MICROSOFT POWERPOINT

1. MICROSOFT POWERPOINT 20 AUG 2009 Sharon Lam GPBI - GIT

2. AGENDA • Getting Started with PowerPoint • Working with Template (設計範本) and Master View (母片) • Inserting Tables and Charts • Inserting Movies and Sounds • Slide Transitions (投影片切換) and Animation Effects (自訂動畫) • Button for Slide Actions (動作按鈕) • Tips • Q & A

3. Getting Started with PowerPoint • Methods to Start a Presentation: • Blank Presentation • To start an empty presentation devoid of any design or sample text. • New from Existing Presentation • To create a copy from an existing presentation and then make changes. • New from Template • To create a new presentation based on an existing template. • To save an existing presentation as a template and re-use your own design for future presentations.

4. Getting Started with PowerPoint • Viewing the Presentation: • Normal View • View  Normal • Slide Sorter View • View  Slide Sorter • Slide Show View (F5) • View  Slide Show • Notes Page View • View  Notes Page • Master View • View  Master View

5. Working with Template • Design Templates • This option displays a list of pre-formatted style for your slides which having appropriate font size, color schemes and background graphics. • Applying a Design Template • On the Formatting toolbar, click Design. • A Slide Design task pane will be shown.

6. Working with Template • Applying a Design • You can choose applying the design to • All Slides • Click the template once. • Single Slide • Select the slide in the task pane, point to the template and click the arrow, and then click Apply to Selected Slides. • Multiple Selected Slides • Select the slides you wanted to apply a specific template, point to the template and click the arrow, and then click Apply to Selected Slides.

7. Working with Template • Changing a Design • To change another design, choose an alternative design from the Slide Design task pane. • Modifying a Design • Designs can be modified in a variety of ways. • Fonts and alignments can be modified using the Slide Masters. • The color scheme of a design can be modified by selecting Color Schemes in the Slide Template task pane. • To have further customization of colors, select the Edit Color Schemes at the bottom of the task pane.

8. Working with Template • Creating your Own Template • If there are a number of elements you want to use over and over again in your slide show design, you can create your own template to save all the design preferences in a PowerPoint template. • Such as company logo, particular background image, or a specific color scheme. • Once the template is created, it appears in the Slide Design task pane the next time you open PowerPoint, in alphabetical order under Available for Use.

9. Working with Template • Steps to Create a Template: • On the File menu, click New. • In the New Presentation task pane, under New, click From existing presentation, select the presentation you want, and then click Create New (This preserves your original presentation). • Apply any changes that you want in the new template. • On the File menu, click Save As. • In the File name box, type a name for your template. • In the Save astype box, click Design Template. • Click Save.

10. Working with Master Views • Master views allow you to see the underlying templates which determine slide backgrounds, initial layouts, default fonts and colors, and common elements which appear on all slides, notes and handouts. • Any element that is placed on the slide master will appear on every slide. • For example, if you wish to change the title font for every slide, it would be far more sensible to make the change once, on the slide master, and have that change filter through to all the slides.

11. Working with Slide Master • To view the slide master, go to View, click Master and choose Slide Master. • Same concept applies to Handout Master and Notes Master views.

12. Inserting Tables • There are several ways to create tables in PowerPoint. • Inserting Simple Table • On the File Menu, click Insert and Table. • To choose number of rows and columns you want and click OK. • Or just click the Insert Table Button and drag the rows and columns you need.

13. Inserting Tables • If you want a larger table or more powerful formatting capabilities, you can create an embedded Microsoft Word table, or even a Microsoft Excel worksheet or Access table in PowerPoint file. • Inserting New MS Word Table/Excel Worksheet • On the File Menu, click Insert and Object. • Choose Create New. • In the Object Type box, click Microsoft Word Document or Excel Worksheet and then OK. • A Word/Excel menu and buttons appear, integrated with the PowerPoint menu, so that you can modify the table.

14. Inserting Tables • You can also import existing tables worked in Microsoft Word, Excel or Access format. • Inserting Existing MS Word Table/Excel Worksheet • On the File Menu, click Insert and Object. • Choose Create from File. • Click Browse to search your file wanted and click OK. • A Word/Excel menu and buttons appear, integrated with the PowerPoint menus, so that you can modify the table.

15. Inserting Charts • Usually graphs are easier for audience to assimilate and are clearer onscreen than tables of raw data. • Charts can be inserted onto any slide by usingInsertmenu or clicking on theInsert Chartbutton. • A template graph and sample data is shown, then you can simply overtype it. • You can also import an existing dataset from Excel spreadsheet files and certain text files.

16. Getting Tables & Charts Linked • If you want the table or chart to be linked, select theLinkcheck box after browsing the file name. • Once the embedded information was changed, you will be asked to update the link when you open that PowerPoint file.

17. Inserting Sounds • There are a number of media objects that can be inserted into a PowerPoint presentation. • You can add music, songs, or sound effects that play: • Automatically or manually when you display a particular slide. • Over one or multiple slides • They can be either tracks directly from a CD or files saved on the computer normally in wav, mp3 or mid format.

18. Inserting Sounds • Steps to insert music or sound effects: • Display the slide which you want to add music or sound effects. • On the Insert Menu, select Movies and Sounds, and choose Sound from File or Sound from Clip Organizer. • Choose you want the sound to play automatically or when clicked. • To adjust the sound settings, right-click the sound icon and click Custom Animation. • Click the arrow on selected item, and then Effect Options to make different settings.

19. Inserting Movies • Movies are desktop video files normally in avi, mov, mpg or mpeg format. • Steps to insert movies: • On the Insert Menu, select Movies and Sounds, and choose Movie from File or Movie from Clip Organizer. • Choose you want the movie to play automatically or when clicked. • To adjust the movie settings, double-click the icon and select Custom Animation. • Click the arrow on selected item, and then Effect Options to make different settings.

20. Button for Slide Actions • Action Buttons can be added to allow rapid and easy navigation between slides during the presentation. • Click AutoShapes on the Drawing toolbar, and then select Action Buttons.

21. Go to previous page Go to next page Go to first page Go to last page Button for Slide Actions • Action Buttons can move the presentation forward or backward one slide, to the beginning or end of the document, or to a specified page somewhere else in the presentation. • Examples

22. Slide Transitions • If you want to apply the transition to a selection of slides in a presentation, select them first. • If you want the same effect for all the slides, you do not need to select them all first. • Steps to apply slide transition: • Go to Slide Showand select Slide Transition. • Or Right-click on the slide and choose Slide Transition. • Select the transition effect you want, and click Apply to All Slides.

23. Animation Effects • It is possible to add certain animation effects to text and objects within your presentation. • These effects control the manner in which the element behaves on the slide during a slide show. • Steps to add animation effect: • Go to Slide Showand select Custom Animation. • Custom Animation Task pane will appear on the right. • Select the text or object and click the Add Effect button to choose the effect you want. • To have further settings, go to Effect Options.

24. Tips - Shortcut Keys • Page Up / Page Down • Go to previous / next page • Home / End • Go to first / last page • Undo • Ctrl + Z • Insert a New Slide • Ctrl + M • Insert a Hyperlink • Ctrl + K

25. Tips – Inserting Hyperlink • Inserting hyperlink means moving to a new location on the internet by moving the mouse pointer over text and clicking when the pointer is shaped like a hand. • To apply a hyperlink to text, highlight the appropriate text and selectSlide Showand thenAction Settings. • ChooseHyperlink ToandURLand fill in a hyperlink destination wanted.

26. Tips – Inserting Hyperlink • When you change to Slide Show view and click the text, the hyperlink will be activated. • You can also insert a hyperlink by clicking Ctrl +K within a text box.

27. Tips – Inserting Hyperlink • Fill in the text you want to show, and also the hyperlink destination. • There is an option of adding a tip box when pointing to the text shown.

28. Tips - Grouping / Ungrouping • Sometimes you may have added a number of objects to your presentation that you wish to move together, relative to each other. • First you must select all the objects you wish to group, click the Draw button and select Grouping. • If you have grouped a collection of objects and later wish to separate them, you should select the group and then use Ungroup to do so.

29. Tips - Hiding Slide • When you produce a presentation that is designed for two different audiences, one which requires slightly more details than the other, you may need to hide certain slides. • You can use the same set of slides, but add in extra slides containing the increased details where appropriate. • To hide a slide, go to Slide Showand click Hide Slide.A hidden Slide marker is placed against the slide in the Outline/Thumbnail area to show that it will not be included in the show. • To unhide a slide, select the slide again and use Slide Show and clickHide Slide.

30. Tips – Compressing PowerPoint Files • Oversized Image Files • Usually, images don’t need to be much larger than 1024 x 768 pixels. • Right-click the picture, then click the Format Picture from the Shortcut menu. • In the Format dialog, click the Picture tab, and then click Compress. • To compress just the current picture, click Selected Pictures. To compress all the pictures in your presentation, click All Pictures in Document.

31. Tips – Compressing PowerPoint Files • Under Change Resolution, you can choose Web/Screen or Print. • If you presentation will be used for a screen show, click Web/Screen. • If you plan to distribute your presentation as printed pages, click Print. • Under Options, select Compress Pictures check box and the Delete Cropped areas of Pictures check box, and then click OK. • If prompted, click Apply in the CompressPictures dialog box.

32. END ~ THANK YOU ~

33. Q & A