Ch.04_POWERPOINT (2).pdf

MODULE 8: MICROSOFT POWERPOINT, PART 1 WHY IT MATTERS: MICROSOFT POWERPOINT, PART 1 Why learn how to use Microsoft PowerPoint? In previous modules you learned how to analyze data and create reports and graphs. Often after completing any of these steps, you may be asked to share your work...

MODULE 8: MICROSOFT POWERPOINT, PART 1 WHY IT MATTERS: MICROSOFT POWERPOINT, PART 1 Why learn how to use Microsoft PowerPoint? In previous modules you learned how to analyze data and create reports and graphs. Often after completing any of these steps, you may be asked to share your work with others. While it is possible to simply send along a copy of the report or graph, it is also quite common to be asked to present the data to a group of people in the form of a presentation. Microsoft also has a powerful presentation application, known as PowerPoint. In this learning module, you will learn the basics of using PowerPoint, focused on editing a pre-existing presentation and changing style elements. Before we begin, here is a quick tutorial on some key information about PowerPoint and some handy tips to remember before we start using this program. 1. When you are actually working in PowerPoint you are working on a presentation. Individual pages within a presentation are called slides. You can think of slides similarly to a page in Word: each is a standalone piece in a presentation. 2. Just like in Word, PowerPoint has a ribbon area at the top of the window with different tabs. Refer to the first Microsoft Word module for a refresher on these terms if you need one. INTRODUCTION TO USING POWERPOINT What you’ll learn to do: edit and organize a presentation. Learning to use Microsoft PowerPoint is one of the most helpful and versatile workplace skills you can acquire. Many of the skills you learned for Word and Excel can also be applied to PowerPoint. The file extension for PowerPoint is.pptx, with versions older than 2003 using.ppt. EDITING A PRESENTATION Learning Objectives Edit an existing presentation. You can open PowerPoint from the Start menu (or the Applications folder on a Mac) by clicking on the PowerPoint icon. The PowerPoint icon comes in a variety of forms depending on your OS and version of PowerPoint, but it always features the color red and the letter P. 1 In this first PowerPoint module, we will focus on editing an existing presentation. To open an existing presentation, simply double-click on the presentation file, just the same as opening a Word document or Excel file that you have already been given. You may also open a presentation using the Ctrl+O shortcut or through the File menu if you already have a presentation open. Once you have opened an existing presentation, one of the first steps you may want to take is to edit content within that presentation. However, before we begin that step let us look at the default view when we have opened a presentation, and review a few terms. 2  1. Slide thumbnail view: this shows you smaller images of all the slides in a presentation. It has its own scroll bar if there are more slides than will fit in a single viewing window. 2. Active slide thumbnail: the active slide is highlighted in an orange box in the thumbnail view. 3. Active slide: this is the main view of the active slide you are currently viewing and can edit. You can see the scroll bar on the right that allows you to move quickly through the presentation. You can move between slides in a presentation using either the slide thumbnail view of the slides or in the main window. The slide shown in the main window is the active slide for editing. In order to edit what a slide displays, click on the text or image you wish to edit. For example, the slide shown above says “Quarterly Sales Data.” In the image below, the text box containing that phrase has been selected. The green arrow is pointing into the active text box, specifically at the location of the cursor. 3 In the next screenshot, “Quarterly” has been edited to read “Monthly.” 4  ORGANIZING SLIDES Learning Objectives Add, delete, and move slides. Besides text edits on individual slides, you may also need to make more global changes, including adding, deleting, or moving slides within a presentation. Each of these tasks is easiest to accomplish using the slide thumbnail view. The steps for these are outlined below. Add a Slide 1. To add a slide, simply click between two existing slides where you wish to insert a new blank slide. 2. Add a slide using the New Slide dropdown display in the Slides group of the ribbon. 5 The New Slide dropdown display will show you various slide layouts you may want to use. 6 The layout name gives you a basic idea of when to use what format. For example, you can use the Comparison slide if you wish to present two images side-by-side for direct comparison. There is space above each comparison box to provide a descriptive title, such as “Before editing” and “After editing.” Don’t worry; it is very easy to change the slide layout if you decide you want a different one later. Note that when you add a slide, the new slide becomes the active slide in the main window. You can also add slides using the the New slide dropdown menu in the Insert tab. 7 Delete a Slide 1. To delete a slide, click on the thumbnail image of the slide you wish to delete in the thumbnail view. 2. Then use either the Backspace or Delete button on your keyboard to remove that slide. Compare the two screenshots below. In the first there are four slides visible in the thumbnail. Slide 2 is selected and deleted, so you do not see it in the second screenshot. 8 9 Note that when you delete a slide, the next slide in the presentation becomes the active slide in the main window. Move a Slide 1. To move a slide, click on the slide you wish to move in the slide thumbnail view. 2. Drag that slide to a new position in the slide thumbnail view. Compare the screenshots below. Slides #2 and #3 have been switched. 10 11 Note that the slide you move remains the active slide in the main window. VIEWS Another commonly used option in PowerPoint is the view you use to examine the slides. There are two major views: Normal and Outline. By default, PowerPoint opens presentations in the Normal view. This is the view you have seen in screenshots throughout this module, with the slide thumbnails on the left, and as shown below. 12 But as you can see, it is difficult to see what the text on slides actually says from the Normal view. If you wish to still have an overall thumbnail view of the slides in the presentation, but want to be able to read the text on the slides, you can use the “Outline” view. 13 Note that you can read the text that has been typed on a slide, but you cannot see tables or a thumbnail view of any images. In the Normal view, the table in Slide 3 is visible, but in the Outline view all you can see of Slide 3 is the title. You can still add, delete, and move slides from the Outline view. You can also directly edit text from the thumbnail slides in the Outline view, which you cannot do from the Normal view thumbnails. To do this, double-click on or near the text you would like to edit and type as normal. 14  INTRODUCTION TO OBJECTS IN POWERPOINT What you’ll learn to do: add text boxes, headers, and footers to a presentation. You have previously learned to add text boxes, headers, and footers to Word documents. You can also add these objects and more to PowerPoint presentations. TEXT BOXES Learning Objectives Insert text boxes. 15 Another type of edit you may wish to perform on a presentation slide is to add a text box. Text boxes are used for emphasis or as supplements to the standard layout space. For example, perhaps you want to draw attention to a specific feature on an image or in data. An easy way to do this is with a text box. 1. Select the slide you wish to edit with a text box. 2. Click on the Insert Tab 3. Select Text Box from the menu in the Text group of the ribbon 4. Click on the slide to place your text box. 5. Enter your text. After placing your text box, you can move it by clicking on the text box and dragging it to a new location. On the screenshot below the text box has been moved to the left side of the table, from the right. 16 Practice Question Visit this page in your course online to check your understanding. Practice Question Visit this page in your course online to check your understanding. HEADERS AND FOOTERS Learning Objectives Add header and footer to slides. 17 Another common addition to slides is to include headers and footers. The options to add headers and footers are in the same dropdown menu of the Text group. Once there, you will see the menu below. From this menu, you can choose a variety of options for your header and footer. Footers are often used for a running title or to identify a particular author. 18 You can see the results of adding these options on the screenshot below. The final position of the boxes matches the Preview shown to the right of the header and footer box. 19  Practice Question Visit this page in your course online to check your understanding. Practice Question Visit this page in your course online to check your understanding. INTRODUCTION TO DESIGN ELEMENTS What you’ll learn to do: change the theme and transitions of a presentation. 20 Adding some design effects such as an attractive theme or smooth transition between slides can help your presentation stand out. THEMES Learning Objectives Change the theme on a presentation. A theme is the overall visual look and scheme to a presentation in PowerPoint. Like many other features, it is quite easy to change the theme after a presentation has been created. 1. Click on the Design tab. 2. Select a new theme from the available options. 3. Double-click on this theme. The overall look and color scheme of your presentation will change. Compare the first screenshot to the one below. 21 You can also change the color scheme of a theme, before or after you apply it to a presentation. This is done from the Variants and Customize groups of the Design tab. 22 Below are just a few of the options available in the Variants menu. 23  TRANSITION EFFECTS Learning Objectives Change slide transition effects. Another major edit you may make to an existing presentation is to change the transition effects on a slide. Transition effects are animation options within a presentation. You cannot see the transitions in action from the static presentation view of slides. But when you start the actual slideshow, transitions will dictate how the presentation progresses from one slide to the next. Transitions can be used to set specific time intervals before moving forward in the show, or can be used to make slides change with the click of a mouse button. Transitions also change the way a new slide enters or exits the screen. To edit transition effects, you need to access the Transitions tab. From this area you can edit, delete, or add transitions to a slide. 24 If you hover your mouse over a transition option, you will see a brief description of that transition. Some effects have several options. For example the Wipe transition could start from the right, top, left, bottom, or other directions. The Effect Options dropdown menu is to the right of the transition options. 25  PUTTING IT TOGETHER: MICROSOFT POWERPOINT, PART 1 Now that you understand the basics of Microsoft PowerPoint, let us consider some ways to use this program to share information. 1. You could present quarterly sales data, copying graphs or sparklines from Excel. 2. You could provide a summary of the high points from a report, such as key metrics or conclusions about ways to improve business operations. 3. You could display inventory data previously collected in Excel, including item, quantity, and store location. This module focused on the basics of using PowerPoint to edit an existing presentation. In our next module, we will expand our use of PowerPoint by creating a presentation from scratch and learning to add key features, such as images and graphics. 26  MODULE 9: MICROSOFT POWERPOINT, PART 2 WHY IT MATTERS: MICROSOFT POWERPOINT, PART 2 Why learn how to add media in Microsoft PowerPoint? In the last module, we focused on some basic functionality in PowerPoint. But this program is capable of a lot more, including incorporating images and videos as well as allowing you to precisely position items. Before we move into the mechanics of each of these, let us consider for a moment the types of information you may wish to convey in a presentation. 1. You want to show a clip from an advertising campaign. 2. You want to provide a visual introduction of newly hired employees. 3. You want to illustrate a particular work process with several steps. All of these questions can be answered with the valuable tools available in PowerPoint. INTRODUCTION TO CREATING PRESENTATIONS What you’ll learn to do: create and save a new presentation. Creating a new presentation is important because you may not always be given a presentation to edit. Sometimes you may need to start from a blank slate. Creating a new presentation is much like creating a new document or new spreadsheet. NEW PRESENTATIONS Learning Objectives Create and save a new presentation. When you open PowerPoint, some versions of PowerPoint may take you straight to a new blank presentation. Newer versions such as PowerPoint 2016 will take you to a menu called the backstage view to choose to open a new blank presentation or open a new presentation from a template. 27 Note that the backstage view on a Macintosh computer is a little different. 28 To open a blank presentation, double-click the blank presentation option. You can also choose to select a theme for a new presentation, but remember: themes can be changed at any time. 29 If you already have a file open in PowerPoint, you can create a new presentation by clicking File>New. You can also use the shortcut Ctrl+N (Command+N for Mac). Once you have a new presentation open, you save it the same way you would a Word or an Excel file. Refer to the Word lesson if you need a refresher. INTRODUCTION TO IMAGES AND ART What you’ll learn to do: add images, clip art, and SmartArt. PowerPoint is a helpful tool for organizing textual information in short, direct sentences or bullet points. It is also useful for displaying tables, as you saw in the previous module. Tables are not the only graphics that you can embed in a presentation however. You can also add images, clip art, and dynamic art to slides that help convey your message. 30  IMAGES AND CLIP ART Learning Objectives Add images and clip art. To add an image, insert a new slide. For our purposes, it is helpful to start with a Title and Content slide, but remember you can always change the format of your slide later. Method 1 1. Click inside the content box so that it becomes the active portion of the slide. 2. If you hover your mouse over any of the icons shown in the green box below, you will see a description of what type of object you can insert. 3. Select Pictures, the bottom left icon. 4. By default, your computer’s Pictures folder will pop up. If your images are stored elsewhere, navigate to the appropriate location to find your image. 5. Click on the picture or image you wish to insert. 6. Click Insert 31 Your image will be automatically sized by PowerPoint. You can then type in a title, add a text box, or even resize your image if you wish. 32 Method 2 Another way to add an image to a slide is to use the Pictures option in the Insert tab. Pictures embedded this way are automatically sized as well. 33 Clicking the Pictures button uses images stored on your computer. Clicking the Online Pictures button allows you to use an embedded search engine to use images directly from the internet. Note that the term pictures is used to represent really any graphic: it can be a photograph, an icon, or a graphic file. Older versions of Microsoft Office included something called clip art. Clip art was basically a graphic icon, such as the image shown below. This type of image can still be used and searched for using the Online Pictures option. 34 35  SMARTART Learning Objectives Create and insert SmartArt. SmartArt is a dynamic type of image that you will often see in PowerPoint slides. SmartArt can be used to group lists of information together, through bullet lists for example, or to show a process, through cycles. Fortunately, you do not need to be a graphic designer to create and insert simple and effective SmartArt into a PowerPoint presentation. Before you actually insert SmartArt, you should determine what you are attempting to convey and the best way to convey it. One helpful item here is the descriptions provided for each basic SmartArt graphic shape. You can access these descriptions by selecting the Insert a SmartArt Graphic option on a new slide. When you do, you will see this window: The graphic styles displayed immediately under All are the commonly used ones, but you can navigate to specific styles using the menu on the left. For this walkthrough, we will create a basic cycle SmartArt graphic. This type of graphic is useful when describing a process, such as what happens when a customer returns a defective item. This example will be used to describe how to create a SmartArt graphic. 36 Once you click OK, the graphic is automatically sized into your slide, just like inserting any image. Remember: at the end of the day, a SmartArt graphic is just an image. Therefore, you add them to slides using the same steps shown on the previous page. You have to insert a SmartArt graphic before you can actually create the graphic. The graphic inserts into the slide with default options, but those are very easy to change, as we will soon see 37 Using the text box on the left, type in what should be displayed in each portion of the graphic. To move between portions of the graphic, in this case the circles, click on the next bullet in the text box or on the next shape in the graphic. Below, all text has been updated and a title has been added to the slide. 38 You can edit the text at any time by clicking on the “Type your text here” box or the circle you wish to edit. If you have left the slide or presentation and come back to edit it later, you will need to click on some part of the SmartArt graphic to bring the “Type your text here” box back onto the screen. If you want to change the color scheme, layout, number of shapes in the graphic, or any other option, you can do so using the Design tab and the options available in that ribbon. Note this Design tab is only available after you have clicked on the SmartArt graphic. This is not the standard Design tab that is always available in PowerPoint. 39 Once you have created your SmartArt graphic, you can use the Convert to Shapes option to make your SmartArt graphic a static image. Once you do this, you can still edit the text inside the shapes, but you cannot change other options such as color, layout, or number of shapes. Action buttons Action button. are built-in shapes you can add to a presentation and set to link to another slide, play a sound, or perform a similar action. When someone clicks or hovers over the button, the selected action will occur. Action buttons can do many of the same things as hyperlinks. Their easy-to-understand style makes them especially useful for self-running presentations at booths and kiosks. You can insert action buttons on one slide at a time, or you can insert an action button that will show up on every slide. The second option can be useful if you want every slide to link back to a specific slide, like the title page or table of contents. To insert an action button on one slide: 1. Click the Insert tab. 2. Click the Shapes command in the Illustrations group. A drop-down menu will appear with the action buttons located at the very bottom. 40 3. Select the desired action button. 4. Insert the button onto the slide by clicking the desired location. The Action Settings dialog box will appear. 5. Select the Mouse Click or Mouse Over tab. Selecting the Mouse Click tab means the action button will perform its action only when clicked. Selecting the Mouse Over tab will make the action button perform its action when you move the mouse over it. 6. In the Action on click section, select Hyperlink to:, then click the drop-down arrow and choose an option from the menu. 41 7. Check the Play Sound box if you want a sound to play when the action button is clicked. Select a sound from the drop-down menu, or select Other sound to use a sound file on your computer. When you're done, click OK. 42 To insert an action button on all slides: If you'd like to add an action button to every slide, you can do this with a feature called Slide Master view. However, using Slide Master view can be tricky if you've never used it. If you're going to edit your slides this way, you may want to review our Slide Master View lesson first. 1. Click the View tab. 2. In the Master Views group, click the Slide Master command. In the left navigation pane, scroll up and select the first slide. 3. Go to the Insert tab and select an action button from the bottom of the Shapes menu. Click on the slide to add the action button, and choose the desired options from the dialog box that appears. 4. Return to the Slide Master tab and click Close Master View. The new action button will now be on every slide. To edit, move, or delete an action button inserted this way, click the View tab, then Slide Master. Click Close Master View after making any desired changes. 43 If you notice that an action button isn't appearing on certain slides, you may need to uncheck the Hide Background Graphics box. To test an action button: After you create an action button, you should test it. 1. Click the Slide Show tab. 2. In the Start Slide Show group, click From Current Slide. 3. Click your action button. 4. After you have tested it, right-click anywhere on the screen and select End Show. 44  5. If your action button did not work as you intended, follow the instructions below to edit it. To edit an action button: 1. Select the action button. 2. Click the Insert tab. 3. In the Links group, click the Action command. The Actions Settings dialog box will appear. 4. Edit the action or hyperlink, then click OK. To change the appearance of an action button: 1. Select the action button. 2. Click the Format tab. 3. To change the button style or color, use the tools in the Shape Styles group. 45 4. To change the shape of the action button, click Edit Shape in the Insert Shapes group. Select a new shape from the drop-down menu. 46 47