1. How to Prepare a PowerPoint Presentation Center for Learning and Teaching Fall 2003 Binghamton University

2. Contents  1. Getting started  2. Preparing a simple slide  3. Inserting and editing text  4. Inserting pictures and figures  5. Making a Table  6. Making a graph (chart)  7. Importing Data and Charts from Excel  8. Making action buttons  9. Adding animations  10. Organizing the presentation  11. Preparing handouts

3. 1. Getting started  Open Microsoft PowerPoint  Open File, click on New  Go to Blank Presentation, and click on Ok  From the Auto Layout Menu, Click on the first slide (Title), and click Next  Fill in Title and Presenter Information  To Add a theme and color scheme to your presentation, click on the Format drop down menu and select Apply Design Theme  Choose a Design Template, click Ok  All of your slides will now have the same color and design theme

4. 2. Preparing a simple slide (like this one)  Go to Insert, and click on New Slide.  Choose a layout (second one presented).  Type in slide’s title and slide’s text in boxes indicated.  To move box, use mouse to grab hash line (between little squares), and drag.  To resize height, drag a square on a horizontal border.  To resize width, drag a square on a vertical border.  To resize box in proportion, drag a square on a corner.  To add another text box, go to Insert, click on Text Box, then click and drag to create new box.

5. 3. Inserting and editing text  Go to Insert and choose Textbox from the drop down menu  Click on the slide and drag out with the mouse, creating a box  Type inside the box  To move the box, click and drag a side of the box. To resize the box, click and drag a corner  Change the font size/shape/color by highlighting the text, then right clicking the mouse. Use the options in the pop up menu to make your changes

6. 4. Inserting pictures and figures  To copy image from Internet to disk or hard drive:  For PC, right-click mouse on Image, go to Save as, name image, Save to your disk or hard drive.  For Mac, hold down Apple while clicking once on image, go to Save image as, name image, Save to your disk or hard drive.  To insert image from File: Click on Insert, go to Picture, select From File. Locate image on drive or disk, and click Insert.  To insert image from Clip Art: Click on Insert, go to Picture, select Clip Art. Choose image and click on Insert.

7. 5. Making a Table  Go to Insert, click on New Slide, and choose the Table slide showing table. Click OK. (On an existing slide, Go to Insert, click on Table )  Double click on table icon.  Choose numbers of rows and columns, and add one to each for data labels.  Select row or column, go to Table and click on Merge Cells for data labels. Major Sex BiologyPhysics Male200100 Female27525

8. 6. Making a Graph (Chart)  Click on Insert, then on Chart (or click on chart icon)  Click on Datasheet, and fill in the headings and data  Click on slide to return to slide with graph

9. Making another kind of graph from same set of data  Go to slide of first graph.  Go to Insert, and click on Duplicate Slide.  On the duplicate slide, double click on graph, and notice that it overlies Datasheet with same data used for your first graph.  Go to Chart, click on Chart type, select a new type.  Click back on slide to finish.  After you look at the graphs, delete slide(s) you don’t want.

10. 7. Importing from Excel – Data as a resizable image  On your Excel Spreadsheet, click and drag to select the range of cells you want to bring into PowerPoint. Copy it.  IN POWERPOINT – Go to the Edit drop down menu, click on Paste Special. Choose Paste and Picture from the Pop Up Menu  Right click on your data and choose Format Picture to change any colors

11. Importing From Excel – Data as an Excel Worksheet Object  On your Excel Spreadsheet, click and drag to select the range of cells you want to bring into PowerPoint. Copy It.  IN POWERPOINT – Go to the Edit drop down menu, click on Paste Special. Choose Paste and Microsoft Excel Worksheet Object from the Pop Up Menu  Double click on your data to make changes, using Excel.

12. Use the Same Method to Import Charts from Excel

13. 8. Making Action Buttons  Go to Slide Show, click on Action Buttons, then click on Custom.  Place cursor on slide where you want the button.  Click and drag to produce a small square. The square is the button.  Release the mouse. On pop-up menu that appears, choose hyperlink to another slide, or URL, or whatever  Similarly install action button on hyperlinked slide so as to return to continuation of presentation.

14. 9. Adding Animations (optional)  Click on text box. Then click on Slide Show, then click on Custom Animation  From the Effects tab choose animation style and sound effects.  From the Order and Timing tab choose the order of the animations and mouse click or automatic timing. This is an example of an animation….

15. 10. Organizing the Presentation  Click on Slide Sorter View icon to see thumbnail versions of all the slides in your presentation.  To remove a slide, highlight it by one click, and delete.  To insert a new slide, click where you want to add it. Go to Insert, click on New Slide.  To rearrange existing slides, click on and hold the slide you want to move. Drag and drop it in new location.

16. 11. Preparing Handouts (optional)  Go to File, click on Print.  Change setting on drop-down menu from General to Microsoft PowerPoint.  On the Print What drop-down menu, select your preference.

17. The End The Center for Learning and Teaching http://www.clt.binghamton.edu Technical Support Specialist Tera Doty CLT Interns Matt Dietz Pretema Latchman Andres Mok Wei Wang Joe Wong Special Thanks to: EngiNET Rich Hodges Department of Biological Sciences Dr Alan Haber