Introduction to Presentations - University of Sussex



Introduction to Presentations

Course documentation

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University of Sussex

IT Services March 2004

Table of Contents

Introduction to Presentation 1

The Main PowerPoint Window 1

The Status Bar 2

The Toolbars 2

Common Tasks Buttons 2

Understanding PowerPoint Views 2

Slide sorter view 3

Starting PowerPoint 3

Creating a New Presentation 3

AutoContent Wizard 4

Template 4

Blank Presentation 4

Creating Your First Presentation 4

Entering Text 5

Adding a Template ( Applying a Design) 6

Changing the Layout 7

Entering Drawings 8

Moving through the Slides 9

Deleting Slides 9

Saving a Presentation 10

Running a Presentation or Viewing a Slide Show 10

Demonstration of Printing 11

Printing the Presentation 11

Choosing Slide Format 11

Printing from PowerPoint 12

Closing the Presentation 13

Changing the Look of Your Presentation 14

Applying a New Design 14

Changing the Bullet (Optional Task) 14

Changing the Background of Slides 16

Moving the Order of Slides 16

Creating Notes Pages 17

Special Effects in PowerPoint 18

Opening the Presentation 18

Adding Effects to the Bulleted list 18

Adding a further Effect to the title 20

Adding Slide Transition 20

Creating a Slide Master 21

Introduction to Presentation

Microsoft PowerPoint is an easy-to-use program for making professional-quality presentations in a variety of formats, including on-screen computer slide shows, black-and-white or colour overheads and 35mm slides. You also have the option of creating your outline, speaker's notes and audience hand-outs, all in one file.

• Slides are individual “pages” of information

• A Presentation is a series of slides, notes and handouts covering a topic.

The Main PowerPoint Window

The following illustration identifies each part of the PowerPoint Window :

The Status Bar

As in other Windows programs, the Status bar displays messages as you work. Normally, it will tell you which slide you are working on in addition to providing a short message about any command you should choose.

The Toolbars

The window can look different depending on which toolbars are displayed.

From the View menu, select Toolbars to see which toolbars are available. The default set-up is as shown below.

The common tasks toolbar has the following buttons:

Common Tasks Buttons

The Common Tasks button are available from the Formatting toolbar.

|Click |To... |

|New Slide... |+M Insert a new slide with a layout of your choice. |

|+M | |

|Layout... |Change the current slide’s layout. |

|Apply Design... |Apply or change the template for your presentation. |

Understanding PowerPoint Views

Microsoft PowerPoint comes with different views to help you while you are creating a presentation. The two main views you use in PowerPoint are normal view and slide sorter view. To easily switch between views, you click the buttons at the lower left of the PowerPoint window.

Normal view contains three panes: the outline pane, the slide pane, and the notes pane. These panes let you work on all aspects of your presentation in one place. You can adjust the size of the different panes by dragging the pane borders.

Outline pane   Use the outline pane to organize and develop the content of your presentation. You can type all of the text of your presentation and rearrange bullet points, paragraphs, and slides.

Slide pane   In the slide pane, you can see how your text looks on each slide. You can add graphics, movies, and sounds, create hyperlinks, and add animations to individual slides.

Notes pane   The notes pane lets you add your speaker notes or information you want to share with the audience.

These three panes are also displayed when you save your presentation as a Web page. The only difference is that the outline pane displays a table of contents so that you can navigate through your presentation.

TIP* It is possible to view your presentation in five ways. To switch between views, click on the button you require at the bottom left of the PowerPoint window.

Slide sorter view

In slide sorter view, you see all the slides in your presentation on screen at the same time, displayed in miniature. This makes it easy to add, delete, and move slides, add timings, and select animated transitions for moving from slide to slide. You can also preview animations on multiple slides by selecting the slides you want to preview and then clicking Animation Preview on the Slide Show menu.

Starting PowerPoint

There are several ways to start PowerPoint. You can use the Start button or click on the shortcut bar.

When the PowerPoint program window appears on the screen, you will see the PowerPoint start-up dialogue box (as shown below).

Action Steps

| |What you type or do |What happens |

| |Click on the PowerPoint icon on the |PowerPoint is opened |

| |toolbar | |

To begin working with PowerPoint, you will need either to open an existing presentation or create a new presentation using one of four available options.

Creating a New Presentation

Whether your presentation will be in the form of an electronic slide show, 35 mm slides, overheads or just paper print-outs, the process of creating a PowerPoint presentation is basically the same.

If you just started PowerPoint,

← Select any of AutoContent Wizard, Template or Blank Presentation from the PowerPoint start-up dialogue box

← Click OK.

If PowerPoint is already running,

← From the File menu, choose New... or click on the New button on the Standard toolbar. PowerPoint will display the New Presentation dialogue box.

AutoContent Wizard

The AutoContent Wizard is useful for certain categories of presentations, particularly business-oriented, and if you need assistance in organising what you want to say. PowerPoint creates 9 slides for you and suggests an effective outline for delivering the type of presentation you selected.

← Select the AutoContent Wizard - you get a series of dialogue boxes that prompt you for the title and category of your presentation.

← After completing the steps, your presentation will appear in Outline view.

← Replace the text in the outline with the content of your presentation -The Cue Cards window gives you directions on how to proceed.

Template

With the Template option, you begin creating slides right after selecting a template for your presentation. A template is an overall design, complete with text formats, colour scheme and background, for your slides

← Select Template, a dialogue box appears, displaying the directory tree where the templates are stored. PowerPoint templates are organised in subdirectories inside the main template directory.

← Select a subdirectory based on the type of presentation you're creating:

← For black-and-white overheads, choose bwovrhd

← For colour overheads, choose clrovrhd

← For slide shows or 35mm slides, chose sldshow

← Double-click on the subdirectory to list the names of the template files. When you click on a file name, you get a preview of the template's design and colour scheme in the lower right side of the dialogue box.

← Once you've made your choice, click on Apply.

← You will get the New Slide dialogue box prompting you to "Choose an AutoLayout" for the first slide of your presentation.

You can change the template at any time by selecting the Format menu and choosing Presentation Template... or clicking the Template button on the status bar.

Blank Presentation

The Blank Presentation option uses the default presentation file as the template for your new presentation, named default.ppt. The default presentation has a plain vanilla look that is useful for users who want to design their slides from scratch, or anyone who may want to develop their presentation content now and decide on a template later.

← Select Blank Presentation to create a new presentation -you will immediately get the New Slide dialogue box

Creating Your First Presentation

We are going to create a presentation, consisting of 5-8 slides, for a Company called “Hats and Things”.

You will start by using Blank Presentation to create the first slide:

Action Steps

| |What you type or do |What happens |

| |Select New.. from the File menu |A dialogue box offering different types of|

| | |PowerPoint slide is offered. |

| |Select Blank Presentation from the |This opens the Slide Layout dialogue box |

| |PowerPoint dialogue box and Click on OK | |

| |Choose the slide layout in the top |You have chosen the Title Slide. |

| |left-hand corner and Click OK | |

Entering Text

The text in a slide is inside a frame, called a placeholder, this frame needs to be activated before you can enter text.

Action Steps

| |What you type or do |What happens |

| |Click on Click to add title to activate |You can now type text into this box |

| |the placeholder | |

| |Type “HATS AND THINGS” |This becomes the title |

| |Click in the next placeholder, Click to |This becomes the sub-title |

| |Add Sub-Title, and type “ Annual Report” | |

| |Click anywhere outside the placeholder |To finish editing the text |

Adding a Template ( Applying a Design)

To add a Design/Theme/Style/Master Slide/Template to a presention you need to choose a suitable template:

Action Steps

| |What you type or do |What happens |

| |Click on the Right hand mouse button |A context sensitive menu appears on the screen. |

| |anywhere over the slide | |

| |Select the Apply Design menu item |Opens a dialogue box to choose the design |

| |Click on the Look in choice button to move|The Look in box allows you to move into different |

| |out of the current folder to move up a |folders or drives, to find the appropriate. |

| |level. (see below) | |

| |Trace to |

| |C:/Program Files/Microsoft Office/Templates/Presentation Designs |

| |In the File Names box scroll down the list|Selects a template |

| |and select Project Overview by clicking on| |

| |it | |

| |Click on Apply |Applies the chosen template to all slides |

Your slide will now have a blue background and some lines.

You are now going to add the next slide:

Action Steps

| |What you type or do |What happens |

| |Click on the New Slide button in the |The slide layout dialogue box will open |

| |bottom right of the Window | |

| |From the Slide Layout dialogue box, select|A slide layout is then chosen |

| |the layout called Bulleted List | |

| |Click on OK |A new slide will be created with the |

| | |chosen layout |

| |Click in the Title placeholder to activate|The title will appear above the bulleted |

| |it: type Marketing |list placeholder |

| |Click in the placeholder containing the |The placeholder has been activated. Text |

| |bullets. |can now be added to the bulleted list |

| |Type Product and press (Enter( |Product appears in the bulletted list |

| |Continue in the same way until all the |This produces the bulletted list |

| |text below has been entered: | |

| |Price | |

| |Promotion | |

| |Click outside the placeholder. |To finish editing the text |

Changing the Layout

You decide that you would like a picture to illustrate this slide - The easiest way to do this is to choose a layout that includes a drawing.

Action Steps

| |What you type or do |What happens |

| |Click on the Slide Layout... button in the|This opens a dialogue box with a choice of|

| |common tasks toolbar |slide layouts |

| |From the dialogue box choose the slide |This selects a slide layout to be used. |

| |layout: Text and Clip Art ( bottom left) | |

| |Click on Apply to change the slide layout |This applies the chosen layout |

Entering Drawings

PowerPoint comes with its own set of drawings that can be inserted into a slide very easily.

Action Steps

| |What you type or do |What happens |

| |Double Click on the Clip art placeholder. |This opens the ClipArt Gallery |

| |Choose the category Shapes |Shows a selection of pictures |

| |Choose the drawing Star |Selects the star picture |

| |Choose Insert to enter the drawing into |The Star is pasted into the slide |

| |the slide | |

Your first two slides should look like this, but in colour:

Create the following slides in the same way but choosing the correct layout for each as you proceed:

The text shown the slides below is given on the next page. You are, of course, free to type in anything yourself.

|Slide 3: Product |Slide 4: Price |

| | |

|Design |Introductory Offers |

|Production |Seasonal Offers |

|Ideas |Sales |

| |Promotional Offers (e.g. Easter Bonnets |

|Slide 5: Promotion |Slide 6: Sales Summary | |

| | | |

|Sales |Regional Sales Areas |Types of Sales |

|Advertising |North |Hats |

| |South |Bonnets |

| |East |Caps |

| |West |Top hats |

| | |Bows |

| | | |

Moving through the Slides

To move through the slides you have created, use one of the following methods:

← Drag the button on the scroll bar up or down to go to a particular slide

or

← Use the double arrow buttons to move to the previous or next slide

Deleting Slides

You decide that you do not like slide 6, so you delete it following the steps below:

Action Steps

| |What you type or do |What happens |

| |Use the above methods to find the slide |Moves to the slide to be deleted |

| |From the Edit menu, select Delete Slide |The slide is deleted. |

Tip* Using Slide Sorter (later) is a better way to organise a presentation.

Saving a Presentation

Save the file on to the a: drive in the normal way. Call it Hats and Things.

Action Steps

| |What you type or do |What happens |

| |From the File menu, select Save As... |Opens the Save As... dialogue box |

| |Select floppy drive a:/ drive in the Save |The floppy drive is selected. This is |

| |in box |where files will be saved to. |

| |Type a file name in the File Name box (use|This gives the presentation a filename |

| |Hats and Things) | |

| |Click on Save |Saves the presentation |

Running a Presentation or Viewing a Slide Show

Once you have made the slides for a presentation, you can run it as a slide show.

Action Steps

| |What you type or do |What happens |

| |Press |Moves to the first slide |

| |Click on the Slide Show button in the |The presentation appears on the whole |

| |bottom left of the Window |screen. |

| |Click the left hand mouse button or press |Moves to the next slide |

| |the | |

| |Click the right hand mouse button. |This will provide a choice of moving to |

| | |the next or previous slide and other |

| | |options. |

When you reach the end of the show, PowerPoint returns you to Slide View

Note: To leave the Slide Show at any other time, press escape.

*Tip

While running a presentation:

Press Key to replace the slide with a black Screen

Press ................
................

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