Microsoft Powerpoint Advanced

8/20/2019 Microsoft Powerpoint Advanced

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Office of Instructional Technology

11914 Dragon Lane

San Antonio, Texas 78252

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http://www.swisd.net

Technol ogy Training Manua lStudent Success Through Excellence, Achievement, and Improvement

Microsoft PowerPoint

AdvancedCourse Use Guide

Office of Instructional Technology ©2008 Created By: Anne Marie Espinoza

May be reproduced for non-profit educational use so long as credit is given


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Office of Instructional Technology ©2006 Page 2

About Creating Presentations

Open Microsoft PowerPoint ............................................................................................ 6

Blank ................................................................................................................................ 7

Existing Presentation....................................................................................................... 7

About Design Template ................................................................................................... 7

About Layouts .................................................................................................................. 7

Templates with Suggested Content ............................................................................... 7

A Template on a Web Site............................................................................................... 7

A Template on Microsoft.com......................................................................................... 7

Slide Design ..................................................................................................................... 8

Title Slide.......................................................................................................................... 8

Add a New Slide............................................................................................................... 9

Inserting Slides ................................................................................................................ 10

Hyperlinking Slides

About Hyperlinks and Action Buttons............................................................................. 11

Create a Hyperlink ........................................................................................................... 12

Notes

Table of Contents


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Edit a Hyperlink................................................................................................................ 13

Screen Tips with Hyperlinks............................................................................................ 14

Insert an Action Button ................................................................................................... 15-18

Emphasize a Hyperlink with Highlighting or a Sound ................................................... 19

Assign a Hyperlink to a Toolbar Button .......................................................................... 20-21

Remove a Hyperlink, but not the Text or Object That Represents It............................ 21

Remove a Hyperlink and the Text or Object that Represents It ................................... 22

Create a Table of Contents Slide that Links to Custom Shows................................................ 22-26

Create a Hyperlink to a specific slide in another Presentation ................................................ 27-28

Create an e-Mail Hyperlink.......................................................................................................... 29-30

About Working on a Chart

Create a new chart in PowerPoint .................................................................................. 31

Modify & Animate a Chart ............................................................................................... 32-33

About Tables

Inserting a Table in PowerPoint...................................................................................... 34-35

Inserting Table from another program as a linked object or an embedded object .... 36

Notes

Table of Contents


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What is a linked object?.................................................................................................. 36

What is an Embedded Object? ....................................................................................... 36

Inserting Table from another program as a linked object ............................................ 37-38

Inserting Table from another program as an embedded object .................................. 39-40

Flow charts

Draw a Flowchart............................................................................................................. 41

Arrange Objects Equal Distances from Each Other....................................................... 42

Add Connectors Between each of the Shapes .............................................................. 43

Add Text to the Shapes ................................................................................................... 44

Change the Line Color to the Connectors ...................................................................... 44

Change the Line Style to the Connectors....................................................................... 45

About Inserting Text into your Presentation

Text in Word or Rich-Text Format ................................................................................... 46-47

Video

Insert a movie (or video) ................................................................................................. 48-49

Resize a Movie................................................................................................................. 50-51

Notes

Table of Contents


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Loop a Sound or Movie ................................................................................................... 52-53

Hide Sound Icon During a Slide Show............................................................................ 54

Set Timings for a Slide Show

Set Timings Manually ...................................................................................................... 55

Record Timings While you Rehearse.............................................................................. 56

Set up a presentation to start automatically............................................................................. 57

Set up a presentation to run in a continuous loop.................................................................... 58

Changes Tracked in PowerPoint................................................................................................. 59

About Working with Different Versions of PowerPoint .............................................................. 60

About Delivering Presentations

On-Screen Presentations ................................................................................................ 62

Online Presentations ....................................................................................................... 63

Overhead Transparencies............................................................................................... 64

Paper Printouts ................................................................................................................ 64

Notes, Handouts and Outlines........................................................................................ 65-67

Notes

Table of Contents


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About Creating Presentations

Creating a presentation in Microsoft PowerPoint involves starting with a basic design; adding new slides

and content; choosing layouts; the ability to modify slide design, by changing the color scheme or applying

different design templates; and creating effects such as animated slide transitions. The information be-

low focuses on the options available to you when you start the process.

Open Microsoft PowerPoint

1. Click on the Start Menu

2. Select All Programs from the Start Menu Options

3. Select Microsoft Office

4. Click on Microsoft PowerPoint

Notes

Micr osoft PowerPoint Advanced


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The New Presentation task pane in PowerPoint gives you a range of ways with which to start creating a

presentation. These include:

• Blank Start with slides that have minimal design and no color applied to them.

• Existing presentation Base your new presentation on one that you have already written and

designed. This command creates a copy of an existing presentation so you can make the de-sign or content changes you want for the new presentation.

• Design template Base your presentation on a PowerPoint template that already has a design

concept, fonts, and color scheme. In addition to the templates that come with PowerPoint, you

can use one you created yourself.

• Templates with suggested content Use the AutoContent Wizard to apply a design template

that includes suggestions for text on your slides. You then type the text that you want.

• A template on a Web site Create a presentation using a template located on a Web site.

• A template on Microsoft.com Choose from additional PowerPoint templates in the Microsoft

Office Template Gallery. These are arranged according to type of presentation.

Notes



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Slide Design

1. Click on Format

2. Click on Slide Design

3. Select a design template

4. Click on the design template that you choose. This will apply the tem-

plate to the slides.

Title Slide

1. Click to add a title - “Professional Development”

2. Click to add subtitle - “Various Styles”

3. Change the formatting of the text. (ie. bold, center and a larger font size)

4. Select the subtitle

5. Click Copy

6. Click Paste

7. Delete Various Styles and type By: Your Name

8. Select the text box with your name

9. Change decrease the font size

Notes



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Add a New Slide

1. Click on the New Slide shortcut button on the toolbar

---OR---

1. Click on Insert > New Slide

---OR---

1. Press the CTRL Key and the M key

2. In the Task Pane, the slide Layout Options will appear.

3. Select the Bulleted Slide Layout Option

4. Click on the blue drop down menu

5. Click on Apply to Selected Slides

6. Click to add title - Professional Development

7. Click to add text - Professional development is necessary to increase

knowledge and skill, through certified and consistent education inthe profession. A professional development program boosts the indi-

vidual's career, through travel, research, workshops and seminars

and by working with professionals who are experienced.

Notes



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Insert a New Slide

1. Click CTRL + M

2. Click to add title - Different types of Professional Development

3. Click to add text -

• Conferences

• Interactive Videoconferences

• Job Shadowing

• Lectures

• Seminars

• University and Community Education Courses

• Web-based Instruction

• Workshops

Insert 8 New Slides - One slide for each type of professional development

Title Slides

- Title each slide with a type of professional development

Notes



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Create a Hyperlink

1. Select and Highlight the text or object that you want to

represent the hyperlink. (For this exercise select and

Highlight Conferences.)

2. Click on Insert

3. Click on Hyperlink

4. An Insert Hyperlink Window will appear

5. Select Place in This Document

6. In the Select a place in this

document window: Select Slide

4 “Conferences”

7. Click OK—You will notice that the word conferences is now underlined

Notes



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Repeat steps 1—7 to hyperlink each professional development type with the appropriate slide.

Edit a Hyperlink

To edit a hyperlink:

1. Highlight the word or object that is hyperlinked (for this exer-

cise highlight Conferences)

2. Right-Click on the highlighted word or object

3. Select Edit Hyperlink

4. Make any necessary changes in the Edit Hyperlink window

5. Click ok

Notes



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Screen Tip with Hyperlinks

To create a Screen Tip or short comment to be displayed when you rest the pointer on a hyperlink:

1. Highlight the word or object that is hy-

perlinked (for this exercise highlight

Conferences)

2. Right-Click on the highlighted word or

object


4. The Edit Hyperlink Window will appear.

Click on Screen Tip

5. Type in an appropriate Screen Tip (For this exercise

you could type “Click here to learn about confer-

ences and professional development.”

6. Click ok

Repeat these steps adding Screen Tips for the rest of the hyperlinks.

Notes



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Insert an Action Button on a Single Slide

1. Select the slide you want to place an action button on. (For this exercise, select slide 4

“Conferences”.)

2. Click on Slide Show

3. Select on Action Buttons

4. Click on an Action Button of your choice

5. Click and drag where you want the Action

Button to appear on the slide.

6. The Action Settings Window will appear

7. Click on the drop down menu under Hyperlink to:

8. Select Slide

9. Select Slide 3 Different types of Professional Development

Notes



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10. Click ok

11. Check Mark the Play Sound Box

12. Select a sound

13. Click ok

Repeat these steps to add a home button to slides 4—11.

Notes



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Insert an Action Button on Every Slide

If you're using one slide master, you can insert an action button on the master and the button is available

throughout the presentation. If you are using multiple slide masters (such as when you have applied more

than one design template to your presentation), you must insert the action button on each master.

1. Click on View

2. Select Master

3. Click on Slide Master


5. Select Action Buttons

6. Click on an Action Button

7. Click and drag where you would like the Action Button to appear on the slide.

Notes

slide master: The slide that stores

information about the design tem-

plate applied, including font styles,

placeholder sizes and positions, back-

ground design, and color schemes.



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8. The Action Settings Window will appear

9. Select the Hyperlink to slide

10. Check Mark the Play Sound Box

11. Click OK

12. Click Close Master View on the Slide Master View toolbar.

Notes



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Emphasize a Hyperlink with Highlighting or a Sound

You can only apply highlighting to object hyperlinks such as pictures and shapes. You can apply sounds to

text and object hyperlinks.

1. Select and Highlight the text or object Hyperlink

(For this exercise highlight Interactive Videoconferences.)


3. Click Action Settings

4. Select Hyperlink to slide Interactive Videoconferences

5. Check Mark the Play sound box

6. Select a sound

7. Click ok

Notes



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Assign a Hyperlink to a Toolbar Button

You can rearrange and modify toolbar buttons, menus and menu commands by using the mouse or you

can use the Rearrange Commands dialog box which is accessible using a keyboard menu. These tasks

are identified as (keyboard accessible).

When you assign a hyperlink to a toolbar button or menu command, the hyperlink replaces the command

currently assigned to that button or menu command. You cannot assign a hyperlink to a button that dis-

plays a list or menu when clicked.

1. Click on Tools

2. Click on Customize—A Customize Window will appear.

3. Right-Click on the toolbar button you want to replace


5. Click on Open

Notes

hyperlink: Colored and underlined

text or a graphic that you click to go

to a file, a location in a file, a Web

page on the World Wide Web, or a

Web page on an intranet. Hyperlinks

can also go to newsgroups and to Go-

pher, Telnet, and FTP sites.

menu: A list of commands that is dis-

played when you click a menu name

on a menu bar or other toolbar.



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6. Type in the address box

the address of a website

or navigate to a file

stored.

7. Click Ok

8. Click Close

Remove a Hyperlink but not the Text or Object that represents it

1. Select Slide 3—Different Types of Professional

Development

2. Right Click on Workshops

3. Click on Remove Hyperlink

You will notice that Workshops is no longer underlined.

Notes



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Remove a Hyperlink and the Text or Object that Represents it

1. Select the object or text

2. Press the Delete Key on the keyboard

Create a Table of Contents Slide that Links to Custom Shows

Create the table of contents slide after you have created the rest of the presentation.

1. Create a Custom Show for each section of the presentation.

a. Click on Slide Show

b. Click on Custom Shows

Notes



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c. Click on New in the Custom Shows Window

d. Click on Slide 3—Different Types

of Professional Development

e. Hold the Shift Key down

f. Click on Slide 11—Workshops (letgo of the shift key)

g. Click on Add

h. In the Slide Show Name Box:

Type—Different Types of PD

i. Click ok

j. Click New in the Custom Show Window

k. Click on Slide 12—Tracking PD Hours

l. Hold the Shift Key down

m. Click on Slide 14-Hard Copies (let go of the shift key)

n. Click on Add

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o. In the Slide Show Name Box: Type—

Tracking PD Hours

p. Click ok

q. Click Close on the Custom Show Window

2. Click on View

3. Click on Slide Sorter

4. Select the first slide in each custom show you just created. (To select more than one slide click

on the first slide hold the Ctrl Key down click on the second slide and release the Ctrl Key)

5. Locate the Slide Sorter Toolbar (It’s at the top of the screen on the blue toolbar section.)

6. Click on Summary Slide Icon

Notes



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7. Double-click the new slide (the summary slide) -

8. Rename this slide to Table of Contents—You will have to create a hyperlink for each bulleted

item to its corresponding custom show.

9. Select the first bulleted item (Different Types of PD)


11. Click on Action Settings—The Action Settings Window will appear.

12. Click Hyperlink to

13. Select Custom Show—The Link To Custom Show Window will appear.

Notes



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14. Select the show you want to hyperlink

to (Different types of PD)

15. Check mark the Show and Return Box

16. Click OK

Repeat steps 9—16 for each bulleted item on thetable of contents slide.

Notes



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Create a Hyperlink to a Specific Slide in another Presentation

1. Select the text or object you want to represent the hyperlink. (Workshops Slide—Select Don’t

forget you’ll need a substitute teacher.)

2. Click on Insert

3. Click on Hyperlink—The Insert Hyperlink Window will appear.

4. Select Existing File or Web Page

5. Select New Hire Subs

6. Click Bookmark– A Select Place in Document Window will appear.

Notes



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7. Select the Slide you want to link to—Select any slide

8. Click ok

9. Click ok on the Insert Hyperlink Window

Notes



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Create an e-mail Hyperlink

1. Select the text or object you want to represent the hyperlink.—Highlight your name on the title

slide.

2. Click on Insert

3. Click on Hyperlink—An Insert Hyperlink Window will appear.

Notes



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4. Select E-Mail Address Button

5. Type your e-mail address in the e-mail address box

6. Click on Screen Tip

7. Type a quick note—Click here to send an e-mail

8. Click ok on the Screen Tip Window—Click ok on the Insert Hyperlink Window

Notes



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About Working on a Chart

You can create a chart from scratch in Microsoft PowerPoint, or you can import a Microsoft Excel work-

sheet or chart. The default charting program for PowerPoint is Microsoft Graph and it is installed auto-

matically with PowerPoint.

Create a New Chart in PowerPoint

1. Insert a new slide

2. Click on Insert Chart Icon on the toolbar

3. Microsoft Graph opens and a chart is displayed

with its associated data in a table called a

datasheet.

4. You can enter your own data on the datasheet,

import data from a text file or Lotus 1-2-3 file,

import or insert a Microsoft Excel worksheet or

chart, or paste data from another program.

Notes

datasheet: A table included with a

chart that provides sample information

showing where to type your own row and

column labels and data.



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To Modify a Chart

When you work on a chart, the Microsoft Graph program appears, with its own menus and buttons (or, if

you have inserted an Excel chart, Excel menu and buttons appear, integrated with the PowerPoint menus)

so that you can modify the chart. For example, you might want to change the chart type from pie to col-

umn, make the text larger, or add new colors.

Animate a Chart

1. Select the slide that has a chart

2. Select the chart


4. Click on Custom Animation

Notes



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5. Click on Add Effect

6. Select a Motion—Emphasis

7. Click on an effect—Grow/Shrink

Custom Animations

Notes



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About Tables

There are several ways to create a table for use in a Microsoft PowerPoint presentation. You can create

tables in PowerPoint, or you can add a table from another program as a linked object or an embedded

object. When you use PowerPoint, you can create a simple table with little formatting, or one with more

complex formatting. You can include fills and border colors from the presentation's color scheme.

If you want a larger table or more powerful formatting capabilities than those provided by PowerPoint, you

can create an embedded Microsoft Word table. For example, Word provides more options for formatting

lists, tabs and indents, and individual cells. You can also embed a Microsoft Excel worksheet or a Micro-

soft Access table. When you are working on an embedded table, the menus and buttons of the source

program appear, integrated with the PowerPoint menus.

Inserting a Table in PowerPoint

1. Insert a blank slide

2. Click on Insert

3. Click on Table

4. An Insert Table Window will appear.

Select the number of columns androws needed

Notes

linked object: An object that is cre-

ated in a source file and inserted into

a destination file, while maintaining a

connection between the two files. The

linked object in the destination file

can be updated when the source file is

updated.

embedded object: Information

(object) contained in a source file and

inserted into a destination file. Once

embedded, the object becomes part of

the destination file. Changes you

make to the embedded object are re-

flected in the destination file.

worksheet: The primary document

that you use in Excel to store and

work with data. Also called a spread-

sheet. A worksheet consists of cells

that are organized into columns androws; a worksheet is always stored in

a workbook.



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5. Click OK—The Tables and Borders Toolbar will appear and the table will be inserted on the

slide.

The table is now ready for data to be entered.

Notes



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Inserting Table from another program as a linked object or an embedded object

The main differences between linked objects and embedded objects are where you store the data and

how you update the data after you place it in the destination file.

What is a linked object?

When an object is linked, information is updated only if you modify the source file Linked data is stored in

the source file. The destination file stores only the location of the source file and displays a representa-

tion of the linked data. Use linked objects if file size is a consideration.

* If the path name of a linked file exceeds 128 characters, Microsoft Office PowerPoint is not able to find

and play that linked file. In such a case, you can either rename the linked file, or shorten the path name

by copying the linked file into the folder where your presentation is located. Then either update links auto-

matically by using the Package for CD feature, or update them manually by removing the sounds from the

presentation and then adding them again.

What is an Embedded Object?

When an object is embedded, information in the destination file doesn't change if you modify the source

file. Embedded objects become part of the destination file and, once inserted, are no longer part of the

source file. Double-click the embedded object to open it in the source program

Notes

linked object: An object that is created in a

source file and inserted into a destination file,

while maintaining a connection between the

two files. The linked object in the destination

file can be updated when the source file is

updated.

embedded object: Information (object) con-

tained in a source file and inserted into a des-

tination file. Once embedded, the object be-

comes part of the destination file. Changes

you make to the embedded object are re-

flected in the destination file

destination file: The file that a linked or

embedded object is inserted into. The source

file contains the information that is used to

create the object. When you change informa-

tion in a destination file, the information is

not updated in the source file.

source file: The file that contains informa-

tion that was used to create a linked or em-

bedded object. When you update the

information in the source file, you can

also update the linked object in the

destination file.



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Inserting Table from another program as a linked object


2. Click on Insert

3. Click on Object

4. Select Create

from file

5. Click Browse

6. Click Desktop

7. Select the PowerPoint Training Folder

8. Click Open

9. Select word document titled Simplified Field Notation

10. Click OK—This

will close the

Browse Window.

Notes



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11. Click Link (in the In-

sert Object Window)

12. Click OK

Linking the table will allow you to right click on the table select update link to add any data that may havebeen entered in the original document.

Notes



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Inserting Table from another program as an Embedded Object


2. Click on Insert

3. Click on Object

4. Select Create

from file

5. Click Browse

6. Click Desktop

7. Select the PowerPoint Training Folder

8. Click Open

9. Select word document titled Simplified Field Notation

10. Click OK—This

will close the

Browse Window.

Notes



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11. Do not Check Mark

the Link or Display as

Icon Boxes

12. Click ok

Inserting a table and not check marking the Link Box or Display as Icon will insert the table as an image.

Images cannot be updated when original documents are updated.

Notes



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Draw a Chart


2. Delete Text Boxes

3. Click on View

4. Select Toolbars

5. Click on Drawing—This will display the drawing toolbar at the bottom of the screen.

6. Click on AutoShapes

7. Select Flowchart

8. Click on any shape

9. Click and drag on the slide to create the shape

10. Add additional shapes to create a flowchart re-

peating steps 6-9, and arrange the shapes in

the order you want.

Notes


M f P P Ad d


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Arrange Objects Equal Distances from Each Other

1. Select at least three objects you want to arrange (hold

down the Ctrl Key and click on all the objects)

2. Locate the Drawing Toolbar

3. Click Draw

4. Point to Align or Distribute

5. Click the Alignment you desire

Notes


Mi f P P i Ad d


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Add Connectors Between each of the Shapes

1. Locate the Drawing Toolbar

2. Click AutoShapes

3. Select on Connectors

4. Click the Connectors you want

5. Point to where you want to lock the connector. Con-

nection sites appear as blue circles as you pass the

pointer over a shape.

6. Click the first connection site you want

7. Point to the other shape

8. Click the second connection site

Connectors will keep the shapes connected even when you move the shapes.

Notes


Mi f P P i Ad d


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Add Text to the Shapes

1. Select a shape

2. Right-Click on the shape

3. Click Add Text

4. Start Typing

Text cannot be added to a line or a connector; you will

need to add a text box to place text near or on these

drawing objects.

Change the Line Color to the Connectors

1. Select the line or connector you want to change

2. Click the arrow next to Line Color on the Drawing Toolbar

3. Click the color you want the line to be

Notes


Mi ft P P i t Ad d


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Change the Line Style to the Connectors

1. Select the line or connector you want to change

2. Click the Line Style or the Dash Style Icon on the Drawing Toolbar

3. Select the Line Style or the Dash Style you want the line to be

Notes


Mi ft P P i t Ad d


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About Inserting Text into your Presentation

You can insert text created in other programs into the Outline tab and get automatic formatting into titles

and body text. Documents in Microsoft Word (.doc) format, Rich Text Format (.rtf), and plain text (.txt) can

be used this way. A document in HTML format can be inserted into your presentation, retaining its head-

ing structure and appearing within a text box.

Rather than copying and pasting, you can use menu commands in Microsoft PowerPoint to insert text orbase a presentation on another document's outline.

Text in Word or Rich-Text Format

1. Locate the PowerPoint Training Folder on the desktop

2. Open the PowerPoint Folder

3. Select the Microsoft Office System Tip Sheet

4. Click Open

5. Click on File

Notes

rich text format (RTF): A file type

used to transfer formatted text docu-

ments between applications, even

those that run on different platforms,

such as IBM and Macintosh.

HTML: The standard markup lan-

guage used for documents on the

World Wide Web. HTML uses tags to

indicate how Web browsers should

display page elements such as text

and graphics and how to respond to

user actions.




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6. Select Send To

7. Click Microsoft Office Power-

Point—This will open an Unti-

tled Presentation.

This will insert all the text on the slides.

You will have edits to make.

Notes




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Add a Movie to a Slide

"Movies" are desktop video files with formats such

as AVI, QuickTime, and MPEG, and file extensions

such as .avi, .mov, .qt, .mpg, and .mpeg. An ani-

mated GIF file always has a .gif file extension. For

this exercise we will be using a KLRN Movie you

can find in a folder on the desktop titled Power-

Point Training

1. Insert a New Slide

2. Title the Slide KLRN Movie

3. Click on Insert

4. Select Movies and Sounds

5. Click Movie from File– An Insert Movie Window will appear.

6. Click on Desktop

7. Select PowerPoint Training Folder

8. Select the Media Player File titled

Chicka_Chicka_Boom_Boom

9. Click OK- A Microsoft Office PowerPoint

Window will appear.

10. Select When Clicked

Notes




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Let’s practice adding another movie to PowerPoint using the Media Player Clip titled Collaboration. Follow

all the steps on the previous page.

Notes




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Resize a Movie

You can resize a movie to the full size of the slide (though that may not be

the optimal size for viewing the movie).

Resize to Full Screen

1. Select the Inserted Movie you want to resize

2. Right-Click the movie

3. Click on Edit Movie Object—This will open a Movie Options Win-

dow.

4. Click the box in front of

Zoom to Full Screen

5. Click OK

Next time you play the slide the

movie will launch in full screen.

Notes




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Resize by dragging

1. Select the Inserted Movie you want to resize

2. Position the mouse pointer over one of the corner circles.

3. Click and drag the corner circle away from the center to increase the size of the movie. OR

Click and drag the corner circle toward the center of the movie to decrease the size.

Notes




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Loop a Sound or Movie

When you loop a sound or movie, the file plays until you advance to the next slide.


2. Delete the Title Text Box

3. In the Center Text Box type– End of Show

4. Click on Insert

5. Select Movies and Sounds

6. Click on Sound from Clip Organizer

7. The Clip Art Task Pane will open on the right hand side of the screen.

8. Double-Click on a sound icon

9. Select Automatically from the Microsoft

Office PowerPoint Window.

Notes




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1. Select the Sound Icon

2. Right-Click the Sound Icon

3. From the Right-Click Menu Click Edit Sound Object

4. A Sound Options Window will appear

5. Select Loop until stopped

6. Click OK

Notes




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Hide Sound Icon During a Slide Show

1. Select the Sound Icon

2. Right-Click the Sound Icon

3. From the Right-Click Menu Click Edit Sound Object

4. A Sound Options Window will appear

5. Select Hide sound icon during slide show

6. Click OK

Notes




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Time Slides with a Timer

Set Timings Manually

The following process can be repeated for each slide you want to

set the timing for.

1. Select the slides from the slides tab you want to set the

timing for. (Hold down the Ctrl Key and select several

slides.)


3. Click on Slide Transition

4. Select Automatically after

5. Enter the number of seconds you want the

slide to appear on the screen.

Notes

If you want the next slide to ap-

pear either when you click the

mouse or automatically after the

number of seconds you enter —

whichever comes first — select

both the On mouse click and the

Automatically after check boxes.



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Record Timings While you Rehearse

1. Click Slide Show

2. Click Rehearse Timings

3. This will take the PowerPoint into presentation mode and a Rehearsal Toolbar will appear.

4. Click on the blue arrow button to move to the next slide when you are ready.

5. When you have worked through the slide show click on the white “X” on the Rehearsal Toolbar

6. A Microsoft Office PowerPoint Window will appear asking, “Do you want to keep the new slide

timings to use when you view the slide show?”

7. Click Yes

Notes



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Set Up a Presentation to Start Automatically

1. Click on File

2. Click on Save As

3. In the File Name Row—

Type Professional Development Show

4. Select PowerPoint Show

in the Save as Type

5. Click Save

You will notice the difference in the icons, the original PowerPoint Icon will open the Microsoft PowerPoint

Application the Show Icon will start the presentation automatically.

Notes



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Set Up a Presentation to Run in a Continuous Loop

1. With the PowerPoint Presentation Open


3. Click on Set Up Show

4. In the Show Options Section– Select Loop Continuously Until “Esc”

5. Click OK

Notes

If you want a self-running presentation —for example, at a trade show kiosk — click

Browsed at a kiosk (full screen) in theSet Up Show dialog box. This causes thepresentation to loop and also restricts us-ers from changing it.



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Changes Tracked in PowerPoint

How to track changes made or suggested:

1. Select the slide you wish to suggest a change

2. Click on Insert

3. Click on Comment

4. Insert your comment

5. Placing the cursor over the comment tag will display the comment.

Notes

After you type your comment you

can move it around on the slide.

You can add multiple comment

boxes to a slide and change com-

ments. If you make a change to an-

other reviewer's comment, your

initials appear on it, and you be-come the author of that comment.

You can also print reviewer com-

ments.



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About Working with Different Versions of PowerPoint

If you have a presentation that was created in Microsoft PowerPoint 95, PowerPoint 97, PowerPoint

2000, or PowerPoint 2002, you can open it in Office PowerPoint 2003. When you save the presentation,

it will be saved in the format of the version it was created in. To save a presentation created in an earlier

version as a Office PowerPoint 2003 presentation, give it a new name or save it in a different location.

When you save a presentation in the PowerPoint 97-2003 & 95 Presentation format, the presentation issaved in a single file that includes both the PowerPoint 97-2003 file format and the PowerPoint 95 file

format. The file will be large because it contains both sets of data. If file size is not a problem, use this

format to make a presentation created in Office PowerPoint 2003 available to users of earlier PowerPoint

versions.

To save a presentation to open in different formats:

1. With a PowerPoint Presentation open

2. Click on file

3. Click on Save As

Notes

If you save a Office PowerPoint 2003

presentation in an earlier version of

PowerPoint, you will lose some of the

features available in Office Power-

Point 2003.



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4. Locate the Save as type row in the

Save As Window

5. Click on the Blue Drop Down Arrow

6. Select PowerPoint 97-2003 & 95

Presentation

7. Click Save As—The following Microsoft Office PowerPoint message will appear warning you

about the significant increase in file size.

8. Click Yes

Open the PowerPoint Advanced folder, you will notice the difference in file size.

Notes

If you save a Office PowerPoint 2003

presentation in an earlier version of

PowerPoint, you will lose some of the

features available in Office Power-

Point 2003.



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About Delivering Presentations

Microsoft PowerPoint gives you many ways to deliver your presentation, including on-screen, online, over-

head transparencies and paper printouts.

On-Screen Presentations

After you decide that you are going to use a computer to give your presentation, you have several options

on how to deliver it.

Presentation with a live speaker - Presenting in a large room by using a monitor or projector is the most

common way of delivering presentations. The speaker has complete control of the show and can run the

show automatically or manually and even record narration as the show progresses.


2. Click Set Up Show

3. Select Loop Continuously until ‘Esc’

4. Click OK

Self-running presentation

- You might want to set up a presentation to run unattended. You can make

most controls unavailable so that users can't make changes to the presentation. A self-running presenta-

tion can restart when it's finished and also when it's been idle on a manually advanced slide for longer

than five minutes.

1. Follow steps 1—2 from above

2. Select Browsed at a kiosk

3. Click OK

Notes



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Online Presentations

Collaborative meetings - Using the Microsoft NetMeeting program with PowerPoint allows you to share a

presentation and exchange information with people at different sites in real time as if everyone were in

the same room.

In a NetMeeting conference, you can share programs and documents, send text messages in Chat, trans-

fer files, and work on the Whiteboard. By collaborating, participants can take control of the presentation

to review and edit its contents. During the meeting, only one person can control the presentation at a

time, but multiple users can work in Chat or on the Whiteboard simultaneously if collaboration is turned

on. This would work great with Adobe Presenter.

Presentation broadcasting - You can broadcast a presentation, including video and audio, over the Web.

You can use broadcasting for a company meeting, presenting to remote groups, or holding a team meet-

ing whose participants are at several locations. By using Microsoft Outlook or any other e-mail program,

you schedule the broadcast just like any other meeting. The presentation is saved in Hypertext Markup

Language (HTML) format, so all that your audience needs in order to see the presentation is MicrosoftInternet Explorer 5.0 or later. The broadcast can be recorded and saved on a Web server where it's avail-

able for playback at any time.

Presentations on the Web or intranet - You can design your presentation specifically for the World Wide

Web or intranet, by publishing it as a web page. To publish a presentation means to place a copy of the

presentation in HTML format on the Web. You can publish copies of the same presentation to different

locations. You can publish a complete presentation, a custom show, a single slide, or a range of slides.

Because navigation is a critical element in a presentation, PowerPoint presentations in HTML format in-

clude a link bar that you can use to move through the slides by using the outline pane. Speaker notes are

also visible to all viewers in a presentation published to the Web, so you can use that feature like a cap-

tion.

Notes



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Overhead Transparencies

You can create a presentation that uses overhead transparencies by printing your slides as black-and-

white or color transparencies. You can design these slides in either landscape or portrait orientation.

To make these changes to print:

1. Click on File

2. Click on Print

3. In the Print What Section: -or- In the Print What Section:

• Select Slides * Select Slides

• Select Color * Select Pure Black and White

Paper Printouts

You can design your presentation so that it looks great both on the screen in color and when printed in

grayscale or pure black and white on a laser printer.

Notes



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Notes, Handouts and Outlines

To support your presentation, you can give your audience handouts— smaller versions of your slides that

are printed in a variety of layouts. You can also print your speaker notes for the audience. And, as you're

working on a presentation, you can print your outline, including slide titles and main points.

To Print Handouts:

1. Click on File

2. Click on Print

3. In the Print What Section

• Select Handouts

• Select Grayscale -

If copies of the handouts will be made on a copy machine.

4. In the Handouts Section - Select the number of slides per page

• Selecting 6 slides per page will print out in two columns and 3 rows

• Selecting 4 slides per page will print out in two columns and 2 rows

Notes



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• Selecting 3 slides per page will print out 2 columns 1 with slide and 1 with note lines

• Select the Order of the slides - Horizontal—The slide will be printed left to right.

• Vertical—The slides will be printed in two columns.

To Print Note Pages:

1. Click on File

2. Click on Print

3. In the Print What Section Select Notes Pages - This will print one slide

per page with a blank bottom half for free hand notes.

Notes

N



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To Print in Outline View

1. Click on File

2. Click on Print

3. In the Print What Section Select Outline View

4. Click on the Preview Button to see the layout

Notes

Microsoft Powerpoint Advanced

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