powerpoint 2007 - · pdf fileprint if the print what option is slides. 5/17/2010 creating...

PowerPoint 2007

What is a Presentation? A presentation is an informative speech that usually

includes visuals, such as slides.

Visuals may also include a flipchart, a white board, transparencies or handouts of printed materials.

Presentations can take various forms:

Photo slide shows that run continuously

Multimedia slide shows with recorded sounds

A PowerPoint presentation consists of slides that are organized and formatted using MS PowerPoint 2007.

5/17/2010 2Creating Presentations

Office Button

Ribbon

Slide Tab

Outline Tab

Thumbnail

Quick Access Toolbar

Title Bar

Status Bar


PowerPoint Window File name displayed in Title Bar.

Displays Presentation1 until saved. Saves As: filename.pptx

Office Button: displays commands for opening, saving, and printing.

Normal View (default): divides the window into three panes Outline tab—displays an outline of the slide show Sides tab—displays miniature versions of the slides

(thumbnails) Notes Pane—speaker notes

Each pane cane be sized by dragging top or right border Status Bar: information about current presentation


Planning a Presentation Presentation needs to be carefully planned to clearly

convey a message

Slides of a presentation should be used to enhance and support the lecture—not overshadow the speaker.

1. Carefully plan the lecture or speech

What is the purpose of the presentation?

Persuading opinions or presenting ideas

Who is the audience?

Children, classmates, adults

Audience determines the appropriate language and speech styles


Planning a Presentation (cont’d)2. Determine the content of the slides

Content refers to the text, graphics and other objects

Content is divided into

Title slide,

Introduction slide,

Slides for each main topic or point,

Summary slide that includes contact information or action that needs to be taken.

Graphics and other objects are added to enhance the lecture or speech


Planning a Presentation (cont’d)3. Determine the design and layout of the slides—sketch

slides using pencil and paper Design: fonts, colors and accent graphics

Should be appropriate for purpose and audience

Limit to three or less fonts

Avoid using all UPPERCASE letters—more difficult to read

Text and background should be contrasting colors

Text should be a light color on a dark background or vice versa

Light on dark for dim room

Dark on light for bright room

Avoid yellow/red/neon--eyestrain

What should the slide look like?

Sketch layout (arrangement of text and graphics) of each slide


Adding and Deleting Slides New presentation contains one slide

(Title Slide) To add new slide with current layout,

click New Slide To add new slide with different

layout, click arrow to display gallery of layouts

Select Duplicate Selected Slide to duplicate slide within the same presentation.

Select Reuse Slides to add a slide from another presentation

To delete slide, right-click slide in Slides tab and select Delete


Hiding a Slide Slides may be hidden so that they remain the in the

PowerPoint but are not displayed in Slide Show view.

Useful when giving the same presentation to different groups

To hide slide, Right-click the slide on the slide tab

Select Hide Slide

To show slide that was hidden, Right-click the slide on the slide tab

Select Hide Slide


Editing a Slide Placeholder used for

holding text and other content such as graphics

Placeholder appears as a box with dashed-line border

Click in placeholder to place text and type or edit text

Text can be added or edited in Outline tab

Placeholder before text is added

Selected placeholder that contains text

•AutoFit automatically sizes text as it is typed so that it fits within a place holder.


Sizing a Placeholder Sizing a placeholder larger

will display all of the text

To size placeholder

Select the placeholder

Display the handles

Drag to size placeholder

To move place holder,

Select placeholder to display

Drag placeholder to move


Formatting Text Keep size of text on

slides large

If size of text needs to be reduced to fit on slide, then there is too much text

Edit the text

Divide into two slides

Sans serif fonts are good choice for headings

Serif font for large amounts of text Large font size such as 24

pt. makes reading easier

Light text on dark background easiest to read—dim lighting

Dark text on light background (preferably white) in a well-lit room

Avoid yellow, red and any bright neon colors—maycause eye strain


Changing Layout of a Slide To change Layout of slide

after text has been entered, Click Home Layout

To change Layout of multiple slides, Hold the Ctrl key while

selecting the slides on the Slides Tab

Select Layout on Home tab


PowerPoint Views Normal view displays the

current slide in the Slide pane Use vertical scroll bars or

Page Up or Page Down to display next slide

Slides can be selected in the Slides Tab or Outline tab

Slide sorter view used for selecting multiple slides and changing the order of slides Drag slide to another

position to change the order

Double-click a slide in Slide Sorter to view slide in Normal view

Slide order can also be changed on the Slide Tab or Outline tab


Viewing a Presentation Slide Show view displays

the presentation as it will appear to audience, starting with Slide 1—regardless of which slide is displayed.

Click View Slide Show or press F5

Navigate through presentation: Next slide: left mouse click or

press N key, or Page Down, or spacebar

Previous slide: press the P key, the page Up key or the Backspace key

End Slide Show: press EscOr

Right-click on slide to show Menu of commands

Move mouse to bottom-left corner of slide during show and buttons can be clicked

previous menu next


Themes

Theme is a named set of formats that changes the colors, fonts, backgrounds and layouts of placeholders

Themes are used to create documents in Word, Excel and PowerPoint to maintain the consistent look throughout.

Default Theme: Office Change Theme: Click

Design, choose Theme from Theme group.

Change formatting of theme: click Design Colors, Design Fonts or Design Effects

To change theme of only selected slide: Right-click Theme and

select Apply to Selected Slide


Printing a Presentation Previewing a

presentation shows what printout will look like.

Print Print Preview

Presentation displays as a printed page

Print Preview tab is displayed

Next Page and Previous Page used to scroll through the document Page Down, Page Up keys

and vertical scroll bar can also be used

Print displays print dialog box Range Options affect how

much is printed

Click Close Print View or Esc to return to Normal View

Print What Next Page

Previous Page


Print What Slides: prints one slide per

page

Handouts: prints the indicated number of miniature slides on each page

Handouts of 3 slides per page include lines for taking notes next to slide

Notes page prints one slide on top half of each page and any text typed in Notes pane

Outline View prints the outline of the presentation as it appears in the Outline tab


Design Considerations for Handouts Consider how the audience will use the handouts

Six slide per page may be enough to use as a reference

If audience needs to take notes, then three slides per page with lines for note taking

Always include any necessary information in the header/or footer


Print Preview Options Click Print Preview

Options Header and Footer to display dialog box Select Notes and Handout

tab

Select Date and Time to key date or time or

Select Update Automatically to insert time stamp that displays the date and updates automatically

Key text for the top area of the page in the Header box and the bottom area of the page in the Footer box

Select Page number check box to include a page number. Page numbers will not

print if the Print What option is slides.


Creating Handouts in Word Custom handouts for a

presentation can be created in Word

Select the Office Button Publish Create Handouts in Microsoft Word

Displays dialog box of options for placing copies of slides in Word

Notes next to slide: ideal for printing speaker notes

Word document can be modified once slides are published


Slide Footers

Information such as slide number and date can be put in placeholders anywhere on a slide.

Click Insert Header & Footer to display dialog box that includes a Slide tab with footer options

Date and Time: fixed or update automatically

Slide number: includes slide number

Type text in Footer Box

Don’t show on title slide to hide information of the title slide


Slide Master Slide Master is used to

maintain a consistent look through a presentation.

Click View Slide Master

Left pane displays thumbnails of slide master and all the slide master layouts

Slide Master Layouts Formatting applied to a

slide master layout only affects slides in that layout

Slide Master Select text in a placeholder

and then apply formatting Formatting in the slide

master affects ALL slides in presentation

5/17/2010 Creating Presentations 23

Slide master

Selected Layout

Layouts

Editing Footer in Slide Master Footer information can

be edited in slide master or its layouts.

Placeholder text for the date, footer text, and slide number can be formatted or the placeholder can be sized or moved.

Footer information only appears in the presentation when added using Insert Header & Footer


Design ConsiderationsRoom Conditions Color

The following can all affect the readability of a projected presentation:

Lighting

Room Size

Screen Size

Viewing angle

The more the contrast between font color and background makes for easier reading

Yellow or white text on dark blue background is easiest to read

Bright colors are difficult to view for long periods of time

Red is associated with negativity


Formatting the Background Background color of all

slides in presentation is changed on the slide master. Select Slide Master in left

pane

Click Slide Master Background Styles Format Background Styles

To create new background: Click Slide Master

Background Styles Format Background


Click Design Hide Background Graphics to remove the background graphics.

Adding Graphics to a Slide To add graphics:

Insert Picture Insert Clip Art

WordArt Styles: Word Art Styles change text into a graphic that has a casual appearance—not appropriate for professional presentation

Too many graphics can make a slide look busy.

One main graphics on a slide is enough.

If logo or accent graphics are included—should be relatively small—place on slide master.

Choose graphics carefully—graphics are remembered more than words.

Graphics need to be appropriate for the topic.

Graphics such as a chart can convey concept better than words.


Adding a Chart to a Slide Charts are used to

illustrate numerical data, which can help an audience visualize patterns, relationships or trends in data.

Charts from an Excel workbook can be added to a slide: Select in Excel and Copy

and Paste to Slide Show

Paste Options

Creating a Chart in PowerPoint Click Insert Chart Excel is started and a

worksheet is displayed Key new data in the

worksheet.


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Creating & Printing Speaker Notes In Normal View, notes for the

speaker can be keyed into the Notes pane for each slide.

Click in the Notes Pane and key.

The boundary of the pane can be dragged to resize

Notes Pane view is used to add and format notes, add graphics to the notes and format the layout.

Click View Notes Pages to display one slide and Notes

Notes Master is used to change the layout and look of printed speaker notes.


E-Mailing a Presentation Click Office Button

Send E-mail to display and e-mail message window with the address boxes and the presentation as an attachment.


Type the e-mail address of the recipient in the To box.

Subject Line is completed and PowerPoint is attached.

powerpoint 2007 - · pdf fileprint if the print what option is slides. 5/17/2010 creating...

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