MS PowerPoint 2010CTC Summer Workshop, June 19, 2012, 9:00a.m.-4:00p.m.

Presented by: Janet Cannon

Agenda1. Start at 9:00, introduce the instructor and each other.2. Discuss what you already know about PowerPoint and

what you want to know. 3. What’s the difference between 2010 and 2010?4. Basics of PowerPoint5. 10:30 short break.6. Learn and practice more commands with text and pictures

(transitions, animations, sounds)7. Lunch Break 12:00-1:00.8. Advanced commands 9. 2:30 short break.10. Create and edit your own PowerPoint presentation11. Questions? 12. Finish at 4:00p.m.

Content outlineI. What does PowerPoint/presentation software do?

a. Gives the speaker an easy outline to followb. Gives the audience easy notes to copy (or write on if

speaker distributes printed copies of presentation)c. Makes presentations more interesting by including

text, pictures, animation, sounds, videos, and hyperlinks.

II. What makes a good/bad PowerPoint presentation?a. View two different PowerPoint presentationsb. Evaluate the differencec. Explain why one is better than the other

Evaluate PowerPoint Presentation #1 _____ consistent background_____ consistent title/body fonts_____ two or fewer spelling/grammar errors_____ easy to read titles/text (size/style)_____ contrasting background/text_____ graphics fit with subject_____ not too many graphics_____ animations do not distract_____ sounds do not distract_____ slides are all on same topic

_____ TOTAL POINTS (of 10)

Evaluate PowerPoint Presentation #2 _____ consistent background_____ consistent title/body fonts_____ two or fewer spelling/grammar errors_____ easy to read titles/text (size/style)_____ contrasting background/text_____ graphics fit with subject_____ not too many graphics_____ animations do not distract_____ sounds do not distract_____ slides are all on same topic

_____ TOTAL POINTS (of 10)

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III. Navigating MS PowerPoint 2010a. Ribbon – tabbed sections, command blocks

i. Tabs – File, Home, Insert, Design, Transitions, Animations, Slide Show, Review, View

ii. Command Blocks – (to view additional commands in each block, click the small arrow in the lower right corner of each box)

iii. Click and hold the ALT button to see keyboard commands on the ribbon.

iv. Double click the tabs to minimize the Ribbon, double click again to reveal OR click the arrow next to the HELP circle.

v. Hold mouse over command to see button name, short description, and keyboard short cut if applicable.

b. Quick Access Toolbari. Customizable toolbar for commands used a lot

ii. Drop down arrow to customizeiii. Default: Save, Undo (back arrow) and redo

(forward arrow) You can also use Ctrl+S, Ctrl+Z, or Ctrl+Y if you prefer keyboard commands.

c. Name bar and Window commandsi. Tells name of file, type of file, mode, and

program you are using

ii. Minimize, Maximize/Restore, and Close

d. Help button – Blue circle, white ?, upper right corneri. Either click button or F1 to access help function

ii. Type in search term(s)iii. Click the article you think is most helpful. You

can click back if it does not give you the infor you want.

e. Mini Toolbar – appears when you select items

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f. FILE tab

g. Rulers/tab controls– at top and left of the page. Helps you set tabs and align items on page.

h. Navigation/Scroll controls – right side of page. Page up and page down.

i. Information/notes – what slide you are on, how many total slides, area to type notes for speaker

j. View buttons/zoom- Normal, Slide Sorter, Reading, Slide Show, Zoom %, Fit slide to window

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IV. Creating a slide showa. Plan Ahead!

i. Topic _______________________________________________________________

ii. Sub-topics ___________________________________________________________

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iii. Pictures? ____________________________________________________________

iv. Other content? (video, hyperlinks, audio) __________________________________

____________________________________________________________________

v. Resources? __________________________________________________________

vi. Graphic Organizer?

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Slide #1

Title:____________________________________________

By Line: ________________________________________

Date: ___________________________________________

Slide #2

Title:____________________________________________

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Slide #3

Title:____________________________________________

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Slide #4

Title:____________________________________________

___________________ * ____________________

___________________ * ____________________

___________________ * ____________________

___________________ * ____________________

___________________ * ____________________

b. Simple add slides - HOME tab, Slides block, New Slide icon OR CTRL + M. This will default to a Title slide at the front and Title and Content slides after.

c. OR Choose specific slide layouts – Click the drop-down arrow of the New Slide button to reveal several choices of layouts.

i. Title slide – usually the first slide in your presentation, but can be used as section header. Two text boxes: large title and smaller subtitle

ii. Title and content – the most common content slide. Two text boxes: large title and large content (bullets are default)

iii. Section header – designed for subtitles between presentation sections. Can be used as title slide. Two text boxes: large title and small text

iv. Two content – two columns of information with one title over both. Good for comparisons. Three text boxes: large title and two bulleted content

v. Comparison – Similar to two content except has room for sub titles over each content box. Five text boxes: large title, two small subtitle, two bulleted content

vi. Title only – title only. Can be used as title slide/section header. One large header box

vii. Blank – nothing. Use only for custom content or blank between sections.

viii. Content/picture with caption – various boxes depending on choice

d. Type text into boxes OR insert pictures (next section)e. Simple add pictures – INSERT tab then…

i. Picture (if adding pictures from hard drive/flash drive/My Pictures)

ii. Clip Art (if adding pictures from the MS gallery) iii. Photo Album (if creating a set of pictures to

choose from)f. Other pictures/graphic content

i. Go to Internet picture you want, Copy/Paste (paste outside any text box otherwise you will REPLACE your text with the picture.)

ii. INSERT tab – Shapes, SmartArt, Chart (must have Excel or Word data), WordArt, Tables

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V. “Dressing Up” your presentationa. Design tab

i. Page setup – size of slides and orientationii. Slide orientation – orientation of slidesiii. Background themes – colors/patterns for

background. Can change the colors, fonts and effects of each theme

iv. Background styles – style/color of plain backgrounds

b. Transitions tabi. How slides enter/exit slide show

ii. Standard soundsiii. Timing of slides entering/exiting screen (usually

want this pretty fast)c. Animations tab

i. How text/graphics/sounds enter/exit slide show

ii. Preview animations – show animations as they would be seen in a presentation

iii. Standard animation – click on text or picture, click the button to add animation

iv. Custom animation – allows more creativity than standard animations but BE CAREFUL not to overwhelm your audience!

v. Advancing slides timing – on a click or automatically (click is best for MOST presentations) or on a timer. Unless you are VERY good or want a completely automated show, don’t turn on automatic.

d. Slide Show tabi. Start Slide Show – beginning, current slide, or a

custom show (leave out some slides)ii. Setup slide show – create a custom showiii. Hide slides – not allow audience to see certain

slidesiv. Record narration – add voiceover (need

microphone)v. Rehearse timing – launches slide show, you

practice with voiceover narration, computer keeps track of time between slides

vi. Monitor settings – adjusts for various monitor ratios

VI. Advanced Formatting (HOME tab unless marked otherwise)a. Change colors, font style, font sizeb. Change other text features (shadow, italic, bold,

underline, strikethrough, super/sub script)

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c. Change alignment right, center, leftd. Add levels of outlinee. Change bullet stylef. Change to numbers instead of bulletsg. Change to outline form instead of bulletsh. Change text directioni. Format autoshapes with 3D, color, outlinej. Add header/footer –INSERT tabk. Add date/time/slide number/symbol – INSERT tab

VII. Cool toolsa. Add hyperlink – INSERT tab, Hyperlink button, copy

and paste hyperlink in blank OR refer to slide in presentation. You can use this to show movies that are NOT embedded in your presentation

b. Add movie/sound – INSERT tab, use browse to find file or create your own with a mic/video camera

c. Find/Replace – HOME tab, Find/replace buttond. Review tab

i. Check spelling, consult thesaurus and moreii. Add comments iii. Protect presentation from editing

e. View tabi. Views of slides – normal (preview to left, large

editing area), slide sorter (all on one screen), notes (if you’ve added any notes), slide show (runs your presentation)

ii. Slide Master –set defaults for font/bullets/ background, so all slides are formatted same

iii. Handout Master - set how handouts printediv. Notes Master –set how notes printedv. Show/Hide – ruler and/or gridlines (does NOT

show on presentation)vi. Zoom in and out to see your slides closer

up/farther awayvii. Color/Grayscale viii. Window – adjust how windows display

VIII. Printinga. Printer settings – color, draft, econo-mode, etc.b. How much to print – all, a few slides, or one slidec. Number of copies and order of copiesd. Print slides, handouts, notes pages, or outline viewe. Print in color, grayscale, or pure black and white

IX. Other features, options, or items of notea. Templates – File, New, then choose a templateb. When saving a document you’re going to share with

others, make sure to choose a format everyone can

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access. For example, Office 2010 .xlsx files cannot be opened by a previous version without an add-on.

X. Suggestions for presentationsa. Keep backgrounds, text, bullets, colors consistent

throughout presentation (limit # of different fonts to 3)b. Add appropriate visual and audio elements as often as

will not detract from your informationc. Keep text of each slide of a size that limits you to about

5-6 points (about 28 points or higher)d. Only type phrases – whole sentences will encourage

you to READ THE SLIDESe. Get familiar with the presentation controls (remote

clicker, keyboard/mouse, interactive whiteboard)f. Practice your presentation on similar equipment ahead

of time.g. E-mail yourself a copy of your presentation AND bring

a flash drive copy just in case.h. Arrive early to make sure your designated equipment

works! Bring a backup laptop!

Practice Exerciseshttp://www.homeandlearn.co.uk/powerpoint/

powerpoint.htmlhttp://www.cidcm.umd.edu/computerliteracy/

powerpoint/webpages/lesson4.htm

Free Sounds to Downloadhttp://soundbible.com/http://freesounds.info/

http://www.audiomicro.com/

Free Clipart to Downloadhttp://office.microsoft.com/en-us/images/

http://www.1clipart.com/http://www.bing.com/images/search?q=clipart+free&qpvt=clipart+free&FORM=IGRE

http://www.clipartcastle.com/download/Home/Clip-Art-Collection/?f=K9iW823zb&a=7378&adid=267699090 (no preview, just download collection)

On-line tutorials (2007)

Florida Gulf Coast University - http://www.fgcu.edu/support/office2007/ppt/index.aspBaycon Community Group - http://www.baycongroup.com/powerpoint2007/index.htm

MS Word 2010Official Microsoft Training - http://office.microsoft.com/en-us/powerpoint-help/CL010370721.aspxGoodwill Community Foundation – http://www.gcflearnfree.org/powerpoint2010MSOffice Tutorial Training - http://www.msoffice-tutorial-training.com/office-2010.html

Janet Cannon (specific questions) – cannonj@capetigers.com

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