MICROSOFT POWERPOINT 2007 BASICS







Powerpoint Views
Slide Design Guidelines
Slide Layout
Slide Design
Slide and Title Masters
Differences between Templates and Masters
Moving from Slide to Slide
Created by Robyn Harm
for demonstration/notes
1
MICROSOFT POWERPOINT 2007 BASICS
(cont)








Status Bar
Printing
Speaker Notes
Charts and Graphs
Diagrams and Organisational Charts
Inserting Tables
Importing
Graphic formats you may use
Created by Robyn Harm
for demonstration/notes
2
MICROSOFT POWERPOINT 2007 BASICS
(cont)







Animations and Transitions
Choosing the right transitions/effects
Slide Show Action buttons
Insert/Remove Hyperlinks
Running your Slide Show
Actions during a Slide Show
Adding Sound and Movies
Created by Robyn Harm
for demonstration/notes
3
POWERPOINT VIEWS

Normal View




Can work with an outline
Can work on the slide
Can add speaker’s notes
Strip on left side can show thumbnails of
slides or outline or presentation
 Tab
at top of left panel can be changed from
Outline to Slides
Created by Robyn Harm
for demonstration/notes
4
POWERPOINT VIEWS (cont)

Slide Sorter View




See a miniature of each slide
Can see all slides at once
Can see how presentation flows
Can use to reorder/shift slide around
Created by Robyn Harm
for demonstration/notes
5
POWERPOINT VIEWS (cont)

Slide Show View




See actual slide show presentation
Each slide fills the screen
Can see effect of any transitions, timing,
animations
Can use the mouse or page down button or
space bar to progress through the slides if no
automatic timing
Created by Robyn Harm
for demonstration/notes
6
VIEW NOTES PAGE


Choose View|Notes page
Useful for adding speaker’s notes which
can be later printed
Created by Robyn Harm
for demonstration/notes
7
SLIDE DESIGN GUIDELINES

Simplicity



Consistency



Use key phrases, one thought per line
5 to 7 lines per slide – or fewer
Layout format unified
Design and colour in harmony
Text colour should stand out – easily read
over background colour and design
Created by Robyn Harm
for demonstration/notes
8
SLIDE DESIGN GUIDELINES (cont)


Clarity – explicit and to the point
Readability


White space – enough for eye movement


Font size no smaller than 18 point
Avoid overly crowded slides
Avoid lengthy text

Do not use whole sentences
Created by Robyn Harm
for demonstration/notes
9
SLIDE LAYOUTS






Choose Home, then Layout
Click on drop down arrow
Diagrams of various layouts are illustrated
Title Slide, Title and Layout, Section Header,
Two Content, Comparison, Title Only, Blank,
Picture with Caption, Content with Caption
Includes text layouts, content layouts, text and
content layouts and other layouts
Allows user to present with bullets, tables,
charts, graphics or combinations
Created by Robyn Harm
for demonstration/notes
10
SLIDE DESIGN



Choose Design Tab
Lots of designs to choose from –
Backgrounds and Themes
Are really a type of template
Created by Robyn Harm
for demonstration/notes
11
SLIDE AND TITLE MASTERS



Choose View Tab
Useful if you want a logo/text on every
slide
Applies backgrounds to a title slide at the
beginning of a presentation (Title Master)
or all slides (Slide Master) or to Handouts
(Handout Master) or Notes (Notes Master)
Created by Robyn Harm
for demonstration/notes
12
T
e
m
p
l
a  Master
 Click to edit the
t
Set of formatting characteristics, graphics,
placements
outlinetexttext
formatand
information which gives consistency to whole presentation
e
DIFFERENCES BETWEEN
TEMPLATES AND MASTERS


P
r
e
s
e
n
t
a
t
i
o
n
t
Can be used in just one presentation
saved as aOutline
template to
 or
Second
be used for all company presentations Level

Third Outline
Level

Created by Robyn Harm
for demonstration/notes
Fourth
Outline Level
 Fifth
Outline
13
Level
MOVE FROM SLIDE TO SLIDE

Method 1



Buttons with double arrows on lower right side of
“slide” screen
If pointer is placed over each, small yellow pop-up
shows description – previous slide, next slide
Method Two

Click on thumbnail at left side of screen in normal
view
Created by Robyn Harm
for demonstration/notes
14
STATUS





BAR
As you move from slide to slide,
information shown at bottom of screen
This area is called the status bar
Gives which slide in the series
Gives design of the slide
Gives name of the slide
Created by Robyn Harm
for demonstration/notes
15
PRINTING






Choose File|Print or press Ctrl+P
Can print Slides, Handouts, Notes or Outline
view
Need to select “print what” and choose preferred
option
If printing handouts, can print 1, 2, 3, 4, 6, 9
slides to a page
Choice will depend on “why” you are printing
If printing as notes for an audience, 3 to a page
gives area for participants to write notes
Created by Robyn Harm
for demonstration/notes
16
PRINTING (cont)





Can enter page numbers, headers and footers
and dates
From Insert Tab, choose Date & Time, Slide No.
or Header and Footer.
Select relevant requirements for slide number,
date and time, etc
Can include on each slide, all slides or on
speaker’s notes and handouts
If pronounced background may wish to print in
grayscale or black and white (economises on ink
and is read more easily)
Created by Robyn Harm
for demonstration/notes
17
CREATE SPEAKER NOTES




Use Normal View
At bottom of slide can see “click to add
notes”
Click here and type
May wish to change to larger view by
choosing View|Notes Page
Created by Robyn Harm
for demonstration/notes
18
INSERTING CHARTS/GRAPHS
Either:
1.
Use Insert|chart
or
2.
Use a Title and Chart Layout from the
Slide Layouts given (Title and Content,
Two Content, Comparison, Content with
Caption
Created by Robyn Harm
for demonstration/notes
19
CHARTS (cont)



When the datasheet window and chart
appears, replace the data given with the
information/data you wish to illustrate
Press ENTER or TAB to move from cell to
cell
Colours, legend, axes etc can be modified
similar to Excel charts
Created by Robyn Harm
for demonstration/notes
20
CHARTS (cont)




Chart types can also be changed
according to needs
Datasheet window can be turned on and
off via Chart Tools|Edit Data
Can also use View Datasheet Button
Can also click the chart and choose
Edit|Data
Created by Robyn Harm
for demonstration/notes
21
DIAGRAMS AND ORGANISATION
CHARTS

Many different types of diagrams can be added through
SmartArt.
 List
 Process
(progression or sequential tasks)
 Organisation chart (hierarchical relationships)
 Cycle diagram (continuous cycle of a process)
 Relationships
 Matrix (relationship of components to a whole)
 Pyramid diagram (foundation-based relationships

Use a Title and Chart Layout from the Slide Layouts
given (Title and Content, Two Content, Comparison,
Content with Caption
Created by Robyn Harm
for demonstration/notes
22
INSERTING TABLES
1.
Choose Insert|table
or
2.
•
Use a Title and Chart Layout from the
Slide Layouts given (Title and Content,
Two Content, Comparison, Content with
Caption
Table can then be formatted according to
needs
Created by Robyn Harm
for demonstration/notes
23
IMPORTING



Can import from Word (copy and paste or
Insert from Outline View
Can import from Excel (Insert|Object)
Can import Slides (Home|Reuse Slides)
Task Pane appears on right, Browse and
select.
Created by Robyn Harm
for demonstration/notes
24
GRAPHIC FORMATS TO USE
Format
Extension
Enhanced metafile
.emf
Graphics Interchange Format
.gif
Joint Photographic Experts Group
.jpg
Portable Network Graphics
.png
Microsoft windows bitmap
.bmp
Windows metafile
.wmf
Tag Image Format
.tif
Created by Robyn Harm
for demonstration/notes
25
ANIMATIONS AND TRANSITIONS







Can apply Animations or Transitions to some or all of
your slides
Can insert from either Normal or Slide Sorter view
Choose Animations Tab and use More (bottom one)
arrow in middle of Transition to This Slide section.
List of possibilities appears – fades & dissolves, wipes,
push and cover, stripes and bars, random
If unfamiliar with these options, it is a good idea to run
through and try out before making a choice
Can modify the speed and add sound
Can choose to advance to next slide automatically or by
mouse click
Created by Robyn Harm
for demonstration/notes
26
ANIMATIONS AND TRANSITIONS
(cont)





Once an option is selected, you may wish to
slow it down to see effect properly
Once sure, click on “apply to all slides” or to
“this slide only”
Click play to test out
Good idea to use same transition from Slide
2 onwards
Simple is best so that there is no distraction
from your given message
Created by Robyn Harm
for demonstration/notes
27
CUSTOM ANIMATIONS







Choose Animations|Custom Animation
Information appears in Task Pane at right of
screen
Select element/section to be “animated”
Click on “add effect”
Choose which section you wish to alter –
entrance, emphasis, exit
Can show motion paths on screen if desired (not
part of slide show)
Can add or remove effect (top of Task Pane)
Created by Robyn Harm
for demonstration/notes
28
CHOOSING THE RIGHT
TRANSITIONS/EFFECTS







Is the message intended to be entertaining, instructional
or motivational
Should the message be serious or lighthearted
Subdued transitions eg fades through black project a
quiet, professional image
Dissolves and boxes project a more dynamic image
What level of technology is needed for your presentation
Are you using advanced transition effects – this adds
more demands on the computer
Know your computer and the version of Powerpoint used
Created by Robyn Harm
for demonstration/notes
29
CHOOSING THE RIGHT
TRANSITIONS/EFFECTS (cont)





Consider your presentation length
Realise that transitional effects appropriate for short
presentations become tiring during long presentations
Use transitions as a pacing tool – divide your
presentations into smaller sections like chapters in a
book
Consider subdividing the presentation into sections with
a sub-title slide before each section
Each sub-title slide can be introduced by a dramatic
transition to signal to the audience that a new topic has
been introduced
Created by Robyn Harm
for demonstration/notes
30
CHOOSING THE RIGHT
TRANSITIONS/EFFECTS (cont)





Use the same transition effect for each slide in each
section
Focus on function not decoration
Practise restraint with a minimum number of effects that
contribute to the message/image you are projecting
The longer the presentation, the more restraint is
important
Be consistent with animation – don’t have text builds leftto-right in one slide and top-to-bottom in the next
Created by Robyn Harm
for demonstration/notes
31
SLIDE SHOW ACTION BUTTONS




An action button is a ready-made button that you
can insert into your presentation and define
hyperlinks for.
Action buttons contain shapes, such as right and
left arrows, and commonly understood symbols
for going to next, previous, first, and last slides,
and for playing movies or sounds.
Action buttons are most commonly used for selfrunning presentations
Hyperlinks become active when you run the
presentation
Created by Robyn Harm
for demonstration/notes
32
SLIDE SHOW ACTION BUTTONS
(cont)






Select Insert tab, Illustrations Group, Shapes,
Action Buttons and appropriate symbol
Move cross hairs to position where you want
button to be
Draw diagonally to outline the size of the action
button
Click mouse button to set new action button in
place
In actions settings, choose to have button
activated by mouse movement over the button
or by mouse click on it
Set up required action
Created by Robyn Harm
for demonstration/notes
33
INSERT/REMOVE HYPERLINKS






Select item (slide in same or different
presentation, email address, new file,
page/file in web) you want to represent
hyperlink
Select Insert/Hyperlink
Click on Place in this document
Select slide you want to go to
To remove, right click text/object representing
the hyperlink
Click Remove Hyperlink
Created by Robyn Harm
for demonstration/notes
34
RUNNING YOUR SLIDE SHOW




Select first slide or start of presentation
Click Slide Show button (status bar) or press
F5
Can also choose Slide Show tab and make a
selection
Click mouse, press PageDown key or press
spacebar to move to next slide or next point
unless slides have automatic transitions
Created by Robyn Harm
for demonstration/notes
35
ACTIONS DURING A SLIDE SHOW








Go to certain slide
Advance to next slide
mouse or press
Return to previous page
Black screen on/off
White screen on/off
Show pointer on/off
Stop/restart automatic show
End Show
Created by Robyn Harm
for demonstration/notes
Number + Enter
Spacebar or click
PageDown key
Backspace
b or B
w or W
a or A
s or S
Esc
36
ADDING SOUND TO SLIDES

Sounds


via transitions and animations (use drop
down arrow)
Inserting from a CD or the Clip Organiser
Created by Robyn Harm
for demonstration/notes
37
SOUND VIA INSERTION






Insert|Sounds
Sound/Movies from Clip Organiser, from
File, Play CD track or Record Sound
Set up as required
Sound icon appears on slide (unless you
hide display)
Can be dragged into any position on slide
Movies can be inserted in a similar fashion
Created by Robyn Harm
for demonstration/notes
38