Using PowerPoint 2003

NOTE: These instructions assume you are using a PC equipped with PowerPoint 2003. Some functions might differ slightly on a Macintosh. Many of the following tasks can also be done using the icons in the toolbar. Get Started with Your Presentation

Open PowerPoint by clicking Start in the bottom-left corner of your screen, and selecting Programs > Microsoft Office> PowerPoint If you still cant find the program, try choosing Find on your Start menu and searching for PowerPoint. PowerPoint will open with a new blank presentation. Now you are ready to enter the content of your presentation. Save Your Slide Show As with any other file on your computer, its important to save your presentation often, even while you work on it. 1. Select File>Save As from the menu at the top left of your screen. 2. A dialog box (like the one illustrated at the right) will appear. 3. Choose the location where you would like to save your presentation. *Hint: the desktop is a convenient location to find your files. 4. Name your presentation and then click Save. Select a Design Template PowerPoint comes with design templates that give your slides a colorful look. 1. On the Format menu, click Slide Design. The task panewill open at the right, displaying thumbnails of the design templates available. 2. To use a design template, simply click to select it. The template will be applied to all new slides.

Change the Color Scheme of a Slide PowerPoint lets you quickly change the colors on your slides. 1. On the Format menu, click Slide Design. 2. Click Color Schemes at the top of the task pane at the right(pictured to the right). Selecting a standard color scheme from the right task pane will apply it to all slides. If you would like to add a color scheme exclusively to the selected slide, click the arrow next to the selected color scheme, and then click Apply to Selected Slides. You can also create your own color scheme by clicking on Edit Color Schemes at the bottom of the right of the task pane (pictured to the right). Add a Slide to Your Slide Show 1. On the Insert menu, click New Slide. The new slide will be inserted immediately after the current slide. *Hint: Ctrl +M is the keyboard shortcut for inserting a slide. 2. Choose a layout from the choices provided in the task pane (pictured to the right). You can choose from text layouts, (such as a title slide or several bulleted list options), a content layout for media, or a combination of the two. *Hint: just click a different layout in the task pane to change the layout of your slide. Add text to your slide by clicking in a text box and typing in the text. Change Font Type, Color, and/or Size You can change the size, color, and font of your text. When making these changes, it is important to consider your audience and where your presentation will be displayed. Using a small serif font in a light color will be hard for your audience to read. 1. On the current slide, select the text that you wish to change. 2. Select Format > Font. 3. Make your desired font changes in the dialog box (pictured to the right), and then click OK. *Hint: You can also highlight your text, and then use the icons on the formatting toolbar to change the look of your text. Often a Sans Serif font is best for projected presentations and computer screen displays. Moving and Copying Text 1. Highlight the text you want to move or copy. 2. To cut or copy there are three options: use the Edit menu, right-click and select cut or copy, or press Ctrl C to copy and Ctrl X to cut text. 3. To paste there are three options: use the Edit menu, right-click and select paste, or press Ctrl V.

Insert a New Slide with a Table, Chart, Clip Art, Picture, Diagram, Organizational Chart, or Media Clip. 1. Select Insert from the menu bar, and click New Slide. The new slide will be inserted immediately after the current slide. 2. From the choices provided in the right task pane, choose a content layout with graphics and media. (The graphics and media icon is pictured to the right.) 3. Click one of the icons to add that type of content (each icon is defined below).

Insert Graphics You can also manually insert graphics into your slide. 1. Select the slide that you want to which you want to add pictures. 2. Select Insert > Picture from the menu bar and then select the type of picture you would like to insert: o o o o o o o Clip Art lets you select from a gallery of images that PowerPoint provides. From File lets you select an image you have saved on a disk, CD-ROM or on your hard drive. From Scanner or Camera allows you to insert digital images from a scanner or digital camera if you have TWAIN-compatible software. Photo Album creates a new presentation with one picture per slide. Organization Chart allows you to create a customized chart. AutoShapes contains a variety of useful geometric shapes and designs. WordArt lets you select from unusual type styles and colors.

You can reposition the picture by rolling the mouse pointer over it; when your mouse becomes a four-way arrow, you can click and drag the picture around the slide. You can resize the picture by clicking and dragging one of the eight square "handles" located around the outer edge of the picture. Resizing with the corner handles adjusts the height and width of your image proportionally. For finer control over the size and location of your picture, double-click the picture to open the "Format picture" dialog box.

Insert a Chart 1. If your slide doesnt have an icon to insert a chart, select Insert on the menu bar, and click Chart 2. PowerPoint's chart-building program will open with a sample chart and a small spreadsheet to display sample data. Enter your data in the spreadsheet window or use data from an existing Excel spreadsheet by choosing Edit > Import file, locating the file you want, and clicking Open. 3. You can edit the spreadsheet information in the chart and it is automatically updated on your slide. 4. You can choose from many different styles and colors of charts by selecting Chart > Chart Type or Chart > Chart Options from the menu bar while editing a chart. 5. When your chart is finished, simply click outside the chart box on your slide to exit the chart-building program. You can return to editing your chart by double-clicking it. Customize a Slide Layout You can choose to work with the current slide or insert a new blank slide (see Adding Slides to your Presentation). 1. From the menu bar, select Insert and click Text Box>Horizontal (or Vertical). Your mouse pointer will change to a cross-hair. 2. Click and drag on the blank slide to create your text box with your preferred size. 3. Enter text into the new text box by clicking in the box, and then typing. 4. You can reposition the box by clicking and dragging on the border. 5. You can resize the box by clicking and dragging on the handles located at the corners of the box. * Hint: the green handle lets you rotate the text box. Format a Slides Background 1. From the menu bar, select Format and then click Background. 2. From the drop-down menu at the bottom of the Background dialog box that appears, select a color. You can click More Colors or Fill Effects for more options. 3. Click Apply or Apply to All to put your changes into effect for the current slide or for all slides.

* Hint: Fill effects can make slides confusing and hard to read. Making Your Slides Consistent (Working in Master View) PowerPoint lets you build design templates from scratch or make your slides look consistent using a slide master. 1. Select View > Master > Slide Master. 2. Format the master slide the way you would like your slides to appear (picture placement, background color, color scheme, etc.) People often put departmental logos in the slide master to provide a consistent identity to all of the slides. 3. To exit the slide master, select View > Normal. New and previously-created slides will take on the slide master format, unless they have already been formatted. * Hint: It saves time to setup your master slide first, and then make changes to the individual color schemes of selected slides as you go along. Delete Slides from Your Slide Show 1. From the outline or slides tab at the left, select the slide you wish to delete. 2. Choose the Edit menu and click Delete Slide. *Hint: If you cannot find the Delete Slide option, click the downward-pointing doublearrows to expand the Edit menu. You should be able to see the Delete Slide option. You can also delete slides in the Slide Sorter view (see below). You can also select the slide, and use the delete key. Change Slide Views You can view your presentation in the following five formats: View > Normal - shows an outline and the current slide, and can help you organize content and flow. View > Slide Sorter shows a small image of all slides, and can help you sort, move, and copy slides. You can also copy slides to or from another presentation. View > Slide Show shows the slide show of your presentation. The following steps will help you navigate this view: To move to the next slide, click the mouse, hit enter, spacebar or the right arrow key. To go back, hit backspace, left arrow key, or right-click and select Previous from the menu that pops up. To exit, hit the escape key or right-click and select End Show.

To draw on your slides, right-click and select Pointer Options > Pen. The color of the pen can be changed by right-clicking and selecting Pointer Options > Pen Color. To move to the next slide, hit enter, spacebar or the right arrow key.

View > Notes Page displays the notes associated with the current slide; click in the text box (where it says click to add text) to begin typing notes.

Print Your Slides You can print your slides, handouts, or notes pages. 1. Go to the File menu and select Print. 2. Select All or specify the range of slides you want to print from the Print range or Pages section of the Print dialog box. 3. To print handouts on which to take notes, choose Handouts in the drop down menu located under the Print what: field. You can choose to print one, two, three, four, six or nine slides per page. Three slides per page will display small versions of your slides on the left half of the page and leave space for notes on the right side. 4. Enter the number of copies you would like to print in the Number of copies box. Check the box if you want to collate your pages. Click OK. Change your Presentations Format (overheads, posters, and 35 mm slides) 1. Go to File > Page Setup From the Slides sized for: drop-down menu, select the format for your presentation. Commonly used options include Overheads and 35 mm slides. 2. If you are creating a poster, choose Custom from the Slides sized for: drop-down menu, and enter the dimensions of your poster in the boxes below. CAUTION: You should consult with the office where you are printing your poster, about your poster size and format, early in the poster creation process. For more information, go to: o o Locke Computer Center, T271 Health Science Building: http://net.hs.washington.edu/locke/poster.html Odegaard Commons Computing Lab and Mary Gates Hall Computing Resource Center

Add Animations to Text, Images, or Other Elements on Slides PowerPoint allows you to add animations to your slides. Use these with caution as they can be very distracting to your audience. Make sure you are in Normal View (see Change Slide Views) and select Slide Show > Custom Animation... A custom animation box will appear in the right task pane. To add an animation, select a text box, image, table, or chart, then click Add Effect in the task pane. Choose an animation from the ones provided. Once you select an animation, it will be previewed immediately once youve selected it. (You can disable this by deselecting the AutoPreview box at the bottom of the task pane.) To edit a particular animation, select it from the Modify section of the task pane. Here, you can edit how the animation begins (with a

mouse click or timed), which direction it comes from, and the speed of the animation. To preview all the animations on a slide, click Play at the bottom of the task pane. You can also view the presentation in its entirety by clicking Slide Show. If you would like to change the order in which the animations occur, you can reorder them by selecting the animation in the task pane and use the Re-Order arrows. To remove an animation, select it from the task pane and click Remove at the top of the task pane.

Insert Transitions Slide transitions in PowerPoint are similar to animations, but they are effects that occur as you move from one slide to the next, rather than effects that are applied to the contents a slide. 1. In Normal View (see Change Slide Views), locate the slide you want to transition to, and select Slide Show > Slide Transition from the menu bar. 2. Select one of the effects listed in the Slide Transition task pane on the right. 3. You can also choose the speed of the transition, add a sound, and select how the transition will occur in the task pane. 4. To start the transition manually, select On mouse click under "Advance slide". To have the animation start automatically, select "Automatically after" and enter the elapsed time you want between the previous slide and the current one. 5. Click Apply to All Slides to apply it to all slides in your presentation. 6. You can preview the transitions Play at the bottom of the task pane. You can also view the entire presentation in its entirety by clicking the Slide Show. Save to the Web 1. Choose File > Save as Web Page. Type in your file name with no blank spaces or symbols. *Hint: You can change publishing options, such as which slides to publish and what browsers to support. Click Publish and make your changes. 2. Click Publish to save your presentation as a Web page. 3. If you do not want to change options, click Save to save your presentation as a Web page.