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  1. 1. Creating A New And Opening An Existing Presentation • Creating A New Presentation • There are a variety of ways of creating your PowerPoint presentation, and one of them is to start from scratch. In doing so, you are creating your presentation from a blank presentation, and you have much more flexibility over how it looks. In another tutorial, we will look at how to create a presentation using templates, but for now, to start from scratch click the File tab > New, and the following panel will be displayed (click the image to see a larger version). • • Ensure that Blank presentation is selected. You can click on the thumbnail image to select it if it isnt, and then click Create (see hints in the image above). A new presentation based on a blank presentation opens for you to start work on. As soon as you can, save the presentation so you dont lose any changes. Learn how to save your presentation. • If you want to sacrifice flexibility for speed, you may prefer instead to create a presentation using a template.Save Time And Effort By Using A PowerPoint TemplateOne way of creating a presentation is to start from scratch. However, you can save time andeffort if you base your new presentation on a template. A template defines the background, fontstyles, colours and sizes for your placeholders, as well as selected bullets that match thetemplate. Using a template means that you dont need to worry about defining those aspectsyourself. PowerPoint comes with a number of stylish templates built in that you can useimmediately, and you can download additional ones from create a PowerPoint presentation using a template, click the File tab > New, and the followingpanel will be displayed.
  2. 2. Clicking on a template category will display thumbnail images of all the templates within thatcategory. When you find a template you like the look of, click on its thumbnail to select it andyou will see a preview of it on the right of the panel. You can then click Create to create yourPowerPoint presentation based on this template.Sometimes you just cant find a template that precisely matches what you need, and in thesecircumstances, what many people do is use a template that is the closest fit and then modify it.There are many free templates available from within PowerPoint, and also freely downloadablefrom other websites on the internet. In addition to using those that ship with PowerPoint, you canalso purchase stylish and professionally designed templates for PowerPoint presentations fromvendors like SmileTemplates.Open Existing PresentationsThere are several reasons why you might need to open an existing Microsoft PowerPointpresentation instead of creating a new one. You might have previously saved an incompletepresentation and now need to dos ome more work on it. Alternatively, you might want to open a
  3. 3. complete presentation and actually run it for an audience. Whatever the reason, opening anexisting presentation is quite easy.Start PowerPoint and then click the File tab > Open. The usual Open file dialogue box that youmay already be familiar with opens and you use this to locate your presentation.When you find your presentation, either double click it to open it, or select it and then clickOpen. The presentation will then open for you to either work on it or run it.The keyboard shortcut for opening a presentation the same as that for opening existingdocuments in other Microsoft Office programs: ctrl-o.PowerPoint Basic Tasks • Adding New Slides • Deleting Slides • Moving Slides • PowerPoint Views • Modifying BackgroundsAdding New Slides To A PowerPoint PresentationNew SlidesThere are a couple of ways to add a new slide. In each way, the slide that is currently selected isimportant as the new slide will be placed after the selected one. This means that if you want toinsert a slide before the end of the presentation, you will need to select the slide that appears
  4. 4. before the one you want to insert. To select the slide, just click on it. You can select the slide inwhichever view you happen to be using, whether its Slides View or Outline View.Once you have selected a slide, click Home > Slides > New Slide. Youll notice that the NewSlide button is in two halves.If you click the top half of the New Slide button, the default Title and Content type slide will beadded. If, instead, you click the bottom half of the button, you will be able to select what type ofslide is added.
  5. 5. Once the new slide has been added, you can click into one of the editable content boxes to makeyour changes.The keyboard shortcut for adding new slides is ctrl-m.Deleting Slides In PowerPointGetting Rid Of Slides We Dont WantNow that youve learned how to add slides to a presentation, the time has come to learn how todelete unwanted slides. Deleting slides can be performed in three ways. Select the slide and then • Press the delete key on the keyboard • Pres the backspace key on the keyboard
  6. 6. • Right click on the slide and select Delete SlideAlso, there are a variety of places that you can delete the slide in question. The easiest way is towork in Normal View (on the View tab, in the Presentation Views group, click Normal). Youcan then work on either Slides or Outline tab: find and select the slide you want to delete andthen press the delete key. You can select multiple slides by holding down the control key as youclick on additional slides. If you press the delete key now, you will delete all the selected slides.If you have a group of slides that run in sequence, you can select them all by selecting the firstone and then holding down the shift key whilst you click on the last slide.If you have many slides to delete, you may find it easier from an organisational point of view towork in Slide Sorter View (read all about PowerPoint Views). The same process applies: selectsingle or multiple slides and then press the delete key.Moving Slides In PowerpointYouve spent time planning how you want your presentation to look and youve painstakinglydesigned its look and feel. Youve taken great care with every stylish slide youve added. But ohoh, you know see that slide 6 actually belongs before slide 5! What do you do, start again fromscratch? There is no need. All you have to do is move the slide. You can change the sequence ofyour slides by moving them around your presentation.To move a slide in your presentation, all you have to do is drag and drop it where you need it. Asyou drag the slide, you should see an insertion point that looks like eithe a horizontal or verticalline, depending on which PowerPoint view you are using, that tells you where your slide willappear.If you have many slides to move around, and want to get an overall view of how your slides areorganised, using the Slide sorter view is your best option.You can move several slides around as a group by selecting them all first and then dragging anddropping them. To select multiple slides, hold down the control key on your keyboard as youclick on additional slides. Alternatively, if the slides you need to select occur in an unbrokensequence, you can select the first slide and then hold down the shift key as you click on the lastslide.Moving Slides With Keyboard ShortcutsAnother way to move slides around is to cut and paste them. Select the slide(s) you want to moveand then right click > Cut. Select the slide that is positioned before where you want the slide togo and then right click > Paste. The slide(s) will appear after the selected slide. If you want tospeed things up, you can use keyboard shortcuts: select the slide you want to move, press ctrl-xto cut it and then ctrl-v to paste it.Dragging and dropping your slides is probably the easiest method to use.
  7. 7. PowerPoint ViewsThe Six Different PowerPoint ViewsThere are 6 different views you can use to look at your PowerPoint presentation and each onehas its advantages over the others. The default view in PowerPoint is normal view. This meansthat when you sart PowerPoint, and as lond as you dont change the view, you will be working inNormal View. There are two place to change to a different view: at the top of the left side paneland at the bottom of the workspace to the right (next to the zoom slider). OK, make that three, asyou can also see the presentation views on teh View tab!To change to Slides View or Outline view, click the corresponding tab at the top of the left sidepanel:To change to any of the other PowerPoint view, use the small toolbar at the bottom:Here is an explanation of how you should use the different views:PowerPoint Description View This is a great place to view the slides in your presentation as thumbnail-sized images while you edit. The thumbnails make it easy for you to navigate through your presentationSlides View and to see the effects of any design changes. You can also easily rearrange, add, or delete slides here This is a great place to start writing your content, to capture your ideas, plan how youOutline View want to present them, and move slides and text around. The Outline tab shows your slide text in outline form.Normal View Normal view is the main editing view, where you write and design your presentations. Slide Sorter view gives you a view of your slides in thumbnail form. This view makes it easySlide Sorter for you to sort and organize the sequence of your slides as you create your presentation,View and then also as you prepare your presentation for printing.Reading Use reading view to deliver your presentation not to an audience (via a large screen, for
  8. 8. View example), but instead to someone viewing your presentation on their own computer. Or, use Reading view on your own computer when you want to view a presentation not in full-screen Slide Show view, but in a window with simple controls that make the presentation easy to review. You can always switch from Reading view to one of the other views if you want to change the presentation. Use Slide Show view to deliver your presentation to your audience. Slide Show viewSlide Show occupies the full computer screen, exactly like an actual presentation. In this view, you seeView your presentation the way your audience will. You can see how your graphics, timings, movies, animated effects, and transition effects will look during the actual presentation.Powerpoint BackgroundCreating A Powerpoint BackgroundFor the background to your PowerPoint presentation, you can specify the following: • A solid fill • A gradient fill • A picture or texture fill • A Pattern fillTo change your presentation background, click Design > Background > Background Styles >Format Background. Alternatively, you can right click on a free area on a slide (and area thatdoesnt contain an object) and then select Format Background from there.You should now see the Format Background window.
  9. 9. Ensure that the fill tab is selected (as in the image above) and then make changes according towhat kind of background you want for your presentation.Solid FillTo specify a solid fill colour, ensure that the appropriate radio button is selected and then clickon the Fill Colour swatch. A panel is displayed for you to select a colour.
  10. 10. The colours in the main part of the grid are all theme colours, so if you select one, you can bepretty confident that the background will blend in well with the rest of the presentations colours.At the bottom of the colour selection panel are standard colours and if you want even morecolours to choose from, you can click More Colours at the bottom.Gradient FillA gradient is the smooth transition of one colour into another.
  11. 11. When this option is selected, you can choose from a selection of ready made gradients byclicking on the Preset colours button. Alternatively, you can exercise more control by definingthe gradient yourself. If you do this, you will need to tell PowerPoint whether the gradient islinear, radial, rectangular, path or shade from title. Additionally you will need to specify thegradient direction, angle, where the colours are positioned on the gradient (with the Gradientstops) and the properties of each colour in the gradient. These properties include what the colouris, how bright its is and also how transparent.Picture Or Texture FillWhen specifying a picture or texture fill for your PowerPoint background, you are actually usinga picture as the background.
  12. 12. PowerPoint comes with some built in textures you can use, or you can select an image that isstored on your hard drive. When you select an image in this way, you can choose to have theimage appearing just once in the background, or to have it repeating like a texture. As you cansee from the screenshot, there are many other attributes you can set that control the picturesappearance.Pattern FillAs with textures, PowerPoint ships with a selection of pre-made patterns that you can use as yourbackground.
  13. 13. Patterns available for selection include dots, stripes, zig zags, brickwork and many more. Youcan specify whatever foreground and background colours you want to use.Resetting The PowerPoint BackgroundIf you decide to reset your background, but youve made so many changes that it would take toolong to reverse each one, you can use the Reset Background button at the bottom of the FormatBackground window. You can also tell PowerPoint to apply the background you just designed toall slides in the presentation - using the Apply to All button. If you dont apply the background toall slides, then only the currently selected slide is affected.PowerPoint Text • Using Textboxes • Content Placeholders • Formatting Text • Adding A Textbox In PowerPoint
  14. 14. • When adding text to their PowerPoint presentations, many people limit themeselves to using only the placeholder boxes that are present by default when you add a new slide. For example, when you add a title and content slide, there is always a title placeholder in which you will see the words "Click to add title" and a content placeholder that displays the words "Click to add text". Its then a simple case of clicking into each of those boxes and then typing your content.• However, another way of adding text that gives you more flexibility over positioning is to add a textbox. Click Insert > Text > Text Box, and the cursor will change to this shape:•• Left click with the mouse and drag out the textbox. Once the text box has been drawn, you can start typing in it. When you drag out your initial text box, it retains its width, but the height contracts temporarily to be the height of one line of text. When you typr multiple lines, the height will adjust to fit, but the width of the textbox will remain fixed.• This is what the textbox looks like:•• You can see resizing handles at each corner and also halfway along each edge. You can resize the textbox by clicking and dragging on any of those handles.• Moving A Textbox In PowerPoint• Moving a textbox around in PowerPoint is as easy as drag and drop. If you are not careful, though, you will end up draging the resizing handles. The first thing you have to do is select the textbox as a whole. To do this position the cursor over one edge of the textbox until you see a double headed cursor.•• When you see the cursor change shape, click on the box. When the textbox is selected, the dashed bounding lines become solid lines, as shown below.
  15. 15. • • Now you can mov ethe textbox around either by clicking and dragging with the mouse, or by pressing the arrow keys on your keyboard. • Now that youve learnt how to add textboxes to your PowerPoint presentations, why not spice them up by inserting images.Content Placeholders In PowerPointPlaceholdersIn Microsoft PowerPoint, placeholders are boxes with dotted borders that contain content andreside within a slide layout. All built-in slide layouts that come with PowerPoint contain contentplaceholders. If you click on the bottom half of the New Slide button, PowerPoint displays all theslide layouts you can insert, and on each you can see content placeholders.
  16. 16. If you insert a two content slide layout, for example, you will get three placeholders: one for theslides title, and two for the content. To add you own text, click in a placeholder and start typing.You can style the text however you please, using the usual formatting options.But how does PowerPoint know what placeholders should appear on each slide? This isdetermined by the slide master. If you click View > Master Views > Slide Master, you can seeall the slide layouts available for use in your presentation. The layout on each is controlled by,among other things, the content placeholders on them.Click on any slide layout to select it and youll see the placeholders already present. You can addnew placeholders by clicking Insert Placeholder in the Mater Layout group of the Slide Mastertab. If you click the top half of the button, youll add the same placeholder as you added lasttime, whereas if you click the bottom half, you get a choice of placeholders to add.
  17. 17. Usually, you wont add content placeholders to existing slide layouts (though you might).Placeholders are more useful when you create a new slide layout. Well cover this in more detailin the Slide Master Tutorial.Formatting Text In PowerpointHow To Format Text In PowerpointMost of the time, you will probably leave the text you type in your PowerPoint presentation as itis, without formatting it. However, sometimes you might like to style certain pieces of text sothat it stands out.To format some text, first of all select it. As you move the cursor, the mini toolbar appears as ifby magic. The mini toolbar contains some of the more commonly used formatting commandsthat PowerPoint gueses you are likely to use. Using it, you can bold text, italicize it and dovarious other text formatting tasks, all at the click of a button. You will probably be familiar withall of the commands available on the mini toolbar, so we wont dwell on them.
  18. 18. If you want to apply more adventurous formatting, head over to the ribbon. When you select text,the Format contextual tab appears. On this tab are many different formatting functions. Lets getto grips with formatting text by running through a quick example.Lets increase the font size and bold some text. To do that, all we have to do is select the text andthen press ctrl-b. To increase the font size incrementally, press ctrl-shift->. You can keeppressing it until you get the right size, or select a specific font size from the ribbon. Click on theFormat contextual tab and then click on the More button in WordArt styles.Pick a style that you like and click to apply it. Alternatively, hover over a style to see a livepreview applied temporarily. When you move the mouse away from the style, the live preview isremoved. This is what I came up with when I applied a WordArt style:That looks pretty good!
  19. 19. Graphics • Insert Powerpoint Image • Using Clipart Images • PowerPoint Transitions • Creating Animations • Adding Soundsnsert Powerpoint ImageInserting Images In PowerPointTo insert an image in PowerPoint, click Insert > Images. You can see hat there are four differenttypes of image you can insert here, and well explore each one now.Insert A PictureIf you have an image, for example a photo you have taken, on your PCs hard drive, you wouldclick on the Picture button. Then you would navigate to the place on your hard drive where thepicture was located and either double click on it or select it and then click Insert.Insert Clip ArtWhen you click the Clip Art button, the Clip Art panel opens on the right of the workspace.
  20. 20. We can use this panel to search for Clip Art images of certain things. In the image above, Isearched for "telephone" and found four related images. To narrow down the saerch, you canclick on the Results should be drop down list and select one of the categories of: • Illustrations • Photographs • Videos • AudiosTo insert a Clip Art image, click on it.Insert Clip Art In PowerpointSearching Clip Art In PowerPointPowerPoint provides a large selection of ready made Clip Art images. These images are simplein design but their use can really help get your point across in your presentation. One advantageof using Clip Art is that the collection of images is right there raedy for you to use. You donthave to go out and take photos for your presentation, and you dont have to touch Photoshop.When you click the Clip Art button, the Clip Art panel opens on the right of the workspace.
  21. 21. We can use this panel to search for Clip Art images of certain things. In the image above, Isearched for "telephone" and found four related images. To narrow down the saerch, you canclick on the Results should be drop down list and select one of the categories of: • Illustrations • Photographs • Videos • AudiosTo insert a Clip Art image, click on it. Youll notice that the Picture Tools contextual tab appearsin the ribbon to help you perform picture related tasks. This tab will remain visible as long as theitem of Clip Art (or, indeed, any image) is selected.If there isnt a big enough selection of Clip Art images for you here, you can always check theInclude content checkbox when you search. Additionally, you can visit the siteyourself by clicking the link at the bottom of the panel.When you have finished working with Clip Art, you can close down the panel to reduce clutterby clicking the "x" in the top right corner.
  22. 22. PowerPoint TransitionAdding Transitions To Your PowerPoint PresentationIn Microsoft PowerPoint, slide transitions are motion effects that occur in Slide Show view whenyou move from one slide to the next during a presentation. You can control the speed, add sound,and even customize the properties of transition effects. To add a transition first of all select aslide in the left hand panel that contains the Slides and Outline tabs (Id keep it simple and workin the Slides tab). The transition will occur immediately before the selected slide is displayed.Click Transitions > Transition To This Slide, and then click on the transition you want to use. Ifyou want to see a larger selection of transitions, click on the more button (the down arrow at thebottom right of the group.When you hover over a thumbnail image of a transition, you can see a live preview of it appliedto your slide. When you move the cursor away, the preview is removed.If, after having applied a transition to the selected slide, you decide that you want the transitionapplied to all slides, click on the Apply To All button in the Timing Group on the same tab.Powerpoint AnimationAnimation For PowerPointTo add a custom animation to an object in Microsoft PowerPoint, first of all select the object,then click animation in the ribbon to see all the animation options we have at our disposal. Wecan see a few thumbnail images representing entrance effects in the animation group.
  23. 23. Thats not a very big selection of effects. To see more effects, click on the dialogue launcher atthe bottom right of the Animation group. A more comprehensive selection of effects is thendisplayed in a thumbnail gallery, in the categories of: • Entrance - this kind of animation brings the object onto the PowerPoint slide from a location off the slide • Emphasis - once the object is on the slide, you can give it some emphasis with this kind of animation • Exit - animations in this category remove the object from a slide • Motion Paths - applying this kind of animation allows us to plot a path for the object to follow
  24. 24. Previewing AnimationsWhen you hover your mouse over the thumbnail image of an animation, you can see a previewof what that animation would look like if applied. The animation plays once. You also get to seewhat the animation looks like when you actually apply it to the object. If you want to see apreview of the animation at any other time, click the Preview button to the far left of theAnimations tab.All slides that include an animation display a wooshing star next to the slide in slide view andslide sorter view (read more about PowerPoint Views).
  25. 25. To remove an animation from an object, click on the dialogue box launcher and select None atthe top.Powerpoint SoundInserting Sound In PowerPointCareful use of sound in your Microsoft PowerPoint presentation can do wonders to enhance it.However, its easy to get carried away and if you are not careful, you may confuse and distractthe audience too much from the message you are trying to convey. Bear this in mind and becareful to use sound clips sparingly. Used wisely, sound (and video) effects can quickly catchyour viewers’ attention.There are a few different ways to add a sound clip in PowerPoint.Powerpoint Sound ClipsTo insert a sound clip into your PowerPoint presentation, click Insert > Media > Ausio. Youllnotice that the audio button is split into two. Click on the lower half of the button and youll findthe following options available to you:Well go through each option now.Audio From FileThis is the most straight forward option. If you have a sound file stored somewhere on yourcomputer, use this option to navigate to it, select it and insert it. The icon representing a soundclip is inserted onto the slide you had selected.
  26. 26. While the sound clip is selected, you will be able to see the basic sound playback tools below theclip: play, rewind, fast forward and volume controls. You can also position the playback point toa specific place in playback using the timeline. The progress in minutes and seconds also appearsto the right of the timeline, to let you know how far through the recording youve progressed.While the audio clip is selected, youll also see the Adio Tools contextual tab displayed in theribbon, allowing you to perform a variety of audio tasks on the clip.The Format tab mostly contains commands for use with video, but the Playback tab can be usedwith sound clips.Clip Art AudioYou can use the Clip Art library to insert pre made audio clips in much the same way that youwould insert Clip Art images. When you click The Clip Art Audio option, the Clip Art panelappears to the right of the work space but the Results should be selection list is set to Audio.
  27. 27. Type in the type of sound you need into the search box and press Enter or click Go. A selectionof sound clips will be displayed for you to insert. Click on a particular clip and it will be inserted.Record AudioThe record audio option gives you the ability to record your own sound clip within PowerPoint.All you need is a microphone to record your voice. When you take this option, PowerPointdisplays a dialogue box that you can use to start and stop recording your voice. Type the name ofthe clip in the Name box and then click the round and red record button on the right. Stop therecording by clicking the blue rectangle button in the centre and start playback using the bluetriangle button on the left.
  28. 28. Powerpoint Spell CheckPowerPoint SpellingYouve spent a lot of time and effort into planning the structure of your presentation, designing itand then adding the whistles and bells in the form of graphics, video or animation. Theres onelast thing you need to check. Spelling! Poor spelling can really let down an otherwiseprofessional presentation, so you shouldnt neglect this important but often overlooked step.Spelling and grammar mistakes can distract readers from the work that you put into yourdocuments, so you want to eliminate these mistakes. Fortunately, PowerPoint has its own toolsto perform your proofing tasks.You have different options when it comes to checking your spelling. You can allow PowerPointto use its automatic spellchecker as you create your presentation (the wavy red, blue, and greenlines). Alternatively you can postpone the spellchecking until you have completed yourpresentation.Viewing PowerPoint Proofing OptionsYou can view your current PowerPoint proofing options by clicking the File tab > Options >Proofing.This window gives you a lot of control over how PowerPoint will proof your presentation. Thefirst button allows you to set the auto correction settings (more on that in another tutorial).
  29. 29. Some of the options shown in the window that is displayed apply to all Microsoft Officeprograms. Regardless of which program you are using to change the option, the setting that youselect applies to all the programs. These options are titled When correcting spelling in MicrosoftOffice programs. Towards the bottom you can set PowerPoint specific proofing options in thesection titled When correcting spelling in PowerPoint.The following is an explanation of what the proofing options do. Proofing Option ExplanationIgnore words in Ignore words in which all letters are uppercase. For example, if you select thisUPPERCASE option, the spelling checker does not flag ABC as a mistake.Ignore words that Ignore words that contain numbers. For example, if you select this option, thecontain numbers spelling checker does not flag a1b2c3 as a mistake.Ignore Internet Ignore words that are Internet and file addresses.and file addressesFlag repeated Ignore repeated words. For example, if you select this option, the spelling checkerwords does not flag beep beep as a mistake. Alert you to French words that contain uppercase letters that are missing an accentEnforce accented mark. When you are using the French (Canadian) dialect, by default this option isuppercase in always turned on, because the dictionary for this language includes the accentedFrench uppercase form of words in this language.Suggest from Suggest words only from the main dictionary that is built into the spelling checker. Ifmain dictionary you select this option, words from your custom dictionaries are not included in theonly list of suggested words when you check the spelling of a document. While you work in a document, the spelling checker can work in the background,Check spelling as searching for mistakes. As a result, when you finish the draft that you are workingyou type on, the check spelling process goes faster. This can save you time, especially with large documents.Use contextual PowerPoint will use context to determine whether a word is misspelled. Forspelling example, "a pear of shoes" would flag "pear" as being misspelled.Hide spelling Your PowerPoint flags misspelled words while you work, so that you can easily seeerrors them. If you dont want PowerPoint to do this, check this box.
  30. 30. Manually Proofing Your PowerPoint PresentationAt any point you can decide to spell check your entire presentation. Click Review > Proofing >Spelling. The next misspelled word in the presentation is highlighted in the spelling window,together with a brief description of the mistake and also possible actions on the word. Forexample, this is a word that wasnt found in the PowerPoint dictionary:There is a variety of buttons to the right of the window that allow us to take different actions,such as to ignore the misspelling, add it to the dictionary or change it to one of the words thatPowerPoint suggested as a replacement.Moving on to the next example misspelling and we can see a contextual misuse of the word"pear" in "a pear of shoes":Powerpoint Slide ShowSlide Show PresentationAt any time during the creation of your PowerPoint presentation, you can run it to see a preview.This will show you how your presentation looks when you run it for real.There are several ways to start your presentation. You can:
  31. 31. • click on the Slide Show button at the bottom of your workspace (next to the zoom slide) • press F5 • click Slide Show in the ribbon > Start Slide Show, and then choose the most appropriate way to run your slide show.Generally speaking, you have two options: to start the presentation from the current slide, orfrom the beginning. In addition, PowerPoint 2010 brings you the power to broadcast slideshows!Self-Running PowerPoint PresentationsMicrosoft give you the ability to create self-running PowerPoint presentations, which are a greatway to communicate information without having to have someone available to run a slide showpresentation. For example, you might want to set up a presentation to run unattended in a boothor kiosk at a trade show or convention, or send a CD with a self-running slide show to a client. Aself-running presentation restarts when it has finished and also when it has been idle on amanually advanced slide for longer than five minutesPointer Options In PowerPointPowerPoint PointerThe pointer in PowerPoint is a really good tool to draw attention to elements you want youraudience to focus on. While you are running your presentation, you can activate the pointer andthen draw, write or highlight anything you want on the screen. This is a visual aid for youraudience and so this tool is only available when you are running your presentation.To activate the pointer, right click on any slide and select Pointer Options > Pen. There are threeoptions available for the pointer: • Arrow - this is the default pointer and is good for pointing at things. • Pen - the pen pointer is good for drawing a circle around things and for impromptu writing. • Highlighter - the highlighter pointer applies a highlight background, similar to the highlighting you can do in Microsoft Word.
  32. 32. To use the pen and highlighter, you will need to click and drag.Heres an example of the pen pointer in use:You can change the colour of the ink used by right clicking again and selecting Pointer Options> Ink Colour. Select the new colour and it will be used on all new drawings. It wont affectanything youve already drawn.Heres an example of the highlighter in use:
  33. 33. You can change the ink colour of the highlighter in the same way that you can change the inkcolour for the pen pointer.At the end of your presentation, if youve drawn anything on a slides, PowerPoint asks whetheryoud like to keep your ink annotations.If you choose Keep, what you have drawn is saved on the slide and will be displayed next timethe presentation is run. The drawing is saved as an object that you can edit afterwards.Saving A New PowerPoint PresentationSaving Your New PowerPoint PresentationWhen you create a PowerPoint presentation you will have to save it at some point - and its betterif you do this sooner rather than later. Its also a good idea to keep saving your work periodicallyas you never know when you will lose power or when your computer is likely to crash. Keepsaving! If you dont, sooner or later you will lose some of your hard work. Its happened to us all,and saving your changes takes so little time that there is no excuse.If you are working on a new presentation, the first time you save, PowerPoint will prompt you togive it a name and locate a place on your computer to save it. There are two ways to save: usingthe ribbon and using the keyboard shortcut. Lets look at using the ribbon first: click the File tab> Save.
  34. 34. The usual save as dialogue box will appear, prompting you to supply a name and location for thepresentation. Here is that dialogue box, for those who havent seen it before:Think of a meaningful name for your presentation and type it into the File name input box. Tryto avoid names like Presentation2 as you will soon forget what the purpose of the presentation is.Its better to use names like "Introducing Science" etc. Once you have named your presentation,navigate to a location on your computers hard drive and save it there.There is a quicker way of saving presentations using keyboard shortcuts. You can also perform afile save by pressing ctrl-s. If this is the first time you have saved your presentation, you willagain be prompted to name it and find a place for it to be stored. Thereafter, you can periodicallypress ctrl-s and your changes will be saved immediately.
  35. 35. Saving As A Web Page In PowerPointHow To Save Your PowerPoint Presentation As A Web PageSaving your Microsoft PowerPoint presentation as a web page allows you to then post it to theweb. PowerPoint is able to retain the presentations integrity so that viewers on the web are ableto see it as though the presentation was being run as normal. The advantage of publishing yourpresentation to the web like this is that you always have it available to you - provided that youhave internet access, of course. The bad news is that PowerPoint 2010 does not have thatfunctionality - boo! However, in Microsoft Office 2010, there is a web versions of PowerPoint,so that may be the reason this functionality has been removed.Nevertheless, if you have a version of PowerPoint between 2000 and 2007 inclusive, you will beable to save your presentation as a web page.To save a PowerPoint presentation as a web page, click File > Save As A Web Page. When theSave As dialogue box appears, use the Save In box to navigate to the location of your webserver. Dont forget to name your presentation and then click Publish.The Publish as a Web Page dialog box will appear. Here, you need to make selections tocustomise how your presentation will be displayed. Under Publish What, select Completepresentation if you want to publish all slides or choose a selection of slides you want to publish.Leave the check next to Display speaker notes if you want them to be available.In the Browser Support section, select the following: • Microsoft Internet Explorer 4.0 or later ( high fidelity) if you want your presentation to be viewed only in Internet Explorer. This takes full advantage of the presentation and allows you to view in full screen. If you know your audience will be using Internet Explorer then this is the best choice to make. It will, however, work in the Latest version of Netscape. You just can’t do the full screen.) This method of saving usually (or used to!) looks the best. • Microsoft Internet Explorer or Netscape 3.0 or later. If some of your audience will be using Netscape (older versions than the newest one), then you should make this your choice. • All browsers listed above. This will create larger files but if your audience is using IE or Netscape and file size is not an issue then you can choose this type.In the File name box, type in the path to where you want to save (on your web server) or click onthe Browse button to browse to it.Click the Web Options button and then click on the drop down next to the Colours box andchoose the colours you want for the text and background of the outline. Here the default optionsare usually sufficient, but modify them to suit your needs. Click OK and then click Publish.This creates two files. If you called your show "ImprovingEfficiency" then after saving the fileyou will have created a folder called ImprovingEfficiency_files and a .htm file calledImprovingEfficiency.htm. If you are using FrontPage you can import these files into your web
  36. 36. site. Create a link to the ImprovingEfficiency.htm file. When your visitors click on this link itwill open up the PowerPoint show.The show should open up in a browser to preview it.Print PowerpointPreparing To Print In PowerpointIn PowerPoint you can print notes pages, slides (one slide per page) and handouts of yourpresentation. A presentation that has been printed out allows your audience to follow along asyou give your presentation and to gives them a record to refer to after the presentation. Beforeyou print anything, you need to prepare your presentation by setting the slide size, pageorientation, and starting slide number. Click Design > Page Setup > Page Setup, and in the PageSetup dialogue we can change things like the slide orientation (portrait or landscape) and also thedimensions of the printable area.The Slides sized for drop down list allows you to select some commonly used sizes for printouts,but you can also change the width and height manually using their respective input boxes. If youwant to print an overhead transparency, select overhead from the Slides sized for list. TheNumber slides from box allows you to change what page number prints on the very first slide orhandout.By default, PowerPoint slide layouts appear in landscape orientation but you can change thisusing the Page Setup or Slide Orientation button.Printing The PresentationOnce you have made all the preliminary preparations outlined above, you are ready to print.Click File > Print
  37. 37. On this panel you can specify how many copies you want to print and using what printer. If youwant to print only a selection of slides in the presentation, you can use the Slides drop down listto select one of: • Print All Slides • Print Selection (only prints the slides you have selected) • Print Current Slide • Custom Range (then use the Slides input box below to type in the page numbers you want to print)The next drop down list allows you to select full page slides, notes pages or the presentationsoutline to print, or if you want to print handouts you can specify how many slides per page.
  38. 38. Moving down, you can choose to print your presentation on one slide only or on both sides of thepaper. If printing on both sides you can select which edge (the short or long edge) of the paperseparates consecutive pages.The remaining selections allow you to choose whether to collate your printouts and whether toprint in colour, grayscale or in black and white. There is also a sneaky little link at the bottom forediting header and footer details. Once all teh settings have been addressed, click the big Printbutton at the top.