Intermediate Microsoft PowerPoint Creating Computer Presentations!

CSUS – College of Education Dr. Bruce A. Ostertag Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

(Demonstrated using Windows XP)

Creating Computer Presentations!

Adapted from Taskstream PowerPoint Tutorial (2005) < http://www.taskstream.com >

Revised and updated 4/05 by Dr. Bruce Ostertag

What's In This Tutorial?

This tutorial will guide you through:

1. Designing a single slide in PowerPoint.

2. Working with multiple slides: creating, editing, ordering, and viewing them in various

formations.

3. Adding style to your presentations: adding motion animation, and text in various forms.

Requirements

The following must be submitted for partial credit to meet the multimedia presentation

technology standards set by California for educators:

An electronic or hard copy of a PowerPoint document demonstrating usage of:

1. Minimum of six slides in a lesson

2. Use of transitions between slides

3. Use of an inserted

• clip art graphic

• picture

• sound

• hyperlink.

4. Options including Word Art and animation.

CSUS – College of Education Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

I. Getting Started

Open Microsoft PowerPoint from the icon on your desktop or from

Start _ All Programs _ Microsoft PowerPoint. You should see a screen like below.

Look at the New section of the Task Pane and you will see three ways to start a new

presentation.

Blank Presentation allows you to design each slide of

your presentation.

From Design Template allows you to pick from a library of

slide designs.

From AutoContent Wizard suggests content and design

for your presentation, based on some ready-made

presentations contained in the application (e.g. a meeting

agenda or a marketing plan)

For the purposes of this tutorial, you will be working with

Blank layouts, because most of the preset programs apply

more to the business or home context than the school

setting. Click on Blank Presentation. The Task Pane will

now display the Slide Layout information.

As you can see, you have many layout options! For now,

please choose the entirely blank slide layout – the first

entry under Content Layouts. Select that layout by

clicking on it.

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Intermediate Microsoft PowerPoint

You can now start to add text and images to your main slide and begin designing your

presentation.

II. Inserting Text

Before you can add text to a PowerPoint slide, you have to first create a Text Box for

the text to reside in. To create a text box, click once on the Text Box icon pictured here.

Note: The Text Box icon should be in a toolbar either on the top or bottom of your

screen. If you do not see it, you can insert a text box with your pull-down menus: Insert _

Text Box.

After you have chosen the Text Box icon, your cursor changes shape to

over the Slide Pane. Place your cursor where you would like the text to be and click it –

it turns to a cross. Hold the mouse button down while “drawing” a small box. It will have

shaded borders, and the blinking cursor is inside the box.

Type: George Washington was the father of our

country.

Then, click anywhere else on the screen.

You can move or resize the Text Box. Click once on the

text.

The shaded box will return, and you will see small white

circles around your image (they are called handles). Click

and drag on one of these; this is how you make the Text

Box larger or smaller. Try resizing the box – you'll notice

that it snaps to the right size to accommodate the amount

of text in your box. If you click and drag on the shaded box

itself, you can move the text box as a whole.

Change the size or appearance of text

It's easy to change the

appearance of the text.

Practice using the formatting

toolbar pictured below to

change the text's size, font,

spacing, justification within

the box, etc.

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Intermediate Microsoft PowerPoint

Word Art

Word Art is a feature that allows you to create colorful text based graphics for your

presentations.

To create a piece of Word

Art, click on the Word Art

icon on your drawing toolbar.

The icon looks like the tilted,

colorful “A” below:

The dialog box to the right will

appear:

This shows you the entire

WordArt Gallery. Choose a

style and click OK.

The dialog box similar to below

will pop-up.

You can type your text in the

box. Once your text has been

typed in you can format it in

anyway you wish. When you are

finished, click OK.

Now you've got a piece of text

art! You can resize it just as you

resized the text box, and you

can do lots and lots of other

things to change its appearance.

You may have noticed the new floating Word

Art toolbar on your screen (or it may appear as

part of the toolbar) that looks like this:

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Intermediate Microsoft PowerPoint

There are many ways to change the appearance of your text using this toolbar. Just to

try one, click on the WordArt Shape,

pictured here. Click on one of the

shapes shown to use it.

III. Insert Clip Art and Image Files

PowerPoint allows you to add pictures to individual slides as either

Clip Art or Image Files. First, try Clip Art:

Choose from your menu: Insert _ Picture _ Clip Art. This brings up

the Insert Clip Art pane on the right-hand side of the screen. Enter a

search term, for example, George Washington. (You may be asked to

insert a CD depending on the version you purchased.) You can move

the clip art by selecting the image, and then clicking on it and dragging

it; and you can resize it by clicking and dragging on the handles, the

white circles that appear on the four corners and midpoints on the

image

Next, try an Image File: Here you import a picture that

you've got saved on a diskette or on your computer's hard

drive. This time choose from your menu, and find the image

you want to use from among your files. When the image

appears on your slide, you can move or resize the image the

same way you did above.

Note: Use only the corner handles to resize

pictures, or you will distort the image as seen below:

CSUS – College of Education Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

IV. Use Images from the World Wide Web

If you don't find the image you want in the Clip Art Gallery or in your own files, one good

option is to take images off the World Wide Web. Most images on the web are stored as image

files, either in the .jpeg (pronounced "JAY-peg") or .gif (pronounced "jiff" with a soft "g")

format. You can copy these files and insert them into your documents.

Let's get a picture of George Washington off the World Wide Web!

First, be sure you're connected and open your browser. Usually people use either Netscape

Navigator or Microsoft Internet Explorer. Once your browser window opens, type this

URL into the Address bar: http://www.yahoo.com/.

When Yahoo! comes up, type George Washington into the search box, and click the

Search button. Yahoo! brings up a list of "hits," one of which is Pictures: find George

Washington Pictures on Yahoo! Picture Gallery.

Click on the link, and choose a picture that you like. Right mouse click on the picture. A

menu will appear. Select the Save Image as ... option if you're using Netscape Navigator.

Select the Save Picture as ... option if you're using Internet Explorer.

Save the image on your desktop. (You may change the name if you desire.) Be sure that

you note the location and the name of the image. You will need to find it in a moment.

Now, return to PowerPoint by either closing your browser or using the ALT and TAB

keys on the keyboard. Once you're back in PowerPoint, choose: Insert _ Picture _

From File, and find the image you just copied from the web. Your image of George

Washington will now appear in your slide. You may change the image's size and location

as you did above.

CSUS – College of Education Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

V. Multiple Slides

Adding Slides

You can add slides by using the New Slide option in the Insert menu. Click on the New

Slide option, and the Slide Layout task pane will appear, allowing you to choose the

layout of your new slide.

When you then click on the OK button, PowerPoint will create a slide and put it into your

presentation. Without getting too fancy, try adding two new slides, and put some text and

an image on each of them.

How can you tell where your new slide will slip in, exactly? Well, it always comes in right

after the active slide. How can you tell which is your active slide? This depends on your

View.

Views

Notice that the View toolbar and menu show several options for how to View your slides.

Once you have added one or two new slides, try choosing these different Views to see

what they each look like.

Here is a brief description of the Viewing options in PowerPoint:

1. Normal view. This is the main editing view, which you use to write and

design your presentation. The view has three working areas: on the

left, tabs that alternate between an outline of your slide text (Outline

tab) and your slides displayed as thumbnails (Slides tab); on the right,

the slide pane, which displays a large view of the current slide; and

on the bottom, the notes pane. You may also have a pane open at the

far right.

a) Outline tab – showing your slide text in outline form, this area is

a great place to start writing your content — to capture your

ideas, plan how you want to present them, and move slides and

text around. In this view, the slide icon is a different shade and

the text (if any) is highlighted.

b) Slides tab — Switch to this tab to see the slides in your presentation as

thumbnail-sized images while you edit. The thumbnails make it

easy for you to navigate through your presentation and to see the effects of your

design changes. You can also rearrange, add, or delete slides. The active slide

has an extra square around it.

c) Slide pane – With the current slide shown in this large view, you can add text,

insert pictures, tables, charts, drawing objects, text boxes, movies, sounds,

hyperlinks, and animations.

d) Notes pane – Add notes that relate to each slide's content, and use them in

printed form to refer to as you give your presentation, or create notes that you

want your audience to see either in printed form or on a Web page.

• If you select a Text or Text or Content Layout in the Slide pane, you may

type text directly onto the slide when you are in Normal view.

• If you open the View menu and select Notes Page (View _ Notes Page)

you will see what the Notes page would look like printed.

CSUS – College of Education Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

2. Slide Sorter View: This view gives you an overall picture of your presentation,

making it easy to reorder, add, or delete slides and preview your transition and

animation effects.

3. Slide Show view: This view allows you to run through the slides as they will appear

in your presentation. Note: In Slide Show view, you'll need to click your mouse once

to move forward one slide. When you have viewed all the slides in the selected Slide

Show view. To exit Slide Show view before the end of the

presentation, look at the lower left-hand corner of the screen.

You should see a graphic like this. Click the mouse button. A menu will appear that

includes an End Show option.

Now you can see what we mean by the active slide.

Deleting Slides

Don't like a slide? No problem. In the Slide Sorter view, select the slide you want to

delete and press the delete key on your keyboard. PowerPoi nt will delete the slide and

reorder your presentation.

VI. Slide to Slide: Editing Slides

When you are editing a multi-slide presentation, you will need to move from slide to slide

to edit. The method of movement and editing depends on the view you are in.

Adding Slides with New Layouts:

To add a slide, go to Insert _ New Slide. The Slide

Layout pane should open. Choose the second Text

Layout.

Click where it says Click to Add Title and type in:

First Semester Requirements

Where it says Click to Add Text, type in: George

Washington Biography Book Review for your first

bullet point. Hit the Enter button on your keyboard to

get to the next bullet.

Add in the following as bullet points:

4) Analysis of the Causes of the Revolutionary War

5) Presentation on the Life of a Founder

6) Standards for Review of Material

Just for practice, change the title of the first slide to

something else, such as "Things I Like to Do with My

Time" – let your imagination get the better of you.

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Intermediate Microsoft PowerPoint

VII. Slide Sorter View

To move from slide to slide in the Slide Sorter view, click on the desired slide. A border

will appear around the selected slide. Double-click on a slide to switch to the Normal

view of that slide. You cannot edit the content of slides in the Slide Sorter view. You

can, however, change the order of your slide in your presentation. Here's how:

Select the Slide Sorter view from the View menu. Let's say you want to move Slide

Three in front of Slide Two.

First, select Slide Three by clicking on it and holding. While holding, move your pointer

over between the first two slides, until a thin vertical line appears where you want the

slide to go.

When you see the thin line, let go of the mouse button, and PowerPoint will place your

slide where you want it. For practice, move a few slides around using this method.

VIII. Editing in Normal View

In Normal view, you'll want to familiarize yourself with the

double-arrowed Previous Slide and Next Slide buttons

pictured at right, which are located on the bottom right

side of the Slide pane, just below the vertical scroll bar.

You can also change slides by moving box inside the

scroll bar up or down Next slide or pressing the Page Up

and Page Down keys.

For practice, scroll through your presentation in Normal view.

To edit in Normal view, click on whatever text you want to edit. You can write yourself

speaker notes to go along with your presentation by using the Click to add notes

section below the Slide pane. Don’t forget that you can also to use the Insert menu to

get to the Notes Page view. Just click once inside the lower box, and type away.

Hyperlinks

One of the main advantages of the new technology is the freedom to create non-linear

experiences. You can use PowerPoint to create linear presentations to accompany

speeches, or you can create non-linear presentations to be reviewed by your audience

on the computer.

To create a document that can be experienced in different orders, you will use hyperlinks

("links") to Web pages or to other slides within your presentation.

You may choose to insert a hyperlink to a Web site so that a person viewing your

presentation can review a Web site immediately. To do so, in Normal view, go to the

slide that used to be called "First Semester Requirements" (and that you changed to

something else, when you exercised your imagination).

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Intermediate Microsoft PowerPoint

We are going to add a hyperlink regarding standards, so select the text in the fourth

bullet point and change it to "Standards for California Teachers: Technology."

Once the text is selected, open the Insert menu and select Hyperlink. The following

dialog box will appear. Make sure that Link to: Existing File or Web Page is

highlighted, as it is here.

In the Address box, type the following URL: http://www.ctc.ca.gov/, then click OK.

PowerPoint will return to Normal view and you will notice that the text that you had

selected has changed color and is underlined. That text is now hyperlinked to the

California Commission on Teacher Credentialing (CTC) page on the web.

To test the link, change to Slide Show view. Once you are at the "First Semester

Requirements" slide, click on your hyperlink. If your Internet connection is open, your

browser will open and take you to the CTC site.

Now, look back at the Insert Hyperlink dialog box above. Did you notice choices on the

left-hand side of the box? This second choice is used to create a link to another slide in

your presentation, and it works just the same as your hyperlink did.

Choose a piece of text in one of your slides to create a hyperlink to another slide in your

presentation. Select the text, open the Insert menu, and click on the Hyperlink button.

The following dialog box will appear.

It works just the same as your hyperlink did. Select the slide to which you wish to link,

and press OK in the Edit Hyperlink dialog box. You have now created an internal link.

Go to the Slide Show view to test it.

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Intermediate Microsoft PowerPoint

Now create links to go back and forth from one page to another. Practice saying, "Now,

remember what we had here..." and then click back, and say, "...and see how that is

completely explained by this."

IX. Spiffing It Up

Global Changes to Your Presentations

There will be times when you will want to make global changes to every slide in your

presentation. For example, you may want to change the color or design of the slides'

backgrounds, or you may want to add a piece of clip art to every slide. There are two

ways of doing this: the Slide Master and the Presentation Design Template.

Slide Master

The Slide Master looks like a regular slide,

but it's not. Any changes you make to the

Slide Master will be made to every slide. For

example, you can change the font of the

lettering of all your slides, or you can insert an

image that will appear on every slide in your

presentation (except your title slide, see

below). Try inserting a piece of clip art into

every lower left hand corner of your

presentation.

First, open the Slide Master by opening View

menu, click on Master, and then click on Slide

Master.

CSUS – College of Education Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

Once the Slide Master is open, insert a picture as you did with individual slides: click on

Picture in the Insert menu, then click on the Clip Art option in that menu, and finally,

select the image you like and click on Insert. Change the size and location of the image

as discussed above. (Remember to use the handles.)

To exit Slide Master, simply click on Close Master View button

on the Slide Master Toolbar, which automatically opened with the

Slide Master. If you go into either Normal or Slide Sorter view,

you will see that the changes you have made appear on every

slide in your presentation.

Presentation Design Template

PowerPoint allows you to change the overall look of your

presentation at any time, regardless of whether you use a pre-set

presentation or create it yourself.

To change your presentation design, select Slide Design in the

Format menu. The Slide Design pane will appear on the right-

hand side of the screen.

You can preview the designs by clicking once on the design

names. You will see that every slide in your presentation has been

changed to the new design you chose from the menu.

Presenting Your Slide Show

There are some fairly sophisticated methods of presenting your

slide show, including adding narration, using an electronic "pen" to

circle items during the presentation and adding hyperlinks to your presentations. You

should explore these possibilities on your own. Here are some basics on preparing your

slide show.

Slide Transitions

As you know, any time you choose Slide Show, your entire screen will display your

slide, and you need to click your mouse once to get from slide to slide. If this seems

unclear, try it out now. To go back or to end the show, click End Show from the menu

that appears when you click the icon at the bottom left-hand side of the screen.

Now, if you do not want to have to click through your presentation, you can have it run

automatically by using the Slide Transition option from the Slide Show menu. The

Slide Transition pane pictured below will appear.

You will notice that the Slide Transition is currently set to advance each slide on mouse

click. If you want the slides to advance automatically, click on the automatically after

box and set the number of seconds that each slide will appear before PowerPoint

displays the next slide. Then press the Apply to all Slides button. This will apply the

transition timing to all slides.

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Intermediate Microsoft PowerPoint

You could also have set different timing for each slide

individually, by pressing the Slide Show button rather than

the Apply to all Slides button.

If you plan to do that, you should know that you will only

apply the transition options to the arrival of the slide you

were working on when you opened the Slide Transitions

pane. If you want to work on a slide's disappearance, you

can click onto the slide that follows it, and then open Slide

Transition.

The Slide Transition pane does a number of things in

addition to setting the timing of the presentation. Poke

around and explore the different Slide Transition effects

and, if your computer has the capability, the transition

sounds.

Once you have set the timing, the transition effects and the

transition sounds (if you want any), run the presentation to

see if you like what you have done. If you don't like it,

return to the Slide Transition pane to change it.

Animation Effects

PowerPoint makes it very easy to bring your presentations

alive by animating either text or images. By "animation,"

we mean having the text or images arrive in different ways

onto the slide. Let's give it a try.

Go to the slide in which you placed an image or piece of

clip art. Right mouse click on the image. The menu

pictured to the left will appear. Once it does, click on

Custom Animation. The Custom Animation pane will

now appear on the right-hand side of the screen.

To choose how your picture will arrive on the slide, click

on the Add Effect button.

Select Entrance, and then

one of the options.

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Intermediate Microsoft PowerPoint

Just below Modify: there are several boxes:

Start, Direction, and Speed. Under Start, you

can choose whether you want your animation

to run automatically, or to run on your mouse

click. Choose one, and then also choose a

direction and speed. Try out your handiwork

by running your slide show.

Please note that by pressing the down arrow

next to the effect you just added, you can add

sounds and other effects. If you would like to

add a prerecorded sound or music, you will

scroll down the list to Other Sound and then

navigate to it.

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Intermediate Microsoft PowerPoint

X. Printing

There are at least two ways to print out your work. We recommend that you go first to the

File menu and select Print Preview to see what the work will look like printed out. You

may view and then print slides, handouts, outlines and notes pages:

• Slides: (watch out – this uses a large amount of ink to print!) You might choose to

print only the slides and use them as handouts. Slides print one per page and can be

sized to fit a variety of paper sizes. Slides can also be sized to fit standard

transparencies (for overhead projectors), 35mm slides, or you can customize the fit

and orientation.

• To see what your slides will look like when they print, on the File menu, click Print

Preview, and make any changes you want.

• On the Print Preview toolbar, in the Print What box, click Slides.

• On the Print Preview toolbar, click Print.

• Note: If you want to print out slides in color, on the View menu, point to

Color/Grayscale, and then click Color. You must have a color printer selected as

your default printer to preview the slides in color in Print Preview.

• Handouts: You can design and create handouts similarly to the notes pages. However,

you can choose from many layout options for printing: from 1 slide per page to 9 slides

per page. The 3-slides-per page option includes lined space for note-taking by the

audience. For additional layout options, you can send the presentation to Microsoft Word.

Headers and footers on handouts are separate from the headers and footers on the slides.

• On the File menu, click Print Preview.

• On the Print Preview toolbar, in the Print What box, click the Handout layout

option you want.

• To choose the page orientation, click on or on the

toolbar.

• On the Print Preview toolbar, click Print.

• Note If you want to print handouts in color, on the File menu, click Print Preview.

Then on the View menu, point to Color/Grayscale, and then click Color. You

must select a color printer as your default printer to do this.

• Outline: You can choose to print all the text in your outline or just the slide titles, in

either landscape (horizontal) or portrait (vertical) orientation. The printout might look

different from the screen display; while you can show or hide formatting (such as bold

or italic) in the Outline pane on screen, on the printout the formatting will always

appear.

• In Normal view, click Expand All button to show just the slide titles or all levels of

text.

• On the File menu, click Print Preview.

• In the Print What box, click Outline View.

• On the Print Preview toolbar, click Print

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Intermediate Microsoft PowerPoint

• Notes Pages: Print your notes pages either for your own use when delivering a

presentation or to include as handouts for your audience. Notes pages can be

designed and formatted with colors, shapes, charts, and layout options. Each notes

page includes a copy of the slide it refers to and prints one slide per page, with the

notes printed under the slide image.

• On the File menu, click Print Preview.

• On the Print Preview toolbar, in the Print What box, click Notes Pages.

• To choose the page orientation, click Portrait or Landscape on the toolbar.

• On the Print Preview toolbar, click Print

A second way to print your work is to choose Print from the File menu. (File _ Print)

CSUS – College of Education Dr. Bruce A. Ostertag

Intermediate Microsoft PowerPoint

XI. Saving PowerPoint as a Web Page Document [Bonus Activity]

For more advanced users, you may wish to try and save your PowerPoint document for

use as an internet web page. You can do this rather simply by the function you use

under the File menu.

Open up File and scroll down to Save as Web Page.

Select this option.

You will then see a screen that looks like the following.

You’ll notice that Word saves your document file name

followed by .htm.

Notice that the Save as type: selected for you is automatically Web Page.

Just click on Save to complete.

That’s it!

A note of caution: Microsoft PowerPoint does not always save your

web document exactly like it appears as a regular word-processed

file. Spacing, graphics, fonts, transitions, animations, etc., can appear

differently on viewing computers using different browsers. It is recommended you

“clean-up” the saved web page by opening your saved .htm in a web page editor (e.g.,

FrontPage, Claris Homepage, and Dreamweaver).

That’s plenty. Congratulations on completing this activity!

Special thanks to Jane Tillis for her invaluable assistance in developing this tutorial.