Your first assignment will consist of the following Word ...



Creating Marketing Materials using MS PowerPoint

Microsoft PowerPoint is used to create beautiful and professional electronic presentations. However, because PowerPoint is similar to Microsoft Publisher, you can use it for desktop publishing to create simple to sophisticated publications. You can create publications to advertise the sale of an automobile, a home, or any items, services, or products being offered. PowerPoint is usually bundled with most Microsoft Office Suite software, so there is no need purchase PowerPoint or Publisher separately, both of which can be rather expensive.

The following set of instructions will provide basic knowledge for using PowerPoint, as well as instructions for creating a simple ‘Home for Sale’ publication (see last page for sample). The process of designing a simple publication using these instructions will take approximately 30-45 minutes. More elaborate publications can take hours. Print these instructions to use as a guide through each step of the design process.

Note: These instructions are for individuals with skills that include the ability to easily locate photos or files within a computer and the ability to drag and highlight objects and text using a computer mouse.

List of Equipment and Materials Needed

▪ A COMPUTER

▪ Windows 2000 or up

▪ Microsoft PowerPoint

▪ Color printer

▪ Paper (glossy is best)

▪ Photos of items for sale (if applicable)

▪ A well defined message

Before the Design Process

BEFORE BEGINNING THE DESIGN PROCESS, THERE ARE A FEW THINGS TO KEEP IN MIND IN ORDER TO DESIGN A PUBLICATION THAT POPS, OR GETS THE AUDIENCE’S ATTENTION.

1. Define the main point – figure out the audience, the message, and the tone to set.

2. Sketch the ideas on a blank paper to clarify the look ahead of time.

3. Follow these basics of good design:

a. Limit the number of elements on a page.

b. Use white space on a page as it helps make things stand out.

c. DO NOT use more than three different fonts in a publication.

d. Use color sparingly.

e. Do not scatter text all over the page.

4. Create consistency by repeating design elements throughout an entire publication.

5. Keep alignment consistent within publication.

6. Use contrast to attract a reader’s eye and draw them to what is important.

7. Benchmark designs or styles of other well-designed publications.

Procedure

OPENING THE POWERPOINT APPLICATION PROGRAM

1. Click the ‘Start’ button at the bottom left of the computer screen.

2. Click on ‘Programs.’

3. Select ‘Microsoft Office.’

4. Select ‘Microsoft Office PowerPoint.’

Opening the a PowerPoint Publication

Most PowerPoint applications will display a blank publication upon opening. If not, use the Menu toolbar (Fig. 1) to open a new publication.

[pic]

Figure 1: Menu Toolbar

1. Click on ‘File.’

2. Click ‘New.’ In Windows XP this should display the ‘New Presentation’ task pane on the left hand side of the screen.

3. Click on ‘Blank Presentation.’

Warning: Always save the publication from the onset. Give the publication a name and save frequently in case the computer locks up and shuts down. This prevents work from being lost.

( Tip: A quick way to save work done is to use the keyboard shortcut Ctrl + S (while pressing ‘Ctrl’, press the ‘S’ key.) This is a great tip to remember at the end of typing a long paragraph or formatting a publication. Don’t lose your work!

Page Setup

Notice that PowerPoint’s default page orientation is ‘Landscape.’ For this demonstration, ‘portrait’ orientation will be used.

1. Click ‘File’ on the Menu toolbar (Fig. 1).

2. Click ‘Page Setup.’ The Page Setup menu will appear (Fig. 2).

3. Click on ‘Portrait’ under ‘Slides’ and at ‘Notes, handouts & outline,’ located at the ‘Orientation’ section of the Page Setup task pane.

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Figure 2: Page Setup Menu

Display Essential Toolbars

Make sure that three essential toolbars are displayed on the screen, as these toolbars will be used in creating the publication.

1. Click ‘View’ on the Menu toolbar (Figure 1).

2. Click ‘Toolbars.’

▪ A dropdown menu will appear displaying available toolbars.

▪ A ( will display by the toolbars currently being displayed on the PowerPoint screen.

3. Confirm that there is a ( by ‘Standard,’ a ( by ‘Formatting’ and a ( by ‘Drawing.’

4. If a toolbar is not checked, click on it to select it.

5. Repeat Steps 1 and 2 to select each toolbar mentioned above.

The following toolbars should be displayed on the PowerPoint screen (Fig. 3). The first two will appear at the top of the screen, and the third one will appear at the bottom.

1. [pic]

2. [pic]

3. [pic]

Figure 3: 1 = Standard Toolbar, 2= Formatting Toolbar, 3 = Drawing Toolbar

Customizing Toolbars

Because command icons on toolbars vary in configuration from one computer to another, the next few steps provide instruction on how to customize any toolbar. This step may come in handy if any commands are missing.

To add a command to a toolbar:

1. Click ‘View’ on the Menu toolbar (Fig. 1).

2. Click on ‘Toolbars.’

3. Click on ‘Customize’ located at the very bottom of the dropdown menu. The ‘Customize’ window will display.

4. Click on the ‘Commands’ tab.

5. Select a category from the ‘Categories’ list.

6. Select and drag a command icon from the ‘Commands’ list to a toolbar.

▪ If, for instance, a command with a formatting function has been chosen, it will readily drop into the Formatting toolbar upon release using the mouse.

Designing the Publication

INSERTING PHOTOGRAPHS OR LOGOS

Photographs will get a reader’s attention, so the first step in designing a publication featuring any item for sale is to insert crisp, clear photographs. Logos can be inserted in the same manner. Use Windows compatible photos or images, e.g. .jpeg, .jpg, .tiff, or .gif files.

1. Click the ‘Insert Picture’ icon located on the ‘Drawing’ toolbar at the bottom of the screen, (Item A, Fig. 4). The ‘Insert Picture’ task pane will display prompting a search for the location of the photo.

2. Find the photograph or logo and select it for insertion by double-clicking directly on the photo or photo name. This will place the photo into the publication.

3. If necessary, first locate and select the file folder in which the photo or logo is located, and then double-click on the photo for insertion.

A [pic]

Figure 4: Drawing Toolbar

1. Drag to the object to the desired area of the publication. Leave room for a header or title at the top of the publication (to be inserted later).

2. Follow steps 1 through 3 to insert and arrange several photos.

Resize a Photo

1. Hover the mouse over one of the small white circles located at any corner of the photo. A resize arrow will appear.

2. Click on an arrow and drag forward or backward to resize the photo.

(Tip: To undo or redo actions while designing a publication, click the ‘Undo’ or ‘Redo’ icon as many times as necessary (Fig. 5). Note: Clicking on ‘save’ will deactivate this option until new steps/actions are taken.

Undo | Redo

[pic]

Figure 5: Standard Toolbar, Redo & Undo Options

Creating Headers and Titles using WordArt

WordArt brings pizzazz to publication headers and titles. There are several styles to choose from. Using the area saved for a header:

1. Click ‘WordArt’ located at the Drawing toolbar (Fig. 5). The ‘WordArt Gallery’ task pane will display providing several font styles from which to choose.

2. Choose a style. The ‘Edit WordArt’ task pane will appear providing font style and size options.

3. Type in desired text in the ‘Text:’ box.

4. Drag the newly created WordArt to the desired area of the publication.

5. Resize in the same manner as a photo, or double-click the text box to edit the style and size.

A B C D E F

[pic]

Figure 6: Drawing Toolbar items A, B, C, D, E, and F.

Changing WordArt Font and Font Outline Color

Change font and font outline color of WordArt by clicking directly on the existing WordArt text box within the publication.

1. Click on the WordArt text box within the publication to activate it.

2. Click ( next to ‘Fill Color’ to change the font color (Item C, Fig. 6).

3. Click ( next to ‘Line Color’ to change the font outline color (Item D, Fig.5).

Inserting Text for Paragraphs

Use regular text to write up an introductory paragraph about the item for sale.

1. Click ‘Text Box’ (Item A, Fig. 6).

2. Hover over the desired area of the publication with the mouse.

3. Click in the publication and drag to the right to create a text box. Click again to finish. (Don’t worry about the size of the text box, as it will adjust to the quantity and size of text).

4. Type an introductory paragraph about the item being offered.

Creating a Bulleted List

Use a bulleted list to describe features or details. Use short, concise sentences.

1. Place a text box at a desired location within the publication (See ‘Inserting Text’ instructions)

2. Click inside the text box.

3. Click the ‘Bullets’ command (Item C, Fig. 7).

4. Begin typing a sentence describing the item for sale. (The bullets will appear upon typing in text).

5. Click ‘Enter’ on the keyboard. A new bullet will appear on the next line to begin a new sentence.

Changing Font Size, Style, and Color

Change the size, style, and color of by highlighting the text in question or by clicking directly on the border of the text box.

1. Highlight the desired text using the mouse.

2. Click ( next to ‘Font’ and select a font style (item A, Fig.7).

3. Click ( next to ‘Font Size’ and select a font size (item B, Fig. 7).

4. Click ( next to ‘Font Color’ and select the font color (item C, Fig. 7).

A B C

[pic]

Figure 7: Formatting Toolbar, items A, B, C, and D.

Creating colored borders

1. Click on a photo or text box.

2. Click ( next to ‘Line Color’ icon (Item B, Fig. 8).

3. Choose a border color (use ‘More Fill Colors’ option to find other available shades).

4. Click ( next to ‘Line Style’ to select the thickness of the border (Item C, Fig. 8).

Filling text boxes with color or creating transparent text boxes with the ‘No Fill’ option

1. Click on a text box.

2. Click ( next to ‘Fill Color’ and choose a color, or choose ‘No Fill’ at the top of the Fill pane for transparent text boxes (Item A, Fig. 8).

A B C

[pic]

Figure 8: Drawing Toolbar, Items A, B, and C.

( Tip: Use the ‘No Fill’ function to place transparent text boxes over photos or images. By using this option, only the text is visible, eliminating any background color usually present with text boxes. (See text element at the bottom right of Figure 9).

Previewing and Printing

Once you have completed the publication, it is time to print the publication. Use the ‘Print Preview’ command to preview the publication before printing. Do this to check for alignment and formatting issues before printing to save on ink and paper. Once you achieve the desired design, feel free to do a test print.

1. Click on [pic] located on the Standard toolbar to preview the publication.

2. Click ‘Close’ to return to the original publication.

3. Click ‘File’ on the Standard toolbar, then click ‘Print.’ The Print Task pane will appear.

4. Select the number of copies to print. (Print only one as a test print).

Figure 9 is an example of a publication or flyer that can be created using the instructions provided. With these simple to follow instructions and continued practice, designing an impressive, professional looking publication is easy.

[pic] Figure 9: Sample Publication

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