1. Chapter 3 Making Presentations with PowerPoint

2. What’s in the PowerPoint window?
PowerPoint presentations consist of several slides, each containing objects:
Titles
Bulleted lists
Graphics
Charts
Multimedia elements
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3. What’s in the PowerPoint window?
Ways to share a presentation:
Use a computer and a projection device
Print on transparent sheets to show on overhead projector
Print on paper for handouts
Share in the cloud
Convert to a movie to show on the Web
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4. What’s in the PowerPoint window?
Open PowerPoint from Windows 8 Start screen
Click PowerPoint 2013 tile or type PowerPoint, then select from list of apps
PowerPoint window includes:
Work areas
Controls on the ribbon
Scroll bars
Status bar
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5. What’s in the PowerPoint window?
In Normal View:
Current slide displays in center of window
List of slides is shown on left
Speaker notes are near bottom of window
Ways to navigate through a presentation:
Use Previous Slide and Next Slide buttons
Use work area scroll bar
Use Slides list scroll bar
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6. What’s in the PowerPoint window?
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7. How do I create a presentation?
PowerPoint opens on a blank slide
Select a presentation theme
Professionally selected slide color schemes, fonts, graphic accents, and background colors
Automatically applied to every slide in presentation
Uses common elements on each slide for consistency
Save frequently (.pptx extension)
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8. How do I create a presentation?
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9. How do I create a presentation?
To change theme selection:
Click DESIGN tab
Click new theme to apply to all (or selected) slides
To change background color:
Select Format Background from Customize group
See additional background formatting in Variants group on DESIGN tab
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10. How do I add a slide? Use New Slide button Ways to format slides:
Use predefined slide layouts (Title Slide, bulleted lists, graphics, charts, tables, clip art, videos)
Use Blank layout and commands on INSERT tab to add placeholders
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11. How do I add a slide?
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12. How do I add a slide? To resize a placeholder:
Use sizing handles
Ways to duplicate a slide (select slide first):
Copy and Paste buttons on HOME tab
Right-click slide and use shortcut menu’s Copy and Paste options
Click arrow on New Slide button from HOME tab, and select Duplicate Selected Slides
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13. How do I add a bulleted list?
Use a predefined layout (e.g., Title and Content, Two Content, Comparison)
Bulleted lists
Focus attention on each point
Should be brief
Numbered lists
Focus on sequences, priorities, and rankings
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14. How do I add a bulleted list?
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15. How do I add a bulleted list?
To change bulleted list to numbered list:
Use Numbering button in Paragraph group
To generate new bullet/number:
Press Enter key
To stop generating bullets/numbers:
Click Bullets or Numbering button in Paragraph group
To remove a bullet/number:
Press Backspace key
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16. How do I add a bulleted list?
To remove unwanted bullet symbols from items:
Click Bullets button in Paragraph group on HOME tab
To indent a bullet:
Use Increase List Level button
To return bullet to previous level:
Use Decrease List Level button
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17. How do I add a bulleted list?
Add animation effects to make bulleted items appear one by one
Limit bullets to maximum of 5 – 7 per slide
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18. How do I add a graphic? Graphics add visual interest to slides
Avoid clutter and unnecessary graphical elements
Select slide layout that includes a content placeholder; replace placeholder with graphic
To add clip art:
Click Online Pictures icon to open Insert Pictures window
Search for, select, and insert graphic
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19. How do I add a graphic? To add a photo or scanned image:
Click Pictures icon to open Insert Picture dialog box
Navigate to, select, and insert desired file
Use SmartArt to depict organizational charts and processes:
Click Insert a SmartArt Graphic icon to display design options
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20. How do I add a graphic? To position and size graphics:
Use sizing handles
To delete a graphic:
Select it, then press Delete key
To insert a graphic in absence of placeholder:
Click INSERT tab
Click Pictures, Online Pictures, or SmartArt
Select graphic
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21. How do I add a graphic?
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22. How do I add a chart?
Use a slide layout that contains chart placeholders
To add bar chart, line chart, or pie chart:
Use Insert Chart button
Replace sample data with your own column headings, row labels, and data values
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23. How do I add a chart? To delete sample data in columns or rows:
Select cells
Press Delete key
Use scroll bars to view additional rows and columns
To access complete set of tools for editing table:
Click Edit Data in Microsoft Excel button on sample table’s title bar
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24. How do I add a chart? To change chart type:
Click Change Chart Type button on CHART TOOLS DESIGN contextual tab
To customize chart elements:
Use tools on CHART TOOLS DESIGN and FORMAT contextual tabs
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25. How do I add a chart?
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26. How do I add a table?
Select Insert Table to specify number of columns and rows
Enter data into blank table
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27. How do I add a table?
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28. How do I add a table?
Use buttons on TABLE TOOLS DESIGN and LAYOUT contextual tabs to:
Format table borders
Add color shading to cells
Adjust text alignment
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29. How do I add a table? To add text to a cell: To add a graphic:
Click inside cell
Type text
To add a graphic:
Click cell, click INSERT tab
Select Pictures or Online Pictures from Images group
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30. How do I add a table? To adjust height or width of cells:
Position pointer over dividing line
Pointer changes to or shape
Drag dividing line to correct position
To insert rows:
Click cell where row should be inserted
Click Insert Above or Insert Below from Rows & Columns group on TABLE TOOLS LAYOUT contextual tab
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31. How do I add a table? To insert a column: To delete a row or column:
Click cell where column should be inserted
Click Insert Left or Insert Right from Rows & Columns group on TABLE TOOLS LAYOUT contextual tab
To delete a row or column:
Use Delete option from Rows & Columns group on TABLE TOOLS LAYOUT contextual tab
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32. How do I work with multimedia elements such as videos?
Audio clips
Most frequently added as sound effects
Videos
Can be inserted if stored in Flash Video, ASF, AVI, MPEG, and WMV formats
MOV format will play if QuickTime player is installed
No support for clips from DVDs
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33. How do I work with multimedia elements such as videos?
To stop a movie during a presentation:
Click movie window
To adjust how movies appear on slides and play during presentations:
Access Video Tools by clicking movie window, then select FORMAT or PLAYBACK tab
To change size of movie window:
Use sizing handles
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34. How do I work with multimedia elements such as videos?
To configure movie to fill screen when it plays:
Click Play Full Screen checkbox on PLAYBACK tab
To hide movie window:
Use PLAYBACK tab to select Hide While Not Playing
To set movie to loop or to rewind after it is played:
Use additional settings on PLAYBACK tab
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35. How do I work with multimedia elements such as videos?
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36. Can slides include Web links?
Ways to create Web links:
Enter Web site’s URL to create hyperlink
Use Hyperlink button on INSERT tab to specify link text that appears on slide (instead of actual URL)
Click Browse the Web button to find a Web page and insert its URL
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37. Can slides include Web links?
Hyperlink button can also be used to create links to other slides, addresses, and other files
Test hyperlinks before giving a presentation to be sure they work correctly
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38. Can slides include Web links?
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39. How do I view a slide show?
Slide Show view
Maximizes slide pane to fill screen
Does not display ribbon and other editing tools
To view presentation from first slide:
Click Start from Beginning button on Quick Access toolbar
To view presentation from current slide:
Click Slide Show button on status bar
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40. How do I view a slide show?
Use buttons in lower-left of slide to:
Navigate through slides
Write on slide with pen or highlighter
Switch to another program
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41. How do I view a slide show?
Ways to navigate through slides:
To display next slide:
Press left mouse button
Click right-arrow key
Press N key
To move to previous slide:
Press left-arrow key
Press P key
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42. How do I view a slide show?
To select a specific slide to display:
Right-click a slide to display shortcut menu
To go back one slide:
Click Previous on shortcut menu
To end slide show:
Press Esc key
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43. How do I view a slide show?
Before presenting to an audience:
Familiarize yourself with content
Practice timing
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44. How do I view a slide show?
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45. What’s the difference between Normal view and Outline view?
Convenient way to build basic structure of a presentation and add speaker notes
Can enter text into placeholders on slide
Outline view
Displays text of slides instead of thumbnails
Text can be entered in this view (instead of directly on slide)
Rearrange items by dragging them
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46. What’s the difference between Normal view and Outline view?
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47. What’s the difference between Normal view and Outline view?
Useful keys in Outline view
Key
Function
Enter
Goes to next slide, bullet, or placeholder
Shift Tab
Promotes a level (to add a new slide)
Tab
Demotes a level (to add a bullet point)
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48. What’s the difference between Normal view and Outline view?
To import an outline created in Word (or other software):
Select arrow on New Slides button
Select Slides from Outline
Locate and select document that contains outline text
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49. How do I use the Slide Sorter view?
Displays miniaturized images of slides
Easy to rearrange, delete, hide, and duplicate slides
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50. How do I use the Slide Sorter view?
To move a slide:
Drag and drop
Vertical line indicates proposed position for slide
To delete a slide:
Select it, then press Delete key
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51. How do I use the Slide Sorter view?
To hide a slide:
Right-click slide from Slide Sorter or Normal view
Click Hide Slide on shortcut menu
Repeat to make slide visible again
Useful for giving shortened version of presentation
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52. How do I use the Slide Sorter view?
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53. How do I add transitions?
Slide transition
Effect that specifies how one slide replaces previous slide (e.g., fade, wipe, sound)
If none is specified, new slide replaces current slide all at once
Can make a presentation interesting, but overuse can detract from the content
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54. How do I add transitions?
To see a transition:
Click Play Animations icon next to slide in Slides list (Normal view) or in Slide Sorter view
To change a transition:
Select slide, then click TRANSITIONS tab
Select a different transition from Transition to This Slide group
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55. How do I add transitions?
In Slide Show View, presentation advances when mouse or key is pressed
To advance slides automatically after specified time:
Click After check box in Timing group on TRANSITIONS tab
Use spin box to set display time
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56. How do I add transitions?
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57. How do I format text on a slide?
To modify font attributes:
Select text, then click Font Dialog Box Launcher in Font group
Select desired font, font style, size, color, and effect
Click OK button to apply changes
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58. How do I format text on a slide?
Considerations when selecting font attributes:
Size of venue
Fonts should be visible from back of room
Lighting
Bright room: Use dark font color on light background
Dark room: Use light font color on dark background
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59. How do I format text on a slide?
Slide master
Template that can be modified to create a consistent look
Use it to change font attributes for all slides in a presentation at the same time
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60. How do I format text on a slide?
To open slide master:
Click VIEW tab
Click Slide Master in Master Views group
Select text styles to modify, then change font attributes using Font dialog box
To close slide master:
Click Close Master View on SLIDE MASTER tab
Use Slide Sorter view to verify application of new font attributes
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61. How do I format text on a slide?
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62. How do I add animation effects to a bulleted list?
Animations tab provides options for adding animation and sound to items on a slide
Animation effects
Draw attention to bullets as they appear on a slide
Can be accompanied by sound (use sparingly)
Can be applied to any slide element (text, graphics, charts, tables)
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63. How do I add animation effects to a bulleted list?
Ways to test an animation effect:
Click Play Animations icon next to slide (Slides list)
Select the slide and switch to Slide Show view
After selecting Effect Options, use After animation option to indicate whether object should change color or disappear after animation
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64. How do I add animation effects to a bulleted list?
Using sounds
Use them sparingly
Make sure presentation equipment has a sound system with adequate volume
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65. How do I add animation effects to a bulleted list?
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66. How do I check spelling in a presentation?
Spelling checker is similar to Word
Automatically indicates possible error with wavy red line (not visible in Slide Show view)
Right-click marked word to view correctly spelled alternatives
Can also use Spelling button on REVIEW tab to manually initiate spelling check
Always check spelling before saving final version
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67. How do I check spelling in a presentation?
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68. How do I check spelling in a presentation?
Does not include grammar check; important to proofread
Use AutoCorrect feature to automatically correct common typing errors:
Click FILE tab, Options button, Proofing option, then AutoCorrect Options button
Select options from dialog box (e.g., automatically capitalize first word in a sentence and names of days)
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69. How do I work with speaker notes?
Remind you what to say about each slide
Can be printed or viewed on the computer you use; they are not projected to the audience
Use for additional comments; don’t include exact text that appears on slide
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70. How do I work with speaker notes?
To print speaker notes:
Click FILE tab, then click Print
Select Notes Pages in Settings section
Click Print button
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71. How do I work with speaker notes?
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72. How do I work with speaker notes?
Presenter View shows speaker notes on computer screen
Windows must be configured to support two monitors
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73. How do I work with speaker notes?
Give yourself time to configure and test your setup
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74. How do I print handouts?
Handouts help audience remember content of presentation
Choose print layout that best fits content and length
Use two-slide layout when graphics and bullets include most of content detail
Prints each slide on one-half of page
Use three-slide layout to allow room for note-taking
Prints blank lines to right of each slide
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75. How do I print handouts?
Print four to nine slides per page to save paper (horizontal or vertical orientation)
Print in black and white or in color
Use Frame Slides option to draw black line around each slide for a professional look
Print text-only version (no graphics) for long presentations that include mostly bulleted lists
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76. How do I print handouts?
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77. How can I distribute my presentations?
Ways to deliver a presentation:
Print as overhead transparencies
Print on paper to distribute as handouts
Convert to PDF format to view on any computer (requires Adobe Reader)
Use PowerPoint Viewer (if PowerPoint not installed)
Save as a video and post on the Web
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78. How can I distribute my presentations?
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