Introduction to PowerPoint XP (2002)

1. Introduction

• 1.1 Workshop Goals and Prerequisites
• 1.2 Before we get started.
• 1.3 What is Power Point?
• 1.4 Tips for designing an effective presentation and examples

2. Creating a New Presentation

• 2.1 Using built-in Design Templates
• 2.2 Using the Task Pane
  • Slide Layout pane and Slide Design pane
• 2.3 Adding a New Slide
• 2.4 Slide with Media Content
  • a bulleted list slide and a slide with a graphic
• 2.5 Introduction to Objects
• 2.6 Paging through your slides

3. Adding Graphics to Your Presentation

• 3.1 Inserting Clip Art
• 3.2 Creating custom slides using the drawing tools
• 3.3 Ordering and grouping objects
• 3.4 Using Picture Toolbar
• 3.5 Adding Tables and Charts
• 3.6 Three views for working with slides

4. Customizing Your Presentation

• 4.1 Making your own Slide Master
  • Color schemes
• 4.2 Transitions
• 4.3 Animating bulleted lists
• 4.4 Hyperlinks

5. Sharing Your Presentation

• Printing, Publishing, and Saving your work
• Pack and Go
• Publishing on the Web

1.1 Workshop Prerequisites and Goals

You must be comfortable working on a PC in a Microsoft Windows environment and possess basic computer skills such as opening, closing, and saving files.

In this workshop, you will learn:

• How to create the different types of PowerPoint slides, customize the look of your slides, insert and manipulate graphics, and run your Slide Show.
  • What's New in PowerPoint XP
  • How to work with the Slide Master
  • Printing and saving options
  • Tips for designing effective PowerPoint presentations
  • Additional training resources available at GMU

1.2 Before we get started

You will need to download a few files from the web that we will need for this workshop. To do this, right-click on the three links below.

Large JPEG file to compress | GMU Viewfinder

• In Netscape Communicator, choose "save link as" ...
• In Internet Explorer, choose "save target as"...

At the Save As window, save the files to a familiar location on the computer.

1.3 What is PowerPoint?

PowerPoint is the industry-leading presentation program that is based on the metaphor of a slide show presentation. A slide is the building block of the PowerPoint presentation, and a complete slide show is just a bunch of slides, created individually, and then displayed one right after the other.

PowerPoint is primarily designed to create color or b&w overheads, or its electronic equivalent -- a computer-based presentation -- that you can quickly go through by pressing one button on the computer to display the next "slide." In addition, you can create:

• Color and b&w paper printouts, Web pages, 35 mm slides
• Audience handouts or Speaker's notes
• Kiosks, posters, and e-Cards

PowerPoint provides you with a large number of tools for adding content and design:

• Charts/graphs, Tables, Diagrams, Organization Charts
• Graphics/Clip art, drawings, autoshapes
• Multimedia: sounds, movies, animations
• Design templates, layouts, auto-content

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1.4 Tips for Designing an Effective Presentation

Four Key Design Tips

• Make it BIG
  • Ban all fonts lower than 24 point.
• Keep it Simple
  • Minimize the amount of information on each slide - remember the Joy of Six - use a maximum of 6 points per slide and 6 words per point.
  • Limit the number of colors and graphics you use.
  • Minimize or avoid animated text, sounds, and fancy transitions.
• Make it Clear
  • Use a San Serif font, such as Arial, if you know your presentation will be viewed primarily on a computer monitor.
  • Avoid busy backgrounds that make it hard to read the text.
  • Use light backgrounds (tan, blue, green or white) and dark typeface.
• Be Consistent
  • Keep unity of key design elements from slide to slide; use a Master slide.
  • Sequence your slides logically and use transitions and other animation effects to help communicate the relationship between ideas on slide, between slides, and to the bigger picture.

Demo Examples of PowerPoint

• Power Pointless (a PPT that demonstrates good and bad design)
• Other good examples: Distance Learning Program & Purdue Writing Lesson

Presentation Tips

• Don't read each slide out loud and Avoid turning your back to the class.
• Use no more than 3 slides per minute.
• Distribute printed copies of the slides.
• Black out the screen after the point has been made and Avoid laser pointers.

2. Creating a New Presentation

You can create a new presentation in several ways:

• Blank presentation (default) without pre-built content or design.
• Design template that determines the presentation's design but doesn't include content.
• AutoContent wizard, in which you begin with a presentation that contains suggested content and design.
• Existing presentation and change it to suit your needs.
• Import outline from another application, e.g., Word document

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2.1 Using the Task Pane

There are two main menus within the Task Pane:

1. The Slide Design pane has three parts: the Design Templates, Color Schemes, and Animation Schemes. The default view is Design Templates.

You can access the Slide Design task pane from the Task pane pull-down menu, or from the Format menu, click Slide Design.

2. The Slide Layout pane provides a convenient way to select among the text and/or content layouts for your slides. By default, this task pane appears each time you insert a new slide.

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2.2 Using Design Templates

Design Templates control the global design and format of your presentation -- the slide background, location of text and object placeholders, and the style and size of titles and bullet points. You can change the background design and color, alter font size and type, and even modify the slide master.

To create a new presentation using a design template:

1. In the New Presentation task pane, under New, click From Design Template.
2. In the Slide Design task pane, under Available For Use, choose a design template and click on the thumbnail picture to apply it.
3. You can keep the default Title Layout for the first slide, or you can change it. To change the layout, on the Format menu, click Slide Layout to open the Slide Layout task pane, and then click to select the text or content layout you want.
4. Click in the text boxes to type in your title and subtitle.
5. On the File menu, click Save (Save it to a familiar location on your computer.)

TIP: Choosing the Right Colors for Your Presentation
http://office.microsoft.com/assistance/2002/articles/ppChooseRightColors.aspx

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2.3 Adding a New Slide

Insert a New Slide

1. From the Insert menu, select New Slide. (Or, click on the new slide icon or use the keyboard shortcut [Control + M].)
   By default, PowerPoint chooses a single bulleted list layout, but you can easily change it to another layout.
   
2. Type in a title for your new slide. Now, add some text to the larger, bulleted list text box. Notice that a bullet is automatically added each time you hit the enter key.

Indent a Bulleted List

To increase indent [Tab] or decrease ident [Shift +Tab], use the icons in the toolbar exactly as you do in other MS programs. Indenting also changes the bullet type and makes the font smaller.

You can make other formatting changes the same way you do in Word or Word Perfect (bold, italics, etc.)

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2.4 Slide with Media Content

In PPT 2002, any of the major multimedia object types can be quickly added to a slide from one simple icon palette:

To add a slide with just a graphic object:

1. From the Insert menu, select New Slide.
2. In the Slide Layout task pane, go to the Content Layouts section, and click on the Title and Content layout.
3. On your slide, click on the yellow Insert a Picture icon.
4. Click on Browse to find the file on your local machine.
5. Resize your graphic if needed.

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2.5 Introduction to Objects

There are lots of different types of objects in PowerPoint, but they can all be moved and resized in basically the same way.

Repositioning an Object
Move the cursor so that its tip is resting on the gray border of the text box (but not on one of the little white square handles evenly spaced around the box). You should see the tip of your cursor change to a four headed arrow. Click and hold down the left mouse button. As you move the cursor, the text box moves with it.

Resizing an Object
Position the cursor so that its tip rests on one of those little white square handles which are evenly positioned around the text box. Wait untill your cursor turns into a two-headed black arrow. Click and hold the left mouse button. Move the cursor in either a vertical, horizontal, or diagonal direction to resize the object.

Formatting an Object
A quick way to format the contents of an object placeholder is to select the border until it appears dotted versus slashed.

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2.6 Paging Through your Slides

How do you move between your slides?

Paging Options:

1. Using the mouse: click on the vertical scrollbar or arrowheads on the right-hand side of your screen
2. Using the mouse: click on the slide icons or thumbnails in Outline or Slide view on the left-hand side of your screen.
3. Using the keyboard: "Page up" and "Page down" keys, or up/down arrow keys.

3. Adding Graphics to Your Presentation

Graphics and diagrams are often key communication components of a presentation.

• Photos/Pictures - automatic compression (New)
  • JPEG or GIF files formats, but use TIFF if you need a high quality image
• Clip Art (WMF files) - scalable
• Custom and built-in shapes and graphics
• Graphs, charts, and diagrams to illustrate data.

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3.1 Inserting Clip Art

Microsoft Clip Organizer

The Clip Organizer is new in PowerPoint XP. It is designed to make it easier to insert your personal photographs, drawings, sounds, and video, browse MS Office and Web clip art collections, and add and organize your clips. The first time you use the Clip Organizer, it will automatically prompt you to catalog all the media files on your computer (even ones you didn't know you had).

To insert clip art using the Clip Organizer:

1. Insert a New Slide> Blank layout
2. On the Insert menu, point to Picture, and then click Clip Art.
3. If you are prompted to catalog, choose Later.
4. The Insert Clip Art task pane opens. In the Search text box, type a word or phrase that best describes the clip art you want.
5. Click the Search button. To refine your search, you can specify the clip collections that you want to search. You can also select the types of media clips you want to find.
6. Click on the thumbnail image to Insert it on your slide. Alternatively, you can use the pull-down menu for the graphic to insert it and you can also search for similar styles of the clip art, copy the art to your collection, or see its properties.
7. Once the graphic is inserted on your slide, you can resize or move it.

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3.2 Creating Custom Slides

Exploring the Drawing Toolbar

You can use this toolbar to add text, shapes, lines, color and more to your slides. It is located at the bottom of the PowerPoint window:

Draw Shapes or Autoshapes:

1. Click on the oval shape icon and drag out an oval on your slide
2. Click on Autoshapes> Stars & Banners and choose a banner and drag it onto your oval, and then a star and drag it out on your oval -- resize to fit.

Adding Text

1. To add text to your Banner, select the banner and start typing.

Adding Color

To color your graphics, click on the object you want to color and then on the little down arrow next to the Paint Bucket to choose and apply a Fill color.

• Important! The 8 available color swatches follow the design template color scheme
• Experiment with Fill Effects
• No Fill gives you a transparent shape, or removes a color
  

• To color a line, click on the little down arrow to the right of the paintbrush.
• To color text, click on the little down arrow to the right of the "A".

Adding a Text Box

1. To add a text box to your slide, click on the icon that looks like a little newspaper with the letter "A" on it and then click anywhere on your slide, and start typing. Remember how to resize your text box?
2. You can make your textbox into a bulleted list by highlighting the text and clicking the bullets icon in the formatting toolbar at the top.

Rotating Objects

1. Click to select the object. The rotation handle appears as green dot at the top of the object. Use your mouse to drag the green rotation handle to the angle you want. You can also rotate an object 90 degrees to the left or right, or flip it by using the options located under Draw> Rotate or Flip.

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3.3 Ordering and Grouping Objects

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3.4 Using the Picture Toolbar

You can use PowerPoint's Picture toolbar to edit images.

Return to Slide #3, select the photo to activate the Picture Toolbar. If the Picture toolbar is not visible, on the View menu, point to Toolbars, and then click Picture.

Cropping pictures

To eliminate but not delete parts of your pictures:

1. Click to select the picture on Slide 3
2. On the Picture toolbar, click the Crop tool
3. Left click on one of the black cropping handles and drag into the picture to eliminate that portion of it. Click on other handles to remove other parts.

Compressing pictures

The Compress Pictures feature of PowerPoint XP reduces the file size of pictures by 1) discarding unnecessary information, such as cropped sections of the photo, and 2) reducing resolution to 96 dpi (dots per inch) for Web or 200 dpi for print. Note: compressing pictures can sometimes decrease the quality.

To reduce the size of your pictures:

1. Select the picture on Slide 3
2. On the Picture toolbar, click Compress Picture
3. Select the options you want.
4. Check the Delete cropped areas of pictures check box.

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3.5 Adding Charts, Tables, and Diagrams

You can create your own charts, tables, or diagrams in PowePoint. The chart tool is the most complicated. When you create a chart, the Microsoft Graph program appears so that you can change the chart data, chart type, formatting, and more.

To create a chart:

1. Insert a new slide. From the Slide Layout task pane go to Other Layouts, then choose the Title and Chart slide at the very bottom.
2. Click the Chart icon. A sample chart and datasheet appear.
3. Click in the datasheet to replace the sample with your own information
4. With the datasheet open, right-click most anywhere on the barchart and select Chart Type to change the chart type.

Note: you can import charts and tables from Excel or Word.

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3.6 Different Working Views

PowerPoint provides you with 3 main functional views for working with your slides.

To activate a different working view, click on View from the top menu and select the view you want.

There is also a little small viewbar at the bottom left side of your screen. It looks like this:

Use these icons to activate each of the 3 main working views: (from left to right: normal view, slide sorter, slide show). NOTE: use the slide show view from this viewbar, when you only want to preview a single slide in slide show mode.

Here is a brief explanation of each view:

1. Normal View - Your main view for working with individual slides. You can toggle between the Outline and Slides panes on the left-hand side, or close them completely.
2. Slide Sorter View - shows you a miniature version of each slide.  This is a good place to manipulate the order of your slides and to make global changes to your presentation. You can duplicate, delete, and move slides here. You can also apply transitions - effects between slides - to groups of slides or the entire presentation. Double-clicking a slide miniature opens it in Normal View.
3. Slide Show View - used for previewing and presenting the entire slide show to an audience. (Keyboard shortcut = Hit F5 to start and Hit Esc key to stop)
• In addition to left-clicking the mouse, you can advance through your slide show by using any of the following keyboard commands: Spacebar key, Enter key, Page up/down keys.
• Right-click on the screen to access options useful in slide show view.
4. Notes Page View - shows you what your printouts will look like if you choose to print notes pages.

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4. Customizing Your Presentation

Masters enable you to customize the design, layout, and content of your slides, notes pages or handouts.

What is a Master?

A special slide on which you define formatting for particular slides in your presentation. Each presentation has a master for each key component -- slides, title slide(s), speaker's notes, and audience handouts. If you have pictures, text, or special formatting you want to appear on your slides or handouts, add it to the corresponding master.

Four types of Masters

1. Slide Master - applies to all slides except the title slide
2. Title Master - title slides only
3. Notes Master - items you add appear ONLY when you print as slides with notes.
4. Handout Master - items you add appear ONLY when you print as handouts.

The Title Master vs. the Slide Master

The Title Master controls only the "title" slide(s) in a presentation.

• You can use as few or as many title slides as you want in your presentation - you don't have to use them at all if you don't want to.
• The only way to create a title slide is to choose "Title Slide" from the Autolayout dialog box.

NOTE: If you create your own masters from a blank presentation, the computer doesn't give you an option to make a separate Title Master. The Slide Master will be used for all slides.

The Slide Master is the master for all slides except the title slide. When you select a design template for your presentation, a slide master is applied.

• The slide master is an element of the design template that stores information for the template such as background design, font styles, and placeholder positions.
• You can customize the built-in design templates, or make global changes to all of your slides, e.g., changing the font by simply changing it in the slide master.
• Each design template includes a title master. Changes made to the title master affect the slides that use the Title Slide layout.

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4.1 Customizing the Slide Master

Click on the View menu, point to Master, and click on Slide Master.

Let's make some changes and see what happens:

1. Make sure that the Slide Master thumbnail on the left is selected.
2. Click the top or title text box to select it -- apply formatting changes
3. Click the lower or Object box to select it -- apply formatting changes
4. Click the Clip Organizer in the Task Pane -- choose a graphic and drag and drop it onto the top left corner of the Slide Master. Resize as needed.
5. Click on the View menu, and select Header and Footer.
6. Choose to add a date, page number, or footer to your presentation. Apply all.
7. Close the Master Slide and view your changes.

4.2 Adding Transitions

Transitions help you to create a steady flow from one slide to another. You can add one transition type to your entire presentation, or you can have different transitions between each slide.

To add a transition to your presentation: Slide Show > Slide Transition.

• In the Slide Transition task pane, scroll the list and select a transition effect. You can adjust the speed etc. from the Modify menu.

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4.3 Animating a Bulleted List

You can control the way your bulleted lists enter the slide. A popular option is to dim the appearance of a bullet once you move on to the next one.

To animate and dim the items in a bulleted list:

Step 1 - First apply a preset motion path:

1. Select the slide with the bulleted list. From the task pane, choose Animation Schemes, then under Subtle, choose Appear and Dim. Preview the effect.

Step 2 - To animate the text:

1. From the task pane, choose Custom Animation and then select the items listed that correspond to the bulleted list.
2. Click on the Change button and choose Fly In option from the list.
3. Click the Play button at the bottom of the task pane to preview.
4. To change your entrance effect, you must select the object(s), then go to the Change pull-down menu to pick a new effect.

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4.4 Hyperlinks

Create a hyperlink -- to make your presentation function like links in a web page.

1. First, you must have Saved your file.
2. Highlight the text that you want to be the link.
3. Click the Link button on the toolbar, and type in the Web address of the site.

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5. Sharing Your Presentation: Printing and Saving Options

The following options are available for sharing your presentation:

• You can save your presentation as a .ppt file (Most typical)
• You can save it as a Pack and Go -- .ppz file
• You can print your presentation, or just parts of it.
• You can also publish your presentation to the Web as HTML, or
• You can save your presentation as Outline/RTF file (No graphics)
• You can save your presentation as a .pps file (Open as slide show only)
• You can add narration and save it in most of the above formats.

Printing your presentation

You can print your complete presentation, including the slides, outline, notes, and audience handouts, or you can print only certain slides or notes pages. You can also choose to print in color, black and white, or grayscale. You can print

1. On the File menu, click Print Preview
2. Select which part of your presentation you want to print.
3. Add a frame around each slide, or just certain slides.
4. Change the orientation of a slide temporarily.
5. Change header and footer text.

You can also print slides to use as handouts. You can resize the slides to fit a variety of paper sizes. Slides can also be sized to fit transparencies for overhead projectors.

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