PowerPoint (PPT): A Word Processor that can Teach? Eva M. Fernández June 11, 2001 Queens LOTE Consortium Queens College

PPT: Main Features Create SLIDES –to project on a screen, from PC –to print-out as transparencies & use with overhead projector Integrate text and other multimedia content Deliver presentations in formal or informal settings, in classrooms or conferences

Menu Entering and formatting text Working with the user interface Printing slides Saving your work Running a slide show approximately 15 mins. per topic, with time to experiment     

Assumptions & Disclaimers You’re familiar with (but not experts in): –using a mouse –using a keyboard –using Windows 95 (or higher) Possible (critical?) differences between Mac & PC versions of PPT Interesting (but not critical) differences between PPT 97 and PPT 2000

Why Bother Learning PPT? Isn’t it just a glorified word processor? –good question… PPT (and other similar software) ISN’T (aren’t) JUST FOR MANAGING TEXT –to use Microsoft’s jargon… “you can easily organize, powerfully illustrate, and professionally deliver your ideas” PPT gives you “the tools you need to communicate with impact” found somewhere on the Microsoft.com website

Word Processors ~ Word, WordPerfect, Wordstar, … entering large amounts of text printing text, or displaying it on a small computer screen so… –default font sizes are small –default alignment is left, or justified –default paper orientation is portrait –not necessarily ideal for building slides (though you can do it, if you have to) –can manage incorporation of multimedia objects, but can’t display them well –keyboard commands for entering and formatting text, but not necessarily ideal for presentations

Presentation Software ~ PowerPoint, Freelance, Corel Presentations… Designed for making slides –default font sizes are big –default alignment and spacing of text varies, depending on slide layout –default image is oriented as landscape ideal for overhead projectors with data projectors, takes advantage of screen size

And… with PPT (et al.) you can run SLIDE SHOWS AND you can associate a slide with notes, an outline, etc. –simplifies making handouts and summaries –enhances organizing ideas –improves accuracy of presentation FINALLY, you can save presentations as HTML files, to upload to the web

Finding the program In my machine: –D:\Program Files\Microsoft Office\Office\ POWERPNT.EXE Find it in your lab machines now

Entering and formatting text Start-up dialog box: –“Create a new presentation… or open an existing presentation” annoying shortcut to turn off, check box  choose “Blank Presentation” Next: –“Choose an AutoLayout” not so annoying shortcut  choose top left slide layout  enter title & subtitle 

Working with the user interface Menus –file, edit, view, insert, format –tools –slide show Toolbars –standard, formatting –outlining –animation 

Windows / Views Full Slide Outline Slide Sorter Notes Page Slide Show 

More on entering text Adding slides: default layout –Title slide –Bulleted list –2 column text –Table –etc. Advantage of using default layouts: –generates outline automatically 

More on formatting text “Format” menu “Formatting” toolbar –change font size –change line spacing, paragraph alignment –changing / adding / deleting bullets –also, “Slide Layout” and “Apply Design” Remember to right click for formatting (and other such) options 

Changing the default font For a given text box, or part of text box: –select text, change font For all the text entered so far: –“Format” > “Replace Fonts...” > “Replace” For any text to be entered: –“Format” > click on “Default for new objects” 

Printing slides As overheads –on plain paper –on transparencies As handouts –the black-and-white print-out –the outline print-out 

Saving your work “Save” “Save As…” –presentation (*.ppt) –show (*.pps) –outline (*.rtf) –set of slides (*.gif, *.jpg, *.tif, etc.) “Save As HTML…” (come to Advanced session) “Pack and Go…” 

Running a slide show the “full screen” view keyboard v. mouse black-outs, white-outs navigating through slides the mouse as pointer or pen

Keyboard shortcuts Advance to next slide: –space, N, right or down arrow, enter, page down Return to previous slide: –backspace, P, left or up arrow, page up Go to slide number “#”: –“#” + enter End show: –esc, ctrl+break

More keyboard shortcuts black-out:B white-out:W show / hide arrow pointer:A pointer-to-pen:ctrl+P pen-to-pointer:ctrl+A hide pointer & button:ctrl+H erase drawing:E

Homework: Make your own PPT presentation… –focus on making the text appear the way you want it to –save it in various formats and see what happens –print out some slides, a handout, an outline As a reference, download a copy of this presentation: –

PPT 2: Beyond the Text PPT as a viable and more directly controllable alternative to slide projectors, tape recorders, and VCRs Learn how to manipulate: –images, tables, graphs, sounds, moving pictures, and the like Bring… – multimedia objects to “play” with –a floppy or two, to take your work with you