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Creating a Slide Show Using Microsoft PowerPoint1

Objectives

Trainee will be able to:

• Creating a slide show with at least three slides using Microsoft PowerPoint.

• Add text and graphics to a PowerPoint slides.

• Rearrange slides using the Slide Sorter view.

• Save and print a PowerPoint slideshow.

• Animate the clip art and/or text in a PowerPoint slide.

Prerequisites

Ability to perform basic functions in a Windows operating system.

Ability to describe and use features unique to the Gates Library Computer.

Ability to identify and use common elements of the Microsoft Office programs.

Duration

50 minutes

Supplies

Blank floppy or Zip Disk to save work (optional)

Handouts

PowerPoint Shortcuts

PowerPoint -Slide Show Navigation

Topic Overview

Getting Started with Microsoft PowerPoint

Estimated time: 10 minutes

You can use PowerPoint to create slide presentations. A slide presentation is a useful tool to present a topic to a group of people. The presentations can be printed, projected, displayed on a monitor, or saved and published as Web pages.

If you are creating a tri-fold brochure Publisher is likely your best bet. However, if you are giving a presentation to your co-workers - PowerPoint is the tool to use!

In the Real World: PowerPoint creates multimedia presentations with animations and nifty sound. These presentations are easily transferable to the Web, to a screensaver, or disk -- to share with your friends cross-town.

Defining PowerPoint Terminology

Presentation

The Presentation is the collection of the PowerPoint slides.

Electronic Slide Show

An Electronic Slide Show is the displaying of a PowerPoint presentation. This can be done on a laptop or desktop computer, a video-data projector, or an overhead projector with an LCD (liquid crystal display).

Objects

An Object can be one of several things. Common objects include items that you create with the drawing tools and pictures that you import from other applications (such as scanned images).

AutoContent Wizard

The Wizard automates many of the design elements necessary to an effective presentation. If you choose this option when you begin using PowerPoint, a series of screens lead you through the creation of the presentation. Once you have answered all the questions, a presentation is created. You can then enter additional information specific to your situation.

Master/Design Template

A Master/Design template contains slide default settings. These settings include colors, fonts, bullet types, and special elements such as graphics.

Transitions

A Transition is the effect that takes place when you advance to the next slide. This feature is available only with Electronic Slide Shows.

Build

You can use Build to have one line of text appear on the screen at a time, presenting the opportunity for you to pause and discuss each point. As the next line appears, the previous lines are grayed out. This feature is available with printed presentations but is most effective (cost and impact) with electronic presentations.

Clip Art

Clip Art is the collection of pictures available in the PowerPoint clip art gallery.

Review Questions

You'll find the answers at the end of the lesson.

1. What are some ways PowerPoint can be used by your patrons?

2. What does PowerPoint have in common with other Office programs?

3. What are some ways you and your peers can use PowerPoint?

4. What does transition mean?

5. What makes PowerPoint different from Word?

Creating a PowerPoint Slide Show

Estimated time: 20 minutes

 Handout: PowerPoint Shortcuts

 Supply: Blank floppy or Zip Disk to save work (optional)

For the remainder of this lesson you will build a PowerPoint slide show of your own. Think about a theme you may want to incorporate into this show. Ultimately you should end-up with a presentation four to six slides long. Some suggested themes include:

• Your library history, (staff, collections, etc.)

• Yourself and/or family

• Your state or town

• The computer applications on The Gates Library Computer

Activity: Setting up Your Presentation

1. Open PowerPoint by double-clicking the PowerPoint icon on the desktop. The PowerPoint dialog box appears.

2. Select Blank Presentation. The New Slide dialog box appears.

Hint: The PowerPoint dialog box appears only when you first start the program. If you are already working in PowerPoint and want to create a new blank presentation, Click the New button
on the Standard toolbar or Click the File menu, then New. In the New Presentation dialog box, click Blank Presentation, then OK.

3. Choose the Title Slide AutoLayout format, the first option. Note the name of the AutoLayout appears in the gray box.

4. Click OK. A Title Slide appears, ready for you to work with.

Hint: The text boxes on the Title Slide are guides. They will not show up on your presentation - if you like they can be deleted. To delete these guides click the box borders and press Delete.

5. From the Format menu select Apply Design Template. Design templates contain color schemes, slide and title masters with custom formatting, and styled fonts, all designed to create a particular look. After you apply a design template, each slide you add has the same custom look. Select a design template you like and click Apply.

6. From the Format menu select Slide Color Scheme. Color schemes are sets of balanced colors designed for use as the main colors of a slide presentation—for text, background, fill, accents, and so on. You can pick a color scheme for an individual slide or for an entire presentation. Choose a color scheme and click Apply or Apply to All.

• Apply to All applies the color scheme of your entire presentation.

• Apply applies the color scheme to only the slide you are viewing.

Activity: Adding Text to the Title Slide

1. Click the Click to add a title box. A thick gray border appears around the text box indicating that it has been selected.

2. Type a title.

3. Click the subtitle text box and type a subtitle.

4. Make the following style changes to the text on the title slide:

• Change the title's font size and style (bold, italic, etc.).

• To change the color of the title or subtitle text select the text box, click Format and choose Font.

If You Have Time: Adding WordArt

Replace the title text with a WordArt version of the title.

1. Click and drag to highlight the text in the title text box.

2. From the Insert menu select Picture then choose WordArt.

3. Select a style of WordArt you like by clicking on the WordArt style then clicking OK. If the title was highlighted properly (step 1) you will see the title in the WordArt dialog box.

4. Click OK and the WordArt will be inserted into your title slide. You will have to delete your previous title.

5. Click and drag the WordArt to position it in the slide. You may want to change the color of the text.

Activity: Inserting Additional Slides

1. Click the Common Tasks menu and choose New Slide. The AutoLayout dialog box appears.

Hint: Clicking the Insert menu and choosing New Slide or clicking the
button on the toolbar will also insert a new slide.

2. Select a layout for your new slide then click OK.

3. Add two or three more slides. Make sure one of your slides has a list with at least three bullets.

Slide Sorter View - Moving Slides Around

PowerPoint has a view called Slide Sorter View that makes rearranging slides a click. There are two ways to switch to Slide Sorter. Try both:

• Click the Slide Sorter View button in the lower left corner
.

Or

• Click the View menu and then click Slide Sorter.

Activity: Rearranging Slides

1. In Slide Sorter View, click the slide you would like to move. A gray border appears around the slide.

2. Holding the mouse button down, drag the slide to the newly desired position. A vertical line appears where the slide is to be placed.

3. Release the mouse button to finish the move.

4. On the View menu, click Normal to return to Normal View.

Activity: Time to Save It!

While working on a presentation it is a good idea to save your work often otherwise you risk losing it.

1. Insert a training disk into the A:/ drive.

2. Click the File menu, and then click Save As. The Save As dialog box appears.

2. Verify the Save in box is referencing the A drive.

3. In the File Name box, type a name for your presentation.

4. Click Save.

Hint: Once you have saved the presentation for the first time, periodically save it by clicking the File menu then clicking Save. Or click the Save button on the Standard toolbar.

Review Questions

You'll find the answers at the end of the lesson.

6. Can you have a title slide with a different color layout than the rest of the slides?

7. How do you add slides?

8. If your title slide has a box for a subtitle, do you have to have a subtitle?

9. When is a good time to save your work?

10. How do you save your work?

Adding Clip Art and Animation

Estimated time: 15 minutes

Multimedia (pictures, animation, video, and sound) can bring your presentation to life. PowerPoint has a library of images (Clip Art) for you to choose from. You can add a picture that amuses - a cartoon character, for example - or a picture of the item being discussed - a dollar sign when presenting the budget. You may also want to put your library logo on your slide.

Activity: Adding Clip Art

1. Choose a slide to add Clip Art to.

2. From the Insert menu choose Picture then Clip Art.

3. Browse through the categories and pictures until you find one you like.

4. To preview the picture, click the picture then click the second button of the four that appear. To insert the picture, click the picture to select it then click the top button of the four that appear.

5. Close the Clip Art dialog box.

6. Click and drag the picture to a desired position on the slide.

7. Add more pictures and text to your presentation.

Hint: You can search the Microsoft Clip Art Gallery for different pictures or browse by category.

Basic Animation

With PowerPoint's animation effects you can do all sorts of high-tech effects. For example, you can make a pig fly on the click of a mouse or stream your text bullets so it looks and sounds like text from a typewriter.

Activity: Animating Clip Art

1. Choose a slide with Clip Art.

2. Click the Slide View button to go to Slide View . (Lower left hand corner of the screen.)

3. On the slide, click the cartoon/image you would like to animate to select it.

4. On the Formatting toolbar, click the Animation Effects button. The Animation Effects toolbar appears.

5. On the Animation Effects toolbar, click the Flying Effect button. The flying effect is now added to the image.

6. To preview the animation click the Preview button.

Activity: Animating Text

Animating text is a great thing to do with titles and credits. For example, you can make the text appear as if it is being typed letter by letter by a typewriter.

1. Choose a slide with text - preferably one with bullets.

2. In Slide View select the text you want to animate by clicking anywhere on the text to be animated.

3. On the Animation Effects toolbar, click the Typewriter Text Effect button. The typewriter effect is now added to the text.

4. Click the Animation Preview button.

Review Question

You'll find the answer at the end of the lesson.

11. Individually, or with a partner, write down the steps needed to animate text or Clip Art.

Viewing and Printing

Estimated time: 5 minutes

 Handout: PowerPoint-Slide Show Navigation

To view your presentation in what is termed “Slide Show View” follow the following directions:

1. From the View menu select Slide Show.

2. Use the arrow keys on the keyboard to navigate from slide to slide. Reference the PowerPoint-Slide Show Navigation handout.

Hint: Right-clicking the slide show brings up a helpful navigational menu.

3. Press Esc at any time to end the show.

In the Classroom: Have the trainees get out of their seats and view their peer's presentations.

You can print slides in a variety of different formats.

• From the File menu select Page Setup to alter the page setup prior to printing.

• To print the slides, from the File menu select Print. You can change the appearance of the printouts using the Print what option at the bottom of the Print dialog box.

Review Questions

You'll find the answers at the end of the lesson.

12. How would you search for dogs in the Clip Art gallery?

13. If you want to move your third slide to the fourth position, what do you do?

If You Remember Nothing Else

Presentation software like PowerPoint helps you communicate your ideas to an audience, whether it's an audience of one in your own office or an audience of millions on the World Wide Web. When you first start PowerPoint it offers you three ways to proceed: AutoContent Wizard, Design Template, or Blank Presentation.

To replace existing text on a slide, find the slide you want to edit and click once inside the text you wan to replace. This selects the text box that contains the text. Highlight the text you want to change, and then type the new text to replace it.

Before you show your presentation it is important to preview it. To do so, click on the Slide Show menu then View Show, or press F5.

Additional Resources

Also available at www.gatesresources.org

• ZDNet's PowerPoint Guide - Tips and Tricks for PowerPoint Users
http://www.zdnet.com/products/stories/reviews/0,4161,2682395,00.html

• Microsoft - PowerPoint Articles
http://search.office.microsoft.com/assistance/product.aspx?p=Powerpoint

• Microsoft - PowerPoint 2000 FAQ
http://support.microsoft.com/support/powerpoint/ppt2000/FAQ.asp

• How to Create an Agenda Slide in PowerPoint
http://www.peachpit.com/features/0599off2k/off2k.pptut1.html

• PowerPoint Tutorial
http://www.meetingtomorrow.com/cms-category/powerpoint-tutorial

• Links to more PowerPoint sites
http://websiteestates.com/links.html

Review Answers

1. School reports, presentations, garage sale signs, etc …

2 Menus, toolbars, printing and Help are a few of the common elements.

3. Presentations to the board, advertise the new computers (kiosk), etc…

4. The effect that takes place when you advance from one slide to the next.

5. PowerPoint is for building multimedia presentations. Word is largely for word processing related tasks.

6. Yes. When applying a color scheme to a slide show you have the option to apply to the current slide, or apply to all the slides.

7. Using the insert slide function on the Common Task toolbar.

8. Not at all. You can click the box to delete it, or simply leave the box blank - it will not show up when you print or display your presentation.

9. It is always a good time to save your work - save as often as possible.

10. Press CTRL+ S or click File and select Save.

10. See above.

11. …

a. Pick a slide with Clip Art or text.

b. Click the Slide View button to go to Slide View.

c. On the slide, click the picture or text you would like to animate to select it.

d. On the Formatting toolbar, click the Animation Effects button. The Animation Effects toolbar will appear.

e. On the Animation Effects toolbar, click an effects button. The effect is now added to the image or text.

. To preview click the Animation click the Preview button.

12. In the Clip Art gallery you can type dogs in the search field on the top or search visually via the related category - in this case animals.

13. In slide sorter view; click the slide you would like to move. Hold the mouse button down and move the mouse pointer to the location you want the slide. Release the mouse button.