Introduction

to

Microsoft PowerPoint

www.ascension.lib.la.us/apl

2

Introduction to Microsoft PowerPoint

Getting Started PowerPoint allows you to create professional presentations that can include text, graphics, charts, sound, photographs, and video. When you start PowerPoint, you will see the New Presentation Task Pane on the right side of the screen. The Design Template button accesses slide templates to help create a consistent, professional look for your slide presentation. The AutoContent wizard will lead you through the creation of the presentation by asking you a series of questions about your intended finished product. The existing presentation lets you continue to work on a presentation that you’ve already created. Choose Blank Presentation if you want to start from scratch. This method is sometimes preferred because it provides the most flexibility and lets you focus on content first rather than appearance. After you choose Blank Presentation, select the layout of your slides from the Slide Layout dialog box. Choose from slides with titles only, titles and bullets, titles and graphs, titles and clip art, and other options:

3

Exploring PowerPoint PowerPoint is similar in many ways to other Microsoft Office products but it also has several unique elements, identified in the figure below.

Standard Toolbar

Formatting Toolbar

Slide Outline

Change Slide Views

Text Outline

Drawing Toolbar

4

PowerPoint Views PowerPoint has five different views. Normal View displays only one slide on the screen at a time with speaker notes and outline. Slide Sorter View displays all of your slides and lets you change their order in the presentation. Slide Show View displays slides, as they would look in a slide show. You can use the Slide View buttons at the lower left of the window or the View menu to switch between different views.

Creating a Presentation Adding Text After you’ve chosen the layout for your slide you can then enter text. Click on the text box on the slide. A cursor will appear and you can begin entering text. Formatting Text Format text as you would in a word processor. Highlight the text and make the desired formatting changes. Formatting text can easily be done in the Outline View. Adding a New Slide You can add a new slide by clicking on the new slide button on the Formatting toolbar.

Applying a Design Template to a Presentation A template is a PowerPoint presentation that defines how your text and slide background will look. A plain presentation is simply black text on a white background. A template might include a blue background with bold yellow letters and a graphic. To apply a template to your presentation, choose Slide Design from the Format menu. When you have chosen a template, simply click on it and all of you slides will have that design.

5

Applying a Background Color If you don’t want to use a template you can also apply a custom background. Click on Background in the Format menu. Then click on the color rectangle near the bottom of the dialog box and choose either More Colors or Fill Effects.

In the Colors and Fill Effects dialog boxes you can change the color, gradient, texture or pattern, or you can use a picture for a background. Once you’ve selected your background click either Apply to change the current slide or Apply to all to change all of your slides.

6

Inserting Clip Art and Objects PowerPoint has a collection of clip art that you can use in your presentation. Select the slide you want the clip art on, and choose Picture/Clip Art from the Insert menu. Search the category you want or search them all and click a clip art image. You can also specify the type of media file to search. You can also use the Copy and Paste procedures described earlier to paste clip art into PowerPoint from other programs. For example, if you have created your own logo in Adobe Illustrator, you can copy the image and paste it into a PowerPoint presentation. PowerPoint also lets you insert Microsoft Excel charts, Microsoft Word tables, pictures in separate files and other objects.

7

Adding Animation You can animate text and objects by using the Custom Animation option on the Slide Show menu. Select the object you wish to animate on an individual slide and you can select the type of effect, set how to start it, the property of the effect, its speed and the order in which the animation takes place. You can also preview the animation.

Transitions For on-screen slide presentations, you might want to use transition effects when moving from one slide to another. Apply transition effects in Slide Sorter View or by selecting the Slide Transition command on the Slide Show menu. The Slide Transition dialog box lets you preview what each transition will look like. You can select a transition, its speed, whether or not it will have sound, and how the slide will be advanced. The Transition command sets a transition for only the selected slides, or you can click on the Apply to All Slides button to set the selected transition to all the slides.

8

Page Setup and Printing Before you print your slide presentation, make sure the slide size and orientation are correct. Also, decide whether you want to print in color or black and white. Change these settings using the Page Setup and Print commands on the File menu.

Page Setup The Page Setup dialog box has controls for slide size and orientation. Choose the appropriate slide size and orientation before you do significant formatting in your presentation. Changing slide orientation from portrait to landscape or vice versa may require editing and reformatting slides.

Printing To print your slide presentation, choose Print from the File menu, or click the Print button on the toolbar. In the Print dialog box you can choose how many copies you want to print. Use the Print What: drop-down list to select whether you want to print just the slides, notes, or handouts with multiple slides per page.

Viewing Your Slide Show Click the Slide Show tool at the bottom of the screen or choose Slide Show from the View menu to preview your slide show. Click the mouse or press the down arrow key on the keyboard to advance to the next slide. To move back to the previous slide, press the Backspace key or up arrow key (PC) or the Delete key (Mac). To exit the slide show, press the Escape key.

PowerPoint Resources

The following list of books and websites can provide you with additional information and training on PowerPoint. A video is also included. The books and video are owned by Ascension Parish Library and may be found using the call number and location provided. You may also request that books and videos be sent the Ascension Parish Library location closest to you. You can also search our catalog for additional resources. Visit us at www.ascension.lib.la.us and click on Search The Catalog.

Easy Microsoft PowerPoint 2000: see it done, do it yourself / Laura Stewart 006.6869 STE (Gonzales) Easy Microsoft PowerPoint 97 / Jennifer Fulton 006.6 FUL (Gonzales) Easy Microsoft PowerPoint 97 / Laura Monsen 006.6 MON (Donaldsonville, Gonzales) How to Do Everything With Microsoft Office PowerPoint 2003 / Ellen Finkelstein 006.6869 FIN (Donaldsonville, Galvez, Gonzales) Learn Microsoft Office 2000: Covers: Word, Excel, Access, PowerPoint, Outlook, Publisher, FrontPage / Michael Busby and Russell A. Stultz 005.369 BUS (Donaldsonville, Gonzales)

9

Learning PowerPoint XP Essentials Beginning (video) V 006.6869 LEA (Donaldsonville) Microsoft Office PowerPoint 2003 Fast & Easy / Lois Lowe 006.686 LOW (Donaldsonville, Galvez, Gonzales) Microsoft Office PowerPoint 2003 QuickSteps / Carole B. Matthews (Donaldsonville, Galvez, Gonzales) PowerPoint 2000: fast & easy / Coletta Witherspoon 006.6869 WIT (Donaldsonville, Galvez, Gonzales) PowerPoint 2000 professional results / Ellen Finkelstein 006.6869 FIN (Gonzales) Quick Course in Microsoft 2002 / 006.686 QUI (Donaldsonville)

PowerPoint Web Sites

http://www.microsoft.com/office/powerpoint http://www.actden.com/pp/ http://www.fgcu.edu/support/office2000/ppt/index.html http://www.bcschools.net/staff/PowerPointHelp.htm

10

Introduction toIntroduction toMicrosoft PowerPointMicrosoft PowerPoint

What is PowerPoint?What is PowerPoint?

•• Presentation SoftwarePresentation Software––TextText––ChartsCharts––DiagramsDiagrams––GraphicsGraphics––PhotographsPhotographs

Uses of PowerPointUses of PowerPoint•• Sales PresentationsSales Presentations

to Clientsto Clients•• BusinessBusiness

Presentations toPresentations toInvestorsInvestors•• ClassroomClassroom

Presentations toPresentations toStudentsStudents

Things to ConsiderThings to Consider

•• ContentContent•• DesignDesign

FocusFocus

•• Who is the audience?Who is the audience?–– Formal or informal presentationFormal or informal presentation––Students, Colleagues, or ClientsStudents, Colleagues, or Clients

•• Be conciseBe concise––Slides should contain only theSlides should contain only the

main idea.main idea.––Place additional information inPlace additional information in

speaker notes.speaker notes.

ContentContent

•• FocusFocus•• StructureStructure

StructureStructure•• Use Title Slides to introduceUse Title Slides to introduce

the major sections of yourthe major sections of yourpresentation.presentation.•• Transition smoothly fromTransition smoothly from

topic to topic.topic to topic.•• At the end of each sectionAt the end of each section

summarize the main pointssummarize the main pointspresented.presented.

11

Design TipsDesign Tips

Uppercase Uppercase versus Mixed versus Mixed CaseCaseSans Serif Sans Serif versus Serifversus SerifUsing Color Using Color EffectivelyEffectively

One of the Most CommonOne of the Most CommonMistakes - Cluttered SlidesMistakes - Cluttered Slides•• Too many objectsToo many objects

can make your slidescan make your slidesdifficult to interpretdifficult to interpretby the audience.by the audience.

•• Lengthy text andLengthy text andpicture clips arepicture clips areusually the culprits.usually the culprits.Less is more.Less is more.

UPPERCASE UPPERCASE vs vs Mixed CaseMixed Case

•• IT WILL TAKE YOURIT WILL TAKE YOURAUDIENCE LONGER TOAUDIENCE LONGER TOREAD SLIDES THAT ARE INREAD SLIDES THAT ARE INALL UPPERCASE.ALL UPPERCASE.•• Instead, only use uppercaseInstead, only use uppercase

to EMPHASIZE specific textto EMPHASIZE specific textin your slides. Or better still,in your slides. Or better still,use bold or use bold or italicitalic instead. instead.

Sans Serif Sans Serif vs vs SerifSerif

•• Sans Serif fonts are best forSans Serif fonts are best forpresentation slides. Arial is apresentation slides. Arial is aSans Serif font.Sans Serif font.

•• Serif fonts are more difficult toSerif fonts are more difficult toread from the back of a largeread from the back of a largeroom. Times New Roman is aroom. Times New Roman is aSerif Font.Serif Font.

Choosing the Right ColorsChoosing the Right Colors

•• Avoid using similar colors for Avoid using similar colors for background and text, such as background and text, such as black with blue, or yellow black with blue, or yellow with white.with white.

Animation OverkillAnimation Overkill

•• To much animation distracts the To much animation distracts the audience from your message.audience from your message.

•• It can also be annoying.It can also be annoying.

12

Ascension Parish LibraryAscension Parish Library

Libraries Change LivesLibraries Change Lives

Library ServicesLibrary Services

•• BooksBooks•• VideosVideos•• AudiosAudios•• MagazinesMagazines•• GenealogyGenealogy•• Reference ServicesReference Services•• Computer ServicesComputer Services

Library Services (Library Services (contcont.).)

•• ProgramsPrograms•• Meeting RoomsMeeting Rooms•• Study RoomsStudy Rooms•• ToursTours•• Special EventsSpecial Events

The NumbersThe Numbers

•• Annual Library Attendance - 205,052Annual Library Attendance - 205,052•• Library Programs - 343Library Programs - 343•• Annual Circulation - 259,523Annual Circulation - 259,523•• Annual Meeting Room Use - 662Annual Meeting Room Use - 662•• Annual Reference Questions - 48,984Annual Reference Questions - 48,984

PatronsPatrons

•• Registered LibraryRegistered LibraryPatrons - 28,600Patrons - 28,600

•• Juvenile - 7,300Juvenile - 7,300•• Young Adult - 4,300Young Adult - 4,300•• Adult - 17,000Adult - 17,000

Ascension Parish LibraryAscension Parish Library

Serving the CommunityServing the CommunitySince 1960Since 1960

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

13

For Further Practice…at Home or in the Library Using this handout and the information below, create a PowerPoint presentation. Include clip art on at least 3 slides.

What is the Internet? A global collection of computers and computer networks that exchange information. How Information Travels On The Internet When you receive information from another computer on the Internet you are downloading; when you send information you are uploading. Information travels over phone lines and high speed data lines. The information is broken down into smaller pieces, called packets.

What the Internet Offers Electronic Mail (E-Mail) Information Computer Programs Entertainment Discussion Groups & Chat Rooms Online Shopping

Connecting to the Internet You need specific equipment and programs to connect to the Internet. Computer Modem Communication Software Browser Internet Service Provider or Commercial Online Service What is the World Wide Web? The WWW is the most popular part of the Internet. It consists of a huge collection of documents stored on computers around the world. It can include colors, graphic images, sound and video clips, and animation. Web Pages A Web page is a document on the Web. A Web site is a collection of Web pages maintained by a college, government agency, company or individual. Hypertext Web pages are hypertext documents. A hypertext document is one that contains highlighted text or links that connect to other pages on the Web. By clicking on the hypertext link you can go to another Web page on the same computer, or a Web page on a computer across the world. Web Addresses Each Web page has a unique address called the Uniform Resource Locator (URL). The URL tells the computer how and where to look for a document. http://www.cnn.com/world/index.html Web Browsers A Web browser is a program that lets you view and explore information on the Web. Netscape Navigator Microsoft Internet Explorer