133 - PowerPoint Introduction

This How To provides an introductory outline for using Microsoft PowerPoint, part of the Microsoft Office Suite. PowerPoint is installed on all Windows and Macintosh computers in ITS' pods, and is commonly used to organize, illustrate, and deliver your ideas like a professional.

More detailed help is available in PowerPoint’s Help menu.

Why Use PowerPoint?
Creating Your Presentation
Screen Layout
Adding Annotations/Graphics
Tweaking Your Presentation
Custom Animation
Saving And Presenting

Why Use PowerPoint?

There are several advantages to making a PowerPoint presentation:

  • You can take your presentation with you on a zip disk or USB flash drive.
  • You can make last minute changes.
  • You control the pace of your presentation.
  • The slide presentation will help you stay organized — your outline is in front of you at all times.
  • You can use presentations for large or small groups.
  • You can maintain eye contact and learner interaction.

According to experts there are five steps to creating a good presentation:

  • Define your purpose.
  • Analyze your audience.
  • Research your topic.
  • Organize your presentation.
  • Write, review, and revise.

Remember that creating your presentation will take at least ten times as long as presenting it!

Creating Your Presentation

When you open PowerPoint you will see a screen that gives you the option of creating a new presentation using the Auto Content Wizard, a  Design Template, or a Blank Presentation. At this screen you can also choose to Open an existing presentation.

  • Auto Content Wizard guides you through the creation process. It will ask you the type, style, and kind of output you prefer.
  • Design Template helps you choose color schemes, custom formatting, and styled fonts designed to create a particular look.
  • Blank Presentation starts with a blank page; you can select from different layouts for your slides.
  • Open an Existing Presentation opens or browses through your files to locate or select a file to edit.

Screen Layout

If you have used other MS Office products, PowerPoint’s toolbars will appear familiar to you. The Standard, Formatting, and Drawing toolbars are selected by default. To see what other toolbars are available in the View menu; choose Toolbars.

At the lower left corner of the PowerPoint window are viewing options. There are four views to choose from in PowerPoint. You can also access these options from the View menu at the top of the window.

  • Slide View (or normal) shows individual panes for viewing and editing.
  • Outline View shows an outline of your presentation with thumbnails of your slides.
  • Slide Sorter shows thumbnail versions of the slides in the order they appear in the presentation. This allows you to change the order of slides, to add/remove slides, and to add and preview presentation effects such as animations and slide transitions.
  • Notes View helps you prepare speaker notes for each slide.
  • Slide Show delivers the presentation. Use the small ellipsis (...) in the lower left corner of the slide to close the presentation. On a Macintosh, move the cursor to the button in the lower left corner, click and a contextual menu will appear. Click End Show.

Adding Annotations/Graphics

Using predefined layouts is the easiest way to work with each slide. You can also choose to work with a blank slide and add your own text, tables, charts, and graphics to each slide. Each time you create a new slide, you will be prompted with the Slide Layout options.

Select the layout you would like for each slide. You will be able to choose from many layouts that consist of text, lists, tables, charts, and graphics.

When working with graphics, you need to know what kind you are using:

  • Vector graphics are object-oriented and usually created with a drawing program. e.g., Adobe Illustrator or Macromedia FreeHand. These are often clipart images.

     When you change the size of a vector image, do it from the corner of the image. If you change the image size by stretching or shrinking from the sides, the image will be distorted (that’s OK if that is what you want to do).
  • Raster graphics are pixel-based, bitmap, or painted graphics. These are usually photographs. These files are much larger than vector images because the file has to store a lot more information.

It is best to edit or change raster images in a graphic editing program, e.g., Adobe Photoshop.

Tweaking Your Presentation

When you complete your basic presentation, you can change the entire format with the Slide Master. You can add a Summary slide by using the Slide Sorter View. You can add Transitions between your slides or you can even add a Custom Animation to each of your slides.

Slide Master

To make a change to all the slides in a presentation, change the Slide Master, and PowerPoint will update existing slides and apply the change to any new slides you create. From the View menu, select Master> Slide Master.

  • To change the slide format, use the Format menu and select  Slide Layout, Slide Color Scheme, Background, or Apply a Design.
  • To change any of the text attributes on your slide, click on the text area you want to change. You can change anything about your fonts or bullets with the Format menu.
  • To have a graphic appear on every slide, e.g., a company logo, add it to your slide master.

Click Close on the Master toolbar and you will return to your presentation.

Slide Sorter View

Select Slide Sorter View in the lower left corner; you will see thumbnails of your slides. You can drag and drop your slides in any order, add/delete slides, create a Summary Slide, or set slide Transitions.

To create a Summary Slide:

  • Position your cursor where you want the summary slide to appear in your presentation. Macintosh does not have an automated Summary slide function; search PowerPoint’s Online Help for the word Summary. You will see instructions for creating an Agenda slide.
  • To select multiple slides, press the <Shift> key and click each slide with the cursor. To select all the slides, press <Ctrl+a>. When your slides are selected, click the Summary Slide button that appears in your toolbar (this only appears when you are in Slide Sorter view, and looks like a card hand).

To set Slide Transitions:

  • Click Slide Transition (this button only appears in the Slide Sorter view); a Slide Transition dialog will appear.
  • Select the transition effect, how the slide will advance, and sound effects. After you have selected the effects, you can either choose Apply or Apply to All.

Custom Animation

Custom animation can be done in Slide View. Use custom animation sparingly because your audience might loose your message if they are paying attention the animation that is taking place on the display/screen.

From the View menu, select Toolbars and place a check beside Animation Effects. A new toolbar will appear at the top of the display. Choose the part of the slide that you wish to animate and select the appropriate animation button.

There are ten buttons available to animate the text/graphics that you have highlighted on your slide. The last two buttons are for custom animation and to preview the animation. Custom Animation will bring up a dialog that offers more options, including Order and Timing, Effects, Chart Effects, and Multimedia Settings.

Saving and Presenting

Don’t forget to save your presentation, and save often!

To save your presentation in PowerPoint, use the Save button on the toolbar or from the File menu, select Save or hit <Ctrl+s> (<Apple + s > on a Macintosh ). You can also use the Save As command to save your presentation in other formats.

Be careful of your document/file size. If you use a lot of graphics your file could be very large and you may need to save it on a zip disk or USB flash drive.

PowerPoint gives you many options for printing a presentation. You can print the entire presentation, specific slides, handouts, notes pages, and outline pages:

  • Slides - prints slides (one per page).
  • Handouts - print slides to be used as handouts. You select how many per page and how they are ordered, horizontally or vertically.
  • Notes Pages - prints your presentation notes with a copy of each slide at the top of each page.
  • Outline View - print the entire outline of the presentation.

If you choose to run your slide show from a computer, check with the Audio Visual department or Media Technology Services at UNM to obtain the right equipment.