A Guide to PowerPoint

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 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

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.

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

Do not add too much content.

Keep bullets short

Visual aids should:

Reinforce

Support

Summarize what you say

Designing Presentation Aids Use the same design throughout your presentation Continuity

Use the same design throughout your presentation

Designing Presentation Aids Maintain continuity in: Colors Fonts upper and lowercase letters Styling Boldface Underlining Italics 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

Typeface:

a specific style of lettering

Arial

Times Roman

Courier New

Tahoma

Monotype Corsiva

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

Fonts:

sets of sizes (called the point size)

24 point

20 point

18 point

16 point

10 point

upper and lower cases

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

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.

Designing Presentation Aids Use bold, bright colors to emphasize important points. Use softer, lighter colors. Avoid dark backgrounds. Color

Use bold, bright colors to emphasize important points.

Use softer, lighter colors.

Avoid dark backgrounds.

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

How-To Guide to PowerPoint This guide offers straightforward advice that will help you use Microsoft PowerPoint to create effective and enjoyable presentations.

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.

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.

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

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

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.

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

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.

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

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.

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

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.

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

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.

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.

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.

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 .

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.

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.

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.

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

Text

Clip art and pictures

Animation effects

Balancing the elements

Organizing Text As you can see from this slide, text boxes can be put anywhere. 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.

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.

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

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.

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:

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.

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.

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.

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.

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 Vertical Fly from Bottom-Left Box Out Spiral Checkerboard Across Crawl from Right Dissolve Peek from Bottom Stretch from Top Appear Wipe Right Zoom In

PowerPoint has a variety of different ways that text and art can be animated.

For example:

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.

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 .

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.

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.

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.

Example of a Balanced Slide The clip art illustrates the slide and is well placed on the layout. The 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 Slide Title 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.

Practice your speech

Time yourself.