BASIC POWER POINT

1.  PowerPoint is presentation software that allows you to introduce information about a topic. It includes enhanced text and drawing effects.  Text can be animated.  There are multimedia features including sounds, movies, and pictures from the clip gallery. Presentations can be created for the Internet with image maps and links to other Web pages and narration.

2.  Open PowerPoint by clicking on the PowerPoint icon (a small screen) on the Office toolbar at the top of your screen or double-click on the PowerPoint icon on your desktop.  Unless otherwise noted, click your left mouse button. 

Using Templates

3.  The Power Point dialog box appears.  Select the AutoContent Wizard option. AutoContent contains a series of templates you can use to create your own presentation.  Click on OK to close the box and begin creating a presentation.

4.  The first screen of the AutoContent Wizard is an introductory screen that says it will help you organize your presentation.  The graph on the left highlights Start since this is the Start screen. 

5.  Click on Next>.  Note the graph on the left now highlights Presentation type. This screen will help you decide what type of presentation to create.       Click on the All button to see a list of all available templates.  Then click on Organization Overview from the All list.  Click on Next>.  We'll create an office organization chart.6.On the Output Options screen, select Presentations, informal meetings, handouts so it will look like a presentation.  Click on Next>.

7.   On the Presentation Style screen, select On-screen presentation and Yes. Click on Next>.

8.   On the Presentation Options screen, click in the white area under Presentation title:  Delete what is there and type the name of your department.  Tab once.  Under Your name:, type your name.  Tab once.  Under Additional information:, type the name of your college.  Click on Next>.  On the next screen, click on Finish.

9.   An outline appears on the screen which contains the information you entered.  You can type over the highlighted text if you wish to make any changes.  This is the Outline View.  On the right, you will see the highlighted information in slide form.  This slide shows how your information will look during your presentation.

Deleting Information

11.   To delete those slides, select the text following number 3 by clicking on the icon following that number.  The text for number 3 will be selected. 

12.   Hold down your Shift key and do the same for number 10.  Once all of the text is selected, hit the Delete key.  Then click OK.

13.   Go to the slide view by selecting View/Slide.  A slide with information we won't need should appear on the screen.  Click on Edit/Select All.  Then click on Edit/Cut.  Return to the outline view by selecting View/Outline.  Click on the icon following #1 to highlight the text in #1.

Power Point Features

14.   Note the menu bar at the top of the screen with File, Edit, View, Slide Show, etc. options. These options have drop-down menus to allow you to perform a variety of functions with your document.  Click on View/ Slide.   You can see the information you inserted in the format it will be in when you actually present it.  Try some of the other menu bar options.  Click once on the option and look at some of the choices in the drop-down menus.

15.   Below the menu bar is the Standard Toolbar.  It contains buttons for commonly-used options in the menu bar.  You can see what each button is used for by pointing to the button.  A small tag called a Screen Tip will appear that explains what the button is used for.  Point to the Slide Layout button.  The tag will say Slide Layout.  Click on it.  You see a Slide Layout dialog box with the current style of your first slide highlighted.  Close the box by clicking on Cancel.  Click on View/ Outline to go back to our original screen.

16.   Underneath the toolbar is the formatting toolbar.  It allows you to change the appearance of the text in your document.  Again, each options contains a tag, so if you point to it, the tag will appear.  Point to the S and you will see the word Shadow.  This option allows you add/ change/ remove a shadow from an object. 

17.   To the left of the document is the Outlining toolbar.  It allows you to easily move information around in the outline. One very helpful feature is the CommonTasks toolbar. Click on View/Toolbars.  Select Common Tasks.The Common Tasks toolbar will float on the screen.  It contains three options, one of which is New Slide.  

Adding Slides

18. To add a second slide, click on the second style in the top row to highlight it, then click on OK.   By choosing a different style for your second slide, you change the look of your presentation.  In the outline, make sure your cursor appears next to #2 to indicate you are working on the second slide.  Type a line of information for your second slide, e.g. 2006 Staffing.  Click on View/Slide to see the slide. 

Changing the Master Slide

19.   Note there is a line of text running down the left side of the slide.  We don't want this information on our slides.  That information has appeared on each of our slides so far because it is on the Slide Master. The Slide Master allows you to include information that you want on every slide in your presentation.  It also allows you to delete unwanted information.  

20.   Click on View/ Master/ Slide Master.  Click on the text on the left of the slide to select it.  Click on Edit/ Select All.  Then click on Edit/ Clear.  In the floating Master Box on the screen, click on the Close button.  The text has been deleted from your second slide. 

21.   This action deletes the selected text from all of your slides except the title slide.  Go back to your title slide.  There are several ways to do this.  Click on View/Slide Sorter.  Then double-click on your first slide. 

22.    Click on View/Master/Title Master.  Select the text and click on Edit/Select All.  Then click on Edit/Clear. 

23.    Click on View/Slide to return to the first screen.  

Saving Your Presentation

More Power Point Features

25.   At the bottom of the document, on the left are five View icons Slide View, Slide Outline View, Slide Sorter Vie, Notes Page View and Slide Sorter.  These provide easy movement for you from one type of view to another. Click on the Slide View icon.  Click on each icon to see what you are presented with.  If your presentation fills the entire screen, click on the ESCape button on the keyboard.  These icons at the bottom allow you to move from view to view as you prepare your presentation.

26.   At the bottom is the status bar.  It tells you the type of view you are looking at as well as the type of design you are working with.  This status bar should read Slide 1 or 2 of ? and Default Design.

27.    Click on the Web Toolbar button  to see how you can utilize Power Point for your Web interactions.  Note that a new toolbar pops up under the formatting toolbar with Web icons.  Then click on the Web Toolbar button again to return to the standard interface.  

28.   The two toolbars at the top of the screen are the most useful.  But there are others you can utilize.  Keep in mind that each toolbar reduces the size of the document window the window you are now typing in.  Look at some of the other available toolbars.  Click on View/ Toolbars.  Notice that Standard,Formatting, Common Tasks and Drawing are checked.   Click one of the other toolbars.  Then click View again and click on the toolbar you just selected to disable it.

29.  Click on the question mark at the end of the toolbar.  This is labeled the Office Assistant, but is usually called the Wizard.  You can elect to use the Wizard by clicking on it.  Also, every once in awhile, when the program detects you may have a problem, the Wizard will pop up.  Notice the Wizard offers you topics to choose from as well as an area where you can enter a question.  You can also change the Wizard image.  Click on Options/ Gallery and find a new Wizard.  Choose a new Wizard and click OK.  Then click on the X in the Wizard box to close it.

The Organization Chart

30.    Click on the down arrow on the scroll bar at the right to move to your second slide.  Click in the box that indicates you can add text.  Type two or three lines of text.  Click on New Slide in the Common Task box.  This time, add an Organization Chart.  Highlight the third style in the second row and click OK.  The words Click to Add Title will appear at the top of the page.  Click in that area and type the name of your department.  In the lower part of the slide is an icon.  Underneath, it reads Double click to add org chart.  Double-click on that icon. 

31.   Look for a highlighted area that reads Type name here.  Type the name of the head of  your department.  Hit Enter and type that person's title.  Click somewhere outside that box to deselect it.

32.   Under the top box are three boxes for the names and titles of individuals who report to that department head.  Fill them in.  If there are only two direct reports, highlight one of the boxes and click on Delete.  If you need more than three boxes, click on one of the Co-worker buttons, then click on one of the boxes. 

33.   Fill out the rest of the chart.  Use the Subordinate, Co-worker and other buttons as needed.  Save your file.  On the Menu bar, click on File/Update Presentation1.  Click on File/Save.  The Save window appears.  Click on the Save button. 

34.   Close the Wizard by clicking on the X in the upper-right corner of the Wizard box.    Slide 3 should be visible. 

35.  Suppose you want to have a third row.  You have people reporting to the department head, but their rank is a little lower than the direct reports you have already entered. 

36.   Highlight one of your direct report boxes.  Click on the Subordinate button.  Then click on the direct report box again.  A new box will appear below it.   Type the same information in the new box.    Then click on the box above it.  We'll white it out first.  Click on Boxes/Colori and click on the white square.  Click OK.
Right-click on that same box and point to Border Style and click on None. 

37.   Click in the square and delete any text you have typed.  Click on File/Update presentation.  Click on the icon in the upper-left corner and click on Close. 

38.   The chart is selected.  Click outside the box to deselect it. 

39.  As you can see, we need to connect two lines.  Click on the slanted single line on the Drawing toolbar at the bottom of the screen.  It will turn to a crosshair.  Attach the lines.

40. Close PowerPoint by clicking on the iconin the upper left corner and selectingClose.

Opening an Existing File

41.    Start Power Point.  Click on Open an Existing Presentation.  Click OK.  

42.  Click once on the down arrow on the scroll bar on the right to see your second slide.

More Templates

43.      Click on File/New.  Then click on the Presentations tab.  Choose one of the templates.  Be sure to begin with the Outline view.  Save your file.

Your Presentation

44.   Use the up arrow of the scroll bar to move to the first slide.    Click on File/ New. 

45.  The New Presentation dialog box appears.  Click on the Presentation tab.  You will  see the AutoContent Wizard icon.  It is there if you want to use it.  

46.  The New Slide dialog box appears.  

47. Select the first style in the third row and click OK.  Add a title and some text.

48.    Double-click on the picture icon.  In the Clip Gallery dialog box, click on the Clip Art tab.  Choose a picture.  Click on it, then click on the Insert button.  The picture will be inserted into your presentation. 

49.  Save the file to your C: drive and add at least five more slides.

50.  Save the entire presentation to your C: drive.

51. Let's look at the outline of our presentation.  Click on the Outline icon at the bottom of the screen.  Click on the Slide icon at the bottom of the screen to return to your main screens.

52.   Click on the Slide Sorter View icon to see all of  your slides. Click on the Slide icon at the bottom of the screen to return to your main screens.

53.  Click on the Slide Show icon at the bottom of the screen.  Note the slide show fills the entire screen.  Click anywhere on the screen to go through your slides.

54.   Edit your presentation.  Go to View/ Outline.  Click on # 1 so all of the text is highlighted.  Go to View/ Slide.  Click on Apply Design in the Common Task toolbar.  A folder entitled Presentation designs will be listed after Look in: Scroll through the designs and choose one you like.  Click on Apply.

ADVANCED POWER POINT

1.  Open PowerPoint.    Select Blank Presentation and click OK to create a new file.  In the AutoLayout pop-up box, be sure the first slide format is selected and click OK.  Create a title slide with Year2006 as the title.  

2.  Be sure the Common Tasks toolbar is floating on the screen.  If not, select View/Toolbars/ Common Tasks.  Create a second slide by clicking on New Slide in the Common Tasks toolbar.  In the AutoLayout pop-up box, select the second slide format in the first row and click OK.  Type a short list of the items in your home you wish to check.  Save your file.

Consistency

3.   Consistency is important in a PowerPoint  presentation.  There are three ways to make a presentation consistent: with masters, color schemes, and/or design templates.

Masters

4.   There are two master slides that are available for your presentations: Title Masters and Slide Masters. Masters provide a common slide format for your presentation.  They also hold background items, such as graphics you want to appear on every slide or on your title slide.

5.   The TitleMaster controls the format and placement of the title slide and any other slide you designate as a title slide.

6.   The Slide Master controls the format and placement of the titles and text you type on all other slides. Any change you make to a slide master is reflected on each slide. If you want an individual slide to look different from the master, you can make changes to that slide.

7.  Slide Master.  Click on View/Master/Slide Master.  You will see placeholders for text.  You can change the style and size of text by clicking in the top and middle boxes.  Change the size and style of text in each.

8.   You can also insert headers and footers.  With your master slide open, click on View/Header and Footer

9.  Insert the date and page number on each  page, except the first title page.  In the Header and Footer box, click on the Slide tab.  Select Date and time as well as Update automatically. You want your date to update automatically until you are ready to print handouts for your audience.  When that occurs, select Fixed under Date and time so your audience will have a record of the presentation date.

10.  Check Slide number so the number appears at the bottom of the page.  And select  Don't show on title slide so there the page number and date do not come up on the title page.  Then click on Apply to all.  Go back to your slide view by selecting View/Slide.  Note your date and page number at the bottom of the page.

11.Save your file. 

Color Schemes

12.   Color schemes also contribute to consistency, but allow you to make each slide unique. You can move around in your file by clicking on the up and down arrows on the Scroll Bar. 

13.   The Menu Bar command that allows you to change color is Format.  Click on that.  Be sure you are looking at your second slide. 

14.   Click on Background.  Underneath the picture in the Background box, click on the down arrow and choose a color for your background.  Let's try the light purple or some other light color.  Click on that and then click on the Apply button.  The background will change color.

15.  Click on the up arrow on the scroll bar to the right to return to your title slide.  Is it also the same color?  It should not be.  That's because we applied the new background color to slide 2 but not to all of our slides. If you clicked on the Apply to All button, the background on all of your slides would be the same new color.

16.   Use the Apply to All button.  Click on Format/Background.  Underneath the picture in the Background box, click on the down arrow and choose a different color for your background.  Click on that color and then click on the Apply to All button.  The background will turn a new color. 

17.   Click on the down arrow on the scroll bar to the right to return to go to slide 2.  Is it also that same new color?  It should be.  That's because we applied the new background color to all the slides.  

18.   Try another way to adjust color.  Click on Format/Slide color scheme.  Click on the Standard tab and then click on the yellow slide. Click on Apply to all.  

19.   You can adjust the color of parts of your slides. Click on Format/Slide color scheme.  Click on the Custom tab and then click on Text and lines. Click on the Change color button and choose a new color for your text.  Click on OK and then on Apply to all.   Save your file.
 
Design Templates

20. The final way to create consistency is by using the same Design templates.

21.   Be sure that your second slide is visible on the screen.  Click on Format/Apply Design.  You will see a series of design templates on the left of the Apply design box.  Click on the first one.  Then use your down arrow to look at each of them.  When you find one you like, click on Apply.  This choice will format all of your screens the same.  Use the scroll bar to see that all of your screens look the same now. 

22.   This Apply Design function is appropriate for some presentations.  For others, it may be too repetitive because each slide will have the same custom look.  You can change the background color to make some of the slides more unique looking, but you can't do much more.  Click on Edit/Undo Apply Design.   Return to the white background with Format/Slide Color Scheme/Standard.  Click on the first option.  Click Apply to all.  Save your file.

 Notes

32.   You can create notes for each page.  These notes can be used as a guide during your presentation.  The notes pages contain a smaller version of the slide and space for speaker notes. You can print these notes and then use them to remember key points during a presentation.

33.   Your graph slide is showing.  Click on View/NotesPage.  Type some notes about this page in the lower box.  Save your file. 

34.     Go back to your second slide by clicking on View/Slide Sorter.  Double-click on the second slide. Then click on View/NotesPage.  Type some notes about this page in the lower box.  Save your file. 

Printing

35.   Click on View/Slide.  Then use the scroll bar to return to your title page.  Let's look at our print capabilities.  Click on File/Print.  At the bottom of the Print box, it reads Print what: followed by Slides.  If you want to print your slides, so that your audience can follow along as you project your slides, you would choose this option.  Each page will contain one slide.

36.   Click on the down arrow to see your other print options.  You can print handouts for your audience with 2, 3 or 6 slides per page.  You can also print your Notes Pages or your OutlineView.  Click Cancel to close the Print box.

Drawing and Adding Pictures

37.   You can enhance your presentations with graphics.  We'll begin by drawing.  Check to be sure your drawing toolbar is activated.  Click on View/Toolbars and be sure Drawing is checked.  It should appear at the bottom of your screen.

38.   Be sure you are looking at slide one.  Try each of the Drawing toolbar options with your first page.  When you are satisfied, save the file.  Use the scroll bar to go to your most recently created slide containing the bar graph.

39.   From the Common Tasks toolbar, click on New Slide.  Choose one of the slide formats in the third row.  Click OK.  Double-click on the picture to add clip art.  Choose one of the drawings and double-click on it to insert it in your file.  Add some text and save your file.

40.   You can also import art from other sources.  Bring in a picture from the Web.  Minimize Power Point and go out to the Web.  Access the Yahoo site and type clip art on the Search line.  Find a picture you like.  Right-click on the picture and select  Save picture as.  Save the picture to your desktop.

41. Maximize Power Point.  From the Common Tasks toolbar, click on New Slide.  Choose one of the slide formats for pictures in the third row.  Click once on the picture.  (If you double-click, you will be able to use one of the pictures in PowerPoint.)  Then click on Insert/Picture/from File.   Add some text and save your file.

Recording Macros

42.   If you type the same text frequently, you may want to record some text that you enter in most, or all, of your slides.  You would create a macro that would allow you to automatically enter the text so you don't need to constantly retype text you enter often.  

43.  Go to your title page.  Add your name at the bottom of the page.  Assume you want your name on some of the pages of your presentation. 

44.  On the Tools menu, point to Macro, and then click RecordNewMacro.  In the Macroname box, enter a name for the macro.  Call it MyName.  Spaces aren't allowed in a macro name, so make it all one word.

45.  Click OK.  Click on Insert/Text box and draw a box in the bottom-right corner.  Type your name in the box.

46.   To stop recording your macro, click the black box in the StopRecordingtoolbar.  Click outside the text box to see how your name looks.

47.  Suppose you want this macro to be available to all your presentations.  You could create an icon on your Standard Toolbar.

48. Click on Tools/Customize/Commands/Macros. Highlight the name of your  macro and drag it up to the Standard Toolbar.  Close the Customize window.

49.  Now you can use it whenever you create a Power Point presentation.  To delete that macro from your toolbar, select Tools/Customize/Commands/Macros. Drag the macro name back to the pop-up box. Close the Customize window.

Running a Slide Show

50. To see how your presentation looks so far,  run a slide show. Click on SlideShow on the Menu Bar.  Click on View Show and hit the Enter key to move through the slides.  This gives the speaker complete control over the presentation.

51. Try Slide Show/Rehearse Timings. It will allow you to practice your presentation to see how long you wish to talk about each screen.  Click on the right arrow in the Rehearsal window to advance through the slides.  At the end, you will be asked if you wish to save your timed settings.  Choose No at this time.

52. Slide Show/Record Narration will allow you to add narration to your slide show.  You may want to save it for anyone who can't attend your presentation.  You will need a sound card and a microphone. You can record your comments prior to the slide show, or during it to  include audience comments.  Click Cancel to close the box.

53.   Slide Show/Set up Show gives you the option to tailor your presentation to a kiosk, individual or group.  The Browsebykiosk option runs a self-running presentationfor a trade show or convention.  BrowsebyIndividual option runs a smaller-screen presentation with commands available for moving through the show and for editing, copying, and printing slides. Click Cancel to close the box.

Animation

54.   Find a picture on the World Wide Web to use for your animation sequence.    Minimize Power Point and open your Web browser.  Go to the Yahoo site at www.yahoo.com and type the address www.clip-art.com.  You could also type clip art on the Search line to get to this site.

55.   Under Categories,  double-click on Animation.  Then double-click on Animation Page 1.  Choose one you like. Right-click on it and choose Save Picture As..  Save it to your C: drive.

56.   Close your Web browser and maximize Power Point.  Use the scroll bar to go to the last slide you created.  Click on New Slide in the Common Tasks toolbar.  Choose a blank slide. 

57.   Click on Insert/Picture/From File. Select and insert the star picture from the A:drive by clicking on its filename. Position it near the top of your screen and in the middle.  Make it larger.

58.   Click on SlideShow from the Menu Bar.   Click CustomAnimation, and then click the Timing tab.  Select the Animate option. 

59.   Click on the Effects tab.  Click on the down arrow under Entry Animation and Sound and choose Fly from Top Right.  Click OK to close the box.

60.  To start the animation, click on the Slide Show icon in the bottom-left corner of the screen.  Hit the Enter key to see the animation.  Then hit Escape to return to slide creation.  Save the file.  If you want to start the animation automatically. Select the picture.  Click on  Slide Show/Custom Animation/Timing/Automatically, and then enter the number of seconds you want to elapse between the previous animation and the current one.  Try that using 5 seconds and then test it.  Hit Escape to return to your slide.

Inserting Video Clips

61. Start a new slide.  In the New Slide pop-up box, scroll down to the second to last row and double-click on the first or second slide option.  Save your file.

62.  Minimize Power Point.  Then go out on the World Wide Web to www.yahoo.com and type video clips on the search line.  Find a video clip.  Right-click on the clip and save it to your C: drive. It will be easier to save if you are prompted to save the link to that file. 

63.   Close your browser and maximize Power Point.  Start a new slide.  Choose a blank.  Click on Insert/Movies and Sounds.  Double-click on your video file.  Make it larger.  Then Save your file.  Click on the Slide Show icon in the bottom-left corner of the screen to run your presentation.  Click on the clip to run it.  Then hit Escape to return to slide creation.

Slide Transitions

64.   Insert slide transitions after some of your slides.  Let's try one.  Use the scroll bar to return to your title page.  Click on Slide Show/Slide transition.  Under Effect, choose a transition and click on Apply.  Then run your presentation.  Add other transitions.  Save your file.

Pack and Go

65.  Usually, when you create a presentation, you plan to show it on a PC other than your own.  Perhaps, you are using equipment in another building or making a presentation at a national conference.  To package your presentation, you would click on File/Pack and Go.  Click on the Cancel button.

66.   You may also wish to give handouts to your audience.   Click on File/Page Setup.  Click on the down arrow under Slides sized for:  Our option for handouts will be Letter Paper (8.5 x 11 in).  Note that you can also format the presentation for slides, overheads, etc.  And on the right, you can make your orientation for on-screen different from the handout orientation. Click on the Cancel button.

Your Own Presentation

67.   Create a presentation of your own that includes animation, a chart and a video clip.

2006