PowerPoint Reference PDF

Chapter 5 Microsoft PowerPoint 2010 Learning Objectives: After completion of this chapter, you should be able to: 1. Learn the basics of making professional presentation for scientific work. 2. Manage PowerPoint2010 Environment, such as: tabs, groups, commands, Configu...

Chapter 5 Microsoft PowerPoint 2010 Learning Objectives: After completion of this chapter, you should be able to: 1. Learn the basics of making professional presentation for scientific work. 2. Manage PowerPoint2010 Environment, such as: tabs, groups, commands, Configure PowerPoint file options and slide …etc. 3. Create a slide presentation, Add and remove slides, Format slides, Enter and format text and Format text boxes. 4. Know how to Construct and edit photo albums. 5. Create charts and tables, such as: Construct and modify tables and Insert and modify charts 6. Learn how to insert a video, edit it, and format its appearance. 7. Learn how to insert sounds into a presentation and edit them. 8. Apply and modify transitions between slides. 9. Apply built-in, custom animations, Apply effect and path options. 10.Publishing presentations in different formats such as (PDF format). 11.Making hardcopies of presentation to fit different objectives (printing handouts, outlines). Chapter 5 Microsoft PowerPoint 2010 1. Introduction to PowerPoint 2010 Environment Microsoft PowerPoint is a presentation graphics program that helps to create interactive presentations for classroom, business, or personal use, PowerPoint allows you to construct presentations from scratch or by using the easy to use wizard. Creating New Presentation To Create a New Blank Presentation: Click the File tab  Select New  Select Blank presentation under Available Templates and Themes. It will be highlighted by default  Click Create. Chapter 5 Microsoft PowerPoint 2010 2. Home Tab Slides Group 1. Slide Basics Slides contain placeholders, which are areas on the slide that are enclosed by dotted borders. Placeholders can contain many different items, including text, pictures, charts, and more. They also have thumbnail- sized icons that represent specific commands such as Insert Picture, Insert Chart, and Insert Clip Art. To add a new slide click New Slide or press Ctrl-M. 2. Slide Layouts The placeholders are arranged in different layouts that can be applied to existing slides, or chosen when you insert a new slide. A slide layout arranges your content using different types of placeholders, depending on what kind of information you might want to include in your presentation. To Change the Layout of an Existing Slide: 1. Select the slide you wish to change. 2. Click the Layout command in the Slides group on the Home tab. A drop down menu will appear. 3. Choose a layout from the menu. The slide will change in the presentation. 3. Insert Tab PowerPoint (as Word and Excel) allows you to insert Tables, Shapes, Pictures, Clipart, and Links … etc. Chapter 5 Microsoft PowerPoint 2010 In addition to all of the above PowerPoint offers Photo Album and Media insertions. 3.1. Photo Album You can create a series of slides or an entire presentation based on images you select from your computer. Clicking on the Photo Album tool brings up a dialog box to select images and format theseries of slides to place in your presentation, including frames and captions. Chapter 5 Microsoft PowerPoint 2010 3.2. Media To add videos and audios to your presentation. Audio: In the slide pane of the Power Point window, select the slide onto which you wish to insert the sound file. Choose Audio from the Media group.  From the Insert Sound window that appears, navigate to the folder that contains your saved sound file.  Click on the sound file you wish to insert.  Click on the button labeled Insert.  Power Point will insert your sound file to the slide, represented by a tiny loudspeaker icon that you can move anywhere on your slide. To Insert Clip Art Audio: 1. From the Insert tab, click the Audio drop-down arrow and select Clip Art Audio. The Clip Art pane will appear on the right. 2. Enter keywords in the Search for: field and click Go. 3. The results will appear in the Clip Art pane. To preview an audio file, right-click the file and select Preview/Properties. 4. A dialog box will appear, and the audio file will start playing automatically (it may take a few seconds to load). To play it again, press the Play button. 5. When you’re finished previewing the file, click Close. 6. Once you have found the audio file that you want to use, click it to insert it into the slide. Playing Audio File Select the inserted Audio file the Audio Tools Tab appears in the ribbon, providing specific tools. 1. In the Audio Options group on the Playback tab, there are other options that you can set to control how your audio file plays.  Volume: Changes the audio volume.  Start: Controls whether the audio file starts automatically or when the mouse is clicked.  Hide During Show: Hides the audio icon while the slide show is playing.  Loop until Stopped: Causes the audio file to repeat until it is stopped.  Rewind after Playing: Causes the audio file to return to the beginning when it is finished playing. Chapter 5 Microsoft PowerPoint 2010 2. In the Editing group on the Playback tab, there is option To Trim the Audio. If you add a song to a slide, you can trim it so that it will only play one section of the song, and you can add a fade in and fade out to smooth out the beginning and end. a. From the Playback tab, click the Trim Audio command. The Trim Audio dialog box will appear. b. Use the green and red handles to set the start time and end time. c. To preview the audio file, click the Play button. d. Adjust the green and red handles again if necessary, and then click OK. To Add a Fade In and Fade Out: a. On the Playback tab, locate the Fade In and Fade Out fields. b. Type in the desired values, or use the up and down arrows to adjust the times. 3. Formatting the Audio Icon By default, an audio file will show up as a speaker icon in the slide. To change the icon to a different picture, and you can apply different image formatting such as Artistic Effects and Picture Styles which are access in the Format tab To Insert Video: In the slide pane of the Power Point window, select the slide onto which you wish to insert the video file. On the Insert ribbon, choose Video from the Media group. 1. From the Insert Video window that appears, navigate to the folder that contains your saved video file. 2. Click on the video file you wish to insert. 3. Click on the button labeled Insert. Chapter 5 Microsoft PowerPoint 2010 4. Design Tab The Design tab contains the groups for the tools regarding the formatting of the layoutand general look of the document. Background Group You can also set a custom background in the Background Styles tool. Here there are some preformatted colors that you can choose. Create a background of your own by selecting Format Background. The Format Background window will appear and allow you to select the color, gradient, picture or texture, and transparency of the slide background. Click on the button labeled Close in order to apply the chosen background to the current slide only. You may click Apply to All if you would like to apply the chosen background to every slide in your presentation. Note: You can apply a Background Color to an entire slide by Right click on the slide that is outside any textbox. From the pop-up menu that appears, select Format Background. Chapter 5 Microsoft PowerPoint 2010 5. Animations Tab The Animations tab contains groups for the tools relating to adding custom animations to slide objects within a slide. Adding animation a) On your slide you have text boxes, images or charts (called Slide Objects). Click once on one of the Slide Objects (text or images) to select it. b) In the Animations tab click Add Animation to bring up a listing of common effects to add. c) You can also access a complete listing of animations for Entrance, Emphasis, or Exit effects by selecting More Entrance /Emphasis /Exit Effects. d) Once you have selected this option (such as More Entrance Effects), the appropriate palette will appear on the right side of the slide. e) Now you can single click on any animation and preview the effect on the selected object. This window also shows the full range of effects that are available. Click OK to add the effect. NOTE: You can only animate one slide at a time Once the animation has been applied, you can click on the Animation Pane tool to customize the applied animation in terms of timing, triggers for the animation. Chapter 5 Microsoft PowerPoint 2010 6. Transitions Tab In the Transition tab, you can to set up effects for transitioning from one slide to the next. The default transition doesn’t involve any special effects. 1. Select the slide from the thumbnails on the left. 2. Click on the selection to apply the effect on the current slide. The effect occurs between the selected and previous slide. 3. You can then select Effect Options for the transition and slide advancement settings in the tools to the right of the transitions. Click Apply to All to apply the settings to all slides. 7. Slideshow Tab The Slideshow tab contains tools that allow you to select how your presentation will be displayed. 7.1. Start Slide Show group To view the slide show from the beginning or from a current selected slide. Chapter 5 Microsoft PowerPoint 2010 7.2. Set Up group  Rehearse Timings means (start a full-screen slide show in which you can rehearse your presentation. The amount of time you spend on each slide is recorded and you can save those timings to run the show automatically in the future).  Hide Slides: Hiding a slide will keep it in the file, but it will not show when you view thepresentation. 7.3. Navigating within your Slide Show While you are presenting your slides during a presentation, you will often want to move forward and backward among your slides, or to display a particular slide. Power Point's Presentation toolbar can help you navigate within your presentation during your slide show.  Once you begin your slide show, locate the Presentation toolbar in the bottom left corner of the slide.  To move to the next slide, click on the right facing arrow.   To return to the previous slide, click on the left facing arrow.   To navigate to a slide that is not immediately before or after the current slide: Click on thepresentation menu button, then from the Go to slide submenu, click on the name of the slide you wish to display.  To end your slide show: Click on the presentation menu button. Then select End Show. Chapter 5 Microsoft PowerPoint 2010 You can also use the following keyboard buttons to navigate during your slide show presentation. If you want to.. Press the… Display the next slide (right-facing arrow) key (down-facing arrow) key Enter key Space bar key Display the previous slide (left-facing arrow) key (up-facing arrow) key Blank the screen B key Make the screen white W key End your slide show ESC key  You may find it useful to emphasize content on your slide without turning away from your audience to face the classroom screen. Power Point's Ink annotation tool allows you to do this with your cursor. From the menu that appears, you can see the Ink annotation tool options. If you want to.. Click on… Draw a line Highlight without covering the element To change the Pen's color To return to the arrow when you have finished your annotation Power Point will allow you to save any annotation that you have made during your presentation. To do so: Click on the button labeled Keep from the window that appears when you end your slide show. Or click on the button labeled Discard if you do not wish to save these annotation. 8. View Tab Contains groups with tools for manipulating the viewing a document. 8.1. Presentation Views Group Chapter 5 Microsoft PowerPoint 2010 1. Normal View contains three panes: the outline pane , the slide pane , and the notes pane. This view is used to create and edit slides. 2. Slide Sorter View displays miniature versions of a slide for changing the transition, or reorder slides by dragging and dropping them (you can also use the cut and paste buttons on the Home tab to move slide from one position to another in your presentation). Also you can set the timing for the slide show. 3. Notes Page View shows slide with note section below. Allows you to enter information regarding a slide for either distribution or presenter notes. 4. Reading View shows the presentation as a slide show that fits in the window. 8.2. Masters Views group Used to help develop consistency in your presentation by adding a new style/format to one slide then have it apply to all slides in the presentation. With the Slide Master feature you can:  Change the default typeface style and color for all slides in a presentation.  Add a company logo, name, department or date to a presentation.  Add headers, footers and notes to all slides in a presentation. To change to a Slide Master, click on the Slide Master Button in the Master Views group. Make desired changes then click on the Close Master View button to finish. Chapter 5 Microsoft PowerPoint 2010 9. Ending Work When you’ve finished your work, certainly you’ll want to have a soft copy (saved in your computer) or a hard copy (printed) for your presentation. 9.1. Saving a presentation Click on the File Tab then select: Save: To save the presentation with the name you want in pptx format. Or Save as: To save the presentation in other format (e.g. pdf) or version (e.g. Power point 97-2003). 9.2. Printing a presentation Click on the File Tab then select Print from the File Tab to choose from a variety of printing options. 1) Under Print All Slides choose,  All Slides: to print all slides.  Current Slide: to print only the slide that is currently displayed.  Range of Slides: to print specific slides by number. i.e., 2-6. 2) Under Full Page Slides, you can choose Handouts so that your audience and take a printed copy of your presentation with them. Here you can choose how many slides per page. Chapter 5 Microsoft PowerPoint 2010 Appendix PowerPoint 2010 Assignment Create a PowerPoint presentation that consists of 4 slides and includes the following skills: First of all: - Set a theme for your presentation - Set a background - Use of the master slide - Use of timed slides In slide 1: - Insert a title and subtitle In slide 2: - Insert a title and three bullets - Insert an image - Set up transitions In slide 3: - Insert sound - Insert video In slide 4: - Insert a shape - Use a hyperlink - Use custom animation Adding Slide Headers and Footers - Click the Insert tab on the Ribbon and click Header & Footer in the Text group. Click the Date and time check box. Click the Update automatically list arrow and select one of the options. - Click the Slide number check box, click the Footer check box, and type Your Name. Click the don't show on title slide check box and click Apply to All. - To center, move, or format the Footer text with a different font, font color, or font size, click on the placeholder and make the changes. Chapter 5 Microsoft PowerPoint 2010