powerpoint 2013 - ble.lshtm.ac.uk 2013... · 1 overview this booklet is intended as an introductory...
TRANSCRIPT
Catherine McGowan & Elaine Williamson
LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE | AUGUST 2014
PowerPoint 2013 INTRODUCTION
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CONTENTS
OVERVIEW ................................................................................................................................................................ 1
The Power Point screen ............................................................................................................................... 1
PowerPoint views ............................................................................................................................................ 2
Normal view ................................................................................................................................................... 2
Reading view ................................................................................................................................................. 2
Slide sorter view ......................................................................................................................................... 2
Slide show ....................................................................................................................................................... 2
CREATING A PRESENTATION ...................................................................................................................... 3
Adding text and graphics to slides ...................................................................................................... 3
Text ..................................................................................................................................................................... 3
Graphics ........................................................................................................................................................... 3
Adding Hyperlinks ...................................................................................................................................... 4
Headers and Footers .................................................................................................................................... 5
SLIDE MASTER ...................................................................................................................................................... 6
Creating your own slide layouts and slide templates in Master View ......................... 7
SLIDE SIZE .............................................................................................................................................................. 8
BACKGROUND STYLES .................................................................................................................................... 9
USING THEMES .................................................................................................................................................... 9
TRANSITION AND ANIMATION EFFECTS ........................................................................................... 10
Adding transitions ........................................................................................................................................ 10
Removing transitions .................................................................................................................................. 11
Adding animation ........................................................................................................................................... 11
SMARTART .............................................................................................................................................................. 13
ADDING CHARTS ............................................................................................................................................... 14
Creating a chart ............................................................................................................................................. 14
Modifying a chart .......................................................................................................................................... 14
Importing a chart from Excel or another source ...................................................................... 15
ADDING TABLES ................................................................................................................................................. 16
Modifying a table ........................................................................................................................................... 16
INSERTING MOVIES AND AUDIO FILES ............................................................................................. 17
Supported audio formats.......................................................................................................................... 17
Supported video formats .......................................................................................................................... 17
Inserting an audio file ................................................................................................................................ 18
Inserting a video file ................................................................................................................................... 18
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REHEARSING TIMINGS .................................................................................................................................. 18
DELIVERING YOUR PRESENTATION ......................................................................................................19
Running your show and using Presentation Tools ...................................................................19
Speaker notes ................................................................................................................................................. 20
In PowerPoint there is an option for you to add speaker notes to each slide.
These are simply typed in the white notes area at the bottom of the screen.... 20
IMPORTING REFERENCES FROM ENDNOTE X7 ..............................................................................21
Inserting an in-text reference .............................................................................................................. 22
Inserting a bibliographic reference ................................................................................................... 22
PRINTING YOUR PRESENTATION ........................................................................................................... 23
SCHOOL TEMPLATE & SCHOOL LOGO ................................................................................................. 24
INTELLECTUAL PROPERTY ISSUES ....................................................................................................... 24
1
OVERVIEW
This booklet is intended as an introductory guide for using PowerPoint
2013. It aims to take you through the basics of the PowerPoint interface
and commands, through to generating a simple presentation by creating
slides and applying layouts, adding text, images, and designs, inserting
audio and video files, and adding animation effects.
The Power Point screen
When you first open PowerPoint your document will be displayed in
Normal View.
Normal View
Reading View
Slide Show
Slide Sorter
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PowerPoint views
Normal view
When you open PowerPoint the default view is
Normal View (shown above). Normal View is
used to create slides and add content to
presentations. On the left of the screen is a
vertical display of all your slides. In this panel
you may click on individual slides to view them,
drag and drop them into different positions, or
delete them (by right-clicking and selecting
DELETE).
Reading view
Reading view allows you to display your presentation in full screen for
ease of reading on your computer.
Slide sorter view
Slide Sorter View displays all your slides together on one screen allowing
you to view your whole presentation at once. You can re-order your slides
very easily in this view by clicking on them and dragging them to where
you want them.
Slide show
Slide Show View is used to preview your presentation and shows how it
will actually look when presented (i.e. full screen). Note that some
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features of PowerPoint e.g. hyperlinks, do not become active until you are
in slide show mode.
CREATING A PRESENTATION
By default when you open PowerPoint you
will have one pre-generated slide with a
‘title slide’ layout.
You can add slides to the presentation in
the HOME tab by selecting the arrow under
NEW SLIDE and select the slide layout you
prefer.
You can change the format of a slide that
you have already inserted by clicking on
the LAYOUT button.
Adding text and graphics to slides
Text
Text and images are held by placeholders (e.g. text boxes). Simply click
in the box where you want the text to appear and type.
Graphics
You can insert graphics into PowerPoint from a variety of sources,
including files stored in a variety of picture formats (.gif, .jpg, .wmf, .bmp
etc).
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To add a stored graphics file, place your cursor in the placeholder area of
the slide where you want the
image to appear
Click on the INSERT tab and
select the PICTURES icon from
the IMAGES group.
Browse to the graphics file and click INSERT.
You can move images within the slide by clicking and dragging it. You
can also resize images by clicking on the image and then resizing it using
the square handles that appear alone the outside of the image.
Adding Hyperlinks
In PowerPoint you can also add a ‘live’ link to a web page (i.e. a
hyperlink). Note that the link does not become active until you are in
Slide Show View.
To add a hyperlink:
Place your cursor in your slide where you want the hyperlink to appear
On the INSERT tab select HYPERLINK from the LINKS group. The
Insert Hyperlink dialog box will appear.
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The cursor should be flashing in the ADDRESS box. Type the full web
page address (URL). HINT: It might be easier to browse to the web page
and then copy-and-paste the URL.
In the TEXT TO DISPLAY box, type the text you wish to appear in your
presentation which will link to the web page. You may wish to use the
URL address or an instruction such as ‘Click Here’.
Click OK.
Headers and Footers
To add a header or a footer in your slide presentation click on HEADER &
FOOTER on the INSERT tab.
The Header and Footer options will then appear. Tick the appropriate
check boxes (e.g. Footer) and add your text.
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You can apply footers to every slide (Apply to All) or just to the selected
slide.
SLIDE MASTER
Slide Masters are templates which control how information is displayed on
a slide. Editing the appropriate slide master will make the corresponding
changes to any slides which are based on that master, so this can often
save you a lot of time and ensure consistency across your slides.
You can use the Slide Master to control the following:
Background styles, image or fill effect
Colour scheme
Font styles for titles, body text and other elements
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Placeholder positions
Text or graphic objects that you want to appear on several slides.
To amend the slide master:
Click on the VIEW tab and select SLIDE MASTER.
To make changes to every slide in
the presentation, edit the slide master
that appears in the top left of the task
pane.
To change templates for individual
slide layouts (e.g. Title Slides) select
and edit the layout from the ‘sub-slides’.
Creating your own slide layouts and slide templates in Master
View
To create your own slide layouts:
Click SLIDE MASTER in the VIEW tab.
Click on INSERT LAYOUT.
By default a slide with a title area and 3 footer
areas will appear.
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Use the options in the Master Layout
group to customise the layout with the
placeholders you require. The Title area
and the Footer areas can be removed by
unchecking the boxes in the SLIDE
MASTER tab.
When you close master view, your new slide layout will be saved and
appear as a custom layout whenever you insert a new slide.
SLIDE SIZE
When you first open a new PowerPoint presentation
the default slide size will be widescreen.
To change the slide size to standard size:
Click on the DESIGN tab and then click on
SLIDE SIZE and select STANDARD (4:3).
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BACKGROUND STYLES
You can change the background style of your
presentation by selecting FORMAT BACKGROUND
on the DESIGN tab.
You may choose to insert a SOLID FILL,
GRADIENT FILL, PICTURE OR TEXTURE
FILL, or PATTERN FILL.
USING THEMES
The new Themes in PowerPoint 2013 replace the
colour schemes and design templates in earlier
versions. Themes co-ordinate backgrounds, font
style and colour and graphics.
To apply them click on the DESIGN tab. Hover your mouse over each
theme to preview.
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To modify or apply different colour schemes for a particular theme click
on the theme and then choose one of the variants which are displayed to
the right in the VARIANTS section of the tab.
Other modifications can be made using
the options displayed in the drop-down
menu in the VARIANTS section.
TRANSITION AND ANIMATION EFFECTS
Transitions are effects that can be applied when your presentation moves
from one slide to the next.
Adding transitions
Click on the ANIMATIONS tab.
Select the transition effect and
click on APPLY TO ALL (assuming
you want the same effect
throughout the presentation).
You can change the speed, add sound or set the slides to advance
automatically after a set time period by editing the effect using these
options on the ANIMATION tab.
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Removing transitions
Click on NONE in the
TRANSITIONS tab and
select APPLY TO ALL.
Adding animation
In PowerPoint you can animate the various
objects and text that appear in your
presentation.
Click on ANIMATION PANE in the
ANIMATIONS tab. You should now see the
ANIMATION PANE at the right of your screen.
Click on the text/object on your slide that you
wish to animate.
Then click on the drop-down arrow at the side of the ANIMATION group
in the ANIMATIONS tab.
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You will now be able to choose an animation for the ENTRANCE and EXIT
of the text/object. You may also select and EMPHASIS animation which
will change how the text/object appears once it has appeared in your
presentation.
Once you have applied an animation(s) to your text/object you will see its
animation settings at the right of the screen. You can re-order the order
in which your animations will occur by dragging-and-dropping an element
up or down the list or by clicking on the UP and DOWN arrows.
To change the prompt for the animation (e.g. with a
mouse-click), the timing, or the effect options click
once on the text/object element in the list and click
on the drop-down arrow to the right.
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SMARTART
You can use the SmartArt feature in PowerPoint 2013 to produce
diagrams to illustrate processes, hierarchies, relationships etc. Basic
shape templates are provided which you can then customise to your own
requirements. SmartArt is also available in Word 2013.
To add a SmartArt graphic, click on the INSERT tab and select the
SMARTART icon from the ILLUSTRATIONS group.
Click once on any of the templates in the centre window to preview them
in the right hand pane.
Click OK to insert into your slide.
When you click on a Smart Art element in your presentation two
SMARTART TOOLS tabs appear: a DESIGN tab and a FORMAT tab.
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The SMART ART DESIGN tab allows you to change the layout, colours
and style of your Smart Art.
The SMART ART FORMAT tab similarly allows you to modify the text
that you insert into your Smart Art.
ADDING CHARTS
Charts can either be created in PowerPoint or they can be inserted from
another program such as Excel.
Creating a chart
Click on the CHART icon in the Illustrations group on
the INSERT tab.
Select the type of chart you
require and click OK.
Replace the sample data in the
spreadsheet with your own data.
Close the spreadsheet window.
Modifying a chart
When you click on a chart in your
presentation two CHART TOOLS
tabs appear: a DESIGN tab and a
FORMAT tab.
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The CHART TOOLS DESIGN tab allows you to change the layout, colours
and style of your chart.
The CHART TOOLS FORMAT tab similarly allows you to modify the text
that you insert into your chart.
Importing a chart from Excel or another source
You may import a chart or graph created in Excel 2013. You may either
COPY the chart/graph in Excel and then PASTE into your PowerPoint
2013 presentation or you may do the following:
Click on the INSERT tab in PowerPoint.
Select OBJECT.
When the INSERT OBJECT pop-up box
appears select CREAT FROM FILE and
click BROWSE to browse to your
chart/graph (NOTE: click once on the
file when you browse to it).
When you browse to your Excel file and click once on it you will see a
preview on the right of the BROWSE pop-up box, you may use this
preview pane to select the Excel worksheet from which you would like to
import a chart/graph.
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Click OK.
ADDING TABLES
Click in the slide where you want the table to
appear and on the INSERT tab select TABLE.
Drag to draw out the table to the size you
require
Click in the cells to enter the data.
Modifying a table
When you click on a table in your presentation
two TABLE TOOLS tabs appear: a DESIGN tab
and a LAYOUT tab.
The TABLE TOOLS DESIGN tab allows you to change the layout, colours
and style of your table.
The TABLE TOOLS LAYOUT tab similarly allows you to modify the layout
of your table.
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INSERTING MOVIES AND AUDIO FILES
Use the MEDIA group on the INSERT tab to add audio
and video clips to your presentation.
PowerPoint supports the following audio and video file
formats:
Supported audio formats
FILE FORMAT FILE EXTENSION
AIFF Audio file .aiff
AU Audio file .au
MIDI file .mid or .midi
MP3 Audio file .mp3
Advanced Audio Coding - MPEG-4
Audio file
.m4a or .mp4
Windows Audio file .wav
Windows Media Audio file .wma
Supported video formats
FILE FORMAT FILE EXTENSION
Windows Media file .asf
Windows Video file .avi
MP4 Video file .mp4, .m4v, .mov
Movie file .mpg or .mpeg
Adobe Flash Media .swf
Windows Media Video file .wmv
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Inserting an audio file
Select AUDIO in the INSERT tab.
Slect AUDIO ON MY PC.
Browse to your audio file and select INSERT.
To play the audio while in presentation mode click on the
audio icon.
Inserting a video file
Select VIDEO in the INSERT tab.
Slect VIDEO ON MY PC.
Browse to your audio file and select INSERT.
To play the video while in presentation mode click
on the black box.
REHEARSING TIMINGS
PowerPoint has a built in feature which allows you to time your
presentation, recording how much time is spent on each slide.
To time your presentation click on the SLIDE SHOW tab and select
REHEARSE TIMINGS.
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Your presentation will appear in full screen
mode and the timer will appear at the top
right of the screen.
Proceed with your presentation. When you reach the end you will be
informed of the total time.
Click NO.
DELIVERING YOUR PRESENTATION
To go to Slide Show view, select the SLIDE SHOW tab and select FROM
BEGINNING.
Or alternatively, ensure you have slide 1 selected and press the F5 key
on your keyboard
Running your show and using Presentation Tools
You can advance your slides/return to the previous slide using a variety of
methods. The easiest way is to use the arrows buttons on your keyboard.
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If you have USE PRESENTER VIEW
checked on the SLIDE SHOW tab
(NOTE: this will be selected by default)
you will see the presenter view on your
screen while the audience will see the slide presentation on the display
screen
You may also advance your slides in the presenter view by selecting the
arrows at the bottom of the screen. You may also advance your slides
(and animations) in this view using your mouse (left-click).
Speaker notes
In PowerPoint there is an option for you to add speaker notes to each
slide. These are simply typed in the white notes area at the bottom of the
screen.
Speaker notes can be printed for your own use by selecting the print
option ‘notes pages’ (see below).
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PRESENTER VIEW will display your speaker notes on your screen. Your
laptop will require multiple monitor capability. Many laptop computers
have this built in. You will need to turn on multiple monitor support and
turn on PRESENTER VIEW in the SLIDE SHOW tab.
IMPORTING REFERENCES FROM ENDNOTE X7
EndNote X7 allows you to insert references from an EndNote library into
PowerPoint presentations.
NOTE: This only works in Windows – this feature is not available for
Macs.
To insert references into your PowerPoint presentations:
Open your EndNote library and your PowerPoint presentation (you should
see the EndNote X7 tab in PowerPoint).
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Inserting an in-text reference
Click in the section of your PowerPoint presentation where you would like
the reference to be inserted.
In your EndNote library click on the
reference(s) you wish to insert.
Go back to your PowerPoint
presentation and select the
referencing style you wish to use (NOTE: you cannot change the
referencing style once a reference has been inserted).
Then click INSERT SELECTED CITATION(S).
Inserting a bibliographic reference
Inserting references into PowerPoint does not automatically create a
consolidated bibliography at the end of your PowerPoint presentation.
However, you can insert bibliographic references manually. You may wish
to insert the full bibliographic reference into the slide with the in-text
reference, or at the end of your presentation as a consolidated
bibliography.
First, it may be best to create a text box in the section of your slide into
which you wish to have your reference(s) appear.
In your EndNote library click on the reference(s) you wish to insert.
Go back to your PowerPoint
presentation and select the
referencing style you wish to use
(NOTE: you cannot change the
referencing style once a reference
has been inserted).
Then click INSERT SELECTED REFERENCE(S).
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PRINTING YOUR PRESENTATION
Because PowerPoint is a presentation package, it has been designed to
offer you several options in the way you print your presentation,
depending on your purpose. This includes printing copies as handouts (up
to 9 slides per page), printing text only, or printing with speaker notes for
your own use.
NOTE: Before you print slides you might want to change the background
of your slides to a lighter colour so that you do not waste ink!!
The default print option in PowerPoint is to print as slides (i.e. 1 slide per
page).
To select any of the other print options:
Click the black FILE tab in the top left of your
PowerPoint screen.
Click PRINT on the left menu.
In the PRINTER group select the printer to
which you wish to send your slides.
In the SETTINGS group click on the second
drop-down menu to see all of the layout and handout print options.
Select one of the print options and click OK.
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SCHOOL TEMPLATE & SCHOOL LOGO
There is a School template for PowerPoint presentations. If you are a
member of the School (i.e. a student or staff) and are presenting research
that has been approved by the School you can use the School’s template.
The School template can be found on the U: drive at: U:\Style guides,
logo and templates\templates.
INTELLECTUAL PROPERTY ISSUES
It is against the law to take pictures, videos, or sound files that you find
on the internet. You can use materials that are in the public domain.
The School subscribes to SCRAN (http://www.scran.ac.uk/). If you
access the webpage from within the School (or through the Remote
Desktop) you will be able to access the material available on SCRAN.
NOTE: You must check to see if the material you wish to include in your
presentation can be used in this way. Scroll to the bottom of the screen
to check on the licence agreement for your material.
Alternately there is a helpful website (www.creativecommons.org) which
is essentially a search engine for open source materials.