1. exploring Microsoft Office 2013 Plus
by Mary Anne Poatsy, Keith Mulbery, Cyndi Krebs, Eric Cameron, Jason Davidson, Lynn Hogan, Amy Rutledge
Chapter 1
Introduction to PowerPoint
This chapter introduces you to Microsoft Office PowerPoint The chapter focuses on using PowerPoint to create presentations. It introduces PowerPoint views, speaker notes, and slide shows. It demonstrates how to plan a presentation; assess and review presentations; insert media, tables, headers, footer; and print the presentation.
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Objectives
Use PowerPoint views
Type a speaker note
Save as a slide show
Plan a presentation
The objectives of this chapter are:
Use PowerPoint views
Type a speaker note
Save as a slide show
Plan a presentation
The objectives continue on the next slide.
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Objectives
Access presentation content
Review the presentation
Insert media objects
Add a table
The objectives of this chapter are:
Access presentation content
Review the presentation
Insert media objects
Add a table
The objectives continue on the next slide.
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Objectives
Use animation and transitions
Insert a header or footer
Run and navigate a slide show
Print in PowerPoint
The objectives of this chapter are:
Use animation and transitions
Insert a header or footer
Run and navigate a slide show
Print in PowerPoint
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PowerPoint Slides
Title Slide
Title and Content Slide
Title and content slide using SmartArt
Section header
PowerPoint is an electronic slide show used to develop professional presentations. A slide is the most basic element of PowerPoint. Multiple slides may be arranged to create a slide show. A PowerPoint presentation may contain slides for Titles, Content, SmartArt, and Section Headers.
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Normal View
Thumbnails
Slide pane
The default view in PowerPoint is Normal View. Normal View displays with two panes that provide maximum flexibility in working with the presentation. The pane on the left side of the screen shows thumbnails, which are miniature slides. The slide pane on the right displays the current slide. This is where you make edits to slide content and add notes.
If you open PowerPoint, the Notes pane may be hidden from view. You can change the size of the pane by dragging the splitter bar that separates one pane from another.
Splitter bar
Notes pane
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The status bar
Fit slide to current window
Views
Click to open/close Notes pane
PowerPoint’s status bar is located at the bottom of the screen and contains the slide number and options that control the view of your presentation. The Notes button, Comments button, View buttons, Zoom slider, Zoom level button, and the Fit slide to current window button are all located on the status bar.
Current slide number
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Hiding panes
Click to restore Normal view (two-pane view)
While in Normal view, you can hide the left pane to expand the Slide pane so that you can see more detail while editing slide content. To hide the left Thumbnails pane, drag the splitter bar that separates one pane from another until you see the word Thumbnails appear. You can also hide the Notes pane at the bottom by clicking the Notes button in the Status bar. You can restore the view by clicking the View tab and clicking Normal in the Presentation Views group.
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outline view
Slide Header on Slide 2
Slide 2 selected
Bullets on Slide 2
Outline view is used when you would like to enter text into your presentation using an outline. Rather than having to enter text into each placeholder on each slide separately, you can type the text directly into an outline.
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Slide sorter view
Slide sorter view displays thumbnails of your presentation slides, which enables you to view multiple slides simultaneously. This view is helpful when you want to change the order of slides or to delete one or more slides. If you are in Slider Sorter view and want to rearrange slides, move the mouse pointer over the slide thumbnail of the slide you wish to move and drag the slide to the new location.
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Notes page view
Notes Page view is used when you need to enter and edit large amounts of text to which the speaker can refer when presenting. If you have a large amount of technical detail in the speaker notes you can use Notes Page view to print audience handouts that include the slide and associated notes. Notes do not display when the presentation is shown, but are intended to help the speaker remember the key points or additional information about each slide.
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Reading view
Title bar
Menu
Reading View is used to view the slide show in full screen, one slide at a time. A title bar which includes the Minimize, Maximize/Restore, and Close buttons is visible, as well as a modified status bar. The status bar contains view buttons, navigation buttons for moving to the next or previous slides, and a menu for accomplishing common tasks such as printing.
Views
Navigation
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Slide Show view
Slide Show view is used to deliver the completed presentation full screen to an audience, one slide at a time, as an electronic presentation. The slide show can be presented manually, where the speaker clicks the mouse to move from one slide to the next, or automatically, where each slide stays on the screen for a predetermined amount of time, after which the next slide appears.
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Presenter view
Next slide
Speaker notes
Pointer options
Navigation
Presenter view is a specialty view that delivers a presentation on two monitors simultaneously. Typically, one monitor is a projector that delivers the full-screen presentation to the audience; the other monitor is a laptop or desktop where the presenter can see the slide, speaker notes, and a thumbnail image of the next slide. This enables the presenter to move between slides as needed, navigate to the previous or next slide using arrows, or write on the slide with a marker.
To use Presenter view, select the Use Presenter View option in the Monitors group on the Slide Show tab.
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15. Preparing a storyboard
Title slide
Introduction
Key topics with main points
Creating an effective presentation requires advance planning. A storyboard is a visual plan for your presentation that helps you plan the direction of your presentation. It can be a very rough draft that you sketch out while brainstorming, or it can be an elaborate plan that includes the text and objects drawn as they would appear on a slide.
Summary
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16. A PowerPoint storyboard
Introduction
Title slide
Key topics and main points
A simple PowerPoint storyboard is divided into sections representing individual slides. The first block in the storyboard is used for the title slide. Subsequent blocks are used to introduce the topics, develop the topics, and summarize the information.
Summary
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Choosing a theme
A theme is a file that includes formatting elements, like a background, a color scheme, and slide layouts that position content placeholders. Once you choose a theme, you will see the variants for the theme. A variant is a variation of the theme design. Each variant uses different color palettes and font families. Click the Create button to choose your theme and begin your presentation. Even though you choose your theme first, your decision is not final as you can always change a theme later.
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18. Inserting media objects
SmartArt
Excel Chart
Table
Pictures
You can add media objects such as pictures, clip art, audio, and video along with Excel charts, tables, and SmartArt to a PowerPoint presentation to enhance your slide show. Click the Layout Insert buttons to quickly insert objects.
Online Pictures
Insert Video
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creating a table
Insert tab
Table
Point to the grid to select the table size
A table organizes information in columns and rows. Tables can be simple and include just a few words or images, or they can be more complex and include structured numerical data. To create a table on a new slide, you can select any layout, click the Insert tab, click Table in the Tables group, and then specify the number of rows and columns you would like to have.
You can also click the Insert Table icon on any slide layout that includes it.
Once a table is created, you can resize a column or row by positioning the pointer over the border you wish to resize and then drag the border to the desired position.
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Animating objects
Animations tab
Animation tag
Animation gallery
An animation is a movement that controls the entrance, emphasis, exit, and/or path of objects on a slide. You can animate objects using a variety of animations, and each animation can be modified by changing its effect options. The effect options available for animations are determined by the animation type.
To apply animations to text or other objects, select the object you want to animate, click the Animations tab, click More in the Animation group to display the Animation gallery, and click an animation type to apply. Click Effect Options to display available options related to the selected animation type.
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21. Animating objects (cont.)
Active animation
Preview
Fly In animation applied
Effect Options gallery
When an animation has been selected it will show in a pink shade. The Effects Options gallery is then opened so that the direction for the animation can be selected. Click Preview in the Preview group to see all animations on the slide play. You can also see the animations in Reading View and in Slide Show view. Slides that display an animation display a star icon beneath the slide when viewing in Slide Sorter view.
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Transitioning slides
Transition gallery
A transition is a specific animation that is applied as a previous slide is replaced by a new slide. Transitions provide visual interest as the slide changes.
Transitions are selected from the Transition to This Slide group on the Transitions tab. You can select from the basic transitions displayed or from the Transition Gallery. To display the Transition gallery, click the More button in the Transition to This Slide group on the Transitions tab. Transitions are available in the following groups: Subtle, Exciting, and Dynamic Content.
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23. Inserting headers and footers
Click to insert a header and/or footer
Slide tab
Active slide number option
Slide number field
A date of the presentation, the presentation audience, a logo, a company name, and other identifying information are valuable to a presentation. You may want such information to appear on every slide, handout, or notes page. A header appears at the top of the pages in a handout or on a notes page.
To insert headers and footers, click the Insert tab, click Header & Footer in the Text group, click the slide tab or the Notes and Handouts tab, and click the desired options and enter desired text. Click Apply to All to add the information to all slides or pages, or if you are adding the header or footer to a single slide, click Apply.
Date field in footer
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Navigation Options
When you open a slide show and advance one by one through slides by clicking the mouse button, you may find a need to go back to a previous slide, jump to a specific slide, zoom into a specific area on a slide, or end the slide show. PowerPoint’s navigation options allow you to easily maneuver through the presentation.
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Zooming in on a slide
After clicking the magnifying glass, select the area you want to feature
Slide in Slide Show view
Slide in Slide Show view with Zoom to feature a portion of the slide
You can zoom in on a single section of a slide. To enlarge a section of a slide on the screen, navigate to the slide and click the magnifying glass icon. This will bring up a highlighted rectangular area on your slide. Move the rectangular box over the area of the slide you want to emphasize.
Click Esc to return to Normal view.
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26. selecting Printing options
Click to print
Choose print device
Print full-page slide, notes pages, outline, or handouts
Print all slides, a selection, the current slide, or a custom selection
Choose collated or uncollated
A printed copy of a PowerPoint slide show can be used to display speaker notes for reference during the presentation, for audience handouts or a study guide. A printout of a single slide with text can be used as a poster or banner. To print a copy of the slide show using the default PowerPoint setting, click the File tab, click Print, and click Printer to choose the print device you want to use. Click Print All Slides to select the print area and range. Click Full Page Slides to select the layout of the printout. Click to select Collated or Uncollated; click Color to select color, grayscale, or pure black and white; and click Print.
Print in color, grayscale, or pure black and white
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Printing Handouts
Preview of selected handout
Click to select Handouts, 6 slides per page, horizontal
Click to select print layout
The purpose for printing handouts is to give the audience something they can use to follow and on which to take notes during the presentation. Handouts can be printed with one, two, three, four, six, or nine slides per page.
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Summary
A presentation can display in different views.
Presenters can add notes to presentations.
Presentations should be planned before they are created.
PowerPoint presentations can be displayed in Normal, Slide Sorter, Outline, Notes Page, Slide Show, and Presenter views. The presenter can add to presentations during the slide show to provide additional information that will be useful during the presentation. Before a presentation is presented to an audience the ideas should be organized on a storyboard.
The Summary continues on the next slide.
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Summary
Review and edit the presentation
Insert media into presentation
Adding tables, headers, and footers
Using animation and transitions
Printing a presentation
A PowerPoint presentations content should be accessed, edited, and reviewed. To enhance the presentation you can add media, such as clip art, movies, and sound. You can also had tables, headers, and footers. You can control movement on a slide by using animation and transitions, and you can also print your handouts for attendees to follow.
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Questions
As you complete this introduction to PowerPoint, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.
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All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
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