starting out with powerpoint office 2016 · powerpoint beginners – office 2016 digital innovation...

Digital Innovation – September 2019

Starting out with PowerPoint – Office 2016

Create a New Presentation .................................................................................................. 1

Create a new blank presentation ...................................................................................... 1

Insert a new slide ............................................................................................................. 2

Change slide layout .......................................................................................................... 4

Change slide background ................................................................................................. 4

Insert and modify image on slide ...................................................................................... 5

Copy Text from Word into a PowerPoint Presentation ..................................................... 6

Insert Header and Footer ................................................................................................. 6

Editing and Formatting Text ................................................................................................. 7

Change the style of bullet ................................................................................................. 7

Align text and bullets on slide ........................................................................................... 8

Apply paragraph spacing .................................................................................................. 9

Formatting text ............................................................................................................... 10

Convert text to SmartArt ................................................................................................. 11

Working with images, shapes and objects ......................................................................... 13

Apply a visual style ......................................................................................................... 13

Inserting shapes ............................................................................................................. 14

Layering objects ............................................................................................................. 15

Crop Objects and images ............................................................................................... 16

Rotate and flip objects and images ................................................................................ 16

Using the eyedroppper ................................................................................................... 16

Align/distribute objects ................................................................................................... 17

Animation ........................................................................................................................... 18

Basic Animation ............................................................................................................. 18

Using pen annotations during a presentation ................................................................. 19

Presentation Design, Content and Layout ......................................................................... 20

Issues relating to presentation timing: ............................................................................ 20

Using graphics, diagrams and charts to convey ideas: .................................................. 20

Limiting the level of detail within a presentation: ............................................................ 20

Using a consistent design scheme and adequate colour contrast: ................................. 21

Accessibility considerations when designing a presentation: ......................................... 21

PowerPoint beginners – Office 2016

Digital Innovation 1

Create a New Presentation

Create a new blank presentation

• Select File tab and click on New.

Select Blank presentation

• The first slide is known as the Title slide. The Title slide has two placeholders.

Click on each placeholder to add the information below:



Insert a new slide

• Go to the Home tab/Slides group. Select the New Slide command.

A new slide (Title and Content) will automatically be inserted.

NOTE: If you’ve accidentally clicked on the New Slide down-arrow

and see this option, select Title and Content.

• Enter the following text on Slide 2.



• Insert a new slide as slide number 3. Enter the following text on Slide 3.

• Insert a new slide as slide number 4. Enter the following text on Slide 4.



Change slide layout

• Insert a new slide as slide number 5.

Change the slide layout to Blank. You can do this by going to the Home tab/ Slides

group and clicking on the down-arrow for the Layout command.

• Select Blank.

• Save the presentation as Presentation Guidelines and continue working with this

guide.

Change slide background

• Go to the Design tab/Customise group, select Format Background. The Format

Background pane should appear on the right of the screen. Click on the Fill Colour

command:

• Select a colour of your choice

You can select More Colors… to see a further range of colours.



• Remember colour contrast considerations covered during the session and ensure that

the slide background colour does not clash with the font colour.

• The background colour will be applied to the current slide. Select Apply to All (at the

bottom of the Format Background pane) to apply the background to all the slides in

the presentation.

Insert and modify image on slide

Images can be inserted by going to the Insert tab/Images group and selecting Pictures or

Online Pictures.

The Screenshot/Screen Clipping button is excellent for capturing images from the web

or other applications.

• Go to a suitable website and find an image (appropriate resolution/quality) of a person

presenting a PowerPoint slideshow. Once you have found the right image, minimise the

screen and return to PowerPoint. Ensure you are in Slide 1.

• From the Insert tab/Images group select the down-arrow for the Screenshot

command.

Select Screen Clipping and wait –

the screen should revert to the website.

The screen will turn hazy/blurry and the cursor will change to a plus sign +

Once this has happened use the cursor to select the image: starting from the top left of

the image, hold down and drag the mouse as if you are drawing a border around the

image. Release the mouse and the image should appear on your slide.

• Resize the image and move to the bottom right of the slide. The image should not

superimpose on any other objects on this slide.

• You can also insert saved images. Go to slide 5.

Go to the Insert tab/ Image group and click on the Pictures command.

Find the image named presentation.jpg and select Insert. You can resize and move

the image as appropriate on the slide.

• Save your work keeping the same filename and continue with this guide.



Copy Text from Word into a PowerPoint Presentation

• Insert a new slide as slide 6 and make sure it has the Title and Content layout. Enter

the title of this slide as Font effects

• Open the Word document named Text effects.docx and copy all the text on this

document.

• Go back to the presentation and paste the text onto slide 6 in the content placeholder.

Remove the bullet point by selecting None from the bullets command.

• Close the Word document.

Insert Header and Footer

Headers and footers are inserted on the Master slide. Three placeholders are located on

the bottom of the slide for Date, Footer and Slide Number. However, you are not able to

directly enter data into these sections.

• To insert information into the footer, go to the Insert tab/Text group, select Header &

Footer.

• Tick in all the sections you wish to include on the slide. Dates can be inserted as Fixed

dates (will not change and must be manually entered) or Update automatically dates.

Tick in the Footer box enter the text: University of St Mark & St John

Tick in the box ‘Don’t show on title slide’ to apply this command. For design purposes

it is good practice to remove all footers from the title slide.



Click on Apply.

• If you go to Slide 1 you will note that it does not contain any footer details as you have

instructed it not to be shown on the title slide.

Editing and Formatting Text

Change the style of bullet

• Select the bulleted text on Slide 2. Go to the Home tab/Paragraph group.

• Click on the drop-down arrow next to the Bullets command

and select Bullets and Numbering…

• Select Customise

• From the Font section select Webdings (while you’re there, check out Wingdings,

Wingdings 2 and Wingdings 3)



• Select a suitable symbol and click on OK.

• Change the Size of the bullet so that it is 120 % in relation to the

text. Change the Colour of the bullet to a shade of your preference.

NOTE: this is not mandatory but shows how the bullet size and colour can be changed if

required.

• Click on OK. Change the bullet style on Slides 3 and 4 using other styles.

Align text and bullets on slide

• The presentation design would benefit from more spacing between the bullet point and

the text.

• Go to Slide 2 and ensure you can see the ruler (if the ruler is not visible, go to the View

tab/ Show group and tick in the box for Ruler).

Highlight the bulleted text on the text placeholder and you should see something similar

to the image below on the ruler:

The top triangle shows the position of the bullet point; the bottom triangle shows the

position of the text.

NOTE: The square shape below the bottom triangle will move both of the triangles.

• Move the bottom triangle (ONLY the bottom triangle – taking care NOT to move the

square beneath it) to the right so that there is more distance between the bullet point

and the text.

• This method will ensure the text is aligned appropriately in relation to the bullet points.

Go to the other slides and use this method to improve the design of the slide (where

bullet points have been used.



Apply paragraph spacing

• Go to Slide 2 and click in the text placeholder to see the dashed border around the text

frame.

• Click on the dashed line. You will notice that the dashed line

has now changed to a solid line – this means that the entire

contents of the frame is now selected and you don’t need to

highlight the text using the cursor.

• Go to the Home tab/Paragraph group and click on the Dialogue Box Launcher.

Click on the up arrow to increase the Spacing After to 12 pt and select OK.

• Go back and view the slide – if you feel the spacing needs to be more, return to the

Paragraph spacing dialog box and increase the space for After.

• Do the same to all the slides that contain text to ensure the spacing is in proportion to

the slide.



Formatting text

• Go to Slide 6 and read the contents of the placeholder.

• Select the following text on the slide and apply the formatting to the text:

bold make this text bold

italic make this text italic

capital letters capitalise all of this text

larger fonts make this text a larger font

different style change the font style of this text

different colours change the colour of this text.

• Your Slide should look similar to the slide below:

• Apply double-line spacing to the text. Select the text and go to the Home

tab/Paragraph group and click on the dialogue box launcher.

Change the Line Spacing to Double.

Click on OK.

• Save your work and continue

working on this presentation.



Convert text to SmartArt

• Go to Slide 4. Select the bulleted text.

• Go to the Home tab/Paragraph group and click on Convert to SmartArt

Select the first option, Vertical Bullet List (this can be later changed).

• You will notice that two new tabs appear which allow you to work with the

SmartArt tools.



• Go to the Design tab and experiment with the following:

Layouts group: hover over the different designs to have a preview of what they would

look like – once you have finished, keep the current design

SmartArt Styles group: experiment with the Change Colours command

to see the options available.

• SmartArt Styles group: experiment with the visual layout styles by clicking on the

more button and select a style of your choice.

• Save Preparing Slides presentation.



Working with images, shapes and objects

Apply a visual style

• Go to Slide 5 and select the image.

• Go to Picture Tools Format tab/Picture Styles group and click on the more button to

see more visual styles.

Select the Rotated, White option:

• If you don’t want this style, hover over the other styles to see what they look like and

choose another style of your choice.



Inserting shapes

• Insert a new slide as slide 7. Change the layout to Blank slide.

• To draw a circle; go to the Insert tab/Illustrations group and select the Shapes

command.

Find the oval shape and click on it.

The cursor will change shape and will be

ready for you to draw the shape. Before

you start drawing, hold down the Shift key

on the keyboard. Whilst holding down the

Shift key, press and hold down on the left

mouse button to draw the perfect circle.

Release the left mouse when you are done.

• Repeat the same as above to draw a square. You will need to select the Rectangle

shape and keep the Shift key down whilst drawing the square.

• Make sure that the square slightly overlaps the circle shape on the slide.

• Change the colour of the square by going to the Drawing Tools/Format tab.

Find the Shape Styles group and click on the down arrow for the Shape Fill command.

Select a colour of your choice.



Layering objects

• Stay on slide 7 and select the circle. Go to Drawing Tools Format tab/Arrange

group/Bring Forward command.

• Select the option Send to Front

Alternatively we could have selected the square shape and chosen the option to Send

Backward/Sent to Back.

• Experiment by drawing another shape – a triangle. Rearrange and layer the shapes to

look like the image below:

• Save and close this presentation.



Crop Objects and images

• Open the presentation named Working with images.

Go to Slide 2 and select the image.

• Go to the Picture Tools Format tab/Size group/Crop command.

• Drag the middle-right crop line inwards so that the kitten on the right is removed from

the image.

Click on the Crop command to apply the crop when you are finished.

• The cropped image can be resized and moved if required.

Rotate and flip objects and images

• Go to Slide 2 and select the hand image. The image will benefit from being flipped and

will enhance the design of the presentation.

• Go to Picture Tools Format tab/Arrange group/Rotate command.

Select Flip Horizontal.

Using the eyedroppper

• Stay on Slide 2. We are going to format the slide background to

match the background colour of the hand image. To do this;

select Format Background (see page 4).

Select the Fill Colour command and click on Eyedropper

The cursor will change shape. Hover the mouse over the

background of the hand image (the selected colour should

appear next to the eyedropper cursor) and click.



• The slide background will now have the same colour as the background of the hand

image.

• Save the presentation and leave open for the next exercise.

Align/distribute objects

• Select the four blue boxes on Slide 4. You can do this by clicking on the first box, and

then hold down the Shift key, and select the remaining three boxes.

• Go to the Drawing Tools/Format Tab and then the Arrange group. Click on Align

command and then Distribute Vertically

• Make sure the 4 shapes are still selected. Return to this command and click on

Align/Align Left.

The text frames should now be positioned on the left of the slide and distributed

equally apart from each other.



Animation

Basic Animation

• Make sure Presentation Guidelines is open on screen.

• Select slide 2 and select the placeholder that contains the bulleted text.

• Go to the Animation tab/Animation group and select

More to see more animations. Select More Entrance

Effects…

There are many effects ranging from Basic to Exciting

Select the animation style Float Up from the Moderate

group and click OK

• Numbers will appear next to the text displaying the

animation sequence.

• Use the Preview button to view the animation.

• Making sure that the cursor is still in the animated frame, click on the Effect Options in

the Animations group.

Here you have the option to change the direction or sequence of animation.

By default the By Paragraph option is selected.

• Apply animation to some of the other slides in the presentation.

• Save the presentation and keep open for the next exercise.



Using pen annotations during a presentation

• If you need to emphasize a word or phrase during a presentation you can use the

PowerPoint’s virtual annotation “pen” or “highlighter”. In order to use this annotation

during a slideshow you need to open your presentation in Slide Show mode or start it

using F5.

• Go to a slide that contains text.

Right click on the slide and select Pointer Options. Select

Pen.

Use the pen to underline some of the text on this slide

There are keyboard shortcuts that you can use, you can start

the annotation pen by pressing CTRL + P during a

presentation, and return to the arrow (normal mouse pointer)

by pressing CTRL + A.

• Exit the slide show. PowerPoint will prompt you to keep or

discard your annotations. Select Discard.

• Save and Close the presentation.



Presentation Design, Content and Layout

Issues relating to presentation timing:

• Planning a presentation using a “story-board” and a “time-line” will provide the

opportunity to focus on the key points, with the use of images and text to tell the story.

• Each slide in the presentation is similar to a chapter in a book - one piece of information

leads to another in a logical sequence in the story.

• The time interval between each slide should be determined by the information that it

contains and the time the viewer needs to absorb it.

• The length of the presentation can be calculated by adding the time intervals of all the

slides in the presentation. If this total exceeds the time available for the entire

presentation, the number of slides will need to be reduced without compromising the

key points in the delivery.

• The type of audience, or even the time of day, may determine the total length of the

presentation. For example, a much younger audience may have a shorter attention

span, or if it is an evening presentation, the audience’s attention may be limited after

having been at work all day.

Using graphics, diagrams and charts to convey ideas:

• A sans serif font, such as Arial, will make the text easier to read

• Where possible use a picture or chart to convey ideas and try to limit the amount of text

on a slide.

Limiting the level of detail within a presentation:

• Do not be tempted to include all your knowledge about a subject into a presentation.

Try and be selective about what to include and the level of detail that you wish to cover.

• Remember that you can design custom slide shows, so that one version can be played

to an audience who require just an introduction, while an advanced audience can be

shown a much more detailed version of the presentation.



Using a consistent design scheme and adequate colour contrast:

• The majority of people are visual, rather than auditory, that is, they retain visual images

in their memory more easily than the spoken word.

• Slides using a dark coloured background with light coloured text or black lettering on a

light background are both very effective for audience readability.

• Pictures, charts and diagrams can all deliver your message in a visual manner,

however, to retain clarity, keep the slide layout clean, simple, and uncluttered.

• When text is used to clarify a point, or list information, ensure the images and the text

support each other. In other words, do not use an image that bears no relation to the

text on the screen, or vice versa.

• Design the presentation using a pre-determined scheme of colours and style. When the

presentation is consistent, the audience will focus on the information, rather than the

look and feel of the presentation.

Accessibility considerations when designing a presentation:

• Colour blindness or Red/Green deficiency occurs when the combination of the two

colours cannot be perceived.

For example:

- Brown & green can be mixed up and not seen as separate colours.

- Tan, orange and beige will all look the same.

- Purple will be seen as blue.

This Red/Green deficiency is found in almost 15% of men. Although occurring rarely in

women, it is important to be aware of this issue when designing the colour schemes for

a presentation.

• Other accessibility issues to consider are adequate font sizes, so that the text is easily

readable, even by people at the back of the room.

• You may wish to investigate the use of closed caption technologies and the use of

alternative text and colours.

• Limit the use of animation and transition effects if your audience may include people

with visual impairments.

• Certain colours, or collections of colours, can elicit different emotional responses in

individuals, so choose your colours carefully.

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