powerpoint 2003® for students

PowerPoint 2003® for Students

The University of Akron

Learning Technologies and Scholar/Learner Services Information Technology Services

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Version 2005.10.10 ©2005 The University of Akron

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The University of Akron PowerPoint 2003 for Students

TABLE OF CONTENTS

LESSON 1: USING POWERPOINT 2003................................................................................ 3

OBJECTIVES ................................................................................................................................. 3 OVERVIEW ................................................................................................................................... 3

New Terms .............................................................................................................................. 3 STARTING POWERPOINT 2003 AND OPENING A PRESENTATION................................................... 4

Panes and Views ..................................................................................................................... 5 Views .................................................................................................................................. 5 Normal View Panes ............................................................................................................ 5 Promote and Demote........................................................................................................... 5

Action Steps–Opening a Presentation .................................................................................... 6

LESSON 2: CREATING PRESENTATIONS .......................................................................... 7

OBJECTIVES ................................................................................................................................. 7 OVERVIEW ................................................................................................................................... 7

New Terms .............................................................................................................................. 7 PRESENTATION AND VISUAL ELEMENTS ...................................................................................... 8

Know the Presentation Space ................................................................................................. 8 Know the Presentation Audience ............................................................................................ 8

CREATING A PRESENTATION ........................................................................................................ 9 Slide Layouts......................................................................................................................... 10 Adding a New Slide to a Presentation .................................................................................. 11

USING THE AUTOCONTENT WIZARD.......................................................................................... 12 Action Step Practice—Using the AutoContent Wizard to Create a Presentation ................ 12

USING DESIGN TEMPLATES........................................................................................................ 13 Action Step Practice—Creating a Presentation with the Design Template ......................... 13

LESSON 3: EDITING A PRESENTATION........................................................................... 16

OBJECTIVES ............................................................................................................................... 16 OVERVIEW ................................................................................................................................. 16 EDITING A PRESENTATION ......................................................................................................... 16

Arranging Slides ................................................................................................................... 16 Action Step Practice—Editing a Presentation .................................................................. 16

Version 2005.10.10 Learning Technologies/Software Training Services Page 1

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron

PowerPoint 2003 for Students The University of Akron

Page 2 Learning Technologies/Software Training Services Version 2005.10.10


LESSON 4: INCORPORATING VISUAL ELEMENTS ....................................................... 18

OBJECTIVES ............................................................................................................................... 18 CLIPART .................................................................................................................................... 18

New Terms ............................................................................................................................ 18 Action Steps—Adding ClipArt............................................................................................... 19

DATA CHARTS ........................................................................................................................... 21 Adding a Graph..................................................................................................................... 21

New Terms........................................................................................................................ 21 Action Steps—Adding a Graph ........................................................................................ 22

Importing Data Into a Chart................................................................................................. 23 Action Steps—Importing Data Into a Chart or Graph ...................................................... 23

Modifying Charts or Graphs................................................................................................. 24 New Terms........................................................................................................................ 24 Action Steps—Adding Axis Titles to a Chart................................................................... 25 Action Steps—Removing a Chart’s Legend..................................................................... 26 Action Steps—Previewing and Selecting a New Chart Type........................................... 27

LESSON 5: ADDING TRANSITIONS..................................................................................... 28

OVERVIEW ................................................................................................................................. 28 OBJECTIVES ............................................................................................................................... 28

Transitions Within a Slide..................................................................................................... 29 Action Steps – Adding Transitions ................................................................................... 29

Transitions Between Slides ................................................................................................... 30 Action Steps—Creating Transitions between Slides ........................................................ 31 Action Steps—Applying Random Transitions to Multiple Slides.................................... 33 Action Steps—Previewing Transitions............................................................................. 34

LESSON 5: PAPER WORK..................................................................................................... 35 HANDOUTS ................................................................................................................................ 35 SPEAKER’S NOTES ..................................................................................................................... 35

LESSON 6: SLIDE SHOW KEYBOARD CONTROLS ....................................................... 36

©2005 The University of Akron These materials were developed and are owned by the University of Akron. All rights reserved.

These materials may not be reproduced in whole or in part without the express written permission of The University of Akron


Lesson 1: Using PowerPoint 2003 Objectives At the end of this class the student will be able to:

Open an existing presentation View a presentation Close a presentation

Overview PowerPoint 2003 is an electronic slide show application that is used to create professional presentations. With it, graphics, tables, charts, and text can be integrated to create attention-getting slides. PowerPoint 2003 allows the presenter to give a speech with visual aids. In addition, a slide show can be set to run from a computer automatically for a convention booth to make information available to prospective “clients.” Since PowerPoint 2003 is part of the Microsoft Office 2003 suite, material from other Microsoft Office applications can be seamlessly integrated.

New Terms View A different perspective for a presentation opens when a particular view is

selected. There are three different views: Normal with sub-selections for Outline or Slides, Slide Sorter view, and Slide Show view.

Pane A section of the Normal view. There are three panes in Normal view: Outline/Slides pane, Slide pane, and Notes pane.

Presentation A collection of slides that can be printed out as transparencies or projected from a computer. Slides are the individual pages of a presentation and may contain different images, text, backgrounds and much more.

Slides

The Next Slide button is the downward-pointing double-arrow button located on the bottom of the vertical scroll bar, which allows advancement by one full slide.

Next Slide Button

The Previous Slide button is the upward-pointing double-arrow button located above the Next Slide button on the vertical scroll bar, which allows backward navigation by one full slide.

Previous Slide Button

Slide Sorter view displays all the slides in a presentation as thumbnails in the numbered order in which they appear. This is similar to laying slides out on a light display box.

Slide Sorter View

Slide Show view previews a presentation; showing how it will look when it is running. Use this view for test runs and to create a timed presentation

Slide Show View

Use the Slide Show button next to the horizontal scroll bar to switch to Slide Show view.

Slide Show Button

Task Pane New in PowerPoint 2003, this separate pane appears on the right of the screen and provides options and assistance with particular context-sensitive tasks.

The light bulb indicates a tip for working with PowerPoint.




Starting PowerPoint 2003 and Opening a Presentation When PowerPoint 2003 is started, a blank screen in the Normal View with an opened Task Pane on the right appears. The right Task Pane provides various options such as opening an existing presentation or creating a new presentation using one of three methods--AutoContent Wizard, Design Template, or Blank Presentation. On the left side are two panels with tabs—one for an Outline and one for a Slides view. Outline shows the text on each slide in the panel, whereas Slides displays thumbnails of the slides in the presentation.




Panes and Views Dividing the appearance of the PowerPoint 2003 screen into different segments allows access to various specialized tools during the creation of a presentation. As well, making three different views available in any PowerPoint presentation lets the designer see the presentation from various perspectives. Views Three different views allow the designer access to different perspectives of a presentation. The Slide Show actually previews a presentation; the designer can use this view for test runs and to create a timed presentations. Viewing a presentation in the Slide Sorter view lays all the slides out as thumbnails in the order in which they appear, similar to using a light display box. Usually a presentation opens in the Normal View which consists of three panes or tool areas--Outline pane, Slide pane, and Notes pane. Each can be adjusted to a desired size by clicking and dragging the pane border. Normal View Panes The three panes in the Normal View each serve a separate function for the designer.

Pane Function Slide The designer works on one slide at a time. In this view any element, including text,

graphics, shapes, and graphs may be added to a slide. It is accessed via a tab on the left side of the screen.

Outline With this pane selected, the designer works primarily with slide tiles and main text which may be seen at a glance rather than moving from slide to slide. The order or organization of slides as well as formatting changes may be made easily in this view without as much distraction by background colors and graphics.

Notes Area in which the designer may make notations regarding each slide. This is often used by a speaker for reminders on what to say about the particular slide. These Notes may be printed separately.

The fourth pane on the right is a separate Task Pane which provides options and assistance with particular context-sensitive tasks. Consider this pane as a tool area accessible in both the Normal and Slide Sorter views, but, by nature of the operation, not displayed when using the Slide Show. Promote and Demote When the Outline Pane is active, the Outlining toolbar may appear or be set to open at the far left of the pane. Within this toolbar are the Promote and Demote icons which can shift the selected text up or down one level in an outline structure.

Demotes the selected text

Promotes the selected text




Action Steps–Opening a Presentation What to do What happens

1. To open a file: Navigate to the right task pane and

click the option to Open a Presentation (if one has just started PowerPoint)

Select the Open tool from the Standard Toolbar

From the menu bar choose File > Open.

Returns the Open dialog box.

2. Make certain that the field, Look in is set to My Documents. Find and double-click the folder containing the file to open or double-click the file entitled.

Opens the file.

Advances to the next slide in the presentation. 3. At the bottom of the vertical scroll bar, click the Next Slide button.

4. At the bottom of the vertical scroll bar, click the Previous Slide button.

Moves back to the previous slide.

5. Navigate back to the first slide. Should be positioned on the title slide.

Changes to Slide Show view, opening with Slide 1. 6. From the lower left click the Slide

Show button.

7. Click the slide. Advances to Slide 2. 8. Continue to advance through the slides

until the presentation is finished.

9. From the menu bar, click File > Close. Do not save changes.

The presentation closes and the application window is left open.




Lesson 2: Creating Presentations Objectives The student will be able to:

Create a new presentation Understand slide types Enter text into slides Change and format text on slides Add bullets Create numbered lists Save the presentation

Overview

New Terms Slide Layouts Slide Layouts with ready-made placeholders for titles, text, and objects

such as clip art, graphs, and charts; there are 27 different layouts.

The AutoContent Wizard leads the designer through various formatting options which help develop a clear, professional style for the presentation.

Auto Content Wizard

Template A template is a slide or presentation with a predefined format and color scheme which may be applied to another presentation.

The Blank Presentation option opens PowerPoint’s default presentation. Any presentation can be designed or saved as the default; this presentation would open every time the Blank Presentation option was selected.

Blank Presentation

Placeholders are predefined areas on Master Slides and in Side Layouts designating where specific objects or text are placed. Placeholders consist of selection boxes.

Placeholders

Selection Box A selection box appears around a text box when it is selected on a PowerPoint slide. It includes selection handles.

Title Placeholder The Title Placeholder appears slightly above the center of a slide. It provides a text area into which to enter the title of a slide.

Subtitle Placeholder The Subtitle Placeholder appears slightly below the Title placeholder. It provides a text area into which to enter the subtitle of a slide.

Bullets Bullets are special characters or symbols used to set off information; usually each bulleted paragraph is an item in a list.

This toolbar icon may be used to apply bullets to selected paragraphs. Bullets Button

Numbered List Button

This toolbar icon may be used to apply numbered lists to selected paragraphs.






Presentation and Visual Elements Know the Presentation Space If possible, learn about the space where the presentation will occur. When and where will the presentation be? Lighting issues may influence what is chosen for background colors or templates. If the room is already dark without lights, having a dark background in the presentation may make the space seem like a cave. In that situation no one can take notes; people will not be able to see to leave the room if necessary. The darkness may even induce sleep! Learn where the light controls are located and if someone will assist with this item and how much control the speaker will have over lighting. Learn how large the room is, and how many seats there will be. Is the floor tiered or flat? The latter arrangement may cause some members to block the view of others. Where will the projection and screen be located? Can the screen be easily accessed by the presenter to point out items and not interfere with slide show advancement or will a laser point be needed by the presenter because he or she cannot easily move between the screen and the computer and the presentation’s advancement controls? Know the Presentation Audience Is the presentation part of a class or a talk for a specialized group? Who might the members of the audience be in terms of age and gender? Consider that the most predominant form of color blindness is red-green in males; they most likely will see these colors in non-standard representations which, depending upon hue and tone, may blend together. (For more information see http://www.btplc.com/age_disability/ClearerInformation/Colours/index.htm). Also, keep in mind that as individuals age, their eyes lose the ability to distinguish light and dark as crisply; so, if dark backgrounds are used, light lettering might need to be thicker and larger to be seen, because the line of demarcation between the background and letters may be slightly blurred for the viewers. Know Presentation Techniques When doing a presentation, stand to the side of the slide so the audience is not reading the copy projected distortedly on the speaker. Use the hand closest to the slide to point out items of importance if a laser pointer is not available. Look at the audience; don’t look at the slides and read the items verbatim to the audience. When creating presentation slides, remember, these are to highlight the key elements of the presentation, not to reiterate information in detail. Remember the KISS rule: Keep It Simple, Student. Use no more than six items or bullets on any one page. If there are more key elements, continue the information on an appropriately labeled second slide. Hold back some information—the details—from the audience so they will focus on the presenter and the specifics of the presentation. If all the information is projected on the slide, why have the speaker?

http://www.btplc.com/age_disability/ClearerInformation/Colours/index.htm


Creating a Presentation To start a new presentation, the right Task Pane should be opened, allowing access to the area entitled, Create a new presentation, or access the options from the menu bar > File > New.



From the displaying right Task Pane there are four options

1. Blank Presentation: Presentation has neither suggested design nor content. 2. Design Template: Determines the presentation’s design and provides visual continuity,

but does not suggest or influence the content. 3. AutoContent Wizard: Provides step-by-step direction through content suggestions. 4. Existing Presentation: Using components from a previously created presentation.


Slide Layouts Slide types, or Slide Layouts, contain special placeholders to secure space on the slide for graphics, text, tables, charts, and more. Each slide layout in the New Slide Task Pane contains a visual representation of the slide. Hovering the mouse pointer over the visual reveals a description of the slide type in a pop-up window. There are 27 different Slide Layouts.



A Slide Layout may be chosen when a new slide is created. Placeholders for the text or objects appear automatically. The current placement of items on any slide may be changed at anytime by applying a new Slide Layout.

Slide Layout Placeholders

Placeholder Description

Bulleted List Displays short list of related points Clip Art Inserts a picture Chart Inserts a chart Organization Chart Inserts an organization chart Table Inserts a table from Microsoft Word Media Clip Inserts a music, sound, or video clip Object Inserts an object created in another program such as an Excel spreadsheet

or WordArt object


An example of a slide with three different placeholders—Title, Text, and Content—is shown below.

Adding a New Slide to a Presentation Following are various ways a new slide may be added to a presentation:

From the Standard Toolbar: From the menu bar > Insert > New Slide From the keyboard: Ctrl + M




Using the AutoContent Wizard The AutoContent Wizard assists by providing a variety of business and personal topics to use as a presentation template. These pre-prepared presentations usually contain 5 to 10 slides. Once the foundation is set, one may edit the slides to suit an individual presentation. Action Step Practice—Using the AutoContent Wizard to Create a Presentation

What to do What happens

1. From the menu bar, trace to File > New.

Changes the Task Pane to New Presentation options.

2. In the Task Pane, click the AutoContent Wizard option.

The AutoContent Wizard begins.

3. At the bottom of the first Wizard panel, click the Next button.

Returns a dialog box requiring selection of the type of presentation to be given. All of AutoContent Wizard presentations are listed.

4. Select the type of presentation to be created. For the example, click the All button to view the entire list of available presentation types.

5. Once a particular presentation type has been selected click Next.

Returns a dialog box asking for the specific type of output for the presentation.

6. The default selection is On-screen presentation. Almost all current presentations use the default selection, so leave it selected and click Next.

A dialog box asking for the Presentation Title and any Footer information is displayed.

7. In the Presentation title field, enter [presentation title]. If a footer is necessary, enter the information in the appropriate area. If the following options are to be included, make certain the check boxes next them—Date Last Updated and Slide Number—are checked. Click Next.

A dialog box returns stating that all necessary information to generate the presentation has been completed.

8. Click Finish. The presentation has been created. 9. Review the presentation’s

appearance. When finished, close the presentation without saving it.




Using Design Templates The Design Template provides the designer the opportunity to have a uniform appearance to presentation slides, but does not suggest organization or content of the presentation. Action Step Practice—Creating a Presentation with the Design Template

What to do What happens 1. From the menu bar, trace to File > New. Changes the Task Pane to New

Presentation options. 2. In the Task Pane, click the Design Template

option.

The Design Template begins.

3. Review the presentation design options from the Task Pane. To select on a design, click to add it to the slide.

Sets the design for the presentation.

4. From the top of the Task Pane click the pull-down arrow next to Slide Design.

5. From the displayed list, click Slide Layout. 6. At the top under Text Layouts, verify that the

Title Slide Slide Layout (slide type) is selected by confirming the double frame around the layout.

7. Click on Title Slide if it is not selected.

Creates a title slide.

8. Click in the Click to add title placeholder and type: [The Title of the Presentation]

Enters the title of the presentation.

9. Now click in the Click to add subtitle placeholder and type:

[Usually the Author’s name is placed in this subtitle]

Enters the subtitle of the presentation.






What to do What happens 10. Click in any portion of the gray area in the

slide pane. Deselects the placeholders and reveals the completed slide.

11. From the Formatting toolbar, click on New Slide.

Adds a new slide.

12. Select the bulleted list layout, Title and Text. Create a bulleted list slide. 13. Click on the Title placeholder and add the

following text: [The slide’s title or major subject content]:

Adds the title for the slide.

14. Place and click the cursor in the Click to add text placeholder and change the Font by using the Font drop-down box; change the Font size by using the drop-down box next to the type

name.

Changes the font type and size.

15. Click in the sub-text placeholder and type: [The first item in a bulleted list].

16. From the keyboard, press Enter

Adds a bulleted list line item to the slide.

17. Type the next lines in the bulleted list, pressing Enter after each line:

Adds two more bulleted list lines to the slide.

18. Add another New Slide with bulleted list (Title and Text) layout.

Adds a third slide to the presentation.

19. Enter a title for the third slide: [Third slide title]

Creates a title for the third slide.

20. Enter the bulleted list items for this slide: 21. Press Enter.

Places items in the bulleted list.

22. If a line to be added needs to be under the last bulleted list item entered (a sub-set of the last item), make certain the cursor is positioned on a new line under the last item. From the far left of the screen, click the Demote icon.

23. Type the sub-set text: 24. Press Enter.

Demotes the line and adds the demoted line item.

25. Press the Promote icon to re-establish the

hierarchy of the bulleted items. . 26. Type the next bulleted item:

Adds the fourth item on this slide.

27. From the menu bar trace to Insert > New Slide and click.

Adds the fourth slide to the presentation. Notice that this slide automatically repeats the bulleted list item (Title and Text) layout.

28. Title the next slide. This slide will demonstrate a numbered list—something which might be used to convey a step-by-step process.




What to do What happens 29. Click inside the text portion of the slide. The

items to be entered here should be numbered rather than bulleted. To do this, trace to the Formatting toolbar and click on the

numbered list icon.

30. Enter the steps, in order, in a process: For example, the steps in removing a CD drive from a laptop would be the following:

Click the unplug or eject hardware icon Select the CD from the list and click OK

When prompted, slide the release latch to eject the CD

Replace with the diskette drive

Creates a numbered process.

31. To spell check the presentation navigate to the menu bar and trace to Tools > Spelling.

32. This spell checker will work very similarly to the one in Microsoft Word. Make any changes as needed.

33. Navigate to File > Save As to save the presentation in MyDocuments.

To apply a template to an existing presentation, from the menu bar, trace to Format > Slide Design and select a template from those displayed in the Task Pane.


Lesson 3: Editing a Presentation Objectives The student will be able to:

Insert a new slide into a presentation Edit existing slides Use Outline View to edit Use Slide View to edit

Overview A presentation can be edited easily using either the Outline or Slide pane. Editing a Presentation Arranging Slides Slides may be rearranged in either Outline or Slide Sorter views. One easily selects the slide(s) to move and then drags them to the appropriate location. In Slide Sorter view, a vertical bar appears next to the slide being moved as it is dragged. This indicates where the slide will drop when the mouse button is released. In the Outline view, a horizontal line is displayed to indicate where the slide will drop. As an alternative to dragging the slide, Cut and Paste techniques may be used in either Slide Sorter or Outline view to move a slide. Action Step Practice—Editing a Presentation

What to do What happens Slide 2 is visible in the Slide Pane. 1. From the previously created presentation,

navigate to slide 2. 2. Using the Slide Pane, add one more new

bulleted list item. Modifies the slide which now has four bulleted list items.

3. It is necessary to add a New Slide after Slide 2. Navigate to Slide 2 and click on it, if it is not already the chosen slide.

4. Insert a New Slide using any one of the three methods demonstrated in the previous lesson.

Inserts a new slide after Slide 2. Notice the default layout is for Title and Text (Bulleted List).

5. Add items to the new Slide 3: First do the Title Now enter bulleted list items.

Creates a new slide.

6. An example of a completed slide is at right.






What to do What happens 7. The order of Slides 4 and 5 should be

changed. From the Outline panel tab, click the icon for Slide 5.

The entire slide is selected.

8. Hold down the mouse and drag the contents of the slide to the very top of Slide 4. A line above the title for Slide 4 should be visible.

9. Release the mouse once this horizontal line is visible above Slide 4’s icon in the Outline panel.

Changes the order of the slides by moving them while in the Outline panel.

10. To apply a different design template, trace to the menu bar > Format > Slide Design.

Opens the Task Pane > Slide Design

11. Click once on another design template. Changes the template for the presentation. 12. To change back to the previous design

template, navigate to the Task Pane > Slide Design > Recently Used.

13. Hover the mouse pointer over each design to see the title.

14. Click the previously used design template.

Changes the design template back to the previously selected one.

15. Save the presentation.




Lesson 4: Incorporating Visual Elements PowerPoint is a presentation program and what makes this such a powerful tool is the ability to incorporate visual elements into a presentation, whether it be one or many items. Various different visual elements may be inserted into a presentation—clip art, charts, organizational charts, as well as visual effects to hold the audience’s attention. Objectives The student will be able to:

Add clip art Move the clip art Modify the size of clip art

ClipArt Art which has been prepared and which may be inserted into a presentation or other document is available with the Microsoft Office suite. Additionally, there are other sources which may be accessed through the Internet or from additional clip art CD-ROMs. This lesson makes use of Microsoft Office’s complimentary art. New Terms Clip Art A collection of images; one or more of which may be inserted into a presentation.

Picture Toolbar

Use the Picture Toolbar to make quick changes to the selected image. The Picture Toolbar appears as a floating toolbar whenever an image is selected.


Action Steps—Adding ClipArt What to do What happens

1. To open a file: Navigate to the right task pane and

click the option to Open a Presentation (if PowerPoint has just been started).

Select the Open tool from the Standard Toolbar

From the menu bar choose File > Open.

Returns the Open dialog box.

2. Locate the file to which to add the Clip Art from those within My Documents. Double-click the file name.

Opens the selected file.

3. Click the Slide Sorter View button.

Opens the presentation in Slide Sorter View.

Displays the slide in Normal View. 4. Double-click slide to which the Clip Art is to be added.

5. From the menu bar, click Insert, trace to Picture, and click select Clip Art.

Opens the right-side Task Pane in the Insert Clip Art pane.

6. In the upper right under the Search for area, click in the field box, Search text and type a generalized term for the category of artwork wanted;. an example might be to type: goals. If the selection of clip art is limited, the user (if he or she has an Internet connection on the computer), may go to Clip Art on Office On-Line for additional material.

7. Directly below click Search.

Searches clip art keywords and displays matching images.

8. Place the mouse pointer over the first image.

Reveals the collection name of the image and its size.

9. Click to select an appropriate image.

Adds the image to the active slide.

10. Click and drag the clip art to the lower-right corner of the slide, above the slide number located in the lower-right footer corner.

Moves the clip art.







11. Click once to select the image, then right-click and select Format Picture.

Selects tools to modify the image and opens the Format Picture window.

12. In the Format Picture window, click the tab entitled Size.

13. Change the picture height and press the Tab key on the keyboard (which will automatically change the width to a proportionate ratio). Click OK.

Adjusts the picture size.

14. Reposition the graphic as needed. 15. If the Clip Art is positioned

correctly, close and save the presentation.




Data Charts Original data as well as data from an existing chart created in another program, such as Microsoft Excel, may be placed into a PowerPoint presentation. This segment explores how to add a graph or chart from original data, import data into a graph or chart from another program, and how to modify the graph or chart’s appearance. Adding a Graph To add a graph to a presentation, one should add a New Slide and select the Title and Chart from the Slide Layout options. Once the title has been entered, selecting the Chart Placeholder opens a Datasheet Window into which one may enter data manually or use it as a spreadsheet into which one may import data from another file, such as a previously created Excel spreadsheet. New Terms Title and Chart Slide Layout

The Title and Chart Slide Layout adds a predefined chart format to the New Slide.

Chart Placeholder The Chart Placeholder reserves a spot on the slide for a chart.

Datasheet Window A spreadsheet within a window into which one may enter or import the data to create a chart.

Import File Dialog Box Use the Import File dialog boxes to locate and select the files that need to be imported.


Action Steps—Adding a Graph What to do What happens

Opens the NEW Products 3 presentation. 1. Open the presentation to which a graph should be added.

2. In the Normal View trace to the Outline tab and click the slide just before where the graph should be placed.

Moves to the slide prior to where the graph should appear and displays the selected slide in the Slide Pane..

3. From the Standard Toolbar, click New Slide.

The Task Pane opens in Slide Layout appearance.

4. Scroll down the Slide Layout options to Other Layouts. Click the Title and Chart Slide Layout, the last layout in the first row.

Selects the Title and Chart Slide Layout and places the layout in the Slide Pane.

6. Click the Title Placeholder. Type the following the slide’s title.

Enters the title.

7. Double-click the Chart Placeholder icon.

Places a standard chart into the Chart placeholder and opens the Datasheet window, as shown in the example below.

Datasheet

If the colors on the slide look strange, try minimizing and then maximizing the presentation.




Importing Data Into a Chart Rather than entering data into a datasheet by hand, most frequently, one would import previously created data from an existing Excel spreadsheet. Action Steps—Importing Data Into a Chart or Graph


1. From the menu bar, trace to Edit then over to and click Import File.

Opens the Edit menu first, then opens the Import File dialog box.

2. In the folder My Documents find and click the appropriate Excel file.

Closes the Import File dialog box and opens the Import Data Options dialog box.

3. In the Select sheet from workbook list box verify only the Worksheet necessary to import has been selected. In the example, only Sheet1 is selected.

Ensures that only the selected Worksheet will be added.

4. Click OK. Closes the Import Data Options dialog box and imports the Excel file into the chart.

Closes the Datasheet window and incorporates the data into the actual slide chart. See the example screen shot below.

5. Click in the gray area outside the slide.

If there was no data file, one could simply enter data into the Datasheet window. Version 2005.10.10 Learning Technologies/Software Training Services Page 23





T T

Modifying Charts or Graphs In order to modify a chart, one must first select the chart which allows either the Chart Options or Chart Type dialog box to open. In the Chart Options dialog box modifications may be made to the chart title and the X, Y, and Z axes titles. As well, the legend may be turned off or moved and other appearances such as gridlines, axes, data tables, and data labels may be altered. The Chart Type dialog box provides choices in how the data is presented. One may select from line charts, pie charts, and many other formats. Remember, what type of chart and its appearance may be determined by the audience. New Terms

itles he Titles panel or tab in the Chart Options dialog box contains fields by which to specify titles for each section of the chart.

C is T rt ategory (X) Ax he Category (X) Axis refers to the categories comprising the horizontal chaaxis.

V Talue (Z) Axis he Value (Z) Axis refers to numerical values in the chart’s vertical axis.

L Tegend he Legend panel or tab in the Chart Options dialog box permits one to edit data and formatting in the chart’s legend.

Sh T e ow Legend he Show Legend check box on the Legend panel allows one to reveal or hidthe chart’s legend.


Action Steps—Adding Axis Titles to a Chart What to do What happens

Selects the chart and opens the Datasheet window. 1. Double-click the chart.

2. From the menu bar click Chart, trace to and click Chart Options.

Opens the Chart Options dialog box.

3. Verify the Titles panel is displayed. Ensures the Titles panel is showing.

4. Click in the Category (X) axis text box and type [an appropriate word for the imported Excel data].

Enters the word for the X axis.

5. Click in the Value (Z) axis text box and type [an appropriate word for the imported Excel data].

Enters the term for the Y axis.

6. Click OK. Closes the Chart Options dialog box and enters the new information. Review the example shown below.




Action Steps—Removing a Chart’s Legend What to do What happens

1. From the menu bar click Chart, trace to and click Chart Options.

Opens the Chart Options dialog box.

2. Click the Legend tab. Reveals the Legend panel.

3. In the upper left corner, uncheck Show legend.

Specifies that the legend will not show.

4. Click OK. Closes the Chart Options dialog box and removes the legend from the chart, as shown below.




Action Steps—Previewing and Selecting a New Chart Type What to do What happens

1. From the menu bar click Chart, trace to and click Chart Type.

Opens the Chart Type dialog box.

2. In the Standard Type panel of the Chart Type list box, scroll down and click Cylinder.

Selects Cylinder as the chart type.

Selects the Stacked column with a cylindrical shape sub-type.

3. Click the second sub-type in the first row in the Chart sub-type section.

4. Click-and-hold the Press and Hold to View Sample button, look at the sample chart, then release the mouse button.

Previews the selected chart sub-type with this presentation’s data.

Selects the Column with a cylindrical shape sub-type.

5. Click the first sub-type in the first row.

6. Click-and-hold the Press and Hold to View Sample button, look at the sample chart, then release the mouse button.

Previews the selected chart sub-type with this presentation’s data.

7. Click OK. Closes the Chart Type dialog box and modifies the chart.

Deselects the chart and closes the Datasheet window, as shown.

8. Click in the gray area outside the slide.

9. If finished with the file, click Save. Saves the file changes. 10. Click Exit. Closes the application.






Lesson 5: Adding Transitions Overview Transitions are special visual effects which may be applied to a particular slide or used to move from slide to slide. This lesson covers transitions within a slide, which are activated when a particular slide is introduced. Transitions can add strength to a presentation. The type of transition can be changed after it has been added as can how long the special effect lasts, and what type of sound, if any, occurs. To see if a slide has a transition applied to it, go to the Slide Sorter view. Under every slide containing a transition, there appears a transition icon. This icon can be clicked to preview the effect. Objectives The student will be able to:

Add transitions within a slide Preview transitions within a selected slide Add transitions between slides Preview transitions between slides


Transitions Within a Slide Action Steps – Adding Transitions


1. From the folder My Documents open the appropriate presentation.

2. From either the Outline or Slide Pane click the slide to receive the transition.

Selects the slide.

3. From the menu bar trace to Slide Show. From the drop-down menu trace to and click Custom Animation.

The Task Pane opens in the Custom Animation segment.

4. Click on the Title of the slide to select it. Click the now active Add Effect button

. Trace to the sub-menu Entrance and click a transition. For example, try Fly in.

Selects the Title and chooses an entrance effect which immediately previews on screen.

5. Click in the bulleted list area of the slide to select it. Now trace to the Add Effects button. Trace to the sub-menu and click Entrance. This time trace down and click More Effects.

Selects the bulleted list and opens the full list of entrance effects from which to choose.

6. From the Add Entrance Effect dialog box select a transition type. For example, click Dissolve In. Click OK.

Applies the selected entrance effect to the bulleted list and immediately previews it.

7. Notice the numbers in squares alongside each item in the text area. Compare it with the list in the Task pane. Expand the list in the Task pane by clicking on the downward pointing double arrow.

Indicates the order of the effects for this particular slide.

8. To preview the transition again, navigate to the bottom of the Task Pane and click

the Play button .

The entire list of transitions for the slide previews.

9. Experiment by adding transitions to the next slide.

10. When finished adding transitions, click Save.

Saves the file and all current selections.

11. If finished with PowerPoint, click Exit. Closes PowerPoint.

Remember too much action may begin to bore the audience. Use the animation effectively but do not overdo the effects. As well, some animations may not be suited to the audience, so select carefully. Lots of swirls and flashing lights may disturb some viewers.




Transitions Between Slides In some instances, transitions (special visual effects) may occur between slides to create a more flowing presentation. These transitions may be used in addition to those which occur within an individual slide. The action of a transition may hold the audience’s attention and move them forward in the presentation sequence. As well, transitions allow the presenter to pace each slide automatically.

New Terms Slide Sorter View The Slide Sorter View provides thumbnails (reduced

images) of slides in a presentation in a gridded format. Such a format allows for easy reorganization or rearrangement of the slides.

TransitionsError! Bookmark not defined. A transition is an effect which works between slides to shift from one to the next.

This button, which opens the Slide Transition dialog box, is on the Slide Sorter Toolbar. Slide Transition Button

Within the Slide Transition Task Pane one selects visual or audio effects to be assigned to a slide.

Slide Transition Task Pane

To set selected transitions for all slides in the presentation, click the Apply to All Slides button in the Task Pane. Apply to All Button

In the Slide Sorter View, the Transition Icon identifies which slides have transitions; clicking on the icon below a particular slide, allows one to preview that slide’s transition. Transition Icon

From the Slide Transition Task Pane section, Apply to selected slides menu of effects, one may select Random Transition. This option allows PowerPoint to assign a special effect randomly to a slide when it appears in a slide show.

Random Transition Option




Action Steps—Creating Transitions between Slides



Path/Panel Action to be Taken/Comments 1. From the My Documents folder,

open the file to be edited. 2. Change from Normal View to Slide

Sorter View. 3. Click the first slide. 4. From the Slide Sorter Toolbar,

click the Transition button.

Opens the Slide Transition dialog box.

One can also access the Slide Transition Task Pane via the Slide Show menu while in Slide Sorter View or from the Task Pane pull-down arrow..

5. The Slide Transition Task Pane opens on the right. Available transition selections are listed under the segment: Apply to selected slides.

6. Scroll down and click to select a transition. For example, choose Box In.




Path/Panel Action to be Taken/Comments 7. Notice that in the second section of

the Slide Transition Task Pane, the section entitled, Modify Transition the default setting shows the Sound field. To select a sound, use the pull-down menu.

By default there is a designated audio effect.

8. Clicking the Play button at the bottom of the Task Pane previews the affect.

In the example, applies the Box In and Applause effects to the selected slide and demonstrates it.

9. Click the next slide. 10. From the Slide Transition Task

Pane scroll down to and click to select another transition. For example, choose and click Split Vertical In.

In the example, the Split Vertical In effect, similar to a theater curtain closing, is applied to the selected slide.


Action Steps—Applying Random Transitions to Multiple Slides



Path/Panel Action to be Taken/Comments 1. In the present presentation, click the

next slide.

2. Now hold down the Shift key and

click slide the fourth slide from the slide select in the previous step [Shift +Click]. For example, Click slide 2, then hold down the Shift key and click slide 5.

In the example a range of slides is selected from slide 2 through 5.

3. From the Slide Transition Task Pane upper section, Apply to selected slides, trace down-the end of the list.

4. Click Random Transition. (This

means any of the available transitions may appear in conjunction with this slide during a presentation.)

In the example applies random transitions to the selected slides.


Action Steps—Previewing Transitions



Path/Panel Action to be Taken/Comments 1. Click the Transition Icon under the

first slide.

In the example previews the Box-In effect for the slide.

2. Click the next slide. 3. Go to the bottom of the Slide

Transition Task Pane and click Slide Show.

In the example previews the Split Vertical In effect selected for this particular slide and the Random Transition effects for each of the next three slides.

4. Once the Slide Show has completed and the Slide Sorter View is returned, click Slide Show again.

In the example previews three different visual transitions for slides 3 through 5.

5. Review the slides shown in the Slide Sorter View.

Notice there is no transition icon and, consequently, no transition effect associated with some slides.

6. Go to the menu bar. Saves the current presentation and then exits PowerPoint. 7. Click File.

8. Scroll down to Save. 9. After the file is saved, if finished with

the final, scroll down and select Exit.


Lesson 5: Paper Work Handouts When giving a presentation it is often helpful to provide the audience with a copy of the presentation so that they may highlight any areas of importance or note any questions they may have. PowerPoint provides many options for printing handouts. One may elect to print 2, 3, 4, 6, or 9 slides per page. Remember that, the more slides per page, the less space in which to make notes. The procedure below outlines how to print handouts.

1. From the menu bar, trace to File > Print. (Do not use the Print icon.) 2. In the lower left box labeled, Print What, click on the drop-down arrow and select

Handouts. 3. The Handouts area to the right is now active. Use the drop-down box to select the

number of slides per page (2,3,4,6,9). 4. Decide the print layout (horizontal or vertical) under Order. 5. Click OK.

Experiment with the various layouts and determine which one is preferable.

Speaker’s Notes Just as important as the audience handouts for some speakers, is the ability to print the notes which have been entered for each slide in a presentation. The presenter may print one slide with notes per page. Following are the steps to print Speaker’s Notes.

1. From the menu bar, trace to File > Print. (Do not use the Print icon.) 2. In the lower left box labeled, Print What, click on the drop-down arrow and select Note

Pages. 3. Click OK.






Lesson 6: Slide Show Keyboard Controls Making a presentation look effortless adds polish to the presenter. These keyboard controls are subtle means of controlling a slide show without distracting the audience.

N, Enter, Page Down, Right or Down Arrow, Spacebar (or left mouse click).

Moves to next animation on current slide or advances to next slide.

P, Page Up, Left or Up Arrow, or Backspace

Activates the previous animation or goes to the previous slide.

<number> + Enter Goes to slide <number>

B or period Toggles between a black screen or returns to the slide show.

W or comma Toggles between a white screen or returns to the slide show.

S or plus sign Stops or restarts an automatic slide show.

Esc, Ctrl + Break or Hyphen Ends a slide show.

A Hides or shows an arrow.

E Erases screen annotations.

H Advances to the next hidden slide.

T Sets new timings while rehearsing a show.

O Uses the original timings while rehearsing a show.

M Uses a mouse click to advance slides while rehearsing a show.

Both mouse buttons for 2 seconds Returns to the first slide in a presentation.

Ctrl + A Changes the pen or eraser to an arrow.

Ctrl +E Changes the pen or arrow to an eraser.

Ctrl + P Changes the arrow or eraser to a pen.

Ctrl + H Hides the pointer immediately.

Ctrl + P Redisplays a hidden pointer and/or changes the pointer to a pen.

Ctrl + T Displays the taskbar at the bottom of the slide show.

Ctrl + U Hides the pointer for 15 seconds.

Shift + F10 Displays the Slide Show Shortcut Menu.

Tab Goes to the first or next hyperlink on a slide.

Shift + Tab Goes to the last or previous hyperlink on a slide.

Enter while a hyperlink is selected Does the “mouse-click” for the selected link.

Shift + Enter while a hyperlink is selected

Does the “mouse-over” behavior of the selected link.

F1 During a slide show displays the list of keyboard controls.