A Guide to PowerPoint

1. A Guide to PowerPoint

2. 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.

3. PowerPoint Continued • To display a presentation, you need: • A computer (desktop or laptop) • LCD projector • White board or screen for projection

4. Seeing (and Hearing) Is Believing • PowerPoint presentations can enhance understanding and retention of concepts. • Audiovisual aids should be relevant to the speech topic.

5. Designing Presentation Aids Simplicity • Do not add too much content. • Keep bullets short • Visual aids should: • Reinforce • Support • Summarize what you say

6. Designing Presentation Aids Continuity • Use the same design throughout your presentation

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

8. Designing Presentation Aids Typeface • Typeface: • a specific style of lettering • Arial • Times Roman • Courier New • Tahoma • Monotype Corsiva

9. Designing Presentation Aids Font Size • Fonts: • sets of sizes (called the point size) • 24 point • 20 point • 18 point • 16 point • 10 point • upper and lower cases

10. Designing Presentation Aids 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.

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

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

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

14. You don’t want your slides to look like this: Colors on the slide are distracting Title too small Texts overlap and have strange formatting Font is small and hard to read Clip art is too large; only one piece is necessary

15. 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.

16. 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.

17. 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

18. Learning the Toolbars Menu bar Format-ting toolbar Standard toolbar View buttons Drawing toolbar Common tasks toolbar

19. Learning the Toolbars • The Menu bar • The Standardtoolbar • The Viewtoolbar • The Drawing toolbar • The Formatting toolbar • The Common Taskstoolbar

20. Learning the Toolbars • The Menubar contains the commands for which shortcuts exist on the toolbars. • For instance, under Fileyou can find the option to Saveyour presentation, which is also available on the Standardtoolbar. • In the Formattingmenu, 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 Formattingtoolbar to perform the same task.

21. Learning the Toolbars • The Standardtoolbar contains a number of useful shortcuts: • New presentation • Open a new or existing presentation • Save • Print • Spelling

22. 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 Helpindex for possible answer.

23. 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 PagesView: allows you to add and read notes below each slide • Slide Show: allows you to see the presentation

24. 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 • TheDraw button presents a menu of other ways to manipulate your text and clip art, including rotation, alignment, and alterations to AutoShapes.

25. Learning the Toolbars • The Formattingtoolbar allows you to: • Change font • Change font size • Add boldface, italics, underlining, and shading to text • Create animation effects • Change paragraph alignment

26. 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.

27. Learning the Toolbars • Finally, on the Viewmenu you can choose which toolbars are available at any give time: • Click View • Scroll down to Toolbars • Select or deselect your preferences

28. Select Presentation Option • When PowerPoint launches you will see the screen above. • Here you select how you would like to create your presentation.

29. 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.

30. Select Presentation Option • The Templateoption provides moderate flexibility in designing presentations. • You choose from 28 templates to organize your points, subpoints, and design.

31. Select Presentation Option • The Blank Presentationoption 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.

32. 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 ColorScheme or select Format and then Slide Color Schemefrom theMenu bar.

33. 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.

34. How to Create a Slide • To change the order of the slides, first select Slide SorterView ( ) from the Viewtoolbar. You can move slides by cutting and pasting or dragging and dropping • To delete a slide, either click on it while in Slide Sorter Viewor go to it in Slide View( ), then select Edit from the Menu bar and click on Delete Slide.

35. Organizing Design Elements • Text • Clip art and pictures • Animation effects • Balancing the elements

36. 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.

37. 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

38. 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.

39. Organizing Text • Don’t usetoomanydifferentfonts. • DON’T USE ALL CAPS. • Avoid fonts that are distracting: • Braggadocio • OzHandicraft BT • Shelley Volante BT

40. 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.

41. 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:

42. 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.

43. 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.

44. Organizing Clip Art and Pictures • PowerPoint can incorporate graphs and charts as well. • On the Standardtoolbar, 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.

45. Organizing Clip Art and Pictures • Remember: use clip art, pictures, charts, and graphs only to illustrate points, not as fillers.

46. Organizing Animation Effects • PowerPoint has a variety of different ways that text and art can be animated. • For example: Appear Spiral Fly from Bottom-Left Blinds Vertical Stretch from Top Zoom In Wipe Right Box Out Dissolve Crawl from Right Peek from Bottom Checkerboard Across

47. 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.

48. 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.

49. 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.

50. 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.