* Run the Quick Preview to get an idea what you can do
* Create your own PowerPoint presentation: Part One
* Create your own PowerPoint presentation: Part Two
Power Point will now take you to your first blank slide. For a practice exercise, create a 6-slide presentation about yourself. It should have a title page, e.g., "The Life and Times of . .. (your name)." Each of the following pages can talk about different facts about you or episodes in your life. Save your creation from time to time in a file with your name and today's date. Save it on the floppy drive.
* PowerPoint Views:
There are five modes in which to view and work on PowerPoint presentations. You can easily change back and forth from one mode to another either throught he View menu or by clicking on one of the five icons at the bottom left hand corner of the screen.
The Five View Modes:
* Adding New Slides: To add a new slide in any PowerPoint View mode except slide show mode, click on the button titled "New Slide..." in the bottom right corner of the screen or choose "New Slide..." from the Insert menu. In slide view or notes pages view, the new slide will be inserted into the space just after the slide you are working on. In slide sorter view or outline view, you can position the cursor where you want the new slide to be added before you choose to add a new slide.
A. Transitions: This feature allows you to select a special effect for the transition between your slides. It can add a fun element to your presentation and helps to keep your audience's attention focused on the screen between slide. To select different transitions between slides:
B. Slide Layout: You can change the layout of each slide in this mode by choosing "Slide Layout..." on the Format menu or by clicking on the button labeled "Layout" in the bottom right corner of the screen. The Slide Layout dialog box will appear on the screen. There are 21 different preset slide layouts, each with a different combination of text, blank space, graphs, charts, tables, clip art, or objects. When you click on a layout, its title will appear in the bottom right corner of the Slide Layout dialog box. Choose a layout by determining which elements you want in your slide. If the layout you want is not among these, you can custom create a slide by adding individual elements to a preexisting slide layout or to a blank slide. To work on an element, double click on the area it covers on the slide.
C. To Stretch, Shrink, or Crop: You can change the amount of space given to each element by stretching or shrinking the box surrounding. To stretch or shrink, select the element you would like to resize by clicking on it. Move one of the eight small, solid squares surrounding it by clicking on them and holding the mouse button down while you move the mouse; use the corner squares if you want to preserve the proportions of the picture. To crop, select "crop picture" from the Tools menu and maneuver the cropping "handles."
D. Object: This is an open area that may be filled with one of many different images or texts taken from other Microsoft programs. Some options include an Excel worksheet or chart, a Word document, a Microsoft graph or organizational chart, WordArt, or a Microsoft Movie or Voice Annotation. To add an object click on "Object..." in the Insert menu and choose from the many options.
E. Text: PowerPoint text can be organized like an outline. Instead of presenting your audience with long paragraphs of text, structure your text to highlight the main points about which you will talk. Hints: Use large font, make one main point per slide, and minimalize the amount of text. Substitute graphs or other visuals for lengthy texts. See "Effective Presentations" in this book for more.
F. Building Text: One great feature of PowerPoint that helps to highlight each concept as you speak is progressive disclosure. This allows you reveal main bullet points one at a time. To select different slide builds:
G. Tables: To create a table, choose 'Microsoft Word Table" from the Insert menu or click on this icon: . If you enter a table through the menu, an "Insert Word Table" dialog box will appear. Adjust the number of rows and columns and then click on "OK." If you enter the table through the icon, hold the mouse button down on the icon while you move the mouse to adjust the number of rows and columns.
PowerPoint will take you to a Word Table window. When you have filled in the table, close the table by clicking on the small square in the upper left corner of the window. PowerPoint will then show your slide with the new table. Unless you choose "Grid" or "Box" from "Borders and Shading" under the Format menu in Word, your table will appear in PowerPoint without a border.
H. Excel Sheets: To insert an Excel sheet onto your slide, choose one of the Excel option under "Object..." from the Insert menu or, to use an Excel Worksheet, click on this icon: . If you do not know how to use Excel, refer to an Excel manual. When you have finished creating your Excel sheet, close the window. The Excel sheet will appear on your slide.
I. Organizational Charts: To create an organizational chart, click on this icon: or open "Object..." from the Insert menu and choose "Microsoft Organizational Chart 1.0". A program for creating an organizational chart will appear.
Enter text into each box of the chart separately by double-clicking on the box and entering your text in the correct place. Add new boxes by clicking on the buttons at the top of the window labeled "Subordinate," "Co-worker," "Manager," and "Assistant." Change the relationships between these boxes through the Styles menu. Change the look of your chart by changing the color of some or all boxes or lines by choosing "Box Color" or "Line Color" under the Boxes menu. You can also change the color of the text by choosing "Color" under the Text menu.
When you have finished creating your organizational chart, click on the small square in the upper left corner of the window. PowerPoint will then display your organizational chart on the slide.
J. Graphs: To add a graph to your slide, choose "Microsoft Graph..." from the Insert menu or click on this icon: . A sample data sheet and graph will appear on the screen. Enter the information into the data sheet just as you would in Excel or in a Microsoft Word table. You will see the graph change after each entry. When you close the Microsoft Graph window, the graph alone will appear on your slide. You will not see the datasheet.
If your data sheet is ever closed, you can reopen it by choosing "Datasheet" under the view menu- a check mark will appear next to the word "Datasheet"- or by clicking on this icon: .
Change the chart type by choosing "Chart Type..." under the Format menu or click on the arrow part of this icon: . The left side of this icon shows which type of chart you are currently using. Change the look of your graph by playing around with the color. To do this, choose "Options..." under the Tools menu.
K. Clip Art: Add clip art to any slide you're working on, at any time, by choosing "clip art" from the Insert menu or clicking on the icon. This will take you to the PowerPoint clip art gallery. I suggest you view all the clip art, since what is available in PowerPoint's gallery may to some extent dictate what you end up including in your presentation. Choose a clip art image and click on the button labeled "OK." The image will appear on your PowerPoint slide. You can position it anywhere on the screen, and you can crop it, stretch it, or shrink it.
Using graphics from the World Wide Web in your PowerPoint presentation:
You can use any image from the Web in place of a clip art image.
Some images are too large (memory-wise) to be pasted using the above method. See below for an alternative method.
Any thing you see on the Macintosh display can be copied by doing something called a "screen dump." You do this by typing "3" while holding down the shift and Command keys (the command key is the one with the apple symbol and a "squiggle" on it). You should hear the click of a camera shutter. The picture of the screen is now on the hard drive, with the name "Picture 1" (or 2 or 3 or 100, depending on how many previous Picture files are there). Open the hard drive by double-clicking on the hard drive icon on the desktop. Your picture should be in this folder.
Double click on the picture file you want to open it. The entire screen as it appeared when you took the picture will appear. The cursor will look like a cross. Position the cursor at one corner of the part of the picture that you would like to put on your PowerPoint slide. Click on the mouse button and hold it down while you move the mouse. You will see a dotted line in the shape of a square that expands as you move the mouse. Open it until it covers the space you want to keep and then let go of the mouse. Copy this image onto the clipboard by choosing "Copy" from the edit menu. Return to the PowerPoint window and click on the Clip Art square. Past the image onto the slide by choosing "Paste" from the Edit menu. The image can then be stretched or shrunk to the size you want.
L. Help: PowerPoint has great online help. In addition, PowerPoint user's guide books are available for use in rooms 200B and 200C. Ask the person working in the lab if you would like to see one of these.
M. IMPORTANT NOTE ABOUT PRINTING: Be sure to choose "Handouts: 6 slides per page" or "Outline View" under "Print What:" on the print dialog box. Otherwise each slide will take one whole page. This will overwork our printer. Also, you should select "grayscale", not black and white.
* Important: Be sure to quit PowerPoint before you eject your floppy disk.
* Do not shut down the Macintosh.