PowerPoint Tutorial

A Guide to A Guide to PowerPointPowerPointA Guide to A Guide to PowerPointPowerPoint

PowerPoint

• PowerPoint is a part of the Microsoft Office package.

• It is a presentation software program that has many of the functions available in Microsoft Word.

PowerPoint Continued

• To display a presentation, you need:– A computer (desktop or laptop)– LCD projector– White board or screen for projection

Seeing (and Hearing) Is Believing

• PowerPoint presentations can enhance understanding and retention of concepts.

• Audiovisual aids should be relevant to the speech topic.

Designing Presentation Aids

• Do not add too much content.– Keep bullets short

• Visual aids should:– Reinforce– Support– Summarize what you say

Simplicity

Designing Presentation Aids

• Use the same design throughout your presentation

Continuity

Designing Presentation Aids

Continuity

• Maintain continuity in:– Colors– Fonts– upper and lowercase letters– Styling

• Boldface• Underlining• Italics

Designing Presentation Aids

• Typeface:– a specific style of lettering• Arial• Times Roman•Courier New• Tahoma• Monotype Corsiva

Typeface

Designing Presentation Aids

• Fonts:– sets of sizes (called the point size)

• 24 point• 20 point• 18 point• 16 point• 10 point

– upper and lower cases

Font Size

Designing Presentation Aids

• Check that your lettering stands apart from your background.

• Use a typeface that is simple, easy to read, and doesn’t distract from your message.

• Don’t overuse boldface, underlining or italics. Use upper-and lowercase type.

Typeface Style And Font Size

Designing Presentation Aids

• Use bold, bright colors to emphasize important points.

• Use softer, lighter colors.• Avoid dark backgrounds.

Color

A How-To Guide for A How-To Guide for Using Microsoft Using Microsoft PowerPoint as a PowerPoint as a Presentation AidPresentation Aid

A How-To Guide for A How-To Guide for Using Microsoft Using Microsoft PowerPoint as a PowerPoint as a Presentation AidPresentation Aid

How-To Guide to PowerPoint

• This guide offers straightforward advice that will help you use Microsoft PowerPoint to create effective and enjoyable presentations.

You don’t want your slides to look like this:

Title too small

Font is small and hard to read

Texts overlap and have strange formatting

Clip art is too large; only one piece is necessary

Colors on the slide are distracting

Let’s Begin!

• PowerPoint is a Microsoft application.

• If you are proficient in programs such as Word and Excel, you are already familiar with over 100 common commands used by Microsoft Office software.

Let’s Begin!

• NOTE: All of the icons, example buttons, and toolbars shown in this slide show are taken from the PC version of PowerPoint. The Macintosh version is similar, yet slightly different.

To Use PowerPoint• Become familiar with the toolbars• Select your presentation option• Learn how to create a slide• Learn how to organize design elements• Learn how to balance design elements

Learning the Toolbars

View buttons

Common tasks toolbar

Format-ting toolbar

Menu bar

Standard toolbar

Drawing toolbar

Learning the Toolbars• The Menu bar

• The Standard toolbar

• The View toolbar

• The Drawing toolbar

• The Formatting toolbar

• The Common Tasks toolbar

Learning the Toolbars• The Menu bar contains the commands for

which shortcuts exist on the toolbars.

• For instance, under File you can find the option to

Save your presentation, which is also available on

the Standard toolbar.

• In the Formatting menu, you can click on

Alignment and change the flow of text on your

screen. You can also click one of the alignment

icons on the Formatting toolbar to perform the

same task.

Learning the Toolbars

• The Standard toolbar contains a number of useful shortcuts:

•New presentation•Open a new or existing presentation

•Save•Print•Spelling

Learning the Toolbars• The Standard toolbar also includes a

number of other shortcut features:

• Insert a Microsoft Word Table

• Insert a Microsoft Excel Table

• Insert a Chart

• Insert Clip Art

• The Office Wizard. When you click this and type a question, it will search the Help index for possible answer.

Learning the Toolbars• The View toolbar gives different

options for viewing slides:• Slide View: shows slides one by one• Outline View: shows an outline of all slide text• Slide Sorter View: places all the slides on one

screen in slide format• Note Pages View: allows you to add and read

notes below each slide• Slide Show: allows you to see the presentation

Learning the Toolbars• The Drawing toolbar gives shortcuts to:

• AutoShapes: draw lines, arrows, rectangles, and ovals; access the AutoShapes menu

• Text boxes: draw these where you wish to add text on a blank slide or add text to an existing slide

• Line color, font color, and fill color options, with menus

• Dash style and 3-D options• The Draw button presents a menu of other ways to

manipulate your text and clip art, including rotation, alignment, and alterations to AutoShapes.

Learning the Toolbars

• The Formatting toolbar allows you to:• Change font• Change font size

• Add boldface, italics, underlining, and shading to text

• Create animation effects

• Change paragraph alignment

Learning the Toolbars• The New Slide button inserts a new

slide directly following the slide currently being viewed.

• The Slide Layout button gives choices of layouts for different pre-designed text box and clip art formations.

• The Apply Design button gives pre-designed slide aesthetic options.

Learning the Toolbars

• Finally, on the View menu you can choose which toolbars are available at any give time:

•Click View•Scroll down to Toolbars•Select or deselect your preferences

Select Presentation Option

• When PowerPoint launches you will see the screen above.

• Here you select how you would like to create your presentation.

Select Presentation Option• The AutoContent

Wizard is useful for those who are unfamiliar with PowerPoint or who need extra help.

• It sets up an index of slides with preloaded titles, points, subpoints, and designs.

Select Presentation Option

• The Template option provides moderate flexibility in designing presentations.

• You choose from 28 templates to organize your points, subpoints, and design.

Select Presentation Option

• The Blank Presentation option offers the most flexibility.

• Users customize every aspect of the design for each individual slide.

• The following slides will teach you how to work from Blank Presentation.

How to Create a Slide• Click New Slide to select a layout for

the title slide.• To change the color of the slide either

right-click it and select Slide Color Scheme or select Format and then Slide Color Scheme from the Menu bar.

How to Create a Slide• You choose the color scheme and

format of the slide, and if you wish you can also apply these choices to all of the following slides.

• You can change the color scheme of one or all of your slides at any time.

How to Create a Slide• To change the order of the slides, first

select Slide Sorter View ( ) from the View toolbar. You can move slides by cutting and pasting or dragging and dropping

• To delete a slide, either click on it while in Slide Sorter View or go to it in Slide View ( ), then select Edit from the Menu bar and click on Delete Slide.

Organizing Design Elements

• Text• Clip art and pictures• Animation effects• Balancing the

elements

Organizing Text

As you can see

from this slide, text

boxes can be

put anywher

e.

Click on the icon on the Drawing

toolbar.With the cursor, draw the approximate size you need for your text.

Organizing Text• You can expand the box to include more text or make it

smaller to make room for other design elements on the slide.

• The pre-designed selections from the Slide Layout screen offer the most logical and often-used layouts.

Organizing Text• Use a readable font and font size

for each different aspect of the page (a good size range is between 20-60 points).

• Be consistent from slide to slide with fonts and font sizes.

• Choose colors that will ensure that your text is readable and your slides do not appear distracting.

Organizing Text• Don’t use too many

different fonts.• DON’T USE ALL CAPS.• Avoid fonts that are

distracting:– Braggadocio– OzHandicraft BT– Shelley Volante BT

Organizing Text• Don’t include your entire speech on the

slides. Instead highlight important points.• To determine what information is best to

include in your presentation, you should:•Review your speech outline.•Identify points that can be illustrated,

such as key terms and their definitions, statistics, or charts and graphs.

Organizing Clip Art and Pictures

• To insert clip art onto your slide you can:

•Select a slide layout that has a set space for clip art. When working on that slide, simply double-click on the clip art space and it will take you to the Microsoft Clip Gallery.

•Use the Insert menu, click Picture, and then select Clip Art.

•Click on the shortcut icon:

Organizing Clip Art and Pictures• To insert your own photos or graphics

rather than ones from the gallery, click Insert, scroll to Picture, and select From File.

• Here you can browse your computer and choose art from your own files.

Organizing Clip Art and Pictures• If you cannot find what you need in

the gallery or your own resources, you have another option. Downloads of more images are available free from Microsoft via the Internet.

• In the gallery, click on the icon in the bottom right corner.

• Search by key word to find what you need.

Organizing Clip Art and Pictures

• PowerPoint can incorporate graphs and

charts as well.

• On the Standard toolbar, there are shortcuts

for inserting Microsoft Word tables and

Microsoft Excel worksheets and graphs

.

• Change the numbers and labels on the

graphs or charts to fit your information.

Organizing Clip Art and Pictures

• Remember: use clip art, pictures, charts, and graphs only to illustrate points, not as fillers.

Organizing Animation Effects• PowerPoint has a variety of different

ways that text and art can be animated. • For example:

Blinds Vertica

l

Fly from Bottom-Left

Box Out

Spiral

Checkerboard Across

Crawl from Right

DissolvePeek from

Bottom

Stretch from Top

Appear

Wipe Right

Zoom In

Organizing Animation Effects• These effects can be interesting

additions to your presentation, but they can also be distracting. Use them sparingly to add emphasis.

• To animate, right-click on the text or image and select Custom Animation from the menu.

• Select the effect you want to use, determine the order of the animations on the slide, and make sure to preview.

Organizing Animation Effects• Take time while in this screen to determine

how your animation effects will appear.

• Clicking on the Timing menu gives you options so that your textboxes, clip art, and other animation elements can be presented on a mouse click, automatically, or automatically after a preset length of time.

Balancing the Elements• Even if you follow all the suggestions

for setting up your slide and its elements, you still may find that your presentation is hard to follow.

• It is important to go back through your completed presentation and make sure that the overall experience of watching it is pleasant as well as educational.

Balancing the Elements

• Defining a balanced slide may seem like a matter of opinion, but there are concrete criteria, including:

• Clip art and text must fit together well. No element -- title, points, graphics -- should overpower the others.

• Headings should be consistent in size and placement. They should be large and clear.

• Easy to understand.

The clip art illustrates the slide and is well placed on the layout.

Example of a Balanced SlideThe title is large and clear.

Good use of contrasting colors on slide and in font.

Text is easy to read and well sized.

Example of an Unbalanced SlideTitle and color scheme are still fine.

Text is too small.

Clip art is too large.

This slide is hard to read and places unnecessary emphasis on the artwork.

Giving Your Presentation

• Practice your speech• Time yourself.