PowerPoint 2000 Page 1

PowerPoint

WHAT IS PRESENTATION SOFTWARE? When you attend conference presentations or seminars, the presenter will often use a computer and an overhead projector to display the seminar material so everyone in the audience can view it on a large screen. Using a mouse, the presenter moves sequentially through a series of screens or slides. To illustrate his or her points, the presenter will use text, clip art, photographs, graphs, charts, tables and sound. Transitions will be used to move from one screen to the next. You may also receive a handout containing pictures of the slides.

The software that is used for this kind of presentation is called Presentation Software. Most major software companies have produced a version of the presentation software. One of the first programs was Harvard Graphics. Other presentation software includes:

Freelance Graphics (Lotus) Corel Show (Corel) PowerPoint (Microsoft) Corel WordPerfect Presentations

WHAT IS PowerPoint? PowerPoint is a program that assists you when you make a presentation. It provides for easy input of text, graphics, tables and charts to produce eye catching "slides" and allows you to present on a computer screen or will print out your masters for overhead transparencies. It also allows you to make a handout of your presentation. You can enhance your computer slide show by introducing animation, sound clips, photographs and fades and wipes. The progression for your slide show can be linear or non-linear. There is a web site with a tutorial at:

http://booleweb.ucc.ie/ecd/mat/guides/ppt/pptguide.html

GETTING STARTED This tutorial will show you how to use the program PowerPoint to produce a presentation. After you have used this tutorial, you will be able to:

Plan your presentation before you use the computer Start and exit PowerPoint Understand the functions of the Buttons and Menus Select a background from the master templates and become familiar with the various views Add a graphic from the Clipart selection and re-size the graphic Add, move and re-size clip art or photographs from other directories, programs or the Internet Change text font and format (bold, etc.) font Rearrange the order of the slides View the slide show Add transition effects and animate objects

PLANNING It is most important that you plan out your presentation very carefully. There are some planning sheets provided for this on the following pages and a sample has been done for you on Effective Presentations.

Think about the topic you want to present. Record some of these ideas on a sheet of paper. Examine the planning sheet on page 2. Notice that it has six rectangles, each representing a screen for your presentation. Each page has a placeholder for a title. You can have bullets if you need them.

Page 3 shows what this would look like once you have entered the text and printed the handout. The screen presentation would show each rectangle individually. PowerPoint 2000 Page 2

Title Title

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Slide 1 Slide 2

Title Title

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Slide 3 Slide 4

Title Title

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Slide 5 Slide 6 PowerPoint 2000 Page 3

Plan -Plan -Plan

Presentation Software What is your message?

Know your Hints and Tips to audience Improve your Presentation Plan out your slides

Slide 1 Slide 2

Use Text Effectively Importance

Bold Italics Size Colour If it’s bigger, it’s Omit punctuation marks probably

DON’T USE UPPER CASE LETTERS important IN SENTENCES SINCE THEY ARE HARD TO READ If it’s small, it’s probably not important

Slide 3 Slide 4

Content Colour and Shapes

There is sometimes a tendency to put too much information on one slide. When this happens, the reader may have difficulty Choose colour to match the theme interpreting the main point of the slide. While the slide designer has a goal of presenting the information, this goal may not be Use complementary colours achieved if the reader is not motivated to read all the text. When creating your pages, for your slideshow, keep the amount of text limited to what the reader can quickly absorb Or...... Does Red Blue stand out? Don’t put too much Red Is this easy to text on a slide read? Purple

Slide 5 Slide 6

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STARTING THE PROGRAM Select Start – Programs - Microsoft Office – Powerpoint and the following screen at the right appears. You have several options. Select Design Template to choose the background for your design and click OK. The following screen appears.

You have many options for the background for your presentation. Each category has a selection of background masters. Click on the tabs to explore them. When you select your master, be aware of the colours and how it may appear if you only have a black and white printer.

Click on Design Templates tab and select Gesture.POT. Click OK. The New Slide dialogue box appears. Click in each choice and a description appears below the Cancel button. In the diagram the Title Slide is selected since this is our first one. Select Title Slide and click OK.

The following screen appears.

Screen Views You have several screen views. This shows the Normal View which displays the slide and the outliner. At the bottom left of the screen there are the View buttons. Click each to see the Normal View, Outline View, Slide View, Slide Sorter View and the Slide Show start button. Change to the Slide View.

Slide 1 We selected Title slide for our first slide. It is set up for you to enter your title. Refer to your planning sheet. Click in the box for the title as prompted and a text editing window appears. For this tutorial, type in the title EFFECTIVE PRESENTATIONS. When complete, click outside the editing window and your title will appear. Click in the Sub Title box and enter Hints and Tips to Improve your Presentation. You have now completed the Title Page of your presentation.

Note that a small rectangle indicating slide 1 appears at the top left of the page. PowerPoint 2000 Page 5

There are several ways to make the entry for the rest of your screens but we will use the point and click method (which we used for slide 1). It is also possible to include graphs and tables and graphic images.

Slide 2 The status line at the bottom of the screen indicates that you are on slide 1 of 1 in your presentation. To start a new page, select Insert - New Slide and the New Slide dialogue box appears.

As before, you are given a variety of options for your page layout. These include Bullet Chart, Text, Org Chart and Data Chart. Select the slide with the graphics and bullets titled Clip Art and Text (3rd. row, 2nd. Column) and then OK and a new page appears.

Click in the Title area and enter Plan – Plan - Plan and then click outside the box to complete the editing. Click in the Click to add text box and then enter the text for each of the bullets as indicated on slide 2, pressing the Enter key after each one. Click outside the editing window when finished. Note that there is a small numbered rectangle for each page on the top left of your screen.

Double click on the graphic symbol and insert the clip art as shown on the planning sheet (from Business category).

Slide 3 Select Insert - New Slide and the New Slide dialogue box appears. Select the second one on the top row (Bulleted List). In the Title frame, click and add the title Use Text Effectively. Click on the bullets/text area and enter the bullets on the planning sheet. Use the Bold and Italic buttons where needed.

Slide 4 Select Insert - New Slide and the New Slide dialogue box appears. Select the Bulleted List and Enter Importance in the title box, then enter the text for the bullets as shown in the planning sheet. Use the size button to change the size of the bulleted text (large 66 point - small 24 point).

To make the large rectangle and the small circle, click on the rectangle button on the bottom toolbar, move your cursor to the slide, click and hold down the mouse button and drag out a rectangle. Select the circle tool to create a small circle. Select the object to display the handles and then select the colour fill tool to change the colour.

Inserting Pictures (Clip Art) Before proceeding, go to slide 1by clicking on slide 1 on the top left of the screen and add the diagram from the Business category as shown on the planning sheet (Insert – Picture – Clip Art). Select Business Category, locate and left click on the image, and click on the top button. The image is inserted into your document.

To Re-size an Image or Clip Art Click on the symbol to display the handles. Move the pointer onto one of the corner handles of the symbol to display a double headed arrow, hold down the left mouse button and slowly drag the corner in a diagonal direction. The square or rectangle becomes bigger or smaller. Release the mouse button when it is the appropriate size. Using the corner handles will maintain the aspect ratio and the image keeps its correct proportions. If you use the centre handles, the image will become elongated.

To Move a Symbol There are times you want to move a symbol to a new location. Click on the symbol to display the handles. Move the pointer onto the symbol until four directional arrows appear, hold down the left mouse button and drag the symbol to the required location. Click outside the image to remove the handles.

Repeat the above process to insert the image for slide 3 (select the Academic category). The first four pages of your presentation are now complete. PowerPoint 2000 Page 6

SCREEN SHOW PRESENTATION When your text is entered, you are ready for your slide show presentation. Select Slide Show - View Show or press the F5 function key. Click the left mouse button mouse to advance a slide or display a bullet. To stop the presentation before the last slide, press the Esc key.

Slide Advance Go to the Slide View. Select Slide Show – Slide Transition and the following dialogue box appears. This box gives you control over the advance. Select Automatically after, change the time to 2 secs., click Apply to All and OK. Start the slide show and it should advance every two seconds.

TO SAVE YOUR PRESENTATION When your presentation is complete you will want to save it. To do this, follow the standard Windows saving procedures. Select Save As from the File menu. Select the directory or folder where you want to save your file. You will be prompted for a filename. It may be easier to delete the original filename and type in a new one. Ensure the filename has a .ppt extension. You will be given the directory path.

Enter the filename, e.g. mypres.ppt and press the enter key.

TO PRINT OUT YOUR SLIDESHOW There are several options when you want to print out your slide show. These include:

1. A full page print out of a slide or screen. 2. A set of handouts. These can contain two, three four, six or nine slides on a page. 3. A set of speaker notes which have the slide on the top half of the page and your speaker notes on the bottom half. 4. An outline view which lists the text for each slide.

Select File from the top menu. Select Print and the menu on the right appears.

Select the range of pages that you want (initially this will be the complete range), select whether you want the Full Page, the Handouts, the Speaker notes or the Outline View. If you choose the handouts, make sure you select the number of slides per page. I recommend six per page. This printout is set for a handout with six slides per page and the slides displayed horizontally. Explore the different settings.

Slide 5 Insert a new slide and select Bulleted List. Enter

Inserting Shapes You have several shape tools on the button bar on the bottom of the screen. Select the circle shape and draw some circles and ellipses (ovals). Can you draw a perfect circle? To do this, select the circle shape, move the pointer to the slide, hold down the Shift key and draw the circle. You will not be able to draw an ellipse. This feature works with the rectangular tool also to draw a square. PowerPoint 2000 Page 7

Examine slide 5 and draw an appropriate sized circle. Select the circle, select Edit – Copy to copy the circle to the clipboard and then select Edit – Paste twice. You should now have three circles. Re-arrange them as shown in the slide 5.

Edit Text Option Select the first circle. Right click and select Add Text from the options list. Your cursor is in the center of the circle. Enter Introduction. Repeat for the other two slides, entering text as shown on the planning sheet.

Slide 6 Insert another slide. Click in the title frame and enter; Content. Draw a rectangle using the rectangular shape tool, right click, select Add Text and add the text as indicated on the planning sheet. Your six slides are now complete. Run the slide show.

Additional Skills Object Properties Objects (text boxes, clip art, Photos) can be animated to appear on the screen in a variety of ways. The can: fly in, dissolve, wipe from the right, have a camera effect, etc. There are additional animations for text such as a laser or typewriter animation.

The default state is no animation so when objects are inserted onto a slide, they will be displayed immediately the slide appears. Objects with animation will appear in the order they are assigned an animation effect, but this can be changed in the custom animation option.

Preset Animation Display slide 1 in the Slide view. Select the graphic. Select Slide Show – Preset Animation and a list of options appears. Select Dissolve. Check Slide Show – Slide Transition and ensure the Advance option is set to manual. Run the slide show and the graphic will appear as a Dissolve. Stop the slide show (Esc).

Select the graphic again and change the preset animation to Camera. Run the slide show. Try other options. Select a text object, e.g the title or a bulleted list (slide 1). Select Slide Show – Preset Animation and a list of options appears. Select Typewriter. Note the order that the objects appear. Since the graphic was the first to be set, it appears first.

Custom Animation Display slide 1. Select Slide Show – Custom Animation and the following dialogue box appears.

Order and Timing Select Order and Timing tab. Note the Animation order. To change the order, select the object you want to move and click on the up/down arrow.

Effects This tab lets you control the entry animation and the sound. The other options are not available for this slide.

Customize Other Slides Go to the second slide. Select the bullets. Select Slide Show – Custom Animation. For Effects tab, select Fly, From Right and select Sound as Laser. You can click the Preview button to see how the slide will animate. Try others. Animate the other slides. PowerPoint 2000 Page 8

Slide Transitions We controlled the Advance using the slide transitions dialogue box previously. This also gives you several other options.

Select Slide Show – Slide Properties. For Effects, select Blinds Horizontal with Medium speed. Click Apply to All. Run the slide show. Add a sound for the slide, e.g. chimes. Maybe for the last slide, add the Applause button. You deserve it having worked through this tutorial.

THE SLIDE SORTER Currently the project has six pages. Go to the last page in your presentation. Select Insert - New Slide and select Title Slide and click OK. Double click in the title box and enter A PROJECT. Click in the sub title box and enter By: Your Name. Click outside the edit box to conclude the editing. Add your digital photograph from a camera or scanner (Insert – Picture – File), select the folder and select your file that has your photograph.

It is very easy in PowerPoint to change the order of presentation of the slides by using the Slide Sorter.

Re-Ordering Slides This new slide with your name and photo is slide 7 but since it is a second title page, it would be better placed at slide 2. Select the slide sorter by clicking on the slide sorter tab on the bottom of the screen. The following screen appears.

Slide 7 has to be moved between slide 1 and the current slide 2 since it is a second title slide. Click on slide 7 and hold down the mouse button. Drag the slide between slide 1 and slide 2 and release the mouse button. Slide 7 now becomes slide 2 and all the other slides are re-numbered and reordered.

The slide sorter also informs you of the transitions and whether the presentation is controlled by the mouse or is timed. If the advance is timed, it will indicate the time of display for each slide.

DELETING A PAGE To delete a page, select the page in the slide sorter and press the Delete key.

ADDING TEXT There are times you want to add text to your slide. Click on the A icon on the top toolbar. Move the pointer to the location you want the text box, click and drag out a rectangle or square, release the mouse button and a text entry window appears. Enter your text. When you want to edit text, click on the text and the editing window appears. Notice a text toolbar also appears and this allows you to do some fancy editing, e.g. rotating text, adding shadows, etc.

Many of editing keys function as they usually do in Windows, e.g. Home, End. You can also alter text, colour, effects, size, etc. using the Format menu items and selecting Font.

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ADDING SOUND You have many sound options such as adding a specific sound (e.g. applause) on the click of a mouse or playing a musical selection for one slide or throughout the slide show. Before starting, locate some .wav sound files on your computer. Try http://soundamerica.com/ and download some of the smaller files under sound effects.

To add a sound that starts on the click of a mouse and ends on the next click, first display the slide for the sound.

Select Insert – Movies and Sounds – Sound from File, select the file and click OK and a small “speaker” appears on your slide.

You are prompted if you want the sound to play immediately the slide is displayed. Answer Yes if this is what you want. If you want the sound to start on the click of a mouse button, choose No. Choose No, since we want the click of a mouse button.

You now need to set the animation. Select Slide Show – Custom Settings and select the Animation tab. The following screen will be displayed.

Select the check box and radio buttons as shown in the dialogue box.

Run your slide show, click once and the sound should start, click again and it should stop.

You can drag and drop the “speaker” to a new location if you wish.

Animation By default, pre-set animation is off so all objects (clip art, bullets, titles) appear immediately. You can change the animation for individual objects by selecting the object and then selecting Slide Show – Pre-set Animation. You will notice the Off button is selected. Click to place a check mark beside an effect to select it.

Run the slide show using manual mode and the object does not appear. Click the mouse button and it will appear.

All clip art and titles will appear immediately

Text art Go to Slide View. Insert – New Slide and select a blank page.

Word Art Select Insert – Picture – Word Art. The following dialogue box appears. You have a wide selection of word art. Select 4th row – 3rd column and click OK.

You are asked to enter the text for your word art. Enter organize your content and click OK.

You word art appears on you slide and the Word Art button bar is displayed. Move the Word Art to the top of the slide and re-size it to fit across the page. You can try other word art arrangements later. There are several tools on the Word Art button bar that you will find useful when you want to customize the word art.

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Continued Exploration This is just an introduction to the features of PowerPoint. There are many additional features you can include. Look at the Help index and observe other Powerpoint or Corel Presentations slide shows when you are at conferences and see if you can use the features you see others using. You may also wish to purchase books on PowerPoint.

Clip Art Resources There are many clip art resources on the Internet. Try http://www.kidsdomain.com/clip/ for an easy to use selection.

Please let me know if there are others you recommend. Email [email protected]