xp new perspectives on microsoft powerpoint 2002 tutorial 1 1 microsoft powerpoint 2002 tutorial 1...

New Perspectives on MicrosoftPowerPoint 2002 Tutorial 1

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XP

Microsoft PowerPoint 2002

Tutorial 1 – Creating a PowerPoint Presentation


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XPIdentify components of the PowerPoint window

• You will recognize some of the features of the PowerPoint window that are common to Windows programs, such as the Standard toolbar and menu bar.

• Some toolbar buttons and panes are new and specific to PowerPoint.

• The PowerPoint window now contains a pane on the left side in which you can switch between the Outline tab and Slides tab.– The Outline tab shows an outline of the presentation, including

titles and text of each slide – The Slide tab shows a column of numbered slide thumbnails,

enabling you to view several slides at the same time


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XPPowerPoint Window components


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XP

The tabs to switch from Outline to Slide view is a new feature in PowerPoint 2002.

Open a new presentation

The PowerPoint window with a new, blank presentation.


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XPPowerPoint Normal view

• In Normal View, you can display up to three panes in addition to the Outline or Slide tab:– The Slide Pane shows the current slide– The Notes Pane contains notes you might prepare for

slides – The Task Pane lets you quickly select tasks to work

on


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XPOpen and view an existing PowerPoint presentation

• When you start PowerPoint, the New Presentation Task Pane will appear on the right side of the PowerPoint window.

• If the New Presentation Task Pane does not display, select Task Pane on the View menu.

• From the Open a presentation options on the Task Pane, click the More presentations option to display the Open dialog box.

• Select the presentation you want to open, and then click the Open button.

• You can view the presentation in Normal View, which displays slides one by one in the Slide Pane.

• In Slide Sorter View, all the slides are displayed as miniature images (thumbnails).


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XPViewing slides

• Use Slide Show View to view the slide show to see how it will appear when presented.

• The slide show begins by filling the entire viewing area with the first slide.

• Press the space or the right arrow key, or click the mouse to advance to the next slide.


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XPUse Slide Show view

This figure shows how your slides will look when viewed in Slide Show view.


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XPCreate a folder for saving presentations

• Create a folder in which to save your presentations using the same methods you use to create a folder in other Office applications: – Select the Save As option on the File menu (or click the Save

option if you are saving the presentation for the first time) – In the Save As dialog box, click Create New Folder – Enter a name for the folder in the New Folder dialog box, and

click OK – The name of the new folder appears in the Save in box, indicating

that this is where your files will be saved – Enter a name for the presentation in the File name box, and click

Save


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XPThe New Folder dialog box

This dialog box opens when you click the Create new Folder button in the Save As dialog box. Specify the name of the folder you want to create. Your presentation will be saved in that folder when you close the Save As dialog box.


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XPCreate a presentation using the AutoContent Wizard

• Wizards help you quickly create presentations by first asking you a series of questions about what you want to accomplish and then creating a presentation based on your answers.

• The AutoContent Wizard lets you choose the type of presentation you want to create, such as Motivating a Team, or Introducing and Thanking a Speaker.

• PowerPoint provides a number of presentation categories from which you can choose a specific type.

• Once you've selected a presentation type from one of the categories, the AutoContent Wizard creates a general outline for you to follow, and formats the slides using a design template.

• You can easily modify the content of the presentation to suit your needs.


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XPAutoContent Wizard dialog box 1

When you click the From AutoContent Wizard option in the New Presentation Task Pane, this dialog box will appear.

This pane shows the steps involved and the current status of the operation.

When you are ready to proceed, click the Next button.


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XPAutoContent Wizard dialog box 2

This dialog box allows you to select a presentation type. Click one of the category buttons and then choose one of the options from the text box list area.


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XPAutoContent Wizard Presentation options dialog box

This dialog box allows you to specify a title for the presentation. You can also specify a footer that will appear on each slide, as well as selecting options to show the date and the slide number on each slide.


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XPAdd a new slide

• As you create your presentation, you might need to insert new slides that the AutoContent Wizard did not create or delete unnecessary slides that the AutoContent Wizard did create.

• You can add or delete slides in Normal View or Slide Sorter View.

• To add a slide:– Click the New Slide button on the Formatting toolbar– In the Slide Layout Task Pane, select from different slide layouts,

which define how text and content is arranged on the slide– PowerPoint supports four text layouts and several text and content

layouts


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XPThe Slide Layout Task Pane

When inserting a new slide, the Slide Layout Task Pane will appear. It has a variety of pre-formatted slides that you can choose from. Click on the layout format you want, and a new slide of that type will be inserted into your presentation.


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XPDelete or move slides

• To delete a slide, select it in the Slide Pane (in Normal View) or in Slide Sorter View, and select the Delete Slide command on the Edit menu.

• It's easiest to move slides in Slide Sorter View.

• Click the slide to select it, and drag the slide to its new location.– When you select the slide, a thick border line will appear around

the slide

– A vertical line will appear between slides as you drag to indicate where the slide will be inserted if you release the mouse button


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XPMove a slide in Slide Sorter view

This figure shows the slide on the right side of the top row has been selected to be moved. Note the border around the slide. The vertical line between slides 2 and 3 indicates where the slide will go if you release the mouse button now.


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XPPromote and demote text in the Outline tab

• You can increase or decrease the outline level of an item. For example, you might want to change a bulleted item to be the title of the slide.

• This is referred to as promoting the item.

• If you do the reverse, it is referred to as demoting the item.

• You promote and demote items using the Outline tab.

• Select the item you want to move and then click either the Decrease Indent button to promote the item, or the Increase Indent button to demote it.


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XPCreate a new slide by promoting text

In this slide, the selected text was promoted from a bullet point by clicking the Decrease Indent button. PowerPoint then created a new slide for the promoted text.


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XPCreate speaker notes for slides

• PowerPoint enables you to create speaking notes to accompany each slide and then print these notes along with a small picture of the slide.

• For example, you might have short bulleted items on the slide that you want to discuss in greater depth while you deliver the presentation.

• You can type these notes in the Notes Pane in Normal View, and then print them to use while you speak.

• You can edit and format notes just as you would any text in the presentation.

• Notes do not appear in the slide show.


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XPThe Notes pane

The Notes pane appears just below the Slide pane. Click in the pane and type any note that is relevant to that slide. The notes will not appear when you run the slide show, but you can print them to have them handy when you make the presentation.


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XPCheck the spelling and style in a presentation

• PowerPoint has a Spell Checker feature that identifies any word not found in the PowerPoint dictionary with a red, wavy underline.

• Words marked by the Spell Checker are not always misspelled. – Proper names will often be flagged even though they

are spelled correctly.

• You can adjust the Spell Checker settings to ignore such words.


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XPUse the Style Checker

• The Style Checker feature marks potential consistency and style problems with a light bulb icon.

• These settings are also adjustable to meet the specific needs of your presentation, as indicated by the various options in the Style Options dialog box.

• For example, you might want to deselect the option for sentence case in the body text style so that the light bulb does not appear if you do not write all body text items using sentence case.

• Both the Spell Checker and the Style Checker offer suggestions for correcting problems that could compromise the effectiveness of your presentation, whether due to a misspelled word or lack of parallel structure.


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XPThe Style Checker dialog box

The Style Checker dialog box allows you to specify several options concerning the style you want enforced for your presentation.


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XPView problems marked by the Style Checker

The Style Checker displays a small light bulb icon on the slides it has detected a possible problem. Click the light bulb icon and the Office Assistant will appear to describe the problem. Click one of the options to fix or ignore the problem.


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XPPreview and print slides

• Preview your presentation before printing slides or presenting the slide show.

• When you preview the slide show, consider whether the elements are legible for your printer settings. – If you are printing in black-and-white, some color variations will

be difficult to see or the graphics might make text difficult to read

• If you are satisfied with the presentation, you can print slides for your audience.

• Print Notes Pages, full-page slides, or handouts with two-to-nine slides per page.


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XPPreview in Grayscale

If you are going to be printing your slides in black and white, you should preview the slides in Grayscale mode to be certain everything will be legible when printed. What looks good in color may cause a conflict when viewed in black and white. The Color/Grayscale button is on the Standard toolbar.


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XPPrint outlines, handouts, and speaker notes

• PowerPoint provides you with a number of printing options: – Print the slides in Outline View, which looks just like

what you see on the Outline tab – Print handouts with 2, 3, 4, 6, or 9 slides per page– Print speaker notes, where a picture of each slide and

its corresponding notes appear on one printed page.

• You choose these options in the Print dialog box.• Click the arrow on the Print what box to choose

Outline View, Handouts, or Notes Pages.


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XPThe Print dialog box

In the Print dialog box, you can choose to print all slides, or selected slides or range of slides.

Select to print slides, outlines, or speakers notes here.

Specify how many slides per page to print here.

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