Lesson 21 1 Getting Started with PowerPoint Essentials

Objectives Identify the parts of the PowerPoint screen and navigate through a presentation. Change the slide view and magnification. Manage slides by adding, deleting, duplicating, and reordering them. Create a new presentation with effective planning. Apply a theme for consistent formatting and styles. Edit slide content by moving text and modifying placeholders. Work with a Slide Master to add universal elements for all slides in the presentation. Preview a presentation using Slide Show view. 2

Vocabulary Presentation: A document file in PowerPoint. Slide layout: The arrangement of placeholders on the slide. Slide Master: The main slide that stores information about the theme and layouts of the presentation. Slide pane: The area in the presentation window that contains the slide content. 3

What is PowerPoint 4 PowerPoint is used to create, edit, and manipulate professional-looking slides which are used: – to facilitate meetings – supplement classroom learning – share information using: Graphics Pictures Audio Clips Video Clips

Identifying the Parts of the PowerPoint Screen PowerPoint file is called a presentation. PowerPoint file extension =.ppt First open PowerPoint = blank presentation opens Backstage View Open recent presentations Search additional files using the Open command Access the Save and Save As commands 5

Identifying the Parts of the PowerPoint Screen (continued) 6 Ribbon

Identifying the Parts of the PowerPoint Screen (continued) Scroll bars are displayed when presentation includes more than one (1) slide. Slides Tab shows a thumbnail of each slide in presentation. Outline tab shows text of each slide Slide pane area of presentation that contains slide content and the dotted borders in slide pane identify placeholders for text and graphics. Notes pane provides space for adding notes to refer to while preparing for or showing presentation. 7

Navigating Through a Presentation 8 You can move to a different slide in a presentation by: – using keyboard Page Up = Moves to previous slide Page Down = Moves to next slide Arrow Keys – Left and Up = Moves to previous slide – Right and Down = Moves to next slide

Navigating Through a Presentation (continued) 9 You can move to a different slide in a presentation by (continued): – clicking the thumbnail on the Slides tab – clicking the slide content on the Outline tab – clicking the previous and next slide buttons at the bottom of the vertical scroll bar of the Slide pane – using the vertical scroll bar of the Slide Pane or Slides Tab – using scroll wheel on mouse to navigate through slides both forward and backward in the “Normal” view

Navigating Through a Presentation (continued) 10

Navigating Through a Presentation (continued) 11 When dragging the vertical scroll bar in the Slide Pane, a screentip appears to indicate which slide you are on.

Changing the Slide View 12 PowerPoint offers five different ways to view your presentation: – Normal view = default view – Slide Sorter view = overall picture of presentation and allows for easy insertion, deletion, copying or rearranging of slides. – Reading view = view presentation on computer with simple controls. – Notes Page view = edit notes and see how notes will look when printed. – Slide Show view = current slide fills whole screen and use this view to present presentation to an audience.

Changing the Slide View (continued) 13 Presentation Views group on the View tab of the Ribbon Views buttons located on the Status Bar Normal view button Slide Sorter view button Reading view button Slide Show view button

Changing the Slide View (continued) 14 Slides shown in Slide Sorter view. Note: Slide tab and Outline tab are not displayed Active slide is highlighted with an ORANGE border.

Changing the Slide View (continued) 15 Buttons on Status Bar when in Reading view: Next Menu Previous Menu and Submenu in Reading view In Reading view, you can press Page Up and Page Down to navigate through the slides

Changing the Slide View (continued) 16 Change magnification by: – Zoom button in the Zoom group on the View tab of the Ribbon – Zoom controls in the status bar at bottom of window – Fit to Window = Slide pane adjusted to fit available space.

Managing Slides 17 You can easily manage slides in Normal view and in Slide Sorter view. You can use Cut, Copy, and Paste commands to copy or move slides. – Slide content, layouts, and formats are stored on the Clipboard. – Clipboard = Temporary storage in computer’s memory – Paste Clipboard items multiple times You can change the order of slides by using drag-and- drop editing as well as by using the cut-and-paste method. – Drag-and-Drop = easier in Slide Sorter view – Rearrange slides in: Slides Tab Outline Tab in Normal view

Managing Slides (continued) 18 You can select multiple slides and delete or copy and paste them. – To select a series of slides: On the Slides tab, click the first slide thumbnail in the series you want to include, press and hold Shift, and then click the last slide thumbnail in the series. All thumbnails between and including the two thumbnails you clicked are selected. – To select noncontiguous slides On the Slides tab, click the first slide thumbnail you want to include, press and hold Ctrl, and then click the remaining slide thumbnails you want to include in the selection.

Creating a New Presentation 19 Options for creating new presentation: – You can create a new blank presentation and apply preformatted colors, styles, and layouts. – You can use one of PowerPoint’s presentation templates that already contain formatted content that you can modify to customize the presentation. – You can also open an existing presentation, save it with a new filename, and then add and delete slides and edit the existing slides.

Creating a New Presentation (continued) 20 PowerPoint has many different layouts and formats. If presentation is too busy, then it can detract or take away from your content. Design features need to emphasize your content. Basic principles for effective design: – Do not overload a slide with too much content. – Select only one or two fonts that are easy to read. – Use numbered lists to show the steps in a process or data that should be examined in order. – Use bullets to present lists of information.

Creating a New Presentation (continued) 21 Basic principles for effective design (continued): – Limit the number of special features on a single slide. – Use graphics or charts only to highlight relevant information. – Keep charts and tables simple and easy to read. – Add elements for consistency from slide to slide. Creating new blank presentation, the file opens with one blank slide with a proposed slide layout.

Creating a New Presentation (continued) 22 Slide layout refers to the arrangement of placeholders on the slide. You can choose from several different slide layouts.

Creating a New Presentation (continued) 23 Placeholders provide placement guides for adding: Text Objects 1) Tables 2) Charts 3) SmartArt Graphic 4) Picture 5) ClipArt 6) Media Clip

Creating a New Presentation (continued) 24 You can modify placeholders by: Resizing them Moving them within the slide pane. Empty placeholders can be left blank or deleted. Empty placeholders will not appear in Slide Show view or when presentation is printed.

Creating a New Presentation (continued) 25 To add or manipulate text on a slide, the presentation must be shown in Normal view. You can add text in placeholders in the Slide Pane or on the Outline Tab. PowerPoint reduces the font size as needed so all text fits within the placeholder/text box. Additional placeholders/text boxes may be added to a slide, if the slide layout does not have enough placeholders.

Creating a New Presentation (continued) 26 As you enter text in a placeholder, PowerPoint automatically checks for misspelled words. PowerPoint does not identify ALL spelling errors. AutoCorrect automatically corrects common spelling errors. You can add words to the AutoCorrect list in the AutoCorrect English (United States) dialog box. Opening AutoCorrect Dialog Box Click File Click Options Click Proofing Click AutoCorrect Options

Creating a New Presentation (continued) 27 Notes pane provides space for speaker notes that can be used during presentation as a reminder about information that is important. Notes are not displayed on the slide when presentation is in Slide Show view. In Normal view, you can only add text to the Notes pane. In Notes Page View, you can add graphics or other elements to the speaker notes, and you can change the notes layout and background

Applying a Theme 28 A theme specifies a color scheme, fonts, and effects. Each theme has a specific look and feel. Theme should reflect tone of presentation topic and not detract from the message of the presentation. Presentation must be in Normal View to apply a theme. Theme is applied to all slides but the content of the slides does not change. You can apply a different theme at any time to change the look of your presentation.

Applying a Theme (continued) 29 Themes group on Design tab PowerPoint provides numerous design templates for you to choose from. Additional Themes can be found at Microsoft Office Online.

Applying a Theme (continued) 30 If you like theme but not the colors of the theme, you can easily change the color scheme of the theme. PowerPoint has several standard color schemes for each theme. New color scheme can be applied to all the slides or apply it to only selected slides. Theme Selection options on Design tab

Applying a Theme (continued) 31 Background group on Design tab Background options Format Background Dialog Box

Editing Slides 32 Changing content of slide may require changing slide layout and text formats. Can add universal elements to all slides such as: – Company Name – Logo – Etc. PowerPoint makes it easy to edit and manipulate the text and objects in a slide. When you add and edit text, the contents that are displayed on the Outline tab are automatically updated.

Editing Slides (continued) 33 If contents are accidentally deleted, you can undo your edits. You can also redo an undo edit and repeat previous actions. You can change the slide layout to accommodate the text you want to add. Content and formatting remain intact; only the layout of the slide will change. If slide layout does not have placeholders for all text and content in original slide, the elements of the slide may overlap.

Editing Slides (continued) 34 Changing the color of the text or changing the font style can add emphasis to the slide content. Be careful in choosing Font Styles; some font styles make it difficult to read text! Using Live Preview: – Is an interactive option of the Microsoft Office 2010 suite; it is active only within some of the options such as: Themes, Fonts, Quick Styles, Paragraph Styles, Picture, etc. – This feature allows you to see a quick preview of the formatting options/changes to an item(s), before you actually commit to applying them to your presentation.

Editing Slides (continued) 35 You can also resize or move any placeholder and rearrange the elements of a slide. Dragging corner handle of placeholder to new position

Editing Slides (continued) 36 Some placeholders for the text automatically format a bullet at the beginning of each paragraph. The bullet color and symbol are based on the theme. To remove the bullet: – Position the insertion point in the paragraph containing bullet – Next, in the Paragraph group on the Home tab, click the Bullets button to toggle off the automatic formatting.

Working with Slide Masters 37 A Slide Master is the main slide that stores information about the theme and layouts of the presentation. When you update one or more element, the edits will be reflected on all the slides in the presentation. Master Views group on the View tab

Working with Slide Masters (continued) 38 Text on Slide Master is only for styling. If you want to include a company name, you need to create a footer in Normal view using the Header and Footer dialog box. Header & Footer button in the Text group on the Insert tab Header & Footer dialog box

Previewing and Showing a Presentation 39 When viewing the presentation in Slide Show view, you can advance to the next slide by: – Clicking the left mouse button – Pressing the Enter key – Pressing the spacebar In addition, you can use the following to navigate forwards (next slide) or backwards (previous slide) in Slide Show view: – Pressing the arrow keys (Slide 8) – Pressing the Page Up and Page Down keys (Slide 8) – Use the scroll wheel on the mouse

Previewing and Showing a Presentation (continued) 40 The Slide Show tab on the Ribbon has more options. In Slide Show view, move mouse pointer to lower-left corner of screen, four buttons appear that help navigate and add annotations to the slides while in Slide Show view. Use Pen Options Tool to add annotations to slides during a presentation. Previous Slide Pen Options Menu Next Slide

Previewing and Showing a Presentation (continued) 41 Pen Options Menu Menu Options Annotations may be kept or discarded at the end of the presentation. Toggle off the Pen Options Tool by pressing the Esc. Key. Toggle a white screen on and off by pressing the “W” key. Toggle a black screen on and off by pressing the “B” key.

Previewing and Showing a Presentation (continued) 42 If computer is capable of supporting multiple monitors, you can show presentation in Presenter view. This allows presentation to be displayed on two monitors. – First monitor shows speaker notes in large clear type along with thumbnails of slides to preview text. – Second monitor shows the presentation in Slide Show view to the audience.

Previewing and Showing a Presentation (continued) 43 If your presentation time is cut, you may need to skip some slides in your presentation. You can create a custom slide show by selecting only those slides you want to include. Define Custom Show dialog box Selected slides to be shown

Previewing and Showing a Presentation (continued) 44 To hide a slide so it is not displayed in Slide Show view: – In Normal view or Slide Sorter view, right-click within the slide – When shortcut menu displays, click Hide Slide – A diagonal line is displayed on the slide number to indicate the Hide Slide option is enabled. To restore a slide so it is displayed when you run the presentation: – In Normal view or Slide Sorter view, right-click within the hidden slide to select the slide – In the shortcut menu click Hide Slide to toggle the feature off.

Technology Careers Career Communication Skills Careers of all kinds (Marketing, Advertising, Teachers, Train Workers, Researcher, etc.) need to have good verbal and written communication skills. Ability to make formal presentations is a very important skill. Many jobs require an employee be able to organize, analyze, and communicate information. To deliver an effective presentation, you must possess the technology skills and confidence to deliver an first-class presentation. 45

Summary In this lesson, you learned: In addition to using the Slides and Outline tabs to move to a different slide, you can use the scroll bar, mouse, or keyboard to navigate through a presentation in Normal view. You work in either Normal view or Slide Sorter view as you create and edit your presentation. You use Slide Show view when you present the show to an audience. You can use the Cut, Copy, and Paste commands to delete, move, or copy slides in a presentation. You can also easily rearrange the order of slides using drag-and- drop editing. 46

Summary (continued) To create an effective presentation, the design features for layouts and formats should emphasize the content without overwhelming it. For example, use the same fonts for the same features in all slides for a consistent appearance, and limit the number of special features on a single slide. The slide theme automatically formats slides with color schemes, font styles, and effects. A theme ensures that all slides in a presentation have a consistent look. You can apply a theme at any time without affecting the underlying content of the slides. You can change the slide layout even when the slide contains content, and you can modify the slide layout by resizing and repositioning the placeholders. 47

Summary (continued) You can add elements such as a company logo to the Slide Master so the elements appear consistently on all slides. You can create a footer to display a company name or date on one or all slides in the presentation. In Slide Show view, the slides are displayed full screen, and you can move through the presentation using the mouse or keyboard. You can add annotations to slides and highlight text when showing slides in Slide Show view. So that only designated slides are displayed in Slide Show view, you can create a custom slide show. 48