Saw13 ch13-ppt

© Paradigm Publishing, Inc. 2 Contents
Chapter 13
Creating Presentations Using PowerPoint
 Getting Started with
PowerPoint 2013
 Planning the
Presentation
 Designing the
Presentation
 Running a Presentation
 Creating and Editing a
Presentation
 CHECKPOINT 1
 Understanding Presentation Views
 Saving and Printing a Presentation
 Tips for Giving a Presentation
 Using Masters to Maintain Consistency
 Working with Slides
 Inserting Sections in a Presentation
 Customizing the Running of a Slide Show
 Adding Animations to a Presentation
 Enhancing a Presentation
 CHECKPOINT 2
 Desktop Publishing Terms and Definitions
Quick Links to Slide Contents

Getting Started with PowerPoint 2013
 PowerPoint is a presentation graphics program you can use to
organize and present information in the form of slides.

Getting Started with PowerPoint 2013 - continued
Opening PowerPoint
 The steps to open PowerPoint may vary based on your system.
 When you open a presentation, the PowerPoint window displays
in Normal view.

Getting Started with PowerPoint 2013 - continued
Working with Layouts
 When you open a blank presentation, the first slide will display
with the Title Slide layout.
 Slide layouts define the positioning of the content that will
appear on a slide.
 Slide layouts contain placeholders for text, such as titles,
subtitles, and bulleted text; and for objects such as tables,
charts, SmartArt, images, and audio and video files.

Planning the Presentation
 Consider the following guidelines when planning your
presentation:
 Establish a purpose. Do you want to inform, educate, sell,
motivate, persuade, or entertain?
 Evaluate your audience. Who will listen to and watch your
presentation? What are their ages and education levels?
What knowledge will they have of the topic beforehand?
What image do you want to project to your audience?
 Decide on content. Decide on the content and organization
of your message.
continues on next slide…

Planning the Presentation - continued
 Determine the medium to be used to convey your message.
To help decide the type of medium you will use, consider
such items as topic, equipment availability, location, lighting,
audience size, and so on. Will an Internet connection be
available? Will there be adequate sound support for audio in
the location where the presentation will be run?
 Establish and maintain a consistent design. Repeating
design elements and sticking to a color scheme will create
continuity and cohesiveness. Do not use too many colors,
pictures, or other graphic elements.
 Determine printing needs. Will you provide your audience
with handouts? If so, how do you want these handouts to be
formatted? How many will you need?

Designing the Presentation
Designing the Structure and Layout
 In addition to design, consider the following items when
determining the structure, layout, and content of your
presentation:
 Ensure continuity. Repeat specific design elements such as
company logos, color, fonts, and bullets throughout your
presentation. Consistent elements help to connect one slide
to the next and help the audience know what to expect.
 Maintain legibility. Use only one or two sans serif typefaces,
creating variation through the careful use of type styles such
as bold and italics. Make sure to use a large enough font
size—at least 24 points. continues on next slide…

Designing the Presentation - continued
 Consider color. Studies on the psychology of color suggest
that certain colors elicit certain feelings in an audience. No
matter what colors you choose, use them sparingly and make
sure they contribute to and emphasize your message.
 Create an outline. An outline is a list of content created in
the chronological order of the presentation. When creating
an outline, use the titles of your slides as the top-level
headings, and remember that you should have at least two
supporting points for each main point.

 Create a storyboard. The storyboard should be a visual
version of the information in the outline.
 Present one idea per slide. Each slide in a presentation
should convey only one main idea. Too many ideas on a slide
may confuse the audience and cause you to stray from the
purpose of the slide.
 Keep slides uncluttered. Carefully edit the content of each
slide. Keep each bullet point to one or two lines, and limit
the number of bullet points to five or six.
 Use graphics to illustrate your message. Graphics break up
text and stimulate interest. One graphic every two or three
slides is sufficient.

Designing with Themes
 Like Word, PowerPoint provides a variety of design themes you
can use when creating a presentation.

 Each design theme contains color variations that display in the
Variants group on the DESIGN tab.
 Click a color variant to apply the colors to the slides in the
presentation.
 Additional theme colors are available by clicking the More
button that displays at the right side of the Variants gallery and
then pointing to Colors at the drop-down list.
 This displays a side gallery with color options.

Running a Presentation
 While you are creating your presentation, you may want to stop
from time to time and view the slides in a slide show, so that
you are seeing your presentation as your audience will
eventually see it.
 This will help you to ensure that your content is effective and
that any animations or other effects you have applied are
working properly.
 To run a slide show from the beginning, click the Start From
Beginning button on the Quick Access toolbar or click the Slide
Show button in the view area on the Status bar.

Running a Presentation - continued

Creating and Editing a Presentation
Inserting a New Slide
 Create a new slide in a presentation by clicking the New Slide
button in the Slides group on the HOME tab.

Creating and Editing a Presentation - continued
Customizing Bullets
 To add text to a text placeholder, click in the placeholder and
begin typing.
 If you are starting from a blank slide layout, add a bulleted list by
clicking the Text Box button in the Text group on the INSERT tab,
drawing a text box, clicking the Bullets button in the Paragraph
group on the HOME tab to turn on bullet formatting, and then
typing your content.

 To use a picture as a bullet, select the bulleted text, click the
Bullets button arrow, and then click Bullets and Numbering at
the drop-down gallery. This displays the Bullets and Numbering
dialog box.

Inserting Images
 To insert an image from your computer’s hard drive, click the
Pictures button on the INSERT tab or click the Pictures button in
the middle of the slide content placeholder.
 At the Insert Picture dialog box, navigate to the folder containing
the picture file and then double-click the file.
 To insert an image from Office.com, click the Online Pictures
button on the INSERT tab or click the Online Pictures button in
the middle of the slide content placeholder.

Compressing a Picture
 Compressing a picture reduces the size of the file so that it takes
up less space, making the presentation easier to save, edit, and
share.
 However, compressing a picture also changes the amount of
detail retained in the source picture.
 This means that after compression, the picture can look
different than before it was compressed.
 Because of this, you should compress a picture and save the file
before applying any artistic effects.

Applying Artistic Effects
 To apply an artistic effect, select the image, click the Artistic
Effects button in the Adjust group on the PICTURE TOOLS
FORMAT tab, and then click an option at the drop-down gallery.

Inserting an Image as a Slide Background
 To add an image as the background of an entire slide, click the
slide thumbnail or select multiple slide thumbnails in the slide
thumbnails pane, click the DESIGN tab, and then click the
Format Background button in the Customize group.

Inserting SmartArt
 SmartArt presents simple text using attention-getting shapes
and colors that enhance your message.

Adding a Header and Footer
 Headers and footers display information such as the title of the
presentation, the slide numbers, and the date.
 Headers and footers can be inserted to display and print at the
top or bottom of individual slides or all slides.

Contents© Paradigm Publishing, Inc. 25
CHECKPOINT 1
1) When you start PowerPoint, it
opens in this view.
a. Slide Sorter
b. Notes Page
c. Normal
d. Reading
3) Press this key to end a slide show
you are currently running.
a. Enter
b. Esc
c. Shift
d. End
2) A slide layout contains these
objects, which determine the
positioning of content.
a. text boxes
b. placeholders
c. graphics
d. shapes
4) Doing this to a picture to reduce
the size of the file changes the
amount of detail retained in the
source picture.
a. formatting
b. resizing
c. compressing
d. enlarging
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

Understanding Presentation Views

Saving and Printing a Presentation
 Once you have created a presentation design that you like, you
may want to save it as a template for future use.
 You may also want to share the presentation you created with
other people.
 You can save your presentation as a template, as a PDF that can
be viewed with Adobe Reader, or even as a video saved in
MPEG-4 format.
 In addition, you can print a PowerPoint presentation in a variety
of formats.

Saving and Printing a Presentation - continued
Saving a Presentation as a Template
 To save a presentation as a template that can be used over and
over, display the Save As dialog box by pressing the F12 function
key or by clicking the FILE tab, clicking the Save As option,
clicking the Computer option, and then clicking the Browse
button.
 At the Save As dialog box, click the Save as type option box and
then click PowerPoint Template (*.potx) at the drop-down list.

Saving a Presentation in PDF or XPS Format
 PowerPoint 2013 supports saving your presentations in PDF
format to preserve file formatting and enable file sharing.
 The PDF file format ensures that when the file is printed or
viewed online, it retains the format that you intended.
 It also ensures that data in the file cannot be easily changed.
 XPS is a similar electronic file format that also preserves file
formatting and enables file sharing.

Saving a Presentation as a Video
 You can save your presentation as a video file in the MPEG-4 file
format and then share it with others on a website, DVD, or
network.

Printing a Presentation
 A presentation can be printed in a variety of formats.

Tips for Giving a Presentation
 Review the following points to make sure you are ready:
 Arrive early to check the equipment and then view the
screen from your audience’s perspective.
 Be prepared for technical problems—carry extra hard copies
to use as handouts if the equipment is faulty.
 Have your presentation ready—display the first slide with
your name, topic name, and other pertinent information on
the screen as your audience enters the room.
 Bring a pointing device, such as a laser pointer, or use your
mouse as a laser pointer by running the presentation and
then holding down the Ctrl key while pointing to objects.

Tips for Giving a Presentation - continued
 Come up with a clever attention-getting device.
 Practice makes perfect—be sure you are proficient in using the
equipment and the software.
 Use good volume and speak at a moderate speed.
 Clearly identify each of the points, but do not read them from your
slides.
 Do not over-entertain your audience—sounds can get annoying,
too many graphics are distracting, and too many slides are boring.
 If your presentation is of a serious nature, do not use unnecessary
sounds, graphics, or animations.
 Summarize your presentation and ask for questions if appropriate.
 Provide your audience with a handout to take with them—it
reinforces follow-up and continued interest.

Using Masters to Maintain Consistency
 Each PowerPoint presentation comes with a set of masters:
slide, notes, and handout.

Using Masters to Maintain Consistency - continued
Using the Slide Master
 To view the slide masters for a presentation, click the VIEW tab
and then click the Slide Master button in the Master Views
group.
 When you first open a blank presentation, it will contain one
blank slide master.
 In the slide thumbnails pane, the slide master thumbnail will
appear at the very top of the pane and will be numbered 1.
 It will be followed by a series of smaller slide thumbnails
showing the various layout options for that master.

 A presentation can contain as many slide masters as you need,
and each slide master can contain a variety of different layouts.
 Hover the mouse pointer over each slide master layout to see
which slides use it.
 If you want to make a change to multiple slides in your
presentation at once, use the slide master.
 The change you make there will be applied to all slides that use
that master.

Using the Handout Master and the Notes Master
 Depending on your presentation needs, you can customize your
handouts or notes to accommodate your text, logo, graphics,
charts, SmartArt, or other objects.
 Placing these objects within a master page reinforces
consistency on each of the slides in the presentation and on all
handouts and notes that you may use during your presentation.

Working with Slides
Adding Text to a Slide in Outline View
 Display the outline pane by clicking the VIEW tab and then
clicking the Outline View button in the Presentation Views
group.

Working with Slides - continued
 The outline pane replaces the slide thumbnails pane.
 A slide number displays in the pane followed by a small slide
icon.
 To create slides in the outline pane, display the outline pane,
click immediately right of the slide icon in the outline pane, type
the title for the first slide, and then press the Enter key.
 This creates a new slide in the presentation and another slide
icon displays in the outline pane.
 If you want to continue typing text on the first slide, press the
Tab key.
 This removes the second slide and slide icon and moves the
insertion point below the title in the outline pane.

Importing a Word Outline into PowerPoint
 An outline created in Word can be imported into PowerPoint to
populate a presentation.
 PowerPoint will create new slides using the Title and Content
slide layout based on the heading levels used in the outline.
 Note that for this to work, you must apply heading styles from
the Styles gallery on the HOME tab in Word.

Organizing Slides
 As you edit a presentation, you may need to reorganize slides,
insert new slides, or delete existing slides.
 Manage slides using the slide thumbnails pane or the Slide
Sorter view.
 Switch to Slide Sorter view by clicking the Slide Sorter button in
the view area on the Status bar or by clicking the VIEW tab and
then clicking the Slide Sorter button in the Presentation Views
group.

Adding Slide Transitions
 Slide transitions are effects you can add to a presentation that
play when you move from one slide to the next in Slide Show
view.

Running a Slide Show Automatically
 You can set the slides in a slide show to automatically advance
after a specific number of seconds with options in the Timing
group on the TRANSITIONS tab.
 To advance slides automatically, click in the After check box and
then insert the desired number of seconds in the measurement
box.
 Click the On Mouse Click check box to remove the check mark.
 If you want the transition time to affect all slides in the
presentation, click the Apply To All button.

Inserting Sections in a Presentation
 If you are working on a large presentation or collaborating on a
presentation with others, you can organize your slides into
sections that can make the process much easier.

Customizing the Running of a Slide Show
Running a Slide Show in Rehearsed Time
 To create rehearsed timings, click the SLIDE SHOW tab and then
click the Rehearse Timings button in the Set Up group.

Customizing the Running of a Slide Show - continued
Running a Slide Show in a Continuous Loop
 In a continuous-loop slide show, the presentation runs over and
over again until you stop the show.

Adding Animations to a Presentation
Applying and Removing Animation Effects
 To animate an item, click the desired item, click the
ANIMATIONS tab, click the More button at the right side of the
animation thumbnails in the Animation group, and then click the
desired animation at the drop-down list.

Adding Animations to a Presentation - continued
 The Add Animation button in the Advanced Animation group on
the ANIMATIONS tab provides four types of animation effects.
 You can apply an effect as an item enters the slide, as an item
exits the slide, as emphasis to an item, and as a motion path
that will cause an item to move in a specific pattern on, or even
off, the slide.
 If you want to remove an animation effect from an item, click
the item in the slide in the slide pane, click the ANIMATIONS tab,
and then click the None option in the Animation group.

Modifying Animation Effects
 When you apply an animation effect to an item, you can use
options in the Timing group on the ANIMATIONS tab to modify
the animation effect.
 With the item selected, use the Start option box drop-down list
to specify when you want the item inserted in the slide.
Generally, items display in a slide when you click the mouse
button.
 Click the Start option box arrow and then click With Previous or
With Next at the drop-down list to make the items appear on
the slide with the previous or next item.

Reordering Animation Effects
 When you apply an animation effect to an item, an animation
number displays next to the item in the slide pane.
 This number indicates the order in which the item will appear in
the slide.
 When more than one item displays in the slide, you can change
the order with options in the Reorder Animation section of the
Timing group on the ANIMATIONS tab.

Enhancing a Presentation
Using Screenshots
 Screenshots are useful for capturing snapshots of information
that might change or expire.

Enhancing a Presentation - continued
Adding Action Buttons
 Action buttons are drawn objects placed on a slide that, when
clicked, will perform a specific action.
 For instance, an action button can advance to a specific slide,
file, or location on the Web.
 To insert an action button, click the INSERT tab and then click
the Action button in the Links group.

Using Hyperlinks
 You can enrich your presentation by inserting hyperlinks.
 A hyperlink can take you to a location within the same
presentation, a different file, or a location on the Web.
 You can even use hyperlinks to advance to multimedia files, such
as sounds or videos.

Inserting Audio and Video Files
 Adding audio and/or video files to a presentation can turn a
slide show into a true multimedia experience for your audience.
 Insert an audio file by clicking the INSERT tab, clicking the Audio
button in the Media group, and then specifying whether you
want to find an audio file online or in a folder on your computer,
or record a new audio file.
 Complete similar steps to insert a video file, but click the Video
button in the Media group instead.

Contents© Paradigm Publishing, Inc. 55
CHECKPOINT 2
1) This view gives you a view of your
slides in thumbnail form.
a. Slide Sorter
b. Normal
c. Notes Page
d. Reading
3) This stores information about the
design template.
a. slide master
b. slide handout
c. slide theme
d. slide template
2) In this view, each slide displays on
its own with any added notes
displayed below it.
a. Slide Sorter
b. Normal
c. Notes Page
d. Reading
4) These are drawn objects placed
on the slide that, when activated,
will perform a specific action.
a. placeholders
b. graphics
c. text boxes
d. action buttons
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

Desktop Publishing Terms and Definitions
Term Definition
MPEG-4 An audio and video file format
outline A list of content with headings and subheads;
created in the chronological order of the
presentation
PDF A file format created by Adobe that preserves
formatting to make file sharing easier
XPS A file format created by Microsoft that preserves
formatting to make file sharing easier

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