Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy

Exploring PowerPoint 2016 Chapter 1
In Chapter 1, you will learn how to plan, create, navigate, and print a basic presentation. Creating a Basic Presentation Introduction to PowerPoint Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc.
Objectives Open and View a PowerPoint Presentation Type a Speaker Note Save as a PowerPoint Slide Show Plan and Prepare a Presentation Add Presentation Content Review the Presentation The objectives for this chapter are: Open and View a PowerPoint Presentation Type a Speaker Note Save as a PowerPoint Slide Show Plan and Prepare a Presentation Add Presentation Content Review the Presentation Additional objectives are listed on the next slide. Copyright © 2017 Pearson Education, Inc.

Objectives Add a Table Insert Media Objects Apply Transitions and Animations Insert a Header or Footer Navigate a Slide Show Print in PowerPoint Additional objectives for this chapter are: Add a Table Insert Media Objects Apply Transitions and Animations Insert a Header or Footer Navigate a Slide Show Print in PowerPoint Copyright © 2017 Pearson Education, Inc.

Objective 1: Open and View a PowerPoint Presentation
In this section, the skills include: View a Presentation in Normal View Use PowerPoint Views Effectively Skills:  View a Presentation in Normal View  Use PowerPoint Views Effectively Copyright © 2017 Pearson Education, Inc.

Open and View a PowerPoint Presentation
Slide—most basic element of PowerPoint Slide show—series of slides displayed for an audience PowerPoint presentation—electronic slide show delivered by: Projecting on a screen Running automatically at a kiosk or from a DVD Displaying on the World Wide Web ing it Creating printed handouts A slide is the most basic element of PowerPoint, which is similar to a page being the most basic element of Microsoft Word. A slide show is a series of slides displayed onscreen for an audience. A PowerPoint presentation is an electronic slide show that can be edited or delivered in a variety of ways, such as: Projecting the slide show on a screen as part of a presentation Running it automatically at a kiosk or from a DVD Displaying it on the World Wide Web ing it Creating printed handouts Copyright © 2017 Pearson Education, Inc.

Title slide Picture with Caption slide Title and Content slide Title and Content slide The four slides shown in this figure depict: A Title slide A Picture with Caption slide Title and Content slide with SmartArt Title and Content slide with a table Copyright © 2017 Pearson Education, Inc.

PowerPoint views: Normal Outline Slide Sorter Notes Page Reading Slide Show There are six PowerPoint views: • Normal—the default PowerPoint workspace used to create slides • Outline—displays the presentation in outline format in levels according to the points and any subpoints on each slide • Slide Sorter—displays thumbnails of slides, which enables you to view multiple slides simultaneously, change the order of the slides, or delete one or more slides • Notes Page—used for entering and editing large amounts of text to which the speaker can refer when presenting • Reading—displays the slide show full-screen, one slide at a time, complete with animations and transitions • Slide Show view—delivers the presentation full-screen to an audience, one slide at a time Copyright © 2017 Pearson Education, Inc.

Slides pane Slide pane PowerPoint’s Normal view displays the Ribbon and other common interface components as well as two panes that provide maximum flexibility in working with a presentation. The Slides pane shows the slide deck with thumbnails representing the location of the slides within the presentation. The Slide pane is the main workspace and displays the currently selected slide. Copyright © 2017 Pearson Education, Inc.

Speaker note You can use the Notes Page view to view the slide and the associated speaker note. This is especially useful when the speaker note contains a large amount of text. Copyright © 2017 Pearson Education, Inc.

Reading View You can use Reading View to view the slide show full-screen, one slide at a time. A title bar, including the Minimize, Maximize, Restore Down, and Close buttons, is visible, as well as a modified status bar. Copyright © 2017 Pearson Education, Inc.

Slide Show view When you present your slide show, you use the Slide Show view to deliver your presentation full-screen to an audience, one slide at a time, as an electronic presentation. Copyright © 2017 Pearson Education, Inc.

Next slide Speaker note Pointer options If you have two monitors when making a presentation, your audience sees the presentation in Slide Show view and the presenter sees a copy of the current slide, speaker notes, and the next slide, while having access to pointer and navigation options. Navigation options Copyright © 2017 Pearson Education, Inc.

Objective 2: Type a Speaker Note
In this section, the skill is: Use the Notes Pane Skills:  Use the Notes Pane Copyright © 2017 Pearson Education, Inc.

Type a Speaker Note Notes pane Open/Close Notes pane Instead of changing your view to Notes Page view to type speaker notes, you can change Normal view from a two-paned view to a three-paned view. This is done by clicking Notes on the status bar. Copyright © 2017 Pearson Education, Inc.

Objective 3: Save as a PowerPoint Slide Show
In this section, the skill is: Save a Presentation in PowerPoint Show Mode Skills:  Save a Presentation in PowerPoint Show Mode Copyright © 2017 Pearson Education, Inc.

Save as a PowerPoint Slide Show
PowerPoint presentation—.pptx file extension Opens in Normal view PowerPoint show—.ppsx file extension Opens in Slide Show view The default file extension for a PowerPoint presentation is .pptx. When such a file is opened, it opens in Normal view, or edit mode, so that you can make changes to the presentation. When a presentation is saved as PowerPoint show with a .ppsx extension, the presentation automatically opens in Slide Show view. Note: A .ppsx file cannot be changed while viewing, but it can be opened in PowerPoint and edited. Copyright © 2017 Pearson Education, Inc.

Objective 4: Plan and Prepare a Presentation
In this section, the skills include: Use a Storyboard Choose a Theme Skills:  Use a Storyboard  Choose a Theme Copyright © 2017 Pearson Education, Inc.

Plan and Prepare a Presentation
Creating an effective presentation requires you to do some advanced planning: First, determine the purpose of your presentation. Next, research your audience—determine their level of knowledge about your topic. Determine how to deliver your message. Before using your computer, you may want to sketch out your thoughts on paper to help you organize them. To aid in the development of your presentation, you can use a storyboard, which is a visual plan for your presentation that helps you map out the direction of your presentation. The figure depicts a storyboard indicating the purpose of the presentation and shows the content, layout, and visual elements that will be used in creating it. Copyright © 2017 Pearson Education, Inc.

This slide shows the PowerPoint presentation that implements the storyboard shown on the previous slide. If necessary, go back and forth between these two slides looking at the proposed slides in the storyboard and the implemented slides in the presentation. Copyright © 2017 Pearson Education, Inc.

Transition from storyboard to presentation: Use short phrases Use active voice Use parallel construction Follow the 7 x 7 guideline Select a theme When making the transition from storyboard to presentation, keep the following suggestions in mind: Use short phrases—shorten complete sentences to phrases that you can use as bulleted points by eliminating excess adverbs and adjectives and using only a few prepositions. Use active voice—edit the phrases so they begin with active voice when possible to involve the viewer. Use parallel construction—where all of the bullets are in the same grammatical form to help your audience see the connection between your phrases. As an example, if you start your first bullet with a noun, start each successive bullet with a noun. Follow the 7 × 7 guideline—which suggests that you use no more than seven words per line and seven lines per slide. Select a design theme—which is a designer-quality look that includes coordinating colors, matching fonts, and using effects such as shadows. Copyright © 2017 Pearson Education, Inc.

Objective 5: Add Presentation Content
In this section, the skills include: Use Slide Layouts Create a Title Slide and an Introduction Create Key Point Slides End with a Summary or Conclusion Slide Skills:  Use Slide Layouts  Create a Title Slide and an Introduction  Create Key Point Slides  End with a Summary or Conclusion Slide Copyright © 2017 Pearson Education, Inc.

Add Presentation Content
Common layout options include: Title Slide Title and Content Section Header Two Content Comparison The common layout options include: Title Slide—includes a placeholder for a title and a placeholder for a subtitle. Title and Content—includes a placeholder for the title and a content placeholder. Section Header—enables you to separate different sections or main topics. Two Content—includes two content placeholders, which you can use to create two columns on the slide. Comparison—used to make a comparison between two points by listing supporting detail in columns. Additional layouts are listed on the next slide. Copyright © 2017 Pearson Education, Inc.

Common layout options: Title Only Blank Content with Caption Picture with Caption Additional layout options include: Title Only—only a title placeholder is included on the slide, which leaves an empty area into which objects can be inserted. Blank—contains no placeholders, making it ideal for content that will cover the entire slide. Content with Caption—the left side includes a placeholder for a title and a placeholder for text. The right side includes a placeholder for content such as a chart or picture. Picture with Caption—the top of the slide includes a large placeholder for a picture. Below the picture placeholder is a placeholder for a caption and a placeholder for text. Copyright © 2017 Pearson Education, Inc.

Layout thumbnails This figure shows the Layout gallery, which contains thumbnails of the layouts discussed in the two previous slides. When you develop a presentation, you should use a combination of these layouts to: Create a Title Slide and an Introduction Create Key Point Slides End with a Summary or Conclusion Slide Copyright © 2017 Pearson Education, Inc.

Objective 6: Review the Presentation
In this section, the skills include: Check Spelling Use the Thesaurus Check Slide Show Elements Reorder Slides Skills:  Check Spelling  Use the Thesaurus  Check Slide Show Elements  Reorder Slides Copyright © 2017 Pearson Education, Inc.

Review the Presentation
Review your presentation: Check spelling, word usage, and capitalization Check slide show elements Preview your presentation After you have created your presentation, you should review it. Check for spelling errors, incorrect word usage, and inconsistent capitalization. PowerPoint’s Spelling feature and Thesaurus can help you with this task. Check slide show elements, making sure that the content is presented in the proper order, the layouts provide the content in an effective manner, and all transitions and animations work. Preview your presentation by running the presentation from the beginning and then advancing through each slide, checking layouts, transitions, and animations. Copyright © 2017 Pearson Education, Inc.

Add a Table Insert Table dialog box Table grid
You can use a table to organize information into columns and rows. Tables can be simple and include just a few words or images, or they can be more complex and include structured numerical data. There are two way to insert a table: Click the Insert tab, and click Table in the Tables group. This displays the Table grid, in which you drag to select the number of columns and row. Click the Insert Table icon in a slide layout that includes the icon. This displays the Insert Table dialog box, in which you enter the number of columns and rows. Copyright © 2017 Pearson Education, Inc.

Objective 8: Insert Media Objects
In this section, the skill is: Insert Media Objects Skills:  Insert Media Objects Copyright © 2017 Pearson Education, Inc.

Insert Media Objects Insert Table Insert Chart Pictures SmartArt Graphic PowerPoint is a visual medium, so PowerPoint facilitates the addition of media objects such as pictures, online pictures, audio, and/or video. The following layouts include a palette of icons that are used to quickly insert objects: • Insert Table • Pictures • Online Pictures • Insert Chart • SmartArt Graphic • Insert Video This figure identifies the six icons that are used to insert objects. Online Pictures Insert Video Copyright © 2017 Pearson Education, Inc.

Objective 9: Apply Transitions and Animations
In this section, the skills include: Apply Transitions Animate Objects Skills:  Apply Transitions  Animate Objects Copyright © 2017 Pearson Education, Inc.

Apply Transitions and Animations
Transition gallery A transition is a visual effect that takes place when one slide is replaced by another slide. The effect that you just saw moving from the previous objective slide to this slide is an example of the Curtains transition. To apply a transition effect to a slide, click the Transitions tab, and click More in the Transition to This Slide group to display the Transitions gallery. This figure shows the Curtains transition in the Transitions gallery. Curtains transition Copyright © 2017 Pearson Education, Inc.

Apply Transitions and Animations
Animation gallery An animation is motion effect that is applied to text and objects on a slide. The appearance of the callout on this slide is an example of the Swivel animation effect. As you can see, the Swivel effect is dramatic. Whether you would use this effect would depend on your audience. To apply an animation effect to a slide object, click the Animations tab, and click More in the Animation group to display the Animation gallery. This figure shows the Swivel animation effect in the Animations gallery. Copyright © 2017 Pearson Education, Inc.

Insert a Header or Footer
Header—appears at the top Footer—appears at the bottom Header/footer information: Presentation date Presentation audience Logo Company name A header generally appears at the top of pages in a handout or on a notes page. A footer generally appears at the bottom of slides in a presentation or at the bottom of pages in a handout or on notes pages. You may want the date of a presentation, the presentation audience, a logo, a company name, and other identifying information to appear on slides, handouts, or notes pages. PowerPoint enables you to place this information in headers or footers. Copyright © 2017 Pearson Education, Inc.

Insert a Header or Footer
For slides For notes and handouts To insert text in a header or footer, click the Insert tab, and click Header & Footer in the Text group. On the Header and Footer dialog box, there are two tabs to determine the placement—Slide, and Note and Handouts As seen in the figure, the Slide options are: Date and time, Slide number, footer text, and application extent—Apply to All or Apply. It is not shown in the figure, but the Notes and Handouts options are: Date and time, page number, header text, footer text, and application extent—Apply to All. Copyright © 2017 Pearson Education, Inc.

Objective 11: Navigate a Slide Show
In this section, the skills include: Navigate a Slide Show Annotate a Slide Show Skills:  Navigate a Slide Show  Annotate a Slide Show Copyright © 2017 Pearson Education, Inc.

Navigate a Slide Show Presentation navigation options: Advance to next slide or animation Return to previous slide or animation End slide show Got to specific slide Zoom in Zoom out Your have designed and created your presentation and now it is time to deliver it. PowerPoint provides several navigation options that you can perform using a mouse, keyboard, or touch screen. These options are: Advance to the next slide or animation Return to the previous slide or animation End the slide show Got to a specific slide Zoom in Zoom out Copyright © 2017 Pearson Education, Inc.

Navigate a Slide Show When delivering your presentation, you may find it helpful to add annotations, which are notes or drawings that you place on your slides. You can draw directly on your slide using the Pen tool, underline or circle words to call attention to them, draw an arrow to an object, or draw a simple illustration. The figure shows both a circle and an underline drawn on a slide during a presentation. Copyright © 2017 Pearson Education, Inc.

Objective 12: Print in PowerPoint
In this section, the skills include: Print a Full-Page Slide Print Handouts Print Notes Pages Print Outlines Skills:  Print a Full Page Slide  Print Handouts  Print Notes Pages  Print Outlines Copyright © 2017 Pearson Education, Inc.

Print in PowerPoint PowerPoint print options: Full Page slides Handouts Notes Pages Outlines You can use a printed copy of a PowerPoint slide show to display speaker notes for reference during the presentation, for audience handouts or a study guide, or as a way to deliver the presentation if there is an equipment failure. Printing options: Full-page slides—print slides in landscape orientation, with one slide per page. Handouts—enable your audience to follow and take notes during the presentation. Notes pages—enable your audience to have copies of speaker notes that contain charts, technical information, or references. Outlines—print a presentation as an outline to view only the slide titles and main text from each slide. The outline generally gives enough detail to keep on track with a presentation, but does not display speaker notes. Copyright © 2017 Pearson Education, Inc.

Print in PowerPoint Handout options Handout preview This slide shows the options when printing a handout, including a preview of the handouts. The 6 slides per page, horizontal option is depicted in the figure. Copyright © 2017 Pearson Education, Inc.

Summary PowerPoint enables you to create, enhance, and deliver a presentation to an audience using: You can supply your audience with printed copies of your slides, handouts, notes pages, and outlines Slide layouts Tables Media objects Transitions Animations Headers and footers PowerPoint enables you to create, enhance, and deliver a presentation to an audience. With this software, you can design and produce a presentation that incorporates slide layouts, integrates tables and media objects, uses visual effects such as transitions and animations, and includes information in the form of headers and footers. When delivering a presentation, you can supply your audience with printed copies of your slides, handouts, notes pages, and outlines so they can follow and take notes during your presentation. Copyright © 2017 Pearson Education, Inc.

Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy

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