Microsoft PowerPoint 2000

Presentation Software

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Basic concepts

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Starting PowerPoint Start Button, PowerPoint Opening screen gives four options: Autocontent wizard leads you through

decisions, helps you organize your thoughts Design template gives you a preformatted

slide design – easy to change at any time Blank presentation if you know what you

want – add elements manually Open existing file – lists recently used files

below

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Customizing the toolbar If menus show recent commands

only… Tools/Customize/Options to turn it off,

delay, or reset If you can’t see all of the standard &

format toolbars… Tools/Customize/Options to break it into

2 separate toolbars

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Opening a blank presentation Choose “blank presentation” upon

opening, or File,New Autolayout is default 1st screen 24 slide layouts

Title slide Bulleted list Lists with graphics, charts, combinations Secondary title only slide Blank slide (set your own layout)

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Design templates Common Tasks, Apply design templates You can apply a new design template at

any time, as many times as you like Light backgrounds, dark text good for

printed materials, overheads, presentations with competing light sources, web materials

Dark background, light text for projector presentations in dark rooms

You can design your own templates, save them in Design Templates for future use

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PowerPoint window Title bar Menu bar Toolbars Outline pane Slide pane Notes pane Format buttons

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Moving around a presentation Outline pane – text of slides only Slide pane – what the audience sees Notes pane – notes for the speaker All panes have a scrollbar View format buttons in lower left of

screen – different variations of these 3 panes

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Changing views Normal – 3 pane view – all three panes share

space – click and drag frames to change pane sizes

Outline view – same 3 panes, but outline is emphasized

Slide view – 3 panes, slides emphasized Slide sorter – slides only – entire presentation

in thumbnail view Slide show - what the audience sees (Esc to

return to normal) View/Notes a 5th option – Slide, speaker notes

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Inserting a slide New slide button, or

Insert,New slide, or Common tasks,New slide

Choose layout from Autolayout Placeholders for title, bullets, other

elements Click inside placeholder for insertion

point, start typing Click outside to finish, or choose new slide

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Deleting slides Choose slide icon(s) in outline, hit

delete button, or Choose slide icon(s), Edit, Delete

slide

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Slide headers and footers View,Headers and footers Slides are allowed footers only Handouts, notes can have headers,

different format than slides Date and time (auto-update or fixed) Header, footer text Slide numbers, page numbers Apply to one or all “Don’t show on Title slide” checkbox

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Inserting slides from outside Insert, Slide from files, Browse for

presentation Will show slide by slide preview of entire

presentation Use scrollbar to move around

Double-Click to insert a slide, or use “Insert All” button

It will convert to current design template, current headers and footers

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Autocontent wizard Leads you through a series of

decisions Helps you organize and structure

your thoughts Good for first few presentations Choose at outset, or

File,New,General tab,Autocontent wizard

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Autocontent wizard (con’t) Type of presentation (what are you

trying to do?) Type of output (onscreen, web,

overheads, slides) Titles and Footer options Gives you an outline with related

ideas grouped together in each slide

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Format painter Select text you want to copy Click the paint brush (single-click for

one-time use, double-click for multiple uses)

Cursor turns to a paintbrush Select text you want to convert Double-click icon to turn it off, if

necessary

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The Outline Toolbar

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Promoting and demoting text PowerPoint presents an outline

Outline = Hierarchy of information – increasingly more specific

R-click on toolbars – choose outline toolbar – shows up on left vertical

Choose any text in either pane Right-pointing arrow to demote, left-pointing arrow

to promote You can promote to title slide level in outline pane

only You can also click and drag the bullet left or right to

promote/demote

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Changing the order of slides and bullets Use up and down arrows on Outline

toolbar to move bullet points Can also drag and drop items within

slides using bullets points as “handles”

Move entire slides in same way, but best to collapse outline first

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Collapsing, expanding slides + will expand chosen slide only, - will

collapse chosen slide only Collapse – title only Expand – shows all text

Collapse All to see only titles (Expand All will show all text) Good for long presentations Good for moving slides

Collapse all, then expand single slides as needed

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Summary slide May need to add this button

Use arrow at very bottom of Outline toolbar, add Summary Slide button

Select several slides, hit Summary Slide button Will create a new slide composed of

slide titles Inserts before first chosen slide

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Presenting the Slide show

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Viewing and navigating the slide show Use slide show button lower left

hand corner (icon looks like a screen) Will start at chosen slide

F5 works too Will start at beginning

L-click to move to next slide Esc to end slide show

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Basic slide show Controls Advance to next slide:

N, Enter, Spacebar, PageDn, mouse click, right or down arrow

Return to previous slide: P, backspace, PageUp, left or up arrow

Go to specific slide number: Number + enter R-click, Go, By Title or Slide Navigator

Go to beginning Hold both mouse buttons down for 2 seconds

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Using the pen Very cool! Not permanent, more like a football

telestrater Ctrl + P, or R-click/Pointer options/Pen to turn it on

(choosing pen color also turns it on) Arrow icon replaced by pen icon “E” erases it Ctrl + A turns it off

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Blank screens Useful with pen, or to focus attention

elsewhere B to go to Black screen, B to return W to go to white screen, W to return

Pen color will change depending on which screen you use Insures a contrasting color

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Hiding the cursor and button Default is “autohide”

Will stay hidden until cursor is moved Will rehide in 7 seconds

CTRL + H will hide the pointer and button

CTRL + U will return to autohide

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When in doubt… F1 will show you all available options

Only works during slide show Right-click will give you most

available options as well Left-click on Options button will give

same menu

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Printing

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Output options File/Print/Print what?

Slides Handouts Notes Outline

Transparencies are slides printed to clear plastic

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Output options (con’t) Slide is slide print only (title page of

materials) – top page is slide, scaled, portrait

Handouts are what you have – you can manipulate # of slides and columns

Notes are what I have – slide and notes Outline is the outline pane only (condense

for topics only)

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Non-color previews Not always necessary to print in color

Notes and outlines Mock-ups, draft copiess

Grayscale button on standard toolbar gives you preview

Grayscale button + shift gives you a black and white preview (not always pretty!)

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Graphics

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Graphic bullets, numbersChange bullets to numbers – select text and hit numbering buttonChange bullet style – Select text, hit bullet button, Format/Bullets and Numbering gives you 8 styles“Character” gives you many more“Picture” gives you fancier ones – some are automated

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Changing fonts in a presentation Select text, change font in toolbar

for isolated changes Format, Replace fonts will find and

replace a specific font in presentation A blunt instrument - can’t change size

or attributes May be easier in Slide Master – you can

change any aspect of font there

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Clip Art Insert/Picture/Clip Art Three category tabs(picture, sound, motion)

Select a category and choose picture, or Type keyword into Search For box and choose

picture 4 icons appear:

Inset Preview Add to new category Search for similar styles, subjects

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Clip Art (con’t) Choose insert (top icon of the 4) Click and drag to move picture

4-headed arrow Click and drag sizing boxes to resize

2-headed arrow Use picture toolbar for more options

(recoloring, brightness, cropping)

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Inserting a picture Insert, Picture, From File Picture will appear Select picture to move (4-headed

arrow) or resize (2-headed arrow) Picture Toolbar will appear

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Picture toolbar Right-click in upper gray area, select

Picture toolbar Toolbar manipulates color, contrast and

sizing Icons, in order, are:

Insert picture Image control: 4 options

• Auto (color), Grayscale, B/W, watermark Contrast control (2 icons – more and less) Brightness level (2 icons – more and less)

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Picture toolbar (con’t) Cropping

Click icon, move to sizing box, click and drag, that portion of the picture will be cropped off

Border line size Recolor – will change colors in picture -

select color to change with checkmark, then switch the color Uncheck the box to revert to original scheme Won’t work for all images

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Picture toolbar (con’t) Format picture (contains many previous

options – more exacting control) Colors, sizing, ratio locks, rotation, text box

format, alternate web text Set Transparent colors – to make certain

sections of image transparent Won’t work for all images Setting background color to transparent will

allow PowerPoint background to show Reset picture – if you want to start over

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Word Art Bring up Word Art toolbar (R-click in upper

gray, choose Wordart) Insert Word Art button – Blue A Choose a style, click OK Choose a font, size, enter text No wrap – use hard returns Move it (click and drag), size it (click and

drag sizing boxes) Yellow diamonds manipulates curves

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Drawing toolbar Bring up drawing toolbar Lines and arrows buttons

Click and hold to start, drag, let go to end – manipulate with sizing boxes

Shapes buttons: circle and square Click and hold to start, drag, let go to

end – manipulate with boxes

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Drawing toolbar (con’t) Select paintbucket to add fill colors

(closed objects only) - choose ▼ to change color

Select paintbrush to add line color – choose ▼ to change color

Select “A” to add text color – choose ▼ to change color

Shadow button to create shadow 3-D button to create 3-D version of shape

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Creating a text box R-click in upper gray area, select

“drawing” Drawing toolbar shows up at bottom Select text box button (“A” in box) Drag and draw the box (you pick width,

text determines height) Type in text, click outside box Text is within a graphic object, so it won’t

appear in outlineThis is a text box!

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Creating a text box (con’t) Drawing toolbar has fill color (paintbucket),

line color (paintbrush), text color (A) options Click icon for that color, or ▼ to pull down other

color options Line style, dash style buttons to choose a

border style Right or left justify, or center text Change attributes of text with B, I, U, font

and font size Resize and move with handles

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PowerPoint on the WebSlide paneHyperlinks to other slides

Previous/next buttons

Collapse/Expand buttons

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Autoshapes Click Autoshapes, choose shape category Lines - Free draw, lines, arrows Other categories: Basic shapes,

connecters, block arrows, chart elements, cartoon balloons

Yellow diamonds will adjust various aspects of shape (curves, width)

Some can have text inside – cursor will show insertion point

It’s easy!

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Rotating objects Select object Click Free Rotate button (arrow curving

around a circle) – sizing boxes change to circles

Place cursor on circle, Click and drag to rotate

Draw,Flip or Rotate will do it too Draw, Nudge for slight moves in any

direction

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Grouping objects Select object, hold down shift key, select

next object Will maintain spatial relationship to each

other One collective set of sizing and moving

handles R-click, select Grouping to keep them

grouped R-click again for ungrouping, regrouping

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Action buttons Choose button, size it, dialogue box will

appear Click or mouse-over action

To new slide, file, program, macro, website Add sounds, highlight R-click on box, Hyperlink, Edit hyperlink to

edit

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Hyperlinks

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Text hyperlinks Select text

Pick words with most meaning R-Click, Hyperlinks

Link to web page Link to document Link to other slide in presentation Link to other presentation

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Image hyperlinks Action buttons are image hyperlinks Insert image R-Click, choose hyperlink, or Choose Action settings

Add links Add sounds Add behaviors

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Slide masters, Color schemes, Backgrounds

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Slide and Title Masters Slide Master affects ALL slides Title Master affects all title slides View, Master, Title master or slide

master Sets format of templates Size, drag, delete elements Change font and size of text

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Notes and Handout Masters Same options, but for notes and

handouts View, Master, Notes or Handouts Handouts are tricky – need to first

set format in print menu, then manipulate it in

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Changing color schemes Format, Slide color scheme Several preset schemes – apply to one

(good for emphasizing one slide) or to entire show

Each scheme has 8 colors Custom tab to manipulate colors Add to standard schemes button to save

scheme, or delete it with Delete Scheme button

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Backgrounds Format, Background Choose new color main option (which you

can change in “Color Scheme”) Omit Background Graphics From Master a

useful option Good for web pages, uncluttered handouts Smaller file size

“Fill effects” can change background to a gradient, texture, pattern or photo

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Tables and charts

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Inserting charts from Excel For more complex charts, with lots of data Create in Excel, import to PowerPoint Insert, Object, Create From File

Browse to chart and select Can’t manipulate in PowerPoint other than

size and move Create directly in PowerPoint for more control

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Creating a chart Click Insert Chart button – sample chart

and sample excel sheet appear Manipulate chart by changing heading

and numbers in excel sheet Size and move elements within chart

(screentip tells you name of each one), and chart itself

Manipulate elements with a R-click over that element

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Modifying the chart To change data - D-click chart –

datasheet appears R-click different elements to format

them (legend, bars of chart) Use “Chart” menu to get wizard

options back

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Tables Insert Table button

Move cursor to choose # of columns, rows Insert, Table

Choose number of columns and rows Click and drag border to move table Click and drag cell walls to move them,

use sizing boxes to size entire table Place insertion point in cell to add text

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Modifying a table Tables and Borders button brings up

toolbar Draw lines with pencil button, erase

with eraser button Border size and color, fill colors Cell merge/split Text alignment (top, middle, down) Use Table ▼ dropdown in toolbar to add

or remove cells and rows

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Sound and motion

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Sounds From Gallery Insert/Movies and sounds/Sounds from gallery Type “sound” in Search For box to see all

gallery sound clips Most aren’t useful for a professional audience Choose sound, prompt will ask if you want

sound to play automatically or on mouse-click Sound icon shows, will show on actual slide

show – size and move, DON’T delete

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Sounds From File “From File” means you’ve got your

own sound file Record yourself Web has every sound you could

possibly need Insert, Movies and Sounds, Sound

From File Same rules as Gallery Sounds

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Playing a CD audio track Insert/Movies and sounds/Play CD Which track(s), how long, loop Prompt will ask auto-play or on mouse-

click CD icon appears, will show on actual show To play across several slides, go to Slide

Show, Custom Animation, Multimedia

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Adding video Insert, Movies and Sound, Movies

from Files Make sure the file is small enough to

transport and play easily Make sure host computer has proper

media player (older Windows Media Player a safe bet)

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Automating the slide show Slide Show, Rehearse timings

Can be used to get timings on individual slides, entire show

Pause, Reset options Can use those timings for an automated show

(“Yes” when prompted) Can keep timings for reference, but turn them

off for actual show• Slide Show, Set Up Show, Unclick “Use timings when

present”

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Recording Narration For stand alone show

VERY useful to to record a presentation – will record narration, timings, audience reaction

Slide Show, Record Narration Change Microphone level, or sound

quality, click okay Link the file in check box at bottom for long

presentations (smaller files) Slide show will start, recording will start

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Slide transitions Slide show/Slide transition, or Click transition button Select which transition, speed (slow,

medium, fast), change on mouse-click or pre-timed, play sound

Will preview automatically w/dog and key Apply to apply to current slide, or Apply To

All Small icon will appear beneath all affected

slides in slide sorter (shows timings as well)

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Pre-set animations Slide show/Preset animations will show list of

presets – OFF is at top Some of these are quite annoying – Laser text a

prime example Simple appear and dissolves are better (make sure

it’s not word by word!) Yellow star is animation shortcut button

To set animations for all slides in slide sorter view – Ctrl + A to select all, then set your animation

Slide show/Custom animation will allow much greater control

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Custom animation Custom animation can be created ONLY

while in Normal View, one slide at a time Choose your slide Slide Show, Custom Animation Check all objects you wish animate

Good idea to have one non-animated object, usually the title, to appear when you change slides

Each selected object has 4 tabs to work with: Order and Timing, Effects, Chart effects, Multimedia

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Custom animation (con’t) Order and Timing > choose order objects

appear, set timing of each object or advance on mouse-click

Effects > Highlight the object, select the effect, from which direction, at what speed, sound effects, dim after animation, text introduced all at once or by level

• Introducing by level allows you to discuss each bullet point

• Dimming after animation allows you to emphasize the point you’re currently on

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Custom animation (con’t) Chart effects > allows you to introduce

each chart element separately, with same options as text effects (effects, direction, sound, dim after animation) Grayed out if there is no chart

Multimedia > allows you to play sounds during animations, time sounds to play for one slide or several, stop when you move to next slide, pause to wait for sound to finish Grayed out if there is no media

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PowerPoint on the WebSlide paneHyperlinks to other slides

Previous/next buttons

Collapse/Expand buttons

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Publishing to the Web

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PowerPoint on the Web Individual files are small, easy to

download Don’t need PowerPoint to view it

All written in html End result has links to slide title on

left, slides on right Bottom of page has arrows to move

slide by slide

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Sample Web page

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File structure A PowerPoint presentation is one file, a

web-based version is many files First file is presentation name.htm

(Powerpoint2000.htm) This is the one you link to Very small file, easy to download

All other files are in folder called presentation name (Powerpoint2000)

Copy folder and file into website

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Creating the presentation Same as you would a regular

presentation Avoid gratuitous graphics, sounds,

movies, transitions Take advantage of hyperlinks

Highlight text, R-click, choose “hyperlink”

Type in Web address

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How to Publish Save presentation File, Save As Web Page Click “Publish” button for options

Complete presentation or section Choose “All Browsers” Decide whether to include speaker notes

“Web options” button for more control Navigation controls Slide animations

Click “Publish” when done

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Test your presentation Test in more than one browser

Netscape Explorer America Online (need to subscribe) Mac (know someone who has a Mac)

Tends to work better in Netscape Text is smaller “All Browsers” option makes it work better in

Explorer (95% of all browsers) Test all internal links

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Importing text from Word Insert,Slide from outline Browse to file and select Will import entire file as a presentation Uses headings in Word to determine

structure – Heading 1 converts to slide titles, Heading 2

to first level bullet points, Heading 3 to second level, etc.

Choose a design, choose layouts, edit text to fit inside slides, and you’re done