Power Point - Getting Started

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PowerPoint 2003

Getting Started



PowerPoint 2003 Getting Started

Getting Started

Getting Started ............................................................................................................................ 2 What is PowerPoint?................................................................................................................... 3 Starting PowerPoint.................................................................................................................... 4 Screen Layout .............................................................................................................................4

The Title Bar .....................................................................................................................................4 The Menu Bar ...................................................................................................................................5 Ask a Question .................................................................................................................................6 Additional Menu Text........................................................................................................................6 The Slide Area ..................................................................................................................................7 The Navigation Pane........................................................................................................................7 The View Buttons..............................................................................................................................8 The Notes Pane................................................................................................................................8 The Status Bar..................................................................................................................................9

Toolbars....................................................................................................................................... 9 Toolbar Options..............................................................................................................................10 The Standard Toolbar.....................................................................................................................11 The Formatting Toolbars ................................................................................................................11 The Control Toolbox.......................................................................................................................12 The Drawing Toolbar......................................................................................................................12 Outlining..........................................................................................................................................13 Picture.............................................................................................................................................13 Reviewing .......................................................................................................................................14 Revisions Pane...............................................................................................................................14 Tables & Borders............................................................................................................................15 Visual Basic ....................................................................................................................................15 Web ................................................................................................................................................16 WordArt...........................................................................................................................................16

Task Panes ................................................................................................................................ 17

© Hewlett-Packard 2004 Page 2 of 20




What is PowerPoint?

PowerPoint 2003 is a presentation application that can be used to create presentation materials that can be

shown on overhead projectors or as multimedia screen shows.

Slides can include:

Bullets, numbering, fonts, size and other text formatting

Diagrams drawn from scratch or based on master PowerPoint diagrams

Charts to display figures

Images inserted from file or Microsoft's image l ibrary

Effects for on-screen shows e.g. transition and animation

You can exchange information between Word, Excel and PowerPoint as required, for example:

You can copy text, images and even entire slides from PowerPoint into a Word document

You can copy any worksheet range or chart from Excel into PowerPoint

Presentations play an important role in business communications. Although many speakers give formal

presentations to hundreds of participants, most of the 33 million presentations delivered daily in the US are

delivered informally to groups of 10 or less. This means people throughout organisations are being called upon to

present their ideas, often on short notice.





Starting PowerPoint

Once you have switched on your computer and logged on to Windows, and you have previously installed Word,

you are ready to launch the application and start creating and editing documents.

If you have a PowerPoint icon on your desktop, you can double-click on this to launch PowerPoint.

If you don't have an icon on your desktop, you can launch Word via the Start menu.

Click on the Start button to display the Start Menu

Click on the green All Programs arrow - a sub-menu will be displayed

Choose Microsoft Office

Choose Microsoft Office PowerPoint 2003

If you are using Windows 2000, or the classic Start menu of Windows XP, choose Start, Programs, Microsoft

Office and Microsoft Office PowerPoint 2003.

Screen Layout

The Title Bar

The title bar is positioned at the top of the screen and displays the name of the application as well asthe name of the current presentation. If the current presentation has not been saved, the word"Presentation" will appear followed by a sequential number matching the number of presentationscreated in the current session.

The standard Windows controls appear at the end of the Title Bar:





Click on Minimise to hide the window and place it on the Task Bar. Click on the Task Bar button torestore the window.

Click on Maximise to enlarge the window so that it fills the entire screen.

Click on Restore to return the window to its original size.

Click on Close to close PowerPoint.

The Menu Bar

The menu bar is positioned under the Title Bar and is used to access all of the available commands ofPowerPoint.

Click on the required menu name to display a list of available commands then click on therequired command.

Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File menu,for example, press [Alt F]. Once the menu is open, press the underlined letter of the commandyou wish to run.

To cancel a menu without running a command, click anywhere in the main part of the screen - theslide area.

PowerPoint 2003's menus are personalised - they show only the commands used most often. WhenPowerPoint is launched, the most popular options display in each menu - these can be selected asfollows:

Click on the required menu name to display a list of available commands then click on therequired command.

Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File menu,for example, press [Alt F]. Once the menu is open, press the underlined letter of the commandyou wish to run.

To cancel a menu without running a command, click anywhere in the main part of the screen.

To select an option not displayed in the menu by default:

Click on the menu in the menu bar.

Click on the menu again to display the full menu or click on the arrow at the bottom of the menu toexpand it.

Once you have selected a menu item from the full menu, it will appear automatically in the Personalised menu.





Ask a Question

The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any Word

topic.

Click in the Ask a Question box and type the Word feature you want to know more about.

Press [Enter] to display a drop-down list of related help topics.

Click on the the topic you want to read about.

The help topic will display in a new window. Click on the close button in the top-right corner of thehelp window to close this when complete.

Additional Menu Text

Some menu commands display additional text. This can often provide clues on what will happen

when the menu command is selected.

A menu command followed by three dots indicates that a dialog box will be displayed when themenu command is selected. The dialog box will offer further choices and selections.

A menu command followed by a right arrow-head indicates that a sub-menu will be displayedwhen the command is selected.

A tick in front of the menu command indicates that the option can be either on or off, and iscurrently on.

An icon in front of the menu command indicates that there is a toolbar shortcut for the menucommand. To run the command without using the menu, click on the icon on the toolbar.

A key combination after the name of the command indicates that there is a keyboard shortcut forthe menu command. To run the command without using the menu, press the given keystroke

combination.





If a command is greyed out, this means that the command cannot be used at present. Forexample, the Edit, Copy command will be greyed out if no text is currently selected.

The Slide Area

The slide area is the large white area to the right of the Outline Pane. This is where you can enter the text and

graphics that make up the slide. Depending on the slide layout used, different placeholders will appear that are

used to position text and graphics.

To add text or objects to the layout:

Click in a text placeholder to type the text required

Click on the required icon in an object placeholder to insert that type of object:

The Navigation Pane

The navigation pane is divided into two tabs:

The Slides tab shows a miniature of each slide in the presentation. This tab can be used to reorder slides by

dragging them up and down

The Outline Pane is used to type the headings and different levels of paragraphs on each slide.Up to 6 levels of text can be created, including the slide title.





You can hide the navigation pane by clicking on the X to the right of the Slides tab.

The View Buttons

Normal View is selected by default when a new presentation is created. In this view, the screen is splitinto three panes - each pane can be sized as required.

The left pane shows either an Outline or sl ide summary. When the Outline tab is selected, text can be typed,

edited and manipulated as required. When the Slides tab is selected, a miniature of each slide in the

presentation is shown - click on a miniature to activate that slide.

The large middle pane shows the current slide exactly as it will print or display in an on-screen presentation.

Text and graphics can be edited in this pane.

The small pane below the slide shows any notes for current slide. Notes can be added or edited as required.

The View buttons along the bottom of the screen can be used to display other PowerPoint views:

View Description

SlideSorter

Displays a miniature of each slide, complete with graphics and text. This view is used toreorder slides and prepare electronic presentations.

Slide Show Used to show electronic presentations

The Notes Pane

Each slide of the presentation has an accompanying notes page. Notes page contain a copy of theslide and a blank space in which notes can be typed to remind the speaker of key points during thepresentation.





Notes can be added to the current slide using the notes pane at the bottom of the PowerPointscreen.

The Status Bar

The status bar appears at the bottom of the screen and shows information such as the current slide number and

the design template being used. The spelling indicator shows if there are errors in the document - a tick shows if

all spelling is correct.

Toolbars

Toolbars provide shortcuts to commonly used tasks and allow you to execute commands with a single click of the

mouse button. Two toolbars are displayed by default - the Standard and Formatting toolbars.

The Standard and Formatting toolbars are displayed on the same line. As with the menus, the mostfrequently used icons are placed on the toolbars, with less frequently used icons hidden from view.

To choose an icons not currently in view:

Click on the right arrow at the end of the toolbar.

Click on the button you wish to use. The button will be added to the toolbar automatically.





To view an additional toolbar:

Choose View, Toolbars and the toolbar you wish to display. Alternatively, position the mouse over any toolbar that is displayed on screen and press the right

mouse button. Choose the required toolbar from the list displayed.

Toolbar Options

You can set toolbar options such as showing the standard and formatting on separate lines.

Choose View, Toolbars and Customise

Click on Options and change the following settings as required:

Available options:

Option Description

Show Standard and

Formatting Toolbars on two

rows

If this option is unchecked, the Standard and Formatting toolbars will display on a

single line. Check this box to display them on separate lines and show all buttons on

each toolbar.

Always show full menusThis option disables personalised menus to show all menu commands whenever a

menu is clicked.

Large Icons This will display the buttons in double size on the toolbars.

List font names in their fontCheck this option to show WYSIWYG names in the Font list of the Formatting Toolbar.

When you click on the Font list, all font names will show exactly as they will print.

Show ScreenTips

on Toolbars

This will display or hide the yellow description boxes that appear when the mouse is

held over a button.





The Standard Toolbar

The standard toolbar contains shortcuts for frequently used tasks such as saving, printing and spell

check.

The Formatting Toolbars

The formatting toolbar is located under the standard toolbar and contains formatting shortcuts such asbold, justification and bullets.





The Control Toolbox

Used with macros to create customised dialog boxes

The Drawing Toolbar

Used to create and format drawing objects such as lines, arrows and boxes







Reviewing

Used to insert comments and send presentations via Outlook

Revisions Pane

The revisions pane can be displayed when you are editing a presentation created by another user, orreviewing the changes made to one of your own presentations. This pane lists each change made tothe current slide, as well as general presentation changes. Any comments added by users will beclearly shown.

Use the Reviewers drop-down list to choose the person whose changes you wish to view.







Web

Used when connected to the World Wide Web, this toolbar contains shortcuts for navigating web

pages

WordArt

This toolbar is used to add and format WordArt effects.

The following is an example of WordArt - effects that can be added to text and positioned anywhere on the

worksheet.

The WordArt Toolbar has the following buttons:





Task Panes

The task pane displays on the right-hand side of the screen and provides easy access to relatedtopics. The following Task Panes are available in PowerPoint:

Task Pane Example Description

GettingStarted

This task pane shows when you startPowerPoint. It allows you to search for helpon any topic, or open a recently-useddocument.

Help This task pane lets you search for help onany PowerPoint topic. You can also viewhelp-related website and visit community anddownload sites.

SearchResults

This task pane shows the results of the lastsearch you performed in Help.






ClipArt This allows you to search for ClipArt imageson your computer and the web, based on any

keywords you enter.

Research The Research task pane allows you to find

reference information from a number of sourceswithout leaving Office 2003. You can insert any

found information into your document.

Clipboard It is possible to hold multiple entries in theClipboard - allowing you to copy and pastemore than one item at a time. The Clipboard

Task Pane is used to choose the item youwish to paste at that time.

NewPresentation

Allows you to create a new blankpresentation, or a presentation based on atemplate or an existing presentation. Thistask pane also provides one-click access torecently opened presentations so that theycan be opened again at any time.






SharedWorkspace

If you have access to Sharepoint, you canuse this task pane to add items to shared

workspaces, or access items that colleagueshave added.

The Document Updates task pane allowsyou to synchronise local and sharedworkspace documents.

Slide Layout This allows you to choose the layout youwant to apply to the current slide, to set theposition of text and objects on the slide. Thispane can also be used to remove a layoutfrom a slide, by applying a blank layout overthe existing layout.

Slide Design -

Design

Template

This allows you to apply a template to theentire presentation or the current slide only.

Templates already used in the presentationare clearly indicated, as are templatesrecently used in other presentations.

Slide Design -

Colour

Scheme

This allows you to apply a colour scheme toa slide or the presentation as a whole. Colour

schemes control the colour of all text,objects, bullets and backgrounds of theslides.






Slide Design -

Animation

Schemes

This allows you to apply an animationscheme to the entire presentation or the

current slide only. This will set the way thatslide titles, text and objects appear on eachslide during a slide show.

Custom

Animation

This allows you to apply custom animation to

text or objects on your slides, either by usingpre-set options or by creating your ownanimation paths for the objects to follow.

Slide

Transition

This pane is used to set the effect that will

show as one slide changes to another duringa slide show e.g. one slide dissolving intoanother.


Documents

Power Point - Getting Started