Objectives To examine techniques used to create professional presentations. To understand the use of Microsoft® PowerPoint® in the workplace. To identify the layout of the program window. To explore methods of viewing presentations.

Main Menu Creating Professional Presentations Microsoft® PowerPoint® in the Workplace Opening Microsoft® PowerPoint® Opening Presentations & Templates Layout & Inside the Ribbon & Backstage View Customizing the PowerPoint® Window

Main Menu Keyboard Shortcuts Presentation Views Viewing Presentations

Microsoft® PowerPoint® Is a presentation software which allows users to create polished, professional slide based presentations Presentations can include sets of slides and handouts which contain information a presenter wants to convey to an audience.

Steps for Presentation Creation Plan Create and format Practice Present

Planning Involves answering these questions: what is the purpose or objective of the presentation what type of presentation is needed who is the audience what information does the audience need where will the presentation take place what is the best format for presenting the information

Creating & Formatting Involves: composing and designing the slides to emphasize the main points in the presentation consistent use of fonts and colors on all slides using transitions and animations to enhance the presentation, not be a distraction utilizing graphics to help emphasize important information or help to convey a message

Practice Involves: developing speaker’s notes to assist when presenting, if wanted running through the presentation as it will be presented this will aid in learning the information and order to help present with ease setting slide timings, if necessary

Presenting Involves: giving the presentation utilizing equipment such as projectors, televisions, clickers, etc. be sure and practice using any technology which will be used in the presentation, if possible

Show the Microsoft® PowerPoint® in the Workplace video segment Instructions: Show the Microsoft® PowerPoint® in the Workplace video segment

Microsoft® PowerPoint® Can be opened by: clicking on the program icon on the Start Menu double-clicking on the icon of a previously created PowerPoint® presentation double-clicking on a shortcut to the program

Microsoft® PowerPoint® When opened by clicking the program icon or double-clicking a program shortcut opens a window with options to create a new, blank presentation, a template or a recently opened document or other documents to open one of these options, click on the icon for the option wanted and it will open in the program window

Templates Are sample files which contain some formatting and can be customized to serve as a starting point for a new presentation

Show the Opening Presentations & Templates video segment Instructions: Show the Opening Presentations & Templates video segment

PowerPoint® Window Layout Active Slide- is the slide which is shown in the slide pane and can be edited; can be changed by selecting another slide in the thumbnail/outline pane

Ribbon Is the major organizational unit of the program Contains tabs, groups and commands

File Tab When clicked, opens Backstage View automatically opens the Info option by default Holds the following options: Info New Open Save Save As Print Share Export Close Account Options

File Tab/Backstage View Info contains commands to protect, inspect and manage the document shows properties of the document

File Tab/Backstage View New contains: thumbnails which can be clicked to create a new presentation from: a blank presentation a template search box for more templates

File Tab/Backstage View Open contains the commands for: opening previously saved presentations in a variety of locations such as: recent locations cloud-based storage locations on the computer browsing for files opening recently opened files

File Tab/Backstage View Save if the file has been saved before, when clicked the command saves the file in its current location if not previously saved, when clicked it opens the Save As screen

File Tab/Backstage View Save As shows sites where files can be stored such as: the computer recently used locations offers the command to browse for other available locations

File Tab/Backstage View Print shows properties associated with printing the presentation such as: preview of the file number of copies selected printer and properties settings to be applied to the printed file contains the Print button to start printing

File Tab/Backstage View Share contains commands to share the document by: sharing links with people to view the presentation e-mailing presenting online publishing slides

File Tab/Backstage View Export contains the commands for: creating a PDF/XPS version of the presentation changing the file type packaging the presentation for CD creating handouts changing file type

File Tab/Backstage View Close if clicked will exit the program

File Tab/Backstage View Account shows: user information customization options for Office programs connected cloud services product information

File Tab/Backstage View Options opens the PowerPoint® Options window where users can edit various program settings

File Tab/Backstage View Can be exited by clicking on the arrow at the top left corner

Home Tab Contains the following groups: Clipboard holds commands for cutting, copying, pasting, formatting painter and opening the clipboard Slides includes commands for adding new slides, changing layout, resetting slide layouts and adding and removing sections Font contains commands for formatting text such as specifying font type, size, case, color, effects and highlight

Home Tab Contains the following groups: Paragraph Drawing Editing holds commands for formatting paragraphs such as adding bulleted or numbered lists, alignment, paragraph indent and spacing, paragraph background color and borders and visibility of non-printing characters Drawing contains commands to add, format and arrange shapes and textboxes Editing holds commands to find, replace and select text

Insert Tab Is composed of the following groups: Slides Tables Images holds commands to insert new slides Tables contains commands to insert tables Images holds commands to insert pictures, screenshots and photo albums Illustrations consists of the commands to add shapes, SmartArt and charts

Insert Tab Is composed of the following groups: Links Comments Text contains commands to insert hyperlinks and actions Comments holds the command for inserting a comment Text consists of commands to add text boxes, headers and footers, WordArt, date and time, slide numbers and objects Symbols holds commands to insert equations and symbols Media contains commands to insert video, audio and screen recording files

Design Tab Contains the following groups: Themes Variants Customize consists of themes which can be added to slides Variants holds commands which are variations of the current theme which uses different color schemes Customize contains commands which can change the slide size and format the slide background

Transitions Tab Is composed of the following groups: Preview contains the command to preview the transitions applied to the slide Transition to This Slide holds the commands to add transitions and edit effect options Timing consists of commands which can be used to add sounds, set slide timings and choose how slides advance

Animations Tab Contains the following groups: Preview Animation contains the command to preview the animations applied to objects in the slide Animation holds the animation gallery and effect options Advanced Animation consists of commands which can be used to format animations Timing includes commands which can be used to control when animations begin, duration and order

Slide Show Tab Contains the following groups: Start Slide Show Set Up consists of commands to begin the slide show presentation Set Up holds commands to set up the slide show, hide slides, rehearse timings, record the slide show, play narration, use timings and show media controls Monitors contains commands to specify the monitor and view Presenter View

Review Tab Contains the following groups: Proofing Insights Language holds the spelling and grammar check tool and thesaurus Insights consists of the Smart Lookup command Language holds commands to translate text and set the language Comments contains commands to add, delete and navigate commands

Review Tab Contains the following groups: Compare Ink holds commands to compare presentations, accept or reject changes, open the Reviewing Pane and end the review Ink consists of the command to open a pen/highlighter to mark on a presentation

View Tab Consists of the following groups: Presentation Views contains different viewing options which can be applied Master Views contains different viewing options for Masters Show holds commands to show rulers, gridlines and the Navigation Pane Zoom contains commands to view the file at different zoom levels

View Tab Consists of the following groups: Color/Grayscale Window contains commands to set which color settings are used for the presentation Window holds commands for viewing a presentation in the program window Macros consists of the command to create a macro

Show the Customizing the PowerPoint® Window video segment Instructions: Show the Customizing the PowerPoint® Window video segment

Shortcuts Are key combinations which perform certain commands when pressed

Common Keyboard Shortcuts Shortcut Keys Command Completed Control N Open a new presentation Control S Save a presentation Control W Close a presentation Control X Cut content and place on the clipboard Control C Copy content to the clipboard Control V Paste content from the clipboard Control A Select all content Control B Bold selected content Control I Italicize selected content Control U Underline selected content

Common Keyboard Shortcuts Shortcut Keys Command Completed Control E Center-align text Control L Left-align text Control R Right-align text Control Z Undo the last action Control Y Redo the last undone action Control K Insert a hyperlink Control P Print a document Control D Duplicate the active slide Control G Group selected slide objects Control Shift G Ungroup objects

Common Keyboard Shortcuts Shortcut Keys Command Completed Control Shift H Show/Hide Notes Pane Control M Insert new slide F5 View slide show from first slide Shift F5 View slide show from current slide Alt F5 Opens Presenter View Memorize keyboard shortcuts to increase your speed in completing common actions in Microsoft® Office programs.

Presentation Views Control how the presentation is currently being seen Include: Normal Outline View Slide Sorter Notes Page Reading View Slide Show

Normal View Allows a user to edit the presentation slide-by-slide and navigate to different slides using the slide/outline pane

Outline View Allows a user to view the slide and the text outline of the presentation’s contents in the outline pane

Slide Sorter View Allows a user to see thumbnails of all of the slides in the presentation Is the best view to use when a user wants to reorder slides in a presentation

Notes Page View Allows a user to see how the presentation would look if notes pages are printed the speaker’s notes can be edited easily in this view

Reading View Plays the slide show in the program window this view shows all of the transitions and animations as they would appear in Slide Show view just in the program window rather than full screen

Slide Show View Opens the presentation in full screen mode and plays all of the transitions, animations, narrations and preset timings which may be applied to the presentation this is the view which should be used when presenting a presentation

Show the Viewing Presentations video segment Instructions: Show the Viewing Presentations video segment

Acknowledgements Director of Brand Management Megan O’Quinn Graphic Editors Hilary Jasper, Megan O’Quinn Videography/Post Production Jake Saye Video Narrator Lora Cain Quality Control Director Angela Dehls Collaborators Stephanie Tullis Business & Computer Technologies Educator V.P. of Brand Management Clayton Franklin Executive Producer Gordon W. Davis, Ph.D. © MMXVIII CEV Multimedia, Ltd.