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20 February 2004 Copyright, Information Technology Services email@example.com The University of Texas at Austin PowerPoint is a program to help create and present presentations. This handout introduces the basic features of Microsoft PowerPoint and covers the basics of creating simple presentations and editing and formatting the PowerPoint slides.
Starting A Presentation
Start PowerPoint by either of two methods: 1. 2. Go to the Start menu. Choose Programs and then click on Microsoft PowerPoint. Double-click the icon of any PowerPoint document. When you double-click a PowerPoint document, PowerPoint opens with the document already loaded.
A PowerPoint presentation consists of slides that can contain text, graphics, charts, and other data types. When you start PowerPoint, you can start with a blank presentation, or you can begin from a template or use the AutoContent Wizard. The AutoContent Wizard is series of step-by-step instructions designed to assist you. The Template button accesses slide templates to help create a consistent, professional look for your slide presentation.
For example. and other options.Choose Blank Presentation if you want to start with a clean slate. Choose from slides with titles and bullets. titles and clip art. . This method is recommended because it provides the most flexibility and lets you focus on content first rather than appearance. select the layout of your slides from the New Slide dialog box. After you choose Blank Presentation. titles only. choose the Title Slide and click OK.
PowerPoint has two save commands. However.ppt² file type. Save and Save As. .Save a PowerPoint Presentation Changes you make to a document are not saved to disk until you issue a Save command. Save As This command displays a dialog box where you can choose a document name and destination folder or disk. PowerPoint displays a dialog box similar to the Open dialog box. You can also create your own template and save it as ³pot² file. The newly saved copy becomes the active document A presentation is normally saved as ³name. and you should save often to minimize the loss of your work.pps² is also a useful file type so that your file is able to run regardless of OS. Save When you save a new presentation for the first time. the newly saved version replaces the older version. Both commands are on the File menu. Select the disk in which to save the presentation and specify a name for the file. Saving is quick and easy. that work similarly. Use the Save As command whenever you want to save a copy of the current document with a different name or in a different folder or disk. PowerPoint Show with the extension of ³name. When you save an existing document that you have been editing.
or possible to the side of it. Formatting toolbar The Formatting toolbar. located beneath the Standard toolbar bar. Standard Toolbar The Standard toolbar. has buttons for various formatting operations like changing text size or style. identified in the figure below. changing alignment. the PowerPoint window has several unique elements. has buttons for commonly performed tasks like printing. and other operations.Explore the PowerPoint Interface Besides the usual window components. located beneath the menu bar. formatting bullets. . inserting clip art. saving. You can customize the toolbar or even display multiple toolbars at the same time. and animation.
Edit and Format a Slide Enter and Edit Text in Outline View PowerPoint's Outline Area lets you focus on the content of your presentation. After you type an outline. Entering Slide Titles and Bullets Typing in PowerPoint's Outline view is similar to using a word processor. text is either a slide title. press Shift-Enter (Shift-Return on the Mac). Use the three buttons at the bottom left of the window to change slide views. select the text and click the Promote button (a green left-pointing arrow) on the .Drawing Toolbar The Drawing toolbar on the bottom of the PowerPoint window contains drawing and text tools for creating graphics. bullet point or sub bullet. This will make it easier to enter your outline. PowerPoint Views PowerPoint has three different views. Promote and Demote Text In Outline view. To force a line break within a slide title or bullet. It is used to run the whole presentation. Finally. For example. you can concentrate on how your presentation looks. by typing up the outline prior to laying the presentation out. the Slide Show view is also called preview. Normal View provides a comprehensive view for each slide with notes and outline. you can switch from Normal view to Slide Sorter view by clicking one of these buttons. Type your slide title or bullet point and press Return to start a new slide or bullet. The boundary of the Outline Area can be resized by dragging the vertical seperation to the right. Slide Sorter View displays multiple slides and lets you quickly change their order in the presentation. This starts a new line for the same title or bullet. To change a bullet to a slide title.
use the Undo command on the Edit menu or the Undo tool. the Edit menu will display the action it will undo. and once you select one. You can undo multiple mistakes with the Undo tool. If you want to move data instead. . Delete Slides or Bullets While working in the Outline Area. To do this: • • • • Select the text you want to cut or copy by highlighting it. Delete bullets and sub bullets similarly. Go to the Standard Toolbar to choose the Paste short cut icon. Undo Mistakes If you make a terrible mistake (accidentally deleting a slide title or bullet point. for example). Move and click your mouse to the place where you want the text to go.Outlining toolbar. choose Slide Design from the Format menu. To apply a template to your presentation. Go to the Standard Toolbar to choose the Cut or Copy short cut icon. The Demote button (a green right-pointing arrow)will change a title to a bullet point or sub bullet under the previous item. Copy and Move Data Use the Copy and Paste commands to copy selected text and graphics from one slide to another. you can delete a slide by clicking on the slide icon next to the title and pressing the Delete key. If you are unsure what action you will be undoing. Press the mouse button on the item you want to move and drag it to the desired location. PowerPoint will apply it to all the slides. Move Slides in the Outline Area It's easy to change the order of your slides and bullets in the Outline Area. Edit and Format a Presentation Apply a Template to a Presentation A template is a PowerPoint presentation that defines how your text and slide background will look. The available templates will appear in the Task Pane. You can also select the item you want to move and click on the Move Up or Move Down buttons. A plain presentation is simply black text on a white background. A template might include a blue background with bold yellow letters and a particular graphic. Note the cursor is blinking. use the Cut and Paste commands.
Define Slide Transition and Animation Transition effects help define how a presentation move from one slide to the next. It is easiest to edit the text of a slide in the Outline Area. Click on the color rectangle near the bottom of the dialog box. If you want your changes to apply to every slide in the presentation. Move your mouse over the slide you want to apply transition effects. Slide Background Choose Background from the Format menu to change a slide's background color or gradient. However. PowerPoint also has a Formatting toolbar to simplify basic formatting tasks. . and objects that appear on every slide in your presentation. Changes you make to the Slide Master also appear on each slide in your presentation. Click once to select the slide. In Slide View just click on an object to select it. to modify a slide's appearance. if you want a small picture of the world to appear on every slide. For example. Edit the Slide Master or Individual Slides The Slide Master in a template is a slide that controls the formatting. to change the font or color of the slide title. choose Master/Slide Master from the View menu. You can even change the format of slide bullets using the Bullets command on the Format menu. For example. Now let us just do the following to quickly apply the transition as well as animation effects to our project here: • • • • • • Switch to the Slide Sorter View. Apply some effects to other slides if you like. Choose Box Out. and changing colors (Colors and Lines). We will explore in more depth custom transitions and animations in the advanced-level class. Animation defines how you want your listed information to come in and out of the presentation. Go to the Slide transition drop down menu on the toolbar. select the slide title and choose Font from the Format menu. You can then edit this slide. Keep in mind that the Transition command only sets the desired transition for the selected slides. text. switch to Slide View. The Format menu also has commands for centering or left aligning text (Alignment). Apply transition effects in Slide Sorter View or by selecting the Slide Transition command on the Slide Show menu. Then use the Format menu to apply the change you want. To display the Slide Master. choose Master/Slide Master from the View menu. place that picture on the Slide Master. Note that preview is immediately applied on the selected slide.
or pattern. texture. or you can use a picture file. make sure you select Mater/Slide Master from the View menu before making the change. you can change the color. Insert the Clip Arts and Objects Creating Charts . Click on the Apply button when you are done. gradient. if you want this background to apply to all slides. Again.and select either More Colors or Fill Effects. As shown in the Colors and Fill Effects dialog boxes below.
In the PowerPoint working window. When you are through entering data in the worksheet. In the layout dialogue box. Drawing Tools . To do this: • • • • Click on the Insert menu and choose New Slide. inserting gridlines and legends. double click the chart place holder to activate the edit mode. double-click it and PowerPoint will remove that data from the chart. Click the Chart tool to create a graph in your presentation. and additional chart features. choose the "Chart" layout. The chart border will change and the chart toolbar will appear at the top of the screen. if you want to change a column chart to a horizontal bar chart. close it. Change these labels and numbers to reflect your data..PowerPoint's Chart tool is located on the Standard toolbar. For example. The chart toolbar includes buttons for changing chart type. PowerPoint activates a data worksheet with labels and numbers. Click OK. Enter the data from the table below into the data sheet on the screen and watch the change of the chart. choose that chart type from the Chart Type tool. Tip: It is efficient to choose a "Chart" layout for a new slide of chart. If you do not want to graph a certain row or column.
PowerPoint has a set of drawing tools used to place lines. WordArt. make sure you are in Slide View. click on the object and press the Delete key. Select the slide you want the clip art on. Use the Auto Shapes tool (shown below) to create regular shapes like stars. PowerPoint has a collection of clip art that you can use in your presentation. To use these tools. pictures in separate files and other objects. Choose the appropriate slide size and orientation before you do significant formatting in your . Microsoft Word tables. figures. polygons. Also. and choose Picture/Clip Art from the Insert menu. make sure the slide size and orientation is correct. if you have created your own logo in Adobe Illustrator. PowerPoint also lets you insert Microsoft Excel charts. and text on a slide. PowerPoint's drawing tools are similar to drawing tools in other graphics programs. Slide Setup The Slide Setup dialog box has controls for slide size and orientation. you can copy the image and paste it into a PowerPoint presentation. For example. shapes. If you draw something on a slide and want to delete it. Choose the category you want and select a clip art image. Slide Setup and Printing Before you print your slide presentation. You can also use the Copy and Paste procedures described earlier to paste clip art into PowerPoint from other programs. Change these settings using the Page Setup and Print commands on the File menu. decide whether you want to print in color or black and white. and other shapes. triangles.
or handouts with multiple slides per page. notes. and choose a color printer using Print Services from the Apple menu. Printing To print your slide presentation. PC: select a color printer from the print box. In the Print dialog box you can choose how many copies you want to print. choose Print from the File menu. or click the Print button on the toolbar.presentation. Note on color printing: To print your presentation in color: • • Mac: click the Color/Grayscale radio button in PowerPoint's print dialog box. Changing slide orientation from portrait to landscape or vice versa may require editing and reformatting slides. Use the Print What: drop-down list to select whether you want to print just the slides. .
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