200B/C Lab Series Presents:

Learning to Use Power Point 4.0
||Quick Preview|| Create Your Own Presentation, 1|| Create Your Own Presentation, 2|| PowerPoint View Modes|| Adding New Slides|| Transitions|| Slide Layout|| Stretch, Shrink, Crop|| Objects|| Text|| Building Text|| Tables|| Excel Sheets|| Organizational Charts|| Graphs|| Clip Art|| Help|| Printing||

* Run the Quick Preview to get an idea what you can do

  1. Launch PowerPoint from the Apple Menu.
  2. Select "PowerPoint Quick Preview" from the PowerPoint Help Menu.
  3. Use the "next" and "back" buttons to navigate through the preview. At times you will need to wait for it to load to the next section. You'll know you're done with the preview when the "next" button s replaced by "Again."
  4. Quit the preview.

* Create your own PowerPoint presentation: Part One

  1. Launch PowerPoint through the Apple menu
  2. In the dialog box that appears next, choose "Pick a Look Wizard" and click OK
  3. choose "On-Screen Presentation;" and click on "Next" to go to the next screen.
  4. you will then be given a choice of templates for your presentation.
  5. Select "more" and then use the down arrow key to scroll down the entire list of on screen templates.
  6. When you find one you like, click on the "apply" button.
  7. Click on "Next."
  8. read about all the printing options, but for now just choose "Outline Pages" and "Audience Handout Pages" (to save paper), click on "Next."
  9. use all 3 options (Name, date, and page number) for your handout pages, click on "Next."
  10. ditto for your Outline pages.
  11. at the Congratulation screen, click on Finish.

* 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.

Here are the five icons corresponding to the five view modes discussed below.

The Five View Modes:

  1. Slide View: To use slide view mode, click on the first icon. This mode allows you to see and work on one full slide at a time. It is the best mode to use in creating each individual slide. In this mode, you can also add clip art to each slide.

  2. Outline View: To use outline view mode, click on the second icon. This mode allows you to see the outline of your slides' titles and main points. It is the best mode to use for organizing your presentation.

  3. Slide Sorter View: To use slide sorter mode, click on the third icon. This mode is great for seeing what all your slides look like at once. Use this mode to see how the presentation will flow. You can easily duplicate, delete, or change the order of slides in Slide Sorter view. To move a slide to a new position, simply select and drag it.

  4. Notes Pages View: To use notes pages view mode, click on the fourth icon.This mode allows you to add notes to each slide. Print these notes to guide you in your presentation.

  5. Slide Show Mode: To use slide show mode, click on the fifth icon. This mode that is best for giving a presentation. Practice your presentation in this mode to get a sense of how it will appear to your audience. Each slide will fill the screen, covering the computer's desktop and menus. Use the left mouse button or press the space bar to move to following slides. If you would like to mark on a slide during your presentation, click on the pencil icon in the bottom right corner. This feature is helpful in allowing you to highlight points for your audience. The mouse arrow will turn into a pencil with which you can draw on the screen. Any marks you make will be temporary and will be erased when you move to the next slide or if you hit "e".

* 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.

Other Features:

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:

  1. Open the Tools menu
  2. Select "Transition..."
  3. Click on the top bar, labeled "Effect."
  4. Choose an effect and watch the picture in the bottom right-hand corner to see how the transition looks.

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:

  1. Select "Build..." from the Tools menu. The Build dialog box will appear.
  2. Make sure that the square next to "Build Body Text" is filled with an "x." If it is not, click on the square.
  3. If you would like other text on the slide to dim when a new point is added, make sure that the square next to "Dim Previous Points" is filled with an "x'.
  4. If you would like to add a special effect for building text, make sure there is an "x" in the box next to "Effect" and choose an effect from the menu underneath it.
  5. This dialog box will not give you a demonstration of special effects but you can see what your choice will look like by going into slide show mode.
  6. The screen will begin blank or with only the slide's title visible. Click on the left mouse button or hit the space bar to make each section of text appear.

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.

  1. under the apple menu, select "Netscape."
  2. the Columbia home page should appear.
  3. Copy this image, or another one, directly from Netscape into PowerPoint by:
    • holding down the mouse on the image
    • selecting "copy this image" from pop-up-menu
    • pasting onto page in PowerPoint (in slide edit mode)

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.

Other Lab Links:

  • Guidelines for Using 200B/C||
  • Tips for Effective Presentations||
  • Using Macs||
  • Instructions for Using the Podium||
  • Lab Main Menu