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In this course we will be using Microsoft PowerPoint 2002.
Many PowerPoint functions can be performed in multiple ways. i.e. To cut and paste you can use the Edit menu, right-click inside the document or use the scissors and clipboard icons on the standard toolbar. The three primary ways of accessing commands are
You can create a new presentation in several ways. You can start by working with the AutoContent wizard, in which you begin with a presentation that contains suggested content and design. Another way to start a presentation is by selecting a design template that determines the presentation's design but doesn't include content. You can also start with an existing presentation and change it to suit your needs or you can begin with a blank presentation that has neither suggested content nor design.
There are several methods for arranging bulleted lists, charts and tables in PowerPoint. The layout for each slide an be selected as it is inserted using the Slide Layout task pane. To select a different layout for an existing slide, choose Format/Slide Layout. It is also possible to manually arrange all of the slide elements using the formatting features of PowerPoint which are similar to Word.
There two basic ways of inserting text onto a slide are placeholders and textboxes. The Placeholders are provided by the Layout for a particular slide or via the Slide Master. To format a text placeholder, choose Format/Placeholder to set where you want the text anchored within the text box and various other options. Create text boxes using Insert/Textbox or the text box tool on the Drawing toolbar. If the Drawing toolbar is not visible choose View/Toolbars/Drawing. To modify the font use the Format toolbar or choose Format/Font to open the Font dialog box. You can also use the Format Painter button to copy the format from one section of text to another.
Format. The Bullets and Numbering dialog box can be used to change the size or color of the numbers or the shape of the bullets. To adjust the alignment of a multi-level bulleted list choose View/Ruler to display the ruler. If there are three bullet levels, there will be three left-indent markers. Drag the appropriate marker to readjust the horizontal spacing at that bullet level.
Create. If you are creating a new slide, select a Slide Layout with a placeholder for charts. For existing slides you can (i) change the Slide Layout to one that has a placeholder for charts or (ii) click on the Insert Chart icon. Both of these options allow you to open the Chart Wizard. Enter the data and labels into the Datasheet. If the Datasheet is not visible, double-click on the chart and go to View/Datasheet to restore the Datasheet. If the data already exists in a spreadsheet choose Edit/Import File to put the data into the Datasheet.
Format. Once the chart is created you can use the Chart/Type menu to change the type of the chart. The Chart/Options menu can be used to make changes to the Title, Axes, Gridlines, Legend and Data Labels. To make other changes such as formatting the legend, repositioning the legend, changing the color of the data series, formatting data markers, formatting gridlines, formatting tick marks, scaling the axis, formatting axis numbers, formatting the plot area and rotating three dimensional objects select the appropriate part of the chart and (i) double-click to pull up the appropriate dialog box or (ii) right-click to pull up a shortcut menu. The Chart Objects drop-down button is a convenient method for choosing the part of the chart you wish to modify. For example, to fill a data series with a graphics file, select the data series, right-click to pull up a shortcut menu, select the Format Data series option and choose Patterns/Fill Effects/Picture.
In this section we discuss how to insert organizational charts, cycle diagrams, radial diagrams, pyramid diagrams, Venn diagrams and target diagrams. These diagrams can be created using the Insert/Diagram menu or the Insert Diagram or Organization Chart on the drawing toolbar. Modify the diagram using the toolbar that opens after creating the diagram to insert more shapes. For example when modifying an organizational chart, it is possible to a manager, subordinate, co-worker or an assistant. The toolbar also has a drop down menu for adjusting the layout and even for changing the type of the diagram. To format the diagram, hold the Shift key down to select several shapes for formatting. Choose the appropriate items from the Format menu.
Clip art pictures.
Graphics files created using Paintbrush, digital cameras.
Create. If you are creating a new slide, select a Slide Layout with a placeholder for tables. To insert a table on an existing slide use the Insert/Table menu or Insert Table tool on the standard toolbar. Enter text in the first cell and use the Tab key to move from cell to cell.
Modify. The column widths and row heights can be manually adjusted by dragging them with the mouse. The column width can be adjusted automatically by double-clicking on the column border. To insert rows or columns click Table on the Tables and Borders toolbar and select the appropriate command or right-click inside the table and use the shortcut menu. To insert multiple rows or columns, first select the the number of rows or columns you wish to insert.
Format. To format text within the table select the cells and use the Format/Font menu or use the formatting toolbar. To add or modify borders use the border style button on the Tables and Borders toolbar. To shade a range of cells, select the cells and then use the Fill Color button on the Tables and Borders toolbar. To align text within the cells use the Formatting toolbar to align left, center and align right and the Tables and Borders toolbar to align top, center vertically and align bottom.
The goal of this section is to be able to format an entire presentation without having to change each slide. Some global changes such as changing the background can be made from the format menu. Other changes such as formatting slide titles and adding logos or page numbers are made by editing the master slide. To edit the master slide choose View/Master/Slide Master. Some examples of global formatting from the Master slide include:
Outline view is ideal for seeing the overall structure of a presentation and for reordering slides and bulleted items. Slide sorter view gives you an overall graphical perspective of the presentation. This view makes it easy to copy, reorder or delete slides.
To display a Slide Show use the Slide Show/View menu or click on the Slide Show button. To hide a slide, get into Slide Sorter view and click on the slide you want to hide (or hold down the Ctrl key if you wish to select more than one slide) and click the Hide Slide button on the Slide Sorter toolbar. To write on a slide during a slide show, press Ctrl-P to display a pen. To exit writing mode, press Esc.
Mouse. Right-click to display a shortcut menu and select Go/Slide Navigator to open up a list of all the slides in the show.
Action buttons. Create action buttons in Normal view using the Slide Show/Action Buttons menu or AutoShapes/Action Buttons on the drawing toolbar. The action buttons are active only during a slide show and allow you to to navigate the slide show using moves such as Home, Back, Previous, Next, Beginning, End or Return.
Custom shows. A custom show is a show within a show. To create one, choose Slide Show/Custom Shows and click New. Use the Define Custom Show dialog box to create one or more custom shows. Enter an appropriate name for the show and select the slides that are to be included in the show (use the Ctrl key if there is more than one). To see the custom show, choose Slide Show/Custom Shows. To jump to a custom show during a slide show, right-click and select Go/Custom Show.
Agenda Slide. First create a custom show for each of the major areas of the presentation. Then create a new slide with a bulleted list. Select the text of a bulleted item and choose Slide Show/Action settings. Click the Hyperlink To radio button and choose Custom Show. From the Link to Custom Show dialog box, select the show to which you want to jump. Repeat for the remaining links.
Transition effects control how slides are introduced during a slide show. In Normal view use the Slide Show/Transition menu to select a slide transition and modify its speed and sound. In Slide Sorter view use the Slide Show/Transition menu or use the Transition icon.
A transition effect controls how an entire slide will be introduced. An animation controls how a particular object or section of text will appear during the slide show. In Normal view, click on the text or object you wish to animate. To create a basic animation use the Slide Show/Animation menu and select an animation. To create more intricate animations use the Slide Show/Custom Animation menu and select the Entrance, Emphasis, Exit, and Motion effects that you want. Adjust the speed of the animation. After the animation has been created click on the drop down menu associated with the animation and select Effect Options to add sound and adjust other parameters. Note that each object can have several animation effects associated with it and these are numbered in order of appearance on the slides.
Bulleted list. Select the bullet placeholder while in Normal view and select an animation or custom animation.Charts. Select the Chart placeholder while in Normal view and select an animation or custom animation. Note some of the effects such as Entrance/Checkerboard allow the pieces of the chart to be brought in one at a time and others do not. To bring in the elements of the chart one at a time, click on the drop down menu associated with the animation, select Effect Options, click on the Chart Animation tab and select Group Chart by category. Remember, bringing in the elements separately will not be possible for all types of animations.
In Normal view, select the slide you wish to add a movie to. Choose Insert/Movies and Sounds/Movie from File. Find the movie file on your computer. Decide whether you want the movie to play automatically when the slide appears or if you if you want to start the movie by clicking it.
Use the same procedure as for movies except choose Choose Insert/Movies and Sounds/Sound from File or if you wish to play tracks from the CD player choose Insert/Movies and Sounds/Play CD Audio Track.
Use the Slide Show/Slide Transition to select the number of seconds you want each slide to remain on the screen. To temporarily stop a self-running slide show use S. The Page Up and Page Down keys can still be used to move from slide to slide.
It is possible to record the times needed for each of the slides. Use the Slide Show/Rehearse Timings menu to bring up the tool for setting the times for which to advance to the next effect.
Choose File/Pack and Go to open the Pack and Go Wizard. If you plan to show a presentation on a computer that does not have PowerPoint, be sure to include the viewer. The file PNGSETUP.EXE copies the necessary files onto the computer and PPVIEW32.EXE is the PowerPoint viewer program.
Put your PowerPoint presentation on the web. To do this save the presentation as a web page using the File/Save As Web Page menu and click on Publish.
Activities
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