The Department of Academic Information Technology Presents...
A HANDY GUIDE TO
Presentation Creation
When PowerPoint is opened, an initial screen appears which
gives you the option of creating a new presentation using the
AutoContent Wizard, a Design Template, or a Blank
Presentation. From this screen you can also choose to Open
an existing presentation.
Using the AutoContent Wizard
The AutoContent Wizard can provide a sample
presentation to get you started; this can be customized to
meet your needs
Featuring
Marshall McLuhan
Selecting a Design Template
Design templates contain color
schemes, custom formatting, and styled
fonts, designed to create a particular
look.
1. Go to the Format menu and click
Slide Design.
2. A box with various pre-made
designs will appear. Scroll through
the list and double click on one
that suits your presentation.
“All slides in the
presentation will
pick up the same
format, no matter
where its applied!”
1.
2.
3.
4.
5.
Select New from the File menu, and the click From
AutoContent Wizard from the selection box.
At the AutoContent Wizard screen, click Next.
When prompted, click on the presentation type (General,
Corporate…) and then click on the specific presentation
in the box. Click Next.
Select the output type. Click Next.
Type in the presentation title, footer (subtitle), and
options.Click Next.
Creating a Blank
Presentation
1. Select New from the File menu.
2. Click on Blank Presentation.
3. In the new box, click on the preformatted slide that suits your
needs.
4. Click on the frames in the new
slide to add objects like text,
charts, graphics and the like.
5. To add a new slide, click on the
Insert menu and the on New
Slide.
Opening an Existing Presentation
1. Select Open from the File menu. (If you have just
opened PowerPoint, select Open an existing
Presentation from the menu bar)
2. Enter the name of the presentation to open, or browse
through the files to locate and select a file.
3. Click the Open button
Saving a Presentation
1. Click the Save button or select Save from the File menu.
2. Type the name of the presentation in the File Name field.
3. Click the Save button in the Save As window.
Saving a Slide Show
You can save a presentation to automatically run as a slide
show when opened from a desktop.
1. Open the presentation to be saved as a slide show.
2. Select Save As from the File menu.
3. Click PowerPoint Show from the Save as type list.
FORMATTING SLIDES
Using Different Views
There are three views available when working in PowerPoint.
You can easily switch between views
by
clicking on the buttons at the lower
left of the
PowerPoint windows.
Normal View-contains two panes: the slide pane, which
shows the slides in the right side of the screen, and the Outline
or Slide view.
Slide Sorter View-shows small versions of the slides in the
order in which they appear in presentation. Allows the user to
change the sequence of the slides, to add/remove slides, and to
add/remove presentation effects.
Slide Show View-starts the slide show presentation. Each
slide is shown, one at a time, in the full screen.
Working in the Normal View
The Normal View is the default view for PowerPoint. It
allows you to make changes to all aspects of your presentation
at once.
1. Click the Normal View Button at the lower left corner of
the window.
2. Click the Outline pane to edit text throughout the
presentation.
3. Click on the Notes pane to add speaker notes.
4. Click in the Slide pane to edit the slides directly. You can
add
graphics,
movies,
sounds,
hyperlinks
and
animations.
Adding Slide Text
1. Click in the Slide pane.
2. Click inside an existing Text Box button on the drawing
toolbar to add a new text box. (note that the new text will
automatically be added to the outline)
3. Type in the desired text
“You can also make text changes in the
Outline pane. All changes will be
automatically made to the slide.
Formatting Slide Text
1. Select the text you want to format.
2. Choose Font on the Format menu.
3. Change the settings for Font, Font Style,Size,Color,and
Effects.
4. Click on the OK button.
Creating Lists
1. Select the text you want to make into a numbered or
bulleted list
2. Click the Numbering or Bullets button on the
Formatting toolbar.
3. To change the format of the list, right-click on the
selected text and select Bullets and Numbering. Click
on the Numbered or Bulleted tab
4. Select the Style, Size, and Color, then click the OK
button.
To create a numbered list as you type,
type the Number 1, The letter A (or a),
or a Roman Numeral I or i as the first
character in a line followed by a period
or a closing parenthesis
Formatting Slides
1. Choose the slide you wish to format.
2. Select one of the following from the Format menu:
• Slide Layout-allows you to change the layout of the
slide
• Slide Color Scheme– Allows you to edit the color
scheme of a slide.
• Background-allows you to change the color and fill
effects in the background.
• Apply Design Template– allows you to choose a predesigned slide layout.
Using the Slide Master
To make a change to all slides in a presentation, you can
change the Slide Master, and PowerPoint will update any
existing slides and apply the changes to any new slides you
add.
1. Choose the Master from the View menu, then select
Slide Master from the resulting menu.
• To change the text attributes, click on the text area you
wish to change. Right-click on the selected text and
choose Font from the pop-up menu.
• To change the slide format, click on the Format menu
and select Slide Layout, Slide Color Scheme,
Background, or Apply Design Template.
• To have art or text appear on every slide , add it to the
slide master.
2. Click the Close button on the Master Toolbar.
EDITING AND PRINTING
Adding New Slides
1. Click the New Slide button, choose New Slide from
the Insert menu, or press Ctrl + M
2. Select an Auto Layout design for your slide from the
new slide window that appears.
3. Double-click on your Auto-Layout choice, then
click the OK button
Deleting Slides
1. Select the slide you want to delete.
2. Choose Delete Slide from the Edit menu.
“Use the Slide Sorter view to delete
more than one slide. Hold down the
Ctrl key while you click the slides
you wish to delete, and then select
Delete Slide from the Edit menu.”
Duplicating Slides
1. Select the slide or slides you want to duplicate.
2. Choose Duplicate Slide from the Insert menu or press
Ctrl+Shift+D
Copying Slides from a different presentation
1. Display the slide that will precede the slide you want to
insert.
2. Choose Slides from Files from the Insert menu.
3. Type in the presentation name in the File text box and
then click the display button.
4. Select the Slide (or Slides) you want to copy.
5. Click the Insert button. To copy an entire presentation,
click the Insert All button.
6. Click the Close button.
Moving to a Slide
Normal View
• In the Slide pane, drag the vertical scroll bar until the
slide number you want appears, or use the Previous
Slide and Next Slide buttons at the bottom of the
vertical scroll bar to move through the slides one at a
time.
• In the Outline pane, click on the slide number.
Slide Sorter View
• Double-click the slide you wish to view.
Slide Show View
• Right-click anywhere on the screen, and select Go from
the pop up menu. Select Slide Navigator from the
resulting menu.
Checking Spelling
1. Select Options from the Tools menu.
2. Click the Spelling and Style tab.
3. Select the Check Spelling as you type check.
4. As you type, a wavy line will appear under any word
that is not in the dictionary.
5. To correct the spelling, right-click the wavy line and
then click on the correctly spelled word in the pop-up
menu.
“To check the spelling of
the whole presentation
anytime, click the Spelling
button on the toolbar!”
Printing
PowerPoint gives you many options for printing a
presentation. You can print the entire presentation in color,
grayscale, or black & white. You can also print specific
slides, handouts,, notes pages and outline pages.
1. Choose Print from the file menu.
2. In the Print Range section, click on the portion of the
presentation you wish to print.
3. In the Copies section, indicate the number of copies
you wish to print.
4. Select the item you wish to print in the Print what
pull-down menu.
• Slides– prints slides 1 per page.
• Handouts-prints slides to be used as handouts. You
select how many print per page and whether to order
horizontally or vertically.
• Notes Pages– prints presentation notes.
• Outline View-prints the outline for the presentation.
5. Select any other desired print options, then click the
OK button.
CHARTS AND DRAWING
Creating Charts
1. Click the New Slide button, choose New Slide from
the Insert menu, or press Ctrl+M
2. Click on a slide layout containing a chart from the
Auto Layout window, then click the OK button.
3. Double-click on the chart portion of the slide.
4. Enter the data information into the Datasheet window
that appears.
5. Select the chart type (Bar,Line,Pie,etc.) by choosing
Chart Type from the Chart menu, or by clicking the
Chart button.
Changing the Chart Type
1. Choose Chart Type from the Chart menu or click the
Chart button.
2. Select a chart type and click the OK button. Click the
Press and Hold to view Sample button to see preview
of your chart.
Creating and Orienting 3-D Charts
1. Select a 3-D chart type (see Changing Chart Type
above.)
2. Select 3-D View from the Chart menu.
3. Rotate and elevate the graph in the 3-D View window
that appears.
4. Click the OK button when done.
Editing Charts
1. Select Chart Options from the Chart menu.
2. In the Chart Options window that appears, select one
of the three tabs:Titles, Legend, or Data Labels, to edit
the chart.
3. Click the OK button when done.
Creating Tables
1. Click the New Slide button, choose New Slide from
the Insert menu, or hit Ctrl+M
2. Click on a slide layout containing a table from the
Auto Layout window. Then click the OK button.
3. Double-click on the table portion of the slide.
4. Enter the number of columns and rows for the table in
the Insert Table window.
5. Click the OK button.
6. Enter the information into the table.
“You can also insert a
table into any slide by
selecting Table from the
Insert menu and then
following steps four
through six above.”
Inserting Clip Art
1. Click the New Slide button, choose New Slide from
the Insert menu, or hit Ctrl+M.
2. Click on a slide layout containing clip art from the
Auto Layout window, then click the OK button.
3. Double-click on the clip art portion of the slide to add
clip-art.
4. Select a category of clip-art by clicking a thumbnail in
the Clip Gallery window.
5. Click on the clip art you wish to insert.
6. Select the Insert clip button from the resulting menu.
“You can also insert
clip art into any slide
by pressing the Insert
Clip Art button and
then following steps 4
through 6 above.”
Inserting Hyperlinks
1. Highlight the word or phrase to be made into a link.
2. Click the Insert Hyperlink button, select Hyperlink from
the Insert menu, or press Ctrl+K.
3. Type in the URL to link to a web page, or type the path of
a local file to link to that file
4. Click the OK button.
SLIDE SHOWS
Viewing Slide Shows
1. Click the Slide Show button, select View Show from
the Slide Show menu, or press F5
2. Follow the Navigational Functions instructions for
the Slide Show View on page six.
Changing Slide Order
1. Click on the Slide Sorter button, or select Slide
Sorter from the View menu.
2. Click and hold the mouse button on the slide you
wish to move.
3. Drag the slide to its new location and release the
mouse button. The vertical line indicates where the
slide will be moved to.
Setting Transitions
1. Click the Slide Sorter button
or select Slide Sorter from
the View Menu.
2. Click the Slide Transition
button or select Slide
Transition from the Slide
Show menu.
3. Select a transition effect,
advance cue, and sound effect
from the resulting Slide
Transition menu.
4. Click the Apply button to
apply the transition settings
to the current slide, or click
the Apply All button to apply the settings to all of
the slides.
Setting Slide Show Timing
1. Select the slide or slides you want to set the timing
for in the Normal or Slide Sorter view.
2. Select Slide Transition from the Slide Show menu.
3. Click Automatically after under the Advance
section. Enter the number of seconds you want the
slide to appear on the screen.
4. Click the Apply button to apply the timing to the
selected slides. Click the Apply to All button to
apply the timing to all slides in the presentation.
5. Repeat the above steps for each slide you want to set
the timing for.
6. To view the timings, click the Slide Show button at
the lower left of the PowerPoint window.
“To have the next slide appear either
when you click the mouse or
automatically after the number of
seconds you enter-whichever comes
first-select both the mouse On mouse
click and the Automatically after check
boxes.”
Using PowerPoint Viewer
The PowerPoint viewer is a program that allows you to run
slide shows on computers that do not have PowerPoint
installed. To load the viewer on the same disk that contains a
presentation use the Pack and Go wizard.
1. Open the presentation you want to run on another
computer.
2. Select Pack and Go from the File menu.
3. Follow the instructions in the Pack and Go Wizard.
“Unpack your presentation and view it to
make sure that all the features in your
presentation are available.”
Using the Animation Effects
1. Select Toolbars from the View menu.
2. Place a check beside Animation Effects.
3. Click on the slide and object, such as title or text, which
you wish to animate.
4. Select the desired animation effect by clicking the
corresponding button in the Animation Effects toolbar.
Buttons and their effects are described as follows:
Animation Title– animates the title of the slide. The
animation of the title can be altered by selecting a specific
animation effect.
Animate Slide Text– causes elements of lists to sequentially
appear. You can alter the animation of each of the elements
by selecting a specific animation effect.
Drive-In Effect– text/object floats across the screen, line by
line, and stops with a screeching sound.
Flying Effect– text/object slides, line by line, onto the screen
from a defined direction along with a whipping sound.
Camera Effect– text/object appears outward from the center
along with a camera clicking sound.
Flash Once– text/object flashes line by line on the screen
and then disappears.
Laser Text Effect– text/object enters one letter at a time
along with a space age laser sound.
Typewriter Text Effect– text/object is typed onto the
screen, letter by letter, with typing sounds.
Reverse Order Text Effect– lists appear in reverse order.
Drop-In Text Effect– text/object drops word by word into
position from the top of the screen.
Custom Animation- opens a Custom Animation window
that allows you to select which objects of the slide to
animate, and preview the animation. The Custom Animation
window includes four tabs for manipulating the animation:
order and Timing, Effects, Chart Effects, and Multimedia
Settings.
“Animation effects only
appear in the slide show
view or in a preview of the
slide.”
Standard Toolbar
New Presentation
Open
Save
E-Mail
Print
Spelling
Cut
Copy
Paste
Format painter
Undo
Redo
Insert Hyperlink
Tables and Borders
Insert Table
Insert Chart
New Slide
Expand All
Show Formatting
Zoom
Help
NEW
SAVE
OPEN
Ctrl+N
Ctrl+O
Ctrl+S
none
Ctrl+P
F7
Ctrl+X
Ctrl+C
Ctrl+V
none
Ctrl+Z
Crtl+Y
Ctrl + K
none
none
none
Ctrl+M
Alt+Shift+9
none
none
F1
SEARCH
E-MAIL
FONT TYPE
SPELL CHECK PASTE PAINTER
VIEW
BOLD
FONT SIZE
File, New
File, Open
File, Save
File, Send To
File, Print
Tools, Spelling
Edit, Cut
Edit, Copy
Edit, Paste
none
Edit, Undo
Edit, Redo
Insert, Hyperlink
none
Insert, Table
Insert, Chart
Insert, New Slide
none
none
View, Zoom
Help
CUT
PASTE
REDO
UNDO
Font
Font Size
Bold
Italic
Underline
Text shadow
Align left
Numbering
Bullets
Increase font size
Decrease font size
TABLE
CHART
LINK
BORDERS
Format, Font
Format, Font
Format, Font
Format, Font
Format, Font
Format, Font
Format, Alignment
Format, Bullets
format, Bullets
Format, Font
Format, Font
SHOW FORMATTING COLOR/GRAY
EXPAND SHOW GRID
VIEW SIZE
UNDERLINE LEFT JUST. RIGHT JUST. CHANG TEXT DIR BULLETS INDENTS FONT COLOR NEW SLIDE
ITALICS
SHADOW
CENTER FULL LINE NUMBERED FONT SIZE
Exercises
1.
2.
3.
4.
5.
6.
7.
8.
9.
none
none
Ctrl+B
Ctrl+I
Ctrl+U
none
Ctrl+L
none
none
Ctrl+Shift+>
Ctrl+Shift+<
Launch the application, begin a new project.
Create a slide with a headline and a supporting paragraph.
Create a slide with a paragraph and a graphic.
Create a slide with a headline and a bulleted list
Apply a design scheme to the presentation.
Add animation effects to the presentation.
For the presentation, set up an automatic slide transition.
Print the presentation.
Save the presentation to disk.
DESIGN WIZARD
HELP