Chapter
7 - Power Point for Office XP
Exercise
1 - PowerPoint Assignment
Supplemental
Material - Presentation Advice
Default Settings
From
the Tools Menu, select Customize and find the Options tab. Turn on these
options:
o
Show Standard and Formatting Toolbars on two rows.
o
Always show full menus
o
Show ScreenTips on Toolbars.
o
Show Shortcut keys in ScreenTips.
A Power Point
presentation consists of slides
Slides
contain formatted text in outline form. You can also add pictures, clipart,
charts, sound, and video. Templates can be used for slide background designs
and formatting. Slides are dynamic, using animation effects and transitions to
create movement.
PowerPoint
is a visual medium, so show ideas with graphics instead of text. Use handouts
for any complex written material.
Creating a New
Presentation:
If
it isn’t already displayed, turn on the New Presentation Task Pane from the
View Menu. The task pane has a pull down selection menu at the upper right.
Select New Presentation. If you start a new presentation, you can select a
preformatted design, or a blank design. The AutoContent Wizard creates generic
formats students can adapt for their classroom presentations.
View Options:
PowerPoint
has three different views,
Slide Sorter – shows multiple slides.
You can insert or delete slides and use click and drag to reorder slides. You
can apply design schemes, add animation and transition effects and create
summary slides in this view.
Slide Show – shows the slides on the display device.
New Slides:
From
Insert menu select New Slide, or use the new slide icon on the formatting
toolbar, or press Control M. The Slide Layout Pane opens. Select a layout.
Layouts can be changed in existing slides. Select the slide and open the Slide
Layout Pane. Select a layout and click OK.
Slide Layouts:
Layouts
control the format of the slide. The three layout types are “Text” for text;
“Content” for graphics; and “Other” for non-text and non-graphic elements.
Text Slides:
One
type of text slide is a Title slide. The Title
slide has this structure:
-
Title -
-
Author -
Another
type of text slide is an Information slide. It has a bullet point structure.
The bullet points can be turned on and off using the toolbar icon.
Content Slides:
“Content”
layouts hold graphics without any text.
“Text
and Content” layouts contain placeholders that you will replace with text, and
with pictures, clip art, charts, or graphs. To insert graphics into a ‘Content
slide’ select the placeholder. Select the type of graphic from the set of insertion
icons, find your graphic, and insert it. You can click and drag the formatting
placeholders.
Other Slides:
“Other”
layouts are specific to a particular type of graphic. Select a layout that
matches the type of information needed on the slide. To insert Graphics into an
‘Other’ slide, click on the icon.
Creating and Editing a slide:
Create
a slide and select (or change) its layout (see above). Type in new text, format
the text, add graphics if desired. You can use any of the standard formatting
options available in Word, including changing the font color. The Drawing
toolbar options also work in PowerPoint.
To
alter the level of bullet points in text slides, use the decrease indent icon
and increase indent icons, or use the TAB and SHIFT + TAB keys.
To create a summary slide:
A Summary Slide is a computer generated slide that lists the titles of the other
slides. Create it last, after the other slides have been created and have
titles. From the Slide Sorter View select All (Control-A) Click the Summary Slide button on the Slide Show toolbar. (Alt-Shift-S
also works) Presto! Now click and drag the summary slide to its desired
location in the presentation.
You
can make a summary for a subset of slides. Hold down control while selecting
the slides to be included in the summary slide then follow the above steps.
Spicing up the presentation – Adding Content:
Using the Slide Master
From
the View menu select Master, then Slide Master. Changes to the slide master’s
format will apply to all slides; you can change backgrounds, font sizes and font
types. If you copy a logo, graphic, or picture into the Title area of the
Master it will appear on every slide. After you have made your changes, select
“Close Slide Master” on the Slide Master toolbar.
Adding Slide Numbers, Date,
and Time:
From the View menu, Header and Footer submenu.
Select Date and Time Update automatically. Choose a Date & Time
format. Select “slide numbers.” Select “Apply to all.”
Design Templates: From the Format menu, select Slide Design.
The Slide Design Pane opens. Find a template you like; they are listed in
alphabetical order. Select the slides you want the design applied to. Now click
on the right side of the design you want to apply. This opens a box that gives
you the option to apply to selected slides or apply to all slides. You can use
several templates within a presentation. You can remove designs by applying
the” default design” template.
You can add color and fill
effects:
Right-click in the slide’s background area. Select background. Use the pull
down menu in the background fill section. Color Scheme changes the color combinations used for the
design you have already applied to a slide or group of slides.
Adding an Excel Chart or Worksheet: Insert menu, Object
submenu. Select the type of object from the list. Click Create from file.
Locate the required file, click OK. Click outside the chart to return to
PowerPoint.
Adding Sounds or Movies: use the Insert Menu, Movies
and Sounds submenu. Choose something from the clip organizer. Movies should be
.mpg or .avi files. You can insert a button icon to play the movie or sound
when the icon is clicked. You can use the Custom Animation Task Pane to set the
sound to loop, or to play for one or more slides.
Adding a hyperlink: Insert a textbox. Right-click and select Add
Text. Type in a phrase describing the link. Right click and select Hyperlink.
Enter the URL. The link will be active in Slide Show view.
Adding graphics: The Drawing toolbar functions in PowerPoint
the same as in Word. You can also insert pictures, Word Art, and Clip Art. Use
Control + the arrow keys to fine tune placement.
Simultaneously Resizing
multiple objects: Hold down the Control key
and click on several graphics (you can include text). Click on a single graphic
and use the sizing handles to resize it. The other objects will simultaneously
adjust their size.
Spicing up the presentation – Adding Motion:
Transitions
control how slides replace each other. From
Animation Effects control the way bullet
points and objects appear on-screen. From the Slide Sorter View open the Slide
Design-Animation Schemes Pane. Highlight the slide(s) you want to add animation
to. Select an animation effect and observe how it looks by watching the slide
in the sample area. Note there are different categories of animation effects:
subtle, moderate, and exciting. You can apply the animation effect to all
slides, or apply it to the selected slide or slides. While this pane is open,
you can highlight additional slides and apply different animation effects to
those slides. If you make a mistake, there is a no-animation option as one of
the effects. This clears animations you have added to the selected slide(s).
Slides with animation or transitions show a small star underneath them in Slide
Sorter View.
Animating
Graphics:
Open
the Custom Animation Task Pane. Select a graphic element within the slide. Add
an effect. Repeat with each graphic element. Press the play button when
finished to review the animation sequence.
To change the order of effects: Open the custom animation Task Pane. Click on
the effect you want to move. Select the Reorder up or down arrow at the bottom
of the task pane.
To change the timing of effects: On the custom animation
task pane, you can set the speed of the effect.
To change the order in which
overlapping graphics appear: Select a
graphic. On the drawing toolbar, select Draw then select Order.
To show effects simultaneously: In the Custom Animation Task Pane, hold down Control
while selecting the effects you want to use together. In the Start box, select
With Previous.
To show effects together in
sequences:
In the Custom Animation Task Pane select
the effects you want to use together. In the Start box, select After Previous.
Animated clip art can be added to content
slides. After creating a content slide, you’ll see a set of icons in the frame.
Click on the Insert Media Clip icon. Type a word into the search box. Animated
objects have a small gold star in the corner. Click on the clipart to insert
it. The animation effect will only appear in the slide show view. For a preview
of this slide, change to the custom animation task pane. Click on the slide.
Click on the slide show button.
To create an endless loop: From the Slide Show Menu,
choose Set Up Show. In the Dialog box, check
To add movement buttons
to a presentation use the Slide Show menu, Action Buttons submenu.
Showing the
Presentation:
Press
F5 to begin the show.
To move to next slide: Page Down, N, left click with Mouse, or use
the down arrow key.
To move to previous slide: Page Up, or P, or use the up-arrow key.
To jump directly to a slide: Type in the slide number and
press enter, or right click and choose a slide from the pull down menu.
To move to the first or last
slide:
press the Home or End key.
To
set a timer to display the slides: See Transition Effects and Animation
Effects.
To use the mouse as a pen: Rick-click during the show
and select Pointer Options.
To temporarily show a blank
screen:
press Shift-B or period for a black background, Shift-W or comma for a white
one. Repeating returns to the slide show.
To end a slide show: press Escape.
Printing slides
and lecture notes:
To show speaker notes on your PC,
without projecting them: You can view
speaker notes at any time during a broadcast by right-clicking any slide, and
then clicking Screen and then Speaker Notes. Extra hardware must be installed
to show notes on the PC and not on the display.
To print handouts: From the file menu ->
Print -> Print what -> handouts -> 6 per page (or select a different
number of slides) The Print Range can be set to “All”, or you can print a
selection of slides. Frame Slides should
be checked. Click OK
Printing PowerPoint to Word for
student to use in note taking.
Choose
File, then Send to, then select Microsoft Word. This lets you create a copy of
the presentation with spaces for note-taking.
Saving the PowerPoint
Presentation:
PowerPoint
files can get quite large. Simply renaming the file when you save it helps to
shrink the file, sometimes significantly.
Follow the instructions
below to create 4 slides (or more, if you feel creative) about a topic that
interests you. After you create your presentation, use the summary
slide feature to generate a summary slide. The slides must be created for this
class; do not submit slides you created for a presentation to another class.
For more
information and for examples of student work, go to www.cob.sjsu.edu/splane_m/Index3.htm
Create
this slide last, after you have completed the other slides. The icon for
creating summary slides is on the toolbar in the Slide Sorter View. You must
select some slides before this icon becomes active. You must use text, not Word
Art, in the title areas of the slides.
This
is a Footer, so look on the View menu. You can select a combination date and
time setting from a pull-down list in the dialog box.
Preparing a talk always takes far longer than you anticipate. Start early!