Center for Academic Computing s2

Information Technology ServicesGetting Started with PowerPoint ITS@PennState 23 Willard Building University Park, PA 16802 [email protected] http://its.psu.edu/training/ Alternative Format Statement This publication is available in alternative media upon request.Statement of Non-Discrimination The Pennsylvania State University is committed to the policy that all persons shall have equal access to programs, facilities, admission, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by University policy or by state or federal authorities. The Pennsylvania State University does not discriminate against any person because of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, or veteran status. Direct all inquires regarding the nondiscrimination policy to the Affirmative Action Director, The Pennsylvania State University, 328 Boucke Building, University Park, PA 16802-5901; tel. (814) 865-4700; TDD (814)863-1150. Table of ContentsObjectives...... 2 Explore the PowerPoint Interface...... 3 Create a New Presentation...... 4 Work with Different Viewing Options...... 5 Add New Slides...... 6 Delete Slides...... 7 Change Slide Order...... 7 Hide Slides...... 7 Add Text...... 7 Format Text...... 8 Delete Text...... 8 Add Shapes...... 8 Add Graphics...... 10 Change Color Schemes...... 10 Change Backgrounds...... 12 Add Slide Effects...... 12 Use the Slide Master...... 15 Save Presentations...... 16 File Formats for Saving Presentations...... 17 Package a Presentation to Run on Another Computer...... 17 Print Presentations...... 18 Design and Presentation Tips...... 19 Additional Resources...... 19 Objectives Explore the PowerPoint interface Create a presentation Work with different viewing options Add and modify slides Add content including text, shapes, and graphics Change color schemes and backgrounds Add slide effects Use the slide master Save and print presentations, handouts, and speaker notes Review design and presentation tipsPowerPoint Basics Page 2 Spring 2004 Getting Started with MS PowerPointExplore the PowerPoint InterfaceOutline tab Slides tab Menu bar Title barStandard toolbar Formatting toolbarPDF Maker toolbar Task paneDrawing toolbarView buttons Speaker notes Slide pane Status barPDF Maker toolbar Provides commands for converting your presentation into a PDF Standard toolbar Provides commonly used commands such as new, open, save, print, etc. Outline tab Shows slide text in outline form; great for organizing your ideas; allows you to add, edit and delete text from your slides Slides tab Displays slide thumbnails to navigate easily through your presentation; allows you to rearrange, add, and delete slides Menu bar Displays a list of commands Title bar Displays the name of the application and presentation file Formatting toolbar Provides commands for formatting text in your presentation Task pane Provides commonly used commands Drawing toolbar Provides commands for drawing and manipulating autoshapes, text boxes, WordArt and graphics Status bar Displays information such as the slide number and name of the selected design template Slide pane Displays the current slide you are working on; allows you to add and modify text and objects Speaker notes Area for documenting speaker notes for your presentation View buttons Use these buttons to display slides in Normal, Slide Sorter or Slide Show viewsPhotoshop Basics Page 3 Spring 2004 Create a New PresentationThe New Presentation task pane in PowerPoint gives you a variety of ways with which to start creating a new presentation. These include:Photoshop Basics Page 4 Spring 2004 Blank Presentation Start with slides that have minimal design and no color applied to them From Design Template Base your presentation on a PowerPoint template that already has a design concept, fonts, and color scheme From AutoContent Wizard Use the AutoContent Wizard to apply a design template that includes suggestions for text on your slides. You then type in the text that you want New from Existing Presentation Base your new presentation on one that you have already written and designed. This command creates a copy of an existing presentation so you can make the design or content changes you want for the new presentation Templates on My Web Site Create a presentation using a template located on a Web site Templates on Microsoft.com Choose from additional PowerPoint templates in the Microsoft Template Gallery. These are arranged according to type of presentation. Notes:  The section New from General Templates in the task pane gives you 1) a General tab which provides the Blank Presentation and AutoContent Wizard options, 2) a Design Templates tab which provides the From Design Template options and 3) a Presentations tab which provides all of the built-in presentations you can select using the AutoContent Wizard.  You can also insert slides from other presentations or text from other applications such as Microsoft Word.Photoshop Basics Page 5 Spring 2004 Work with Different Viewing OptionsPowerPoint has three main views: 1) normal view, 2) slide sorter view, and 3) slide show view. There is also a Notes page view for adding, modifying and reviewing your speaker notes.Photoshop Basics Page 6 Spring 2004 Normal View Main editing view used to write and design your presentation Slide Sorter View View of your slides in thumbnail form; useful for rearranging the sequence of your slides and rehearsing/recording the timing of your presentation Slide Show View Full screen view for running your final presentation Notes Page View View of each individual slide with any accompanying speaker notes; this view can be used to add, delete, modify and review presentation notesPhotoshop Basics Page 7 Spring 2004 Normal View Slide Sorter ViewSlide Show View Notes Page ViewAdd New SlidesThere are five main ways to add a new slide to your presentation. Photoshop Basics Page 8 Spring 2004 Insert Menu Go to the Insert menu and select New Slide Formatting Toolbar Click on the New Slide icon on the formatting toolbar Slide Layout Task Pane Click on the drop-down arrow to the right of the selected layout and choose Insert New Slide Slide tab Right-click in the Slide tab and choose New Slide Keyboard Shortcut Hold down the Control key while pressing the letter “M’Photoshop Basics Page 9 Spring 2004 Adding a new slide from the formatting toolbarAdding a slide from the Adding a new slide from the Slide Layout task pane Insert menuAdding a slide from the Slide tabDelete SlidesGo to either the Outline or Slides tab in Normal view or go to Slide Sorter view, select the slide(s) you wish to delete, then 1) go to the Edit menu and choose Delete Slide or 2) press the Delete key on your keyboard.Change Slide OrderPhotoshop Basics Page 10 Spring 2004 There are several ways to change the order of your slides: 1) on the Outline tab in Normal view, select the small slide icon(s) for the slide(s) you wish to move, then drag the icon(s) to a new location or 2) on the Slides tab in Normal view or in Slide Sorter view, select the slide thumbnail(s) you wish to move, then drag the thumbnail(s) to a new location. To select multiple slides in a row, press the Shift key before clicking on the slide icon or thumbnail. To select multiple slides that are not next to each other, press the Control key before clicking on the slide icon or thumbnail. Hide SlidesOn the Slides tab in Normal view or in the Slide Sorter view, select the slide you wish to hide, then go to the Slide Show menu and select Hide Slide. The slide remains in your presentation, even though it is hidden when you run the slide show. To reveal the slide, select it, then go to the Slide Show menu and select Hide Slide again to deselect it.Add TextTo add placeholder text such as a title or subtitle, click inside the textbox, then type or paste your text. To create a text box, either 1) go to the Insert menu and select Text Box or 2) go to the Drawing toolbar and click the text box icon. Click and hold down the left mouse button and drag a new text box onto your slide. The cursor will blink inside the text box signifying you can begin typing new text or paste text from another source.Format TextYou can change the font style, size, color, alignment, bullet and indentation options using the Formatting toolbar. First, select the text you wish to format by clicking on it, then choose the formatting option you wish to apply. Insert New Font style Bold Underline Alignment Font Size Font Color SlideFont size Italicize Shadow Bullets Promote/ Slide Demote DesignPhotoshop Basics Page 11 Spring 2004 Delete TextTo delete text, select the desired text by clicking on it or dragging your cursor over it, then either 1) go to the Edit menu and choose Cut, 2) click on the Scissor icon on the Standard toolbar or 3) press the Delete key on your keyboard.Add ShapesShapes can be resized, rotated, flipped, colored, and combined to make more complex shapes. The AutoShapes are located 1) under the Insert menu or 2) on the Drawing toolbar. You can add text to shapes. The text you add becomes part of the shape so if you rotate the shape, the text rotates also. To add an AutoShape using the Insert menu:Go to the Insert menu and select Picture, then choose AutoShapes. An AutoShapes toolbar will appear that looks like this.Click on any of the buttons on the toolbar and a drop-down menu will appear of all the different shapes you can use.Once you’ve selected the shape you wish to use, hold down your left mouse button and drag the shape onto the slide. Once the shape is drawn, you can change the size, position, color, shadow and 3-D effect using the Drawing toolbar.To add an AutoShape using the Drawing toolbar, first you must make sure the Drawing toolbar is visible. If not, go to the View menu, select Toolbars and check the Drawing toolbar. It will look like this.Photoshop Basics Page 12 Spring 2004 On the Drawing toolbar, click AutoShapes, point to a category, and then click the shape you want. Either click the place where you want to insert the AutoShape or hold down your left mouse button and drag the shape onto your slide. To add text to the AutoShape, make sure it is selected, then right-click on it with your mouse. From the menu, choose Add Text. A blinking cursor will appear in the shape. You can begin typing text in the shape. To change the fill color of the shape, click on the small, black drop-down arrow next to the Paint Bucket icon on the Drawing toolbar. From the menu, choose More Fill Colors. You will see two tabs: 1) Standard and 2) Custom. Choose either tab, select a color, then click OK. To change the Fill Effects in the shape, click on the small, black drop-down arrow next to the Paint Bucket icon on the Drawing toolbar. From the menu, choose Fill Effects. You will see four tabs: 1) Gradient, 2) Texture, 3) Pattern, and 4) Picture. Select the appropriate tab, set the preferred options, then click OK to fill the shape with a new gradient, texture, pattern or picture. *Note: To add a picture, you will have to click on the Select Picture… button to navigate to the location of the picture you wish to insert.To change the color of the text within the AutoShape, select the text first, then click on the small, black drop-down arrow next to the A icon on the Drawing toolbar. From the menu, choose More Colors. You will see two tabs: 1) Standard and 2) Custom. Choose either tab, select a color, then click OK. The desired text color will appear.To rotate, flip, group, or change the stacking order of the AutoShapes on your slide, click on the small, black drop-down arrow next the word Draw on the Drawing toolbar. Add GraphicsThere are three primary methods for adding graphics to your slide show. Photoshop Basics Page 13 Spring 2004 Slide Layout Task Pane Go to the Slide Layout task pane and select a layout that includes graphics. On the slide in Normal view, click on one of the icons to insert clip art or a picture from a file. Clip Art Picture from fileInsert Menu Go to the Insert menu, choose Picture, then select either Clip Art or From File. Drawing Toolbar On the Drawing toolbar, click on the Clip Art icon or the Picture From File icon to insert a graphic.Photoshop Basics Page 14 Spring 2004 Change Color SchemesA color scheme consists of eight colors used in the design of a slide. These colors include 1) background, 2) text, 3) lines, 4) shadows, 5) title text, 6) fills, 7) accents, and 8) hyperlinks. A presentation’s color scheme is determined by the design template that’s applied. The design template includes a default color scheme plus additional schemes you can choose from, all designed for that template. You can apply a color scheme to one slide, selected slides or all slides as well as to notes and handouts.To modify a color scheme, go to the Slide Design task pane, then select Slide Design-Color Schemes.Choose a new color scheme, then click on the drop-down arrow next to the thumbnail slide to apply the new scheme the master slide, all slides, or selected slides.Click on the drop-down arrow for the selected color scheme, then apply it to the master, all slides or just the selected slides.Photoshop Basics Page 15 Spring 2004 To customize the colors in a particular color scheme, click on the Edit Color Schemes link at the bottom on the Slide Design-Color Schemes task pane. A window will appear with two tabs: 1) Standard and 2) Custom. Click on the Custom tab, then set color options for background, text and lines, shadows, title text, fills, accents, accents and hyperlinks, and/or accents and followed hyperlinks. Click Apply to make your changes.Change BackgroundsYou can change the background color or background design on slides, notes, and handouts. Changing the background is useful if you just want a simple shade or texture for your slide background and not all the other design elements in a design template. When you change the slide background, you can apply the change to the current slide or all slides. If you want to apply the change to selected slides only, select the slides in Normal view. Otherwise, the change applies to all slides that follow the design template of the currently selected slide.To change the slide background, go to the Format menu, then choose Background.Photoshop Basics Page 16 Spring 2004 The Background Fill window will appear. From this window, you may select More Colors (standard or custom) or Fill Effects (gradients, textures, patterns, or pictures). Select the preferred options, then click Ok. Lastly, choose to apply it to the selected slide or all the slides.Add Slide EffectsYou can animate text, graphics, diagrams, charts, and other objects on your slides to draw attention to important points, control the flow of information, and/or add special interest to your presentation. You can also add interesting transitions between your slides. To animate text and other objects, click on the drop-down arrow in the task pane and select Custom Animation.Photoshop Basics Page 17 Spring 2004 On the current slide in Normal view, click on the text box or object you wish to animate. Then, go to the Add Effect button in the task pane and click on the drop-down arrow.A pop-up menu will appear. You must choose whether you want to animate the entrance or exit of the object, emphasize it in some way or define a special motion path. Click on the small, black arrow for Entrance.You will see another pop-up menu for the different types of animation you can apply (i.e. blinds, box, checkerboard, diamond, etc.) Choose one of these animation schemes.Now you must decide if you want to start the animation on a mouse click, animate it with a previous object or after a previous object. Click on the drop-down arrow next to the Start window and choose one of these options.You must also decide if you want the direction of the animation to be horizontal or vertical and how fast or slow you want the animation to occur. Click on the remaining two drop-down arrows and make your selections.To test out your animation, go to the bottom of the Custom Animation task pane and make sure the AutoPreview check box is checked. Then, click the Play button to preview the animation settings. If you wish to see what it would look like in the actual slide show, click on the Slide Show button. Use your left mouse button or the arrow keys to proceed through the slide show or press the Esc key to end the presentation.To add slide transitions, click on the drop-down arrow in the task pane and choose Slide Transition.Photoshop Basics Page 18 Spring 2004 A list of different slide transitions will display (i.e. blinds horizontal, blinds vertical, box in, box out, etc.) along with speed and sound options, advancing through the slides, and preview options. When you make your selections, it will automatically apply it to the current slide in Normal view. To apply the slide transition effects to all of your slides, click the Apply to All Slides button in the task pane.You may also loop any sounds you add to the slide transitions by clicking on the Loop until next sound check box.Use the Slide MasterThe slide master is an element of the design template that stores information about the template, including the font styles, placeholder sizes and positions, background design, and color schemes.Photoshop Basics Page 19 Spring 2004 The slide master’s purpose is to let you make a global change (i.e. replacing the font style) and have that change reflected on all the slides in your presentation. Remember that text on the slide master is only for styling. Actual slide text must be changed on the slide in Normal view. The only exception is for the Header and Footer dialog boxes.To use the Slide Master, go to the View menu and choose Master, then click on Slide Master. The Slide Master will display. Select and change any font styles, sizes, colors, or other formatting. Reposition text boxes, graphics or other objects. Change the design template or color schemes. Add a footer to the bottom of the slide. When completed, go back to Normal, Slide Sorter, or Slide Show view to observe the changes. *Note: Another way to add headers and footers to your presentation is to go to the View menu and select Header and Footer. Photoshop Basics Page 20 Spring 2004 In the Header and Footer dialog box, you may add a date and time to your presentation, a slide number, and/or a footer. You may apply it to the current slide, selected slides or all the slides. In the Slide Master, you can reposition these objects if needed.Save PresentationsTo save your presentation, go to the File menu and choose Save or Save As. Choose the location to save the presentation file, give your presentation a name, then click Save. When you save the presentation, it will be saved in the format of the version it was created in. To save a presentation created in an earlier version as a PowerPoint 2002 presentation, give it a new name or save it in a different location. If you have a presentation that was created in Microsoft PowerPoint 95, PowerPoint 97, or PowerPoint 2000, you can open it in PowerPoint 2002. You can also save a PowerPoint 2002 presentation as an earlier version of PowerPoint. To do this you must click on the drop-down arrow for Save as Type, select the version you wish to save it as, then click the Save button.*Note: If you save a PowerPoint 2002 presentation in an earlier version of PowerPoint, you will lose some of the features available in PowerPoint 2002.Photoshop Basics Page 21 Spring 2004 File Formats for Saving PresentationsSave as type Extension Use to save Presentation .ppt A typical Microsoft PowerPoint presentation Windows Metafile .wmf A slide as a graphic GIF (Graphics Interchange .gif A slide as a graphic for use on Web pages Format) JPEG (File Interchange Format) .jpg A slide as a graphic for use on Web pages PNG (Portable Network Graphics .png A slide as a graphic for use on Web pages Format) Outline/RTF .rtf A presentation outline as an outline document Design Template .pot A presentation as a template PowerPoint Show .pps A presentation that will always open as a slide show presentation Web Page .htm; html A Web page as a folder with an .htm file and all supporting files Web Archive .mht; mhtml A Web page as a single file including all supporting filesPackaging a Presentation to Run on Another Computer When you want to run a presentation on another computer, use the Pack and Go Wizard to put all the required files into one file and copy the file to a disk or network location. You then unpackage the file onto the destination computer or network and run the presentation. If you make changes to your presentation after you package it, just run the Pack and Go Wizard again to repackage it. Go to the File menu, then choose Pack and Go. The Pack and Go Wizard will display. Just follow the Wizard instructions to pack your presentation to run on another computer.When you use the Pack and Go Wizard, you have the option of including the Microsoft PowerPoint Viewer in the package. Include the viewer if you will be running the presentation on a computer that doesn't have Microsoft PowerPoint installed. The viewer enables you to run the presentation in PowerPoint format.Photoshop Basics Page 22 Spring 2004 Print PresentationsYou can print your entire presentation — the slides, outline, notes pages, and audience handouts — in color, grayscale, or pure black and white. You can also print specific slides, handouts, notes pages, or outline pages.Decide if you wish to print all the slides, the current slide or selected slides. Decide how many copies you wish to print.For handouts, decide how many slides you wish to print per page.Decide what you wish to print (slides, handouts, notes). Then, choose to print in grayscale, black/white or color.Photoshop Basics Page 23 Spring 2004 Design and Presentation Tips Use light objects on dark backgrounds or…  Preferably, dark objects on light backgrounds  If the room remains dark for your whole presentation, you may lose your audience so insert a light-background slide occasionally or pause to turn the lights on  Use a “black slide” when needed to refocus attention on you and your message  Avoid decorative text  Use sans-serif fonts (i.e. Helvetica, Arial) for more technical presentations or to lend authority to your titles  Use serif fonts for a more personal, humanistic character  Avoid mixing too many typefaces; if you do, choose tow that visually contrast (i.e. Arial Black and Footlight MT Light)  Bigger type is easier to read (36 pt minimum for text and 24 pt minimum for graphics)  Leave “white space”  Mixed upper and lower case is always easier to read then all capital letters  Combine normal, bold, italic, bold italic within a single typeface  Plain text conveys simple information; bold or italic convey emphasis  Avoid underlining which clutters up a page and could look like a hyperlink  If you use slide transitions, use the same one throughout the presentation unless you are using for emphasis  Don’t overdo custom animation; it will distract your audience from the message you are delivering  PowerPoint can help organize and focus your presentation, but it can also limit your talk if you “overdesign” itAdditional ResourcesMS PowerPoint XP Help Help menu (Contents, Answer Wizard, Index tabs) F1 Ask a Question box Office AssistantPhotoshop Basics Page 24 Spring 2004 BooksMicrosoft Office PowerPoint 2003 Step by Step by In Online Training Solutions How to Do Everything with PowerPoint(R) by Ellen Finkelstein, Margie McAneny, Platkin PowerPoint 2003 Bible by Faithe Wempen Special Edition Using Microsoft Powerpoint 2002 by Patrice Rutledge (Author), Tom Mucciolo How to Do Everything with Microsoft Office PowerPoint 2003 (How to Do Everything) by Ellen FinkelsteinWebsites http://its.psu.edu/training/ http://office.microsoft.com/home/office.aspx? assetid=FX01085797&CTT=6&Origin=ES790020011033http://www.actden.com/pp/ http://homepage.cs.uri.edu/tutorials/csc101/powerpoint/ppt.html http://oregonstate.edu/instruction/ed596/ppoint/pphome.htm http://www.electricteacher.com/tutorial3.htm http://www.science.iupui.edu/SAC98/ppt.htm http://www.quasar.ualberta.ca/edpy202/tutorial/PowerPoint/PowerPoint.htm http://www.mum.edu/helpdesk/tutorials/powerpoint-tut.htmlPhone NumbersHelp Desks (215 Computer Bldg 863-2494 and 2 Willard Bldg 863-1035) Seminar Line 863-9522Photoshop Basics Page 25 Spring 2004

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