PowerPoint Profesinal

Table of contents
Standardizing and automating the formatting 1
DEFINING THE SLIDE MASTER 1
MODIFYING THE SLIDE MASTER 1
MODIFYING OR CREATING SEVERAL SLIDE MASTERS 3
THE TEMPLATES 8
CREATING YOUR OWN TEMPLATES 10
STANDARDIZING THE COLORS 11
Using animation to reinforce the message 14
THE TRANSITION EFFECTS BETWEEN THE SLIDES 14
ATTRIBUTING ANIMATION EFFECTS 15
Making an adaptable presentation 19
HIDING A SLIDE 19
CREATING ACTION BUTTONS 19
Giving the presentation 22
THE PRESENTATION OPTIONS 22
STARTING THE SLIDE SHOW 22
MAKING THE SLIDES APPEAR 23
MODIFYING THE ORDER OF APPEREANCE OF THE SLIDES 23
PowerPoint XP : Presentation
PowerPoint XP
Standardizing and automating the formatting
In this chapter, you will learn how to:

Improve the formatting of the text and of the page
Modify the attributes of the drawn shapes
Win some time when creating your presentation
Increase the legibility of your presentation
These two different methods can be used to improve your efficiency :

Creating a specific master for the presentation;
Using templates to standardize several presentations.
DEFINING THE SLIDE MASTER

The slide master is particularly suitable for the following actions:
Modifying the font or the bullets
Inserting a drawn element such as a logo that you want to reproduce on
several slides
Modifying the locations, the size and the formatting of the reserved places
The particularity of the slide master is that it allows global modifications, such as
changing the font type and applying the modifications to all the slides in your
presentation.
A slide master is added to your presentation when you apply a design template. As
a general rule, the template also contains a title master, where you can make some
modifications that will only apply to the slides of the Title slide type. So the
modifications made on the other slides will be kept.
The slide master and the title master of a design template make a pair slide
master/ title master. They are both displayed in the Master view. PowerPoint XP : Presentation
MODIFYING THE SLIDE MASTER

1. Choose the VIEW Î MASTER Î SLIDE MASTER command.
2. PowerPoint displays a toolbar and the slide master in the left part of the
screen. Select the miniature of the slide master to modify it.
1
PowerPoint XP
3. The slide is divided into various areas. Select the areas you want to format and
modify them.
Revert to your presentation by clicking the CLOSE MASTER VIEW button or by

clicking one of the view buttons.
This will automatically format the slides according to the specifications of the
master.
Remark :
Holding down the Shift × key while clicking the view button also opens the master of the
presentation.
2
PowerPoint XP
Modifying the title master
To display the title master, you have to follow these steps:
1. Activate the general master.
2. Click the INSERT NEW TITLE MASTER button on the masters’ toolbar.
PowerPoint opens the title master on the screen. Make the necessary
modifications as you would do it in the general master.
Revert to your presentation by clicking the CLOSE MASTER VIEW button or by

clicking one of the view buttons.
MODIFYING OR CREATING SEVERAL SLIDE MASTERS

In the PowerPoint XP version, you can apply various design templates, for one or
several slides in a same presentation. You will then have several masters. So, if
you want to make modifications that apply to the whole presentation, you have to
modify each slide master or pair of masters (according to whether you use the title
master or not).
Modifying the masters
To modify the masters, follow these steps:
1. Choose the VIEW Î MASTER Î SLIDE MASTER command.
2. PowerPoint displays the toolbars and might display several pairs of masters in
the left part of the screen. Select the miniature of the slide master you want to PowerPoint XP : Presentation
modify. Make the necessary modifications.
3
PowerPoint XP
To make it easier to work with several masters, the toolbar of the slides master
proposes commands for inserting, deleting, changing the name, duplicating and
protecting the masters.
Creating a slide master
To create a slide master, follow these steps:
1. In the master view, click the first button on the SLIDE MASTER VIEW toolbar.
2. Select the new miniature slide master in the left part of the screen and make
the necessary modifications.
Creating a title master
To create a title master, follow these steps:
1. In master view, click the second button on the SLIDE MASTER VIEW toolbar.
4
PowerPoint XP
3. Select the new miniature slide master in the left part of the screen and make
the necessary modifications.
Protecting a master
When you protect a master, it means that even if you delete all the slides based on
this master, the master won’t be deleted automatically so that you can use it again
afterwards.
To protect a master, follow these steps :
1. In the master view, click the fourth button on the SLIDE MASTER VIEW toolbar.
2. A small symbol representing a drawing pin appears in front of the protected

masters.
Deleting a master
To delete a master, follow this step :

1. In the master view, click le third button on the SLIDE MASTER VIEW toolbar.
Adding the page number, the date or time
1. Open the slide master and select the corresponding text area.
5
PowerPoint XP
2. Modify the attributes or position of the textbox.
3. Choose the HEADER AND FOOTEER option in the VIEW menu .
4. In the dialog box, activate the options you want to use.
5. Revert to the slide by clicking the APPLY TO ALL button.
6
PowerPoint XP
Exercise 1.
Take a new presentation.
Create the slide master for the following slide.
Exercise 2.
Create a title master for the same presentation.
7
PowerPoint XP
THE TEMPLATES
A template is a file that contains:
A background color;
Defined formatting for the text, the bullets, the drawn objects,...
The aim of templates is to standardize and automate the presentation on several
different files.
It is possible :
To make a new presentation based on an existing template;
To apply an existing template to a presentation or a slide during the creation;
To create your own templates.
Using an existing template
1. Click FILE Î NEW.
2. In the TASK PANE, choose FROM DESIGN TEMPLATE.
3. Choose one of the templates by double-clicking it.
8
PowerPoint XP
4. When creating your presentation, base it on the chosen template.
Applying a template to an existing presentation
1. Click the button on the toolbar and choose one of the templates by
double-clicking it.
Applying a template to a slide
It is possible to apply the characteristics of a template only to some slides of a

presentation : PowerPoint XP : Presentation
1. Select the slides you want to format.
2. Choose the template you want to apply.
3. Click the arrow and choose the APPLY TO SELECTED SLIDES option in the drop-
down menu.
9
PowerPoint XP
CREATING YOUR OWN TEMPLATES

When you create a template, you can choose the background color, the text
formattings, insert pictures or texts that will appear on each slide, …
The distinction between a normal presentation and a template will be made when
saving the document.
Saving the file as a template
1. Select the FILE Î SAVE AS command that opens the SAVE AS dialog box.
2. Specify the TEMPLATE type in the SAVE AS TYPE field so that PowerPoint will
automatically save the file in a folder reserved for the templates.
3. Click the button to confirm the save.
Do not forget to delete the text of the presentation before saving it as a template!
Exercise 3.
Save the "Sun Travel" presentation as a template.
10
PowerPoint XP
STANDARDIZING THE COLORS

PowerPoint makes it possible to use a lot of colors and modify them for one or all
the slides in the presentation.
Choosing another palette of colors
By default, PowerPoint proposes a palette containing eight different colors.
These colors can be modified by using the SLIDE DESIGN task pane.
1. Select the COLOR SCHEME option.
2. PowerPoint proposes other pre-defined palettes. If they suit you, you can
customize them by clicking EDIT COLOR SCHEMES.
11
PowerPoint XP
Modifying a palette of colors
EDIT COLOR SCHEMES makes it possible to modify individually all the elements that
make up a slide :
the background;
the text and the lines ;
the shadows;
the text of the title ;
the fill colors;
the others colors used to draw the attention on some elements such as the
hyperlinks, the hyperlinks that have already been used,…
To change one or several colors :
1. Select the element whose color you want to change and click the CHANGE
COLOR button.
2. This will bring you in the box where you can modify the colors:
12
PowerPoint XP
3. Choose the new color and validate with .
4. This will take you to the COLOR SCHEME box.
5. Click the APPLY TO ALL button to modify all the slides in the presentation or
click the APPLY button to only influence the selected slide.
13
PowerPoint XP
Using animation to reinforce the message

Increase the impact of your message by using appropriate animations
Create and define appropriate effects
A distinction is made between these two types of effects :

the transition effects appear when switching from one slide to another one;
the animation effects apply to objects (charts, text, etc…).
THE TRANSITION EFFECTS BETWEEN THE SLIDES
Adding the same transition to all the slides in the slide

show
1. In the SLIDE SHOW menu, choose TRANSITION.
2. In the list, choose the transition effect you want to use.
3. Click the button.
Adding different transitions between the slides
Repeat the following steps for each slide you want to add a different transition to.
1. Work in the SLIDE SORTER VIEW. Select the slides you want to add a
transition to.
2. Click the button. PowerPoint XP : Presentation
3. In the Office task pane, you can choose an effect and a transition speed as
well as a sound. Also choose how to advance the slide : automatically or
individually. You will obtain a preview of each selected effect.
14
PowerPoint XP
ATTRIBUTING ANIMATION EFFECTS

You can apply a specific animation on each element of your slide. But be careful
not to overload your presentation with useless effects that can be tedious for your
audience.
Animating the text and objects
Using animation adds visual effects.
Applying a pre-defined animation scheme

1. Click the SLIDES TAB and select the slides.
2. In the SLIDES SHOW menu, choose ANIMATION SCHEMES.

3. In the SLIDES DESIGN Office task pane, you can choose an animation
scheme in the list in APPLY TO SELECTED SLIDES.
4. If you want to apply the scheme to all the slides, click the APPLY TO ALL
button.
Applying a customized animation

1. In the Normal mode, display the slide containing the text or the objects to
animate.
2. Select the object you want to animate.
3. In the SLIDES SHOW menu, choose CUSTOMIZE ANIMATION.
15
PowerPoint XP
4. In the CUSTOMIZE ANIMATION Office task pane, click the

button and choose :
This button inserts in the slide show the

text or object with an effect
By clicking this button, the effect will be

applied on a text or an object that is
already in the slide
This button adds an effect to a text or an

object so that it leaves the slide
Remark :
The effects are contained in the CUSTOM ANIMATION list, arranged according to the order it was
used in. The animated elements are displayed with a numbered tag that will not be printed. But this tag
will not be displayed in the SLIDE SHOW mode.
The preview makes it possible to have a look at the animations of one slide by clicking the PLAY button
on the Office CUSTOM ANIMATION task pane. So that you won’t have to click to start the animations.
Animating text boxes with a letter, a word or a paragraph
To draw the attention of the participants during the presentation, it might be

interesting to have the various paragraphs in your slide appear step by step.
Step 1 Step 2 Step 3 Step 4
This makes it possible to have the text appear : PowerPoint XP : Presentation

With different visual effects;
by letter, by word, by paragraph,
by level of paragraph.
1. Right-click the text you want to animate and choose CUSTOM ANIMATION.
Be careful: if you want to animate per level of bullet or paragraph, only
select one line.
2. In the CUSTOM ANIMATION list on the Office task pane, choose the text
animation you want to use.
3. Then click the arrow and then select EFFECT OPTIONS.
16
PowerPoint XP
4. Choose an effect in the ANIMATE TEXT list, in the EFFECT tab:
BY LETTER (PAR LETTRE) animates each letter
BY WORD (PAR MOT) animates by word
If you want an animation by level of paragraph or by bullet, choose an option in the

GROUP TEXT list, in the ANIMATE TEXT tab.
Animating charts or diagrams
1. In the Normal mode, display the slide containing the chart or diagram you want
to animate and select it.
2. In the SLIDE SHOW menu, choose CUSTOM ANIMATION.
3. In the CUSTOM ANIMATION Office task pane, click the button,

and then specify when the effect has to happen:
This button inserts in the slide show the

text or object with an effect
By clicking this button, the effect will be

applied on a text or an object that is
already in the slide
This button adds an effect to a text or an

object so that it leaves the slide
4. In the CUSTOM ANIMATION Office task pane, select the animation you want to
apply to the chart, click the arrow and then choose EFFECT OPTIONS.
5. In the GROUP CHART list form the CHART ANIMATION tab, you can choose an
option.
17
PowerPoint XP
Adding a sound to an animation
You can add music and sounds from files stored on your computer, a network,
from Internet or a multimedia gallery.
Be careful, the procedure will only function if an animation has been defined on
forehand on the slide.
1. Select the text or object where you want to apply an additional effect.
2. In the SLIDE SHOW menu, choose CUSTOM ANIMATION.
3. In the CUSTOM ANIMATION Office task pane, click the arrow associated to the
selected element in the CUSTOM ANIMATION list, then choose OPTIONS EFFECT.
4. In the EFFECT tab, choose ENHANCEMENTS and then click the arrow associated
with the SOUND list, then carry out one of the following actions:
To add a sound from the list, click an option ;
To add a sound from a file, click OTHER SOUND, then browse until you find the
file you are looking for.
18
PowerPoint XP
Making an adaptable presentation

Have a reserve of slides at your disposal (just in case...)
Revert to a slide to insist on a specific element
Move at any moment to another place in the presentation
Before your oral presentation, you won’t always know precisely about:
whether the audience is familiar with the subject of the presentation ;
the questions the participants will ask;
where a possible dialog might lead you to.
In other words, as the progress of the presentation is rather unpredictable, you
should create a presentation that doesn’t lock you up in a rigid structure.
That is why, you should make use of :

the possibility to hide a slide;
the possibility to create links between the slides, to another program or to
Internet.
HIDING A SLIDE
1. Use the SLIDE SORTER mode.
2. Select the slide you want to hide.
3. Right-click and choose the HIDE option.
4. PowerPoint indicates that the slide is hidden by crossing the slide number .
CREATING ACTION BUTTONS PowerPoint XP : Presentation

By using action buttons, a simple click is sufficient to display another slide or start a
file made in another program.
1. You have buttons at your disposal in the autoshapes that are already
associated with specific actions (revert to the first slide, go to the previous or
next slide,…). The first button can be customized.
2. Choose a button and draw it on the slide.
19
PowerPoint XP
3. Then specify the link you want to make.
Remark :
In the first tab, you can determine an action that will only happen after having clicked the action button.
In the second tab, you will activate the action simply by clicking the button.
But you can also attribute an action to carry on to any drawn or imported object:
1. Select the object.
2. Right-click and choose the ACTION SETTINGS command.
3. Define the links in the dialog box and validate with .
20
PowerPoint XP
Exercise 4.
On the "Vendée" slide in the presentation, create a button in order to display
straight away on the screen the slide containing the chart.
Also create a button on the slide of the chart to go back to the previous slide
and modify its color.
21
PowerPoint XP
Giving the presentation

Handle the presentation tools
Presenting the information in continuous
THE PRESENTATION OPTIONS

The SLIDE SHOW menu gives access to the SET UP SHOW dialog box where you can
set up the presentation.
This box proposes to make a presentation in loop, automatically or manually, and

also gives you the possibility to specify the group of slides you want to present,…
STARTING THE SLIDE SHOW

1. Click the button in the lower-left part of the screen or press the F5 key.
2. The presentation will be displayed in full screen.
22
PowerPoint XP
MAKING THE SLIDES APPEAR
Without automatic transition
1. Click with the left mouse button.
2. PowerPoint adds step by step the pre-defined animated elements.
With automatic transition
The presentation runs automatically after having started it by pressing the F5 key.
Pressing the ESC key stops the presentation immediately and right-clicking, gives
access to the contextual menu that will be explained in the following point.
MODIFYING THE ORDER OF APPEREANCE OF THE SLIDES

If you want to :
revert to a previous slide;
display a hidden slide;
highlight some elements by underlining them.
1. Right-click or click the button in the lower-left corner of the screen.
2. Choose between Next, Previous and Go.
23
PowerPoint XP
The other options
The MEETING MINDER makes it possible to add notes and tasks that can be
exported in Word or to the agenda.
The SPEAKER NOTES enable you to add comments about the slides.
If you want to have a pencil at your disposal so that you can use it on the screen
during the presentation, choose between the options of the POINTER OPTIONS.
By using the SCREEN option, you can take a break or stop the presentation by
displaying a black screen.
24

PowerPoint Profesinal

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

PowerPoint Profesinal

Uploaded by

Copyright:

Available Formats

Table of contents

Standardizing and automating the formatting 1

DEFINING THE SLIDE MASTER 1

MODIFYING THE SLIDE MASTER 1

MODIFYING OR CREATING SEVERAL SLIDE MASTERS 3

CREATING YOUR OWN TEMPLATES 10

STANDARDIZING THE COLORS 11

Using animation to reinforce the message 14

THE TRANSITION EFFECTS BETWEEN THE SLIDES 14

ATTRIBUTING ANIMATION EFFECTS 15

Making an adaptable presentation 19

CREATING ACTION BUTTONS 19

Giving the presentation 22

THE PRESENTATION OPTIONS 22

STARTING THE SLIDE SHOW 22

MAKING THE SLIDES APPEAR 23

MODIFYING THE ORDER OF APPEREANCE OF THE SLIDES 23

Standardizing and automating the formatting

In this chapter, you will learn how to:

These two different methods can be used to improve your efficiency :

DEFINING THE SLIDE MASTER

MODIFYING THE SLIDE MASTER

Revert to your presentation by clicking the CLOSE MASTER VIEW button or by

Modifying the title master

To display the title master, you have to follow these steps:

1. Activate the general master.

Revert to your presentation by clicking the CLOSE MASTER VIEW button or by

MODIFYING OR CREATING SEVERAL SLIDE MASTERS

Modifying the masters

To modify the masters, follow these steps:

1. Choose the VIEW Î MASTER Î SLIDE MASTER command.

Creating a slide master

To create a slide master, follow these steps:

To create a title master, follow these steps:

To protect a master, follow these steps :

2. A small symbol representing a drawing pin appears in front of the protected

To delete a master, follow this step :

Adding the page number, the date or time

2. Modify the attributes or position of the textbox.

3. Choose the HEADER AND FOOTEER option in the VIEW menu .

4. In the dialog box, activate the options you want to use.

5. Revert to the slide by clicking the APPLY TO ALL button.

Using an existing template

1. Click FILE Î NEW.

2. In the TASK PANE, choose FROM DESIGN TEMPLATE.

3. Choose one of the templates by double-clicking it.

4. When creating your presentation, base it on the chosen template.

Applying a template to an existing presentation

Applying a template to a slide

It is possible to apply the characteristics of a template only to some slides of a

1. Select the slides you want to format.

2. Choose the template you want to apply.

CREATING YOUR OWN TEMPLATES

Saving the file as a template

3. Click the button to confirm the save.

STANDARDIZING THE COLORS

Choosing another palette of colors

By default, PowerPoint proposes a palette containing eight different colors.

1. Select the COLOR SCHEME option.

Modifying a palette of colors

To change one or several colors :

3. Choose the new color and validate with .

4. This will take you to the COLOR SCHEME box.