powerpoint 2003 - the basics for...

POWERPOINT 2003 – THE BASICS FOR STUDENTS

Produced By C&IT Services 11/04/2006 PowerPoint 2003 – The Basics For Students

OVERVIEW This document is designed to provide a very basic introduction to Microsoft PowerPoint. By the time you have finished reading this guide you should be able to create new presentations, open existing presentations, print, save, exit the program and perform some basic formatting. You will also be told how to access the help files within Microsoft PowerPoint. Please be aware that within Microsoft PowerPoint there are often several ways of performing the same task. In the majority of cases this document only gives one example however with practice and experience you will learn new methods and will discover which technique works best for you. THE BASICS OF POWERPOINT 2003 OPENING POWERPOINT 2003 To open PowerPoint 2003:

• Click Start • Highlight All Programs • Highlight Microsoft Office • Select Microsoft Office PowerPoint 2003. Microsoft PowerPoint will

open and look similar to the following:


Title Bar – displays the presentation name

Menu Bar – use to access the menus for PowerPoint 2003

Formatting Toolbar – use to change the appearance of text and other presentation properties

Standard Toolbar – use to carry out common commands such as open, save, print

Task Pane - use the drop down menu to access tools and information such as help files, clip art, slide layouts, the research pane comprising a dictionary, thesaurus and much more. You can also use the Task Pane to perform common tasks such as creating a new presentation or opening an existing presentation. If the Task Pane is not visible; click View from the Menu Bar and select Task Pane.

Drawing Toolbar – use to add and format shapes and pictures to your presentation

Help Bar – use to ask questions

Toolbars – as well as the Formatting and Drawing Toolbars mentioned above you can open a wide range of toolbars. To open other toolbars; click View from the Menu Bar, highlight Toolbars and select the relevant toolbar.

Outline/Slide Tabs – use to view your slides in Outline View (text only) or Slide View (text and graphics)

Presentation View – choose from Normal, Slide Sorter or Slide Show views

Notes Pane – use to add notes for individual slides when in Normal view

Status Bar – displays current position in presentation and presentation design information

Outline/Slide Tabs – use to view your slides in Outline View (text only) or Slide View (text and graphics)


CREATING A NEW PRESENTATION To create a new presentation within PowerPoint 2003:

• From the Menu Bar click on File • Select New • From the Task Pane select Blank presentation

OR • Click on the New Presentation icon which can be found on the

Standard Toolbar:

OPENING AN EXISTING PRESENTATION To open an existing presentation from within PowerPoint 2003:

• From the Menu Bar click on File • Select Open

OR • Click on the Open icon which can be found on the Standard Toolbar:

The Open dialog box will appear:


• Navigate to the location of the file by clicking on the down arrow to the right of Look In: and once on the required drive

• Highlight the document to be opened • Select Open.

ADDING A SLIDE TO YOUR PRESENTATION To add a new slide to your presentation:

• Click Insert • Select New Slide

OR • Click on the New Slide icon:

There are numerous different Slide Layouts within PowerPoint which you can choose from and when you insert a new slide the Slide Layout Task Pane will appear:

Click on the drop down menu next to Look in to navigate to the file location

Click Open to open the file

Click once on the presentation name to highlight it

A preview of your presentation will be visible on the left pane


• Click on a slide layout to apply it to your new slide. Once you have created a new slide you will see boxes prompting you to add text. These boxes are entitled Placeholders and they assist in controlling the layout of slides:

Placeholders


ADDING TEXT TO YOUR SLIDE To add text to your slide click into the Placeholder in which you would like to add the text. As you type you will see that the text is automatically formatted depending on which type of slide layout you are using. ADDING PICTURES TO YOUR SLIDE To add Clip Art to your slide:

• Click Insert • Highlight Picture • Select Clip Art. The Clip Art Task Pane will appear:

• Click on an image to insert it into your slide and use the handles to resize and/or move the image as required:

Enter a search term describing the type of Clip Art you are looking for and click Go

Use this drop down menu to choose which folders you want to search Use this drop down

menu to choose which file type(s) you wish to search for

Click on an image to add it to your slide

Use the handles to resize and/or move the image as required


To add a picture saved to file:

• Click Insert • Highlight Picture • Select From File. The Insert Picture dialog box will appear:

• Navigate to the location of the file by clicking on the down arrow to the right of Look In: and once on the required drive

• Highlight the image to be inserted • Click Insert to add the image to your slide and use the handles to

resize and/or move the image as required. SLIDE DESIGNS You can apply an existing design template to your slides to define your colour scheme and background design. To apply a Design Template:

• From the Menu Bar click Format • Select Slide Design. The Slide Design Task Pane will appear:

Click on the drop down menu next to Look In to navigate to the file location

Click on an image to highlight it

Click Insert to insert the picture into your slide

Double click on a folder to view its contents


Click on a slide design to apply it to your presentation. SLIDE VIEWS There are different ways of viewing your slides. The view buttons can be found on the tabs on the left of your presentation and on the bottom left of the screen:

Use the scroll bar to scroll through more designs

Click on a slide design to apply it to your presentation


SAVING YOUR PRESENTATION Saving a Presentation for the First Time To save a presentation for the first time:

• From the Menu Bar click File • Select Save As. The Save As dialog box will appear:

Outline View allows you to work only with the titles and text of the slide.

Slide View enables you to edit or add text and graphics one slide at a time.

Slide Show View allows you to run your presentation.

Normal View is a combination of Outline View and Slide View.

Slide Sorter View allows you to display a miniature version of each slide in order. This view is useful for rearranging the order of slides within a presentation.


• If you do not wish to save your file to the default location (usually My Documents) then click on the down arrow to the right of Save in: and click once on the required drive. To save within a folder double click on the folder to open it.

Please note: C&IT Services recommend that you always save files to your Personal Data Area (H:).

• Type the name of the file to the right of File name • Select Save

Saving the Presentation after Modifications Have Been Made To save the document after modifications have been made:

• From the Menu Bar click File • Select Save

OR • Click on the Save icon which can be found on the Standard Toolbar:

Click on the drop down menu next to Save in to navigate to the save location

Click Save to save the document

Enter the document name here


CLOSING YOUR PRESENTATION To close your presentation:

• From the Menu Bar click on File • Select Close

EXITING POWERPOINT To exit PowerPoint:

• From the Menu Bar click on File • Select Exit

WORKING WITH POWERPOINT FORMATTING TEXT To change the appearance of text:

• Highlight the text that you would like to change • From the Menu Bar click on Format • Select Font. You will be faced with the following dialog box:

• Once you have made the required changes click OK

Select the font here

Choose additional formatting effects here if required

Select the font size

Select the font style here

Select the font colour here

Click OK once you have made your selections


MOVING TEXT To move text:

• Highlight the text to be moved • From the Menu Bar click on Edit • Select Cut • Position the insertion point where the text is to be moved to • From the Menu Bar click on Edit • Select Paste.

COPYING TEXT To copy text:

• Highlight the text to be copied • From the Menu Bar click on Edit • Select Copy • Position the insertion point where the text is to be copied to • From the Menu Bar click on Edit • Select Paste.

UNDO/REDO Click on the Undo button which can be found on the standard toolbar to reverse your last action, e.g. if you deleted text accidentally.

The undo button Click on the Redo button to redo the action you reversed, e.g. if you decided that you did want to delete the text after all.

The redo button USING THE SPELLCHECKER To use the spell checker:

• From the Menu Bar click Tools. • Select Spelling and Grammar.

If no spelling or grammar mistakes were found you will receive the following message:


If unrecognised words or spelling errors were found the following dialog box would appear:

To correct the spelling:

• Select the correct spelling from the Suggestions list of type the correct spelling in the Change to field

• Click Change to change the word or Change all if you wish to replace all occurrences of the word.

VIEWING YOUR PRESENTATION AS A SLIDE SHOW To view your presentation as a slide show:

• From the Menu Bar click on Slide Show • Select View Show

OR • Click on the Slide Show icon:

The unrecognised word is shown here

Click here to ignore the word

Click here to ignore the word and any future occurrences of the word


PRINTING YOUR PRESENTATION To print your presentation:

• Click File • Select Print. The Print dialog box will appear:

• Once you have made your selections click OK. GETTING HELP WITHIN POWERPOINT USING MICROSOFT OFFICE POWERPOINT HELP To open the Help Pane:

• From the Menu Bar click Help • Select Microsoft Office PowerPoint Help. The PowerPoint Help

Pane will open:

Select the printer here Specify the

number of copies to be printed here

Use this area to specify what you would like to print, i.e. slides, handouts, note pages or outline view

If you are printing handouts, use this area to specify how many slides are to appear per page

Specify the slides to be printed in this section

Click OK once you have made your selections and are ready to print


To search for a topic using keywords:

• Enter your keyword(s) into the Search for field. • Click on the Start Searching button:

The results will be displayed within the Help Pane.

• Click on the topic most relevant to your needs. The information will open either as a help file or as an article on office online.

To navigate to a topic using the table of contents:

• Select Table of Contents. A list of folders, help files and articles will

appear. • Click on the article or help file you wish to view or the folder you

wish to open.

To search for specific information enter the keywords here.

To navigate through the help files to manually find information start by clicking here.

Use this section to go directly to specific Microsoft online help topics (when you select one of these topics the website will automatically open).

Close the help pane.

Go back to previous screen.

Go forward to next screen.


USING THE HELP BAR To use the Help Bar:

• Enter a question in the Help Bar:

• Press the enter key. The results will be displayed within the Help Pane.

• Click on the topic most relevant to your needs. The information will open either as a help file or as an article on office online.

USING THE OFFICE ASSISTANT To open the Office Assistant:

• From the Menu Bar click Help. • Select Show the Office Assistant.

To get help from the Office Assistant:

• Click once on the Office Assistant. • Type your question in the space provided and click Search. The Office

Assistant will search for relevant topics and the results will be displayed to the right of your screen.

• Select the topic most relevant to your needs or rephrase your question.

To customise the Office Assistant:

• Click once on the Office Assistant. • Click Options

Use the Gallery tab to select an Office Assistant. Use the Options tab to customise how the Office Assistant behaves and whether tips are displayed.

To hide the Office Assistant:

• From the Menu Bar select Help. • Choose Hide the Office Assistant.


ADDITIONAL HELP AND INFORMATION POWERPOINT 2003 HINTS & TIPS To view the online C&IT Services PowerPoint 2003 Hints & Tips visit: http://www.napier.ac.uk/depts/citservices/help/stuhints/ppoint.htm The Hints & Tips are also available to be viewed on the Outlook Public Folders: Public Folders/All Public Folders/Students/C&IT Hints & Tips/Powerpoint C&IT SERVICES HELPDESKS If you have any problems with PowerPoint 2003 you can speak to one of the support staff behind the helpdesks at Craiglockhart (Younger Computer Suite), Merchiston (JKCC) or Craighouse (LRC). Alternatively you can contact the C&IT Support Desk by emailing c&[email protected] or by telephoning ext 3000 (0131 455 3000 externally).