PowerPoint 2003 Contents

1.0 POWERPOINT INTRODUCTION 2

2.0 POWERPOINT TERMS 2

3.0 STARTING POWERPOINT 3

4.0 POWERPOINT’S OPENING WINDOW 4

5.0 CREATE A NEW PRESENTATION 5

6.0 EDITING SLIDES 7

7.0 USING THE RIGHT MOUSE BUTTON 8

8.0 CHANGING THE COLOUR SCHEME 9

9.0 APPLYING DESIGN TEMPLATES 11

10.0 SLIDE MASTERS 12

11.0 POWERPOINT’S DIFFERENT VIEWS 12

12.0 USING THE DRAWING TOOLS 16

13.0 CREATING GRAPHS 19

14.0 ANIMATION EFFECTS 21

15.0 HYPERLINKS 23

16.0 SAVING YOUR PRESENTATION 24

17.0 PRINTING YOUR PRESENTATION 25

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1.0 PowerPoint Introduction

PowerPoint is a presentation tool that enables users to produce sophisticated slides or

acetates. It is a great time-saver for anyone who needs to make a presentation. It is

not a million miles from Word and certainly knowledge of that program helps when it

comes to producing presentations in PowerPoint.

2.0 PowerPoint Terms

Body text: Most slides have a text object called the body text. This usually consists

of a series of main points set off by bullets. The main points can have sub points

indented under the main points. The slide master controls the body text format.

Object: An element on a slide. Unlike Word it is not possible to place text directly

onto the page. It must go into a text object. Objects are also used for clip art pictures,

graphs, organisation charts and other types of graphic.

Placeholder: A text object. Click into a placeholder to insert text. If your text

exceeds the size of the placeholder, Microsoft PowerPoint reduces the font size and

line spacing incrementally as you type, to make the text fit.

Presentation: All supporting materials required to present information to your

audience. This may consist of slides, presenter notes, handouts and an outline.

Presentation file: The PowerPoint equivalent of a Word document. PowerPoint files

have the extension PPT.

Slide: One page of a PowerPoint presentation.

Slide Master: Sets up elements common to all slides.

Slide Show: Displays slides in sequence on your computer screen. Use it to preview

your slides and to give the actual presentation.

Title: Most slides have a text object known as the title. The titles format is governed

by the Slide Master.

View: There are four views in PowerPoint: Slide view, Outline view, Notes Pages

view, and Slide Sorter view. Each serves a purpose for a particular editing task.

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3.0 Starting PowerPoint

Go to Start > Programs > Microsoft PowerPoint (see figure 3.1)

Figure 3.1: Starting PowerPoint

Note: If you have an office toolbar you can access PowerPoint from there or if you

have the PowerPoint icon on your desk top double clicking that will start the program.

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4.0 PowerPoint’s Opening Window

Figure 2 below shows the first PowerPoint screen.

�Situated across the top of the screen just below the title is the menu bar, which

looks similar to those in other Microsoft products.

�Below the menu bar are two of the toolbars available in PowerPoint (others are

located under View > Toolbars). The toolbars consist of a series of buttons that you

can click on to perform common functions. Holding the mouse pointer over the

button reveals its function. Near the base of the screen is the drawing toolbar.

Status bar Drawing toolbar

Title bar

Slide Area Menu bar

Standard toolbar

Formatting toolbar

Task Pane

Figure 4.1: PowerPoint’s First Screen

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�The middle of the screen shows the slide area.

�At the bottom of the screen the status bar shows which slide is currently displayed.

�At the bottom left edge of the screen are

the view buttons. If you hover over these a

description of the view will appear:

These enable you to switch among the various views available.

5.0 Create a New Presentation PowerPoint has a blank presentation option, which you can use to develop

presentations with formatting, layout and effects unique to your needs.

5.1 Create slide 1

In the task pane, Open Section click on Create a new

presentation

The New Presentation Task pane appears. Click on Blank

Presentation

Scroll

down to see

more

layouts

Title

Title and text

(with bulleted

list)

Figure 5.2: Selecting Slide Layout

Figure 5.1: Task Pane

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The first slide is displayed in Normal View. (Note: you can close the task pane at

this stage, to have more screen display of the slide.)

5.2 Inserting Text

5.2 Inserting Text

Every slide (except the blank and content only layout) will have built in placeholders

(boxes with dotted-line borders to hold text, bulleted lists etc) Click into the Title

placeholder to add text.

5.3 Adding a New Slide

Here are some differing methods for adding a new slide:

�Click the New Slide button on the standard toolbar.

�Choose Insert > New Slide.

Figure 5.3: Slide in Normal View

View buttons

Placeholders

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�Press Ctrl+M.

Whichever method you use the task pane will appear on the right. This allows you to

choose the desired layout by clicking with the mouse. PowerPoint inserts the slide

into your presentation immediately after the slide currently displayed on screen.

5.4 Moving From Slide to Slide

There are several ways to move back and forth in your presentation:

�Click on the double-headed arrows at the bottom of the vertical scroll bar.

This moves through the presentation one slide at a time.

�Use the Page Up and Page Down keys.

�Drag the scroll box up and down (that is the box in the middle of the scroll bar).

6.0 Editing Slides Editing text in PowerPoint is rather different from editing text in Word.

PowerPoint uses objects. The text, or anything else for that matter, is contained

within an object. You can not simply type on to the blank slide. A placeholder is a

text object. Other content such as pictures, AutoShapes, WordArt, or ClipArt are all

inserted as objects.

Each object occupies a rectangular region on the slide. You can see the outline of an

object when you click on it.

Objects can overlap. For example, you could lay text over clip art.

6.1 Selecting Objects

Before you can edit anything on a slide, you have to select the object that contains

whatever it is you want to edit.

Here are some points to bear in mind when selecting objects:

�To select a text object so that you can edit its text, move the mouse pointer over the

text and left click.

�Non-text objects such as shapes need to be double clicked in order to edit them. A

single click selects them and allows dragging and resizing.

�The tab key can be used to select objects on a slide in sequence.

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6.2 Undoing Edits If you make a mistake whilst editing remember the marvellous undo command.

�Either click the undo button or

�choose Edit > Undo or

�press Crtl+Z.

6.3 Deleting a Slide

If you want to delete a slide from a presentation move to the slide that you want to

delete, choose Edit > Delete Slide.

Alternatively, go into Slide Sorter view, select the slide you want to delete (by

clicking on it once) then press the delete key on your keyboard.

6.4 Rearranging Your Slides

To rearrange the order of your slides you have to switch from Slide view to Slide

Sorter view.

There are two ways to switch to Slide Sorter view:

�Click the Slide Sorter view button (bottom left hand corner of the screen)

�Choose View > Slide Sorter.

To move a slide click and drag it to a new location. Hold down the left mouse button

on the slide that you want to move and drag it to its new location.

7.0 Using the Right Mouse Button Clicking the right mouse button displays a series of menus that differ depending on

exactly where you are. For example, right clicking on the slide background produces

the menu on the left shown below:

Figure 7.1: The right mouse button menus

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8.0 Changing the Colour Scheme

The colour scheme can be set for one or all slides

To change one or more of the colours in the colour scheme follow these steps:

• Select the slide whose colour scheme you wish to change. If its all the slides

in your presentation just pick any slide.

• Click on the Design tab on the Standard Toolbar or go to

Format > Slide Color Scheme

• Click on ‘Edit Color Schemes’

Figure 8.1 Slide Design task pane

Click on

Background

Click on

Change Colour

Figure 8.2: Edit Colour Scheme dialogue box

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You will notice a small octagonal shaped icon in the middle of the colours. Hold

down the left mouse button and drag the icon around to select the colour of your

choice. The new colour appears in the box down on the right.

PowerPoint templates come with built in colour schemes. These needless to say can

be altered, but take care as these have been professionally designed and in general

work well. The rule of thumb is choose one with a light background for acetates and

one with a dark background for slide shows.

If you do wish to change and manipulate colours here are some general points:

Each colour scheme has eight colours with each colour designated a particular use.

�Background colour – slide background.

�Text and lines colour – any text or drawn lines excluding the title text.

�Shadow colour – shadow effects for objects. Invariably darker shades of the

background colour.

�Title text colour – used for the slides title text. This needs to contrast with the

background colour.

�Fill colour – when you create an object like a rectangle or AutoShape, this colour is

the default fill colour.

Figure 8.3: Adding a background colour

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�Accent colour – the last three colours in the colour scheme are used for odds and

ends such a graph colours.

8.1 Changing the Background Colour To change the slide background colour go to Format > Background

.

9.0 Applying Design Templates

PowerPoint has a number of preformatted presentations, known as templates, that you

can use to help you create a presentation.. To use a template, click on the Format

menu and select Slide Design. In the Task Pane click on Design Templates (Figure

Scroll through and click on a design, then on its

down arrow.

You can choose to apply to the current slide or to

all of the slides in your presentation.

Click on the arrow and select

more colours to see the full range

of colours available.

Alternatively, click ‘Fill Effects’

for more options.

Figure 8.4: Adding a background colour

Figure 9.1: Applying a design template

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10.0 Slide Masters

A slide master is the easiest way to add something to every slide in your presentation.

It is a way of avoiding the tedious task of changing the font, point size, and general

format on each slide you create. If you have a picture that you want to appear on

every slide, place it on the slide master and it will appear on all the slides in the

presentation.

You can also use the slide master to change the way an existing presentation looks.

To summon up the slide master go to:

View > Master > Slide Master

The Slide Master opens. Make any formatting changes you want.

Click Close Master View in the floating Master toolbar to return to slide view.

You will have noticed that the slide master contains paragraphs for five outline levels

formatted with different point sizes, indentations and bullet styles. The Slide Master

is the place to change the way an outline level is formatted.

10.1 Adding Recurring Text

If there is a name that you want to appear on each slide follow this procedure:

In the Slide Master, click the Text Box button on the Drawing toolbar

The mouse cursor now turns into an upside down cross.

Click anywhere on the slide that you want to add text.

A Text Object now appears at that location.

Type the text that you want to appear on each slide. Implement any formatting you

want.

Click the Close Master View button to return to Slide view.

11.0 PowerPoint’s Different Views

Microsoft PowerPoint has three main views: normal view, slide sorter view, and slide

show view. You will be familiar with the slide tab in Normal View, but others may be

new to you.

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Notes Pane

11.1 Normal view

Normal view is the main editing view, which you use to write and design your

presentation.

The view has four working areas: Outline Tab, Slides Tab a Slide Pane and a Notes

Pane

Slides tab

Use this tab to see the slides in your presentation as thumbnail-sized images while you

edit. The thumbnails make it easy for you to navigate through your presentation and to

see the effects of your design changes. You can also rearrange, add, or delete slides.

Outline tab

Outline tab shows your slide text in outline form. This area enables you to focus on

the main points of your presentation without being distracted by formatting, colour

schemes and so on. You can check to see if you are getting your point across and then

switch back to Slides tab to make sure everything is looking good. In other words

Outline view is the place to check your presentation makes sense.

Outline view is an all too often neglected view. It enables you to focus on the main

points of your presentation without being distracted by formatting, colour schemes

and so on. You can check to see if you are getting your point across and then switch

back to Slide view to make sure everything is looking good. In other words Outline

view is the place to check your presentation makes sense.

The following list highlights some important points about Outline view:

�The outline comprises the titles and body text of each slide. It does not show

pictures, charts and so forth.

�The number of each slide is shown in a margin on the left with a slide icon beside it.

Figure 11.1 Normal View

Outline Tab

Slides Tab Slide Pane

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�Each text line appears as an indented line below the main title heading.

The Outline View toolbar

To view PowerPoint’s Outline View toolbar click on View > Outlining

Promote the paragraph to a higher outline level

Demote the paragraph to a lower outline level

Move the paragraph up

Move the paragraph down

Collapse the selected slide

Expand the selected slide

Collapse all

Expand all

Summary slide

Show formatting

Promoting and demoting in Outline Tab

To promote a paragraph means to move it up one level. If you promote the upper

most paragraph it becomes a new slide.

Demoting is the opposite.

Expanding and collapsing the Outline

If you have many slides it may become difficult to grasp the overall structure of the

presentation even in Outline view. If this is the case you can collapse the view so that

only the slide titles are shown.

Expanding a presentation restores the collapsed body text.

Creating a Summary Slide

If you want to include a summary of the key points in your Microsoft PowerPoint

presentation, you can use Slide Sorter view to easily create a single slide that presents

a list of selected slide titles.

1. On the View menu, click Slide Sorter.

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2. In Slide Sorter view, hold down CTRL while you click the slides that have

titles that you want to include in your summary slide.

Tip Include only the slide titles that best summarize your presentation.

3. On the Slide Sorter toolbar click Summary Slide.

If the Slide Sorter toolbar is hidden, on the View menu, click Toolbars, and

then click Slide Sorter.

The summary slide is created and added to your presentation.

Slide pane

With the current slide shown in this large view, you can add text, insert pictures,

tables, charts, drawing objects, text boxes, movies, sounds, hyperlinks, and

animations.

Notes pane

Add notes that relate to each slide's content, and use them in printed form to refer to

as you give your presentation, or create notes that you want your audience to see

either in printed form or on a Web page.

To add speaker notes click on the View Menu > Notes Page and type away. You can

add as much text as you want to Notes Page view, but really it is best to keep it

simple, using the notes as a prompt.

You may want to adjust the zoom factor to enable you to see it properly. A factor of

66% or 75% is usually about right.

If you need more space for your notes shrink the slide on the notes page by grabbing

the sizing handles (once you have clicked on it) then drag it further up the page.

Presenter View It may be possible for you to view your notes while showing your presentation;

however, your equipment will need multiple monitor capability in order for you to be

able to do this.

To get presenter view:

• Go to the Slide Show menu, click Set Up Show.

• Under Multiple monitors, select the Show Presenter View check box.

• In the Display slide show on list, click the monitor you

want the slide show presentation to appear on.

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11.3 Printing Notes

To print your Notes go to File > Print.

Use the Print what list box to choose the Notes Page option.

Click OK.

11.1 Slide Sorter View

Slide sorter view is an exclusive view of your slides in thumbnail form.

When you are finished creating and editing your presentation, slide sorter gives you

an overall picture of it— making it easy to reorder, add, or delete slides and preview

your transition and animation effects.

11.2 Slide show view Slide show view takes up the full computer screen, like an actual slide show

presentation. In this full-screen view, you see your presentation the way your

audience will. You can see how your graphics, timings, movies, animated elements,

and transition effects will look in the actual show.

12.0 Using the Drawing Tools The drawing toolbar provides a range of tools and features to help add impact to your

slides. The drawing toolbar is split into three sections:

General drawing controls – these are used for selecting and rotating objects as well

as changing their position and orientation.

Object drawing tools – these tools are used to create objects.

Figure 11.2Slide Sorter View

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Object formatting controls – used to change the appearance of objects.

Figure 12.1: The Drawing toolbar

If the Drawing toolbar is not visible go to View > Toolbars > Drawing.

Many of the items on the Drawing toolbar may be familiar to you. Exactly the same

toolbar is available in Word. The arrow, line, rectangle and oval buttons are pretty

self-explanatory, but within the toolbar are some useful wizzy features:

For example, the slide below shows two curved arrows to illustrate a process. To

achieve this follow the procedure below:

Arrow Style

Font Colour

3D

Shadow

Dash Style

Line Style

Line Colour

WordArt

Text Box

Drawing Menu Free Rotate

AutoShapes Menu

Fill Colour

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Figure 12.2: Using AutoShapes

Move to the Drawing toolbar (if it is not visible go to View > Toolbars, then click

Drawing).

On the Drawing toolbar click AutoShapes.

Select Block Arrows and click on the curved right arrow, as in figure 6 below.

Move the mouse pointer up to your slide, hold down the left mouse button and drag it

across the screen. A curved arrow appears in front of you.

Resize it by using the grab handles – the little white squares.

With the shape still selected, copy and paste the image – Ctrl+C for copy, then

Ctrl+V for paste is the easiest.

Now move back to the Drawing toolbar and click Draw.

Select Rotate or Flip from the list.

Click Rotate Left. The arrow rotates half a turn.

Go back to Drawing > Rotate or Flip > Rotate Left to turn it another half turn.

Position the arrows to suit.

To help align the arrows or any other objects, right click on your

slide and select Grid and Guides, as in Figure 12.4.

If you want to treat two or more objects as one follow this

procedure:

Select the first object – it should now appear with the little

squares around the edge.

Figure 12.4 Selecting Grid

and Guides

Figure 12.3: AutoShape options

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Hold down the shift key and click the second object. Both should now be

selected.

Right click on one of the objects, go to Grouping and then Group.

Once objects have been grouped they can be

treated as one.

To ungroup simply select Ungroup from the

list.

13.0 Creating Graphs

Within the Office suite of products is something called Microsoft Graph. This can be

used within PowerPoint to place graphs onto slides.

There are three ways to insert a graph:

In the Slide Layout pane click on a ‘content’ slide layout and double click on the

Chart icon.

On the standard toolbar click the Insert Chart button

Go to Insert > Chart.

�

Figure 12.5 Grouping two or more objects together

Figure 13.1 Microsoft Graph showing the default datasheet and default chart

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The Graph toolbar is added to the PowerPoint screen together with the default

datasheet. The default chart should be visible behind it. The PowerPoint menu bar is

now the Graph menu bar.

Editing the datasheet is relatively straightforward. Each rectangle is called a cell. To

change the contents simply click on the cell and overtype the contents.

The cells in the top row of the datasheet are used to label the X-axis (horizontal). The

cells in the left most column hold the text for the series labels. The remaining cells

hold data values.

If the datasheet is not visible click the View Datasheet button.

Figure 13.2: The default graph

When you have made all the changes and finished your graph, click any blank area of

the slide outside the chart area.

The chart becomes an object on the slide and the normal PowerPoint screen returns.

Series labels

X-axis

labels

Cells Series labels

X-axis labels

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13.1 Inserting an Existing Chart from Excel

If you have a chart already created in Excel click the Import File button when

in the Microsoft Graph view.

Select the file that contains the chart from the list that appears in the Import File

dialogue box.

14.0 Animation Effects Preset animation effects determine the way that text or

objects are revealed on a slide. They are usually very

effective when applied to bulleted lists but can be applied

to any slide layout.

14.1 Pre Set Animation for Text and Graphics

In Slide Sorter View click on the slide you wish to

animate.

From the Slide Show menu, select Animation Schemes

In the Task Pane, click on: an Animation Scheme (Figure

14.1.

To view the animation effect, change to Slide Show View.

14.2 Custom animation effects

Effects and timings can be applied to individual objects on

a slide.

� Right click the object

� Select Custom Animation

� The Custom Anomation Task Pane is displayed

� From the Slide Show menu, select Animation

Click on Add Effect and select the desired effect from the drop down menu

Click the Effects tab.

In the Entry animation and sound box, select the option you require.

Click Play or Slide Show to check the animation.

14.2 Animating Graphs

Graphs are a powerful way of illustrating a point using data. Adding animation to

your graphs will assist in highlighting key areas. For example, bars in a bar chart can

Figure 14.1 Selecting animation

effects

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be made to rise up one at a time or the segments in a pie chart can be made to appear

individually.

Select the chart you wish to animate.

Right click on the chart a choose Custom Animation

1. In the Custom Animation task

pane, select the animation you

applied to the chart, click the

down arrow, and then click Effect

Options. (Figure 14.2)

2. On the Chart Animation tab, in the

Group Chart list, click an option.

(See figure 14.3 below)

Note Effects appear in the Custom Animation list

top to bottom, in the order you apply them. If you

add chart effect options, they will appear in a

collapsed list under the effect that you applied to

the chart. The animated items are noted on the

slide by a non-printing numbered tag that

correlates to the effects in the list. This tag does

not show up in the slide show view.

On the Chart Effects tab go to

the box marked Introduce chart

elements and select how you want to

animate your chart. Note that the list

will differ depending on the type of chart to be illustrated.

Figure 14.3 Group Chart List

Figure 14.2 Custom Animation

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15.0 Hyperlinks

Hyperlinks can be used to provide a link between slides other presentations or to the

Internet.

For example, you may wish to hyperlink from a bullet point on one slide to more

detail on another slide and then hyperlink back to the other bullet points and so forth.

15.1 Creating Hyperlinks

1. Select the text or object that you want to represent the hyperlink.

2. Click Insert Hyperlink .

3. Under Link to, click Place in This Document.

In the list, select the slide you want to go to.

You will notice that the text you have hyperlinked has now been underlined and that

its colour has changed. When the slide is viewed in Slide Show view clicking the

hyperlink will take you to whatever slide you have set.

To change the colour of the hyperlinked text, follow the instructions for changing the

slide colour scheme on page 12, but select Accent and hyperlink in the Custom tab

Figure 15.1 Insert Hyperlink

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16.0 Saving Your Presentation When you save your presentation, by default PowerPoint saves it as a PowerPoint

Presentation file, with the ppt file extension.

If you intend to give your presentation as a PowerPoint show you can save it as a

PowerPoint Show file with a pps file extension. This means when you open the file, it

goes immediately into the show format without the other PowerPoint views.

16.1 Saving a PowerPoint Show

With your presentation open go to File > Save As.

In the Save As dialogue box go to the Save in: box and change the location to

Desktop.

In the Save as Type: box select PowerPoint Show.

Figure 16.1: The ‘Save As’ dialog box

.

Click the Save

button

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This will place the PowerPoint show file on the Desktop ready to run.

17.0 Printing Your Presentation Printing your presentation is straightforward enough and not dissimilar to Word, but

there are a few things to bear in mind.

17.1 The Quick Way

The quickest way to print is to click the print button on the standard toolbar.

As with Word this prints without further ado, using whatever settings are currently in

place. Usually this results in one copy of all your slides.

17.2 Using the Print Dialogue Box

The print dialogue box affords

much greater control over

printing. To call up the print

dialogue box:

Choose File > Print or

Press Ctrl+P

Figure 17.1 below shows the

print dialogue box.

The Print what box near the

bottom determines what will be

printed. If it is slides you are

after select slides, if it is

handouts, then select handouts

and so on.

You can choose the number of

copies, all or part of a

presentation or even part of an

individual slide.

Note: The handout mode prints several copies of slides on a single sheet of paper.

Figure 17.1 Print Dialogue Box