Finkelstein Memorial Library Spring Valley, New York Creating A Basic PowerPoint Presentation
What is PowerPoint?
PowerPoint is computer software designed for creating an interesting presentation in front of an audience. You can create:
computer presentations and handouts
35 mm slides
PowerPoint is Extremely Popular!
PowerPoint is the world's most popular tool for presenting information.
There are over 500 million copies in circulation.
Many jobs require a knowledge of PowerPoint
US Military uses heavily
NASA Presentation before Challenger Accident. (too much detail)
When to Use PowerPoint
Motivational Speech or Sermon
Personal Messages—weddings, retirement dinners, Bar Mitzvahs, birthdays, etc.
Who Uses PowerPoint most?
Small business owners and professionals (doctors, dentists, lawyers, etc.) for competitive advantage.
Educators and students who want to communicate more effectively in the classroom.
Religious leaders who want to inspire their congregations.
Individuals with personal messages
Consequences of a Poor Presentation
Lose the sale or account
Fail to inform or inspire
Lose credibility with colleagues and associates.
The Television Generation
People are familiar television and now the Internet. They want “sound bites” & graphics.
Most People Remember:
20 percent of what they hear.
30 percent of what they see.
50 percent of what they SEE AND HEAR.
Teenagers and college-age young adults prefer music, videos, the web, print and more, often all at the same time.
Salt and Pepper
PowerPoint is like salt and pepper on food; its use can enhance a lecture tenfold, but its overuse can destroy the whole thing.
PowerPoint is found in many Microsoft Office packages
There are 5 Versions:
PowerPoint 97 —outdated
PowerPoint XP (2002)
PowerPoint Vista 2007
Using PowerPoint vocabulary
Slides: An individual screen in a slide show.
Presentation Files: The file you save to disk that contains all the slides, speaker's notes, handouts, etc. that make up your presentation.
Objects: Any element that appears on a PowerPoint slide, such as clip art, text, drawings, charts, sounds, and video clips. You can refer to a clip art object, a text object, a title object, a drawing object, etc.
Presentations Might Include:
Links to Websites
Data from other programs; Excel, Word, Access, etc.
What PowerPoint Is Not:
A graphic design package. It’s not well-suited for drawing pictures. (Use Adobe Illustrator).
A publication designer. It’s not well-suited for designing brochures, newsletters, or handouts. (Use Microsoft Publisher).
A word-processor. It’s poorly suited for producing text-rich documents. (Use Microsoft Word)
A webpage design tool. (Use MS Front Page)
Its simple outline structure can overemphasize some ideas or options and conceal others, and the graphic presentation of data can impede understanding.
Goal of this class:
To get an overview of the PowerPoint program but…
“ If you don’t use it; you’ll lose it”
Constraints of today’s Class
We cannot save to the hard drive
We cannot download from the web
We cannot take the time to focus on creating effective text
We have limited clip art files
We cannot upload files to the web
We cannot cover every feature
Topics We Will Cover
Plan your presentation before beginning
Get oriented to the PowerPoint screens
Basics: how to open, create and edit a PowerPoint Presentation using a template or a slide design
Text editing & formatting
How to insert pictures, videos and sounds
How to use slide transitions, rearrange slides, modify layout, change your pointing device
Using “Masters” as templates
Set up a show and print slides or handouts
Create a quick photo album
Save Your Presentation
The Thinking Process
What do I want to accomplish?
Who is my audience?
What are the key ideas that I must communicate?
How can I best tell my story?
5. How will my presentation be shown? Think through the practical issues—where and how you'll be delivering the presentation. Know the room in which you'll be presenting, how big your audience might be, what kind of handouts you'll need, and so on. Thinking your presentation through before you begin will help you make the right choices as you pull everything together.
6. How should I sequence my slides and get the best flow of information?
7. What effects would make the presentation most effective? (slide transitions, animations, etc.)
Start with the end in mind.
How to Open PowerPoint
Shortcut from the desktop.
Get familiar with PowerPoint Views Normal View – which is the default view you see here Slide Sorter View – lets you see all the slides in your presentation Notes View – lets you add personal notes to go with each slide
Slide Work with one slide at a time, add or change text and graphics, or draw shapes. Outline Work with only the slide title and traditional outline form. Slide Sorter Display miniature versions of all slides, including texts and graphics Use this view to change the order slides, add transitions, and set timings for electronic slide shows. Notes Pages Create speaker's notes for each slide. Slide Show Display your presentation as an on-screen electronic slide show.
Views in bottom left of screen
Choosing a New Presentation If You… Choose… Need help with content and design (no clue how to begin) New from AutoContent Wizard Have content but need help with design From Design Template Have design and content in mind New/Blank Presentation Want to create from a similar presentation New from existing presentation
Creating a New Presentation
AutoContent Wizard - takes you through the creation of a simple presentation step by step.
Design Template - PowerPoint provides many templates that you can choose from. The templates are created by professional artists and offer design choices in black and white as well as in color.
Blank Presentation - this option allows you to select slides and format them individually.
Using the AutoContent Wizard
If you're not confident writing the text for the presentation (especially if you've never created one before), let PowerPoint give you a hand. The AutoContent Wizard offers different presentation types with ideas for content that you can replace with your own.
Choose AutoContent Wizard from the task pane
The Template Provides
What does the template provide you with?
Bullet Color And Size
And Bullet Size
For Five Headings Deep
Five is as far as it goes
Use a design template.
If you're not sure of your design abilities, choose a look from the design templates in PowerPoint to base your presentation on a tried-and-true, professional design. In the New Presentation task pane, click From Design Templates .
The variety of designs available in PowerPoint ranges from smooth professional to bright casual. Whether you're presenting to your sales staff or a national convention of herb gardeners, you're likely to find a look that fits.
To apply a Design Template
Choose Format --> Slide Design .
On the right side of the screen, choose the design template you want by clicking it. You can click through a number of templates to see which one you like. The design template will be applied to all the slides in your slide show.
Once you have a basic design, you can customize it by choosing the Format --> Background menu option or the Color Schemes link at the top of the Slide Design bar (on the right side of the screen). Backgrounds and color schemes can be applied to all slides or selected slides.
Save your presentation every time you stop to think. Don’t let a sudden power-failure cost you work.
Don’t depend on the auto-save feature.
After selecting a template is a good time to save.
Name your presentation a simple, short name.
Changing fonts and font size
Picture tool bar
Inserting a slide
Viewing a presentation
Working with Outlines
left-side of the page
comprised of titles and body text of each slide.
Use special outlining buttons
Use the Outline view to write content quickly. Sometimes tackling both the look and the content at once is a bit overwhelming. Why not try getting your thoughts down in the Outline view quickly and then build from there?
An Image can tell a story…
… or just grab your attention
Use images to build tension A picture can be worth more than one thousand words.
To insert clipart you can go to the main menu bar and select insert>picture>clipart
To insert pictures or other graphics from your computer select insert>picture> from file
Inserting Pictures from a file
Move to the slide you want to add the picture.
Choose Insert Picture From File
Present your data in a chart.
There are different chart types (in both two-dimensional and three-dimensional views), but you can also create flowcharts and more using the diagramming features in PowerPoint.
Note: Excel is better for charts!
Inserting Charts and Diagrams
To find the commands you need for both charts and diagrams, on the Insert menu, click either Diagram or Chart .
You Me Everyone Else
Insert a New Slide; Slide Layout
Movies and Sound
Sound from Clip Organizer
Choose Insert Movies from file
Choose from a file or the web
Finkelstein Memorial Library Home Page
Adding Transitions to Your Slide Show
A transition refers to the way one slide moves off the screen and the next slide appears. When you set your transitions, you can also set how long you want each slide to appear on the screen.
Apply to Selected slides or to all slides
Printing Slides or Handouts
On the File menu, click Print
Choose Slides or Handouts or Notes
Choose Color or Grayscale
To set headers and footers, in Print Preview, click the arrow on the Options button, and then click Header and Footer
Email Your Presentation
Send To: Mail Recipient
Save to the World Wide Web
This is easier to do than it sounds. PowerPoint enables you to turn your presentation into a ready-made Web page.
On the File menu, click Save As .
In the Save as type list, click Web Page .
Click Save .
Photo Album Feature
Great Time Saver
Allows you to insert multiple pictures quickly to create slide shows
To create Photo Album to: insert>picture>
new photo album
Photo Album— Add Sounds
Insert Movies and Sound
Insert Sound from a file
(right click) Choose “Custom Animation”
Choose “Effect Options”
Continue playing sound until after last slide
Slideshow on a CD
You can create a slide show of your photos, then burn it on a CD so that it starts up automatically. Just go to the File menu and choose Package for CD. Click Add Files, locate the slide show on your hard drive, click Add, then click Copy to CD.
Free PowerPoint Viewer
To open a PowerPoint slide show you need either a copy of PowerPoint itself or a small program called PowerPoint Viewer. The PowerPoint Viewer is a free download from Microsoft's Web site. To download the viewer, go to Microsoft's Download Center: www.microsoft.com/downloads and click on "Office and Home Applications."
Run Your Show Automatically
On the Slide Show menu, click Rehearse Timings . Set a comfortable pace for the slides to progress to the finish.
On the Slide Show menu, click Set Up Show .
In the Set Up Show dialog box, click the Browsed at a kiosk (full screen) check box. This setting also restricts users from changing your presentation. Click OK .
Click the Slide Show button in the lower left of the PowerPoint window to preview the changes you have made to the sample presentation.
The Slide Master
is the model for the slides in your presentation. When you want to make a global change to the look of your slides, you don't have to change each slide individually. Just make the change on the Slide Master, and PowerPoint will automatically update the existing slides and apply the changes to any new slides you add.
For example, if you change the color of the title text on the master to blue, title text on existing and new slides will be changed to blue automatically.
If you add a graphic to the Slide Master, that graphic will appear on every slide. If you add information to the header and/or footer on the Slide Master, it will appear on every slide.
Working with Masters
Modifying the Slide Master
Go to V iew , M aster , S lide Master . Make the changes you want, and they will affect all the slides. Note : Remember that changes you make to individual slides override the Slide Master.
Modifying the Slide Master
Formatting changes affect all slides
Add headers and footers, etc.
A PowerPoint Slide Master contains objects that you want to appear on each slide in your presentation. With a Slide Master, you only have to create an item once and PowerPoint will automatically include it on every slide. You can move objects around, add art, add headings or labels, change colors and fonts. Choose: View Master
Make sure you are viewing the Slide Master.
Go to V iew , H eader and Footer… (do NOT try to type directly into the Header and Footer areas on the Slide Master).Select the information you would like to include on every slide, and click Appl y to All .
Add a Logo in Master View
Choose View Master SlideMaster
Drag a logo into the Master View
Add Action Buttons
On the View menu, point to Master , and then click Slide Master .
On the Slide Show menu, point to Action Buttons , and click Action Button: Back or Previous . Click where you want the button to appear on the master, and then in the Action Settings dialog box, click OK . This button will allow the visitor to view the previous slide in the presentation.
On the Slide Show menu, point to Action Buttons , and then click Action Button: Forward or Next . Click where you want this button to appear on the master, and then in the Action Settings dialog box, click OK . This button will allow the visitor to view the next slide in the presentation.
On the Slide Master View toolbar, click Close Master View .
Control Your Pointer
Remember! PowerPoint is fun!
Now It’s Your Turn!
Practice, practice, practice
PowerPoint is a great help—and almost a cure—for presentation jitters. By relying on the program's professional look, the content prompts, and the help it gives you along the way, you can create an impressive presentation even if it's your first time out.
If you have used other Microsoft products you will notice familiar toolbars and menu functions in PowerPoint though some are specific only to PowerPoint.
In the upper left of the main screen, you will notice outline and slide tabs.
The Outline tab shows an outline of the presentation, including titles and text of each slide
The Slide tab shows a column of numbered slide thumbnails, enabling you to view several slides at the same time
In Normal View, you can display up to three panes in addition to the Outline or Slide tab:
-The Slide Pane shows the current slide
-The Notes Pane contains notes you might prepare for slides
-The Task Pane lets you quickly select tasks to work on
Create your own template for repeated presentations
If you're creating the same presentation over and over again—or at least updating one you use regularly—you can turn your presentation into a template that you or others can use quickly. A template saves all the settings you've selected—background images, color scheme, font selections, and so on—and ensures that the presentations you create based on that template all have the same elements in common. This is great if you have a company wide look that you want all your departments to adhere to. To turn a presentation into a template:
On the File menu click Save As .
In the Save as type list, click Design Template .
Name the file and click Save .
Creating a Presentation (from the Task Pane)
You can use the auto content wizard.
This is the easiest method since it helps format the presentation for you. It helps you organize your thoughts.
PowerPoint also allows you to choose from design templates to create your presentation.
You can start with blank template. This takes more planning and work since you are starting from scratch.
Handout Master PowerPoint allows you to automatically create printable handout slides to accompany your presentation. You can select different sizes for your slides to display on the printed handouts
Auto Content Wizard
Wizards help you create presentations by first asking you a series of questions about what you want to accomplish and then creating a presentation based on your answers.
The AutoContent Wizard lets you choose the type of presentation you want to create.
PowerPoint provides a number of presentation categories from which you can choose a specific type.
Once you've selected a presentation type from one of the categories, the AutoContent Wizard creates a general outline for you to follow, and formats the slides using a design template.
You can easily modify the content.
Create a blank presentation
Graphic File Formats
Jpg –ok for PP, small files, 24 bit (16 million colors), recommended for photos
Bmp –windows bitmap, ok for PP, very big files
Gif –ok for PP, loses info as only 256 colors max compressed, very small files, not recommended for photos.
Png –portable network graphic, best for PP, retains all information, small file size
Tiff –tagged image file format, not recommended for PP, very large files, high quality more suitable for printouts like photos.