introduction to ppt

8/15/2019 Introduction to PPT

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MICROSOFT POWERPOINTMICROSOFT POWERPOINT

Michel Bolo

Instructor


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Introduction

• )sers o! pre&ious &ersions o! PowerPoint will noticethat the user inter!ace has chan'ed dra%aticallybut these chan'es 'i&e PowerPoint a lot %ore!eatures in a &ery intuiti&e layout$

• Files produced in PowerPoint *++, ha&e the -lee.tension /$ppt./ and the -les the%sel&es are &erydi0erent !ro% pre&ious -le !or%ats$ I! you wish to usean old PowerPoint presentation in PowerPoint *++,

PowerPoint will switch to co%patibility %ode to letyou wor( on the old -le with no proble%s$ 1ou canthen sa&e this -le in PowerPoint 2,"*++3 !or%at oryou can sa&e it in the new PowerPoint *++, !or%at$


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Introduction

• I! you 'i&e a copy o! a new PowerPoint -leto a collea'ue who is usin' an older&ersion they will not be able to read it

initially$ #owe&er their PowerPoint willdetect this new !or%at and will in&itethe% to download and install aco%patibility pac($ Once they ha&e done

this they will be able to wor( onPowerPoint *++, -les in their older&ersion$


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Startin' PowerPoint

• To use PowerPoint you -rst need to startup your co%puter and lo' on with yourusual userna%e and password$

• Clic( the Start button and select AllPrograms then !ro% the sub"%enuselect Microsoft Oce then selectMicrosoft Oce PowerPoint 2007$

When PowerPoint loads you will see the!ollowin' screen$


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MS PowerPoint En&iron%ent


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• The area in the centre displays the slidelayout$ The area on the le!t displays thestructure o! your presentation as it builds$

The area below the slide is labeled Clic( toadd notes$ 1ou can use this area to writenotes which you can read !ro% as youdeli&er your presentation these notes can

be printed out and are not &isible whilstyou show the slides$


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• The three buttons on the botto% le!t o! thescreen o0er you di0erent &iews o! thepresentation$

–

The nor%al &iew shows all ele%ents o!the PowerPoint screen as abo&e$

– Slide sorter &iew shows all slidesto'ether allowin' you to re"order the

slides$ – Presentation &iew lets you see each slide

as it will appear in the presentation$


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The O4ce Button

• In the top"le!t corner o! the new inter!aceyou will -nd the O4ce button whichreplaces the File %enu !ro% pre&ious

&ersions o! PowerPoint$ Clic( this button tore&eal options allowin' you to Sa&e andPrint -les$ It contains a list o! your %ostrecently accessed presentations and it

contains the PowerPoint Options buttonwhich ta(e you to options pre&iously !oundin the Tools %enu under Pre!erences$


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The 5uic( 6ccess Toolbar

• Situated to the ri'ht o! the O4ce button the5uic( 6ccess toolbar holds buttons that can

be accessed !ro% all &iews o! PowerPoint$Whate&er you are currently doin' you willbe able to access these co%%ands$ Initiallythe toolbar contains a Sa&e button and )ndo

and Redo buttons but you can easilycusto%i7e the 5uic( 6ccess Toolbar to holdyour !a&orite co%%ands$


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The Ribbon

•

The ribbon contains ei'ht tabs each relatin' toa speci-c tas($

• Each tab contains se&eral 'roups o! tools8 herethe Clipboard Slides Font and Para'raph

'roups are &isible$• Each 'roup contains related buttons %enus

and lists$

So%e 'roups ha&e an arrow in the botto% ri'ht

corner which 'i&es a dialo' bo. when clic(ed$


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Sa&in' Files

• 6s you type data !ro% the (eyboard it will appearon your screen and you can watch as yourpresentation 'rows$ To %a(e your wor( sa!e you

need to %a(e a secure copy o! your presentationin a -le$

• To sa&e your -le either clic( the O4ce buttonand select Save or clic( the sa&e button in the

9uic( access toolbar$ The -rst ti%e you do this!or a particular -le you will 'et a dialo' bo.where you can supply a na%e !or your wor(boo(and speci!y a place in which to sa&e it$


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• The -le na%e is !ollowed by the e.tension#$$t

• The na%e helps you identi!y indi&idual -les

whereas the e.tension helps PowerPoint toreco'ni7e -les that it has been used to create$

• When you ha&e entered a na%e clic( theSave button to sa&e it$ 6ll subse9uent sa&eswill update the e.istin' -le without as(in' !ora -lena%e$


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Closin' Files

• I! you ha&e -nished wor(in' on a presentation!or the ti%e bein' but want to carry on usin'PowerPoint to edit a di0erent presentation

you should sa&e your wor( as describedabo&e then clic( the Oce button andselect %lose !ro% the menu or clic( theclose button in the presentation window$ This will close the presentation down but willstill (eep PowerPoint runnin'$ 1ou can thenbe'in wor( on your second presentation$


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• 1ou can then select a -le !ro% the list or use the


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Creatin' a New File

• When you want to start a newpresentation clic( the O4ce button andselect New !ro% the menu$ This will 'i&e

you a new screen with a blan(presentation area$


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E.itin' !ro% PowerPoint

• When you ha&e -nished all your wor( !or theti%e bein' and all your presentations ha&ebeen sa&ed you can lea&e PowerPointalto'ether by clic(in' the O4ce button and

clic(in' the E.it PowerPoint button$6lternati&ely you can si%ply clic( the Closebutton in the PowerPoint Title bar$

• 6ll your presentations will close one by one and

you will be pro%pted to sa&e any presentationsthat ha&e chan'ed$ Finally PowerPoint itsel! willclose down lea&in' you at the =es(top$


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Buildin' Slides

• PowerPoint presentations consist o! a series o! slides$ Inbuildin' up a presentation you construct each slideaddin' titles list points and 'raphics as necessary$ 1oucan either start with a blan( slide or start with a

te%plate with ready"%ade entries !or titles lists and'raphics$

• With PowerPoint loaded you can build your -rst slide$ To add a title to your slide clic( on the te.t labeled%lic& to add title$ 6s soon as you clic( the te.t will

disappear and be replaced by a >ashin' insertion point$ Type in te.t !ro% the (eyboard usin' the 'ac&s$ace and "elete (eys to correct %ista(es$ When you ha&eentered the title you can clic( on the ne.t area o! theslide to enter a subtitle in the sa%e way$


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• To add a new slide to your presentation!ro% the Slides 'roup on the #o%e tabclic( the top o! the New Slide button to

add a 'eneral slide$ 6lternati&ely clic( thebotto% o! the New Slide button to re&eal a%enu o! slide desi'ns$


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• 1ou will see a collection o!slide the%es which contain&arious co%binations o! titlesand content$

• Content is represented as alar'e rectan'ular bo. with adotted border containin' apalette o! colored icons$ The

dotted bo. is used to createa bulleted list and each iconcan used to include a tablepicture or %edia clip$


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(et• Te.t on PowerPoint slides needs to be !or%atted to be easily

&isible to all audience %e%bers$

– To enter te.t in a title -eld clic( inside the -eld and type inyour te.t$

–

To chan'e the appearance or color o! any te.t select thete.t then use either the tools in the Font and Para'raph'roups on the #o%e tab$

– To add an additional te.t area to your docu%ent clic( theInsert tab then !ro% the Te.t 'roup clic( the Te.t Bo.button$ =ra' a bo. onto the slide usin' the %ouse$

– To reposition te.t on your slide clic( the border o! the te.tarea then dra' it to its new position$

– To re%o&e a te.t area !ro% your slide clic( the border o! thete.t area then press the =elete (ey$


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Bulleted ashin' insertion point$ Type inthe te.t !or your -rst point and apply !or%attin' i!necessary$ To create subse9uent bullet points si%plypress the Enter (ey to start a new line with a new bullet

point$• I! you wish !or any o! your te.t lines to be displayed

without a bullet you can clic( in the line then clic( thebulleted list button to re%o&e the bullet point$


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Bulleted


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Bulleted


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Pictures

• To place a picture in a new slide choose aslide the%e which contains a content areathen clic( the Insert picture !ro% -le icon$ Toadd a picture to an e.istin' slide 'o to the

Insert tab and in the Illustrations 'roup clic(Picture$ In the dialo' bo. locate and selectyour i%a'e -le then clic( the Insert button$

• 6 s%all &ersion o! the picture will appear in

the current slide$ 1ou can clic( and dra' anyo! the circles located in each corner o! thepicture to chan'e the si7e o! the picture oryou can clic( anywhere within the pictureand dra' it to a new position$


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• To put a clipart i%a'e into yourdocu%ent clic( the Clip 6rt buttonon a new slide or in the Illustrations

'roup on the Insert tab !or ane.istin' slide$ In the pane thatappears on the ri'ht type in a(eyword to search throu'h the

clipart 'allery$


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Tables

• To place a table in a new slide choose aslide the%e which contains a content areathen clic( the Insert Table icon$ To add atable to an e.istin' slide 'o to the Insert

tab and !ro% the Tables 'roup clic( the Table button$ )se your %ouse on the 'ridto select the nu%ber o! rows and colu%nsthat your table will ha&e here a ,.? table

is bein' created$ 6s you select cells in the'rid the correspondin' table will be drawnin your docu%ent$ When you release the%ouse button the table will be created


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Web


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• In the dialo' bo. type in the web pa'e

address in the bo. labeled 6ddress then clic(the OA button$

• When you run the presentation you can clic(on the lin( to start up your web browser$


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Obects !ro% other So!tware

• 6lthou'h you can create obects !ro%within PowerPoint you can also i%porte.istin' obects !ro% other so!tware$ So

rather than create a chart or a table you%ay -nd it easier to i%port an e.istin'chart !ro% E.cel or an e.istin' table !ro%Word$


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Copy and Paste

• The %ost strai'ht!orward way to place e.istin'obects into PowerPoint is to use standard WindowsCopy and Paste$

• To copy a Word table !or e.a%ple you would start

Word and open the -le that contains the table$ 1ouwould select the table then within Word clic( theCopy button$

• Ne.t you would return to PowerPoint open the slide

where you wished to place the table then withinPowerPoint clic( the Paste button$ The Word tablewould then be copied into PowerPoint$

• Naturally this procedure wor(s !or obects that canbe selected in any Windows So!tware$


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• In the dialo' select the Paste lin( option and

select the appropriate obect$ Clic( OA and theobect will be pasted into your slide$ I! theunderlyin' obect chan'es at any point in the!uture your slide will be updated accordin'ly$


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• In either case the contents o! the -le will bedisplayed on your slide$ I! howe&er you selectthe =isplay as icon option the lin(ed obectwill appear as an icon and will not bedisplayed until you clic( that icon$

• The ne.t thin' to do is instruct PowerPoint thatwhen you clic( the lin(ed obect durin' thepresentation it should load the so!tware todisplay the obect$ To do this clic( the 6ctionbutton in the


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Re"Orderin' your Slides

• To chan'e the order o! your slides orinsert a new slide into the %iddle o!a presentation it is worth switchin'

to slide sorter &iew$ @o to the iewtab and in the Presentation iews'roup clic( the Slide Sorter buttonor clic( the Slide Sorter iew button

at the botto% o! the screen to seethe !ollowin' layoutD


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6ni%ation and =esi'n

• Now that we ha&e co&ered the construction o!slides we can trans!or% the in!or%ation into anele'ant presentation$ Whilst doin' this it is use!ulto clic( the Slide Show tab to chec( how the slides

would appear in a real slide show$ – To loo( at the current slide as it would appear in

the show clic( the Fro% Current Slide button inthe Start Slide Show 'roup$

–

To &iew all slides !ro% the be'innin' clic( theFro% Be'innin' button in the Start Slide Show'roup$

• When you wish to return to the nor%al &iew pressthe Esc (ey$


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=esi'n Te%plates

• To apply a desi'n te%plateto your presentation 'o tothe =esi'n tab$ In the

The%es 'roup clic( thebotto% button in thecolu%n o! three to see thea&ailable desi'ns$

• Clic( any the%e to apply itto all slides in yourpresentation$


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Modi!yin' the The%e


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Transitions Between Slides

• 6s you %o&e !ro% slide to slide durin' thepresentation you can ha&e PowerPoint displayan ani%ated e0ect$ To choose an e0ect 'o tothe 6ni%ations tab$

• In the Transition to This Slide 'roup clic( thebotto% button in the colu%n o! three to theri'ht o! the palette$

•

Clic( any transition to see the e0ect playedout on your presentation slides in thebac('round$ When you ha&e chosen an e0ectit will wor( when you %o&e to this currentslide$


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Transitions Between Slides

• 1ou can ha&e the e0ectwor( on e&ery slide inyour presentation byclic(in' the 6pply to 6llbutton$


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6ni%ated Bullet Points

• To increase suspense in your presentation and to (eepyour audience !ocused on the current issue you canintroduce points on a slide one at a ti%e$ To do this 'oto the 6ni%ations tab and in the 6ni%ations 'roup

clic( Custo% 6ni%ation button$ 6 pane will appear onthe ri'ht o! your screen$

• 1our slide %ay ha&e a title so%e te.t and a 'raphicsobect select any obect that you wish to be ani%ated

then clic( the 6dd E0ect button


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6ni%ated Bullet Points

• In the %enu structure choose anani%ation e0ect !or the entranceo! each co%ponent o! your slide$

• In the ri'ht"hand pane you can

then speci!y the speed anddirection o! the ani%ation$ )sin'the list at the botto% o! the paneyou can reorder the ani%ation to

ensure that the slide co%ponentsappear in the correct order$


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6ni%ated Pictures

• I! you ha&e a picture or a chart that you wish toani%ate si%ply select it and repeat the procedureabo&e$ #owe&er it is worth %entionin' that speciale0ects loo( 9uite a%ateur on pictures the best

choice is to %a(e the picture si%ply appear or !adein$

• To access these ani%ation e0ects clic( the 6ddE0ect button and !ro% the -rst %enu selectEntrance then !ro% the second %enu select MoreE0ects$

• 1ou will see a dialo' bo. which has a wide ran'e o!ani%ation e0ects$


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The Presentation

• I! you wish toe%phasi7e a point youcan use the PointerOptions entry !ro% this

%enu to chan'e thecursor into a penciland you can underlineor circle any part o! a

slide withoutchan'in' theunderlyin' -le$


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Creatin' a Show

• When your presentation is co%plete youcan sa&e it as a show$ When it is opened itstarts directly in a slide show independent

o! the PowerPoint en&iron%ent$• To sa&e your presentation as a show clic(

the O4ce button then !ro% the %enuposition the %ouse cursor o&er Sa&e 6s$ In

the sub%enu that appears select thePowerPoint Show option$ Pro&ide a na%ethen clic( the Sa&e button$


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Printin' Slides

• PowerPoint allows you to print out se&eraluse!ul &ersions o! your presentation$ Clic(the O4ce button then !ro% the %enu

select Print to 'et the !ollowin' dialo' bo.D


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Printin' Slides

• By de!ault you will print out the slides one per sheetsuitable !or producin' O#P slides$

• #owe&er in the Print what section e.panded abo&eyou can select audience handouts in which case the

#andouts section o! the dialo' bo. will beco%e acti&eand you can speci!y whether to print *3?; or 2 slidesper sheet$

• Three slides per sheet is particularly use!ul as it 'i&esthe audience an area in which to add their own notes$ I!you ha&e included spea(ers notes in your presentationyou can print these out also$

• When you ha&e %ade your selections clic( the OAbutton to print your presentation$


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introduction to ppt

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