PowerPoint 1

Multiple OUTPUT types: –Paper –Onscreen –Web presentation 6 x 6 rule –no more than 6 points per slide –No more than 6 words per point Placeholder – area of a slide reserved for text or other content e.g. Content Placeholder 2

TEMPLATES FILE > NEW > BUSINESS link > PRESENTATIONS link 3

VIEWS NORMAL “Click to add notes” (Speaker Notes) at bottom of window OUTLINE: 2 ND tab at top left margin –To demote a level, click on the HOME tab > PARAGRAPH group > SLIDE SORTER –“HIDE SLIDE” –Moving slides –Deleting slides –Transition effects 4

VIEWS cont. SLIDE SHOW (F5 - always starts show on Slide #1) POINTER OPTIONS: –Right-click anywhere on the slide > POINTER OPTIONS –Click Highlighter in the pop up menu (or any other pen, ink, and/or arrow options) –Click and Drag the Highlighter over desired text –To END a slide show, hit ESCAPE button NOTES page –information for the speaker –Text that shouldn’t go on a slide 5

FIND & REPLACE TEXT FIND: –CTRL + F > key in the desired text > FIND NEXT button REPLACE: –At top-right > EDITING group > REPLACE drop-down arrow > key in the word you want to replace > key in the replacement word > REPLACE ALL

THEMES DESIGN tab > THEMES group > click on the MORE button to access more themes There are also themes for Colors, Fonts and Effects at the right of the Themes group 7

INSERTING, HIDING, & DELETING SLIDES INSERTING : HOME tab > SLIDES group > NEW SLIDE button or: At left margin, in SLIDE tab: –Right-mouse click in between 2 slides, and select NEW SLIDE When you select a slide, and then click on the NEW SLIDE button, the new slide will be inserted after the selected slide –HIDING : right-click the slide that you want to hide > HIDE SLIDE –DELETING: select the slide, hit DELETE key 8

DISPLAY 2 PPTX. WINDOWS ON SCREEN AT ONCE VIEW > WINDOW group > ARRANGE ALL button 9

Inserting Slides From Another Presentation From an existing Presentation –New Slide dropdown and choose Reuse Slides –In Reuse Slides pane, click Browse, Browse to File then click open to locate pptx –Click on slide(s) needed in Reuse Slide pane To insert all slides right click any slide and choose Insert All Slides –May also keep source formatting 10

LAYOUT To change the layout of a slide: –Right-mouse click on the slide,(but not on an object) –Select : LAYOUT Select the type of layout you want 11

SLIDE TRANSITION ANIMATIONS tab > TRANSITION TO THIS SLIDE group > select a slide transition effect. To see more transition effects, in the Quick Styles list, click the More button. Transition SPEED ANIMATIONS tab > TRANSITION TO THIS SLIDE group > TRANSITION SPEED drop-down arrow: 12

SLIDE TRANSITION TIMING/APPLY TO ALL APPLY TO ALL button Transition SLIDE TIMING” TRANSITION TO THIS SLIDE group > TOP-RIGHT 13

ANIMATION To add a special visual or sound effect to text or an object. Includes entrance, exit, and sound effects applied to individual bullets of text ANIMATIONS tab > ANIMATIONS group > button > button > a window at the right will open > click on the ADD EFFECT button -if you select: MORE EFFECTS -a window appears 14

ANIMATION cont. Each time you apply animation to an item A textbox will appear in the CUSTOM ANIMATION pane at the right If you are applying “animation” to text Click on the drop-down arrow at the end Of this textbox > select EFFECT OPTIONS Select the 3 rd tab: TEXT ANIMATION Group text: By 1 st Level Paragraphs OR: select any level 15

HOW TEXT APPEARS ON SCREEN ANIMATIONS tab > CUSTOM ANIMATION button > ADD EFFECT button select an effect When you select an effect it will appear in a list in the CUSTOM ANIMATION pane 16

SLIDE TIMINGS SLIDE SHOW tab > SET UP group > REHEARSE TIMINGS The REHEARSAL toolbar appears & the SLIDE TIME box begins timing the presentation. Click on the NEXT button to advance to next ITEM on a slide When “timing” i.e. 10 sec, if you have “applied” an animation, each animated object is factored into the “timing” 17

FORMATTING & SPELL CHECK Change the font size and font style FORMAT PAINTER - SHAPE FILL It’s important to Spell check your presentation, as any spelling mistake will be magnified on the projection screen REVIEW tab > PROOFING group 18

REMOVE SHADOW FROM FONT & DOUBLE SPACING DRAWING TOOLS toolbar > FORMAT tab > TEXT EFFECTS button > SHADOW > NO SHADOW DOUBLE-SPACING: HOME tab > PARAGRAPH Group > LINE SPACING button 19

CHANGE LINE SPACING OF TEXT HOME tab > PARAGRAPH group dialog launcher > click on the LINE SPACING drop-down arrow 20

Modifying Lists/Text in a Placeholder Click directly on the dashed line around the text placeholder, it turns solid –Click on the number list button –To modify text click the desired format option, e.g. Bold Modify a numbered list by clicking the drop down arrow, and choosing a style –You may change subpoints by selecting them and then choosing a different bullet style using the dropdown 21

CHANGE THE SIZE OF BULLETS TO 75% OF THE HEIGHT OF THE TEXT Home tab, Paragraph group, click drop-down arrow beside Bullets button, select: Bullets and Numbering in the Size box key in the % number needed 22

HEADERS/FOOTERS INSERT tab > HEADER & FOOTER –FOOTER: at the bottom: select the checkbox beside: –If you would like headers/footers on both slide and the notes/handouts, you have to add/change the options to both tabs –Slide numbers –FOOTERS IF you do not want a footer on the “Title Slide”, select the checkbox beside: NOTES/HANDOUTS SHEET tab HEADERS To VIEW footer in SPEAKER NOTES without using PRINT PREVIEW: go to: VIEW > NOTES PAGES 23

SLIDE MASTER SLIDE Master –Controls the appearance of all slides simultaneously –Can also apply changes to individual layouts VIEW tab > PRESENTATION VIEWS group, click SLIDE MASTER button –Close by clicking Close Master View 24

INSERT DATE & CLIPART INSERT tab > Choose a format > UPDATE AUTOMATICALLY > OK INSERT tab > ILLUSTRATIONS group > button In the SEARCH FOR textbox, key in The theme of pictures you desire >GO button Hover your mouse to the right of the Picture you wish to insert, and a drop down arrow appears > click on it and select: INSERT 25

“Flowchart: Multidocument Shape” INSERT > SHAPE > FLOWCHART category > 1 st row, 8th shape-in 26

Insert Picture (using content layout) Click the Picture button on the Content Layout Navigate to picture Click Insert 27

ARRANGING OBJECTS Align selected objects by their right edges without dragging the objects with the mouse: DRAWING TOOLS toolbar > FORMAT tab > ARRANGE button > ROTATE LEFT 90 Specify that the selected graphic will appear behind the chart: DRAWING TOOLS toolbar > FORMAT tab > ARRANGE button > SEND BACKWARD 28

GROUP PICTURES PICTURE TOOLS toolbar > FORMAT tab > ARRANGE button > click GROUP 29

Move and Size Pictures Click the picture to reveal handles Click and drag a handle to resize –Corner handles resize to proper aspect ratio –Center handles stretch without keeping aspect ratio –Alternately use the Size group in the Format tab of the Picture Tools Click and drag picture to move –Tip - click in the middle of the picture 30

Applying Styles to Pictures Select the image so the handles show Format tab, Picture Styles group, choose a style showing or click More button to see more Click on style desired To change shape –Format tab, Picture Shape button, select a shape to display picture from 31

ROTATING AN OBJECT Make sure the object is selected (handles) PICTURE TOOLS toolbar > FORMAT tab > ARRANGE button > ROTATE > MORE ROTATION OPTIONS on the SIZE tab > ROTATION box > enter the amount that you want to rotate the object by 32

CHARTS & TABLES INSERT tab > CHART > select the desired chart INSERT tab > TABLE button drop-down arrow drag to desired number of columns & rows to insert a row, place your cursor at the left margin of a row, until it changes to a single arrow > right- mouse click on it, and select: INSERT > “Insert Rows Above”, or “Insert Rows Below” 33

TABLES cont. TABLE STYLE: Make sure the table is selected TABLE TOOLS toolbar > DESIGN Tab > TABLE STYLES group > MORE button TABLE LAYOUT: Make sure the table is selected TABLE TOOLS toolbar > DESIGN Tab > TABLE STYLES group > EFFECTS button Select: CELL BEVEL > hover your mouse over each style to read the title of it > choose the design i.e. “Relaxed Inset” 34

SmartArt Add SmartArt –Click the SmartArt button –Choose a category from the dialogue, eg Hierarchy –Choose a type from the selection, eg Hierarchy List –Add text as required for your task –May also go Insert tab, SmartArt 35

Modifying SmartArt Diagrams Accounting VP’s Janice Jackson John Chu Add/Delete a shape –Select a shape with text –Click SmartArt Tools, Design tab, Add Shape button –To Delete, select shape by clicking on border, press delete on keyboard 36

Modifying SmartArt Diagrams Accounting VP’s Janice Jackson John Chu Changing type and size –Click on the diagram, SmartArt Tools, Design tab, More button of the Layout group, and choose a new layout –To change size select shape and drag handle 37

Modifying SmartArt Diagrams Accounting VP’s Janice Jackson John Chu Changing Colour and Style –Click on the diagram, choose SmartArt Tools, Design tab, SmartArt Styles Group, More button, choose a Style –To change colour click Change Colors button 38

Convert Bullets to SmartArt Right click in list Choose Convert to SmartArt from pop up menu Choose a SmartArt graphic Try it here –First subpoint –Second subpoint –And so on 39

DISPLAY THE DRAWING TOOLS/FORMAT RIBBON & RULER Select the textbox (or title/subtitile placeholder), and the ribbon will appear at the upper-right > click on FORMAT tab (partial view below) VIEW tab > SHOW/HIDE group add check to Ruler box 40

Adding text boxes Insert tab, Text group, Text Box button –Are not placeholders –Automatically wraps –May resize box by grabbing handle and dragging –May move by grabbing border and dragging 41 Type text in box as needed, will automatically wrap

 Changing the Style  Design tab, Background group, Background Styles button  Hover pointer over styles to see effect on visible slide  Right click chosen style to see options Apply to All or Apply to Selected  Hide the Background  Design tab, Background group, click checkbox Hide Background Graphics (look at this slide title) 42

Backgrounds Adding Pictures –Design tab, Backgrounds group, check Hide Background Graphics, click Background Styles, Format background Styles –In Format Background dialogue click File button, navigate to where picture file is stored, then click Insert Note - you may also choose a predefined texture 43

Backgrounds Background Fill Colour –Design tab, Backgrounds group, Background Styles, Format background Styles –In Format Background dialogue click Solid Fill, then click Color button dropdown to choose a colour –Return background to original by clicking Reset Background 44

45 PRINT & VIEW OPTIONS PRINT : OFFICE button > PRINT > PRINT –Print Slides –HANDOUTS –SPEAKER NOTES –Allows you to choose number of slides to print VIEW > ZOOM button

ORIENTATION OF “NOTES” PAGE OFFICE button > PRINT > PRINT > in the PRINT WHAT drop down box (at bottom), select: NOTES PAGES Hit the PREVIEW button at bottom of dialog box In the PAGE SETUP group, select The ORIENTATION button, then Select, either PORTRAIT or –LANDSCAPE 46