Introduction to Microsoft PowerPoint 97 · Introduction to PowerPoint XP Handout INFORMATION TECHNOLOGY SERVICES California State University, Los Angeles Version 1.0 Spring 2004 Contents

Using Microsoft Office XP Introduction to PowerPoint XP Handout

INFORMATION TECHNOLOGY SERVICES California State University, Los Angeles

Version 1.0 Spring 2004

Contents

Microsoft PowerPoint XP .................................................................................................. 3 Launching PowerPoint ....................................................................................................... 3 Working with the PowerPoint Window............................................................................ 3

Using The Task Pane ...................................................................................................... 5 Selecting A Slide Layout ................................................................................................ 5 Using the Toolbar ........................................................................................................... 5 Using the View Buttons .................................................................................................. 6

Using Basic Presentation Skills.......................................................................................... 7 Creating a New Presentation........................................................................................... 7 Selecting Design Templates............................................................................................ 7 Adding a New Slide ........................................................................................................ 8 Saving a New Presentation ............................................................................................. 8 Closing a Presentation..................................................................................................... 9 Opening an Existing Presentation................................................................................... 9

Enhancing/Formatting Presentation Text ...................................................................... 10 Entering Text ................................................................................................................ 10 Changing Font............................................................................................................... 10 Changing Font Size....................................................................................................... 10 Changing Alignment..................................................................................................... 11 Changing Font Style and Effect .................................................................................... 11 Adding/Removing Bullets and Number Lists............................................................... 11 Modifying Paragraph Spacing ...................................................................................... 12 Using the Format Painter .............................................................................................. 12

Editing Text ....................................................................................................................... 12 Copying and Moving Text Between Slides .................................................................. 12

Copying...................................................................................................................13 Cutting.....................................................................................................................13

Undo and Redo ............................................................................................................. 13 Undo........................................................................................................................13 Redo ........................................................................................................................13

Creating Basic Charts ...................................................................................................... 13 Creating a Chart ............................................................................................................ 14 Changing Chart Type.................................................................................................... 14

Using Clip Art ................................................................................................................... 14 Inserting Clip Art .......................................................................................................... 15 Repositioning Clip Art.................................................................................................. 15 Cropping Clip Art ......................................................................................................... 15 Resizing Clip Art .......................................................................................................... 16

Introduction to Microsoft PowerPoint 2

Graphic Tools.................................................................................................................... 16 Using the Drawing Toolbar .......................................................................................... 16 AutoShapes ................................................................................................................... 17 Selecting Objects .......................................................................................................... 17 Rotating an Object ........................................................................................................ 18 Using WordArt.............................................................................................................. 18

Animating Objects, Text, and Slides............................................................................... 18 Custom Animation ........................................................................................................ 19 Selecting Preset Animation Effects .............................................................................. 20 Previewing Build Animation ........................................................................................ 20 Previewing Transition Animation................................................................................. 20

Printing a Presentation..................................................................................................... 20 Selecting Page Setup Options ....................................................................................... 20 Printing Slides............................................................................................................... 21

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Microsoft PowerPoint XP PowerPoint XP is a presentation graphics program that produces dynamic and powerful slide shows containing text, graphics, and charts. Whether presenting an idea, plan or complex report to a group, you can use PowerPoint to combine essential data, dramatic illustrations, animation and special effects and timed sequences to convey your important points in an informative and convincing way.

This guide is an introduction to PowerPoint XP and illustrates the most basic functions the program offers. Please start from the beginning for a general overview or choose the topics you would like to see from the Contents page.

Launching PowerPoint There are six Open Access Labs on Campus. You can launch Microsoft PowerPoint from any of them.

To open PowerPoint in any Open Access Computer Lab: 1. Select the Start menu at the bottom left corner of the screen. 2. Select the All Programs menu. 3. Select the Microsoft Office XP folder. 4. Click the Microsoft PowerPoint icon.

!NOTE: A shortcut to open PowerPoint XP is to double-click the MS Office XP folder on the desktop and then double-clicking the Microsoft PowerPoint icon.

Working with the PowerPoint Window When launching PowerPoint, you will find a new blank presentation and the Task Pane appears on the right in the presentation window in Normal view (see Error! Reference source not found.). The Task Pane is an area that provides commonly used commands. The Title bar, which appears at the top of the application window, displays the name of the current document and the name of the application. Under the Title bar is the Menu bar, which allows you to access various commands that are grouped according to function. The Ask a Question box on the right lets you enter a question when you need help with a specific feature. Below the Menu bar are the Standard and Formatting toolbars and the Slide Tab and Outline Tab in the Slide Pane. At the bottom of the presentation window are the View buttons and the Draw toolbar. Beneath those is the Status bar which provides information about the current slide and the number of the present slide in the presentation. The toolbar buttons provide shortcuts to many menu commands (see Table 1.)

Figure 1 - PowerPoint Interface

Table 1 - PowerPoint Menu and Toolbars Items Descriptions Title Bar Displays the application and presentation title. Menu Bar Contains menus that organize familiar commands. Standard Toolbar Contains buttons to help you select common commands. Formatting Toolbar

Contains buttons to help you change the appearance of characters and paragraphs in a document.

Slides Tab Displays slides as a thumbnail image. Drawing Toolbar Contains buttons for color and style or the shape, line,

and region components. Slide pane Displays the selected slide or presentation outline. View Buttons Provide several different ways to view the presentation. Task Pane A window within the application that provides commonly used

commands. Notes Pane Area where notes can be added to the current slide. Status Bar Displays information about the document (number of pages),

the current page being viewed, and the current location of the insertion point.


USING THE TASK PANE The Task Pane is a new feature in PowerPoint XP. It provides shortcuts to the most common tasks. You will be able to open a presentation, start a new presentation, insert Clip Art, format the Slide Layout, edit Slide Designs, make Custom Animation and Slide Transition, or get help with PowerPoint (see Figure 2). The Back and Forward buttons

will allow you to navigate through previously used panes. Click the Other Task Panes drop-down arrow to view and select from a list that contains all available task panes.

To close the Task Pane: 1. Click the Close button on the upper right corner of

the task pane. Only the task pane will close; the PowerPoint Presentation will remain open.

To open the Task Pane: If the task pane is not visible in the presentation window:

1. Select the View menu on the Menu bar. 2. Select Task Pane.

Figure 2 - Task Pane

SELECTING A SLIDE LAYOUT A Slide Layout is a predefined style in which you can enter text, graphics and clip art. PowerPoint provides a variety of Slide Layouts from which you can choose to meet your purpose.

To open the Slide Layout task pane: 1. Select the Format menu on the Menu bar. 2. Select Slide Layout…. The Slide Layout task pane

opens (see Figure 3).

Figure 3 - Slide Layout Task Pane

!NOTE: For a description of the slide, place your mouse over the slide layout of your choice. A screen tip will appear providing a description of that slide. You can use this description as an easy reference to determine the available placeholder style.


USING THE TOOLBAR There are two ways to access the functions in PowerPoint – through the menus on the Menu bar or the buttons on the toolbars. Both methods are used in this handout. PowerPoint has nine menus and thirteen toolbars, each containing tools related to a specific function, (see Figure 4). Toolbar buttons are for convenience without opening menus.

To display a toolbar: 1. Select the View menu ►Toolbars. 2. Select the appropriate toolbar ► the toolbar will appear on the screen. Or 1. Right-click the mouse in an empty part of the toolbar area at the top of the screen. 2. Select the appropriate toolbar. The toolbar will appear on the screen.

!NOTE: A toolbar can be docked on any edge of the screen by clicking the Toolbar Handle and dragging the toolbar to the desired edge.

Figure 4 - Application Header

USING THE VIEW BUTTONS PowerPoint provides multiple view buttons to display the presentation. These include Normal, Outline, Slide, Slide Sorter, Slide Show, and Notes Page. These views give you flexibility in the way you view and work with your presentation. Refer to Table 2 for a description of each view button.

Table 2 - PowerPoint view Descriptions View Button View Title Description

Normal Displays a tri-pane view including the slides,

outline, and notes pane. This view is the default.

Slide Sorter

Displays all the slides in a presentation at one time. Use this view to move, copy, and delete slides.

Slide Show Displays the slides in a presentation as they

appear during a slide show beginning with the current slide.

Notes Page Displays the notes page for the selected slide,

where you can create speaker notes for the slide.


There are two ways to select view options: 1. From the View menu.

2. From the shortcut buttons located at

the bottom left corner of the window in the horizontal scroll bar.

Figure 5 - Selecting A View

Using Basic Presentation Skills When you start PowerPoint, you are prompted to create a new presentation or open an existing presentation. If you create a new presentation you can enter text or graphics and save it to a disk.

CREATING A NEW PRESENTATION You can create a new presentation once PowerPoint has started. There are several options available for a new presentation.

To create a new presentation: 1. Select the File menu on the Menu bar. 2. Select the New command. The New Presentation task pane opens (see Figure 2). 3. Click the Blank Presentation link. The Slide Layout task pane will open. 4. Choose the desired layout in the Slide Layout task pane by clicking on it.

!NOTE: Other options available using the New Presentation task pane include: • Clicking the From AutoContent Wizard link to produce a quick, well-designed

presentation. • To select a predefined look click the From Design Template link. • Click the Blank Presentation link when you want total control over the presentation and

do not desire any assistance with the look or content. • Once a presentation has been created, it can be used as the basis for a new presentation.

SELECTING DESIGN TEMPLATES A new slide design can be added to a presentation by clicking the Design button on the Formatting toolbar.

!NOTE: You can add a new design template to a presentation by selecting Slide Design… from the Format Menu.


ADDING A NEW SLIDE A new slide can be added to a presentation by clicking the New Slide button on the Formatting toolbar.

!NOTE: You can also add a new slide to a presentation by selecting the New Slide command from the Insert Menu.

SAVING A NEW PRESENTATION After creating a new presentation, you can save it to a disk for future retrieval.

To save a new presentation: 1. Click the Save button on the Standard toolbar. The Save As dialog box opens (see

Figure 6).

Figure 6 - Save As Dialog Box

2. Select the drive of where to save the presentation by clicking the Save in drop-down box. 3. Click inside the File name: text box, and enter a name for your presentation. 4. Click the Save button.

!NOTE: After naming and saving the presentation, click the Save button on the Standard toolbar to save any new changes. The Save As dialog box will not appear because PowerPoint automatically updates the changes to the existing file each time you save the presentation. The Place Bar has buttons that allows the file to be saved to the desktop or the document folder.


CLOSING A PRESENTATION When finished working on a presentation, you can close it and remove it from the application window.

To close the presentation: 1. Select the File menu on the Menu bar. 2. Select Close.

!NOTE: If you have not saved your work and attempt to close the presentation, a message box will appear asking if you want to save the latest changes to the file. If you have saved the changes the presentation will close. You can also click the Close button on the Menu bar to close the presentation. If you click the Exit button on the blue title bar, it will exit the presentation and the PowerPoint application.

OPENING AN EXISTING PRESENTATION You may view or edit any existing presentation by opening it from the disk where it is saved.

To open an existing presentation: 1. Click the Open button on the Standard toolbar. The Open dialog box opens (see

Figure 7).

Figure 7 - Open Dialog Box

2. Select the drive where the file is located by clicking the Look in: drop-down list box. 3. Locate and select the presentation file to open. 4. Click the Open button.

!NOTE


You may also double-click the file icon to open a presentation. The Place Bar is a vertical bar on the left that contains buttons for History, My Documents, Desktop, Favorites, and My Network Places. Clicking one of these buttons will take you to that folder or location.

Enhancing/Formatting Presentation Text All text formatting in a slide is determined by the design template on which the presentation is based. You can change the font type, font size and font color to enhance the appearance of your presentation.

ENTERING TEXT The amount of text entered depends on the layout of the current slide. PowerPoint uses text placeholders (see Figure 8). Text placeholders determine the placement of text on the page and are formatted with the font style and font size defined for each slide layout. Default placeholder text is visible until you type the desired text. If you do not enter any text, the default text appears on the screen, but will not appear if the slide is printed.

When you click a text placeholder PowerPoint switches to edit mode. Selection handles appear around the placeholder with the insertion point inside the placeholder (see Figure 8).

Text Placeholder Selection Handles

Figure 8 - Text Placeholder and Selection Handles

To enter text into placeholders on a slide: 1. Click inside the placeholder. The placeholder selection handles appear (See Figure 8). 2. Type the desired text. 3. Click outside the placeholder to deselect it.

CHANGING FONT You can change the font as desired. The font can be changed before typing text or after the text has been typed. When you select a font before typing, any text you type into the placeholder will appear with the selected font until the font is changed.

To change the font of selected text: 1. Click inside the placeholder that contains the text you would like to change.

OR Click and drag to select the desired text.

2. Click the Font drop-down box on the Formatting toolbar. 3. Select the new font.

CHANGING FONT SIZE You can change the font size as needed to emphasize or de-emphasize text.

To change the font size of selected text: 1. Click inside the placeholder that contains the text you would like to change


2. Click the Font Size: drop-down box . 3. Select the new text size.


CHANGING ALIGNMENT You can change the alignment of text in a slide to achieve a desired look. The Formatting toolbar contains three alignment buttons: Align Left, Center, and Align Right. The left alignment option will produce an even left margin for the text in the placeholder; the right alignment option will produce an even right margin for the text in the placeholder. The center option will center each line of text individually in the placeholder.

To change alignment: 1. Click the placeholder that contains the text to change.


2. Click the Align Left, Center or Align Right button on the Formatting toolbar.

!NOTE: To change the alignment of the text to justified (which produces even left and right margins), click the Format menu on the Menu bar, select Alignment, then select Justify.

CHANGING FONT STYLE AND EFFECT To enhance your presentation, you can change the font style and effect. Font styles includes bold and italic. Font effects include underline, shadow, emboss, superscript and subscript. Not all of these options have shortcuts on the Formatting toolbar (see Table 3).

Table 3 - Font Style/Effect Buttons and Examples Button Style/Effect Example

Bold Bold

Italic Italic

Underline Underlined

Shadow Emboss Superscript Superscript

Subscript Subscript

To change font style and font effect: 1. Click inside the placeholder that contains the text.


2. Click the desired font style/effect button(s) in the Formatting toolbar.

!NOTE: You can apply more than one font style or effect at one time. In addition, you can also use the Font… selection on the Format menu to add font style and effects. From the Font dialog box, you can select any font style or effect.

ADDING/REMOVING BULLETS AND NUMBER LISTS Slides frequently contain text in bulleted and numbered lists. PowerPoint automatically creates this feature for you. You can also add and remove bullets or numbered lists manually if desired. You can select additional bullet and number styles, as well as customize their styles, from the Bullets and Numbering dialog box.


To add or remove bullets and number lists: 1. Click the placeholder that contains the text.

OR Select the text to which you want to add bullets or numbers to.

2. Click the Bullets button or Numbering button on the Formatting toolbar. 3. To cancel or remove bullets or numbers click the corresponding button a second time.

MODIFYING PARAGRAPH SPACING You can modify paragraph spacing to adjust the line spacing in a paragraph.

To modify paragraph spacing: 1. Select the placeholder that contains the text.

OR Select the text for which you want to modify the paragraph spacing.

2. Select the Format menu then Line Spacing…. The Line Spacing dialog box opens (see Figure 9).

3. Select the desired spacing for the placeholder.

Figure 9 - Line Spacing

USING THE FORMAT PAINTER Once you have formatted a section of text it is easy to copy the format to other text or paragraph. You can use Format Painter button to copy the format of one text and apply it to another text. This feature allows you to apply the exactly same formatting of text to different sections of a presentation without having to remember exactly which effects were applied.

To use the Format Painter: 1. Click the placeholder that contains the format to copy. 2. Select the text that has the formatting to copy. 3. Click the Format Painter button on the Standard toolbar. 4. Select the placeholder that contains text that you want to change. 5. Highlight the text to apply the copied formatting.

!NOTE: To apply formatting to multiple items so that the Format Painter remains activated until you click the button again to disable it, double-click the Format Painter button. While active, highlight all text selections you wish to format.

Editing Text After formatting the text, you can edit your presentation by moving or copying text between presentations.

COPYING AND MOVING TEXT BETWEEN SLIDES When editing a presentation you may want to move or copy text - either within the same slide/presentation or between slides/presentations. When moving or cutting text, the text is removed from its original location and placed in a new location. When copying, the original text remains intact and is duplicated at the specified location.


Copying If you want to duplicate text in another location, you can copy the text rather than re-type it. The copied text remains in its original location.

To duplicate text: 1. Select the text to copy.

2. Click the Copy button on the Standard toolbar. 3. Place the insertion point where the copied text will be placed.

4. Click the Paste button on the Standard toolbar.

Cutting When you want to move text, the text is removed from its original location and placed in a new location.

To cut text: 1. Click and drag to select the text to move.

2. Click the Cut button on the Standard toolbar. 3. Place the insertion point where the cut text will be placed.

4. Click the Paste button on the Standard toolbar.

UNDO AND REDO If you make a mistake, change your mind about something or wish to repeat something, PowerPoint has features to redo or undo an action(s).

Undo The undo feature allows you to remove the results of a previous command or action.

To undo an action: 1. Click the Undo button on the Standard toolbar. 2. You may click the Undo button as many times as you need in succession.

Redo When you undo an action, the redo feature becomes available. Redo restores the results of the command or action you reversed with the undo feature.

To redo an action: 1. Click the Redo button on the Standard toolbar.

Creating Basic Charts The built-in graphic application in PowerPoint allows you to incorporate charts into your presentations without importing them from other applications. When you create or edit a chart in PowerPoint, the Microsoft Graph Menu bar, toolbar, and datasheet appear. Microsoft Graph also includes several slide layouts containing charts.


CREATING A CHART When you want to include a chart on a slide, you usually select a slide layout containing a chart placeholder such as the Text & Chart, Chart & Text, or Chart layouts.

To create a chart: 1. Insert a new slide into the presentation

that contains a Title and Chart placeholder.

2. Double click in the chart placeholder on the slide.

!NOTE: Once you have created the chart, a datasheet appears where the values to graph are entered. By default, PowerPoint inserts sample data into the datasheet.

Figure 10 - Add a New Chart

CHANGING CHART TYPE You can change the chart type of an existing chart. PowerPoint offers several different chart types with multiple variations of each (see Figure 11). Changing the chart type allows you to select the best chart type for your data.

To change the chart type: 1. Double-click the chart. 2. Select the Chart menu on the

Menu bar. 3. Select Chart Type…. 4. Select the Standard Types tab the

desired chart type. 5. Click the OK button.

Figure 11 - Chart Type Dialog Box

Using Clip Art Graphics can be included in a PowerPoint presentation. A graphic can enhance a presentation by depicting an idea that may be difficult to describe or by making the presentation more visually appealing. You can insert Clip Art by accessing the Clip Gallery and selecting an image.


INSERTING CLIP ART Inserting Clip Art in a slide can help you to illustrate the theme of the presentation.

To insert Clip Art: 1. Place the insertion point where the Clip Art will be placed.

!NOTE: By default, the first picture you insert will be placed in the center of the slide.

2. Select the Insert menu on the Menu bar. 3. Select Picture then select Clip Art…. 4. The Insert Clip Art task pane will open (see

Figure 12). 5. Type the keyword of what you’re looking for

in the Search Text: text box. 6. Click on the Search button 7. Click on the Clip Art you want to insert from

the Result box.

!NOTE: • You can select one or more collections to

search in the Search in: drop-down list. • You can select the types of media clips to

search for in the Results should be: drop-down list.

Figure 12 - Insert Clip Art Task Pane

REPOSITIONING CLIP ART Clip Art can be moved to a new location. Re-positioning the graphic is a good way to place it in the best possible location to enhance the slide text.

To reposition Clip Art: 1. Select the Clip Art to be repositioned. 2. Drag the Clip Art to the desired location and release the mouse button. 3. Click outside the Clip Art to deselect it.

CROPPING CLIP ART You can crop a picture without changing the size of the picture by cutting information out of it. For example, if a clip displays two people, you can crop it so that only one person appears in the clip.

To crop Clip Art: 1. Select the Clip Art to crop.

2. Click the Crop button on the Picture toolbar. 3. Drag the desired sizing handle towards the center of the clip.

!NOTE: Sizing handles appear as boxes around the image when the cropping tool is active.


RESIZING CLIP ART You may want to resize a graphic object so that it fits better in a presentation. There are two methods to resize an object: the Format Picture dialog box (see Figure 13) or the image selection handle.

Figure 13 - Format Picture Dialog Box

To resize Clip Art: 1. Right-click on the Clip Art image. 2. Select the Format Picture option from the shortcut menu. The Format Picture dialog box

opens. 3. Select the Size tab. 4. Check the Lock aspect ratio check box. 5. In the Scale section enter the desired height in the Height spin box. 6. Click the OK button.

OR 1. Click and drag on a sizing handle to adjust the image size. 2. Click outside the Clip Art to deselect it.

Graphic Tools PowerPoint includes graphic tools to help you edit an object. Features in the graphics tools include adding color, changing the shape and even rotating it from one direction to the next.

USING THE DRAWING TOOLBAR The Drawing toolbar appears by default when you launch PowerPoint. It contains several tools and features to assist in drawing and editing slide objects and text (see Figure 14).


Figure 14 - Drawing Toolbar

AUTOSHAPES The AutoShapes menu (located on the Drawing toolbar) provides a variety of categories used to create different shapes. These categories are listed in the following table:

Table 4 - AutoShapes Category Available AutoShapes

Lines Contains options to create straight and curved lines, arrows, freeform shapes and scribble drawings.

Connectors Contains options to create straight, angled and curved connectors between the shapes on diagrams and flowcharts.

Basic Shapes

Contains options to create basic shapes, including triangles, diamonds, octagons, crosses and cubes, as well as brackets and braces.

Block Arrows

Contains options to create left, right, bent, curved and multi-directional hollow arrows. This category also allows creation of chevrons and arrow callout symbols.

Flowchart Contains options to create symbols used when developing flowcharts including process, decision, data and preparation symbols.

Stars and Banners

Contains options to create explosion shapes and star symbols. This category also contains banner shapes including up, down and curved ribbons, as well as scroll and wave shapes.

Callouts Contains options to create rectangular, oval and cloud callout symbols, as well as different line callout symbols.

Action Buttons

Contains buttons that can be used to assign actions, such as running a macro or hyperlink to another slide.

SELECTING OBJECTS You can select one object or multiple objects using several different methods:

Table 5 – Selecting Objects Selection Selection Methods Single object Click the object once. Multiple objects Press the [Shift] key as you click each of the

objects. All the objects on a slide

Select the Select All command from the Edit menu.

Multiple adjacent objects

Drag the mouse pointer to create a marquee (dashed box) around the adjacent objects you want to select.


!NOTE: When you are selecting objects using a marquee, each object you select must be completely within the marquee; any portion of the object lying outside the marquee will not be selected. Click in a bland area of the slide to deselect all selected objects. To deselect one of the several selected objects, press and hold the [Shift] key and click the object to deselect.

ROTATING AN OBJECT Objects can be rotated in either clockwise or counterclockwise direction. An object can be rotated to any angle.

To rotate an object: 1. Select the object you want to rotate. 2. Click and hold the mouse on the green circle near the edge of the object. 3. Move the mouse in a circular motion to rotate the object.

USING WORDART Word styles can be selected from the WordArt Gallery to enhance the look of the presentation.

To use WordArt: 1. Click the Insert WordArt button on the Drawing toolbar. The WordArt Gallery

dialog box opens. 2. Select the desired WordArt style. 3. Click the OK button. 4. Type and edit the desired text in the WordArt Gallery dialog box. 5. Click the OK button. 6. Drag the WordArt to the desired location.

Animating Objects, Text, and Slides Animation effects can help introduce individual lines of text into a slide during a presentation. You can apply animation to text boxes, graphics, tables, or charts inserted as objects by selecting the object in the Normal or Slide view and using the Slide Show menu or the Custom Animation task pane shown in Figure 15.


CUSTOM ANIMATION PowerPoint allows you to animate your slide objects. To open the Custom Animation task pane, select the Slide Show menu then select Custom Animation….

To use custom animation: 1. Select an object in your presentation. 2. In the Custom Animation task pane, set

slide timing by clicking the Add Effect button and select an animation option from the drop-down menu.

3. Click the drop-down list and select Timing…

(see Figure 15).

Figure 15 - Custom Animation Task Pane

4. The Timing dialog box opens (see Error! Reference source not found.). 5. Select the Timing tab 6. Select “On Click,” “With Previous,” or “After Previous” from the Start: drop-down list.

!NOTE: If you selected “After Previous” enter the number of seconds to wait after the previous event to animate the next object.

7. Select the Effect tab. 8. Select the desired settings in the Settings and Enhancements sections. 9. Click the OK button.

Figure 16 - Timing Dialog Box


SELECTING PRESET ANIMATION EFFECTS You can apply preset animation effects to a selected slide while in Slide Sorter view. The animation effects will be applied to that slide.

To set animation effects: 1. Select the Slide Show menu then select Slide

Transition…. The Slide Transition task pane opens.

2. Select the slide in which you want the transition to take effect.

3. Select the desired effect in the Apply to selected slides: list box of the task pane (see Figure 17).

Figure 17 - Slide Transition Task Pane

PREVIEWING BUILD ANIMATION It is possible to preview the animation setting(s) of each slide. The animation can be changed or edited if the effects are not what is desired.

To preview animation: 1. Click the Play button on the task pane. 2. OR 3. Click the Slide Show button to enter the Slide Show view and observe the transition

effects. 4. Animation effects should occur automatically. If not, click the left mouse button. 5. Press the [ESC] key to exit slide show view.

PREVIEWING TRANSITION ANIMATION To preview Transition Animation:

1. Switch to Slide Sorter view. 2. Click the Animation Effects button below the slide.

Printing a Presentation You can select the number of copies you want to print, as well as choose whether or not to collate the printed materials. You can print the entire presentation, the current slide, or a selection of slides, such as handouts, speaker notes and outlines.

SELECTING PAGE SETUP OPTIONS You can specify the desired size of the printed slides. You can select a predetermined size from a list or manually enter the desired measurements in the Page Setup dialog box. You can also choose from Portrait or Landscape orientation.


To select Page Setup options: 1. Select the File menu on the Menu bar then select Page Setup…. The Page Setup dialog

box opens (see Figure 18). 2. Click the desired option buttons and settings in the spin boxes. 3. Click the OK button.

Figure 18 - Page Setup Dialog Box

PRINTING SLIDES PowerPoint provides a variety of methods for printing slides depending on your needs. You can print selected slides, a range of slides, or the entire presentation.

To print slides: 1. Click File menu on the Menu bar. 2. Select on the Print command. The Print dialog box opens (see Figure 19). 3. Select Slides from the Print what: drop down list. 4. Click on OK button.

!NOTE: To print Slides, Handouts, Outlines, or Notes, click the drop-down arrow on the Print what: drop-down list.


Figure 19 - Print Dialog Box

To print selected slides: 1. In the Print dialog box, select the Slides option button in the Print range section. 2. Enter the slides you want to print in the text box. 3. Click the OK button.
