49


The datasheet is a separate window. s you replace the labels and numbers on the

default datasheet with your own labels and numbers$ the graph will change accordingly.

7hen you are finished$ click anywhere outside the graph or datasheet to lea!e 0icrosoft

8/15/2019 Pp t Tutorial 2003

20/49


7orking with the graph program takes a little practice$ but once you get the hang of

it$ you should be able to create the kind of graph you need for ust about any speech.

'n addition to creating your own graphs$ you can use PowerPoint to download graphs

from the 'nternet. 17ebsites for go!ernment agencies$ newspapers$ and magaines are allexcellent sources for graphs.2

7hen you find a graph you want to use$ right click on it and choose Sa.e P$)t'eAs. >reate a file name that will be easy for you to find later and sa!e the graph to yourcomputer.

To access the graph for use in a slide$ follow the steps described earlier for inserting

clip art and photographs you ha!e downloaded from the 7eb.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page "#

8/15/2019 Pp t Tutorial 2003

21/49


Son!s

$dding Sounds

;ne way to incorporate sound into your presentation without creating problems with disk

space is to play a portion of a > from the computer(s > dri!e. 1&ou can do this only ifyou are running your presentation from the hard dri!e or the floppy disk dri!e$ rather than

from the > dri!e.2

•>lick the Inse't button on the menu bar at the top of your screen.

•+elect Mo.$es an! Son!s from the drop-down menu$ followed by Pla- CD

A!$o T'a) . This will display the 0o!ie and +ound ;ptions dialog box shown

in /igure *.

•,nter the track of the > you want to play.

•lso note where in the track you wish to begin and end% enter this information in

minutes and seconds.


8/15/2019 Pp t Tutorial 2003

22/49


• 7hen you click O $ another dialog box will ask if you want the sound to play

automatically when the slide appears on screen or when you click the sound icon.

'n most cases$ you should choose the second option$ so you can control exactlywhen the > will play.

• fter you make your selection$ the dialog box closes and a sound icon appears on

the screen. &ou can place the icon anywhere on the slide by dragging it to your

desired location.

nother way to incorporate sounds into a PowerPoint presentation is to downloadsound clips from the 'nternet. &ou can use a clip that you ha!e downloaded pre!iously$ or

you can download one specifically for your speech. 'n either case$ the procedure is the

same for inserting the clip onto a PowerPoint slide5

• >lick Inse't on the menu bar$ followed by Mo.$es an! Son!s from the drop-

down menu.

• +elect Son! f'o( "$le to display the 'nsert +ound dialog box 1/igure A2.

• /ind the file that contains the clip you want and click ;F to add it to your slide.

'f you use downloaded sounds in your presentation$ be sure to follow the copyright

pro!isions discussed in your textbook. lso be aware that unless you ha!e sound editing

software$ you cannot excerpt a portion of the downloaded file to use in your speech. &ou

) "##* +tephen ,. ucas. ll ights eser!ed Page ""

8/15/2019 Pp t Tutorial 2003

23/49


ha!e to add the entire file@which may take up too much space on a floppy disk if that(s

what you(re using for the presentation.

Playing Sounds

egardless of where you find your sounds$ you ha!e two ways to play them in

PowerPoint. ;ne way$ as discussed earlier$ is to click the sound icon that appears on

screen after you insert a sound onto a slide.

second way is to assign the sound file to a photograph$ chart$ graph$ text box$ or

other obect on the slide. ather than ha!ing a sound icon appear on screen$ you play the

sound by clicking the obect to which you ha!e assigned it. This results in a more

polished presentation and is the method preferred by most experienced speakers. Eere(show to use it5

•0ake sure the slide on which you want to insert the sound is displayed on screen.

• 'nsert the photograph$ text box$ or other obect that you want to associate with the

sound.

•ight click anywhere on the obect and choose A)t$on Sett$n%s from the shortcut

menu 1/igure 92.

) "##* +tephen ,. ucas. ll ights eser!ed Page "3

8/15/2019 Pp t Tutorial 2003

24/49


•+elect the Pla- Son! checkbox in the ction +ettings dialog box shown in

/igure "#.

•>lick on the arrow at the right of the Play +ound box to re!eal the drop-down list.

+croll to the bottom of the list and choose Ot1e' Son!. This will open the dd

+ound dialog box.

•+elect the file you want from the dd +ound dialog box and click O .

•The sound you ha!e chosen is now associated with the obect on your slide. To play the sound during your presentation$ simply click on the obect.

Ret'n to Contents


8/15/2019 Pp t Tutorial 2003

25/49


+$!eo

To insert a !ideo clip from a computer file to a PowerPoint slide$ display the slide on

which you want the !ideo to appear. Then follow these steps5

• >lick Inse't on the menu bar$ followed by Mo.$es an! Son!s$ then Mo.$e

f'o( "$le.

• 7hen the Inse't Mo.$e dialog box appears$ locate the file you want to add to

your slide and click O .

The first frame of the !ideo will appear on the slide along with a dialog box asking if you want the !ideo to play automatically or when you click it. 'n most cases$ you should

take the second option$ since it gi!es you full control o!er when the !ideo runs duringyour presentation.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page "?

8/15/2019 Pp t Tutorial 2003

26/49


Co#-'$%1t C'e!$ts

s we discussed on pages 36?-366 your textbook$ you need to be sure to includecopyright credits when you use copyrighted material on a PowerPoint slide. /ollow these

steps5

•0o!e the photograph$ chart$ map$ or other obect for which you are pro!iding

credit up slightly on the slide so there is room to insert a text box below the

obect.

•>lick Inse't on the menu bar at the top of the screen and select Tet *o.

•>lick on the slide below the obect where you want to place the text box.

•7hen the box appears$ click "o'(at on the menu bar$ followed by "ont$ which

will generate the /ont dialog box shown in /igure ".

•Gse the +ie option to change the font sie from "4 to # and click O .

•rag the text box so it is aligned with the bottom outside corner of the obect on

the slide and click outside the box to make the lines disappear.

•7hen you are finished$ the copyright information should be displayed

inconspicuously so it does not detract from the content of the slideas in /igure

"".

Ret'n to Contents


8/15/2019 Pp t Tutorial 2003

27/49


) "##* +tephen ,. ucas. ll ights eser!ed Page "*

8/15/2019 Pp t Tutorial 2003

28/49


"ORMATTING SLIDES

;nce you ha!e the text$ images$ sounds$ andHor !ideos that you want to include on your

slides$ the next step is to format the slides to communicate your message as effecti!ely as

possible. lthough PowerPoint pro!ides a number of ad!anced formatting features$ you

can start creating sharp$ professional-looking slides right away by mastering a few simpletechniIues for the use of color$ fonts$ space$ siing$ animation$ and transitions.

Ret'n to Contents

A!4st$n% Colo's

=oth the esign Template and uto>ontent 7iard options come with built-in colorschemes for your slides. 'f you use =lank Presentation$ you will need to choose the colors

yourself. oing so$ howe!er$ is easy and is often necessary to get ust the look you want.

• 0ake sure you ha!e a slide on your screen.

• >lick "o'(at on the menu bar$ followed by Sl$!e Des$%n on the drop-down

menu.

• The top of the task pane at the right of your screen will now say +lide esign.

>lick the >olor +chemes option to display thumbnails of a doen schemes for

you to choose among 1/igure "32. >lick the scheme you want$ and it will be

applied to all your slides.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page "A

8/15/2019 Pp t Tutorial 2003

29/49



8/15/2019 Pp t Tutorial 2003

30/49


A!4st$n% "onts

To adust the font on a single slide$ highlight the text you want to change and select a newfont and sie from the font attribute box in the upper toolbar shown in /igure "4.

) "##* +tephen ,. ucas. ll ights eser!ed Page 3#

8/15/2019 Pp t Tutorial 2003

31/49


'f the font attribute box is not !isible$ select "o'(at from the menu bar$ followed by

"ont$ and make your choice from the /ont dialog box shown in /igure "?.


8/15/2019 Pp t Tutorial 2003

32/49


>hanging the font on all the slides in a presentation is more complicated$ but

sometimes is necessary to get ust the look you want. To begin$ make sure you ha!e aslide on your screen. Then proceed as follows5

•

8/15/2019 Pp t Tutorial 2003

33/49


•

8/15/2019 Pp t Tutorial 2003

34/49


S$5$n% an! S#a)$n% Ob4e)ts

7hen you add any obect to a slide@text$ photograph$ clip art$ etc.@it will besurrounded by small dots$ as in /igure "A. These dots are siing handles that enable you

to enlarge or shrink the obect. 1'f they disappear$ click on the image to make them

reappear.2

7hen you enlarge or shrink an obect such as a photograph$ clip art$ or chart$ you

need to so do so in a way that does not distort the image by making it disproportionatelywide or tall. To maintain the proper proportions$ use only the dots at the corners of the

obect to change its sie. Place the cursor o!er one of the corner dots. The cursor will

change into a thin double-ended arrow. Eold down the left mouse button and expand or

contract the obect until it reaches the sie you want.


8/15/2019 Pp t Tutorial 2003

35/49


s you work with an obect$ a dotted outline will show its sie and location. 'f you

need to change the location of the obect once you ha!e sied it$ click in the middle of theobect and drag it up$ down$ or sideways as needed.

PowerPoint "##3 also pro!ides a green le!er at the top of an obect that enables youto rotate the obect 1see /igure "A$ abo!e2. Place your cursor on the le!er$ hold down the

left mouse button$ and rotate the obect until it is in the desired position.

s you work with the elements on your slides$ keep in mind that a photograph or piece of clip art will become less sharp as it gets larger. Take care not to make the image

so big that it becomes grainy or blurry. ;n the other hand$ remember that a small image

which is easy for you to see on your computer screen may not be as clear to youraudience from across the room@e!en when shown with a proector. This is especially

important for slides that contain charts$ graphs$ or other obects with lots of details.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page 3?

8/15/2019 Pp t Tutorial 2003

36/49


A!!$n% An$(at$on

'n PowerPoint$ CanimationD refers to the way obects enter or exit a slide. 7ithout

animation$ all the items on a slide appear at the same time when the slide is displayed.7ith animation$ you can control when words$ pictures$ and e!en parts of graphs show up

on the screen.

Preset $nimation

;ne way to generate animation is by using PowerPoint(s preset animation effects. To add

preset animation to an indi!idual slide$ display the slide in :ormal !iew and follow these

steps5

•>lick Sl$!e S1o& on the menu bar at the top of your screen$ followed by

An$(at$on S)1e(es from the drop-down list. The left column on your screen

will show thumbnails of all the slides in your presentation. The right column will

present a list of animation effects arranged by category5 :o nimation$ +ubtle$0oderate$ and ,xciting 1/igure "92.


8/15/2019 Pp t Tutorial 2003

37/49


•>lick the effect you want and it will be added to the slide that is currently on

screen.

•To test the animation$ click Pla- at the bottom of the right column.

• 'f you want to apply the animation to all the slides in your presentation$ click

A##l- to All Sl$!es.

lthough preset animation is Iuick and easy to use$ it has some drawbacks. The

maor one is that you sacrifice flexibility in the animation effects a!ailable to you and in

the manner you apply them. &ou can a!oid these drawbacks by using PowerPoint(s

custom animation@which is what most experienced speakers prefer.

) "##* +tephen ,. ucas. ll ights eser!ed Page 3*

8/15/2019 Pp t Tutorial 2003

38/49


Custom $nimation

s its name implies$ custom animation gi!es you full control of all your animation

effects. There are six steps in adding custom animation5

• 0ake sure the slide to which you want to add animation is displayed in :ormal

!iew.

• >lick Sl$!e S1o& on the menu bar at the top of the screen.

• >hoose Csto( An$(at$on on the drop-down menu to display the >ustom

nimation task pane at the right of your screen@as seen in /igure 3#.

) "##* +tephen ,. ucas. ll ights eser!ed Page 3A

8/15/2019 Pp t Tutorial 2003

39/49

8/15/2019 Pp t Tutorial 2003

40/49


7hen choosing an animation effect$ stick with those in the =asic$ +ubtle$ and0oderate categories@such as ppear$ issol!e 'n$ +trips$ and +tretch. Those in the

,xciting category are fun to experiment with$ but are too distracting for most speeches.

lso$ stick with a limited number of animation effects and use them consistently from

slide to slide.

Timing1 irection1 and Speed o $nimation Elements

epending on the animation effect you pick$ you may need to choose its timing$

direction$ and speed. &ou can adust all of these with the boxes under 0odify in the>ustom nimation task pane.

• To open the pane$ make sure the slide to which you want to add animation is

displayed in :ormal !iew.

• >lick Sl$!e S1o& on the menu bar at the top of the screen.

) "##* +tephen ,. ucas. ll ights eser!ed Page 4#

8/15/2019 Pp t Tutorial 2003

41/49


• >hoose Csto( An$(at$on on the drop-down menu to display the >ustom

nimation task pane at the right of the screen 1/igure 332.

• The default option for starting animation effects is ;n >lick$ which pre!ents

obects from showing up on screen before you(re ready. 'f you want items toappear automatically$ click the arrow at the right of the +tart box to expose a

drop-down menu and select another option.

• To control the direction and speed of animated items$ highlight the desired item

and click the down arrows in the irection and +peed boxes in the >ustom

nimation task pane. This will expose drop-down menus with a number ofoptions@as in /igure 34. >lick the desired option to apply it to your slide.


8/15/2019 Pp t Tutorial 2003

42/49


s with other aspects of animation$ choose direction and speed options that are not

going to distract your audience. /or example$ if you(re using /ly 'n$ it(s usually best tochoose /rom eft for text that is located on the left of the slide and /rom ight for text

that is on the right of the slide.

lthough the best speed will depend on the exact animation effect you select$ /ast

and 8ery /ast are usually preferable because they get the text or obect on screen Iuicklywithout drawing undue attention to the animation effect.

) "##* +tephen ,. ucas. ll ights eser!ed Page 4"

8/15/2019 Pp t Tutorial 2003

43/49


Order o $nimation Elements

'f you(re animating multiple elements on a single slide$ you need to check when youfinish the animations to make sure the elements appear in the order you wish.

•To the left of each animated element on the slide is a small box with a number thatshows the order in which the element will appear. 'n the >ustom nimation task

pane on the right of your screen is a numbered list of animation elements thatcorresponds to the numbers on the slide 1/igure 3?2.


8/15/2019 Pp t Tutorial 2003

44/49


•To change the order of your animations$ highlight an element in the task pane and

mo!e it up or down the list by clicking one of the e-;rder arrows at the bottomof the pane. s you re-order the elements$ the small numbers indicating their

entrance order will change on the slide. 1The numbers will not appear when the

slide is shown during your speech.2

•To !iew the animation of the slide you are working on$ click the Pla- button at

the bottom of the task pane.

•To check animation in the entire show$ click the Sl$!e S1o& button located next to

the Play button. fter the first slide appears$ click your mouse to mo!e from slide

to slide and from element to element within slides.

•Press the Es) key at any time to return to :ormal !iew.

Ret'n to Contents


8/15/2019 Pp t Tutorial 2003

45/49


C'eat$n% T'ans$t$ons

7hile animation controls the entry and exit of indi!idual items on a slide$ transitions

refer to the way entire slides enter the screen. The default option is for slides simply toappear on screen@which is usually the best choice.

There may be situations$ howe!er$ in which you want to explore other options. To do

so$ follow these steps5

• >lick +$e& on the menu bar at the top of your screen and choose Sl$!e So'te'

from the drop-down menu. This will display all the slides in your presentation@

as show in /igure 36.

) "##* +tephen ,. ucas. ll ights eser!ed Page 4?

8/15/2019 Pp t Tutorial 2003

46/49


• :ext click Sl$!e S1o& on the menu bar$ followed by Sl$!e T'ans$t$on from the

drop-down list. list of transition options will appear in the +lide Transition task pane on the right of your screen@as seen in /igure 3*.

•>lick one of the transition effects from the list to apply it to the currently selectedslide. To change effects on the same slide$ click another option from the list.

'f you click A##l- to All Sl$!es at the bottom of the task pane$ the most recently

selected transition effect will be applied to all your slides.

&ou can also use the +lide Transition task pane to add sound$ to adust the speed of

your transitions$ and to control how the transitions will ad!ance$ but you(re usually better off sticking with the default options for these items.

s with animation effects$ be careful not to get carried away by the array of

transition possibilities. 'f you decide to use something other than the default option$ go

for a straightforward choice such as >ut$ issol!e$ or /ade +moothly. 7hate!er youselect$ stick with it throughout your presentation.

Ret'n to Contents


8/15/2019 Pp t Tutorial 2003

47/49


Inse't$n% *lan Sl$!es

s with other kinds of !isual aids$ PowerPoint slides should be !isible only when you are

discussing them. Gnless you are mo!ing immediately to another slide$ you should insert a blank slide that you can display until you get to the next slide.

Gnless you are proecting the title of your speech in PowerPoint$ you may also need

a blank slide at the beginning$ so your first content slide will not be exposed until you get

to the appropriate place in your speech. 'n addition$ you should add a blank slide afteryour last !isual aid so it will not continue to be exposed after you ha!e finished

discussing it.

• To insert a blank slide$ make sure you(re in :ormal !iew.

• ;n the left side of the screen will be either thumbnails of your slides or an

outline that shows the text of your slides 1/igure 3A2.

) "##* +tephen ,. ucas. ll ights eser!ed Page 4*

8/15/2019 Pp t Tutorial 2003

48/49


• >lick on the slide after which you want to insert a blank slide.

• >lick Ne& Sl$!e at the far right of your upper tool bar. This will create a slide

following the same layout as the pre!ious slide.

•>lick *lan from the thumbnails of layout options in the right column to switchto a blank slide. 1=lank is the first option under >ontent ayouts.2

'f you prefer not to create blank slides$ you can temporarily pause your slide show at

any point by pressing the * or W keys. The * key will turn the screen black$ while the Wkey will turn the screen white. To resume the show$ press the * or W key again.

Ret'n to Contents

) "##* +tephen ,. ucas. ll ights eser!ed Page 4A

8/15/2019 Pp t Tutorial 2003

49/49


S6OWING /OUR SLIDES

Gse the following commands to re!iew your slides after you ha!e finished preparing

them or to show them during a speech5

•To begin the slide show$ click +$e& in the menu bar at the top of your screen.

+elect Sl$!eS1o& from the drop-down menu and your first slide will appear.

•To begin the animation on the first slide or$ if there is no animation$ to ad!ance to

the next slide$ click the mouse anywhere on the slide. &ou can accomplish thesame thing by pressing N$ the s#a)e key$ the '$%1t a''o& key$ or P%Dn. 't

doesn(t matter which option you use$ but you should settle on one and use it

consistently.

•&ou can return to the pre!ious animation or$ if there is no animation$ the pre!ious

slide by pressing P$ the *a)s#a)e key$ the left a''o& key$ or P%U#. s with

ad!ancing slides$ you should choose one command and stick with it.

• 'f you need to switch to a slide out of order$ type the number of the slide followed

by Ente'. 'f the slide is animated$ click your mouse to start the animation.

•&ou can end your slide show at any time by pressing the Es) key. This will return

you to :ormal !iew.

'f you are conducting a Iuestion-and-answer session after the speech$ you might

want to return to a particular slide when answering a Iuestion. =e sure to add a blank

slide at the end of your presentation$ so you can remain in +lide+how !iew e!en after thespeech is o!er. To return to a pre!ious slide$ type the number of the slide and press Ente'.

This will bring the slide back on screen./inally$ you can use the mouse pointer to draw the audience(s attention to specific

parts of a map$ photograph$ or chart without ha!ing to use a laser pointer5

•To acti!ate this function$ press the A or 7 key and mo!e the pointer with the

mouse. 1=e careful not to click the mouse while using the pointer$ or you willad!ance the slide.2

•7hen you are finished using the pointer$ press A or J again.

• 'f you plan to use the mouse pointer$ be sure to practice with it when you rehearse

the speech.

The more you work with PowerPoint "##3$ the more proficient you will becomewith its many features. 'f you need additional assistance$ be sure to check the Eelpfunction in the upper right corner of the menu bar.

Ret'n to Contents

Documents

Pp t Tutorial 2003