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Introduction To Microsoft Powerpoint 2000: Creating A New Presentation Starting Powerpoint
Introduction To Microsoft Powerpoint 2000: Creating A New Presentation Starting Powerpoint
AutoContent Wizard: Guides you through a series of dialog boxes for creating
a new presentation.
Template: Makes available a built-in design that contains color schemes and
design elements, which provide a background for a slide. It is also referred to
as a design in Flowchart.
Blank presentation: Opens a presentation, which has no elements or design
background in place.
Open an existing presentation: Opens a browse dialog box to locate a
PowerPoint file that has previously been saved.
Now that you know how to start PowerPoint, I will tell you about the three ways
PowerPoint 97 offers to create a new presentation
Creating a Presentation by Using the AutoContent Wizard
The steps to create a presentation by using the AutoContent Wizard are:
1.
2.
3.
4.
Select the AutoContent wizard option from the PowerPoint dialog box.
Click on the OK button
Click on the next button
After selecting the presentation type, click on the Next button to proceed.
Internet, kiosk: Select this option if you want to create a presentation, which the
viewer can go through independently without any guidance.
5.
Make the appropriate choice for the presentation and click on the Next button.
You can also change an AutoLayout by selecting the Slide Layout option from the Format
menu.
4.
5.
Select the Blank presentation option from the PowerPoint opening dialog box.
2.
Select the General tab and double-click on the Blank Presentation icon.
3.
4.
3.
Position the mouse pointer inside the placeholder, which reads Click to add
text and click on the mouse button.
The bullet item disappears and is replaced by a cursor.
4.
Type the text at the first bullet point and press the Enter key.
This adds a second bullet point, followed by a cursor.
5.
Type the text.
6.
Repeat steps 4 and 5 until you have added all the points for the slide.
7.
Click anywhere outside the text block to view how the text will look on the
slide.
Editing Text
The methods of making changes are summarized in below.
Key Combinations
Functions
Pressing Arrow keys
Moves the cursor right, left, up, or down within the text.
Clicking and dragging the mouse Select a string of characters.
Double-click on a word.
Selects the complete word.
Triple-click on a word.
Select the entire line or paragraph.
Pressing Ctrl + A
Selects all text in a selected text objects.
Pressing Ctrl + click
Selects an entire sentence.
Pressing Ctrl + X
Cuts the selected text and places it in the Clipboard.
Pressing Ctrl + C
Copies selected text to the Clipboard.
Pressing Ctrl + V
Pastes text from the Clipboard.
Table 1.1 Key Combinations and Functions
Adding Headers and Footers
A header is a text element shown at the top left corner of the slide. It is different from
a title, which is a descriptive text displayed at the top of the slide. A footer is a text
element at the bottom margin. You can add headers and footers to your slides,
presentation notes and audience handouts.
The steps to add a header or a footer are:
1. Select header and Footer option from the View menu.
2. Select the Slide tab to add a date, time, slide number and footer text to a slide, or
select the Notes and Handbouts tab to add date, time, header, page number and
footer and footer to notes and handouts.
When you select the Slide tab, you can suppress your footer on the title slide by
clicking the Dont show on title slide option.
3. Click on the Apply button to apply the setting to only the current slide, or click on
the Apply to All button to apply the settings to every slide in the current
presentation.
Adding, Inserting and Deleting Slides in a Presentation
Adding Slides
The steps to add slides are:
1. Select the New Slide option from the insert menu.
This invokes the New Slide dialog box display
2. Select an appropriate Layout from the New Slide dialog box.
3. Click on the Ok button.
A new slide is added to the presentation.
Insert Slides.
Slides can be inserted before or after a particular slide. You can select a slide and
then insert a new slide by using the New Slide option from the insert Menu. This will
insert the new slide after the selected slide.
Deleting Slides
The steps to delete a slide are:
1.
2.
To select a slide in the Slide Sorter View, click on it. A bold outline surrounds the selected
slide. The select multiple slides, press and hold down the Shift key while clicking on all
slides that you want to select. Another way to select multiple slides is to click on and hold
down the left mouse button as you drag an outline around the slides you want to include.
To cancel any selection, click on any blank area of the Slide Sorter view window.
For rearranging the slides, select the slide and drag the mouse, the mouse pointer
changes to a miniature slide with an up arrow. When you move the pointer between two
slides, a vertical bar appears to mark the location where the slide will be inserted if you
release the mouse button. You can also move more than one slide by using this method.
PowerPoint automatically renumbers the rearranged slides.
For copying slides, select the slide you want to copy, then press and hold down the Ctrl
key as you drag the slide to the copy location. The mouse pointer changes to a miniature
slide with a plus symbol, and a vertical bar appears between slides to mark the location
where the slide will be inserted, When you release the mouse button, a copy of the
selected slide is inserted in the new location.
To display the Slide Sorter view, select the Slide Sorter option from the View menu.
Notes Page View
The Notes Page view is used to type notes for the slides within a presentation.
Each Notes Page includes as Image includes an Image of the associated slide, about 33/4
*5 inches in size. Below that, there is an area where you can type any text. Notes Pages
act as a script for the presentation. Information about each slide can be written in this
area.
To display a Notes Page view, select the Notes Page option from the View menu.
Slide Show View
The Slide Show view displays the slides on full screen. In this view, the PowerPoint
window is visible and each slide occupies the complete screen area.
This view helps you to check the final sizes, colors, animation, transitions between slides,
sounds and other controls.
To display the Slide Show view, select the Slide Show option from the View menu.
Using Masters
A master is a special slide, which is used to define formatting for all the slides in a
presentation. If you want a picture or some text to appear on every slide, notes page, title
slide or on all the handouts, add it to the respective master. Masters are used to:
Slide Master
The Slide Master determines what will appear on all slides except the slides with a Title
Slide Auto Layout. The Slide Master allows you to change the background, color and size
of all slides except title slides. Any changes made to Slide Master are reflected in all
slides in the presentation.
The steps to display the Slide Master are:
1.
2.
Title Master
The Title Master is similar to the Slide Master except that the changes made in the
Title Master affects only slides with the Title Slide Auto layout applied to them. You
can change the background, color and size of the text for all title slides in the Title
Master.
The steps to display the Title Master are:
1. Select the Master option from the View menu.
2. Select the Title Master option from the submenu.
Handout Master
The handout Master is used to create and format handouts for a presentation. You can
add page numbers, date, time, headers, footers and graphics objects to the handout
pages. The handouts contain miniature representation of slides. Handouts can be
printed with two, three or six slides per page.
The steps to display the Handout master are:
1. Select the Master option from the View menu.
2. Select the Handout Master option from the submenu.
Notes Master
The Notes Master controls the Notes Pages. It contains a scaled down version of the
slide at the top of the page. There is space at the bottom of the page for you to add the
Speakers Notes. You can change the background, the color scheme and the text
formatting of the Notes Master. You can also position the header, footer, date and
time, and slide number in the Notes Master.
The steps to displays the Notes Master are:
1. Select the Master option from the View menu.
2. Select the Notes Master option from the submenu.
SLIDE OPTIONS
The steps to add speaker notes are:
1.
2.
Clip Art: is a collection of graphic files. Using this artwork in your presentation
can help you add humor, or simply make the presentation visually more
interesting to the audience. PowerPoint comes with a set of images contained in
the Clip Gallery 3.0.
Pictures: Can also be inserted from other files. These pictures can be bitmap
images or .gif files.
AutoShapes: This feature makes it easy for you to draw shapes that you frequently
include in your PowerPoint slides and other applications.
Organisation Chart: An Organisation Chart can convey information about the
organization in a hierarchy.
WordArt: is used to add special effects to the text like shadow and stretch effects.
Word Table or an Excel Worksheet: A Word table or an Excel worksheet can also
be inserted into the slides.
Using AutoShapes
The AutoShapes feature makes it easy for you to draw shapes in your PowerPoint slides
and other applications. The AutoShapes tool displays a pop-up menu when you click on
it. This menu contains options like Lines, Basic Shapes, Block Arrows, Flowchart and
Callout.
The steps to draw an AutoShape are:
1.
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If there is no presentation open, then the slide Layout option in the Format menu appears
disabled(grayed or dimmed).
2.
3.
PowerPoint applies the layout to the current slide, inserting an Organisation Chart
placeholder.
4.
Click on any blank area of the slide or the gray area surrounding the slide to
deselect the Organisation Chart.
Organisation Chart application enables you to create simple or complex charts for
your presentation.
Inserting a Word Table or an Excel Worksheet
A table of data can convey useful information on a slide. PowerPoints text editing
tools do not provide the means to create the table but they enable you to use Word or
Excel to create the tables you need.
The steps to insert a Word table or an Excel worksheet are:
1. Select the Insert Microsoft Excel button or the Insert Microsoft Word Table button
from the standard toolbar.
A drop-down grid of cells is displayed that enables you to define the size of the table or
the worksheet.
2. Click and drag the mouse pointer across the cells to indicate the rows and
columns you want.
The cells you select are highlighted.
3. Release the mouse button
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PowerPoint inserts a special object into your slide. PowerPoints standard toolbar and
menu bar are temporarily replaced by Words by Words or Excels toolbar and menu bar.
The steps to create the contents of your worksheet or table are:
1.
2.
3.
4.
Select the area in which you want to add text, or press the Tab key to move the
insertion point from left to right across the cells in the table or the worksheet.
Use the Up and Down arrow keys to move from one row to another.
Use the standard editing conventions to enter and edit the text in the table.
To deselect the table or the worksheet, click on any blank area outside the
table or the gray that surrounds the slide.
You can make changes to a table by double clicking inside the table. When you deselect
the table or the worksheet, PowerPoints menu and toolbars are displayed automatically.
Adding Movies and Sounds
Sounds and Video objects can add enormous impact to your documents. You can
incorporate sounds and video files into a document as object, much like a simple Clip Art
image. You can also set the sound or video objects to play the objects once or
continuously. This feature is particularly useful for multidedia presentations because it
lets you organize your graphics, sounds, animations and videos. Office 97 has several
movie and sound files. You can access these from the Clip Gallery.
The steps to add movies and sounds are:
1.
2.
3.
The Microsoft Clip Gallery 3.0 dialog box opens with the Videos tab activated.
4.
5.
6.
7.
Select a Video Clip and click on the Play button to preview the movie.
Click on the Insert button to insert the movie in the slide.
Select the Sounds tab from the Microsoft Clip Gallery to add sounds, and
click on the Play buttons to hear the sound.
Click on the Insert button to insert sound.
If you have a movie or sound clip that is not the Clip gallery, you can add it by selecting
the import Clips button. You can also insert a movie or sound clip by selecting the
Movies and Sounds option from the Insert menu and then select Movie from File or
Sound from File option from the submenu.
If you have a movie or sound clip that is not in the Clip Gallery, you can add it by
selecting the Import Clips button. You can also insert a movie or sound clip by selecting
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the Movies and Sounds option from the Insert menu and then select Movie from File or
Sound from File option from the submenu.
Inserting Files From Other Applications
The steps to insert a new file from another applications are:
1.
2.
Display the PowerPoint slide into which you want to insert an object.
Select the Object option from the Insert menu.
This closes the insert Object dialog box and the window for the appropriate application is
displayed on top of the PowerPoint window.
Depending upon the object type which has been selected, the respective application will
have either the Close & Return to <file name> option or the Exit & Return to <file name>
option in the File menu. Select the option to close the application window and return to
PowerPoint. The file you created is inserted into the current PowerPoint slide.
7.
Click on any blank area of the slide or the gray area surrounding the clide to
deselect the object.
When you insert an existing file form another application, the file is inserted into the
PowerPoint slide directly, PowerPoint does not open the application that was used to
create a file. If you want to modify the file, you must open the application by doubleclicking on the icon after it is inserted into your PowerPoint slide.
The steps to insert an existing file from another application are:
1. Display the PowerPoint slide into which you want to insert an object.
2. Select the Object option from the Insert menu.
The Insert Object dialog box is displayed.
3. Select the create from file option.
4. Type the complete path name in the File Box if you know the name of the file. If
not, click on the Browse button, which displays the Browse dialog box with the
directory tree.
5. Select the correct file name and click on the OK button.
13
Select the Slide Color Scheme option from the Format menu.
14
Select a template name and click on the Apply button, or press Enter to select
the highlighted template.
15
Open the presentation for which you want to set the slide show.
Select any view such as Slide, Outline Sorter, Notes Page or Slide Show view.
Select the Set Up Show option from the Slide Show menu.
5.
Select one of the following radio buttons in the Show type area:
Presented by a speaker (full screen): Runs a full-screen slide show. The
presenter has complete control of the show.
Browse by an individual (window): Runs a slide show in a window with
commands available for moving through the show and for editing, copying,
and printing slides.
Browsed at a kiosk (full screen): Runs a self-running slide show. When you
select this option PowerPoint automatically selects the Loop continuously
until Esc check box.
Select any of the following check boxes:
Loop continuously until Esc: Runs a slide show repeatedly until you press the
Esc key. This check box is selected and is unavailable if the Browsed at a
Show without narrations: Runs the slide show without playing any voice
narrations.
Show without animation: Displays each slide as if all slide animation effects have
already taken places.
Show scrollbar: Displays a scroll bar on the slide show window. This option is
available only if Browsed by an individual (window) is selected.
6.
Select the All radio button or enter a range of slides in the Slides area of
the dialog box.
7.
Select either Manually or Using timings, if present radio button in the
Advance slides area.
8.
Click on the OK button.
Running a Slide Show
The steps to run a slide show are:
1. Open the presentation for which you want to run the slide show.
2. Select the first slide you want to display.
3. Click on the Slide Show button at the bottom of the screen.
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When the time that is set expires, the next slide is displayed.
7.
Select an appropriate option from the Sound drop-down list if you want to add
sound.
To see a list of all sounds used by Microsoft Office, select the Other Sounds option from
the Sound drop-down list. The sound files have a.wav extension.
8.
9.
10.
Select the Loop until next check box, if you like to play the sound
continuously.
Click on the Apply button to apply the settings to the current slide or the
Apply to All button to apply the settings to all slides in the presentation.
After the slide transition and slide timings have been set, the Slide Sorter view
changes and appears.
The transition icon is displayed under all the slides and a transition time is displayed
under the second slide indicating that transitions and slide times have been applied. You
can click on a transition icon to see a demonstration of the transition effect.
17
Select the Rehearse Timings option from the Slide Show menu.
Click on the arrow button on the Rehearsal dialog box when you are ready to
advance to the next slide.
PowerPoint keeps track for how long each slide is displayed and sets the timing
accordingly. If you display the same slide more than once, the last timing is recorded.
3.
A message a displayed informing you of the total time for new slide timings.
4.
Select the Yes button to record the new timings or the No button to ignore the
new timings and retain the previous timings.
Another message is displayed asking the user whether or not they want to view the
timings in the Slide.
5.
Click on the Yes button to review the timings in the Slide Sorter view or the
No button if you do not want to view the timmings.
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If you do not erase all comments on the current slide, PowerPoint erases all comments
automatically when you move to the next slide in a slide show.
Animating Objects on a Slide
The steps to add the build or animation effect to a slide are:
1.
Select the slide to which you want to apply the build effects in the Slides view.
2.
Select an object in the slide.
3.
Select the Custom Animation box option from the Slide Show menu.
4.
Select the timing tab.
5.
Click on the object name from the list of slide objects displayed in the Slide
objects without animation area.
6.
Select the Animation radio button from the Start animation area.
7.
Click on the Effects tab.
8.
Select the style of animation in the Entry animation and sound area.
9.
Select the sound effect from the Entry animation and sound area if you want
to add sound.
10.
Select an option that should occur after the animation of the selected object
from the drop-down list in the After animation area.
11.
Make appropriate selection in the introduce text area so that text can appear
letter by letter, word by word or all at once.
12.
Click on the OK button.
Adding Narration and Music
The steps to add a narration are:
1.
Select the Record Narration option from the Slide Show menu.
When you reach the last slide, a message will notify you that you have reached the end.
You can save the new timings or just save the narration itself at this point. Any, slide with
narration accompanying it, will now have a small sound icon in the lower-right corner.
The steps to add sounds and music are:
1.
2.
3.
4.
Select the Movies and Sounds option from the Insert menu.
Select Play CD Audio Track from the Movies and Sounds submenu, to add a
CD audio track to your presentation.
Specify which track of the CD to play and the specific Start and End points in
the Play CD audio track area.
Select the Loop until stopped check box if you want to play until the
presentation stops, offering a continuous musical background to the slides.
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5.
Select the Custom Shows option from the Slide Show menu.
Click on the New button.
Type a name in the Slide Show name text box.
Select the slides you want to include in the custom show from the Slides in
presentation area.
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To select multiple slides, press the Ctrl key as you click on the slides.
5.
Click on the Add button.
To change the order in which slides appear, select a slide, and click on one of the arrows
to move the slide up or down in the list.
6.
The Custom Shows dialog box is displayed again with the name of the custom show
in the Custom shows area.
7.
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Drawing Lines
Drawing lines is similar to drawing shapes, the difference being that lines are not
enclosed objects. These have a beginning point and an end point.
The steps to draw a line are:
1.
2.
Move the mouse pointer to the point where the line should start on the slide.
Click and drag the mouse to the point where the line should end.
Release the mouse button.
Adding Arrowheads
The steps to add arrowheads to a line are:
1. Select the line to which you want to add an arrowhead.
2. Click on the Arrow Style button from the Drawing toolbar.
3. Select a particular style.
The text box expands to accommodate the text being typed. If you want to type on a new
line, press the Enter key.
Enhancing Drawing Effects
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Enhancing Color
The steps to change the line, text or fill color are:
1.
2.
3.
Select the More Line Colors, More Font Colors or More Fill Colors option if you want
colors. You can also select the Patterned Lines option if you want a patterned line or the
Fill Effects option if you want to add or change line shading, pattern, texture, or fill color
in the picture.
3-D Effects
The steps to add 3-D effects to an object are:
1.
2.
3.
Editing Objects
Selecting Objects
If you want to make changes to an object, such as adding colors and changing size, you
need to select the object. An object can be selected by clicking on it. A gray borders is
displayed around the object. When you click on the border, the resize handles surround
the object in a rectangle shape.
The steps to select multiple objects simultaneously are:
1.
Press and hold down the Shift key and then click on each object you want to
select.
The resize handles are displayed around each object you select.
2.
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If you select an object by mistake and you want to remove it from the selection,
continue holding down the Shift key while you click on the object again. PowerPoint
removes the object from the selection.
Another way of selecting multiple objects is by selecting the Select Object button
from the Drawing toolbar. Click and drag the mouse across all the objects you want to
include in the selection. PowerPoint draws a dashed rectangle that encloses all the
selected objects. Release the mouse button. When you release the mouse button, the
rectangle disappears and the resize handles of each object in the selection are
diaplayed.
Grouping Objects
The steps to group several objects are:
1. Select all the objects.
The resize handles of each object are displayed.
2. Select the Draw button from the Drawing toolbar.
A drop-down menu is displayed.
3. Select the Group option from the drop-down menu.
The objects are surrounded by an invisible rectangle, indicated by resize handles at
the four corners and along each side of the rectangle.
To work with individual objects in a group, the group has to be first ungrouped.
The steps to ungroup the grouped objects are:
1. Select the grouped objects.
2. Select the Draw button from the Drawing toolbar.
3. Select the Ungroup option from the drop-down menu.
The quickest way to move or copy an object from one presentation to another is by
displaying both presentations by using the Arrange All options in the Window menu.
To move an object from one presentation to the other, click on the object in the first
presentation and drag it to the other presentation. When you release the mouse button, the
object will be displayed in the other presentation.
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To copy an object, press the Ctrl key, click on the object and drag it. When you release
the mouse button, a copy will be displayed in the other presentation, and the original
object will be intact in the first presentation.
Resizing an Object
The steps to resize an enclosed are:
1.
Click on either the left or the right side handles of the object to increase the
width of the object. If you want to increase the height of the object, click on
either the top or the bottom handles.
Aligning Objects
The steps to align objects are:
1.
2.
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