Microsoft Office Suite Microsoft PowerPoint Module 4 Microsoft Office Suite Microsoft PowerPoint This is the 3rd module of the course CMPF112 :Computing Skills For Engineers Semester 1 2008/2009.

MODULE OVERVIEW Part 1 Presentations Made Easy Part 2 Slide Show Tools Creating your First PowerPoint Presentation Part 4 PowerPoint and the Internet

Presentations Made Easy Part 1 Presentations Made Easy

Objectives Intro to terms and concept related to a presentation tool  MS PowerPoint Describe the common user interface List the different views in PowerPoint; describe the unique features of each view. Slide masters and templates Describe the different ways to print a presentation.

Overview PowerPoint enables you to create a professional presentation. It lets you deliver that presentation in a variety of ways. A PowerPoint presentation consists of a series of slides Slides can contain different elements (text, clip art & Word Art) PowerPoint gives the ability to print the presentation in various ways to targeted audience.

Overview Presentation PowerPoint presentations typically have the file extension .ppt; however, you can also save PowerPoint presentations as Adobe Acrobat documents with the file extension .pdf. Finally, you can save your presentation as a web page, with the file extension .html or .htm.

Overview Think about how a speaker gives a presentation: She might plan the presentation by first creating the outline, then completing the "look" and contents of the slides, and, finally, by printing them. While she speaks, the speaker might refer to the printed copies of the slides that contain her own handwritten notes. She might also provide copies of her slides to the audience so that they can follow along or take notes.

Overview Slides, outline, speaker's notes, and audience handouts are components of a PowerPoint presentation. To create each of these components without proper tools could take a great deal of extra time. PowerPoint makes it easy for you by creating each one automatically. You can use just create one component or any combination of the four, depending on your particular requirements.

Overview Steps for an attractive presentation: 1. Develop Content 2. Format Presentation Increase effectiveness through: Internet Resources Slide Navigation The Slide Master Use the AutoContent Wizard Style Check your presentation

The PowerPoint Window

PowerPoint Screen Title Bar The Title bar generally appears at the top of the screen. The Title bar displays the title of the current presentation. Menu Bar The Menu bar displays the menu. You use the menu to give instructions to PowerPoint. Standard and Formatting Toolbars Toolbars provide shortcuts to menu commands.

PowerPoint Screen Rulers Rulers are vertical and horizontal guides. You use them to determine where you want to place an object. They are marked in inches. Placeholders Placeholders hold the objects in your slide. You use placeholders to hold text, clip art, and charts. Status Bar The Status bar generally appears at the bottom the screen. The Status bar displays the number of the slide that is currently displayed, the total number of slides, and the name of the design template in use or the name of the background.

PowerPoint Screen Slides Tab View Buttons Drawing Toolbar Task Pane The Slides tab displays a thumbnail of all your slides. You click the thumbnail to view the slide in the Slide pane. View Buttons The View buttons appear near the bottom of the screen. You use the view buttons to change between Normal view, Slider Sorter view, and the Slide Show. Drawing Toolbar The Drawing toolbar generally appears near the bottom of the screen. It contains tools for creating and editing graphics. Task Pane The Task pane enables you to select the specific task you want to perform

PowerPoint Views You can view any of the components on-screen or print copies. PowerPoint displays slides by default. To change the view to slides, the outline, or note pages, choose the View Slides, View Outline, or View Notes Pages command from the View Menu

Slide View Slide Sorter View Outline View Notes Page View Normal View Slide Show View – F5

Types of View normal view: the main editing view slide sorter view: an exclusive view of your slides in thumbnail form, helpful for rearranging the order of your slides slide show view: takes up the full computer screen, like an actual slide show presentation. In this full-screen view, you see your presentation the way your audience will view is.

PowerPoint Masters and Templates For every presentation created, PowerPoint creates a set of masters: a Slide Master, Outline Master, Notes Master, and Handout Master. Masters correspond directly to the slides, outline, speaker's notes, and handout components of a presentation. Masters contain the elements (text or pictures) that you want to appear on every component page. For instance, if you want your company logo to appear on each of your slides, it is not necessary to insert it on each individual slide. You add the logo to the Slide Master and it automatically appears on each slide.

PowerPoint Masters and Templates Slide Master View Notes Master View

Templates Design Template The specific “look” of a slide or group of slides. A design template can be very basic - with black text on a white background - or it can be very colorful and complex. Typically, PowerPoint presentations have the same design template for all slides, although it is possible to select a different design template for each slide.

Printing Slides Shortcut Key : CTRL-P You can print your Slides Handouts Notes page Outline View

Print Handouts Print Slides Print Outlines Print Notes

Part 2 Slide Show Tools

Objectives Identify the type of tools available to format slides. explain how to change the layout of the objects on an existing slide. Use the Microsoft Clip Gallery to add and/or change the clip art on a slide. Apply a design template to a new presentation; Add transition effects to the slides in a presentation

Objectives Describe the Meeting Minder, Slide Navigator, and Pen; Add a table to a PowerPoint slide Add headers and footers to slides and/or audience handouts Use the Rehearse Timings feature to time a presentation Create a presentation using the AutoContent Wizard;

What Can You Do To A Slide ? Auto Layout Placeholders Insert Clip Art/Objects Transition effects Animation effects

Layout & Placeholders Layout refers to the way things are arranged on a slide. A layout contains placeholders (boxes that hold title and body text or objects such as charts, tables, and pictures), These placeholders can hold text such as titles and bulleted lists and slide content such as tables, charts, pictures, shapes, and clip art 

Select Common Task Button + New Slide Choose an Auto Layout Select Common Task Button + New Slide

Placeholders Placeholders

Insert ClipArt Clipart can be inserted to further enhance your presentation. Use the Insert Menu to access the clip organizer.

Insert Word Art This is A Word Art This is A Word Art Word Art can be inserted to further attract your presentation. Use the Insert Menu to access the word Art This is A Word Art

The transition used in this slide is “Checkerboard Across” Transitions Effects Slide Show Menu & Choose Slide Transition Choose Transition Apply Transition Cancel Transition The transition used in this slide is “Checkerboard Across”

Animation Effects Apply Animation Slide Show Menu & Custom Animation Preview Animation Choose Animation or Sound

Two Different Templates A design specification that controls every element in a presentation Two Different Templates

Template Template Choices Preview Apply Choice Choose a new template from File Menu & New, when creating a new presentation or Choose a template for an existing presentation from Format Menu & Apply Design Template

Slide Show Tools Insert Table command Rehearse Timings Slide Navigator Action Items slides Meeting Minder Header and Footer Command Pack and Go Wizard Annotate A Slide

Insert Table Command Two Columns One Row ? Choose From: Insert Menu From Auto layout

Rehearse Timings Time Presentation Automate Presentation

Slide Navigator Go directly to any slide within the presentation

Meeting Minder Action Item slides Keep track of actions or questions that occur during the presentation (MS PowerPoint 2000.) No longer available in MS PowerPoint 2003/XP )

Header and Footer Command Place the same text at the bottom of every slide Include: Date Place of Presentation Slide Number

Pack and Go Wizard This wizard helps you to pack your entire presentation slides so that you can open it in another computer that do not have MS PowerPoint installed.

Annotate a Slide During a slide show, we might want to show/draw something on the slides We can use the screen pointer/pen To access during show : Right Click Click Pen Or, Ctrl + P

Creating your First PowerPoint Presentation Part 3 Creating your First PowerPoint Presentation

Creating slide Note the Getting Started task pane on the right side of your screen. Click on the Create a new presentation link. From the New Presentation task pane select Blank presentation. The initial slide that displays in the center of the screen is a title slide.

Creating slide with layout The Slide Layout pane is available on the right-side. Scroll through the pane noting the various options for slide layout. To add a new slide Under Text Layouts, select the bulleted list layout. Click on the pull down list and select Insert New Slide

Create new slide Create a new slide. From the Insert menu select New Slide. Or press CTRL-M (a short cut for creating a new slide.) Use the Slides or Outline view – your choice.

Saving your work Save presentation File > Save Name presentation and save to the Desktop

Using Template Start in Normal View. From the right task pane, click on the pull down menu and select Slide Design Scroll through the Apply a design template examples and select one. The design template can be altered using the Slide Master. View > Master > Slide Master

Using Color Schemes File > New > Blank Presentation Format > Slide Design From the Slide Design task pane select Color Schemes The color scheme can be adjusted using the Slide Master. Add a graphic, line or other designs to the slide in the Master.

PowerPoint and the Internet Part 4 PowerPoint and the Internet

Objectives Describe how the Internet and World Wide Web are integrated into Office 2000; Download an image from the Web and include it in a presentation. Insert a hyperlink into a PowerPoint presentation; save a PowerPoint presentation as a Web document, then view that document in Internet Explorer.

PowerPoint 2000 and the Internet Insert Picture command Picture as Background Insert Hyperlink command HTML Save As Web Page command Navigation controls Color schemes and style check

Picture as Background Right click picture on the web and choose Save Picture As…

Picture as Background Insert  Picture From File Find and Choose Picture  Click Insert

Picture as Background Format Menu Background command Fill Effects Picture Tab Select Picture Insert button Apply/Apply All

HTML Hypertext Markup Language (HTML) is the language used to create a Web page HTML consists of codes that control the appearance of the document Use PowerPoint to create your slides and then Save as a Web page to convert to HTML format

Insert Hyperlink Choose object to create hyper link Insert menu  Hyperlink (Ctrl-k) Example of hyperlink to web pages http://www.uniten.edu.my

Navigation controls http://www.uniten.edu.my http://www.yahoo.com Hyperlinks http://www.uniten.edu.my http://www.yahoo.com http://www.hotmail.com Navigation Buttons

Slides that have been converted to web pages PowerPoint To HTML Slides that have been converted to web pages

AutoContent Wizard File + New command Asks a series of questions Automatic Color Scheme General Outline Helps you get started

Color Schemes Standard Custom

Background Command Format menu + Background command Automatic Colors More Colors Fill Effects Apply Apply All

Style Check Automatically checks style while you create a presentation Customize style choices from Tools menu, Options, + Spelling and Style Tab