Monday, January 24, 2011

Powerpoint Lectures SY 2010 - 2011

Starting PowerPoint

PowerPoint is a powerful application that enables you to create presentations that can be viewed on a computer. Using PowerPoint, you can print handouts or create film slides for a presentation. PowerPoint also enables you to add animation and sound to your presentations, which makes it the perfect tool for business presentations or classroom lectures.


To start PowerPoint, follow these steps:


1.Click the Start button.
2.Move your mouse pointer to all Programs. A menu of programs appears. Point at the Microsoft Office icon.
3.Move your mouse pointer to the Microsoft Office PowerPoint icon and click it. The PowerPoint application window opens.

Planning Your Presentation

The first step in any successful venture is planning, and your PowerPoint presentations are no exception. Planning consists not only of mapping out what your presentation will say, but how it will be said—the text you need, the data you want to display, and the images you need to tell your story. Planning also consists of deciding on a look, a feel, and a tone for your presentation.

To help you turn the plan in your head into a presentation onscreen consider these questions:

■ Do I know what I want to say?

This means more than what information you’ll be providing. It also refers to your “message.” If you’re giving a presentation on sales to your board of directors, it’s a much different presentation than the one you’d give to your sales reps on the same topic. Think about what the audience cares about, what will interest them most, and what their background with the topic is, and plan accordingly.

■ Do I have all the information I need?

Make sure any files, facts, figures, statistics, and terms are at your fingertips before you sit down to build your slides.

■ Do I have all the images I need?

Gather all the graphics you need to use and make sure they’re accessible while you’re working on the presentation. It’s a good idea to make sure they’re all good quality images, too—if a faded photo or a graphic with choppy edges is displayed on a wall or large monitor, the problems will be magnified.

■ Do I know where the presentation will be given?

If you aren’t sure where the presentation will take place, find out now. Why does this matter? Because your presentation should be aimed at the lowest common denominator. This means it has to be legible to the person seated farthest from the screen or monitor, and it must be audible to the person in the back of the room with the worst hearing. This is more of a challenge in a large hall than in a reasonably sized conference room. It’s also a good idea to test all your projection equipment prior to the presentation, for obvious reasons.

Exiting PowerPoint

To exit PowerPoint, perform one of the following:

•Click the PowerPoint window's Close (X) button.
•Double-click the Control Menu icon in the left corner of the title bar, or click it once to open the Control menu and then select Close.
•Open the File menu and select Exit.
•Press Alt+F4.

Starting a New Presentation

PowerPoint offers several ways to create a new presentation. Before you begin, decide which method is right for you:

•The AutoContent Wizard offers the highest degree of help. It walks you through each step of creating the new presentation. When you're finished, you have a standardized group of slides, all with a similar look and feel, for a particular situation. Each slide created includes dummy text that you can replace with your own text.

•A design template provides a professionally designed color, background, and font scheme that applies to the slides you create yourself. It does not provide sample slides.

•You can also start a new presentation based on an existing presentation. This "copies" all the slides in the existing presentation and allows you to save the new presentation under a new filename.

•You can start from scratch and create a totally blank presentation. That means that you build the presentation from the ground up and create each slide in the presentation. (Beginners might want to use the wizard or templates until they get a feel for the overall design approach used to create a cohesive slide presentation.)

Understanding PowerPoint's Different Views

PowerPoint can display your presentation in different views. Each of these views is designed for you to perform certain tasks as you create and edit a presentation.

To change views, open the View menu and choose the desired view: Normal, Slide Sorter, Slide Show, or Notes Page.
•Normal— The default, three-pane view.
•Slide Sorter— This view shows all the slides as thumbnails so that you can easily rearrange them by dragging slides to new positions in the presentation .
•Slide Show— A specialized view that enables you to preview and present your show onscreen. It enables you to test the presentation as you add slides, and it is used later when your presentation is complete.
•Notes Page— This view provides a large pane for creating notes for your speech. You can also type these notes in Normal view, but Notes Page view gives you more room and allows you to concentrate on your note text.

Moving from Slide to Slide

PowerPoint provides several ways to move from slide to slide in the presentation. The particular view you are in somewhat controls the procedure for moving to a specific slide.

In the Normal view, you can move from slide to slide using these techniques:

•Click the Outline tab on the far left of the window. To go to a particular slide in the outline, click the slide icon next to the slide number .
•Press the Page Up or Page Down keys to move to the previous or next slide, respectively.
•Click the Previous Slide or Next Slide button just below the vertical scrollbar, or drag the scroll box inside the vertical scrollbar until the desired slide number is displayed.
•Click the Slides tab on the far left of the PowerPoint window. This enables you to move from slide to slide in the Normal view by selecting a particular slide's thumbnail. When you click the thumbnail, the slide appears in the Slide pane.

Editing Text in the Slide Pane

The text on your slides resides within boxes (all objects appear on a slide in their own boxes for easy manipulation). To edit text on a slide, click the text box to select it and then click where you want the insertion point moved, or select the text you want to replace

Applying a Different Design Template


You can apply a different template to your presentation at any time, no matter how you originally created the presentation. To change the design template, follow these steps:

1.Select Format, Slide Design to open the Slide Design task pane. Then, if necessary, click the Design Templates icon at the top of the task pane. This provides a listing of PowerPoint's many design templates.
2.Click the template that you want to use in the list. The template is immediately applied to the slide in the Slide pane.
3.When you have decided on a particular template (you can click on any number of templates to see how they affect your slides), save the presentation (click the Save button on the toolbar).

Using Color Schemes

Design templates enable you to change the overall design and color scheme applied to the slides in the presentation (or selected slides in the presentation, as discussed in the previous section). If you like the overall design of the slides in the presentation but would like to explore some other color options, you can select a different color scheme for the particular template that you are using.
The number of color schemes available for a particular design template depends on the template itself. Some templates provide only three or four color schemes, whereas other templates provide more. As with design templates, you can assign a new color scheme to all the slides in the presentation or to selected slides.

To change the color scheme for the presentation or selected slides, follow these steps:

1.In the Normal or Slide Sorter view (use the Slide Sorter view if you want to change the color scheme for selected slides), open the task pane by selecting View, Task Pane (if the task pane is already open, skip to the next step).
2.Select the task pane's drop-down arrow and then select Slide Design-Color Schemes. This switches to the Color Schemes section of the Slide Design task pane. The color schemes available for the design template that you are using appear in the Apply a Color Scheme section .
3.(Optional) If you are in the Slide Sorter view and want to assign a new color scheme only to selected slides, select those slides (click the first slide and then hold down Ctrl and click additional slides).
4.To assign the new color scheme to all the slides in the presentation, click a scheme in the Slide Design task pane. If you are assigning the color scheme only to selected slides, point at the color scheme and click its drop-down arrow. Select Apply to Selected Slides.

Changing the Background Fill

You can also fine-tune the color scheme that you add to a slide or slides by changing the background fill. This works best in cases where the design template and color scheme that you selected don't provide a background color for the slide or slides. You must be careful, however, because you don't want to pick a background color that obscures the text and graphics that you place on the slide or slides.

To change the background fill on a slide or slides, follow these steps:

1.Switch to the Slide Sorter view (select View, Slide Sorter).
2.(Optional) If you are going to change the background fill for selected slides, select those slides in the Slide Sorter window.
3.Select the Format menu and then select Background. The Background dialog box appears.
4.Click the drop-down arrow at the bottom of the dialog box and choose a fill color from the color palette that appears.
5.To assign the fill color to all the slides in the presentation, click Apply to All. To assign the fill color to selected slides (if you selected slides in step 2), click Apply.


Inserting Slides into a Presentation

You can insert slides into your presentation. You can insert blank slides or you can insert slides from other presentations.

Inserting a New, Blank Slide

You can insert a slide into a presentation at any time and at any position in the presentation. To insert a new slide, follow these steps:

1.On the Outline or Slides pane, select the slide that appears just before the place where you want to insert the new slide (you can also insert a new slide in the Slide Sorter view, if you want).
2.Choose the Insert menu and then New Slide, or click the New Slide button on the PowerPoint toolbar. A new blank slide appears in the PowerPoint window, along with the Slide Layout task pane.
3.In the Slide Layout task pane, select the slide layout that you want to use for the new slide. Several text slide layouts and layouts for slides that contain graphics are provided.
4.Follow the directions indicated on the slide in the Slide pane to add text or other objects. For text boxes, you click an area to select it and then type in your text. For other object placeholders, you double-click the placeholder.

Cloning a Slide To create an exact replica of an existing slide (in any view), select the slide you want to duplicate. Click Insert and then select Duplicate Slide. The new slide is inserted after the original slide. You can then choose a different layout for the slide if you want.

Deleting Slides

You can delete a slide from any view. To delete a slide, perform the following steps:

1.Select the slide you want to delete. You can delete multiple slides by selecting more than one slide (on the Outline or Slides pane or in the Slide Sorter view).
2.Choose the Edit menu, and then choose Delete Slide. The slide is removed from the presentation.

Use the Delete Key You can quickly delete slides by selecting the slide or slides and then pressing the Delete key on the keyboard.

If you deleted a slide by mistake, you can get it back. Select Edit, Undo, or press Ctrl+Z. This works only if you do it immediately. You cannot undo the change if you exit PowerPoint and restart the application.

Rearranging Slides in Slide Sorter View

Slide Sorter view shows thumbnails of the slides in your presentation. This enables you to view many if not all slides in the presentation at one time. Slide Sorter view provides the ideal environment for arranging slides in the appropriate order for your presentation. To rearrange slides in Slide Sorter view, perform the following steps:

1.If necessary, switch to Slide Sorter view by selecting View and then choosing Slide Sorter.
2.Place the mouse pointer on the slide you want to move.
3.Hold down the left mouse button and drag the slide to a new position in the presentation. The mouse pointer becomes a small slide box.
4.To position the slide, place the mouse before or after another slide in the presentation. A vertical line appears before or after the slide .
5.Release the mouse button. PowerPoint places the slide into its new position and shifts the surrounding slides to make room for the inserted slide.

Creating a Text Box

If you want to add additional text to a slide that will not be contained in one of the text boxes already on the slide, you must create a new text box.

Text Box - A text box acts as a receptacle for the text. Text boxes often contain bulleted lists, notes, and labels

To create a text box, perform the following steps:


1.If necessary, switch to the Normal view (select View, Normal). Use the Slides or Outline tab on the left of the workspace to select the slide that you want to work on. The slide appears in the Slide pane.
2.Click the Text Box button on the Drawing toolbar (if the Drawing toolbar isn't visible, right-click any toolbar and select Drawing).
3.Click the slide where you want the text box to appear. A small text box appears. (It will expand as you type in it.)
4.Type the text that you want to appear in the text box. Press Enter to start a new paragraph. Don't worry if the text box becomes too wide; you can resize it after you are done typing.
5.When you are finished, click anywhere outside the text box to see how the text appears on the finished slide.
You can also add a text box via the Insert menu. Select Insert, then Textbox. Then use the mouse to "draw" the text box on the slide. Using this command set to create a textbox actually allows you to create the width of the text box before you enter the text.

Sizing and Moving Text Boxes

You can size any of the text boxes on a slide. You can also move them on the slide. To size a text box follow these steps:

1.Select the text box.
2.Place the mouse on any of the sizing handles that appear on the box (they will be small round circles).
3.When you place the mouse on the sizing handle a sizing tool appears. Click and drag the sizing handle to change the size of the box. To retain the height-width ratio of the text box, use a sizing handle on any of the text box corners and drag on the diagonal. To move a text box, place the mouse pointer on any of the box borders. The mouse pointer becomes a move tool. Drag the box to any location on the slide.

Deleting a Text Box

You can delete text boxes from your slides. Select the text box (so that handles appear around it and no insertion point appears inside it), and then press the Delete key.

Formatting Text with the Formatting Toolbar

The Formatting toolbar provides several buttons that enable you to change font attributes for the text on your slides. It makes it easy for you to quickly bold selected text or to change the color of text in a text box.

To use the different Formatting toolbar font tools, follow these steps:

1.To change the look of existing text, select the text, or select a particular text box to change the look of all the text within that box.
2.To change fonts, open the Font drop-down list and click the desired font.
3.To change font size, open the Font Size drop-down list, click the desired size or type a size directly into the box, and then press Enter.
To increase or decrease the text size to the next size up or down, click the Increase Font Size or Decrease Font Size buttons on the Formatting toolbar.
4.To add a style or effect to the text (bold, italic, underline, and/or shadow), click the appropriate button.

Adding a WordArt Object

PowerPoint comes with an add-on program called WordArt that can help you create graphical text effects. You can create text wrapped in a circle and text that has 3D effects and other special alignment options. To insert a WordArt object onto a slide, perform the following steps:

1.In the Slide view, display the slide on which you want to place the WordArt object.
2.Click the Insert menu, point at Picture, and then select WordArt (or select the WordArt button on the Drawing toolbar). The WordArt Gallery dialog box appears, showing many samples of WordArt types.
3.Click the sample that best represents the WordArt type you want and click OK. The Edit WordArt Text dialog box appears .
4.Choose a font and size from the respective drop-down lists.
5.Type the text you want to use into the Text box.
6.Click OK. PowerPoint creates the WordArt text on your slide

Inserting an Image from the Task Pane

To insert a piece of the clip art using the task pane, follow these steps:

1.Select the slide on which you want to place the image so that it appears in the Slide pane.
2.Select Insert, point at Picture, and then select Clip Art. The Clip Art task pane appears.
3.Type keywords into the Search Text box in the task pane that will be used to find your clip art images.
4.Click the Search button. Images that match your search criteria appear in the task pane as thumbnails.
5.In the Results list, locate the image that you want to place on the slide. Then click the image, and the clip art is placed on the slide

Inserting a Clip from a File


If you have an image stored on your computer that you would like to place on a slide, you can insert the picture directly from the file. This means that you don't have to use the Clip Art task pane to search for and then insert the image.

To place a graphical image on a slide directly from a file, follow these steps:

1.Select the slide on which the image will be placed.
2.Select the Insert menu, point at Picture, and then select From File. The Insert Picture dialog box appears.
3.Select the picture you want to use. You can view all the picture files in a particular location as thumbnails. Select the Views button, and then select Thumbnails on the menu that appears.
4.Click Insert to place the image on the slide.

Working with Layers of Objects

As you place objects onscreen, they might start to overlap, creating layers of objects where the lower layers are often difficult or impossible to select. To move objects in layers, perform the following steps:

1.Click the object you want to move up or down in the stack. If the Drawing toolbar is not available in the PowerPoint window, right-click on any toolbar and select Drawing from the menu that appears.
2.Click the Draw button on the Drawing toolbar to open the Draw menu, and select Order.
3.Select one of the following options:
oBring to Front— Brings the object to the top of the stack.
oSend to Back— Sends the object to the bottom of the stack.
oBring Forward— Brings the object up one layer.
oSend Backward— Sends the object back one layer.

Grouping and Ungrouping Objects

If you want to treat two or more objects as a group, perform the following steps:

1.Select the objects you want to group. Remember, to select more than one object, hold down the Shift or Ctrl key as you click each one.
2.Click the Draw button on the Drawing toolbar to open the Draw menu, and then select Group.
3.To ungroup the objects, select any object in the group and select Draw, and then choose Ungroup.

Rotating an Object

When you select an object on a slide, a handle with a green end on it appears at the top center of the object. This is the rotation handle, and it can be used to rotate any object on a slide. The rotation handle enables you to revolve an object around a center point.

To rotate an object, do the following:

1.Click the object you want to rotate.
2.Place the mouse pointer on the object's Rotation handle (the green dot) until the Rotation icon appears.
3.Hold down the mouse button and drag the Rotation handle until the object is in the position you want.
4.Release the mouse button.

Resizing Objects

You will find that objects such as pictures and clip art are not always inserted onto a slide in the correct size. You can resize the object by performing these steps:

1.Select the object to resize. Selection handles appear.
2.Drag one of the following handles (the squares that surround the object) until the object is the desired size:
oDrag a corner handle to change both the height and width of an object. PowerPoint retains the object's height-to-width ratio.
oDrag a side, top, or bottom handle to change the height or width alone.
oTo keep the original center of the object stationary while sizing, hold down the Ctrl key while dragging a sizing handle.
3.Release the mouse button when you have completed resizing the object.

Cropping a Picture

In addition to resizing a picture, you can crop it; that is, you can trim a side or a corner off the picture to remove an element from the picture or cut off some whitespace. This enables you to clean up the picture within the object box.

To crop a picture, perform the following steps:

1.Click the picture you want to crop.
2.To crop the picture, you need the Picture toolbar. Right-click any toolbar currently showing in the PowerPoint window and select Picture. The Picture toolbar appears.
3.Click the Crop button on the Picture toolbar. Cropping handles appear around the picture
4.Move the mouse pointer over one of the cropping handles. The mouse pointer becomes the same shape as the cropping handle. (Use a corner handle to crop two sides at once. Use a side, top, or bottom handle to crop only one side.)
5.Hold down the mouse button and drag the pointer until the crop lines are where you want them.
6.Release the mouse button. PowerPoint crops the image.
7.After cropping that image, move or resize the picture as needed.

Viewing an Onscreen Slide Show

Before you show your presentation to an audience, you should run through it several times on your own computer, checking that all the slides are in the right order and that the timings and transitions between the slides work correctly.

You can preview a slide show at any time; follow these steps:

1.Open the presentation you want to view.
2.Choose the Slide Show menu and choose View Show. The first slide in the presentation appears full screen. A series of icons appear at the bottom left of the presentation screen. There is a previous slide arrow, a pen icon, a menu icon, and a next slide arrow. We will discuss the pen and menu icons later in the lesson.
3.To display the next or the previous slide, do one of the following:
oTo display the next slide, click the left mouse button, press the Page Down key, or press the right-arrow or down-arrow key. You can also click the right-pointing arrow that appears at the bottom left of the slide.
oTo display the previous slide, click the right mouse button, press the Page Up key, or press the left-arrow or up-arrow key. You can also click the left-pointing arrow that appears at the bottom left of the slide.
4.When you have finished running the slide show, press the Esc key.

Adding Transitions

A transition is how PowerPoint gets from one slide to the next during an onscreen slide show. Slide transition are special effects that you could add between slides. When you view a whole presentation, it advances one slide after the other. The transition draws the next slide on the screen with a special effect.
The easiest way to apply special effects is to:

To apply transition effect to your slide, Click the slide. On the slide show menu, choose slide transition, the slide transition dialog box opens. From this dialog box, you can have a preview of the effect and adjust the speed before each transition. You can also select the amount of time you want the slide to remain to your screen from this dialog box. As a default, the dialog box selects the On mouse click, this means that the slide will advance to the next one as you click your mouse or press an arrow key on your keyboard.

Animating slide content

Animating slide content means assigning effects on bulleted items or graphic object on your slide. The transition effect that we have done before makes the bulleted items appear all at once. We can make bulleted list appear sequentially during a slide show by assigning animation to them. This process is called slide building in PowerPoint.
To Build your slide, first select with bulleted items then beside the slide transition effect drop-down list, choose an animation from the text preset animation drop-down list. You can control the slide building process more by using the Custom Animation dialog box.

To apply animation, click on the Slide Show Menu, then choose Custom Animation. Then follow the instructions below:

1.Click on the object from the slide objects without animation selections.
2.Choose the animate option box.
3.It will now be moved in the animation order list box. Click on the object where you want to apply the text.
4.Click on the effects tab to choose an effect.

After establishing the animation order of your slide objects, you can now choose the animation effect. Still at the Custom Animation dialog box, click on the Effects tab. The Animation order list also appears on this tab and the slide preview. To apply object animation:

1.Choose an object to apply the effect.
2.Choose the animation and sound effect from this selection.
3.You can even choose an after effect from this list box. Choose from a variety of colors.
4.Choose if the animation should be by letter, word or all at once.
5.Take a preview of your animation design.
6.To finally apply the finishing touches.