Transcript How to Give a PowerPoint Presentation

How to Prepare a PowerPoint
Presentation
Center for Learning and Teaching
Fall 2003
Binghamton University
Contents

1. Getting started
 2. Preparing a simple slide
 3. Inserting and editing text
 4. Inserting pictures and figures
 5. Making a Table
 6. Making a graph (chart)
 7. Importing Data and Charts from Excel
 8. Making action buttons
 9. Adding animations
 10. Organizing the presentation
 11. Preparing handouts
1. Getting started

Open Microsoft PowerPoint
 Open File, click on New
 Go to Blank Presentation, and click on Ok
 From the Auto Layout Menu, Click on the first slide
(Title), and click Next
 Fill in Title and Presenter Information
 To Add a theme and color scheme to your
presentation, click on the Format drop down menu
and select Apply Design Theme
 Choose a Design Template, click Ok
 All of your slides will now have the same color and
design theme
2. Preparing a simple slide
(like this one)

Go to Insert, and click on New Slide.
 Choose a layout (second one presented).
 Type in slide’s title and slide’s text in boxes
indicated.
 To move box, use mouse to grab hash line
(between little squares), and drag.
 To resize height, drag a square on a horizontal
border.
 To resize width, drag a square on a vertical border.
 To resize box in proportion, drag a square on a
corner.
 To add another text box, go to Insert, click on Text
Box, then click and drag to create new box.
3. Inserting and editing text

Go to Insert and choose Textbox from the drop
down menu
 Click on the slide and drag out with the mouse,
creating a box
 Type inside the box
 To move the box, click and drag a side of the box.
To resize the box, click and drag a corner
 Change the font size/shape/color by highlighting
the text, then right clicking the mouse. Use the
options in the pop up menu to make your changes
4. Inserting pictures and figures

To copy image from Internet to disk or hard drive:
For PC, right-click mouse on Image, go to Save as,
name image, Save to your disk or hard drive.
 For Mac, hold down Apple while clicking once on
image, go to Save image as, name image, Save to
your disk or hard drive.


To insert image from File: Click on Insert, go to
Picture, select From File. Locate image on drive or
disk, and click Insert.
 To insert image from Clip Art: Click on Insert, go to
Picture, select Clip Art. Choose image and click on
Insert.
5. Making a Table

Go to Insert, click on New Slide, and choose the
Table slide showing table. Click OK. (On an
existing slide, Go to Insert, click on Table )
 Double click on table icon.
 Choose numbers of rows and columns, and add
one to each for data labels.
 Select row or column, go to Table and click on
Merge Cells for data labels.
Major
Sex
Biology
Physics
Male
200
100
Female
275
25
6. Making a Graph (Chart)

Click on Insert, then on Chart (or click on chart
icon)

Click on Datasheet, and fill in the headings and
data

Click on slide to return to slide with graph
300
250
200
Female
150
Male
100
50
0
Biology Physics
Making another kind of graph
from same set of data






Go to slide of first graph.
Go to Insert, and click on Duplicate Slide.
On the duplicate slide, double click on graph, and notice that
it overlies Datasheet with same data used for your first
graph.
Go to Chart, click on Chart type, select a new type.
Click back on slide to finish.
After you look
at the graphs, delete slide(s) you don’t want.
300
250
200
Female
150
Male
100
50
0
Biology
Physics
7. Importing from Excel – Data
as a resizable image
Music Downloads by Genre from Kazaa by Community
Binghamton University - Fall 2003
Genre
Community
Dickinson
Newing
CIW
Hinman
Mountain View
Total
Rock
2000
500
750
1000
50
4300
Pop
500
2000
3000
1500
75
7075
Jazz
200
100
300
750
100
1450
R&B
1000
1500
2000
1500
200
6200
Classical
300
10
150
500
20
980
Total
4000
4110
6200
5250
445
20005
 On your Excel Spreadsheet, click and drag to select the
range of cells you want to bring into PowerPoint. Copy it.
 IN POWERPOINT – Go to the Edit drop down menu, click
on Paste Special. Choose Paste and Picture from the Pop
Up Menu
 Right click on your data and choose Format Picture to
change any colors
Importing From Excel – Data
as an Excel Worksheet Object
Music Downloads by Genre from Kazaa by Community
Binghamton University - Fall 2003
Genre
Community
Dickinson
Newing
CIW
Hinman
Mountain View
Total
Rock
2000
500
750
1000
50
4300
Pop
500
2000
3000
1500
75
7075
Jazz
200
100
300
750
100
1450
R&B
Classical
1000
300
1500
10
2000
150
1500
500
200
20
6200
980
Total
4000
4110
6200
5250
445
20005
 On your Excel Spreadsheet, click and drag to select the
range of cells you want to bring into PowerPoint. Copy It.
 IN POWERPOINT – Go to the Edit drop down menu,
click on Paste Special. Choose Paste and Microsoft Excel
Worksheet Object from the Pop Up Menu
 Double click on your data to make changes, using Excel.
Use the Same Method to
Import Charts from Excel
Music Downloads by Genre from Kazaa
by Community at Binghamton University - Fall 2003
3500
3000
2500
Downloads
Rock
2000
Pop
Jazz
R&B
1500
Classical
1000
500
0
Dickinson
Newing
CIW
Community
Hinman
Mountain View
8. Making Action Buttons

Go to Slide Show, click on Action Buttons, then
click on Custom.
 Place cursor on slide where you want the button.
 Click and drag to produce a small square. The
square is the button.
 Release the mouse. On pop-up menu that appears,
choose hyperlink to another slide, or URL, or
whatever
 Similarly install action button on hyperlinked slide
so as to return to continuation of presentation.
9. Adding Animations
(optional)

Click on text box. Then click on Slide Show, then
click on Custom Animation
 From the Effects tab choose animation style and
sound effects.
 From the Order and Timing tab choose the order of
the animations and mouse click or automatic
timing.
This is an example of an animation….
10. Organizing the Presentation

Click on Slide Sorter View icon to see thumbnail
versions of all the slides in your presentation.
 To remove a slide, highlight it by one click, and
delete.
 To insert a new slide, click where you want to add
it. Go to Insert, click on New Slide.
 To rearrange existing slides, click on and hold the
slide you want to move. Drag and drop it in new
location.
11. Preparing Handouts
(optional)
 Go
to File, click on Print.
 Change setting on drop-down menu from
General to Microsoft PowerPoint.
 On the Print What drop-down menu, select
your preference.
The End
The Center for Learning and Teaching
http://www.clt.binghamton.edu
Technical Support Specialist
Tera Doty
CLT Interns
Matt Dietz
Pretema Latchman
Andres Mok
Wei Wang
Joe Wong
Special Thanks to:
EngiNET
Rich Hodges
Department of Biological Sciences
Dr Alan Haber