PowerPoint 2003
Contents
1.0 POWERPOINT INTRODUCTION
2
2.0 POWERPOINT TERMS
2
3.0 STARTING POWERPOINT
3
4.0 POWERPOINT’S OPENING WINDOW
4
5.0 CREATE A NEW PRESENTATION
5
6.0 EDITING SLIDES
7
7.0 USING THE RIGHT MOUSE BUTTON
8
8.0 CHANGING THE COLOUR SCHEME
9
9.0 APPLYING DESIGN TEMPLATES
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10.0 SLIDE MASTERS
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11.0 POWERPOINT’S DIFFERENT VIEWS
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12.0 USING THE DRAWING TOOLS
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13.0 CREATING GRAPHS
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14.0 ANIMATION EFFECTS
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15.0 HYPERLINKS
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16.0 SAVING YOUR PRESENTATION
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17.0 PRINTING YOUR PRESENTATION
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1.0 PowerPoint Introduction
PowerPoint is a presentation tool that enables users to produce sophisticated slides or
acetates. It is a great time-saver for anyone who needs to make a presentation. It is
not a million miles from Word and certainly knowledge of that program helps when it
comes to producing presentations in PowerPoint.
2.0 PowerPoint Terms
Body text: Most slides have a text object called the body text. This usually consists
of a series of main points set off by bullets. The main points can have sub points
indented under the main points. The slide master controls the body text format.
Object: An element on a slide. Unlike Word it is not possible to place text directly
onto the page. It must go into a text object. Objects are also used for clip art pictures,
graphs, organisation charts and other types of graphic.
Placeholder: A text object. Click into a placeholder to insert text. If your text
exceeds the size of the placeholder, Microsoft PowerPoint reduces the font size and
line spacing incrementally as you type, to make the text fit.
Presentation: All supporting materials required to present information to your
audience. This may consist of slides, presenter notes, handouts and an outline.
Presentation file: The PowerPoint equivalent of a Word document. PowerPoint files
have the extension PPT.
Slide: One page of a PowerPoint presentation.
Slide Master: Sets up elements common to all slides.
Slide Show: Displays slides in sequence on your computer screen. Use it to preview
your slides and to give the actual presentation.
Title: Most slides have a text object known as the title. The titles format is governed
by the Slide Master.
View: There are four views in PowerPoint: Slide view, Outline view, Notes Pages
view, and Slide Sorter view. Each serves a purpose for a particular editing task.
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3.0 Starting PowerPoint
Go to Start > Programs > Microsoft PowerPoint (see figure 3.1)
Figure 3.1: Starting PowerPoint
Note: If you have an office toolbar you can access PowerPoint from there or if you
have the PowerPoint icon on your desk top double clicking that will start the program.
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4.0 PowerPoint’s Opening Window
Figure 2 below shows the first PowerPoint screen.
Title bar
Formatting toolbar
Standard toolbar
Slide Area
Menu bar
Status bar
Drawing toolbar
Task Pane
Figure 4.1: PowerPoint’s First Screen
Situated across the top of the screen just below the title is the menu bar, which
looks similar to those in other Microsoft products.
Below the menu bar are two of the toolbars available in PowerPoint (others are
located under View > Toolbars). The toolbars consist of a series of buttons that you
can click on to perform common functions. Holding the mouse pointer over the
button reveals its function. Near the base of the screen is the drawing toolbar.
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The middle of the screen shows the slide area.
At the bottom of the screen the status bar shows which slide is currently displayed.
At the bottom left edge of the screen are
the view buttons. If you hover over these a
description of the view will appear:
These enable you to switch among the various views available.
5.0 Create a New Presentation
PowerPoint has a blank presentation option, which you can use to develop
presentations with formatting, layout and effects unique to your needs.
5.1 Create slide 1
In the task pane, Open Section click on Create a new
presentation
The New Presentation Task pane appears. Click on Blank
Presentation
Title
Title and text
(with bulleted
list)
Figure 5.1: Task Pane
Scroll
down to see
more
layouts
Figure 5.2: Selecting Slide Layout
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The first slide is displayed in Normal View. (Note: you can close the task pane at
this stage, to have more screen display of the slide.)
Placeholders
View buttons
Figure 5.3: Slide in Normal View
5.2 Inserting Text
5.2 Inserting Text
Every slide (except the blank and content only layout) will have built in placeholders
(boxes with dotted-line borders to hold text, bulleted lists etc) Click into the Title
placeholder to add text.
5.3 Adding a New Slide
Here are some differing methods for adding a new slide:
Click the New Slide
button on the standard toolbar.
Choose Insert > New Slide.
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Press Ctrl+M.
Whichever method you use the task pane will appear on the right. This allows you to
choose the desired layout by clicking with the mouse. PowerPoint inserts the slide
into your presentation immediately after the slide currently displayed on screen.
5.4 Moving From Slide to Slide
There are several ways to move back and forth in your presentation:
Click on the double-headed arrows at the bottom of the vertical scroll bar.
This moves through the presentation one slide at a time.
Use the Page Up and Page Down keys.
Drag the scroll box up and down (that is the box in the middle of the scroll bar).
6.0 Editing Slides
Editing text in PowerPoint is rather different from editing text in Word.
PowerPoint uses objects. The text, or anything else for that matter, is contained
within an object. You can not simply type on to the blank slide. A placeholder is a
text object. Other content such as pictures, AutoShapes, WordArt, or ClipArt are all
inserted as objects.
Each object occupies a rectangular region on the slide. You can see the outline of an
object when you click on it.
Objects can overlap. For example, you could lay text over clip art.
6.1 Selecting Objects
Before you can edit anything on a slide, you have to select the object that contains
whatever it is you want to edit.
Here are some points to bear in mind when selecting objects:
To select a text object so that you can edit its text, move the mouse pointer over the
text and left click.
Non-text objects such as shapes need to be double clicked in order to edit them.
A
single click selects them and allows dragging and resizing.
The tab key can be used to select objects on a slide in sequence.
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6.2 Undoing Edits
If you make a mistake whilst editing remember the marvellous undo command.
Either click the undo button
or
choose Edit > Undo or
press Crtl+Z.
6.3 Deleting a Slide
If you want to delete a slide from a presentation move to the slide that you want to
delete, choose Edit > Delete Slide.
Alternatively, go into Slide Sorter view, select the slide you want to delete (by
clicking on it once) then press the delete key on your keyboard.
6.4 Rearranging Your Slides
To rearrange the order of your slides you have to switch from Slide view to Slide
Sorter view.
There are two ways to switch to Slide Sorter view:
Click the Slide Sorter view button (bottom left hand corner of the screen)
Choose View > Slide Sorter.
To move a slide click and drag it to a new location. Hold down the left mouse button
on the slide that you want to move and drag it to its new location.
7.0 Using the Right Mouse Button
Clicking the right mouse button displays a series of menus that differ depending on
exactly where you are. For example, right clicking on the slide background produces
the menu on the left shown below:
Figure 7.1: The right mouse button menus
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8.0 Changing the Colour Scheme
The colour scheme can be set for one or all slides
To change one or more of the colours in the colour scheme follow these steps:
•
Select the slide whose colour scheme you wish to change. If its all the slides
in your presentation just pick any slide.
•
Click on the Design tab on the Standard Toolbar
Format > Slide Color Scheme
•
Click on ‘Edit Color Schemes’
or go to
Figure 8.1 Slide Design task pane
Click on
Background
Click on
Change Colour
Figure 8.2: Edit Colour Scheme dialogue box
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Figure 8.3: Adding a background colour
You will notice a small octagonal shaped icon in the middle of the colours. Hold
down the left mouse button and drag the icon around to select the colour of your
choice. The new colour appears in the box down on the right.
PowerPoint templates come with built in colour schemes. These needless to say can
be altered, but take care as these have been professionally designed and in general
work well. The rule of thumb is choose one with a light background for acetates and
one with a dark background for slide shows.
If you do wish to change and manipulate colours here are some general points:
Each colour scheme has eight colours with each colour designated a particular use.
Background colour – slide background.
Text and lines colour – any text or drawn lines excluding the title text.
Shadow colour – shadow effects for objects. Invariably darker shades of the
background colour.
Title text colour – used for the slides title text.
This needs to contrast with the
background colour.
Fill colour – when you create an object like a rectangle or AutoShape, this colour is
the default fill colour.
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Accent colour – the last three colours in the colour scheme are used for odds and
ends such a graph colours.
8.1 Changing the Background Colour
To change the slide background colour go to Format > Background
.
Click on the arrow and select
more colours to see the full range
of colours available.
Alternatively, click ‘Fill Effects’
for more options.
Figure 8.4: Adding a background colour
9.0 Applying Design Templates
PowerPoint has a number of preformatted presentations, known as templates, that you
can use to help you create a presentation.. To use a template, click on the Format
menu and select Slide Design. In the Task Pane click on Design Templates (Figure
Scroll through and click on a design, then on its
down arrow.
You can choose to apply to the current slide or to
all of the slides in your presentation.
Figure 9.1: Applying a design template
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10.0 Slide Masters
A slide master is the easiest way to add something to every slide in your presentation.
It is a way of avoiding the tedious task of changing the font, point size, and general
format on each slide you create. If you have a picture that you want to appear on
every slide, place it on the slide master and it will appear on all the slides in the
presentation.
You can also use the slide master to change the way an existing presentation looks.
To summon up the slide master go to:
View > Master > Slide Master
The Slide Master opens. Make any formatting changes you want.
Click Close Master View in the floating Master toolbar to return to slide view.
You will have noticed that the slide master contains paragraphs for five outline levels
formatted with different point sizes, indentations and bullet styles. The Slide Master
is the place to change the way an outline level is formatted.
10.1 Adding Recurring Text
If there is a name that you want to appear on each slide follow this procedure:
In the Slide Master, click the Text Box button on the Drawing toolbar
The mouse cursor now turns into an upside down cross.
Click anywhere on the slide that you want to add text.
A Text Object now appears at that location.
Type the text that you want to appear on each slide. Implement any formatting you
want.
Click the Close Master View button to return to Slide view.
11.0 PowerPoint’s Different Views
Microsoft PowerPoint has three main views: normal view, slide sorter view, and slide
show view. You will be familiar with the slide tab in Normal View, but others may be
new to you.
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11.1 Normal view
Normal view is the main editing view, which you use to write and design your
presentation.
The view has four working areas: Outline Tab, Slides Tab a Slide Pane and a Notes
Pane
Outline Tab
Slide Pane
Slides Tab
Notes Pane
Figure 11.1 Normal View
Slides tab
Use this tab to see the slides in your presentation as thumbnail-sized images while you
edit. The thumbnails make it easy for you to navigate through your presentation and to
see the effects of your design changes. You can also rearrange, add, or delete slides.
Outline tab
Outline tab shows your slide text in outline form. This area enables you to focus on
the main points of your presentation without being distracted by formatting, colour
schemes and so on. You can check to see if you are getting your point across and then
switch back to Slides tab to make sure everything is looking good. In other words
Outline view is the place to check your presentation makes sense.
Outline view is an all too often neglected view. It enables you to focus on the main
points of your presentation without being distracted by formatting, colour schemes
and so on. You can check to see if you are getting your point across and then switch
back to Slide view to make sure everything is looking good. In other words Outline
view is the place to check your presentation makes sense.
The following list highlights some important points about Outline view:
The outline comprises the titles and body text of each slide.
It does not show
pictures, charts and so forth.
The number of each slide is shown in a margin on the left with a slide icon beside it.
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Each text line appears as an indented line below the main title heading.
The Outline View toolbar
To view PowerPoint’s Outline View toolbar click on View > Outlining
Promote the paragraph to a higher outline level
Demote the paragraph to a lower outline level
Move the paragraph up
Move the paragraph down
Collapse the selected slide
Expand the selected slide
Collapse all
Expand all
Summary slide
Show formatting
Promoting and demoting in Outline Tab
To promote a paragraph means to move it up one level. If you promote the upper
most paragraph it becomes a new slide.
Demoting is the opposite.
Expanding and collapsing the Outline
If you have many slides it may become difficult to grasp the overall structure of the
presentation even in Outline view. If this is the case you can collapse the view so that
only the slide titles are shown.
Expanding a presentation restores the collapsed body text.
Creating a Summary Slide
If you want to include a summary of the key points in your Microsoft PowerPoint
presentation, you can use Slide Sorter view to easily create a single slide that presents
a list of selected slide titles.
1. On the View menu, click Slide Sorter.
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2. In Slide Sorter view, hold down CTRL while you click the slides that have
titles that you want to include in your summary slide.
Tip Include only the slide titles that best summarize your presentation.
3. On the Slide Sorter toolbar click Summary Slide.
If the Slide Sorter toolbar is hidden, on the View menu, click Toolbars, and
then click Slide Sorter.
The summary slide is created and added to your presentation.
Slide pane
With the current slide shown in this large view, you can add text, insert pictures,
tables, charts, drawing objects, text boxes, movies, sounds, hyperlinks, and
animations.
Notes pane
Add notes that relate to each slide's content, and use them in printed form to refer to
as you give your presentation, or create notes that you want your audience to see
either in printed form or on a Web page.
To add speaker notes click on the View Menu > Notes Page and type away. You can
add as much text as you want to Notes Page view, but really it is best to keep it
simple, using the notes as a prompt.
You may want to adjust the zoom factor to enable you to see it properly. A factor of
66% or 75% is usually about right.
If you need more space for your notes shrink the slide on the notes page by grabbing
the sizing handles (once you have clicked on it) then drag it further up the page.
Presenter View
It may be possible for you to view your notes while showing your presentation;
however, your equipment will need multiple monitor capability in order for you to be
able to do this.
To get presenter view:
• Go to the Slide Show menu, click Set Up Show.
• Under Multiple monitors, select the Show Presenter
View check box.
• In the Display slide show on list, click the monitor you
want the slide show presentation to appear on.
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11.3 Printing Notes
To print your Notes go to File > Print.
Use the Print what list box to choose the Notes Page option.
Click OK.
11.1 Slide Sorter View
Slide sorter view is an exclusive view of your slides in thumbnail form.
Figure 11.2Slide Sorter View
When you are finished creating and editing your presentation, slide sorter gives you
an overall picture of it— making it easy to reorder, add, or delete slides and preview
your transition and animation effects.
11.2 Slide show view
Slide show view takes up the full computer screen, like an actual slide show
presentation. In this full-screen view, you see your presentation the way your
audience will. You can see how your graphics, timings, movies, animated elements,
and transition effects will look in the actual show.
12.0 Using the Drawing Tools
The drawing toolbar provides a range of tools and features to help add impact to your
slides. The drawing toolbar is split into three sections:
General drawing controls – these are used for selecting and rotating objects as well
as changing their position and orientation.
Object drawing tools – these tools are used to create objects.
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Object formatting controls – used to change the appearance of objects.
Line Style
Drawing Menu
Fill Colour
Line Colour
Free Rotate
WordArt
AutoShapes Menu
Text Box
Arrow Style
Dash Style
Font Colour
Shadow
Figure 12.1: The Drawing toolbar
3D
If the Drawing toolbar is not visible go to View > Toolbars > Drawing.
Many of the items on the Drawing toolbar may be familiar to you. Exactly the same
toolbar is available in Word. The arrow, line, rectangle and oval buttons are pretty
self-explanatory, but within the toolbar are some useful wizzy features:
For example, the slide below shows two curved arrows to illustrate a process. To
achieve this follow the procedure below:
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Figure 12.2: Using AutoShapes
Move to the Drawing toolbar (if it is not visible go to View > Toolbars, then click
Drawing).
On the Drawing toolbar click AutoShapes.
Select Block Arrows and click on the curved right arrow, as in figure 6 below.
Figure 12.3: AutoShape options
Move the mouse pointer up to your slide, hold down the left mouse button and drag it
across the screen. A curved arrow appears in front of you.
Resize it by using the grab handles – the little white squares.
With the shape still selected, copy and paste the image – Ctrl+C for copy, then
Ctrl+V for paste is the easiest.
Now move back to the Drawing toolbar and click Draw.
Select Rotate or Flip from the list.
Click Rotate Left. The arrow rotates half a turn.
Go back to Drawing > Rotate or Flip > Rotate Left to turn it another half turn.
Position the arrows to suit.
To help align the arrows or any other objects, right click on your
slide and select Grid and Guides, as in Figure 12.4.
If you want to treat two or more objects as one follow this
procedure:
Select the first object – it should now appear with the little
squares around the edge.
Figure 12.4 Selecting Grid
and Guides
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Hold down the shift key
selected.
and click the second object. Both should now be
Right click on one of the objects, go to Grouping and then Group.
Once objects have been grouped they can be
treated as one.
To ungroup simply select Ungroup from the
list.
Figure 12.5 Grouping two or more objects together
13.0 Creating Graphs
Within the Office suite of products is something called Microsoft Graph. This can be
used within PowerPoint to place graphs onto slides.
There are three ways to insert a graph:
In the Slide Layout pane click on a ‘content’ slide layout and double click on the
Chart icon.
On the standard toolbar click the Insert Chart button
Go to Insert > Chart.
Figure 13.1 Microsoft Graph showing the default datasheet and default chart
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The Graph toolbar is added to the PowerPoint screen together with the default
datasheet. The default chart should be visible behind it. The PowerPoint menu bar is
now the Graph menu bar.
Editing the datasheet is relatively straightforward. Each rectangle is called a cell. To
change the contents simply click on the cell and overtype the contents.
The cells in the top row of the datasheet are used to label the X-axis (horizontal). The
cells in the left most column hold the text for the series labels. The remaining cells
hold data values.
If the datasheet is not visible click the View Datasheet button.
Series labels
Cells
X-axis labels
Series labels
Figure 13.2: The default graph
X-axis
labels
When you have made all the changes and finished your graph, click any blank area of
the slide outside the chart area.
The chart becomes an object on the slide and the normal PowerPoint screen returns.
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13.1 Inserting an Existing Chart from Excel
If you have a chart already created in Excel click the Import File button
in the Microsoft Graph view.
when
Select the file that contains the chart from the list that appears in the Import File
dialogue box.
14.0 Animation Effects
Preset animation effects determine the way that text or
objects are revealed on a slide. They are usually very
effective when applied to bulleted lists but can be applied
to any slide layout.
14.1 Pre Set Animation for Text and Graphics
In Slide Sorter View click on the slide you wish to
animate.
From the Slide Show menu, select Animation Schemes
In the Task Pane, click on: an Animation Scheme (Figure
14.1.
To view the animation effect, change to Slide Show View.
14.2 Custom animation effects
Effects and timings can be applied to individual objects on
Figure 14.1 Selecting animation
a slide.
effects
Right click the object
Select Custom Animation
The Custom Anomation Task Pane is displayed
From the Slide Show menu, select Animation
Click on Add Effect and select the desired effect from the drop down menu
Click the Effects tab.
In the Entry animation and sound box, select the option you require.
Click Play or Slide Show to check the animation.
14.2 Animating Graphs
Graphs are a powerful way of illustrating a point using data. Adding animation to
your graphs will assist in highlighting key areas. For example, bars in a bar chart can
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be made to rise up one at a time or the segments in a pie chart can be made to appear
individually.
Select the chart you wish to animate.
Right click on the chart a choose Custom Animation
1. In the Custom Animation task
pane, select the animation you
applied to the chart, click the
down arrow, and then click Effect
Options. (Figure 14.2)
2. On the Chart Animation tab, in the
Group Chart list, click an option.
(See figure 14.3 below)
Note Effects appear in the Custom Animation list
top to bottom, in the order you apply them. If you
add chart effect options, they will appear in a
collapsed list under the effect that you applied to
the chart. The animated items are noted on the
slide by a non-printing numbered tag that
correlates to the effects in the list. This tag does
not show up in the slide show view.
Figure 14.2 Custom Animation
On the Chart Effects tab go to
the box marked Introduce chart
elements and select how you want to
Figure 14.3 Group Chart List
animate your chart. Note that the list
will differ depending on the type of chart to be illustrated.
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15.0 Hyperlinks
Hyperlinks can be used to provide a link between slides other presentations or to the
Internet.
For example, you may wish to hyperlink from a bullet point on one slide to more
detail on another slide and then hyperlink back to the other bullet points and so forth.
15.1 Creating Hyperlinks
1. Select the text or object that you want to represent the hyperlink.
2. Click Insert Hyperlink
.
3. Under Link to, click Place in This Document.
Figure 15.1 Insert Hyperlink
In the list, select the slide you want to go to.
You will notice that the text you have hyperlinked has now been underlined and that
its colour has changed. When the slide is viewed in Slide Show view clicking the
hyperlink will take you to whatever slide you have set.
To change the colour of the hyperlinked text, follow the instructions for changing the
slide colour scheme on page 12, but select Accent and hyperlink in the Custom tab
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16.0 Saving Your Presentation
When you save your presentation, by default PowerPoint saves it as a PowerPoint
Presentation file, with the ppt file extension.
If you intend to give your presentation as a PowerPoint show you can save it as a
PowerPoint Show file with a pps file extension. This means when you open the file, it
goes immediately into the show format without the other PowerPoint views.
16.1 Saving a PowerPoint Show
With your presentation open go to File > Save As.
In the Save As dialogue box go to the Save in: box and change the location to
Desktop.
In the Save as Type: box select PowerPoint Show.
Figure 16.1: The ‘Save As’ dialog box
.
Click the Save
button
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This will place the PowerPoint show file on the Desktop ready to run.
17.0 Printing Your Presentation
Printing your presentation is straightforward enough and not dissimilar to Word, but
there are a few things to bear in mind.
17.1 The Quick Way
The quickest way to print is to click the print button on the standard toolbar.
As with Word this prints without further ado, using whatever settings are currently in
place. Usually this results in one copy of all your slides.
17.2 Using the Print Dialogue Box
The print dialogue box affords
much greater control over
printing. To call up the print
dialogue box:
Choose File > Print or
Press Ctrl+P
Figure 17.1 below shows the
print dialogue box.
The Print what box near the
bottom determines what will be
printed. If it is slides you are
after select slides, if it is
handouts, then select handouts
and so on.
You can choose the number of
copies, all or part of a
presentation or even part of an
individual slide.
Figure 17.1 Print Dialogue Box
Note: The handout mode prints several copies of slides on a single sheet of paper.
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