Intermediate PowerPoint 2000 PowerPoint 2002 Academic Computing Support Information Technology Services Tennessee Technological University September 2003 ... JJJJJJJ JJJ JJJJ

IntermediatePowerPoint 2002

AcademicComputing

SupportInformation Technology Services

Tennessee Technological UniversitySeptember 2003

Information Technology Services September 2003

1. Opening PowerPoint

In the PC labs, under the Start menu,All Programs Microsoft Office XP Microsoft PowerPoint.

Otherwise, under the Start menu, select Programs Microsoft PowerPoint.

2. Creating a Design Template

Although PowerPoint includes many templates, it is often helpful to create a templatespecifically for your needs which includes your logo and other design features you prefer.

• Select Blank Presentation in the Task Pane.• Note a title slide is displayed.

Open the Slide Master and create your background:

• From the menu, select View Master Slide Master• From the menu, select Format Background

• In the pulldown color menu, select Fill Effects

• Under the Gradient tab,select Preset

• From the Preset colors menu,select Daybreak

• Under Shading Styles,select Horizontal

• Click OK• Click Apply to All


Intermediate PowerPoint Page 2

2. Creating a Design Template (cont.)

Set up your font:

• From the menu, selectEdit Select All

• Select Format Font• Choose a font• Under Color:• Select More Colors...• Select the Custom tab• Select a TTU purple

(RGB 102,0,153)• Click OK

• Click in the title box and select align left from the toolbar.

Add logos to each slide:

• Select Insert Picture From File• Browse to Classfiles on Athena (F:) ITS PowerPoint

Intermediate PowerPoint TTUlogoYellow.gif• Click Insert

Note: Use Link to file if logo may change and you want your presentation to reflect that.

• Click to select the logo and drag it to the upper right corner• Select the logo and click on the handle in the bottom right corner to resize it smaller.

• Right-click and select Format Picture• Under the Web tab, in the Alternative text: box, type TTU logo

• Click into the middle Footer box to select it.• From the menu, select Insert Picture From File• Browse to Classfiles on Athena (F:) ITS PowerPoint Intermediate Powerpoint

TTUlogoPurpleSmall.gif

• Right-click and select Format Picture• Under the Web tab, in the Alternative text: box, type TTU logo

Note: Set alternative text for all graphics if you plan on exporting your presentation to theWeb at some time in the future. This provides information to screen readers.



2. Creating a Design Template (cont.)

Date your slides:

• Highlight date and time in the Date Area Text boxnear the bottom of the slide.

• From the menu, select Insert Date and Time• Select a format• Check Update automatically if you want the date

displayed to update.• Click OK.• In the right footer box, select Insert Slide Number

if desired.• Select View Normal to preview these choices.

Create your bullets:

• Click in the first line of text in the main text block.• From the menu, select View Ruler to see tab stops which were set.• Right-click and select Bullets and Numbering• Click on the Picture button and select a picture bullet for that level.• Or click on the Customize button and select a bullet from a font such as Symbols or

Wingdings or click on Import to bring in bullets you have designed and saved.• Set the font color to purple• If desired, click into each line of text and repeat to set bullets for each level.

Save your template:

• From the menu, select Save As• Select the file type: Design Template (*.pot)• Type a File name, such as TTUDesign.pot• Click Save• In the labs, save to

My Documents/U: drive

• In your office save in the templates folder which comes up automatically

3. Using your Template to Create a Presentation

• In the PC labs open the TTUDesign.pot file by selecting File Open from the menu.• Browse to your U: drive and select the file.

• In your office from the menu, select File New,In the Task Pane, under New from Template select yours.

• In both locations, from the menu, select File Save Asor click the Save icon.

• Select the file type: Presentation (*.ppt), type a filenameand click Save.



4. Creating Hyperlinks within a Presentation

• Enter this information on your title slide

• Select New Slide• Note the bulleted list is chosen.

• Enter the information shown here on slide 2. The style of bullets willfollow the template you created.

• Insert four more similar slides and title them: Operations, Systems, AcademicComputing Support, and Administrative System Support

• Return to Slide 2.• Highlight Operations• Right-click and select Hyperlink from the floating menu.• Select Place in This Document• Select the Operations slide (3).• Click OK.

• Repeat to create links to the other three slides from slide 2.

• Save and thenview the slideshow to test thelinks.

Information Technology Services

• Includes four divisions– Operations– Systems– Academic Computing Support– Administrative System Support



5. Adjusting the Color Scheme

To change the color of your hyperlinks:

• From the menu, select View Task Pane if needed.• In the Task Pane, select Slide Design - Color Schemes• Select the first box second row to get the classic colors.

To further modify color schemes:

• Click on slide 2 and select Edit Color Schemes at the bottomof the Task Pane.

• Select the Custom tab.• Select the Accent and hyperlink color• Click on Change Color• Select a color that will work with the background and click OK• Click on Preview.• Select Apply to All if satisfied or Cancel if not.

6. Adding a Chart

Charts or graphs can be added to a slide in several ways: using the Powerpoint Chart tool,copying from Excel, or linking from Excel.

Powerpoint Chart tool

• Click New Slide and select Title and Contents in the Task Pane.• Edit the chart.• Replace the sample data and labels in the spreadsheet with your own data and labels.

For this class, leave as is.• Click outside the chart to see the results.• Right-click on the chart and select Chart Object Edit• Right-click on the section of the chart you wish to modify.• Select Format, Chart Type, or Chart Options to make changes to the color, font, style of

chart, etc. (See the handout Advanced Excel for more details on working with charts at http://www.tntech.edu/its/pubs/)

• Type Quarterly Sales in the Title textbox.



7. Using the Drawing Tools

In addition clip art, you can use the PowerPoint drawing tools to create many helpful effects.

• Select New Slide• In the task pane, select Title Only• Type the title: Staff available to assist you

• From the menu, select Insert Picture Clip Art• Search for Owl and insert the Owl reading clip.

• Go to the Drawing toolbar at thebottom (If this is not present, select View

Toolbars Drawing)

• Select AutoShapes Callouts third bubble

• Click on the slide and draw a calloutnear the Owl.

• From the menu, select Insert Textbox

• Type: Whooo to call?

Layers and Grouping

• Note that each object is created in its own layer.• Drag the callout on top of the owl and note how it covers the owl.• From the Drawing toolbar, select Order Send to back

Note callout is now behind the owl.• Rearrange callout, text box and owl to look like the owl is speaking or thinking.• Hold the shift key down and click on each to select it.• From the Drawing toolbar, select Group• Or right-click and select Grouping Group

• From the menu, select Insert Picture Clip Art• Type meetings and select a picture of a group.• Resize as needed.• From the menu, select Insert Text box• Type: Our Staff

• Right-click on the “Staff” picture• Select hyperlink• Add an external hyperlink to www.tntech.edu/its/contacts• Add hyperlinks before you group items.• Group the text box and clip art

• View the slide show and test your link.• Click the browser Back button to return to your slide show.



8. Adding Music, Narration, or Media Clips

• Return to your title slide• From the menu, Insert Movies and Sounds Sound from File• Browse to Classfiles on Athena (F:) ITS PowerPoint Intermediate Powerpoint

sesame.mp3 and click OK.(Sesame Street Live performed by St. Somewhere from http://www.stsomewhere.com/mp3.htm)

• Click Yes to play it automatically.• Drag icon to bottom corner and size as desired.• Right-click and select Play Sound to play from slide view

Note: you can also select Insert Movies and Sounds Sound from Gallery

To play across slides:

• Right-click on the music icon and select Custom Animation

• In the task pane, select the music listed and from the drop down menu, select EffectOptions

• Under Stop playing: select the number of slides you have• Click OK.

• View your slide show.



8. Adding Music, Narration, or Media Clips (cont.)

To add narration:

• Delete the music icon from slide 1.• From the menu,

select Slide Show Record Narration• Select Set Microphone Level• Read the sentence and click OK• Select First slide (as the beginning point)• Begin speaking, pause and then

click to the next slide.• At the end of the show, click Yes

to save the slide timings• View your show.

To re-record a slide:

• Click on the slide you wish to begin re-recording.• From the menu, select Slide Show Record Narration• Click OK.

• Select Current Slide• Speak your narration.• Click to the next slide• Press ESC to stop recording (Press ESC on the slide following the ones you wish to re-record.)• Save your timings if desired and view the show.

To edit slide timings manually:

• Select Slide Sort View.• Click to select a slide• Edit timing in the task panel.

Be sure not to cut yourself off.



8. Adding Music, Narration, or Media Clips (cont.)

To add media clips:

• From the menu, selectInsert Movies and Sounds

Movie from File• Browse to Classfiles on Athena

(F:) ITS PowerPoint Intermediate Powerpoint fireworks.mpg and click OK

• If you want your movie to playautomatically, click Yes.

• View your show.

Note: If converting for web, these steps works best inInternet Explorer.

To have slides progress automatically:

• From the menu, selectSlide show Slide Transition

• In the Task pane: Select the effect and speed desired• Advance both on mouse click and Automatically after• Set your timing: 2 seconds or other appropriate length

(Be sure to have this long enough for people to read theslides)

• Click Apply to All• View the show



10. Printing Handouts

• In the toolbar, select the Grey Scale Preview button.• From the menu, select File Send to Microsoft Word• Select a layout.• Click OK.• Save the Word document and print as needed.

11. Pack and Go

If you need to show a presentation at a location and you are unsure of the software available,you can use the Pack and Go feature to take a copy of your presentation and a viewer whichwill display your presentation. As an alternative you can convert your presentation for theweb and use a browser to display it (see below).

• From the menu select File Pack and Go• Step through the Wizard• Be sure to include the Viewer if you are unsure what awaits at your destination.

12. Importing to the Web

Be sure to test your result in both Internet Explorer and Netscape if your audience may beusing either browser. Your pages will look differently in Netscape than Internet Explorer andnot necessarily as you expect. In some cases you may prefer to convert your presentationto PDF format if Adobe Acrobat is available to you.

To insure a minimal level of accessibility:

• Right-click on each graphic.• Select Format and click on the Web tab• Type alternative text to describe the graphic.

Convert for the Web:

• From the menu, select File Save as Web Page• Click Change Title and type a meaningful title to appear at the top of the browser.• Click on the Publish button to select your settings.

OR Click Save and accept the default settings.



13. Getting HelpOne of the easiest ways to get help with Microsoft PowerPoint is the online help includedwith it, as shown below. From the menu, select Help Microsoft PowerPoint Help.

1) You can also learn more about PowerPoint at the Microsoft website:http://office.microsoft.com

2) Should you have a question that the online help does not address, please contactthe Microcomputer Support Office via email at [email protected] or viaphone at 372-6315 or your college contact.

3) Students may call the Helpdesk at 372-3975 or get assistance in the PC labs inperson.

4) Handouts on using PowerPoint and other programs are available on the web athttp://www.tntech.edu/its/pubs/

12. Importing to the Web

Convert for the Web:

• Choose the slides toinclude or yourCompletepresentation

• Display speakernotes if desired

• Select appropriatebrowser support forwidest availability or forhigh fidelity to youraudience.

• Click on Web Optionsfor other settings

• Browse to where youwish to save the filescreated.

• Last chance to changeyour page title ifneeded.

• Select Open published Web page in browser to see the result.• Click Publish

Be sure to view the results in both Internet Explorer and Netscape if your audiencemay be using either browser.

http://office.microsoft.com

mailto:[email protected]

http://www.tntech.edu/its/pubs/