Using Microsoft PowerPoint 2003 - PC\|MACimages.pcmac.org/.../Uploads/Forms/UsingMicrosoftP… · Web viewIf Microsoft Word or Inspiration has been used to generate an outline, the

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Using Microsoft PowerPoint 2003 (Windows)

Microsoft PowerPoint is an electronic slideshow program designed to create multimedia presentations. Presentations may include text, graphics, sound, and video clips. Microsoft PowerPoint can be used to organize, illustrate, and deliver teacher or student presentations.

In this tutorial, a Microsoft PowerPoint presentation will be created to persuade people to maintain healthy habits.

Get Started

Open Microsoft PowerPoint.

Several options appear in the Microsoft PowerPoint window, which allow the user to open an existing presentation, or to create a new presentation using one of three methods:1. Blank presentation, which opens blank slides on which the user

makes all formatting selections; 2. From Design Template, which provides slides with

preformatted backgrounds, font, and color schemes;3. From AutoContent Wizard, which guides the user through a

series of steps that results in a presentation. Click From Design Template.

On the Slide Design window, scroll through the Design Templates. A list of several template choices will appear on the left. Preview some of the available templates. As you slowly mouse-over each choice, the name of that choice will appear.

Select the Cascade template by clicking on it one time.

The first slide is called the Title Slide.

Page 1 of 14Baltimore County Public SchoolsOffice of Instructional Technology: Using Microsoft PowerPoint 2003Revised November 2004

Title Slide

This is the Normal View.

Note: In addition to the Normal View there are four other Views:Outline View: The Outline and Notes Panes expand, and the Slide Pane shrinks. See the entire presentation as a text outline. Make changes or additions in any pane. Use the Outlining toolbar to manipulate slides.Slide View: The Slide Pane expands, and the Notes and Outline Panes disappear. See one slide at a time. Use toolbars and commands to add or format text, graphics, sound, and other digital input.Slide Sorter View: Miniatures of all slides appear in numerical order. Move, copy, delete and reorganize slides. Add transitions and timings for presentations.Slide Show: The slideshow opens and runs full-screen so the presentation can be previewed.

Use the Outline or Slide Views when a large outline or slide pane are preferable.

The Normal View will be used for this tutorial.

Click on the words Click to add title and type this title: “Live It Up!”

Click on the words Click to add subtitle and type your name.


Slide Pane:In this pane, work with text

and/or images, import clip art, and make changes in color and

fonts.

Outline Pane:In this pane, add to slides, switch

to a different slide, add

bullets to slides, and/or rearrange

slides.

Notes Pane: Add speaker or other notes that will not appear in the slide show.

Drawing Tool Bar

Menu Bar

Standard and Formatting Tool Bars

Navigation Icons

Add a New Slide Go to the Insert menu and select New Slide. The New Slide window appears on the left side of the screen. Find and

click on the Text Layout called Title Only.

Use an Outline to Add SlidesIn the Outline Pane, an outline can be constructed or rearranged using a variety of tools. Click on the Outline tab to go to the Outline

View. Note: If the Outlining toolbar does not appear on the

screen, go to the View menu. Select Toolbars and click on the box place is next to Outlining to place a checkmark in that box.

Constructing an outline in the Outline Pane requires the following keys:

Use the Enter key after a topic is entered to move to the next slide. Use the Tab key before a subtopic to indent the subtopic. To increase or decrease the indent level of text, use either the

Promote (left facing) or Demote (right facing) arrows in the Outlining toolbar.

Small Navigation Icons for each slide will appear on the left side of the Outline Pane while in the Normal View and the Outline View. Clicking on each small icon will make that

slide come into view in the Slide Pane on the right side of the screen.

In the Outline Pane, type the following topics for the outline of the presentation. As the outline develops, additional slides will automatically be created.

1. [This slide is already complete.]2. Click next to the Slide 2 Navigation Icon in the Outline Pane. Type, “Do you like

to picnic in the park?” Press Enter.3. Type, “Do you prefer bike riding?” Press Enter.4. Type, “What would happen if you were sick?” Press Enter.5. Type, “Keeping healthy can keep you going.” Press Enter.

Press the Tab. Type, “Eat foods low in fat and cholesterol.” Press Enter. Type, “Exercise regularly.” Press Enter.

6. Click the Promote (left facing) arrow in the Outlining toolbar. Type, “Live healthy today and enjoy tomorrow.”


Outlining Toolbar

PromoteDemoteMove UpMove Down

Text Box Icon

WordArt Button

Add Text to a Slide While in the Normal View,

use the Navigation Icons on the left side of the Outline Pane to bring Slide 1 into view.

In the Drawing Toolbar located along the bottom of the screen, click once on the Text Box button.Note: If the Drawing Toolbar does not appear on the screen, go up to the View menu. Select Toolbars and place a check next to Drawing.

To place the Text Box, click and drag the cursor across the lower left corner of Slide 1. Tiny boxes, called handles, will appear on the corner of the Text Box. When the cursor turns to a four-sided arrow, drag the Text Box to a new location. When the cursor turns into a two-sided arrow, resize the Text Box.

Type today’s date. Size, style, and font can be changed by highlighting the text and using options found on the Formatting toolbar at the top of the screen.

Add Word Art to a Slide While in the Normal View, use the Navigation Icons on the left side of the

Outline Pane to bring Slide 2 into view. Place a Text Box in the middle of the slide using the steps described in the

previous section. To add text with a special style, select the WordArt button on the Drawing Toolbar. Select a text style in the WordArt Gallery window. Then click OK. Type “Sunny Days Park” in the Edit WordArt Text window. Select

the font, size, and style in this same window. Click OK. The WordArt may be moved or resized using the handles as described above.


Text Box

Insert a Graphic While in the Normal View, use the Navigation Icons on the

left side of the Outline Pane to bring Slide 3 into view. A Text Box may appear below the title.

If so, click on the perimeter of the box to select it, and press Delete.Note: Any unwanted object, including text boxes, clip art, movie clips, and sounds can be deleted in the same way.

From the Insert menu, select Picture and then Clip Art. You may need to wait a moment for the clips to load. They will load on the right side window.

In the Search for Area, type “bicycle” and press Search.

Scroll through the list to find numerous clips.

To preview or insert the clip, mouse over the graphic

image and look for the Arrow bar to appear on the right side of the image. Click the arrow in order to view a variety of options - Insert, Copy, Preview/Properties, etc.

To resize the clip art proportionately, click on the clip art and drag one of the corner handles.

To move the clip art, click on the clip art and drag it to the new location.


Insert a Movie While in the Normal View, use the Navigation Icons on the left side of the

Outline Pane to bring Slide 4 into view. A Text Box may appear below the title. If so, click on the

perimeter of the box to select it, and press Delete. Go to the Insert menu and select Movies and Sound, then

select Movie from Clip Organizer from the pop-up menu. The Insert Movie window will open. It looks very much like the Insert ClipArt window and functions similarly.

Search for an appropriate movie clip by typing a word (such as “exercise”) in the Search for area. In the Other Search Options section, locate the section Results should be: and click on the down-arrow next to Multiple media file types.

Clear the check marks from the Clip Art, Photographs, and Sounds area so that Movies is the only file type included in this search.

Click Search. To preview or insert the clip, mouse over the graphic image and look for the

Arrow bar to appear on the right side of the image. Click the arrow in order to view a variety of options - Insert, Copy, Preview/Properties, etc.

Select a motion clip by clicking on it or choosing Insert from the pop-up menu.

To resize the movie clip, click on the clip art and drag one of the corner handles. To move the movie clip, click on the movie clip and drag it to the new

location.

Insert a Sound While in the Normal View, use the Navigation Icons on the left side of the

Outline Pane to bring Slide 5 into view. A Text Box may appear below the title. If so, click on the perimeter of the box to

select it, and press Delete. Go to the Insert menu and select Movies and Sound, then select Sound from

Clip Organizer from the pop-up menu. The Insert Sound window will open. It looks very much like the Insert ClipArt window and functions similarly.

Modify your search by typing in a search term such as “happy”. Be sure to change the Multiple Media File Types to Sound and click Search.

Preview several sound clips by clicking different categories. When the preferred sound clip is found, click Insert. Close the Insert Sound Clip window by clicking on the Close box in the top

right corner of the window. A prompt asking, “Do you want your sound clip to play automatically when the

slide is shown? If not, it will play when you click on it.” will appear. Answer this question by clicking the Yes or No button.


Move the sound clip to a new location on the slide by clicking and dragging on the speaker icon.

Add a Chart Without Opening ExcelIt is possible to import a chart from Microsoft Excel directly into Microsoft PowerPoint. It is also possible create a chart "live" in Microsoft PowerPoint. To add a chart: While in the Normal View, use the Navigation Icons on the left side of the Outline

Pane to bring Slide 5 into view. Go to the Insert menu and select Chart. A Datasheet appears with sample data in it. Replace data in the cells by clicking on

each cell in turn, and then entering the following data showing minutes of exercise over a period of days:

The changes made on the Datasheet are reflected on a chart that appears on the slide.

To change the type of chart, go to the Chart menu and select Chart Type.

Close the Datasheet window. Resize and move the chart so that it fits at the bottom

of Slide 5.

Insert AutoShapes AutoShapes are ready-made shapes in Microsoft PowerPoint that can be added to any presentation. Add an AutoShape to Slide 4. While in the Normal View, use the Navigation Icons on the left side of the

Outline Pane to bring Slide 6 into view. From the Drawing toolbar at the bottom of the screen, select AutoShapes.

Select Callouts from the pop-up menu.

Select a word-balloon Callout by clicking on the shape. The cursor will turn into a small cross.

On Slide 4, click and drag the cursor to place the Callout on the right side.

Click on the Callout to select it.


Type “I love exercising!” The text will appear in the Callout.

Add an Action Button to Help The Viewer Interact With the PresentationAction buttons can be added to slides for the viewer to use to advance through a presentation, to run movies or slides within a presentation, or to link to another location.Add an action button to Slide 5 with a link to the BCPS website where school menus are published. To create an Action Button: Go to the Slide Show menu and select Action Buttons. Select the Information (“i”) button. Click on the slide to create a button on the left side of Slide 5.

The Action Settings window will appear. Under the Mouse Click tab, select Hyperlink to: From the pulldown menu that appears, select URL… A Hyperlink to URL window will appear. Type

http://www.bcps.org/offices/OFNS/menus.htm and click OK.

Click OK again to exit the Action Settings window. The button will appear on the slide. When the slide

show runs, clicking this button will open a web browser and access the website.

Note: the button will only access the website when the presentation is in Slide View; in all other views clicking the buttton will have no effect.

Add Slide TransitionsA slide transition is the action that occurs when the presentation moves from one slide to the next. It is best to wait until all the slides have been created before working with transitions. Choose one transition and apply it to all slides to maintain consistency.

Go to the Slide Show menu and select Slide Transition from the drop down menu.

Clicking on a transition name will trigger a preview. Select a transition and click the Apply to all slides button.


http://www.bcps.org/offices/OFNS/menus.htm

Create a Self-Running, Automated PresentationA presentation can run continuously by itself. This is helpful at a technology show, science fair, etc.

To set the Live It Up! slideshow so the slides automatically advance without mouse clicks: From the Slide Show menu, select Slide Transition. In the Slide Transition window, locate the Advance area. To set timings for the slides to advance automatically, click in the

check box next to Automatically after… and select 00:04 seconds as the time.

Click Apply to All.Note: Each slide can have a different timing. Clicking Apply will set the timing for the selected slide only.

Now go to the Slide Show menu and select Set Up Show. The Set Up Show window will appear. To loop, or play the slide show repeatedly, select Loop

continuously until ‘Esc’. In the Advance slides area, select Using timings, if

present. Click OK to exit the Set Up Show window.


Animate TextIt is possible to animate text so that it will enter the text box automatically or upon a mouse click during a slide show presentation. While in the Normal View, use the Navigation Icons on the left side of the Outline

Pane to bring Slide 1 into view. Click once on the text box containing the author’s name to

select it. Go to the Slide Show menu and select Custom Animation.

Now click Add Effect to add animation. Effects can be applied to how the element enters the slide, font changes, exiting, and motion paths.

Select an Entrance effect such as “Checkerboard.” The animation will preview automatically.

Once an effect has been added, a variety of other options can be selected. Choose those options that are most applicable to your slide show. Change the direction and speed of each effect. Several effects can be applied to each element on your slide. Effects can also be sequenced to occur in a specified order.

To preview the entire animation, click the Play button at the bottom of the Custom Animation window.

After effects have been selected for all of the elements in your presentation, determine if the effects will be based on Mouse Clicks or Timing. If you want each effect to occur after clicking the mouse, skip the next step.

To add Timing to the custom animation, click on the element in the list and then use the pull-down arrow. Select Timing. In the Timing window, set the start, delay, speed, and repeat options.


Notes Page

View the Slide Show Change to Slide Show View by clicking the Slide Show View

button. The presentation will run by itself according to the timings set earlier. To advance through the slide show manually, press the Space Bar OR the Enter key

OR the Right Arrow key on the keyboard. To exit a slide show before the end, press the Escape key. The Normal View mode

will appear.

Sort the SlidesThe order of slides can easily be changed in the Slide Sorter View. Change to Slide Sorter View by clicking the Slide Sorter View

button. Rearrange the order of the slides by clicking them to select, and then dragging them

to the desired location. Transitions and animations can also be changed by using the tool bar that appears

above slides in the Slide Sorter View.

Add Speaker NotesA presenter may want to have notes that are not visible in the slide presentation. The Notes feature in Microsoft PowerPoint makes this possible. Notes can be printed so the presenter can read them while the presentation is running. To add notes: Return to the Normal View. The Notes Pane is visible in the

Normal and Outline Views. Speaker notes may be typed directly into the Notes Pane.

To access a larger workspace for typing the notes, go to the View menu and select Notes Page.


Print Slides, Handouts, Outlines, and NotesMicrosoft PowerPoint offers a variety of printing options including: full-page slides; handouts containing 2, 3, 4, 6, or 9 slides per page; outline; or notes pages. To make selections for printing Handouts:

Go to File menu and select Print. In the Print window, find the Print What area. In the drop down menu under Print What, select

Handouts. In the Handouts area of the window, use the drop

down menu to select number of slides to be printed on a page. A preview appears on the right.

To print, click OK. To return to the Normal View without printing, click Cancel.

To make selections for printing Outlines or Notes Pages: Go to File menu and select Print. In the Print window, find the Print What area. In the menu that drops down under Print What, select Notes Pages or Outline

View. To print, click OK. To return to the Normal View without printing, click Cancel.


Microsoft PowerPoint Tips & Advanced Techniques (Windows)

Create a Quick Presentation Using the AutoContent Wizard

Microsoft PowerPoint provides a Wizard that makes creation of a presentation easy. A presentation is created step-by-step in a series of windows that provide the user with choices for creating and formatting the slides. To use the Microsoft PowerPoint Wizard:

Open Microsoft PowerPoint. In the Microsoft PowerPoint window, select AutoContent Wizard. The wizard will launch, asking a series of questions. A series of slides will be

created base on the information provided. To complete the presentation, simply highlight and edit the text.

Import an Outline into Microsoft PowerPoint and Create an "Instant" Presentation

If Microsoft Word or Inspiration has been used to generate an outline, the outline can be imported directly into Microsoft PowerPoint. This process automatically generates the basic slides in a Microsoft PowerPoint presentation.

To Import an Outline from Microsoft Word 2000: Open the outline created in Microsoft Word 2000. Go to the File Menu, and select Send To. Select Microsoft PowerPoint. The outline will become the Outline View of a new presentation

To Import an Outline from Inspiration: Open a graphic organizer or outline in Inspiration. Go to Outline View. Go to the File menu and select Export. Choose "Microsoft PowerPoint RTF" format and click on the Save button. Open Microsoft PowerPoint. Select Open an existing presentation. On the next window that appears, click on

More Files, and click OK. In the Open window, select All Files for file type. Navigate to the RTF file and click Open. The complete outline will appear in the Outline Pane. In the Slide Pane, slides will

appear containing the main points, with bullets for the subtopics.Page 13 of 14

Baltimore County Public SchoolsOffice of Instructional Technology: Using Microsoft PowerPoint 2003Revised November 2004

AutoContent Wizard Opening Screen

Add Narration to a Presentation

To add narration to a Microsoft PowerPoint presentation, a PC must have a sound card and a microphone. Go to Insert menu and select Movies and

Sounds. Then select Record Sound. The Record Sound window will appear.

Record narration to play as the slide is viewed.


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