Microsoft PowerPoint 2013 Lesson 2.02 – Presentation Basics

Create a Blank Presentation 2 When you start PowerPoint, its Start screen appears. If you click Blank Presentation at that point, or press the Esc key, a new, blank presentation appears. The fastest and simplest way to create a new presentation is to start with a blank presentation. You have immediate access to the first slide of a new presentation by just pressing the Esc at startup. You can add text to the presentation and then format the slides later.

Selecting a Layout Most slides have a layout —a predefined arrangement of placeholders for text or objects. Layouts are shown in the Layout gallery as thumbnails. Choose the layout that is best suited to display the text or objects you want to place on the slide. You may change the Layout by selecting the Layout button on the Home Tab under the Slides group. 3

Saving By default a file will be saved as a PPTX format compatible with PowerPoints created in Office If you select the PowerPoint Show format, the presentation will always open in Slide Show view, rather than in Normal view. You can also save a presentation as a template, as a series of graphics, or in a macro-enabled format. 4

Embedding Fonts When you create a presentation, you can choose any of the fonts installed on that computer. When you present the presentation on another computer that does not have the same font installed that you used, PowerPoint substitutes a different font, which may or may not be acceptable to you. To ensure that the correct font is always available no matter what computer you use, you can Embed the Fonts in the presentation file. The disadvantage in embedding fonts is that it makes the presentation file larger. Go to the Options – Save dialog box to select to Embed the Fonts. 5

Create from Template A Template is a reusable sample file that includes a background, layouts, coordinating fonts, and other design elements that work together to create an attractive, finished slide show. Using a Template gives you a jump start. PowerPoint has built in Templates, you insert your own text and objects. You can create your own Templates or download new ones from Office.com. 6

Adding Slides If you want several similar slides in a presentation, you may be able to save some time by Duplicating some of the slides and then modifying the copies. Contiguous means “together,” so non-contiguous slides are not adjacent to one another in the presentation. To select non-contiguous slides hold down Ctrl key and to select contiguous slides, you can use the Shift key. You can Duplicate as many slides as you have selected. You can select slides in Normal, Outline and the Slide Sorter view 7

Using Content from Word If the content you want to present already exists in another form, it makes sense to reuse it rather than starting from scratch. PowerPoint imports content easily from a variety of formats, including Word Outlines, other PowerPoint presentations, and slide libraries. You can import Word Outlines into a PowerPoint, where each of the major headings becomes a slide title and each of the minor headings becomes a bullet of body text. 8

Reusing Slides Under New Slide Drop-Down arrow select to Reuse Slides This technique frees you from creating the same slide from scratch more than once. Some companies store frequently used slides in slide libraries on their file servers, so multiple users can draw from a common pool of premade slides. A slide library is a feature on a SharePoint server that enables people to publish presentations with each slide saved as an individual file, so that others can reuse slides on an individual basis. 9

Adding Notes A Note is additional information which the presenter wants to tell the audience as they view the slide. The audience does not see the notes. You can add Notes in Normal and Notes Page view. You can see your notes by printing them in Notes Page View. Also, by using PowerPoint’s Presenter view: Presenter view lets you use two monitors when delivering your presentation to an audience. One monitor displays your slides in Slide Show view, the second monitor views your notes, among other things. 10

Entering Text in Outline Text can be entered/edited in the Outline Tab or in the Slide Pane. You can Promote and Demote text in the Outline Tab. This could move a title to text level or text to a title level. You can also Promote and Demote in Outline by changing the Indent from the placeholder’s left border. Move Up or Down to reposition slides. 11

Headers and Footers Headers and Footers can allow the user to include vital information on the printed presentation (Insert Ribbon - Header & Footer command) 12 Add Custom Footer to Slide Add Slide Numbers and Date/Time to presentations

Header and Footers 13 Notes View Handout View You may enter the Headers/Footers in the Notes and Handout View by selecting the Notes and Handouts Tab and keying the appropriate information. This will show up only on the Print Preview screen.

Previewing a Presentation Print Preview allows the user to proofread the presentation prior to presenting or printing. Print Preview is integrated into the Print section of Backstage view. You may also scroll through your document in print preview, with the scroll-next and previous buttons. If the printer selected under the Printer heading prints only in black and white, Print Preview will display your slides in grayscale. 14

Printing a Presentation Presentations can be printed as Full Page Slides, Notes Page, Handouts, or an Outline. Quick Print – Only prints full page slides (we never print a PowerPoint this way) 15 Quick Print can be found on the Quick Access Toolbar. Prints each slide on a full sheet – one per page - to the default printer.

Printing a Presentation Print in several different layouts: Full Page Slides: One slide prints per page as large as possible. Notes Pages: One slide prints per page with any notes below it. Outline: The text of the presentation prints in outline form; graphics do not print. Handouts: Multiple slides print per page, designed for distribution to an audience. (between two and nine slides per page). 16

Printing a Presentation The Print section of Backstage view provides an array of options that help you print your presentations exactly the way you want. You can select a printer and enter a number of copies, a page range, and a color mode. Some extra commands: Frame Slides: This option prints a fine black border around each slide. Scale to Fit Paper: This option scales the slides to fit on the paper. High Quality: Choose this option to print shadows or graphics. Print Comments and Ink Markup: Print any comments and handwritten notes that have been added to the presentation. 17