Power Point
Notes –Office XP version
© Mike Splane 2004
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, 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” can be used for all graphics; and “Other” is for a single type of
graphic.
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 Insertion
icon, 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 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 apply a
different template to slides, for example you might want to use different
templates as a visual cue when changing topics. 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 Schemes 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: Click Insert, Object. 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 would be added from the Insert Menu, under
Movies and Sounds. Choose something from the clip organizer. Movies should be
.mpg or .avi files. It’s a bad idea to embed the
movie into the PowerPoint – the file gets too big. Sound files show as an icon
in the presentation. The sound will play when you press the icon, or can be set
to play automatically. To make sure the sound and movie items play, you should
first move them into the folder that contains the presentation, and then insert
them into the presentation. To embed a wav file, first go to the Tools menu,
Options menu, General tab and increase the number next to “link sounds with
file size greater than” to 50,000. Then
insert the file.
Adding a hyperlink: Insert a textbox. Right-click and select Add
Text. Type in a phrase describing the link as text inside the
text box. 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 normal or slide sorter view, select
a slide (or group of slides) and right click. Select Slide Transition. The Slide
Transition Pane appears. Follow the prompts from top to bottom. First, select a
transition effect and observe how it looks by watching the sample area. Then
alter its speed if desired, then set it to change automatically or manually.
You’ll need to insert a time for the delay period if you select automatically.
You can then apply the transition effect to the slide master or to all slides,
or leave it applying only to the previously selected slide or slides. If you
make a mistake, there is a no-transitions option as one of the effects. This
clears any transitions you have selected.
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 than 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 GIFs can be added only through
the Task Pane. In Normal View, open the task pane and select Insert Clip Art.
Do a search. Animated gifs have a gold star in the lower right corner. Click on
the clipart to insert it. The animation 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
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.
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: During the presentation
Press Control-P. Control-A turns this off.
To erase the pen’s writing: Press E.
To use other Pointer options: During the presentation
right click and choose Pointer Options.
To temporarily show a blank
screen:
press Shift-B or period for a black background, Shift-W 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 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.