200B/C Lab Series Presents:

Learning to Use Microsoft Power Point

Run a Quick Preview to See What You Can Do

  1. Launch PowerPoint from the Apple Menu.
  2. In the "Project Gallery" window, there is a "Category" listing of what you can do. Select a category by clicking on its title, which will then display its preview on the adjacent screen.

  3. Quit the Project Gallery by clicking [cancel].

Create Your Own PowerPoint Presentation

Getting Started

  1. Launch PowerPoint from the Apple menu.
  2. Under the category "Presentation" in the "Project Gallery" window, select either "content" or "design" to view their respective previews. Most people pick the "design" option. This way, they can use the graphics Powerpoint provides, but modify their own presentation's content. (If you prefer to add you own grahpics, create a blank Powerpoint document by clicking the icon "Powerpoint Presentation" under the category "Blank Documents" in the "Project Galler" window.)
  3. When you have located the design you would like to use, double click it. This will bring you to the main screen where you can begin your editing.
  4. A "New Slide" window will pop up, which allows you to choose the layout of the slide. If you have selected a specific design in the previous step, you will notice that your slide now looks like the slide in the preview.
  5. Review printing options by going to the File menu and clicking Print. On the pop-up menu that contains the word "General," click on "Microsoft Powerpoint." On the "Print What" pop-up menu, you can select the format of how your presentation will print (e.g. outline view, handouts, etc.). If you are ready to print, click on the Print button. If not, continue working and reset this when you are ready to print.

Modifying the Content

When Power Point takes you to a blank slide, do a practice exercise by creating 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. You should save your creation from time to time in a file with your name and today's date.

Adding New Slides

To add a new slide in any PowerPoint View Mode except Slide Show mode, go to the Insert menu and select "New Slide." You can also use the keyboard shortcut, Command-M (Command Key is also known as the Apple key) or click on the New Slide Icon: . In Normal and Slide View, the new slide will be inserted into the space after the slide you are working on. In Slide Sorter and Outline View, you can position the cursor where you want the new slide to be added before you choose to add a new slide.

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 the View menu or by clicking on one of the five icons at the bottom left hand corner of the screen.

The Five View Modes:

  1. Normal View: To use Normal View mode, click on the first icon. This mode allows you to see and work on one full slide at a time. It also displays the presentation outline and notes you have on each slide. It is the best mode to use in creating individual slides.

  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 View: To use Slide View mode, click on the third icon. This mode allows you to work on the slide in a larger interface. However, it does not show your notes.

  4. Slide Sorter View: To use Slide Sorter View mode, click on the fourth 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.

  5. Slide Show View: To use Slide Show View mode, click on the fifth icon. This mode is best to use when 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. 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".

Advanced 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 slides. To select different transitions between slides:

  1. Open the Slide Show menu.
  2. Select "Slide Transition".
  3. Where it reads "No Transition," click and hold. It will display a list of different effects.
  4. Choose an effect and preview it in the top left-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" under the Format menu. 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. You can crop a picture by selecting the cropping tool located on the Picture Tool Bar (If the Picture Toolbar is not there, you can open it by going to the View menu, clicking on the Toolbar option, and checking the Picture option [make sure there is a check mark next to the Picture toolbar].). To crop, click on the icon and maneuver the cropping "handles" on your picture.

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. Check out "Effective Presentations" for more tips.

F. Animating 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.

  1. Make sure each bullet point you want to appear separately is in its own Text Box. To insert a textbox, go to Insert menu and click on "Text Box." The order of your adding the textbox determines the order in which the bullets will be presented.
  2. Highlight the textbox by clicking on the frame.
  3. Go to Slide Show menu, click on "Animation," and select the style of its appearance.
  4. You can also preview the animation you have programmed by selecting "Animation Preview" under the Slide Show menu. When you select this option, a small window will pop up where you can preview what you've programmed.

G. Tables: To create a table, go to the Insert menu and choose Table or click on the table icon on the Standard Toolbar: . The Insert Word Table dialog box will appear where you can adjust the number of rows and columns. Click OK and it will create a table. If you want to insert a table by clicking on the icon, hold the mouse button down on the icon while you move the mouse to adjust the number of rows and columns.

You can modify the shading and borders of your tables by double-clicking on your table or going to the Format menu and selecting Table. The pop-up window will offer you the options for borders, shadings, and sizes of textboxes.

H. Excel Sheets: To insert an Excel sheet onto your slide, go to Insert menu, select "Object," and choose one of the Excel options. You can alternatively copy from an Excel spreadsheet and paste it directly to Powerpoint. If you do not know how to use Excel, refer to an Excel manual.

I. Organizational Charts: To create an organizational chart, go to Insert menu, select Pictures, and then click on Organizational Chart.

Enter text into each box of the chart separately by clicking on the box and entering your text in the correct places. 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 boxes, lines, and texts by going to the Box menu and selecting "Color."

When you have finished creating your organizational chart, click on the small square in the upper left corner of the window. It will ask if you want to update the object in your Powerpoint presentation. Select "yes" and PowerPoint will then display your organizational chart on the slide.

J. Graphs: To add a graph to your slide, go to Insert menu and select Charts or click on the Chart icon: . A sample data sheet and graph will pop up. Enter the information into the data sheet just as you would in Excel. You will see the graph change after each entry. Close the Microsoft Graph window by going to File Menu and select Updata and return to Presentation or using the keyboard shortcut, Command-Q. The graph alone will appear on your slide, and you will not see the datasheet.

If your data sheet is ever closed, you can reopen it by double-clicking the graph on the slide.

If you want to change the type of charts you have, first open Microsoft Graph and the spreadsheet by double-clicking the graph on the slide. Go to the Chart menu and select "Chart Type," or click on the arrow part of the Chart Type Icon: . The left side of this icon illustrates the types of charts you can make. You can change the look of your graph by manipulating the color, font, and 3-D view. To do this, go to Charts menu and select "Charts Options" or "3-D View."

K. Clip Art: Add clip art to any slide you're working on, at any time, by going to Insert menu and selecting the "Clip Art" option from the "Picture" category. 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.

L. Using graphics from the World Wide Web:

You can use any image from the Web in place of a clip art image. Under the Apple menu, select Netscape or Internet Explorer.

  • You can copy any images from the Web directly from Netscape or Internet Explorer into PowerPoint.
    1. Select an image by holding down the Control Key while clicking on the image.
    2. Select "Copy Image" from the pop-up-menu.
    3. Paste the copied image onto page in PowerPoint (in Normal or Slide View mode) by going to Edit menu and choosing the Paste function, or using the keyboard short-cut, Command(Apple)-V, after having selected the slide in which you want the image.

    Some images resist being copied using the above method. To get around this problem, you can copy just about any thing you see on the Macintosh display by typing "4" while holding down the Command and shift keys; click and drag a selection box around the image you want. When you let up on the mouse, the image will be saved as a pdf file on the desktop, with the name "Picture 1.pdf" (or 2 or 3 or 100.pdf, depending on how many previous Picture files are there).

    Return to the PowerPoint slide where you wish to insert the image and choose Insert/Picture/from file on the Insert menu. The image can then be stretched or shrunk to the size you want.

    Some images are too large (memory-wise) to be inserted using the above methods. They will make your powerpoint presentation needlessly large and slow to load. In such cases you'll want to open the image file in an application such as GraphicConverter in order to scale it down.

    M. 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.

    **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.

    Publishing Your Presentation on a Webpage

    See 3 Methods to Putting Powerpoint Slides on the Web

    Be sure to review Tips for Effective Presentations.

    Good luck!

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


    page last modified on August 28, 2006 by lep1