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 Use the Left and Right arrow keys or the Page Up and Page Down keys to move between the pages. You can also click on the pages to move forward.  To.

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Presentation on theme: " Use the Left and Right arrow keys or the Page Up and Page Down keys to move between the pages. You can also click on the pages to move forward.  To."— Presentation transcript:

1  Use the Left and Right arrow keys or the Page Up and Page Down keys to move between the pages. You can also click on the pages to move forward.  To switch between the slide show and the Windows Desktop simply minimize this window.  If you see first => second it means select first followed by second (e.g Start => All Programs). DO NOT TYPE the “=>” characters.  If you see first + second it means push and hold down first, then push second (e.g Ctrl + M). DO NOT TYPE the “+” sign.

2 Introduction to Presentations using Microsoft PowerPoint Before starting on our introductory journey through PowerPoint presentations we first need to understand what a presentation is and why or when we would need one. Before starting on our introductory journey through PowerPoint presentations we first need to understand what a presentation is and why or when we would need one. A presentation involves displaying an organized set of information to a group of people. A presentation involves displaying an organized set of information to a group of people. A presentation will normally be used to show how a certain product works or outline the flow of a project. A presentation will normally be used to show how a certain product works or outline the flow of a project. A PowerPoint Presentation is a document you put together in the form of slides in order to show some information to an audience. A PowerPoint Presentation is a document you put together in the form of slides in order to show some information to an audience. A PowerPoint Presentation is presented to the audience in the form of a Slide Show. A PowerPoint Presentation is presented to the audience in the form of a Slide Show. Each page in a PowerPoint document is called a slide. Each page in a PowerPoint document is called a slide.

3 Introducing Microsoft PowerPoint We will begin our journey by first launching the Microsoft PowerPoint program. We will begin our journey by first launching the Microsoft PowerPoint program. Where can we find and launch Microsoft PowerPoint? Where can we find and launch Microsoft PowerPoint? The answer to the above question depends on what version of Microsoft Office is installed on your Computer as well as how the icons have been setup. The answer to the above question depends on what version of Microsoft Office is installed on your Computer as well as how the icons have been setup. We first look on the Windows Desktop to see if there is an icon for the PowerPoint program. If we find an icon we double-click on it. We first look on the Windows Desktop to see if there is an icon for the PowerPoint program. If we find an icon we double-click on it. This should launch and open the Microsoft PowerPoint window. This should launch and open the Microsoft PowerPoint window.

4 If there is no icon for Microsoft PowerPoint on the Windows Desktop, click on the Start button and look for Microsoft PowerPoint in the list of programs on the Start Menu. If there is no icon for Microsoft PowerPoint on the Windows Desktop, click on the Start button and look for Microsoft PowerPoint in the list of programs on the Start Menu. If Start Menu does not immediately show you the program you are looking for, move the mouse pointer to the All Programs (or Programs) icon on the menu. Click on All Programs (or Programs) to display the list of all the applications installed on the Computer or wait for the list to display automatically. If Start Menu does not immediately show you the program you are looking for, move the mouse pointer to the All Programs (or Programs) icon on the menu. Click on All Programs (or Programs) to display the list of all the applications installed on the Computer or wait for the list to display automatically. Click once on the Microsoft PowerPoint icon to launch it. You may need to look for the Microsoft Office group icon in All Programs and click on it to see the PowerPoint program. Click once on the Microsoft PowerPoint icon to launch it. You may need to look for the Microsoft Office group icon in All Programs and click on it to see the PowerPoint program.

5 The Microsoft PowerPoint program on the Start Menu

6 The Microsoft PowerPoint program on the Start Menu under All Programs

7 If you see this screen, you have successfully launched Microsoft PowerPoint. Title Bar Menu BarTool Bar

8 After you open Microsoft PowerPoint you will notice a window divided into three main columns as shown on the previous page. After you open Microsoft PowerPoint you will notice a window divided into three main columns as shown on the previous page. The left column displays the list of pages or slides in the presentation document. The left column displays the list of pages or slides in the presentation document. The middle and largest column shows the currently active or selected slide. This section is your work area. You create and edit the contents of the presentation in this area. The middle and largest column shows the currently active or selected slide. This section is your work area. You create and edit the contents of the presentation in this area. The third column to the right is made up of a couple of sections containing icons. You can Open an existing presentation or Create a New Blank presentation by clicking on the corresponding icon in this area. This is the Task Pane. The third column to the right is made up of a couple of sections containing icons. You can Open an existing presentation or Create a New Blank presentation by clicking on the corresponding icon in this area. This is the Task Pane. At the very top of the PowerPoint window you will see a long bar running from left to right. This is the Title Bar. The Title Bar will display the name of the document you are currently working on. At the very top of the PowerPoint window you will see a long bar running from left to right. This is the Title Bar. The Title Bar will display the name of the document you are currently working on. If this is a new presentation you will see “Microsoft PowerPoint – [Presentation1]” in the title bar. If this is a new presentation you will see “Microsoft PowerPoint – [Presentation1]” in the title bar. To the extreme right of the Title bar you will see three buttons. These buttons help you to Minimize, adjust the size of the Microsoft PowerPoint program window or Close the PowerPoint window. If you move the mouse over any of the buttons you will see a hint on what the button is used for. To the extreme right of the Title bar you will see three buttons. These buttons help you to Minimize, adjust the size of the Microsoft PowerPoint program window or Close the PowerPoint window. If you move the mouse over any of the buttons you will see a hint on what the button is used for. Title Bar Minimize Restore Close Document title

9 Below the title bar is the Menu bar. This bar contains a series of aligned words such as File, Edit, View, Insert etc. Below the title bar is the Menu bar. This bar contains a series of aligned words such as File, Edit, View, Insert etc. Each word on the Menu Bar is associated with a menu that shows the list of things you can do while creating or editing your presentation. Each word on the Menu Bar is associated with a menu that shows the list of things you can do while creating or editing your presentation. To display the menu listing associated with each word on the Menu bar simply click on the word (e.g. File) To display the menu listing associated with each word on the Menu bar simply click on the word (e.g. File) For example if you click File the File menu will be displayed as shown on the next page. For example if you click File the File menu will be displayed as shown on the next page. If you click Edit on the Menu Bar the Edit menu will list the available options. If you click Edit on the Menu Bar the Edit menu will list the available options.

10 The File menu

11 The Insert Menu Click on other words on the menu bar and take a quick look at the listing for that word.

12 Under the menu bar, there is another bar made of various categories of buttons. This is called the toolbar. You can decide which buttons to be shown on the Tool Bar by right-clicking an empty space on the menu bar.You can then turn ON or OFF the desired options in the pop-up menu by clicking on the option. Try it. Pop up menu

13 Creating a new PowerPoint Presentation As shown previously your new presentation is made up of one blank slide seen in the slides window (left column) As shown previously your new presentation is made up of one blank slide seen in the slides window (left column) Your work area displays the empty slide and guides you as to what you can add (the title and subtitle of you new presentation). Your work area displays the empty slide and guides you as to what you can add (the title and subtitle of you new presentation). You will normally use the first slide to introduce your presentation or give the presentation a title. You will normally use the first slide to introduce your presentation or give the presentation a title. We will proceed to put information on the first slide. We will proceed to put information on the first slide.

14 A BLANK PRESENTATION Slides WindowWork Area

15  Click on the “Click to add Title” box and type in “MY FIRST PRESENTATION” as show below.  Click on the “Click to add subtitle” box and type in “BROUGHT TO YOU BY PROJECT GOODWILL AFRICA” as shown

16 You have just created the Title page for your presentation. You have just created the Title page for your presentation. It is good practice to save your document by giving it a meaningful name before you proceed to add more slides and content. It is good practice to save your document by giving it a meaningful name before you proceed to add more slides and content. Also make it a habit to save your document every few slides. Also make it a habit to save your document every few slides.

17 Saving your Presentation To save your presentation click on File on the menu bar. Then move the mouse pointer to the Save or Save As option in the menu list. To save your presentation click on File on the menu bar. Then move the mouse pointer to the Save or Save As option in the menu list. The Save As window will be opened. The Save As window will be opened. You can then give the document a name and select a location or a folder to save it in. You can then give the document a name and select a location or a folder to save it in.

18

19 The Save As window

20 Another way to save your file is to click on the Save button on the Tools bar or simply press and hold the Ctrl key and then press S on the keyboard (Ctrl + S). Another way to save your file is to click on the Save button on the Tools bar or simply press and hold the Ctrl key and then press S on the keyboard (Ctrl + S). Save button

21 Type “MyFirstPresentation” in the File name box when the Save As window appears and press the Save button or press the Enter key on the keyboard. Type “MyFirstPresentation” in the File name box when the Save As window appears and press the Save button or press the Enter key on the keyboard. You presentation will be saved in the My Documents folder by default with the text “.ppt” added to the end of its name. You presentation will be saved in the My Documents folder by default with the text “.ppt” added to the end of its name. The text “.ppt” is called the extension to the filename. It tells the type of our file. The text “.ppt” is called the extension to the filename. It tells the type of our file. You can change the location where you wish to save the file by clicking on the down facing arrow on the right side of the Save In box and choosing a different folder. You can change the location where you wish to save the file by clicking on the down facing arrow on the right side of the Save In box and choosing a different folder.

22 the “Save in” box “File name” box Click arrow to select a different folder

23 Adding more Slides to your presentation. Once the first slide, which normally contains the title of the presentation, is created you would want to add more slides that will contain the actual information you want to present. Once the first slide, which normally contains the title of the presentation, is created you would want to add more slides that will contain the actual information you want to present. To add a new slide, click on the Insert menu and then click on New Slide. To add a new slide, click on the Insert menu and then click on New Slide. A new slide will be added to your presentation. The new slide will appear in slides window and will also become the active slide in your work area. A new slide will be added to your presentation. The new slide will appear in slides window and will also become the active slide in your work area. There are other ways for adding a new slide to your presentation. There are other ways for adding a new slide to your presentation. You can click on the New Slide icon on the formatting toolbar and a new slide will be added. You can click on the New Slide icon on the formatting toolbar and a new slide will be added.

24 Lets add a second slide to our presentation

25 Click on the corresponding boxes to add Title and Text content.

26  Click on the “Click to add Title” box and type in THIS IS SLIDE 2  Click on the “Click to add text” box and type in Hello World  Press Enter and type My name is XYZ on the next line. Replace XYZ with your name if you wish.

27  Go ahead and add another slide by clicking on Insert => New Slide  Click on the “Click to add Title” box and type in THIS IS SLIDE 3  Click on the “Click to add text” box and type Computer and ICT learning is fun

28  Add one more slide by clicking on Insert => New Slide  Click on the “Click to add Title” box and type in “THIS IS SLIDE 4” as show below.  Click on the “Click to add text” box and type in “END OF PRESENTATION”

29 Save your final document by pressing Ctrl + S Save your final document by pressing Ctrl + S Remember: Ctrl + S means push and hold the Ctrl key and then press the S key on the keyboard. Same as pressing Ctrl and S at the same time. Remember: Ctrl + S means push and hold the Ctrl key and then press the S key on the keyboard. Same as pressing Ctrl and S at the same time. If you are working on a large presentation document adopt the habit of saving your work often. This way if the Computer loses power, reboots or shuts down all of a sudden you do not lose all your work. If you are working on a large presentation document adopt the habit of saving your work often. This way if the Computer loses power, reboots or shuts down all of a sudden you do not lose all your work.

30 Testing your presentation You can go ahead and test your presentation. You can go ahead and test your presentation. To do this, click on Slide Show on the menu bar and select View Show. To do this, click on Slide Show on the menu bar and select View Show. You can also run the slide show by just pressing the F5 function key. You can also run the slide show by just pressing the F5 function key. Use the arrow keys to page through the slides (Left/Right or Up/Down) Use the arrow keys to page through the slides (Left/Right or Up/Down) To stop the slide show and return to the editing mode press the Esc key (This is the Escape key). To stop the slide show and return to the editing mode press the Esc key (This is the Escape key). Arrow Keys

31 Making your presentation beautiful and interesting The presentation we just created has very little formatting. Formatting means changing the look of the contents of your presentation using various tools to make it appeal to your audience. The presentation we just created has very little formatting. Formatting means changing the look of the contents of your presentation using various tools to make it appeal to your audience. There are various ways to format your document to make it look better and interesting. There are various ways to format your document to make it look better and interesting. You will normally like to plan the layout or how items are going to be positioned on your presentation before you start creating it. You will normally like to plan the layout or how items are going to be positioned on your presentation before you start creating it. To see the available layouts for your presentation click on Format, followed by Slide Layout (Format => Slide Layout ) To see the available layouts for your presentation click on Format, followed by Slide Layout (Format => Slide Layout ) The available layouts will be displayed in the column on the right side of your work area The available layouts will be displayed in the column on the right side of your work area As you will notice some layouts allow you to add pictures, graphs and other images to your presentation. As you will notice some layouts allow you to add pictures, graphs and other images to your presentation. You can create a new blank presentation and try some of the layouts or add a new slide to our first presentation and change the layout of the new slide. You can create a new blank presentation and try some of the layouts or add a new slide to our first presentation and change the layout of the new slide.

32 Format => Slide Layout… Slide Layouts This is the layout we have used

33 You can choose from a number of existing slide designs to make your presentation look beautiful and catch the attention of your audience. You can choose from a number of existing slide designs to make your presentation look beautiful and catch the attention of your audience. To select a slide design click on Format, then Slide Design … (Format => Slide Design). To select a slide design click on Format, then Slide Design … (Format => Slide Design). The available slide designs options will be displayed in the column on the right side of your work area. The available slide designs options will be displayed in the column on the right side of your work area. Click on one of the design templates and see how this changes the look of your presentation. Click on one of the design templates and see how this changes the look of your presentation. Keep clicking and smiling. Keep clicking and smiling.

34 Slide Design window Keep changing the design templates until your presentation looks something like the above.

35 After selecting the design template you want to use you can change the coloring to your liking by clicking on Color Schemes in the Slide Design window. After selecting the design template you want to use you can change the coloring to your liking by clicking on Color Schemes in the Slide Design window.

36 Lets play the slide show again to see how it looks by pressing the F5 function key or clicking on Slide Show =>View Show. Lets play the slide show again to see how it looks by pressing the F5 function key or clicking on Slide Show =>View Show. The presentation looks much better than before. The presentation looks much better than before. To make your presentation even more interesting and realistic to watch you can introduce Animations. To make your presentation even more interesting and realistic to watch you can introduce Animations. Animations allow you to choose the way you slides display. Animations allow you to choose the way you slides display. Using animations you can setup the contents of your slides to appear and disappear in various interesting ways. Using animations you can setup the contents of your slides to appear and disappear in various interesting ways. To add Animations to your slides look for the Animation Schemes icon in the right window (in the Slide Design window) and click on it to display the available list of animations. To add Animations to your slides look for the Animation Schemes icon in the right window (in the Slide Design window) and click on it to display the available list of animations. Alternatively you can click on Format => Slide Design => Animation Schemes to get to the available list of animations. Alternatively you can click on Format => Slide Design => Animation Schemes to get to the available list of animations.

37 List of Animations AutoPreview Apply to All Slides

38 Go down the list of animations and select them and watch how the contents of your slide displays. Go down the list of animations and select them and watch how the contents of your slide displays. If you don’t see the effect make sure the AutoPreview option has a check mark or just click on the Play buttton. If you don’t see the effect make sure the AutoPreview option has a check mark or just click on the Play buttton. Choose an animation that you think will appeal to your audience. Then click on the Apply to All Slides button at the bottom of the listing. Choose an animation that you think will appeal to your audience. Then click on the Apply to All Slides button at the bottom of the listing. Save your PowerPoint presentation and test your slide show. Save your PowerPoint presentation and test your slide show.

39 Formatting the text content in your slides As part of designing and formatting your slides you can change the shapes, sizes and appearance of characters of your text content As part of designing and formatting your slides you can change the shapes, sizes and appearance of characters of your text content For example you can change the type and size of the fonts or characters, underline some words or sentences, italicize or embolden some text, change text color and so on. For example you can change the type and size of the fonts or characters, underline some words or sentences, italicize or embolden some text, change text color and so on. In order to format a character or text in your presentation you first have to mark or select the text. In order to format a character or text in your presentation you first have to mark or select the text. To select or mark a text to be formatted, first click and hold the mouse button at the beginning of the text and drag the mouse across the text. The selected text will be surrounded by a different background. To select or mark a text to be formatted, first click and hold the mouse button at the beginning of the text and drag the mouse across the text. The selected text will be surrounded by a different background. If you need to select and format multiple lines just press and hold down the mouse button at the beginning of the first line you wish to format and drag the mouse down to select the lines. You can then proceed to format the text. If you need to select and format multiple lines just press and hold down the mouse button at the beginning of the first line you wish to format and drag the mouse down to select the lines. You can then proceed to format the text.

40 Font Type Font Size

41 Selected text Font Type Font Size

42 In our example presentation we notice that the font type of our selected text is “Times New Roman” and the font size is 48. In our example presentation we notice that the font type of our selected text is “Times New Roman” and the font size is 48. To change the font type simply click on the down facing arrow to the right of the font type box (on the formatting bar)to display the list of available font types. To change the font type simply click on the down facing arrow to the right of the font type box (on the formatting bar)to display the list of available font types. To activate the formatting bar (if it does not display) right-click on an empty space on the menu bar and then click on formatting to put a check mark beside it. To activate the formatting bar (if it does not display) right-click on an empty space on the menu bar and then click on formatting to put a check mark beside it. Alternatively click on the Format menu. Then click on Font. This will bring up the font window. From here you can choose the font type, style, size and color Alternatively click on the Format menu. Then click on Font. This will bring up the font window. From here you can choose the font type, style, size and color You can scroll down the list of font types displayed and choose your new font type. You can scroll down the list of font types displayed and choose your new font type. To change the font size, click on the down facing arrow on the right of the font size box to display the list of options. To change the font size, click on the down facing arrow on the right of the font size box to display the list of options. Let’s try changing the font type to Arial Black and note the differences. Let’s try changing the font type to Arial Black and note the differences.

43 Changing the font type ( Format => Font)

44 Changing the font type ( using formatting tools)

45 You can see the difference between the new font type “Arial Black” and the original font type “Times New Roman”.

46 Changing the font size Click on the second slide (in the left column) and select the text “Hello World”. Change the size of the font and notice what happens. To undo any changes press Ctrl + Z

47 Practice changing the text color, underlining text, making the text bold, italicizing, CAPITALIZING and so on. Practice changing the text color, underlining text, making the text bold, italicizing, CAPITALIZING and so on. Remember to select the text before you attempt to format it. Remember to select the text before you attempt to format it. You can always undo your changes by pressing Ctrl + Z You can always undo your changes by pressing Ctrl + Z To repeat a change you just made on another selected text or character press Ctrl + Y To repeat a change you just made on another selected text or character press Ctrl + Y

48 Bold ItalicUnderline

49 Closing and exiting Microsoft PowerPoint Another way to close Microsoft PowerPoint is to press Alt + F4 (F4 is a function key) Another way to close Microsoft PowerPoint is to press Alt + F4 (F4 is a function key) You can also close PowerPoint by pressing Alt => F => X (Alt activates the Menu Bar, F selects the File menu and X will Exit). You will have to push the buttons one after the other in that sequence. You can also close PowerPoint by pressing Alt => F => X (Alt activates the Menu Bar, F selects the File menu and X will Exit). You will have to push the buttons one after the other in that sequence. Once you have completed your document and saved it you can close the PowerPoint program. Once you have completed your document and saved it you can close the PowerPoint program. To close PowerPoint from the Main menu, click File => Exit To close PowerPoint from the Main menu, click File => Exit To close Powerpoint from the title bar, you click the Close button. To close Powerpoint from the title bar, you click the Close button. Close This is the title or name of the your current document Title Bar

50 Opening an existing Powerpoint document Assuming we like to go back to our newly created document, “MyFirstPresentation.ppt” to view, add more content or make changes. Assuming we like to go back to our newly created document, “MyFirstPresentation.ppt” to view, add more content or make changes. We can do one of the following: We can do one of the following: Click on the Start button on the Desktop and then move the mouse to “My Recent Documents” and click. Click on the Start button on the Desktop and then move the mouse to “My Recent Documents” and click. In the list of files look for “MyFirstPresentation.ppt” and click on it. This will launch Microsoft PowerPoint and open the presentation. In the list of files look for “MyFirstPresentation.ppt” and click on it. This will launch Microsoft PowerPoint and open the presentation.

51 Start => My Recent Documents

52 Since we saved our file in the My Documents folder we can get to the file by clicking on Start, then move the mouse pointer to the My Documents folder and click on it. This will open the folder and display the files that you have saved here. Since we saved our file in the My Documents folder we can get to the file by clicking on Start, then move the mouse pointer to the My Documents folder and click on it. This will open the folder and display the files that you have saved here. A third way to open our existing word document is to start the Microsoft PowerPoint program (Start => All Programs => Microsoft PowerPoint ). Then click on the File menu. You should see the files that you recently worked on. Select the file if you see it. This will open the presentation for editing. A third way to open our existing word document is to start the Microsoft PowerPoint program (Start => All Programs => Microsoft PowerPoint ). Then click on the File menu. You should see the files that you recently worked on. Select the file if you see it. This will open the presentation for editing. If you do not see your document listed in the File menu, click on the Open option in the File menu. This will display the Open window. Proceed to look for your file in the folder in which you saved the file. If you do not see your document listed in the File menu, click on the Open option in the File menu. This will display the Open window. Proceed to look for your file in the folder in which you saved the file.

53 Start => All Programs => Microsoft PowerPoint => File menu

54 File => Open Open Window

55 Now you have your file opened, what do you want to do next? You may want to: Add more text content Add more text content Insert pictures or diagrams Insert pictures or diagrams Change some information in the document Change some information in the document Reformat the text content Reformat the text content Print a copy of the presentation Print a copy of the presentation Change the slide design Change the slide design Run the slide show for the presentation Run the slide show for the presentation

56 If your Computer is connected to a printer, you can print your presentation by clicking on File on the Menu Bar, then Print. Choose the printer and click OK.

57 Another way to print your document is to click on the Print icon on the Tools Bar. Print

58 This completes our introductory journey to presentation and slide shows using Microsoft PowerPoint. This completes our introductory journey to presentation and slide shows using Microsoft PowerPoint. The key to learning new things is to review and then practice, practice, practice. The key to learning new things is to review and then practice, practice, practice.


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