Powerpoint basics
- 1. 1 University of North Carolina at Chapel Hill Libraries | Chapel Hill Public Library Carrboro Branch Library | Carrboro Cybrary | Durham Public Library INTRODUCTION TO MICROSOFT POWERPOINT GETTING STARTED PAGE 02 Prerequisites What You Will Learn USING MICROSOFT POWERPOINT PAGE 03 Microsoft PowerPoint Components SIMPLE TASKS IN MICROSOFT POWERPOINT PAGE 05 Text Boxes Slide Design Slide Layout Inserting Pictures Inserting Graphs and Tables Slide Management CLOSING MICROSOFT POWERPOINT PAGE 10 Saving Slide Shows Printing Slide Shows Finding More Help Closing the Program View our full schedule, handouts, and additional tutorials on our website: www.lib.unc.edu/cws
- 2. 2 GETTING STARTED Prerequisites: It is assumed that the user is both familiar and comfortable with the following prior to working with Microsoft PowerPoint: • Using the mouse and the left-click feature • Basic navigation through Microsoft Windows • Basic typing and keyboard commands • Familiarity with Microsoft Word Please let the instructor know if you do not meet these prerequisites. What You Will Learn: Starting and opening the Microsoft PowerPoint Simple tasks in Microsoft program components and features PowerPoint Formatting Text Boxes Basic Slide Designs Basic Slide Layouts Inserting Graphs and Inserting Pictures Slide Management Tables Ending and closing the Printing Slide Shows Saving Slide Shows application Microsoft PowerPoint Help Exiting the program
- 3. 3 USING MICROSOFT POWERPOINT Microsoft PowerPoint is a professional presentation program that allows the user to create "presentation slides" that can be displayed on the computer screen or through a projector that is plugged in to the computer. A PowerPoint presentation is a good way to convey pieces of information, usually in the form of an outline, to a large audience. Generally, PowerPoint presentations are appealing to users because they are easy to create and edit and generally small enough to fit onto a CD or a USB Jump Drive. Therefore, a user does not have to carry around any slides or a slide project, and, if necessary, can make last-minute changes to the presentation. Microsoft PowerPoint Components: Before you get started with Microsoft PowerPoint (commonly referred to as PowerPoint), you will need to locate and open it on the computer. It may be on your desktop. On the computer desktop: 1. Double-click on the MS PowerPoint icon If the MS PowerPoint icon is not on the desktop, go to the Start menu: 1. Click ► Star t ► Programs ► Microsoft PowerPoint* *Occasionally, Microsoft PowerPoint will be in a folder called "Microsoft Office" or similar – this will make one more step between "Programs" and "Microsoft PowerPoint" in the diagram above. MS PowerPoint will open a blank page called "Presentation1." The Title Bar This is a close-up view of the Title Bar, where file information is located. Notice the default title "Presentation1." You will get a chance to rename your presentation slides the first time you choose to save it. The Menu Bar The Menu Bar is a common sight in almost all Microsoft Windows programs. It features text- based menus, on which virtually every option available to the user in the entire program is listed. Each menu expands when clicked (with the left mouse button), offering many options categorized by specific tasks.
- 4. 4 Standard Toolbar Toolbars provide "shortcuts" to commands also found in the Menu Bar. Toolbars are usually located just below the Menu Bar and exist to offer another way to perform the same task. The most commonly used commands in MS PowerPoint are also the most accessible. Some of these commands are: New | Open | Save | Print | Preview | Spell-check | Copy | Paste | Undo | Insert Formatting Toolbar The Formatting Toolbar offers options that can change the font, size, color, alignment, organization, and style of the text in the presentation slides. For example, (starting from the left side of the Toolbar) the "Arial" indicates the FONT of your text; the "32" indicates the SIZE of your text; and so on. This toolbar works the exact same way as the MS Word Formatting Toolbar. The main difference is that the format changes will only affect the text box in which you are currently working. All other text boxes will remain in the default setting ("Arial" font, size "32"). Design/New Slide Icons Two additional shortcut icons appear on the MS PowerPoint toolbar: the Design icon and the New Slide icon. Both commands are frequently used, and it is good to be familiar with their location on the toolbar. The Design icon is a shortcut to the slide design page. Here you will be able to create and edit the appearance of your slide(s). The New Slide icon automatically adds a new, blank slide for you to work on. You can keep track of the slides you have already worked on in the Slide Outline box on the left-hand side of the screen. You can access a slide at any time by clicking on it with your mouse through this screen.
- 5. 5 SIMPLE TASKS IN MICROSOFT POWERPOINT Text Boxes: Text Boxes are "designated" areas that allow you to type words, sentences, and bullet points into the slide. You can adjust the size and placement of the text box within any given slide. It is also possible to have multiple text boxes per slide. When you first open MS PowerPoint, there will automatically be two text boxes on the slide: "Click to add title" and "Click to add subtitle." These text boxes already have a preset format applied to them. The "title" box has a font size of "44" while the "subtitle" box has a font size of "32." You can change the text format of any box at anytime by adjusting the format settings on the Formatting Toolbar. To adjust the size of the text box, first click on the text box. Notice the change in border. Once you have clicked on a text box, the border of the box becomes thicker and little circles appear on the corners and at the midpoints of the box. Move the mouse pointer over any one of the circles. Notice that the mouse pointer will change to either ↔ or ↕. Click and hold down the left mouse button. To adjust the height, move the mouse up or down; to adjust the width, move the mouse left or right. Note that the corner circles can adjust both height and width, while the mid-point circles can only adjust either height or width. To move the text box to a different location on the slide, move your mouse pointer over any part of the thick, gray box outline. Notice the change in your mouse pointer (it will look something like a "plus" sign (+) with arrows). Click and hold down the left button on your mouse. You can now drag the text box to any position on the slide by simply moving your mouse. To write in a text box, simply click inside the box with your mouse. When a cursor is flashing, you are ready to type. Slide Design: One of the more popular features of MS PowerPoint is that it gives the use a wide variety of design choices. At some point, you may wish to change the design and color of the background of your slides. To do so, simply click on the Design icon:
- 6. 6 On the right-hand side of your screen, the "Slide Design" pane will appear. Here, you are given three design options to apply to your slides. Design Templates: Here is a list of over 20 templates that you can choose from to apply to the background of your slides. For each template, you have the option of applying the design to all slides or to only the selected slide. You can view these options by clicking on the arrow on the right side of the template. If you are connected to the Internet, you can also choose to view hundreds of additional templates by choosing "Design Templates on Microsoft Office Online" on the bottom of the template screen. Color Schemes: This option gives you a variety of color schemes to choose from to apply to you r selected design template. Animation Schemes: This option will allow you to select different types of animation that can be applied to either all the slides or selected slides. The animation schemes are different ways the slides are "introduced" to your audience, such as "faded wipe" or "pinwheel." Designing your own background: Sometimes you may wish to design your own background. To do this, select Format ► Background… from the Menu Bar. Select the Color Bar on the bottom of the Background window and choose the appropriate color and or/effects that you desire. There is no right or wrong way to design your own background, so if you choose this option, have some patience and don't be afraid to experiment.
- 7. 7 Slide Layout: The default in PowerPoint for each new slide is to have a Title text box and a Text text box. As discussed earlier, you do have the option of rearranging the text boxes to fit any layout you have in mind. However, sometimes it will be easier simply to select a layout that fits your needs rather than reformatting the default layout for each slide. To choose a slide layout, select Format ► Slide Layout from the Menu Bar. On the right-hand side of your screen, the "Slide Layout" pane will appear. From here, you have the option of applying a slide layout either to a selected slide or to a new slide that has yet to be inserted. You can view these options by clicking on the arrow on the right side of the template. Note the four different types of layout categories. Text Layout: These options are for choosing a layout in which you are only organizing different text boxes. There is no room for pictures, charts, or graphs. Content Layout: These options are for choosing a layout that will only contain pictures, charts, or graphs. There is no room for text boxes. Text and Content Layout: These options have room for both text boxes and pictures, charts, or graphs. Other Layouts: These layouts are designed for other media content such as video clips or audio tracks. Inserting a Picture: Inserting a picture into MS PowerPoint is very similar to inserting a picture into MS Word. 1. Select the slide that you wish to add a picture to. 2. From the Menu Bar, select Insert ► Picture ► From File (or Clip Art). 3. Choose the picture you wish to insert and select "Insert."
- 8. 8 *Note: The picture will be inserted in its original size, so you will probably have to re-size it. You can re-size a picture the same way you re-sized a text box. Click on the picture and note the circles at the corners and at the midpoints of the length and width. Move your mouse pointer over the circles, left-click the mouse and hold the button down. Move the mouse vertically or horizontally to re-size. Rotating a picture: It is possible to rotate pictures in MS PowerPoint. Once a picture has been inserted onto a slide and you have clicked on the picture so it is "outlined," notice the green circle above the center of the picture. Move the mouse pointer over the green circle, and left-click and hold the button down. Now move the mouse either clockwise or counter-clockwise and the picture will rotate in the same direction. Inserting a Graph or Table: There are two ways to insert a graph or table into a PowerPoint slide. 1. The graph or table may already exist in another document or file. If this is the case, then you can simply insert the graph or table as you would a picture. Follow the instructions under Inserting a Picture. Or you could Cut and Paste a graph or chart from another document or file into your slide presentation. 2. MS PowerPoint can create graphs or tables directly in the slide. From the Menu Bar, select Insert ► Chart (or Table). For the Chart option, PowerPoint will present a very simple bar graph.
- 9. 9 You will need to go in and edit the information in the bar graph to conform to the information you wish to represent in a chart. From the Datasheet, you can enter in the appropriate values for the columns and re-name the entities. The Table option will present you with the following window: Select the appropriate number of rows and columns you wish to have in your table. Click "OK" to insert the table. Once the table has been inserted you will be able to put information into the table cells. Slide Management: Once you have completed a slide, you can create a new slide by clicking on the New Slide icon. Notice that your previous slides still appear on the left-side frame. You can still access your previous slides by simply clicking on them from this location. Once all your slides have been completed, you can present your slides in a "slideshow." From the Menu Bar select Slide Show ► View Show. Notice that the slide takes over our entire screen. To navigate through the slides, use the arrow keys on your keyboard (←, → or ↑, ↓). You can also navigate through your slides by clicking on the left or right arrows in the lower left corner of your slide. To end your slide show, click on the square box on the lower left side of your slide show (this is difficult to see at first because it is designed to blend into you slide show so it won't be noticeable to your audience). Select End Show from the pop-up window.
- 10. 10 CLOSING MICROSOFT POWERPOINT Saving Slide Shows: When you come to a stopping point and want to leave the computer, it is important to save your work (even if you are printing a hard copy — saving should be a reflex). To save your work in MS PowerPoint, it is essential to know WHAT you are trying to save as well as WHERE you are trying to save it. Click ►File ►Save from the Menu Bar to get started. You can change the filename that PowerPoint has chosen just by typing a new one in the File name box at the bottom of the window that appears. MS PowerPoint will automatically save your document with the suffix “.ppt” – this is simply a tag that lets PowerPoint know that your work is specific to this program. You do not have to type it – just highlight what is there (default is “Presentation1”) and write a new file name. The My Documents folder on your computer’s hard drive is a good place to store your documents. A blank CD (compact disc) or a USB Jump Drive are great portable storage devices and can contain a LOT of data. It is important to note that every consequent command of SAVE will overwrite your original file, creating the most up-to-date version. If you want to save any changes to your PowerPoint slides without destroying the original one: In the Menu Bar, click ►File ►Save As from the menu bar and give your document a new filename (unique from the original). To bring a saved document back up on the screen from MS PowerPoint: Click ►File ►Open from the Menu Bar. Locate where the file is located (which folder, that is) and click on the filename of the document you want. Click ►Open. Printing Slides: To print your MS PowerPoint slides: Click ►File ►Print from the Menu Bar and a Print window will pop up on the screen. Click ►OK for your document to start printing.
- 11. 11 As with all commands in MS PowerPoint, you can make changes along the way. From the Print menu, you can alter how many copies will be made, in what order the pages will be, and much more. Other useful tools are the Print Preview function found alongside the Print command and the Page Setup function. Print Preview will allow you to look over an exact copy of what will come out of the printer before actually executing the print command. Finding More Help: You can get help with MS PowerPoint by choosing Microsoft PowerPoint Help or Show the Office Assistant from the Help menu on the main menu bar. Tutorials are also available on the Internet. Your instructor can help you with locating some of these resources. Closing the Program: Congratulations! You have completed this course in Microsoft PowerPoint Basics. As you become more and more comfortable with the program, it is always helpful to continue to experiment with options that you come across – sometimes, you can uncover a tool that would have stayed hidden – and you can improve proficiency by learning the fine details of the program. When you are finished, Click ►File ►Exit from the menu bar OR Click on the X in the top right corner of the computer screen. NOTE: Images and screen captures may differ from those seen on another system. THIS DOCUMENT IS NOT PROTECTED BY COPYRIGHT.