Creating presentations in PowerPoint

University of Brighton

Creating Presentations with

PowerPoint Simon Whiffin

Simon Whiffin Updated March 2014 Page 2

Introduction ................................................................................................................... 3 PowerPoint .................................................................................................................. 3 Where’s the File menu? ................................................................................................ 4 Saving in PowerPoint 2007 ............................................................................................ 5

Getting started ............................................................................................................... 7 The Normal View explained ........................................................................................... 7 Your first slide ............................................................................................................. 8 Headers and Footers .................................................................................................... 8 Adding New Slides ....................................................................................................... 9 Changing the Slide Layout .......................................................................................... 10 Changing the Style of Bullet Points ............................................................................... 11 Inserting Pictures ....................................................................................................... 13

Animating your Presentation .......................................................................................... 14 Animating Bullet Points ............................................................................................... 14 ............................................................................................................................... 14 Slide Transition ......................................................................................................... 14

Changing Slide Design ................................................................................................... 15 Speakers Notes ............................................................................................................ 15 Rearranging your slides ................................................................................................. 15 Running your Presentation ............................................................................................. 16 Printing your Presentation .............................................................................................. 16 Demoting Bullet points .................................................................................................. 17 Hyperlinks ................................................................................................................... 19

Linking to a website ................................................................................................... 19 Linking to a document ................................................................................................ 21 Linking to another place in your presentation ................................................................ 21

Embedding video or clips from YouTube .......................................................................... 23 Your own video .......................................................................................................... 23 YouTube ................................................................................................................... 24 Can’t see the Developer tab ........................................................................................ 29

Top tips ....................................................................................................................... 32


Introduction

PowerPoint

There a number of different versions of PowerPoint and this handout is written for PowerPoint

2007. This version of PowerPoint is very different to the previous ones nevertheless everything

that is included in this handout will work in the various guises of PowerPoint although the layout

of PowerPoint 2007 looks very different to the earlier versions

The major difference you will notice is that the familiar menu bar, which contained items such as

File and Format has been replaced with a Ribbon. The Ribbon contains a number of tabs. Each tab

contains a group of related items such as buttons that allow you to alter the design of each slide

in your presentation.


Where’s the File menu?

In previous versions of PowerPoint to save, print or create a new presentation you clicked the file

menu and selected the option required.

In PowerPoint 2007 things are a little bit different. In the top left hand corner you will

see this Icon, Clicking this reveals a number of functions that were available on the file

menu on previous versions of PowerPoint.


Saving in PowerPoint 2007

It’s important to note that if you save a presentation in the default PowerPoint 2007 format it

may not open or work properly in previous versions of PowerPoint although Presentations created

in earlier versions of PowerPoint will automatically open in PowerPoint 2007. If you need to save a

presentation that can be opened in PowerPoint97- 2003 then follow the subsequent steps.

When you hover your cursor over the Save As item you will see an option to save the document

as a PowerPoint 97-2003 Presentation. Click this option to display the usual Save As dialogue

box

Note that in the Save as type it reads PowerPoint97-2003 Presentation. This

confirms that the presentation will be saved in this format


It’s worth noting that if you forget to select PowerPoint97-2003 when you click save as, don’t

worry. When the Save As dialogue is displayed, like above, if you click the arrow to the right hand

slide of the Save as type list you will see PowerPoint97-2003 Presentation displayed in the list.


Getting started When you open PowerPoint you see the following screen

This is called the Normal view. This is where you design your slides. PowerPoint has two other

views, Slide sorter and Slide show, more about these later.

The Normal View explained

This is where you design your slides. When you open PowerPoint you are automatically presented

with a slide with two textboxes on it (see above). On the left hand side of the screen you have a

panel which shows the slides currently in your presentation. In the centre of the screen you have

the slide you are working on.

This panel show the slides that you have in your presentation

Add a new slide

Type your notes here


Your first slide

The first slide can act as your title slide. To put text on to this slide, click into either of the two

textboxes. If you don’t want to type into both textboxes, that’s fine. If you leave one blank, then

nothing will appear in that space when you run the presentation. You can see how your slides will

look your to audience at any time by pressing the F5 key at the top of your key board. This will

run the PowerPoint presentation (this is known as the Slide Show view). To continue designing

your presentation, press the Esc key (top left hand side of your keyboard). This is will return you

to the Normal View.

Headers and Footers

Just as in Word where you can display your name and the page number on each page

in your document, you can show this information on each slide in your presentation.

Select the Insert tab and then click the Insert Header and Footer button

to display the Header and Footer Dialogue box

Information that can appear in the footer;

Date: You can either choose to have the date update automatically. This means that each

time you run your presentation the current date will be displayed. Alternatively you can

chose to enter a fixed date, for example the date on which you prepared the presentation

Slide Numbering

Other text for example your name

When you have finished click the Apply to All button otherwise the information will only appear

on the slide you are currently working on. This is an important point that you need to remember;

by default in PowerPoint you work on one slide at a time so anything that do on that slide such as

Type the date here

Type your name here

Click to number your slides


animating bullets points will only apply to the current slide unless you click the Apply to All

button

Adding New Slides

When you need to add a new slide click the New Slide button

The second slide that you insert will always be a different format to the first slide. By

default you will get a slide with two textboxes. In the top textbox you can put a title and

any text you enter in the second textbox will appear in bullet points.


Changing the Slide Layout

If you want a different layout for a slide then select the Home tab and click the Layout button

to display the different layout options


Changing the Style of Bullet Points

This works in a similar way to formatting bullet

points in MS Word. First highlight the bullet points

you want to change, select the Home tab and then

click the Bullets button which is located with the

paragraph controls

Bullets button

Click to display more options via the Bullets and Numbering dialogue box


If you prefer, you can choose a

picture to distinguish each of your

bullets by clicking the Picture

button on the Bullets and Numbering

dialogue box. This will display a list

of pictures. Select the image you like

and then click OK.

TIP

This will only format the

bullet points on the

current slide. If you want

to change the bullet

points on other slides you

will need to do each of

these slides individually.


Inserting Pictures

You can insert pictures onto any slide by selecting the Insert tab and clicking Picture

button

Alternatively you can choose a slide layout where there is box already set up to insert a

picture. In the picture below I have chosen a slide that has three boxes. In the box on the right

hand side I can insert a picture.

When you click the picture button you will be prompted to find where you saved your picture.

When you have located the picture double click on the image to insert it onto the slide.

Click here to insert a picture on any slide


Animating your Presentation

Animating Bullet Points

You will have seen PowerPoint presentations where the bullet points appear one by one. This is

done by applying what is called an animation scheme to your bullet points. Select the bullets

points you want to animate by clicking on the relevant slide now select the animation tab and

click the animations button

Select the animation style you want or click Custom animation to choose

from a larger list of animation styles.

Slide Transition

In addition to animating

your bullet points you

can change the way

you slides appear when

you move from one

slide to another. To change the slide transition, select animation tab. In the middle of the tab you

will see a number of different styles for the Slide Transition. When select one you see a preview

on the slide.

You can also change the speed of the slide transition and

decide whether you want to play a sound when you move from

one slide to another. Remember that you will only hear the

sound if you have speakers attached to your computer. Finally

don’t forget to click to ensure that the slide

transition is applied to all the slides in your presentation.

TIP

For consistency I suggest

that you have one

animation scheme for all

the slides as this looks more professional.


Changing Slide Design At the moment your slides

have a white background to

make the background a little

more exciting select the

design tab to display a selection of different themes

Speakers Notes

Underneath each slide in normal view you have a section which says Click to add notes. In this

section you can type the notes about what you want to say on each of your slides. These notes

will not be visible to your audience when you run the presentation but you can print out a copy of

your presentation, one slide per page with the notes about the slide printed underneath. You can

have these notes in front of you as a prompt to remind you about what you want to cover.

Rearranging your slides

You don’t have to create your presentation in a logical order starting with the first slide

and methodically working through to the last slide. When you have finished your

presentation you can rearrange the order of the slides if you need to by switching to the

slide sorter view. Select the View tab and click the Slide Sorter button.

The slide you were last working on when you switched to the Slide Sorter view is identified by a

blue box around the slide. To re arrange the order of the slides click on the slide you want to

move, hold down the mouse button and drag the mouse to the position where you want the slide

to come in the presentation. For example to move slide three so that it becomes slide two drag

the mouse and position it between slides one and two. At that point release the mouse button

and you will have re positioned your slide.


Running your Presentation To run your presentation, press the F5 key. To navigate through your presentation you can click

the left mouse button, press the enter key on the keyboard or the spacebar. However, you might

find it easier to use the left and right arrow keys to control your presentation. The right arrow key

displays the next bullet point or moves you onto the next slide, whereas the left arrow key takes

you back.

Printing your Presentation Printing from PowerPoint is different to printing from Word as PowerPoint we have to decide what

to print.

To print click and select Print.

Printing choices:

Slides: This will print one slide per page (not

very economical)

Handouts: If you want to give a handout to

your audience then select the Handout option

from the Print What list. The default is six

slides per page. However, the convention

seems to be to print 3 slides per page on the

left hand slide of the paper with lines next to

each slide for your audience to make notes.

Notes Pages: If you have made notes on

each slide you can print these notes by

selecting this option. This will give you one

slide per page with the notes about that slide

printed underneath


Demoting Bullet points As you know the content of your presentation should be presented in the form of bullet points.

However, you often find that on any slide some of the points you want to make are more

important than others. To make the most significant points stand out we can use a technique

called promoting and demoting text.

For example let’s assume that in the slide displayed below I want to demote the highlighted bullet

points


Highlight the bullet points to be demoted and select the “Home” tab and click the icon below that

has been circled


Hyperlinks In powerpoint you can insert links to perform three functions

Linking to a website

Linking to a document

Linking to another place in your presentation

Linking to a website

Start by copying the URL i.e. the web address that you need to link to e.g.

https://pathways.nice.org.uk/pathways/preventing-type-2-diabetes/preventing-type-2-diabetes-

overview . Once you’ve you done this you then need to highlight the text that is going to act as

the link i.e. the bit you click onto to link to the website.

In the slide above I have highlighted the third primary bullet point. Once the text is highlighted

select the “Insert” tab and click the “Hyperlink” icon which will display the “Edit hyperlink”

dialogue box

https://pathways.nice.org.uk/pathways/preventing-type-2-diabetes/preventing-type-2-diabetes-overview

https://pathways.nice.org.uk/pathways/preventing-type-2-diabetes/preventing-type-2-diabetes-overview


On the left hand side of the “Edit hyperlink” dialogue box you’ll see four icons. To insert a link to

a web page or file make sure the top icon is selected, paste the URL into the address field and

then finally click the OK button. The highlighted text will now appear highlighted in blue and

underlined


Linking to a document

This process is virtually identical to inserting a URL. First highlight the text and then click the

“Hyperlink” icon. When the “Edit Hyperlink” dialogue box is displayed click the open folder icon to

browse for the file you want to link to.

Linking to another place in your presentation

There may be occasions where you want to refer to a slide within your presentation that would

not normally be displayed next in the presentation. For example, if you have a slide that contain

extra material, you can link to that slide and then come back to your original slide

Same procedure as above but when the “Edit hyperlink” dialogue box is displayed make sure you

click the “Place in this document” icon. This will show the title of each of the slides in your

presentation. Select the slide you need to link to.


Once you set up the link to the other slide you’ll need to create a way back to original slide so

that you can continue with the presentation. The simplest way to achieve this is add a text box in

the bottom right hand corner of the linked slide. Type in the box the word “back” or some other

appropriate wording and then make that text the link back to the original slide.


Embedding video or clips from YouTube

Your own video

Inserting a video clip that you have made yourself is relatively straight forward and has far less

potential pitfalls that embedding YouTube clips. To insert your own video select the “Insert” tab,

click the Video icon and select the “Video from file” option.

You’ll then be prompted to browse for the file. Once you have located the file double click on the

file to insert the video clip onto your slide


By default the video will only play once you click on the Play button. However, by using the

“Video Tool” tab which is highlighted when the video object is selected you can set the clip to

start playing automatically when you move to that slide in your presentation.

YouTube

Using YouTube clips in your presentation can be more problematic. Not only is the process of

embedding the clip more complicated than using your own video, getting the clip to play when

running the presentation depends on having an internet connection and the correct version of

Flash player installed on the computer you are using.

In order to embed a YouTube clip we first need grab the URL of the YouTube clip. Find the clip

you want and then click the “Embed” link displayed beneath the clip.


If it’s not already selected check the “Use old embed code” option


Now copy the highlighted text and paste it into a word document. The bit that we need is value of

the Value attribute which I have highlighted in yellow below. Highlight that piece of text and copy

it.

Now we need to add what is known as a shockwave flash object to our slide. To do this select the

“Developer” tab (can’t see the developer tab) and click the “more controls” icon to display “the

more controls dialogue” box.


Scroll through the list to find the Shockwave Flash Object control. Select that control and click the

“OK” button. You can then draw the object onto you blank slide.


We can now set the properties for the Object. To do this click the “Properties” icon on the

developer tab.


In the “Movie” field we need to first type http: (this is really important otherwise you might find

that PowerPoint will stop responding) and then paste in the URL you copied from the embed code.

Now change the value for “Loop” to False and finally close the “Properties” dialogue box. (Note:

The video clip won’t show until you run the presentation)

Can’t see the Developer tab

Click the file menu and then select “options”


Once the Options Dialogue box appears select “Customise Ribbon”


From the “Choose commands from:” drop down list select “Main tabs”


Click “Developer”, then the “Add” button and this will the add the developer tab to tabs menu.

Top tips

Keep it simple Keep the message and its audience in your mind at all times Don’t put all the words you want to say on your slides – otherwise, there’s no point in you

speaking Keep the background simple and consistent Don’t put your company logo on every slide – not only is it distracting, but it’s also a waste of

space Don’t clutter your slides – white space is important, too Each slide should concern only one topic to aid the audience’s concentration Use only one or two fonts, preferably sans serif ones, since they’re easier to read at large sizes Don’t use ALL CAPITALS or underline in the main text – these attributes reduce rather than

enhance readability


Use colour, bold and italics to emphasise important data Use SmartArt, diagrams and charts wherever possible to relieve the tedium of endless bullet

points Use good-quality photographs liberally to illustrate your message Don’t be afraid to crop, rotate, flip and recolour photographs as necessary Avoid clip-art – it makes a presentation look lightweight and childish Make sure everything is big enough to be read from the back of the room Stick to one simple transition effect between your slides – with the exception of an alternative

effect to mark new sections Use animation sparingly, and only to support or emphasise the message Don’t use sound effects Rehearse what you’re going to say before you present, and write speaker notes to remind you Make eye contact with the audience – don’t talk to the wall or the floor

Education

Creating presentations in PowerPoint