Options for Creating a New Presentation:

Template - Allows you to select a design template (consisting of format and color schemes) which is applied to both existing and new slides.

Blank Presentation - Allows you to create your own presentation from scratch.

Helpful Hint:

Your best choice is to begin with a blank presentation. You can easily add color or a design template later.

Setting Up the Presentation Format

Select File, Page Setup Select Slides sized for:

Choose 35mm slides if you will be making slides

Choose On-screen show if you are using a computer

Click OK

Slide Formatting Options

Setting Font Options:

Click on Format, Font

Setting Line Spacing Options:

Click on Format, Line Spacing

Helpful Hints:

Arial is the easiest type font to read when projected.

Bold font styling can make it easier to read when projected.

Do not use too many different font types on each slide--it's distracting.

Sans serif fonts are easier to read. Using fonts with serifs (e.g., Times New Roman) slows down your reading speed.

Do NOT use underlines--the reader's eye is drawn to the line first.

Use at least 40 point type for titles and 24 point type for text.

For line spacing, use at least 0.5 lines between paragraphs (bullets).

Adding Slides to Your Presentation

Click the Insert New Slide icon on the main

formatting toolbar.

OR

Select Insert, New Slide. Select the appropriate autolayout from the

New Slide screen and click OK. The new slide appears after the slide which is

currently on your screen.

Adding Headers/Footers to Slides

Select the slide(s) where the header/footer should appear.

Choose View, Header and Footer.

Select the appropriate options from the Slide tab and the Notes and Handouts tab.

Click Apply (to add the header/footer to the selected slides) or Apply to All (to add the header/footer to all of the slides).

Setting Up the Presentation Format

Select File, Page Setup Select Slides sized for:

Choose 35mm slides if you will be making slides

Choose On-screen show if you are using a computer

Click OK

Slide Formatting Options

Setting Font Options:

Click on Format, Font

Setting Line Spacing Options:

Click on Format, Line Spacing

Helpful Hints:

Arial is the easiest type font to read when projected.

Bold font styling can make it easier to read when projected.

Do not use too many different font types on each slide--it's distracting.

Sans serif fonts are easier to read. Using fonts with serifs (e.g., Times New Roman) slows down your reading speed.

Do NOT use underlines--the reader's eye is drawn to the line first.

Use at least 40 point type for titles and 24 point type for text.

For line spacing, use at least 0.5 lines between paragraphs (bullets).

Adding Slides to Your Presentation

Click the Insert New Slide icon on the main

formatting toolbar.

OR

Select Insert, New Slide. Select the appropriate autolayout from the

New Slide screen and click OK. The new slide appears after the slide which is

currently on your screen.

Adding Headers/Footers to Slides

Select the slide(s) where the header/footer should appear.

Choose View, Header and Footer.

Select the appropriate options from the Slide tab and the Notes and Handouts tab.

Click Apply (to add the header/footer to the selected slides) or Apply to All (to add the header/footer to all of the slides).

Setting Font Options:

Click on Format, Font

Setting Line Spacing Options:

Click on Format, Line Spacing

Helpful Hints:

Arial is the easiest type font to read when projected.

Bold font styling can make it easier to read when projected.

Do not use too many different font types on each slide--it's distracting.

Sans serif fonts are easier to read. Using fonts with serifs (e.g., Times New Roman) slows down your reading speed.

Do NOT use underlines--the reader's eye is drawn to the line first.

Use at least 40 point type for titles and 24

point type for text.

For line spacing, use at least 0.5 lines between paragraphs (bullets).

Adding Slides to Your Presentation

Click the Insert New Slide icon on the main

formatting toolbar.

OR

Select Insert, New Slide. Select the appropriate autolayout from the

New Slide screen and click OK. The new slide appears after the slide which is

currently on your screen.

Adding Headers/Footers to Slides

Select the slide(s) where the header/footer should appear.

Choose View, Header and Footer.

Select the appropriate options from the Slide tab and the Notes and Handouts tab.

Click Apply (to add the header/footer to the selected slides) or Apply to All (to add the header/footer to all of the slides).

Overview

There are two masters for every presentation--a slide master and a title master. The slide master controls the formatting on all slides. When you change any formatting on the slide master, such as increasing the font size, the same change is made to the title master.

If you apply a new design template, modify the color or size of slide titles or change the background color on the slide master, all slides reflect the change. If you add a graphic to the slide master, it appears on every slide. Likewise, is you modify the layout of the title master, the slides you have designated as title slides also change.

You can hide background items on a slide by clicking Format, Background and then checking the Omit Background Graphics from Master box.

Editing the Slide Master

Select View, Master, Slide Master.

Changing Text Color on the Slide Master

To change the text color on the Slide Master:

Select View, Master, Slide Master Click on the text title placeholder. Select the

Font Color icon from the drawing toolbar.

Choose the color you want. That text color will appear on all slides.

Click on the bulleted list placeholder and repeat the process.

Changing Bullets on the Slide Master

While in the Slide Master view:

Click anywhere on the level of the bullet you want to change.

Choose Format, Bullets and Numbering.

Choose one of the options listed, or click on the Character... button to select another bullet.

Select the font set you want to use from the drop-down list under "Bullets From."

Click on the bullet you want to use and then click OK.

To change the size of the bullet, click either the up arow or the down arrow under "Size" to change its proportion.

To change the color of the bullet, select a color from the drop-down box under "Color."

Inserting Pictures/Logos on Slide Master

If you place a picture or a logo on the Slide Master, it will appear on every slide.

Select Insert, Picture. Select the location of the picture you want to

use and click Insert. Size and place the object where you want it

to appear on all of your slides.

Inserting Text on Slides

To insert text into a title placeholder or a bulleted list placeholder:

Click anywhere within the placeholder and begin typing.

Within a bulleted list, to get to a new bullet, press Enter.

To insert text otherwise:

Click the Text Box icon from the drawing

toolbar.

Position the text box anywhere you want on the slide and start typing.

Helpful Hints:

Arial (or other san-serif font) is the easiest type font to read when projected.

Bold font styling usually makes it easier to read when projected.

Do not use too many different font types on each slide--it's distracting.

Sans serif fonts are easier to read. Using fonts with serifs (e.g., Times New Roman) slows down your reading speed.

Do NOT use underlines--the reader's eye is drawn to the underline first.

Use at least 40 point type for titles and 24 point type for text.

For line spacing, use at least 0.5 lines between paragraphs (bullets).

A short-cut to get from the title placeholder to the text box: Ctrl+Enter

Copying Text Formatting

To copy the text formatting from one place to another:

Highlight the text whose format you wish to copy.

Click the Format Painter icon on the

Formatting toolbar . Your mouse pointer will change to a paintbrush.

Highlight the text whose format you want to change. When you release the mouse button, the format will automatically change.

Adding Symbols to Slides

To add a symbol to your presentation:

Position your cursor at the point you want to insert the symbol.

Select Insert, Symbol. Choose the character set you want to use,

click on the symbol to highlight it and then click Insert.

Inserting a Shadow to Text

Highlight the text that you want to shadow. Click the Shadow icon from the formatting

toolbar (inserts the default shadow, which cannot be nudged or recolored).

OR Click the Shadow icon from the drawing

toolbar. Click on the type of shadow that you want. To nudge the shadow right or left, choose

Shadow Settings to bring up the Shadow

toolbar. Click on the direction you want to nudge the shadow until it is in the position you want.

To change the color of the shadow, click on

the Shadow Color icon on the Shadow toolbar and select the color you want.

Normal View

Shows the outline, slide, notes page all on one screen.

Outline View

Allows you to see your presentation in outline mode.

Slide View

View and edit one slide at a time.

Slide Sorter View

Displays a miniature view of all slides in a presentation. Allows you to easily rearrange, copy or delete slides.

Modifying Slides in Slide Sorter View:

To edit a slide - Double-click on the slide. This returns you to Slide View.

To delete a slide - Highlight the slide and press the Delete key.

To change order of slides - Click and drag the appropriate slide to the new location, then release.

To duplicate a slide - Hold the Ctrl key while dragging the mouse to the spot where the duplicate will be located.

Slide Show View

Shows your presentation on the computer screen or on a projection device without all the menus, toolbars, etc.

Commands for Viewing the Slide Show:

Left Mouse Click - Advances to the next slide/build effect

Enter or Spacebar - Advances to the next slide/build effect

PageUp - Moves back to the previous slide PageDown - Advances to the next slide

Switching to the Various Views

Select View, then the view you want.

OR

Click on the view button (lower left corner of window)

Moving from One Slide to Another

To move to the previous slide, do one of the following:

Press the PageUp key to move to the previous slide.

Click the slide changer button containing doubled up arrows.

To move to the next slide, do one of the following:

Press the PageDown key to move

to the next slide.

Click the slide changer button containing doubled down arrows.

To move either up or down, drag the scroll box (located on the right-hand side of the screen) to move up/down through your slides in sequence. As you drag the scroll box, the slide number will appear.

Shapes

The Drawing Toolbar is described on the Toolbars page.

Drawing a Shape:

Select the appropriate drawing tool by clicking on it.

Drag the mouse pointer until the object is the desired size and shape.

If you are using the Rectangle tool and want to draw a square, hold down the Shift key as you are dragging the mouse pointer.

If you are using the Oval tool and want to draw a circle, hold down the Shift key as you are dragging the mouse pointer.

Resizing/Repositioning a Shape:

Select the object by clicking on it. This displays handles around the object.

To resize the object, click and drag one of the handles.

To reposition the object, click and drag the object itself.

Changing the Fill Color of a Shape:

Select the object by clicking on it.

Click on the Fill Color button on the

Drawing Toolbar.

Select the desired fill color from the following options:

No Fill - This removes color from the shape and makes it transparent.

Automatic - This uses the default color, or you can choose one of the colors listed on the line below.

More Fill Colors - This brings up the Color Palette - See the section on Color for more details.

Fill Effects - This brings up the Fill Effects box - See the section on Color for more details.

Changing Line Color/Line Style of a Shape:

Select the object by clicking on it.

Click the Line Color , Line Style ,

Dash Style or Arrow Style button on the drawing toolbar.

Select the desired line color, line style, dash style or arrow style.

Adding a Shadow to a Shape:

Select the object by clicking on it.

Click the Shadow button and choose the type of shadow you want from the Shadow Settings toolbar.

To change the shadow color: Click the arrow next to Shadow

Color on the Shadow settings toolbar.

Select one of the colors below Automatic, or click More Shadow Colors and choose the color you want.

Adding Text to a Shape:

To add text to a shape:

To make the text part of the shape: Select the object by clicking on it. Begin typing the text. It is

automatically centered in the object and becomes part of the object.

To make the text separate from the shape: Select the object by clicking on it.

Select the text tool from the drawing toolbar.

Drag a text box over the object. Type your text within the text box.

To change the attributes of text within shapes:

Select the object by clicking on it. Select the attributes you want to change from

the Font Formatting toolbar

. OR, select Format, Font from the top pull-

down menu.

Graphics

There are two kinds of graphics, clip art and bitmapped images. Clip art can be recolored or ungrouped so that you may use only a portion of the graphic. Photographs are bitmapped images that cannot be altered other than being cropped.

Helpful Hints:

Graphics should ALWAYS add something to the presentation, not detract from it. Be aware that the reader's eye will focus first on the graphic, then on the text.

Holding down the Shift key while resizing a graphic maintains its original proportions.

Clip Art

Inserting Clip Art:

Access the Microsoft Clip Art Gallery in one of the following ways:

Select a new slide from the Autolayout screen that includes a clip art placeholder, then double-click on the clip art placeholder.

Select the Insert Clip Art icon from

the main toolbar . Select Insert, Picture, Clip Art from

the pull-down menu. Select the clip art that you want to use and

then click Insert.

Customizing Clip Art:

To ungroup clip art:

Select the clip art you want to ungroup by clicking on it.

Click on the Draw icon and select Ungroup from the drop-down menu.

Click anywhere outside the clip art to delesect the entire piece. You can now click on individual items to work with.

To recolor clip art:

Select the object to be recolored by clicking on it.

Select Format, Color and Lines and make appropriate changes.

To crop clip art:

Select the object to be cropped by clicking on it. The Picture toolbar should appear. If it does not, select View, Toolbars, Picture to view the toolbar.

Click Crop on the Picture toolbar. Drag the corner handles around the clip art

until only the portion that you want to remain is within the boundaries; then, double-click to complete the cropping.

To group/regroup clip art:

Select the elements you want to group.

Click Draw , then select Group (or Regroup) from the drop-down menu.

Click anywhere outside the clip art to deselect the entire piece.

Pictures

To insert pictures:

In Normal or Slide view, select Insert, Picture, From File from the pull-down menu.

Locate the picture that you want to insert, then click Insert.

Scanned Images

If you are going to scan images to insert (as pictures) into your presentation, use a resolution no larger than 75 dpi; otherwise, your file size becomes extremely large. Images scanned at 75 dpi look great as slides or projected through a video projector.

Creating a Table on a Slide

Click the Insert Table icon on the formatting toolbar.

OR

Select Insert, New Slide and choose the Autolayout with the table displayed.

Double-click on the table placeholder to start the application. The Insert Word Table dialog box appears. Select the number of columns and rows in your table.

Click OK. PowerPoint displays a blank table within a table box.

Moving from Cell to Cell Within a Table

Key(s) Action

Right-arrow key

Moves the cursor to the right one character at a time until it reaches the last character in the cell; then it moves to the cell to the right.

Left-arrow key

Moves the cursor to the left one character at a time until it reaches the first character in the cell; then it moves to the cell to the left.

Up-arrow key

Moves the cursor to the cell immediately above the active cell if you are at the end of the active cell entry.

Down-arrow key

Moves the cursor to the cell immediately below the active cell if you are at the end of the active cell entry.

Tab key Moves cursor to the next cell to the right and highlights the entire cell.

Shift+Tab keys

Moves cursor to the previous cell to the left and highlights the entire cell.

Adding Borders to a Table

Select the cells you want to outline with a border.

Do one of the following:

Click the Tables and Borders icon on the

Standard toolbar. This brings up the Tables and Borders toolbar. From the Tables and Borders toolbar, click on the Outside Borders icon.

Select Format, Table. This brings up the table format box. Choose the Borders tab.

Click the placement/type of border you want.

Click OK when done.

Changing Column Width in a Table

Position the mouse pointer on the column gridline to the right of the column you want to change - make sure the mouse pointer becomes a two-headed arrow.

Click the left mouse button and drag the column gridline to its new width. This adjusts the column width to the left of the gridline and compresses all other columns into the space available in the table object.

Inserting and Deleting Rows and Columns

To insert a row in a table:

Select the row(s) above where you want to insert the new row(s). Select the same number of rows as the number you want to insert.

Right-click, and then click Insert Rows on the shortcut menu.

To add a row to the bottom of a table, position the cursor in the last cell of the table and press Tab. A new row appears at the bottom of the table.

To insert a column in a table:

Select the column(s) directly to the left of where you want to insert the new column(s). Select the same number of columns as the number you want to insert.

Right-click, and then click Insert Columns on the shortcut menu.

To delete a row or column in a table:

Select the cells within the row or column that you wish to delete.

Right-click, then click Delete Rows/Delete Columns.

Inserting a Chart or Graph

To insert a chart or graph, do one of the following:

Select Insert, New Slide and choose the Autolayout with the chart, then double-click on the chart graphic to add a chart/graph.

Select Insert, Chart.

Click the Insert Chart icon on the main toolbar.

Adding Data to a Chart or Graph

To add data to a chart or graph:

To access the datasheet (if it is not open

already), click the datasheet icon . Enter the data to be represented in the

graph/chart by overwriting the sample data in the datasheet. Be sure you substitute your own data labels for the sample labels.

If the data you want to enter is in a spreadsheet program:

Click the Import File icon on the chart/graph toolbar.

Click on the file you want to import and then click OK. The data is imported and will overwrite the sample data.

To import a completed chart from another program:

Click the Import File icon on the chart/graph toolbar.

Click on the file you want to import and then click OK. The chart is imported and will overwrite the sample chart/data.

Once you've finalized your data, click outside the chart/graph area to return to the slide editing mode.

Editing a Chart or Graph

Accessing a chart/graph for editing:

Double-click anywhere within the chart/graph on the slide to access the graph for editing.

Once you've completed your edits, click outside the chart/graph to return to the slide editing mode.

Changing the Style of a Chart or Graph

Do one of the following: Choose Chart, Chart Type.

Click the Chart Type icon on the chart/graph toolbar.

A drop-down list (the type depending on which way you access the Chart Type option) will display with your options.

Choose the chart/graph style that you want and click OK.

Click anywhere outside the chart/graph to have the change occur.

Editing the Components of a Chart or Graph

Double-click on the chart/graph. Do one of the following:

Click once on the graph element you want to change. Click a second time to isolate the particular element you want to edit.

Click on the Chart Objects icon

and select the object you want to change.

Double-click to bring up the editing option screen for that particular element.

Determine borders, colors, data labels, etc. Click anywhere outside the chart/graph to

update the chart

When choosing colors for slides, be aware that computer screen colors are seldom accurate, and the same color will vary from computer to computer.

The Main Color Menu

Color can be applied to text, objects, background, shapes, etc. The basic menus for adding color and color effects is the same for all of these.

You have the option to choose one of the preset colors listed in the squares, select the More Colors... option or select the Fill Effects... option.

More Colors Option:

When you choose More Colors, the following standard color honeycomb appears.

To choose one of the colors, click on it and then choose OK.

If the color you want is not within the honeycomb of standard colors, click on the Custom tab at the top to take you to the Custom Color menu. Click on the circle and move it to the color you want. You can also use the sliding scale to the right to change the intensity of the color.

Fill Effects Option

Fill Effects allow you to add gradients, textures, patterns or pictures to your object/slide.

Gradient: Select one color, two color or preset color options. Choose the direction and style of the gradient fill.

 

Texture: Select any of the textures.

 

Pattern: Select one or two colors and the pattern style.

 

Picture: To use a picture as a background, you need to click Select Picture, provide the location of the file and then press OK.

Background Color

To add/change the background color:

Select Format, Background.OR

Select Format, Apply Design Template.

Formatting a Custom Background

While you can use the Slide Master to format your background, changes can be made at any point within your presentation.

Select Format, Background. This menu allows you to change the background of your slides.

The main box shows the current color scheme of your slide. To begin making changes, click on the down arrow next to the color bar. This takes you to the main color menu (discussed above). Choose the background you want to use.

You have two options for applying the background you have chosen:

Apply to All - This changes the background on all the slides in your presentation.

Apply - This changes the background only on the current slide.

Applying A Design Template

PowerPoint has pre-designed color/font/graphic schemes available to use. Selecting a design template will make changes to every slide in the presentation.

To access a design template:

Select Format, Apply Design Template. A list of the available templates appears. A snapshot of the highlighted template appears on the right side.

Click on the template you wish to use, then click Apply.

If you wish to make changes to the template, click on View, Master, Slide Master.

Text Color

Text color changes can be made that affect the entire presentation, or they can be made on individual slides.

Changing Text Color on the Slide Master:

Select View, Master, Slide Master Click on the text title placeholder. Select the

Font Color icon from the drawing toolbar.

Choose the color you want. That text color will appear on all slides.

Click on the bulleted list placeholder and repeat the process.

Changing Text Color on an Individual Slide:

Highlight the text you want to color or, if you want all the text within a placeholder to be changed, click on the placeholder.

Select the Font Color icon from the drawing toolbar, or click on Format, Font and click on the down arrow next to the Color bar.

Click on the color you want to use. Click on Preview to preview the color change. Click OK to make the change.

Helpful Hints:

Yellow and white are the best text colors on a dark background.

Red is the hardest color to read, so use sparingly.

Be certain that your colors are contrasting enough with the background you've chosen.

Bullet/Number Color

Changing Bullet/Number Color on the Slide Master:

Select View, Master, Slide Master. Click on the line whose bullet you want to

change. Select the Format, Bullets and Numbering.

Click on the down arrow next to the color bar and choose the color you want, then click OK.

Repeat this process for each level of bullets you want to change.

Changing Bullet/Number Color on an Individual Slide:

Click anywhere on the line whose bullet you want to change. If you want to change a group of bullets, highlight the section you want to change.

Select Format, Bullets and Numbering.

Click on the down arrow next to the color bar and choose the color you want, then click OK.

Modifying the Color Scheme of One or More Slides

Switch to the Slide Sorter View - Select View, Slide Sorter OR click on the Slide Sorter View icon in the lower left corner.

Select the slide(s) to be affected. To select more than one slide:

To select a consecutive group of slides, click on the first slide, then hold down the Shift key and click on the last slide.

To select a random group of slides, hold down the Control key while clicking on each slide.

Choose Format, Slide Color Scheme. To use one of the standard color schemes,

click on it, then click on either Apply. To use a custom scheme:

Click on the Custom tab.

o Click on the element you wish to change, then click on the Change Color... button.

o In the color palette, select the new color and click OK.

o Repeat these steps for any element you wish to change.

o Click Apply.

Printing the PowerPoint Presentation

Select File, Print, or click on the Print icon in

the Standard toolbar.

Choose what you want to print under "Print What." See below for the choices.

Choose the range that you want printed under "Print Range."

Click OK.

Formats for Printing a Presentation

Slides

If you choose to print "Slides," you will get one slide printed per page.

Handouts

You can choose to print 2, 3, 4, 6 or 9 slides/page.

Handout - 2 slides/page

 Handouts - 3 slides/page

 

Handouts - 4 slides/page

 

Handouts - 6 slides/page

 Handouts - 9 slides/page

 

Helpful Hint:

Using 3 slides/page is good for handouts. The slides are big enough to read, and there is space on the right-hand side of the page for notes.

Notes Pages

Outline View

Animating Text and Objects

To animate text and/or objects in your presentation:

In Normal or Slide view, display the slide that contains the text or objects you want to animate.

Select Slide Show, and then choose either Preset Animation or Custom Animation.

For each item on a slide that you wish to animate:

o Check the text and/or object you wish to animate.

o Under the Order & Timing tab, indicate how the animation should start and, if there is more than one animation on the slide, select the animation order.

o Under the Effects tab, select the entry animation and sound you want, the effect you want after the animation and indicate how the text should be introduced.

o If the object is a chart, the Chart Effects tab will give you options for its animation.

o If the object is a sound clip or a movie, the Multimedia Settings tab will give you options for its animation.

When you have completed all the animations you want, click OK.

Helpful Hints:

A quick way to create basic animation is to select Preset Animation and then choose

from the options there.

To preview animations in Slide view, select Slide Show, Animation Preview.

Adding Transitions to a Presentation

To add transitions to a slide show:

In Normal, Slide or Slide Sorter view, select the slide (or, if in Slide Sorter view, the slides) to which you want to add transitions.

Select Slide Show, Slide Transition.

In the Effect box, click on the down-arrow, then click on the transition you want to use.

In the Sound box, click on the down-arrow, then click on the sound you want to use (if any).

In the Advance box, choose whether you want to advance on mouse click or whether you want the transition to automatically advance after a specified amount of time.

To apply the transition to the selected slide(s) only, click on Apply.

To apply the transition to all of the slides, click on Apply to All.

To view the transitions, click Slide Show.

Adding Sound to a Presentation

To insert a sound file into your presentation:

In Normal or Slide view, select Insert, Movies and Sounds.

Select whether you want your sound file to come from the Microsoft gallery (Sound

from Gallery) or whether the sound file is in a separate location (Sound from File).

To insert a sound from the gallery, click on a category, click on the clip you wish to use and then click on the

Insert Clip icon .

o To insert a sound from a file, locate the file that you want to insert, then click OK.

A message pops up that asks if you want the sound to play automatically in your show. If you click Yes, the sound will automatically play when the slide comes up. If you choose No, you will need to click on the

Sound icon (which is placed on the slide) to play it.

Adding a Movie to a Presentation

To insert a movie into your presentation:

In Normal or Slide view, select Insert, Movies and Sounds.

Select whether you want your movie file to come from the Microsoft gallery (Movie from Gallery) or whether the sound file is in a separate location (Movie from File).

To insert a movie from the gallery, click on a category, click on the clip you wish to use and then click on the

Insert Clip icon .

o To insert a movie from a file, locate the file that you want to insert, then click OK.

A message pops up that asks if you want the movie to play automatically in your show. If you click Yes, the

movie will automatically play when the slide comes up. If you choose No, you will need to click on the movie picture (the first screen of the video, which is placed on the slide) to play it.