PowerPoint Exercise 1 Page 1

Creating a Presentation with PowerPoint 2000

Eventually, everyone has to make a presentation. In today’s world, the skill to present an argument or to inform in the most powerful and pleasing way is very important. Salespeople, scientists, politicians, lawyers, and students face situations everyday where the ability to persuade is the key to victory.

Today, words are not enough. Because audiences have developed a taste for multimedia, they demand both sound and visual ingredients in presentations. PowerPoint makes it easier than ever to deliver your presentation with style, while ensuring your audience understands your message.

PowerPoint is a presentation graphics program: software that helps you create a slide show presentation. PowerPoint makes it easy to generate and organize ideas. It provides tools you can use to create the objects that make up an effective slide show-charts, graphs, bulleted lists, eye-catching text, multimedia video and sound clips, and more. PowerPoint also makes it easy to create slide show supplements, such as handouts, speaker's notes, and transparencies.

Exercise 1 Creating a New Presentation-Unlocking the Internet

Starting the Program and Choosing a Design 1. Click Start on the Menu bar, point to Programs , and select Microsoft PowerPoint.

2. The PowerPoint dialog box opens.

3. Select Design Template.

4. Click OK.

A design template is a predesigned slide. The background design and colors are preset. The font types, sizes, colors, and special effects are preset. The bullet shapes and layout of all text placeholders are preset.

Of course, you can change these designs if you do not like everything on the template. If you feel very creative, you can create your own design completely from a blank presentation.

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Figure 1

5. The New Presentation dialog box opens with the Presentation Designs sheet on top.

6. Above Preview, select the middle button so you can see what the design looks like.

7. Select the Global design.

8. Click OK.

9. The New Slide dialog box opens.

Figure 2

Selecting a Slide Layout PowerPoint contains 24 predesigned slide layouts. Each AutoLayout is a template. It contains a special design that you can fill with your own content. A frame displays around the Title Slide AutoLayout to

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indicate it is selected. The name of the selected AutoLayout displays on the lower-right corner of the New Slide dialog box. Be sure to scroll down to see all 24 AutoLayouts.

10. Click the OK button to select the Title Slide layout.

11. PowerPoint displays the Title Slide with the Global design on Slide 1.

12. Notice that the Status bar displays information about the current slide—the slide number and current design template.

Saving Your Presentation Presentation1 has not been saved with a name.

13. Press Ctrl+S.

14. The Save dialog box appears.

15. To the right of the Save in text box, click the drop-down arrow and select your period folder.

16. In the File name text box, a suggested file name should be highlighted.

17. Replace this filename by typing Unlocking the Internet, press Spacebar, type your initials, press Spacebar, and type your partner’s initials.

18. Click Save or press Enter.

The PowerPoint Views Microsoft PowerPoint comes with different views to help you while you are creating a presentation. The two main views you use in PowerPoint are Normal View and Slide Sorter View. To easily switch between views, you click the buttons at the lower left of the PowerPoint window. (You can also change views by clicking on View on the Menu bar.)

Normal View Normal View contains three panes: the Outline pane, the Slide pane, and the Notes pane. These panes let you work on all aspects of your presentation in one place. You can adjust the size of the different panes by dragging the pane borders.

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Figure 3 Normal View

Creating a Title Slide The purpose of the Title Slide is to introduce the presentation to the audience.

19. Click in the title placeholder.

20. The blinking insertion point is in the title text box.

21. Type Unlocking the Internet.

22. Click in the Subtitle placeholder.

23. The blinking insertion point is in the subtitle text box.

24. Type World Wide Web Requirements.

25. Press Enter.

26. Type Presented by:

27. Press the Enter.

28. Type your name and your partner’s name

29. Do not press Enter

The Global design template has

Figure 4

Outline Pane

Slide Pane

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special formatting. The title is formatted to be Times New Roman font, 44-point size, and center aligned and italic. The subtitle is 32-point size. You can change these settings if necessary to fit your presentation.

Decrease the Font Size 30. Select the paragraph Presented by: in the subtitle.

31. Using the Formatting toolbar, change the Font Size to 24 points.

Change the Style of Text to Italic

32. With the paragraph still selected, click the Italic button on the Formatting toolbar.

33. Press Ctrl+S to save your work.

Adding a New Slide to Your Presentation The Title slide for your presentation is created. The next step is to add the first bulleted list slide. A bullet is a symbol used before a paragraph of text within a list. A bulleted list can be multilevel. Like an outline, it can contain different levels of importance. PowerPoint allows for five paragraph levels, each with a different font size and a different associated bullet. Each level is indented to the right of the proceeding level.

An indented paragraph is said to be demoted, or pushed down to a lower level. If you demote a first level paragraph, it becomes a second level paragraph. The lower level paragraphs contain information that supports the topic of the higher-level paragraph immediately above it. You demote or promote a paragraph by pressing the Tab and Shift+Tab keys on the keyboard.

34. Click Insert on the Menu bar and select New Slide .

35. The New Slide dialog box opens with 24 AutoLayouts.

36. Click the Bulleted List AutoLayout .

37. Click OK.

38. Click in the title placeholder.

39. Type Key Hardware Requirements.

40. Click in the bulleted list placeholder.

41. Type Computer.

42. The word Computer displays to the right of the bullet. The font size is 32 points.

43. Press Enter.

44. Press Tab.

45. The second paragraph indents under the first and becomes a second level paragraph. The bullet changes shape and color. The font size is now 28 points.

46. Type Video and sound.

47. Press Enter.

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48. Type Memory and hard disk.

49. Press Enter.

50. This paragraph is at the same level as the previous paragraph, because they support the topic of Computers .

51. Press Shift+Tab.

52. The paragraph becomes a first level paragraph.

53. Type Communications .

54. Press Enter.

55. The paragraph is promoted to a first level paragraph because it is a new topic.

56. Press Tab.

57. Type Modem and telephone line .

58. Press Enter.

59. Type Direct connect.

60. Do not press the Enter key.

Adding a New Slide 61. Click Insert on the Menu bar and

select New Slide .

62. The New Slide dialog box opens with 24 AutoLayouts.

63. Select the Bulleted List AutoLayout

.

64. Click OK.

65. Click in the title placeholder.

66. Type Key Software Requirements.

67. Click the bulleted text placeholder.

68. Type Microsoft Corporation.

69. Press Enter.

70. Press Tab to demote the paragraph.

71. Type Internet Explorer.

72. Press Enter.

Figure 5

Figure 6

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73. Press Shift+Tab to promote the paragraph.

74. Type America Online Corporation.

75. Press Enter.

76. Press Tab to demote the paragraph.

77. Type Netscape Navigator.

78. Do not press Enter.

Adding Another New Slide with a Different AutoLayout 79. Press Ctrl+M.

80. This is the keyboard shortcut to insert a new slide.

81. The New Slide dialog box opens with 24 AutoLayouts.

82. Select the Two-Column Text AutoLayout .

83. Click OK.

84. Click in the title placeholder.

85. Type Internet Service Providers .

86. Click in the bulleted list placeholder on the left.

87. Type Online Services.

88. Press Enter.

89. Press Tab to demote the paragraph.

90. Type The Microsoft Network.

91. Press Enter.

92. Type America Online .

93. Press Enter.

94. Type Earthlink.

95. Press Enter.

96. Type Prodigy.

97. Do not press Enter.

98. Click the bulleted list placeholder on the right.

99. Type Local Services.

100. Press Enter.

101. Press Tab to demote the paragraph.

102. Type LAUSDnet.

Figure 7

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103. Press Enter.

104. Type Media One .

105. Do not press Enter.

106. Press Ctrl+S to save your work.

Moving to Another Slide in Normal View When creating or editing a presentation in Normal View, you often want to display a slide other than the current one. There are three ways to move to another slide in his view.

• Drag the vertical scroll bar up or down

• Click the Page Up or Page Down keys

• Click the Slide Number icon in the Outline Pane

107. With your mouse, press the scroll box on the vertical scroll bar and drag up to Slide 1. You should be looking at the first slide.

108. Click the Page Down key to view Slides 2-4.

109. Click the Slide 1 icon in the Outline Pane to return to Slide 1.

Seeing the Presentation Using Slide Show View

The Slide Show View button allows you to display your presentation on a computer. The computer acts like a slide projector, displaying each slide on a full screen. The full screen hides the toolbars, Menus, and other PowerPoint elements. Slide Show View begins when you click the Slide Show button. PowerPoint then displays the current slide on the full screen.

110. To start a slide show from the beginning, make sure you are on Slide 1 before you change to Slide Show View.

111. Press the Slide Show View button. .

112. The title slide fills the screen.

Advancing Through a Slide Show Manually After you begin Slide Show View, you can move backward or forward through your slides. PowerPoint allows you to advance through your slides manually or automatically. Automatic advancing is discussed later. There are three ways to advance manually through a slide show

• Press the Page Up or Page Down keys to advance or move back in your show.

• Clicking on a slide with the mouse will advance the slide.

• Use the Popup Menu commands. The Popup Menu contains commands and some interesting tools. The Next command moves you to the next slide. The Previous command moves you to the previous slide. The End Show will end your show and change your view regardless of what slide you’re in.

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Using the Page Down Key 113. Press the Page Down key

to advance through your slide show presentation.

114. When you reach the last slide , the slide show will automatically end and change back to another view.

115. Return to Slide 1 in

Normal View .

Using the Popup Menu 116. Click the Slide Show

View button .

117. Right-click the slide.

118. The Popup Menu opens.

119. Select Next to advance to Slide 2.

120. Right-click the slide.

121. The Popup Menu opens.

122. Select Next to advance to Slide 3.

123. Right-click the slide.

124. The Popup Menu opens.

125. Select Next to advance to Slide 4.

126. Right-click Slide 4 to open the Popup Menu and select End Show.

127. You are returned to Normal View.

Click the Slide

128. Click the Slide Show View button .

129. This time, click the slide to advance through the entire show.

130. When you reach the last slide , the slide show will automatically end and change back to another view.

131. Return to Slide 1 in Normal View .

Figure 8

Popup Menu

Use it to run your show.

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Spell Check the Document

132. Click the Spell Check button on the Standard toolbar.

133. Check all your spelling carefully.

Changing Line Spacing in the Slide Master The level one paragraphs on Slides 1, 2, 3, and 4 look crowded. Yet, there is enough blank space to add more separation to the paragraphs. You could change the line spacing between paragraphs one at a time; however, changing the Slide Master line spacing will accomplish the task quickly. In the Slide Master, you can quickly format the entire presentation’s font, size, font color, bullet type, and many other things.

134. Click View from the Menu bar, point to Master, and select Slide Master.

135. The Slide Master slide appears.

136. Click in the bulleted paragraph labeled Click to edit Master text styles.

137. Do not select the paragraph.

138. Click Format on the Menu bar and select Line Spacing.

139. The Line Spacing dialog box opens.

140. Change the Before paragraph spacing from 0.2 to 0.75 Lines.

141. Click OK.

142. Click on the Normal View

button .

143. Press the Page down key to move to Slide 1.

144. The spacing before World Wide Web Requirements has not changed, because the Before paragraph does not affect the first paragraph in a text placeholder. However, the spacing before Presented by and Your Name has increased making it more readable.

145. Press the Page down key to see the line spacing changes throughout the presentation.

146. Notice that the spacing between the second level bullets has not changed, because we did not select them in the Slide Master.

147. Press Ctrl+S to save your work.

Figure 9

Click in this paragraph.

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Creating Headers and Footers on the Slides and Handouts Because it would be very expensive to print four slides for everyone, you will print your presentation as a handout. A handout has small thumbnails of the slides you displayed in your presentation. Often, at the end of a presentation, it is nice to give a handout to everyone who attended. In this way, people can reread what you had to say.

148. Click View on the Menu bar and select Header/Footer.

149. The Header/Footer dialog box opens.

150. Click the Slide tab.

151. Check the Date and time box.

152. Select Update automatically.

153. Check the Slide number box.

154. Check the Footer box.

155. In the Footer text box type your names.

156. Check the Don’t show on title slide box.

157. Click the Notes and Handouts tab.

158. Check the Date and time box.

159. Select Update automatically.

160. Check the Header box.

161. In the Header text box type your names.

162. Check the Footer box.

163. In the Footer text box type PowerPoint Exercise 1.

164. Click Apply to All .

Printing a Handout 165. Click File on the Menu bar and

select Print.

166. The Print dialog box opens.

167. Make sure Ireland is the selected printer.

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168. Under Print range, All should be selected.

169. Under Print what, click the drop-down arrow and select Handouts.

170. Next to Slides per page, click the drop-down arrow and select 4.

171. Under Number of copies, type 2.

172. Click OK.

Select Handouts and 4 slides per page.