Introduction

Welcome to the world of computerized desktop presentation.

Microsoft PowerPoint is a powerful tool to create professional looking presentations and slide shows. PowerPoint allows you to construct presentations from scratch or by using the easy to use wizard.

Presentation packages are application software products that provide a library of predrawn images, bar charts and graphs that can be combined with other artwork or text, to create slides, printouts or other graphic material for business presentations.

Objectives

• Create a simple presentation• Edit slides from the normal view, slide view and outline view• Apply a slide design• Rearrange a slide show• Manipulate the slide master• Insert and manipulate graphics• Save a presentation• Print a presentation• Display a slide show

Definitions

TermSlide Each individual page you design is a slide. One of the most

common output products of programs like PowerPoint is a 35mm slide.

Slide Show When you group several slides together, you have a presentation. Thispresentation can be output on screen as an electronic slide show, asoverhead transparencies, or as hardcopy (paper).

Handouts Miniature versions of slides. Two, three, four, six, or nine slides

can be printed on one page for audience.

Speaker’s notes They are note pages for slides referred by Speaker

Template Templates are handy for creating slides quickly and formaintaining consistency throughout your presentation. There are three types of templates: design templates, content templates (located on the Presentations tab), and a Blank Presentation template

DesignTemplates

Presentation Designs are professional layouts that you can apply to your slides. They contain the color scheme, borders, background, graphics.

Master Slide A Master slide contains text or graphics that you want included on every slide such as the date, company name, or page number.

Starting Microsoft PowerPoint

Two Ways

1] Double click on the Microsoft PowerPoint icon on the desktop.

2] Click on Start --> Programs --> Microsoft PowerPoint

Creating & Opening a Presentation

After you open up Microsoft PowerPoint, a screen pops up asking if you would like to create a New Presentation or Open an Existing Presentation.

Wizards are PowerPoint’s way of making it easy for you to quickly and efficiently create professional-looking presentations. Even if you know little about PowerPoint, the wizards can help you develop your ideas and design your presentation.

AutoContent Wizard Creates a new presentation by prompting you for information about content, purpose, style , handouts, and output. The new presentation contains sample text that you can replace with your own information.

Design Template Creates a new presentation based on one of the PowerPoint design templates supplied by Microsoft. Use what is already supplied by Microsoft PowerPoint and change the information to your own.

Blank Presentation Creates a new, blank presentation.

Opening an Existing Presentation

A file is collection of data. A PowerPoint presentation file consists of one or more slides. Each slide can contain text, charts, drawings & clipart graphics, In order to view ,edit, add or delete slides in the existing presentation, you must open the file in which this files are stored.

Here is the general procedure for opening presentation file :

Choose File ,Open to open the dialogue box

Select Open an Existing Presentation from the picture above

Click on your presentation in the white box

If you do not see your presentation in the white box, select More Files and hit OK.

Locate you existing Presentation and click the Open button

Create a Blank Presentation (Creating a slide from scratch)

As the name suggests a blank presentation is displayed for you to create your own formats, start with blank presentation with all values for color scheme, fonts, and other design features set to default values.

Choose File, New

After you select Blank Presentation a window pops up asking you to select the layout of the first slide.

Pre-Designed Slide Layouts (Left to Right) Title Slide Bulleted List Two Column Text Table Text & Chart Chart & Text Organizational Chart Chart Text & Clip Art Clip Art & Text Title Only Blank Slide

Different Views That PowerPoint Demonstrates There are different views within Microsoft PowerPoint that allow you to look at your presentation from different perspectives.

Normal View Outline View Slide View Slide Sorter View Slide Show View

Switches to normal view, where you can work on one slide at a time or organize the structure of all the slides in your presentation.

Switches to outline view, where you can work with the structure of your file in outline form. Work in outline view when you need to organize the structure of your file. In Outline View, you work only with slide titles and main text in the classic outline form.

Switches to slide view, where you can work on one slide at a time.In Slide view text, images, charts can be added.

Displays miniature versions of all slides in a presentation, complete with text and graphics. In slide sorter view, you can reorder slides; hide slides; add transitions, and animation effects. You can also set the timings for electronic slide shows. You are able to see how your presentation flows. You can see all the slides at once.

Runs your slide show in a full screen, beginning with the current slide if you are in slide view or the selected slide if you are in slide sorter view. If you simply want to view your show from the first slide: Click Slide Show at the top of the screen Select View ShowIn this view you can see the effects of the transitions and timings that you set in slide sorter view.

A PowerPoint file is a presentation, which can contain many slides similar to a worddocument that can contain many pages.

In the Normal view, the PowerPoint window is split into several functional areas:

Toolbars

Toolbars provide shortcuts to common tasks. Standard – contains basic tools to create a new file, opening an existing file, save, print,check spelling, create a new slide and so on.

Formatting – contains tools to change the formatting of an item, such as the font, fontsize, font style (bold, italic, underlined, shadowed), alignment (left, center, right), turnbullets and numbering on and off, and other tasks.

Drawing – contains tools for drawing, such as AutoShapes, WordArt, text box (whichallows you to insert a new text box into a slide), fill color, line color, and font color, andso on.

Picture – contains tools to insert and edit pictures (images that have been imported intothe presentation). By default, this toolbar only appears when an image is selected.

Creating , Deleting & Formatting Slides

Adding a Slide

There are several ways to add a new slide to your presentation, including:

• Click the Insert menu, then click New Slide.• Click the New slide icon ( ) on the toolbar.• Place your cursor in the last text box of the current slide and press Ctrl-Enter.

Deleting a SlideTo delete a slide in Normal view, click on the Edit menu and choose Delete Slide.

Formatting A Slide Background

You can format your slide to make it look however you would like, whether it is a background color, picture, or a design template built into Microsoft PowerPoint. The next step will show you how to apply a Design Template, but the other items mentioned above can be accomplished the same way. Click Format Menu Select Apply Design Template

Select Design you wish to apply Click Apply Button

Inserting Text & Pictures & Sounds

Adding Text to a Slide1] In an Existing Text BoxWhen you select a layout, you select a slide that has positioned text boxes. To enter text:1. Click in the text placeholder.

Type text or edit existing text as you would in any word processor.When finished entering text, click outside of the slide with your mouse, select another text box on the same slide with the mouse, or press Ctrl-Enter (hold down the Ctrl key while you press Enter) to make a new slide or move to the next text placeholder.To make a bulleted list item into a sub-list item, increase the indent for that item by placing the cursor in the text and clicking the Increase Indent button on the Outline toolbar.To make a sub-list item into a main list item, decrease the indent for that item byplacing the cursor in the text and clicking the Decrease Indent button on theoutline toolbar.

2] In a New Text Box

You can add additional text boxes using the text box tool ( ) from the Drawing Toolbar.1. Select the text box tool ().2. Position your mouse over the slide and click and drag while drawing a box shape.3. Release the mouse and type in the text box.

Editing a Text Box

You can move, resize, or rotate the text box on any slide or on the Master slide (see below).1. Select the text box to display the handlebars. a. To resize the box, place the mouse over any of the handlebars and click and drag. b. To move the box, place the mouse over the border (not the handlebars) and drag. (You can place one text box inside another.) c. To rotate the box, click the box once to select it. Click and drag the green dot at the top of the text box to rotate it.

Adding Pictures

You can add pictures to your PowerPoint presentation from clip art (pictures includedwith Microsoft Office), from files (on the hard drive, a disk, or CD), or directly from ascanner or digital camera connected to your computer. You can also create simplepictures with drawing tools in PowerPoint.

In Placeholders Some Auto layouts contain special placeholders for pictures (below left), providing a quick way to add pictures that fit into the slide’s layout.First apply one of those Auto layouts (as shown below, left), then add the picture byclicking on the picture placeholder, and selecting the image you want to insert (belowright).

From Clip Art

To insert a piece of clip art,1. Click the Insert menu, choose Picture, and then click Clip Art….2. In the Insert Clip Art panel on the right, you can a. Search for a picture by keyword, as shown (“lock”), b. Browse available clips by clicking Clip Organizer (launches a new window that displays clip previews), c. Search for additional clips online at Microsoft’s web site by clicking Clips Online.

From a File

To insert a picture from a file,1. Click the Insert menu, choose Picture, and then click From File….2. In the Insert Picture dialog box (shown below), browse to the picture you want toinsert, click it to select it, and then click the Insert button.

Drawing in PowerPoint

To draw a simple picture in PowerPoint using Auto shapes,1. Turn on the Drawing toolbar, if it isn’t already displayed (View menu > Toolbars >Drawing). The Drawing toolbar appears at the bottom of the window:

2. Click the Auto shapes button, select a category, and click the shape you want to draw, as shown here:

3. On the slide, click and drag the mouse pointer to draw the shape you’ve selected.

Formatting Pictures

To resize or move pictures, click the image to select it, then drag the handlebars toresize or drag the image (using the four-headed arrow) to reposition.Some slide graphics may appear as one graphic but consist of many images “grouped”together. To see if a graphic is composed of several images, select the graphic, positionthe mouse over the graphic, and click the right mouse button. Select Grouping and ifUngroup is an option, then the graphic is composed of several graphics. It is possible toungroup and regroup a graphic to make changes.

Steps 1-3 are very similar when inserting Movies, Sounds, and Charts

Addimg Motion

The following steps will show you how to animate a cartoon image while working in Slide View. 1. If you are not already in Normal (Slide) View, click the Normal View button in the View tab. 2. On the slide, click the cartoon image to select it. 3. From the Animations Group in the Animations tab, click on the Custom Animation button. The Custom Animation task pane will appear.

4. From the Custom Animation task pane, click the Add Effect button; select Entrance, then select Fly In.

5. Decide how you want the effect to appear by using the options in the Custom Animation task pane: when it starts, its direction, and its speed.

Animating Text

Try adding the typewriter effect to text on your slide.

1. In Slide View, select the text you want to animate by clicking it.

2. From the Animations Group in the Animations tab, click on the Custom Animation button. then select More Effects

The Custom Animation task pane will appear. Click the Add Effect button, select Entrance,. 

3. The Add Entrance Effect dialog box will appear. Scroll down the list and click Color Typewriter. Then click OK

Animating a chart

You can make charts more interesting by animating them. In a Slide Show, an unanimated chart appears onscreen all at once. When you animate a chart, the chart appears "bit by . bit". You specify the way the elements of the chart will appear in the Custom Animation dialog box

Try animating a chart so that the elements of the chart are introduced onscreen by category.

1. In Slide View, click the chart you want to animate.

2. From the Animations Group in the Animations tab, click on the Custom Animation button.

The Custom Animation task pane will appear.

3. Click the Add Effect button, and select an effect. In the task pane, click the arrow next to the effect you just selected. Select Effect Options and the Effect Options dialog box will appear.

4. Click the Chart Animation tab, then select By Category. Click OK and the animation effect will be applied to each chart element.

Changing animation order

Normally, the object that is animated appears first, but you can rearrange the order. Here's what you do:

1. Click the object you want to change. For example, the flying pig. 2. From the Custom Animation task pane, click the animation effect you want to edit. Now drag the animation effect to the position you want it to appear.

Previewing an animation

PowerPoint lets you preview animation settings for your current slide without running the entire slide show.

1. In Slide View, go to the slide you want to preview.

2. From the Animations Group in the Animations tab, click on the Custom Animation button.

The Custom Animation task pane will appear. Click the Play button to see a preview.

Alternatively, in the Animations tab, click on the Preview button in the Preview Group. You will see the animation effect that has been applied to the selected slide as well as any transition effects.

Transition Effects ,Timing & viewing your Slides

Adding Transitions to a Slide Show You can add customized transitions to your slide show that will make it come alive and become appealing to your audience. Follow these steps when adding Slide Transitions.

1. In slide or slide sorter view, select the slide or slides you want to add a transition to. 2. On the Slide Show menu at the top of the screen, click Slide Transition

3. In the Effect box, click the transition you want, and then select any other options you want

4. To apply the transition to the selected slide, click Apply. 5. To apply the transition to all the slides, click Apply to All. 6. Repeat the process for each slide you want to add a transition to. 7. To view the transitions, on the Slide Show menu, click Animation Preview.

Viewing The Slide Show

You can view your slide show by any of the following ways: 1. Click Slide Show at the lower left of the PowerPoint window. 2. On the Slide Show menu, click View Show. 3. On the View menu, click Slide Show. 4. Press F5 on the keyboard

Navigating While In Your Slide Show

Forward Navigation o Simply click on the left Mouse Button or hit the Enter Button on your keyboard

Reverse Navigation o Hit the Backspace on the keyboard

Exiting the show o Hit the Esc Button on the keyboard

Timing your presentation

When you select Rehearse Timings, your Slide Show starts running, and PowerPoint starts timing it. The timing is displayed in the Rehearsal dialog box. When the Slide Show comes to an end, PowerPoint will give you the final running time.

Follow these steps to time your presentation:

1. Click the Slide Show menu, and then click Rehearse Timings. The Slide Show begins and a Rehearsal dialog box appears in the lower-right-hand corner of the screen.

2. Begin speaking and presenting your show.

3. If you want to repeat your rehearsal of a slide, click the Repeat button on the Rehearsal dialog box. The current slide repeats and the timing for it starts over.

4. Rehearse your presentation until it's finished. After you're done, a message box appears. It tells you the final running time and it asks you if you want to record the timings to use for viewing the presentation.

5. Click No. You are returned to the PowerPoint window.

Note: You click No because you are only timing the show. You would click Yes if you wanted to use the recorded timings to automate your presentation.

Automate your presentation

If you're not going to be available to run your Slide Show, create a self-running presentation. This sort of presentation is often used at trade shows or conventions. Once the show is started, it runs in a continuous loop until someone presses the ESC key on the keyboard.

When designing a self-running presentation, you can set up the Slide Show to run with automatic timings, or you can set it up so the viewer can move through the show with mouse clicks.

The following steps show you how to create a self-running kiosk presentation with automatic timings.

1. Automate your presentation using the three steps shown above.

2. Click the Slide Show menu, then click Set Up Show. The Set Up Show dialog box will appear.

3. Under Show type, click Browsed at a kiosk (full screen).

4. Under Advance slides, click Using timings, if present.

5. Click OK. Your presentation is now self-running. Once it is started, it will loop over and over until someone hits the ESC key.

Teacher’s Guide

PowerPoint is a high-powered software tool used for presenting information in a dynamic slide show format. Text, charts, graphs, sound effects and video are just some of the elements PowerPoint can incorporate into your presentations with ease. Whether it's a classroom lesson, a parents' group meeting, a teachers' seminar or an unattended kiosk at the Science Fair - PowerPoint shows you how to make a powerful impression on your audience