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PowerPoint
1
PowerPoint
• Multiple OUTPUT types:– Paper
– Onscreen
– Web presentation
• 6 x 6 rule– no more than 6 points per slide
– No more than 6 words per point
• Placeholder – area of a slide reserved for text or other content e.g. Content Placeholder
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TEMPLATESFILE > NEW > PRESENTATIONS link > i.e. TRAINING > i.e.
TRAINING SEMINAR PRESENTATION > DOWNLOAD
3
VIEWS
• NORMAL
• “Click to add notes” (Speaker Notes) at bottom of window
• OUTLINE: 2ND tab at top left margin
– To demote a level, click on the HOME tab > PARAGRAPH group >
• SLIDE SORTER
– “HIDE SLIDE”
– Moving slides
– Deleting slides
– Transition effects 4
VIEWS cont.
• SLIDE SHOW (F5 - always starts show on Slide #1)
• POINTER OPTIONS:
– Right-click anywhere on the slide > POINTER OPTIONS
– Click Highlighter in the pop up menu (or any other pen , ink, and/or arrow options)
– Click and Drag the Highlighter over desired text
– To END a slide show, hit ESCAPE button
• NOTES page– information for the speaker
– Text that shouldn’t go on a slide5
FIND & REPLACE TEXT
• FIND:
– CTRL + F > key in the desired text > FIND NEXT button
• REPLACE:
– At top-right > EDITING group >
REPLACE drop-down arrow >
key in the word you want to
replace > key in the replacement word
> REPLACE ALL
THEMES
• DESIGN tab >
THEMES group >
MORE button
access more themes
• There are also themes
for Colors, Fonts and
Effects at the right of the
Themes group
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INSERTING, HIDING, & DELETING SLIDES
• INSERTING: HOME tab > SLIDES group > NEW SLIDE
button or:
• At left margin, in SLIDE tab:
– Right-mouse click in between 2 slides, and select NEW
SLIDE
• When you select a slide, and then click on the NEW SLIDE
button , the new slide will be inserted AFTER the selected
slide
– HIDING: right-click the slide that you want to hide >
HIDE SLIDE
– DELETING: select the slide, hit DELETE key8
DISPLAY 2 PPTX. WINDOWS ON
SCREEN AT ONCE
• VIEW > WINDOW group > ARRANGE ALL
button
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Inserting Slides From Another
Presentation
• From an existing Presentation
– NEW SLIDE dropdown and
choose REUSE SLIDES
– In REUSE SLIDES pane, >
BROWSE,
• browse to specific file then
click OPEN
– Click on slide(s) needed in
REUSE SLIDE pane
• To insert ALL slides right -click any slide and
choose Insert All Slides
– May also keep source formatting 10
LAYOUT• To change the layout of a slide:
– Right-mouse click on the slide,(but not on an object)
– Select : LAYOUT
• Select the type
of layout you want
• OR:
– HOME tab> SLIDES
Group > b button
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SLIDE TRANSITION
• ANIMATIONS tab > TRANSITION
• TO THIS SLIDE group > select a
slide transition effect.
• To see more transition effects, in the
• Quick Styles list, click the More button .
• Transition SPEED
• ANIMATIONS tab >
TRANSITION TO THIS SLIDE group >
TRANSITION SPEED drop-down arrow:
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SLIDE TRANSITION
TIMING/APPLY TO ALL
• APPLY TO ALL button
• Transition SLIDE TIMING”TRANSITION TO THIS SLIDE group >
TOP-RIGHT
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ANIMATION
• To add a special visual or sound effect to text or an object.
• Includes entrance, exit, and sound effects applied to individual
bullets of text
• ANIMATIONS tab > ANIMATIONS group >
button > button >
• a window at the right will open > click on
the ADD EFFECT button
• -if you select: MORE EFFECTS
•
-a window appears
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ANIMATION cont.
• Each time you apply animation to an item
• A textbox will appear in the CUSTOM
• ANIMATION pane at the right
• If you are applying “animation” to text
• Click on the drop-down arrow at the end
Of this textbox > select EFFECT OPTIONS
• Select the 3rd tab:
TEXT ANIMATION
Group text:
By 1st Level Paragraphs
OR:
select any level
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HOW TEXT APPEARS ON SCREEN
• ANIMATIONS tab > CUSTOM ANIMATION
button > ADD EFFECT button select an
effect
• When you select an effect it will appear in a list
in the CUSTOM ANIMATION pane
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SLIDE TIMINGS
• SLIDE SHOW tab > SET UP group >
REHEARSE TIMINGS
• The REHEARSAL toolbar appears & the SLIDE TIME box
begins timing the presentation.
• Click on the NEXT button to advance to next ITEM on a slide
• When “timing” i.e. 10 sec, if you have “applied” an
animation, each animated object is factored into the
“timing”17
FORMATTING & SPELL CHECK
• Change the font size and font style
• FORMAT PAINTER
- SHAPE FILL
(upper right on ribbon)
• It’s important to Spell check your presentation, as any
spelling mistake will be magnified on the projection
screen
• REVIEW tab > PROOFING group
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REMOVE SHADOW FROM FONT &
DOUBLE SPACING
• DRAWING TOOLS toolbar >
FORMAT tab >
TEXT EFFECTS button >
SHADOW > NO SHADOW
• DOUBLE-SPACING:• HOME tab >
• PARAGRAPH Group >
• LINE SPACING
• button 19
CHANGE LINE SPACING OF TEXT
• HOME tab > PARAGRAPH group dialog
launcher > click on the LINE SPACING
drop-down arrow
20
Modifying Lists/Text in a
Placeholder
• Click directly on the dashed line AROUND the
text placeholder, it turns solid
– Click on the NUMBER LIST button
– To modify text click the desired format option, e.g.
Bold
• Modify a numbered list by clicking the drop
down arrow, and choosing a style
– You may change subpoints by selecting them and
then choosing a different bullet style using the
dropdown 21
CHANGE THE SIZE OF BULLETS TO 75% OF
THE HEIGHT OF THE TEXT
• HOME tab >
PARAGRAPH group >
drop-down arrow
beside BULLETS
button, select:
BULLETS AND
NUMBERING
• in the SIZE box key in
the % number needed
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HEADERS/FOOTERS• INSERT tab > HEADER & FOOTER
– FOOTER: at the bottom: select the checkbox beside:
– If you would like headers/footers on BOTH SLIDE AND the NOTES/HANDOUTS, you have to add/change the options to BOTH tabs
– Slide numbers
– FOOTERS
• IF you do not want a footer on the “Title Slide”, select the checkbox beside:
• NOTES/HANDOUTS SHEET tab
• HEADERS
• To VIEW footer in SPEAKER NOTES without using PRINT PREVIEW: go to: VIEW > NOTES PAGES 23
SLIDE MASTER
• Controls the appearance of ALL slides simultaneously
• Can also apply changes to individual layouts
• VIEW tab > PRESENTATION VIEWS group, click SLIDE MASTER button
– Close by clicking Close Master View
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INSERT DATE & CLIPART• INSERT tab >
Choose a format >
UPDATE AUTOMATICALLY > OK
• INSERT tab > ILLUSTRATIONS
• group > button
• In the SEARCH FOR textbox, key in
The theme of pictures you desire >GO button
• Hover your mouse to the right of the
Picture you wish to insert, and a drop
down arrow appears > click on it and select: INSERT
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“Flowchart: MULTIDOCUMENT SHAPE”
• INSERT > SHAPE >
FLOWCHART category >
1st row, 8th shape-in
26
Insert Picture (using content
layout)
• A slide must be a CONTENT slide (i.e. “Title
and Content”, or “2 Content”, etc.)
• On the actual slide, in the Content Layout
area, click on the PICTURE button
• Navigate to the desired picture
• Click INSERT
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APPLYING ANIMATION TO A CHART
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• I.E. “APPLY A BY CATEGORY WIPE ANIMATION TO
THE CHART”:
– -select the CHART, and then click the
– ANIMATIONS tab.
– -in the ANIMATIONS group, select the
– No Animation drop-down arrow
– -navigate to the WIPE category
– -select: By Category
0123456
Cate
go
r…
Cate
go
r…
Cate
go
r…
Cate
go
r…
Series 1
Series 2
Series 3
ARRANGING OBJECTS
Align selected objects by their right edges
without dragging the objects with the mouse:
• Double- click on the shape > FORMAT tab >
ARRANGE group > ROTATE LEFT 90
Specify that the selected graphic will
appear behind the chart:
• Double- click on the shape > FORMAT tab >
ARRANGE button > SEND BACKWARD 29
GROUP PICTURES
• Click on the shape >
FORMAT tab >
ARRANGE group >
click GROUP
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Move and Size Pictures
• Click the picture to reveal handles
• Click and drag a handle to RESIZE
– CORNER handles resize to proper
aspect ratio
– Center handles stretch without keeping aspect
ratio
– OR:
• select the picture > SIZE group > FORMAT tab
• Click and drag picture to move
– Click in the middle of the picture and drag31
Applying Styles to Pictures
• Select the image so the handles show
• Format tab, Picture Styles
group, choose a style showing
or click More button to see more
• Click on style desired
• To change shape
– Format tab, button, select a
shape to display picture from
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ROTATING AN OBJECT
• Make sure the object is selected (handles)
• PICTURE TOOLS toolbar > FORMAT tab >
ARRANGE button > ROTATE > MORE
ROTATION OPTIONS
• on the SIZE tab > ROTATION box > enter the
amount that you want to rotate the object by
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CHARTS & TABLES
• INSERT tab > CHART > select the desired chart
• INSERT tab > TABLE button drop-down arrow
drag to desired number of columns & rows
• to insert a row, place your cursor at the left margin of
a row, until it changes to a single arrow > right-
mouse click on it, and select: INSERT >
• “Insert Rows Above”, or “Insert Rows Below”
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TABLES cont.
• TABLE STYLE:
• Make sure the table is selected
• TABLE TOOLS toolbar >
• DESIGN Tab > TABLE STYLES group > MORE button
• TABLE LAYOUT:
• Make sure the table is selected
• TABLE TOOLS toolbar > DESIGN Tab >
TABLE STYLES group > EFFECTS button
• Select: CELL BEVEL > hover your
mouse over each style to read the
title of it > choose the design i.e. “Relaxed Inset”
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SmartArt
• A slide must be a CONTENT slide
(i.e. “Title and Content”, or “2 Content”, etc.)
• On the actual slide, in the Content Layout area, click
on the SMART ART button
• Choose a category from the dialogue, eg Hierarchy
• Choose a type from the selection, eg Hierarchy
List
• Add text as required
for your task
• OR:
• INSERT tab > SMARTART 36
Modifying SmartArt Diagrams
Accounting VP’s
Janice Jackson
John Chu
• Add/Delete a shape
– Select a shape
with text
– DESIGN tab,
ADD SHAPE
button
– To Delete, select
shape by clicking
on border, press
DELETE on
keyboard 37
Modifying SmartArt Diagrams
Accounting VP’s
Janice Jackson
John Chu
• Changing type and
size
– Click on the diagram,
– DESIGN tab, ADD
SHAPE button
– MORE button of the
Layout group, and
choose a new layout
– To change size select
shape and drag
handle
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Modifying SmartArt Diagrams
Accounting VP’s
Janice Jackson
John Chu
• Changing Colour and
Style– Click on the diagram,
– DESIGN tab, MORE
button
– SMARTART STYLES
Group, MORE button,
choose a Style
– To change colour click
CHANGE COLORS
button
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Convert Bullets to SmartArt
• Right click in list
• Choose CONVERT
TO SMARTART
from pop up menu
• Choose a SmartArt
graphic
• Try it here
– First subpoint
– Second subpoint
– And so on
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DISPLAY THE DRAWING
TOOLS/FORMAT RIBBON & RULER
• Select the textbox (or title/subtitile placeholder),
and the ribbon will appear at the upper-right
• > click on FORMAT tab (partial view below)
• VIEW tab > SHOW/HIDE group
add check to RULER box
41
Adding text boxes
• INSERT tab, TEXT group, TEXT BOX button
– Are not placeholders
– Automatically wraps
– May resize box by grabbing handle and dragging
– May move by grabbing border and dragging
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Type text in
box as
needed, will
automatically
wrap
Changing the Style
Design tab, Background group, Background Styles button
Hover pointer over styles to see effect on visible slide
Right click chosen style to see options Apply to All or Apply to Selected
Hide the Background
Design tab, Background group, click checkbox
Hide Background Graphics (look at this slide title)
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Backgrounds
• Adding Pictures
– Design tab, Backgrounds group, check Hide
Background Graphics, click Background Styles,
Format background Styles
– In Format Background dialogue
click File button, navigate to
where picture file is stored,
then click Insert
• Note - you may also choose a
predefined texture
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Backgrounds
Background Fill Colour
• Design tab, Backgrounds group, Background
Styles, Format background Styles
• In Format Background dialogue click
Solid Fill, then click Color button
dropdown to choose a colour
• Return background to original by
clicking Reset Background
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46
PRINT & VIEW OPTIONS
• PRINT: OFFICE button > PRINT > PRINT
– Print Slides
– HANDOUTS
– SPEAKER NOTES
– Allows you to choose number of slides to print
VIEW > ZOOM button
ORIENTATION OF “NOTES”
PAGE• OFFICE button > PRINT > PRINT > in the PRINT
WHAT drop down box (at bottom), select: NOTES
PAGES
• Hit the PREVIEW button at bottom of dialog box
• In the PAGE SETUP group, select
• The ORIENTATION button, then
• Select, either PORTRAIT or
– LANDSCAPE
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Presentation Zen: • Garr Reynolds’ must-read blog for people who
make presentations
– Organization and Preparation Tips:
– Top Ten DELIVERY Tips:
– Top Ten SLIDE Tips:
OTHER PRESENTATIONS:
– Tips on improving Powerpoint Presentations:
Death by PowerPoint:
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CueCard• Create “cue cards” for your presentations
• Offers printing, pictures and sounds on cards
• HOW TO USE CUE CARDS
• Forums for discussing CueCard and sharing
your created cards!
• DOWNLOAD “CueCard” here
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