PowerPoint 2010:Creating Presentations

Skills for Learning IT booklet

http://skillsforlearning.leedsbeckett.ac.uk/

skillsforlearningtutorials@leedsbeckett.ac.uk

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Introduction

This booklet contains tasks for you to work through. All tasks have a picture of a mouse next to them.

After working through the manual, you will be able to create effective and professional PowerPoint presentations for your academic assignments.

Aims

Add images to your slides Understand presentation design Create, delete and re-order slides Print presentation handouts Use Slide Show to view your

presentation Find additional information about

PowerPoint and IT Apply transition effects to slides Apply animation effects to slides Use different layouts for slides

1. Download the file to use with this workbook

1. Go to http://skillsforlearning.leedsbeckett.ac.uk2. Click on Information Technology, shown in Fig 1,

right.This will open the Information Technology section3. Click on the IT Self Study Booklets link, shown in

Fig 2.This will open the IT Self Study Booklets page.

4. Click on the link ‘files to download for use with the workbooks’ shown in Fig 3.

This will open the web page with the downloadable files, shown in Fig 4.

5. Click on the Office 2010 Files tab.6. Click on Effective presentations in

PowerPoint.This will open the Open/Save dialogue box, shown in Fig 5 on page 3.

Fig 4

Fig 1

Fig 2

Fig 3

1. Download the file to use with this workbook

7. Click on Ok to open the file.

In your own time

To open PowerPoint without opening a file:

6. Click on the Start button, shown right.A pop-up Programs menu will open.

8. Click on PowerPoint, as shown below right..

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Fig 5

Working with Slides

When you work on slides (creating, deleting, changing slide order or selecting the slide you want to edit) you use the left hand slide window.

2. Create a Title Slide

1. Click on the title slide in the Slide window, shown in Fig 6 right. Note - a yellow band will appear around the slide to confirm that it’s selected. The title slide is now open for editing in the main middle window.

2. Click in the top placeholder (box), shown in Fig 7 below. The top placeholder contains the words ‘click to add title’. This text will not be printed and disappears when you add your own text.

3. Type in ‘Effective Presentations in PowerPoint ‘.4. Click in the bottom placeholder.

The bottom placeholder contains the words ‘click to add subtitle’.5. Type in Top Tips for Using PowerPoint.

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Fig 6

Fig 7

3. Create extra slides

1. Right click in the space under the final slide in the slide window. A drop-down menu will appear.

2. Click on New Slide, shown in Fig 8, right.

3. Repeat to create three more new slides.Note – you can also right click in the space between the existing slides to insert a blank slide between them.

4. Delete a slide

1. Right click on one of the slides you created for Task 4.

A drop-down menu will appear.2. Click on Delete Slide, shown in Fig 9, right.

Note – when you click on a slide, PowerPoint puts a brightly coloured band around it. You can always tell which slide is currently active by this coloured banding.

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Fig 8

Fig 9

Keyboard shortcuts for creating and deleting slides

When you open PowerPoint it gives you a single title slide to start with. A really quick way of creating several slides is to click under that first slide. Hit the enter key on the keyboard, shown in Fig 10. Each time you hit the key, a new slide is created.

You can use to backspace key to delete a slide. Click on the slide you wish to delete and hit the backspace key, shown in Fig 11.

5. Change the order of your slides

1. Click directly over slide 5 in the slide window and keep your mouse button pressed (left mouse button).slide 5 should have a bright coloured band around it, shown in Fig 12.

2. Keep the left mouse button pressed and drag the mouse up until a dark horizontal line appears under slide 1, as shown in Fig 5 right.

3. Let go of the mouse when the slide is under the horizontal line

Note – if your slides are numbered, the numbering will be automatically updated. Task 7 shows you how to number slides.

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Fig 10

Fig 11

Fig 12

6. Save your presentation

It’s good practice to save your presentation every fifteen minutes or so to avoid losing your work if the power cuts out or the computer fails. If you are saving to a memory stick (USB drive) you should still save a backup copy to your personal drive on the student network (P: drive) in case you lose your memory stick.

1. Click on the Save button on the Quick Access Toolbar, shown in Fig 13, right.2. This will open the Save As dialogue box, shown in Fig 14 below. 3. Click on Personal, shown in Fig 14.4. Click on Save.

Note – if saving to memory stick/USB stick it is good practice to save to the university network in case the stick is lost. You then have a backup copy to work on. To avoid confusion about which location has the most recently worked on file, put the date after the file name.

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Fig 14

Fig 13

7. Change the slide layout

You can choose different types of slide layout in PowerPoint. This gives you variety over how you show images, text, charts and other information in your presentations.

1. Click on slide 3 in the slide window.

2. Click on Layout, located on the Home tab, shown in Fig 15 right.This will open a drop-down menu of slide layout options.

3. Click on the Two Content layout type, shown in Fig 15 right.

4. Repeat for Slide 4.

In your own time

Create a slide, add text and apply different slide layouts to see how it is displayed.

8. Add text to a slide

1. Click the mouse on Slide 4 in the Slide Window.It is now open in the main window for editing.

2. Click the mouse at the end of the second bullet point, as shown in Fig 16, right.

3. Hit the enter key on the keyboard.A new bullet point will now appear.

4. Type in the remaining bullet points so it looks like Fig 17, below.

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Fig 15

Fig 16

Fig 17

9. Edit text in a slide

5. Click on Slide 5 in the Slide Window.It is now open in the main window for editing.

6. Click the mouse at the end of the word ‘Don’t’, shown in Fig 18.7. Type in the word ‘Use’.

10. Change bullet points on a slide

PowerPoint automatically gives you the round bullet point styles for your slides. This task shows you how to choose a different style of bullets for your presentation.

1. Click on slide 2 in the Slide window.2. Highlight the bulleted list in slide 2, shown in Fig

19.To highlight the list: Click the mouse button to the left of the word

‘Keep’ in the left side placeholder and keep it pressed.

Drag the mouse down the placeholder until all the text is highlighted.

3. Click on the Home tab.4. Click on the arrow next to the

Bullet Point icon in the paragraph section of the Home tab, shown in Fig 20.This will open the drop down Bullets menu, shown in Fig 20.

5. Roll your mouse over the different bullet styles.

6. Click on the bullet style you want.

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Fig 20

Fig 18

Fig 19

11. Format text in your presentation

1. Click on Slide 1 in the Slide Window.It will now open in the main window for editing.

2. Highlight the title text Effective Presentations in PowerPoint.

3. Click on the Home tab of the Ribbon.

4. Click directly on the font size box, shown in Fig 21.

5. Type in 64.6. Click on the ‘More’ arrow next to

the font style box, shown in Fig 21. 7. Click on Arial Black.8. Click on the bold

icon, shown in Fig 22.

9. Click on the ‘More’ arrow next to the letter ‘A’ on top of the red line, shown in Fig 22.

10. Click on one of the colours in the drop down palette.

Note – the format menu is exactly the same in Word, PowerPoint and Excel!

In your own Time

Highlight a portion of text on the presentation, and then click on each icon or the ‘More’ arrow next to the icon in the Font group on the Ribbon. Check what formatting it carries out. Take a few minutes to explore this group of icons. It will save you a lot of time when you create your next presentation or word processed document.

Note – when you highlight text a pop-up menu of commonly used formatting appears, similar to that shown in Fig 23. You can use this menu to format a piece of text instead of using the Ribbon.

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Fig 21

Fig 22

Fig 23

12. Add footers and numbers to your slides

1. Click on the Insert tab of the Ribbon, shown in Fig 24.

2. Click on Header and Footer.This will open the Header and Footer dialogue box, shown in Fig 25.

3. Tick the Slide number box.

4. Tick the Footer box.

5. In the Footer window, type in your name.

6. Click on Apply to All.

Note - if you change the order of your slides, PowerPoint automatically changes the numbering for you.

13. Insert a Clip Art image onto a slide

Working with images is easy in PowerPoint. The following tasks can be applied to clip art, images or photographs.

1. Click on a blank slide in in the Slide window. Click on Layout (on the Home tab).

2. Click on the Title and Content layout, shown in Fig 26.

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Fig 24

Fig 25

Fig 26

14. Insert a Clip Art image onto a slide

1. Click on Insert on the Ribbon.2. Click on Clip Art, shown in Fig 27.

This will open the Clip Art pane on the right hand side of the PowerPoint screen, shown in Fig 28.

3. In the Search for box, type ‘rose’.4. Click on Go.5. Double click on the first image in

the list.The image will now appear in your slide and you can move it and resize it as needed.

To move the image:

6. Click directly over the image and keep the mouse button pressed.

7. Drag the image across your slide. 8. Drag the image up and down on

the slide.9. When the image is where you want

it to be let go of the mouse button.

To resize or tilt the image:

10. Click directly over one of the corner resizing handles, shown in Fig 29.

11. Drag the mouse outwards to increase the size and inwards to decrease.

12. Click on the middle handle, shown in Fig 29, and keep the mouse pressed.

13. Drag the image to tilt it.

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Fig 27

Fig 28

Fig 29

15. Add a picture frame to your clip art

1. Click on the Clip Art image.The Picture Tools tab will now appear on the Ribbon, shown in Fig 30.

2. Click on the Picture frame ringed in Fig 30.

Your Clip Art will now have a picture frame around it.Note – Try out the other picture frame styles PowerPoint has.

In your own time - add a picture to a slide

1. Click on the Insert tab on the Ribbon.2. Click on Picture.

The Insert Picture dialogue box is now open, shown in Fig 31.3. Browse to where

your image is saved The P: drive is shown in Fig 31. (If using a USB, browse to the E: drive).

4. Click on the image you want to insert

5. Click on Insert.

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Fig 30

Fig 31

16. Apply a background design to your presentation

PowerPoint 2010 has very sophisticated designs that can be easily applied to your presentation.

1. Click on the Design tab of the Ribbon. This will display design themes similar to those shown in Fig 32.

2. Click on a design you like.For more advanced tasks on using images and design in your presentations, download the following booklets; Further skills in PowerPoint 2010. Posters with PowerPoint 2010.

You can also attend workshops on both these topics.

17. Use Slideshow to run your presentation

1. Click on the Slide Show tab, shown in Fig 33.2. Click on From Beginning.

Your PowerPoint presentation will now open in full screen view.

3. Click your left mouse buttonThis will open the 2nd slide in your presentation

4. Repeat clicking with your mouse until you’ve viewed the entire presentation.

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Fig 32

Fig 33

Note – in Slide Show view, you can also use the up and down or left and right arrow keys on your keyboard to move backwards and forwards through your presentation.

17. Use Slideshow to run your presentation

In Slide Show view, you can use the Esc key on your keyboard to return to design view. To go back into Slide Show view, press the F5 key on your keyboard.

18. Apply a slide transition to your presentation

As you move through your presentation, you can make each slide open and close with a visually striking effect.

1. Click on the Transitions tab on the Ribbon, shown in Fig 34.

2. Click on one of the slide transition options from the menu. The push transition is circled in Fig 34

3. Click on Apply to All.

In your own time

Experiment with the transitions settings, shown in Fig 35. For more transition styles, click the ‘More’ arrow next to the Uncover style. You can change the direction that a transition starts from by clicking the ‘More’ arrow next to Effect Options. You can also decrease the transition speed by changing the duration setting.

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Fig 34

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Fig 35

19. Apply an animation to your presentation

You can use an animation effect to control when particular bullet points appear in your presentation.

1. Click on slide 4 in the Slide Window.It will now open in the middle pane for editing.

2. Highlight the bullet points.3. Click on the Animations tab on the Ribbon, shown in Fig 36.

4. Click on Appear.5. Click on the ‘More’ arrow next to Effect Options,

shown in Fig 37.A drop-down menu of options will appear, shown in Fig 37.

6. Click on By Paragraph.The bullet points will now appear one by one. PowerPoint 2007 gives you a instant preview of how this will look.

In your own time

Custom animations can be applied to images and text to create a range of visual effects. Insert a clip art or image and then experiment with the options on the animation tab.

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Fig 37

Fig 36

20. Print presentation handouts

You can print handouts of your presentation for your audience to use.

1. Click on the File button, shown in Fig 38. 2. Click on Print

The Print Settings page is now open.3. Click on the ‘More’ arrow, next to Full Page Slides,

shown in Fig 37.4. Choose 3 slides (under the Handouts option), shown in

Fig 39.5. Click on Print.

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Fig 38

Fig 39

Further Help

The ‘For Dummies’ series of books are very widely used as they are clear and easy to use. They are available in the Library:

Wang, W. (2010) Office 2010 for Dummies. New Jersey,Wiley.Headingley Location 005.5 WAN Civic Quarter Location 005.5 WAN

There is also a PowerPoint 2010 manual available.

Muir, N. (2010) Microsoft PowerPoint 2010 plain & simple. Wash. Redmond.Headingley Location 005.58 MUICity Campus Location 005.58 MUI

Workshops and the Skills for Learning website

Workshops on using PowerPoint for presentations and creating posters with PowerPoint are provided throughout the academic terms.

For the most up to date timetable see the Skills for Learning website:http://skillsforlearning.leedsbeckett.ac.uk/workshops/index.shtml

If you can’t attend a workshop due to a clash with your academic timetable, or you want help out of term time, contact Skills for Learning for a tutorial:

skillsforlearningtutorials@leedsbeckett.ac.uk

Information on giving a presentation can be found on the Skills for Learning website:

http://skillsforlearning.leedsbeckett.ac.uk/local/academic_communication/presentations/index.shtml

Video Tutorials

There are comprehensive video tutorials available for Leeds Beckett students and staff. You can access them via the Skills for Learning Information Technology section.

http://skillsforlearning.leedsbeckett.ac.uk/local/information_technology/category_homepage.shtml

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