bob booth powerpoint 2003. january 2007 ap-ppt4/file/introduction-to... · bob booth creating...

Creating Presentations with Microsoft PowerPoint 2003.

Bob Booth January 2007 AP-PPT4 © University of Sheffield

Bob Booth Creating Presentations with PowerPoint 2003

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Contents

1. INTRODUCTION....................................................................................................................................... 3

2. GETTING STARTED ................................................................................................................................ 4 2.1 STARTING POWERPOINT....................................................................................................................... 4 2.2 ISSUING COMMANDS ............................................................................................................................ 6 2.3 WORKING WITH FILES .......................................................................................................................... 7 2.4 OTHER WAYS TO START POWERPOINT................................................................................................. 9

3. BUILDING SLIDES ................................................................................................................................. 10 3.1 TEXT .................................................................................................................................................. 11 3.2 BULLETED LISTS ................................................................................................................................ 11 3.3 PICTURES ........................................................................................................................................... 12 3.4 TABLES .............................................................................................................................................. 13 3.5 GRAPHS.............................................................................................................................................. 13 3.6 WEB LINKS ........................................................................................................................................ 14 3.7 OBJECTS FROM OTHER SOFTWARE...................................................................................................... 15

4. ANIMATION AND DESIGN .................................................................................................................. 17 4.1 HAND CRAFTED DESIGN .................................................................................................................... 17 4.2 USING A DESIGN TEMPLATE............................................................................................................... 18 4.3 TRANSITIONS BETWEEN SLIDES ......................................................................................................... 18 4.4 ANIMATED BULLET POINTS................................................................................................................ 19

5. THE PRESENTATION............................................................................................................................ 20 5.1 CREATING A PORTABLE SHOW ........................................................................................................... 20 5.2 PRINTING SLIDES................................................................................................................................ 21


1. Introduction PowerPoint enables anyone to produce, with a little practice, beautifully laid out presentations, either as on-screen shows, or as OHP slides. For several years, the University of Sheffield has provided versions of Microsoft PowerPoint. Gradually, we are moving towards PowerPoint XP. Some members of staff already use PowerPoint XP on the CICS Managed NT Service.

The aim of these notes is to introduce you to the basics of PowerPoint. It will tell you how to create attractive animated presentations that include animation, images, charts, tables, and links to other software.

The screenshots contained in this document are taken from the CiCS Managed XP Service. This service displays windows and dialog boxes in the classic style with grey maximize, minimize and close buttons. If you are using PowerPoint 2003 on a standard PC, the windows and dialog boxes will have blue maximize and minimize buttons, and an orange close button. This difference is superficial; all functionality of PowerPoint 2003 is the same, whichever computer you use.

Users of previous versions of PowerPoint should note that very little has changed.

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2. Getting Started PowerPoint presentations consist of a series of slides. In building up a presentation you construct each slide adding titles, list points, and graphics as necessary. You can either start with a blank slide, or start with a template with ready-made entries for titles, lists and graphics.

2.1 Starting PowerPoint To use PowerPoint you first need to start up your computer and log on with your usual username and password. Click the Start button and locate Microsoft PowerPoint. When PowerPoint loads you will see the following screen.

To begin work on a new presentation, click the Create a new presentation link, then in the next screen, click Blank presentation option from the Task Pane on the right. The Task Pane will change to reveal the different slide layouts available.

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Click the option that best matches the requirements for your slide. The PowerPoint screen will become active displaying the template for your chosen layout.

The area in the centre displays the slide layout. The area on the left displays the structure of your presentation as it builds. The area below the slide is labeled Click to add notes. You can use this area to write notes that you can read from as you deliver your presentation, these notes can be printed out and are not visible whilst you show the slides.

The three buttons on the bottom left of the screen offer you different views of the presentation.

The normal view shows all elements of the PowerPoint screen as above.

Slide sorter view shows all slides together, allowing you to re-order the slides.

Presentation view lets you see each slide as it will appear in the presentation.

In addition, at the top of the column is a tab that offers Outline view. The outline view shows a tree structure of your slides.

You can now begin to build your first slide. To add a title to your slide click on the text labeled Click to add title. As soon as you click, the text will disappear and be replaced by a flashing insertion point. Type in text from the keyboard, using the Backspace and Delete keys to correct mistakes. When you have entered the title you can click on the next area of the slide to enter a subtitle in the same way.

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2.2 Issuing Commands

Menus

Whenever you need to do something to your presentation you can select a command or action from a menu. Use the mouse to click on any menu title in the menu bar and a drop down menu will appear containing a list of available commands.

Initially, only the most popular commands will be displayed, but if you wait a few moments the menu will expand to reveal all of its commands.

Click once on any appropriate command and the corresponding action will be carried out. To remove the menu without selecting a command you should click the mouse in any white space.

If you select a command that appeared in the expanded menu, PowerPoint will remember this, and will make that command available in the smaller menu for future convenience.

Right Mouse Button Menu

In addition, you can access a floating pop-up menu by clicking the right mouse button whilst the cursor is within the presentation area. Commands can be selected from this menu in the usual way.

Toolbars

The grey strip below the menu bar contains toolbars. Previous versions of PowerPoint offered several toolbars on top of each other. PowerPoint 2000 shrinks them down to fit on one row. The buttons on the toolbars offer shortcuts to commonly used menu commands. To find out what a button does, position the mouse cursor above the button, but do not click. After about two seconds a yellow box will appear naming the button. You can click on these buttons to either carry out the command, or display a list from which an option can be selected. Initially only the most popular buttons are displayed on each toolbar. To access the other buttons you should click on the down-pointing arrowhead.

When you use a concealed button it gets added to the visible part of the toolbar.

If you prefer to have the toolbars stacked on top of each other as before you can drag toolbars beneath each other by dragging the grey vertical bar at the start of each toolbar.

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2.3 Working with Files

Saving Files

As you type text from the keyboard it will appear on your screen and you can watch as your presentation grows. While you are doing this however, your work is vulnerable; it only exists on the screen and in the temporary memory of the computer. If the machine fails both the screen and memory are wiped clean.

In order to make your work safe you need to make a secure copy of your presentation in a computer file. For those of you new to computing, a file is an entity that sits in your computer and will usually contain one piece of work. In the context of PowerPoint processing a file will contain one of your presentations. As you write more and more presentations you will accumulate more and more files.

To save your file either select Save from the File menu, or click on the save button in the standard toolbar. The first time you do this for a particular file you will get a dialog box where you can supply a name for your presentation, and specify a place in which to save it.

Specify a name for the file in the File Name box. A file name can contain up to 256 characters, including spaces and capital letters. Initially, PowerPoint will suggest the first sentence of your presentation as a file name, you can accept this if you wish or type in you own name for the file.

Next you need to specify the location for the file. This can be any folder on your hard disk or network account. Initially, PowerPoint will offer you the My Documents folder but you can change this by selecting a new drive or folder from the Save in menu.

The file name is followed by the extension .ppt The name helps you identify individual files whereas the extension helps PowerPoint to recognise files that it has been used to create. When you have entered a name, click on the Save button to save it. All subsequent saves will update the existing file without asking for a filename.

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Closing Files

If you have finished working on a presentation for the time being, but want to carry on using PowerPoint to edit a different presentation, you should save your work as described above, then select Close from the File menu, or click the close button in the presentation window. This will close the presentation down but will still keep the PowerPoint processor running. You can then begin work on your second presentation.

Opening Existing Files

When you want to continue work on a presentation that you started earlier you should select Open... from the File menu, or click on the Open button in the toolbar to get the following dialog box.

You can then select a file from the list, or use the Look in menu to access files in on different drives, or use the History button to list your most recently used PowerPoint files. When you have your file selected click on the Open button to load it into PowerPoint.

As a shortcut you can open any of your four most recent presentations by selecting them from a list that automatically appends to the bottom of the File menu.

Creating a New File

When you want to start a new presentation click on the New button in the toolbar. This will give you a new screen with a blank presentation area, and a new entry for the PowerPoint presentation will appear on the Taskbar.

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Exiting from PowerPoint

When you have finished all your work for the time being, and all your presentations have been saved, you can leave PowerPoint altogether by selecting Exit from the File menu or by clicking the Close button in the PowerPoint Title bar.

All your presentations will close one by one and you will be prompted to save any presentations that have changed. Finally PowerPoint itself will close down leaving you at the Desktop.

2.4 Other Ways to Start PowerPoint Although the usual way to start PowerPoint is by selecting its entry from the Start menu, there are several other ways to start PowerPoint, some of which you may find more convenient.

Desktop Shortcut

If you want to Start PowerPoint without navigating the Start menu you can set up a shortcut to PowerPoint on your Desktop. Open the Start menu to reveal the entry for PowerPoint XP, then with the right-mouse button drag the menu entry for PowerPoint onto your Desktop. When you release the mouse button a pop-up menu will appear, and from this you should select the entry Copy here. A shortcut will be created on your Desktop and you will be able to start PowerPoint any time by double-clicking this shortcut.

My Computer or Windows Explorer

To quickly open an existing presentation in PowerPoint you can use My Computer or Windows Explorer to locate any PowerPoint file on your computer, then double-click the file to start PowerPoint and load the file automatically. Once you have PowerPoint running you can open more files by dragging icons from My Computer or Windows Explorer onto the PowerPoint screen.

The Documents Menu

To quickly access files that you have been recently working on you can click the Start button and open the Documents menu. In here you will find a menu of your recently accessed files. Select any PowerPoint presentation from this menu and PowerPoint will load and automatically open the selected file.

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3. Building Slides In this section we introduce some of the features that enable you to alter the structure and layout of your presentation.

To add a new slide to your presentation click the New Slide button. The Task Pane will again display the layouts available. Click the layout that best meets your requirements. A new, blank slide will be added to your presentation.

To change the order of your slides, or insert a new slide into the middle of a presentation, it is worth switching to slide sorter view. Click the Slide Sorter View button to see the following layout

From here you can delete any slide by clicking it then pressing the Delete key. You can re-order slides by dragging any slide to a new position, and you can add a new slide anywhere by clicking between two existing slides and clicking the New Slide button.

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3.1 Text Most of the text on PowerPoint slides is contained in titles or bulleted lists; bulleted lists are covered later.

• To enter text in a title field click inside the field and type in your text.

• To change the appearance or colour of any text, select the text, then use either the Toolbar buttons, or select Font from the Format menu, and make changes as you would in a Word document.

• To add an additional text area to your document select Text box from the Insert menu, then drag a box onto the slide using the mouse.

• To reposition text on your slide click the border of the text area, then drag it to its new position.

• To remove a text area from your slide, click the border of the text area, then press the Delete key.

3.2 Bulleted Lists Most presentations use bulleted lists to summarise points that the speaker can elaborate upon. To use bulleted lists it is best to choose a layout template that includes a bulleted list area. You can create your own bulleted list by inserting a text area then clicking the bulleted list button.

When you click inside the bulleted list area you get a single bullet point and a flashing insertion point. Type in the text for your first point and apply formatting if necessary. To create subsequent bullet points, simply press the Enter key to start a new line with a new bullet point.

If you wish for any of your text lines to be displayed without a bullet you can click in the line, then click the bulleted list button to remove the bullet point.

To create multi-level bulleted lists, type in the text lines as usual. Click at the start of any lines that you wish to appear as a lower level list then press the Tab key from the keyboard. The selected lines will receive an additional indent and will get a different bullet symbol. Using the Backspace key produces the opposite effect.

To change the bullets symbols used click in one text line of the list level that you wish to change, then, select Bullets and Numbering from the Format menu. In the dialog that appears choose any of the options displayed, or for a greater selection click the Character button and select any symbol from the Symbol or Windings fonts.

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3.3 Pictures You can either add your own images to your slides, or choose a picture from the Office clipart collection. Pull down the Insert menu and select Picture, then from the sub-menu select Clip Art.

In the Task Pane click Clip Organiser. You will see a dialog box listing the ClipArt collections. Click the + symbol next to Office Collections to reveal a list of categorised folders.

You can open any folder to view the images inside. Click on any image and select Copy from the pop-up menu. Then close the dialog box and paste the image onto your slide.

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3.4 Tables To place a table on a slide choose the layout template for a table, or on a blank slide select Table from the Insert menu. You will be asked to specify the number of rows and columns.

Click OK and the table will appear on your slide. The cursor will appear as a pencil icon and you can use this to draw in additional rows and columns. If you wish to change the appearance of your table select Table from the Format menu.

3.5 Graphs To create a graph for a slide select a layout template that includes a graph, or on a blank slide select Chart from the Insert menu. An example chart will be drawn on your slide and you will see a new window containing example chart data.

Type your chart data into the data window; you will see the chart being updated dynamically. When you have entered your data close the data window using the usual Close button. If you wish you can change the style of chart by selecting Chart Type from the Chart menu.

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3.6 Web Links Any text or graphic on any slide can be made to access a Web page. During a presentation the speaker need only click on the link to start up a Web browser and display the specific page.

To do this highlight the text or select the graphic, then select Hyperlink from the Insert menu.

Type in the Web page address in the box labelled Address then click the OK button.

When you subsequently run the presentation you can click on the link to start up your Web browser.

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3.7 Objects from other Software Although you can create objects from within PowerPoint, you can also import existing objects from other software. So rather than create a chart or a table, you may find it easier to import an existing chart from Excel, or an existing table from Word, for example.

Copy and Paste

The most straightforward way to place existing objects into PowerPoint is to use standard Windows Copy and Paste.

To copy a Word table, for example, you would start Word and open the file that contains the table. You would select the table then, within Word, click the Copy button.

Next you would return to PowerPoint, open the slide where you wished to place the table, then within PowerPoint, click the Paste button. The Word table would then be copied into PowerPoint.

Naturally this procedure works for objects that can be selected in any Windows software.

Pasting Links

The disadvantage of the above method is that objects pasted into your presentation remain fixed. If the underlying file changes then your presentation is out of date. An alternative method is to paste a link into your presentation. This links your presentation to the file that contains the data, and if that data file changes then your presentation will be updated automatically.

To paste such a link, copy the object from the original file as above, then return to your PowerPoint slide. Then instead of using the Paste button, pull down the Edit menu and select Paste special

In the dialog select the Paste link option, and select the appropriate object. Click OK and the object will be pasted into your slide. If the underlying object changes at any point in the future, your slide will be updated accordingly.

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Loading the Software

The above methods are fine if the object can be adequately displayed on a single PowerPoint slide. There are times however, when the best results are achieved by displaying the object in its native software. A large table of data, for example, may be too big for the screen, and you may choose to have PowerPoint automatically start Word, and display the table within Word, using scroll bars to move up and down.

To insert a single object, paste a link as described above.

To insert an entire file, select Object from the Insert menu and in the dialog select Create from file

Then you can use the Browse button to locate the file on your computer.

In either case the contents of the file will be displayed on your slide. If, however, you select the Display as icon option, the linked object will appear as an icon, and will not be displayed until you click that icon.

The next thing to do is instruct PowerPoint that when you click the linked object during the presentation, it should load the software to display the object. To do this, pull down the Slide Show menu and select Action Settings. In the dialog that appears set the Object action to Open as below.

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4. Animation and Design Now that we have covered the construction of slides, we can transform the information into an elegant presentation.

Whilst doing this it is useful to periodically check, how the slides would appear in a real slide show.

• To look at the current slide, as it would appear in the show, click the View button in the bottom left of the screen.

• To view all slides from the beginning select View Show from the Slide Show menu.

When you wish to return to the normal view press the Esc key.

4.1 Hand Crafted Design We have already covered how to format, and colour text, and we have covered how to include decorative images, (the Clip Art library contains many images suitable for borders and good effects).

To change the background for your slide, pull down the Format menu and select Background. In the dialog that appears, click on the Background fill menu as below

Select any of the colours offered, or click More Colors for a greater choice, Click Fill Effects if you wish to add a texture to your chosen colour.

When you have chosen your background click Apply to use that background on the current slide, or click Apply to All to use the background on every slide.

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4.2 Using a Design Template If you prefer not to design your own slides, you can use one of PowerPoint’s own design templates. To apply a design template to an existing presentation, pull down the Format menu and select Slide Design.

The right-hand panel will display a collection of design templates. Scroll down to view all templates, and double-click any template to apply it to your presentation.

4.3 Transitions Between Slides As you move from slide to slide whilst giving a presentation, you can have PowerPoint display an animated effect. To choose an effect, pull down the Slide Show menu and select Slide Transition

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Bob Booth Creating Presentations with PowerPoint 2003 In the right-hand panel there is a collection of animated effects, click any effect and you will see the slide change using that effect. When you have chosen an effect it will work when you move from the current slide, you can click the Apply to All Slides button to have the effect work on every slide in your presentation.

4.4 Animated Bullet Points To increase suspense in your presentation, and to keep your audience focused on the current issue you can introduce points on a slide one at a time. To do this pull down the Slide Show menu and select Custom Animation

Your slide may have a title, some text and a graphics object, select any object that you wish to be animated, then click on the Add Effect tab

Once you have chosen an effect you can modify it, in particular you can change the emphasis so that previous bullet points are reduced in font size or change colour.

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5. The Presentation To run your presentation to an audience from the computer, start PowerPoint and load your presentation file. Select View Show from the Slide Show menu and the first slide will be displayed.

Use the left mouse button, Enter key, Page Down key to advance through the slides, use the Backspace, Page Up keys to retreat through the slides. To jump to a specific slide, right-click the presentation, select Go to Slide then from the submenu select the required slide.

5.1 Creating a Portable Show If you need to deliver your presentation from a computer that does (or may not) have PowerPoint you can create a standalone presentation. This is a file that can be used to show presentations, but cannot be used to create or edit them. When such a file is double-clicked it opens your presentation directly into a slide show and operates as above.

To create a portable show load your presentation into PowerPoint, then from the File menu select Save As. In the dialog that appears select PowerPoint Show in the Save As Type menu.

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5.2 Printing Slides PowerPoint allows you to print out several useful versions of your presentation. Select Print from the File menu to get the following dialog

In the Print what section, expanded above, you can choose to print the slides, one per sheet, suitable for producing OHPs, you can print audience handouts, choosing from 2,3,4,6 or 9 slides per sheet. Three slides per sheet is particularly useful as it gives the audience an area in which to add their own notes. If you have included speaker’s notes in your presentation you can print these out also.

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