1. Using PowerPoint Effectively
M. E. Kabay, PhD, CISSP-ISSMP
Professor of Computer Information Systems
School of Business & Management
College of Professional Schools
Norwich University
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

2. Copyright © 2016 M. E. Kabay. All rights reserved.
Topics
Introduction
Presentation Basics
Home Functions
Insert Menu
View Functions
Design Functions
Transitions Menu
Animations Menu
Slide Show Controls
Review
Printing
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

3. Copyright © 2016 M. E. Kabay. All rights reserved.
About this Course
Definitely NOT theory
PRACTICAL orientation
TRY IT OUT
No harm – Ctrl Z to UNDO
If nervous, SAVE as version before radical experiment
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

4. Copyright © 2016 M. E. Kabay. All rights reserved.
Presentation Basics
NOT writing textbook
NOT publication
NOTES only – keywords!
NO complete sentences
NO articles, verbs
Images useful
Look at AUDIENCE, not back at display!
Can check own computer screen for notes
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

5. Getting Used to Your PowerPoint User Interface
Backups – Working Copies & AutoSave
Help
Quick Access Toolbar
Creating a New Presentation
Outline Views
Home Functions
View Functions
The Bottom-Right Toolbar
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

6. Backups: Working Copies
Canonical version: no version #
Always open to resume work
Always save at end of work
Backups: version #s
SAVE AS after saving canonical version
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

7. Copyright © 2016 M. E. Kabay. All rights reserved.
Backups: AutoSave
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8. Copyright © 2016 M. E. Kabay. All rights reserved.
Help
Press F1 key
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9. Quick Access Toolbar (1)
Above or below Ribbon
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10. Quick Access Toolbar (2)
Customize
Which commands
Order of symbols
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11. Copyright © 2016 M. E. Kabay. All rights reserved.
Save Customizations
Can also change Ribbon
Save changes in file for backup
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

12. Creating a New Presentation (1)
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13. Creating a New Presentation (2)
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14. Creating a New Presentation (3)
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15. Creating a New Presentation (4)
Adjusting the shape of the slides
Use Design | Slide Size
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16. Copyright © 2016 M. E. Kabay. All rights reserved.
Outline Views
More later in View menu
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17. Copyright © 2016 M. E. Kabay. All rights reserved.
Home Functions
Slides
Font
Paragraph
Drawing
Clipboard
Editing
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

18. Copyright © 2016 M. E. Kabay. All rights reserved.
Adding a New Slide
Home / Insert – both have New Slide
Outline View
Position at current slide
Press Enter
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

19. Copyright © 2016 M. E. Kabay. All rights reserved.
Slides
Layout
Choose appearance you prefer from choices in your template
Reset
Go back to the standard you defined
Sections – see HELP
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

20. Copyright © 2016 M. E. Kabay. All rights reserved.
Font
BE CONSISTENT THROUGHOUT FILE
Wide range of typefaces & point sizes
Highlighting (bold, italic…)
Use underlining ONLY for links
Colors*
Avoid stark contrasts such as
purple on black
red on green
*This slide is in what Norwich students call “Kabay vomit-yellow;” Kabay prefers to call it “Pickett Slide-Rule Yellow” – the color at which the human eye sees most clearly. It is the color of sunlight filtered through green leaves.
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

21. Copyright © 2016 M. E. Kabay. All rights reserved.
Paragraph (1)
Add various bullet point styles
Several numbering styles
Move text back or forward in depth of numbering or bullets (same as TAB or Shift-TAB)
Change line spacing
Left, center, right adjust
Do not use JUSTIFY – short lines end up with big gaps.
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

22. Copyright © 2016 M. E. Kabay. All rights reserved.
Paragraph (2)
Text Direction
Align Text
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Paragraph (3)
SmartArt
Puts lines of text
Into different shapes
To create diagrams
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Copyright © 2016 M. E. Kabay. All rights reserved.

24. Copyright © 2016 M. E. Kabay. All rights reserved.
Drawing (1)
Some functions also in
INSERT
Drawing Tools
Appear when objects are in focus
Picture Tools
Appear when images are in focus
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Copyright © 2016 M. E. Kabay. All rights reserved.

25. Copyright © 2016 M. E. Kabay. All rights reserved.
Drawing (2)
Moving objects
Click the edge
Hold down left mouse button
Move by discrete steps
Moving continuously
Hold down Alt key while moving
Align objects using Drawing Tools and Picture Tools
Select more than one object using Ctrl key while left-clicking
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

26. Copyright © 2016 M. E. Kabay. All rights reserved.
Clipboard
Cut = Ctrl X
Copy = Ctrl C
Paste = Ctrl V
Format Painter
Highlight text or object to pick up format
Click Format Painter brush
Apply
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

27. Copyright © 2016 M. E. Kabay. All rights reserved.
Editing
Find = Ctrl F
Replace = Ctrl H
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Copyright © 2016 M. E. Kabay. All rights reserved.

28. Copyright © 2016 M. E. Kabay. All rights reserved.
View Functions
Presentation Views
Master Views
Show
Zoom
Color/Grayscale
Window
Slide Sorter
Bottom-right Toolbar
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

29. Copyright © 2016 M. E. Kabay. All rights reserved.
Presentation Views
Also in lower right corner
Important: This symbol allows you to toggle from showing normal (images of slides) to showing outline (content as text).
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

30. Copyright © 2016 M. E. Kabay. All rights reserved.
Notes Pages
Can add text below slide
Generate notes for classes
Use while lecturing
Can see notes while projecting slide
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

31. Copyright © 2016 M. E. Kabay. All rights reserved.
Master Views
Modify patterns globally in file
Add headers/footers to notes
Arrange layout of handouts
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32. Copyright © 2016 M. E. Kabay. All rights reserved.
Show
Ruler
Gridlines
Guides
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33. Copyright © 2016 M. E. Kabay. All rights reserved.
Window
Arrange PPTX windows on your screen
Useful for multiple files
Or to see different parts of same file at once
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Copyright © 2016 M. E. Kabay. All rights reserved.

34. Copyright © 2016 M. E. Kabay. All rights reserved.
Slide Sorter
Ctrl Wheel-roller to change size/number of slides
Double-click any slide to open it
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Copyright © 2016 M. E. Kabay. All rights reserved.

35. Copyright © 2016 M. E. Kabay. All rights reserved.
Bottom-Right Toolbar
Hold cursor over each symbol in the lower right corner of your PowerPoint window to see its description pop up on screen.
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

36. Copyright © 2016 M. E. Kabay. All rights reserved.
Insert Menu
Tables
Pictures
Shapes
SmartArt
Charts
Text Boxes
WordArt
Headers, Dates, Numbers, Objects
Equations & Symbols
Video & Audio
Recording PowerPoint
Hyperlinks
Animations
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

37. Copyright © 2016 M. E. Kabay. All rights reserved.
Tables
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38. Copyright © 2016 M. E. Kabay. All rights reserved.
Pictures
Copy window using Ctrl Alt PrtScn
Copy entire screen(s) using PrtScn
Paste from buffer using Ctrl V
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Copyright © 2016 M. E. Kabay. All rights reserved.

39. Copyright © 2016 M. E. Kabay. All rights reserved.
Shapes
Also use Drawing Tools and Picture Tools (select shape)
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Copyright © 2016 M. E. Kabay. All rights reserved.

40. Copyright © 2016 M. E. Kabay. All rights reserved.
SmartArt
Diagrams of all sorts
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Charts
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Text Boxes
This is a text box with its formatting defined as a default for new text boxes in this file.
11/15/2018
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43. Copyright © 2016 M. E. Kabay. All rights reserved.
WordArt
WordArt enhances text
WordArt enhances text
WordArt enhances text
11/15/2018
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44. Headers, Dates, Numbers, Objects
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Copyright © 2016 M. E. Kabay. All rights reserved.

45. Copyright © 2016 M. E. Kabay. All rights reserved.
Video
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46. Copyright © 2016 M. E. Kabay. All rights reserved.
Audio
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47. Copyright © 2016 M. E. Kabay. All rights reserved.
Recording PowerPoint
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Hyperlinks
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49. Copyright © 2016 M. E. Kabay. All rights reserved.
Transitions Menu
Control Slide Show
Appearance of slides from one to next
How fast to change
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50. Copyright © 2016 M. E. Kabay. All rights reserved.
Animations Menu
Define
Order appearance objects
Choose/modify decorative movements 1 2 3
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

51. Copyright © 2016 M. E. Kabay. All rights reserved.
Slide Show Controls
Self-evident – try them!
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

52. Copyright © 2016 M. E. Kabay. All rights reserved.
Review Menu
For collaboration
Comments, comparing versions
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

53. Copyright © 2016 M. E. Kabay. All rights reserved.
Printing (1)
Can use File | Print menu
11/15/2018
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54. Copyright © 2016 M. E. Kabay. All rights reserved.
Printing (2)
Also can use Printer controls
Print full page
Choose how many to show on page
Makes images bigger
See next page (screenshots too large for this slide)
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Copyright © 2016 M. E. Kabay. All rights reserved.

55. Copyright © 2016 M. E. Kabay. All rights reserved.
Printing (3)
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.

56. Now go and study; i.e., TRY IT OUT!!!
11/15/2018
Copyright © 2016 M. E. Kabay. All rights reserved.