Microsoft Office 2003—PowerPoint 1

Learning Microsoft® Office 2003 – Deluxe Edition

Teaching ConceptsVisual Aid

Microsoft Office 2003—PowerPoint 2

Work with Microsoft Office PowerPoint

Microsoft Office 2003—PowerPoint 3

PowerPoint Basics

PowerPoint is a presentation graphics program that lets you create materials to be

used in various types of presentations. Presentations can include text, graphics, charts, and multimedia objects such as

sounds and movies.

Presentation objects include slides, handouts,

and notes pages.

Slides contain the bulk of

information in a presentation

Notes pages show the slide and attached

notes

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Create a New Blank Presentation

If you prefer to start from scratch in a new presentation, click Blank

presentation in the New Presentation task pane.

The Slide Layout task pane displays to let

you select the layout of your first slide

A blank presentation displays in black and

whiteYou can always apply a design

template at any time after creating a blank presentation.

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Apply a Slide Layout

When you begin a new, blank presentation, you can accept the default slide layout or select a new layout

Use the Slide Layout task pane to select and apply a layout

Rest the pointer on a layout to see its name

Layouts are organized by

type

The Slide Layout task pane also appears any time you add a new slide so that you can

choose a layout for the new slide.

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New Presentation with Slide DesignYou can apply a design template as you create a new slide show.

In the New Presentation task pane, click From Design

Template.

Choose a design template to apply to

the blank presentation

Tip

The Slide Design task pane shows design templates you have used

recently at the top of the list.

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Enter Text in a Placeholder

To enter text in a placeholder: Click a placeholder to

open it Begin typing at the

insertion point When finished, click

outside the placeholder to close it

Each slide layout has a specific arrangement of placeholders for

text and/or objects. The positions of these placeholders are controlled

by the slide master.

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PowerPoint Views

Slide pane

Notes pane

Outline/Slides pane with Slides

tab displayed

PowerPoint’s Normal view consists of three panes.

The Outline/Slides pane displays

either thumbnails of slides in the Slides tab or an outline of slide

text in the Outline tab.

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PowerPoint Views (cont’d)

Slide Sorter view shows all slides in the presentation as thumbnails

that are easy to move when organizing a show.

Slide Show view shows each slide in order using the full

screen. This is the view used to deliver presentations.

Switch views by clicking these buttons

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Check Spelling in a Presentation

To check spelling in a presentation: Click Tools, Spelling PowerPoint moves from

slide to slide to locate errors

Choose to ignore or change highlighted words

Click OK when finished

As with other Office 2003 applications, PowerPoint allows you to add words to a

custom dictionary.

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Print Presentation Materials

To print presentation materials: Click File, Print Choose what slides to

print Choose the print output:

slides, handouts, notes pages, or outline

If printing handouts, choose how many slides per page

Click OK

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Change the Slide Layout

To change a slide’s layout: Display the slide in

Normal view Select Format, Slide

Layout Click on a slide layout to

apply it New placeholders may

appear on the slideTo apply a layout to more than one slide, select slides in the Slides tab,

then choose Apply to Selected Slides from the drop-down menu on

the desired slide layout.

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Change the Design Template

Change the design template by displaying the Slide Design task pane and selecting a new design template.

Rest the pointer on a design

thumbnail to see its name

Tip

You can apply a design template to all slides or to selected slides.

As soon as you apply a slide design template, formats on existing slides change to those of the new design.

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Use Content Layouts

PowerPoint offers a number of

content layouts

Click an icon to insert an object

Content layouts give you quick access to a number of objects you can add to a slide: tables, charts, clip art, pictures from files, diagrams, and media clips.

When you click an icon, another

dialog box may open to allow you to choose options

for the object.

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Insert a Text Box

To insert a text box: Click the Text Box tool on

the Drawing toolbar Click on the slide to

create a nonwrapping text box

Or Click and drag to set the

width of a wrapping text box

Type text in the boxText boxes allow you to place text anywhere on a slide, not just where

default placeholders appear.

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Duplicate and Delete Slides

To duplicate a slide: Select the slide to

duplicate Click Edit, Duplicate

To delete a slide: Select the slide to delete Click Edit, Delete Slide

Tip

You can also use the Copy/Paste functions to create

a duplicate of a slide.

The duplicate slide appears below the

original in the Slides tab

You can duplicate, delete, copy, or

move slides in the Slides tab or Slide

Sorter view.

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Work in Slide Sorter View

Slide Sorter toolbar

With slides displayed as thumbnails, you can easily select, copy, and move

slides. Add transitions and rehearse timings

using tools on the Slide Sorter toolbar.

Move a slide by clicking to select

and then dragging to the new location

Vertical line shows location where slide

will appear when moved

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Work in the Outline Tab

To type text for a new slide: Click next to a slide icon Type the slide title Press Enter and then Tab Type the bullet entries

To edit text: Select text by dragging or

clicking to the left of the entry

Replace or modify textTo move slides in the Outline tab, select a slide and use the Move Up and Move

Down tools on the Outlining toolbar.

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Add a Summary Slide

To add a summary slide: Select the slides to

summarize in the Outline tab or Slide Sorter view

Click the Summary Slide button on the Outlining or Slide Sorter toolbar

By default, a summary slide has the title Summary Slide. You can change this title

to better suit your presentation.

The summary slide is inserted before

the first of the slides selected for

the summary

Tip

When selecting slides in the Outline tab, it is helpful to collapse slide text to show only titles, as shown above.

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Create Slides from an Outline

To create slides from an existing outline: Click File, Open Change Files of type to

All Outlines Click the outline file Click Open In PowerPoint, adjust

slide layouts as necessary

Another way to create slides from an outline is to click Insert, Slides from Outline. This command inserts the

slides into the currently active presentation.

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Link an Excel Worksheet

You can link an Excel worksheet to a slide so that changes to the worksheet

will also show on the slide.

First, copy the worksheet data you

want to link to a slide

Then, click Edit, Paste Special, and choose the

Paste link option to paste the data on the slide

Use the Paste option in the Paste Special dialog box to embed worksheet

data on the slide rather than link it.

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Change Text Formats

Drag across text to select it

You can then format the text by: Changing alignment Changing font, font size,

or font style Applying a font effect Applying a different font

color

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Change Slide Color Scheme

To change the slide color scheme: Display the Slide Design

task pane Click Color Schemes Click one of the color

schemes to apply to all slides

Or Select slides and then

apply the scheme to the selected slides

You can customize a default color scheme by clicking Edit Color Schemes and then

choosing new colors for the scheme.

Currently selected scheme has a blue

outline

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Work with the Slide Master

Each applied slide

design creates a

set of slide masters

Slide Master View

toolbar

Master place-holders

Footer placeholders

Masters allow you to make formatting settings and insert

graphics that apply to all slides which use that master design.

PowerPoint provides masters for slides, title

slides, notes pages, and handouts.

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Insert Footer Information

To insert footer information on slides: Click View, Header and

Footer Specify a date option Specify slide numbers Type a footer Click Apply to apply to

the current slide or Apply to All to apply to all slidesIf you click in the Don’t show on

title slide check box, the footer information appears on all slides

except the title slide.

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Draw Graphic Objects

To draw graphic objects: Select the desired tool on

the Drawing toolbar

Or Select an AutoShape Drag on the slide to draw

the object the desired size

Drag the object to move it into place if necessary

AutoShapes can help you easily draw complex shapes such as

arrows, stars, geometric figures, and even curving lines.

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Group Objects

To group objects: Select the first object Hold down Shift and

select additional objects Selected objects are

surrounded by handles Click Draw on the

Drawing toolbar Click Group

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Create an Organization Chart

To create an organization chart: Click the Insert Diagram or

Organization Chart icon in any content placeholder

Select Organization Chart Click in each box and type

text Use the Organization

Chart toolbar to add shapes or change formats

You can also add an organization chart using the Title and Diagram or Organization Chart layout,

using the Diagram command on the Insert menu, or the Insert Diagram or Organization Chart button

on the Drawing toolbar.

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Create a Chart

To create a chart: Click the Insert Chart

icon in any content placeholder

In the datasheet, replace sample data with your data

Click outside the chart to see the updated chart

Double-click any part of the chart to change its formats

Tip

You can import data for the chart from an Excel worksheet.

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Export Materials to Word

To export slides/notes to Word: Click File, Send To,

Microsoft Office Word Select a page layout for

slides and notes or select Outline only

Choose whether to paste or paste link the exported material

Click OK

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Start and Navigate a Show

To start a show, click the Slide Show button

Advance slides by: Clicking the mouse Using arrow keys Using automatic timing Using the shortcut

menu to jump to a specific slide

Using the popup menu buttonsYou can also click F5 to start the

show, or click View, Slide Show.

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Apply a Transition

To apply a transition: Click Slide Show, Slide

Transition Select a transition effect Adjust speed and specify

sound effect if desired Choose an advance

option: on mouse click or automatically after a set time

Transition effects apply to the

currently selected slide. Click Apply to All Slides to use the same effects on all

slides in the presentation.

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Add a Sound Clip

To add a sound clip: Click Insert, Movies and

Sounds, Sound from Clip Organizer

Click a sound from those displayed

Choose a play option to play the sound when clicked or automatically

Type a keyword to search for

specific sounds

Click this link to find sounds on the Office

Online Web siteYou can insert sound clips stored on your

system by clicking Insert, Movies and Sounds, Sound from File.

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Hide a Slide

To hide a slide: Select the slide to hide in

the Slides tab or in Slide Sorter view

Click Slide Show, Hide Slide

To unhide a slide: Select the hidden slide Click Slide Show, Hide

Slide

The number of a hidden slide shows a slash to indicate it’s

hidden

You can show a hidden slide using

the Go to Slide submenu in Slide

Show view.

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Apply an Animation Scheme

To apply an animation scheme: Display the slide you want

to animate in Normal view Click Format, Slide Design

and click the Animation Schemes link

Select an animation scheme in the list to apply it to the current slide

Click Apply to All Slides to apply the scheme to every slide in the presentation

To preview an animation, select a

scheme in the Animation

Schemes list and click Play.

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Use Custom Animations

Numbers indicate the order of

animation effects

Custom animation gives you more control over animations. You can add effects for an object’s entrance or exit, to emphasize it after it appears, or to control its

movement on the slide. Then you can decide how to start the effect and set its speed and other properties.

First select an object on the slide and click

Add Effect

Select an effect and then modify

its start, direction, and

speed

Click Play to test the animation

effectsEffects display in

the Animation Order list

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Annotate Slides

To choose pen type, right-click

and select Pointer Options

You can choose to save or

discard your annotations when exiting

the show.

You can use your mouse to draw directly on slides in a variety of pen

styles. Choose a color for annotations

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Notes and Handout Masters

On the Notes master, you can

format the header and

footer information and

notes text

The Notes master and Handout master allow you to change formats that will apply to all notes pages or handouts you print.

On the Handout master, you can

format the header and

footer information and

adjust the number of slides on the handout

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Use Package for CD

To package a show: Click File, Package for

CD Enter a name for the CD

or storage folder Click Options to choose

additional options such as the PowerPoint Viewer, embedded fonts

Click Copy to Folder to save to your hard drive or Copy to CD

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Set Up a Presentation

To set up a presentation: Click Slide Show, Set Up

Show Select slides to include Select the show type Specify the advance option Select options for showing

the presentation If you are using more than

one monitor, make multiple monitor settings

Select a pen color

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Save a Presentation for the Web

To save a presentation as a Web site: Click File, Save as Web

Page Click Change Title to

change the Web page title

Type a file name To access advanced

publishing options, click PublishYou can save the presentation Web

site to your hard drive, to a local network, or to a Web server.

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Set Publishing Options

Specify slides to include in

Web site

Choosing All browsers makes the

presentation viewable by most people

Click Web Options to change navigation

and other options

Click Publish to save the Web presentation

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Change Page Setup

To change the size of slides: Click File, Page Setup Click the Slides sized for

list to see other available sizes

Or Specify custom width and

height measurements

The Slides sized for list includes standard options for overhead

transparencies and 35mm slides as well as many other page sizes.