Transcript A. Appel, using an edited version of a template homepage, presents:

A. Appel, using an edited version of a template
that originally appeared on Microsoft’s PowerPoint
homepage, presents:
Microsoft Office
®
PowerPoint Training
®
Creating your first presentation!
Course contents
• Overview: Presentation basics
• Lesson 1: Slides, text, and notes
• Lesson 2: Design and layout
• Lesson 3: Proof, print, prep for the show
Each lesson includes a list of suggested tasks and a set of
test questions.
Create your first
presentation
Course goals
• Put text and pictures on slides.
• Navigate in the PowerPoint window.
• Apply a design template.
• Arrange slide content by using layouts.
• Print handouts and notes.
• Prepare to give the show.
Create your first
presentation
Lesson 1
Slides, text, and notes
Slides, text, and notes
There it sits in the middle of the
PowerPoint window: a big, blank
slide. "Click to add title," says the
text on the screen. It sounds easy,
but you've never done this before,
and the blank canvas is daunting.
A blank slide can be
daunting; don't let it be.
Yet you have to start somewhere.
Create your first
presentation
Work in the slide area
The window that first opens in
PowerPoint has a big working space
in the middle, with smaller areas
around it.
That middle space is the slide area,
officially called the slide pane.
The working areas of a
PowerPoint window
Create your first
presentation
Work in the slide area
Working in this space, you type text
directly onto the slide. The area
where you type is a box with a
dashed border called a
placeholder. All text that you type
onto a slide resides in a box like this.
The working areas of a
PowerPoint window
Create your first
presentation
Work in the slide area
See the image at left.
1. The slide pane.
2. On the left is a thumbnail version
of the slide you're working on.
This area is the Slides tab.
The working areas of a
PowerPoint window
3. The notes pane. Type notes that
you'll use when presenting.
Create your first
presentation
Add new slides
When PowerPoint opens, there's
only one slide in the show. It's up to
you to add the rest. Add them as
you go or add several at a time,
whichever you prefer.
Use the shortcut menu to
insert a new slide.
Create your first
presentation
Add new slides
There are multiple ways to insert a
new slide. See the image at left.
Use the Slides tab, the area on the
left that contains the slide thumbnail,
to add new slides.
1. Right-click the thumbnail that you
want the new slide to follow.
Use the shortcut menu to
insert a new slide.
2. Click New Slide on the shortcut
menu.
Create your first
presentation
Type text
The image at left shows text typed
within a body text (as opposed to
a title) placeholder.
1. The body text placeholder is
usually positioned below a title.
Text in placeholders
2. Its default formatting is a bulleted
list. At the end of a paragraph,
press ENTER, and then press TAB
to get to the next level of indent.
Create your first
presentation
Type text
• If you don't want a bulleted list,
select the placeholder by clicking
its border. Then, click the Bullets
button .
Text in placeholders
• Another button on the Formatting
toolbar handy for positioning text is
the Center button.
Create your first
presentation
Type text
• The indent buttons, such as
Decrease Indent
, help you
position text at the right level of
indent.
Text in placeholders
• Automatic text fit. If you type
more text than fits in the
placeholder, PowerPoint reduces
the text size to fit it all in.
Create your first
presentation
Navigate among slides
Once you have several slides in the
show, you'll need to move among
them as you add content. The
picture shows two ways to do that.
1. Click the slide thumbnail on the
Slides tab…
2. …to display that slide, or…
3. Click the Previous Slide or Next
Slide button.
Create your first
presentation
Create notes for the show
Notes pane and notes
page
As you put text on your slides, type
your speaker notes (if you want any)
in the notes pane, located below the
slide.
As the picture shows, you can
enlarge the notes pane so that it's
easier to work in. Your notes are
saved in a notes page, which you
can print before the show.
Create your first
presentation
Create notes for the show
The process of writing notes:
1. Notes pane in Normal view.
2. Drag the split bar up to enlarge
the notes pane, and then type
your note text.
Notes pane and notes
page
3. The notes page layout as seen in
Notes Page view or when the
notes are printed.
Create your first
presentation
Suggestions for practice
1. Look at the areas of the PowerPoint window.
2. Type title text.
3. Add new slides.
4. Navigate and add more text.
5. Use text indents and formatting.
6. See how AutoFit works.
7. Type and view notes.
Online practice (requires PowerPoint 2003)
Create your first
presentation
Test 1, question 1
In the PowerPoint window, what's the main area for
adding slide content? (Pick one answer.)
1. The Slides tab, located on the left of the window.
2. The notes pane.
3. The slide pane, located in the middle of the
window.
Create your first
presentation
Test 1, question 1: Answer
The slide pane, located in the middle of the window.
Work from the slide pane to add text, pictures, shapes,
media files, or other content to your slides.
Create your first
presentation
Test 1, question 2
You're typing text within a body text placeholder and
suddenly you see this little button . What is it and
what's it for? (Pick one answer.)
1. The AutoLayout button. It means that PowerPoint has
adapted the slide layout to fit new elements onto it.
2. The AutoFit Options button. It means that text is being
reduced to fit inside the placeholder.
3. The AutoCorrect Options button. You use it to undo an
automatic spelling correction that PowerPoint has made.
Create your first
presentation
Test 1, question 2: Answer
The AutoFit Options button. It means that text is being
reduced to fit inside the placeholder.
You can use its menu to split the text across two slides, stop
the autofitting, continue on a new slide, or change to a twocolumn layout. You can turn off the feature if you want.
Create your first
presentation
Test 1, question 3
The notes pane at the bottom of the PowerPoint
window is the only place you can type and work with
notes. (Pick one answer.)
1. True: It's a small window, but you can enlarge it
when you work in it for greater ease.
2. False.
Create your first
presentation
Test 1, question 3: Answer
False.
To get a larger space for typing notes and to see exactly
how your notes page looks, on the View menu, click Notes
Page.
Create your first
presentation
Lesson 2
Design and layout
Design and layout
When you've nailed down the text
for your slide show, lift the
presentation out of its black-andwhite doldrums by applying a
design template.
A template provides color, style,
and decorative accents.
A slide with design,
layout, and art
Create your first
presentation
Design and layout
Also, your slide won't always
contain only text, and you'll need a
way to arrange all that you put
onto it—this is where slide
layouts come in.
A slide with design,
layout, and art
Create your first
presentation
Pick a design
The design template determines the
look and colors of the slides,
including:
• The slide background.
• Bullet and font styles.
• Font color and size.
Applying a design
template
• Placeholder position.
• Varied design accents.
Create your first
presentation
Pick a design
Applying a design template:
1. Select a slide thumbnail on the
Slides tab.
2. In the Slide Design task pane,
click a template thumbnail to
apply the template to all slides.
Applying a design
template
Create your first
presentation
Pick a layout
As you create slides, you'll confront
the issue of where to place the
things you want on them.
PowerPoint tries to help you here by
displaying slide layouts to choose
from each time you add a slide.
Applying a layout
When applied, the layout arranges
content to fit into a specific
combination of placeholders.
Create your first
presentation
Pick a layout
To apply a layout:
1. Select a slide thumbnail.
2. In the Slide Layout task pane,
click a layout thumbnail to apply
its layout to the selected slide.
Applying a layout
Create your first
presentation
Work within the layout
Whenever you type within a
placeholder, you're working within
the layout because placeholders—
what type of content they're for and
how they're arranged—make up the
layout.
Title, text, and content
layout examples
Create your first
presentation
Work within the layout
The image shows the effect of
applying a layout that has a text
placeholder on the left and a
content placeholder on the right.
Each has built-in properties that
support the specific type of content.
1. Title placeholder
Title, text, and content
layout examples
2. Text placeholder
3. Content placeholder
Create your first
presentation
Work within the layout
A content placeholder has its own
built-in behavior.
• It positions a picture or other
graphical element in that space.
• It provides icons that you can click
to insert pictures, charts, or tables.
Title, text, and content
layout examples
• It automatically repositions content
in some cases when you introduce
a new element onto the slide.
Create your first
presentation
Insert by using the layout icon
Icons are one method for inserting
content. The picture illustrates how
you'd use one of the icons in the
layout to insert a piece of clip art.
Inserting clip art using a
layout icon
1. Click the Insert Clip Art icon
within the placeholder, and then
type a keyword in the Search
text box to search for a clip.
2. Click a clip within the Select
Picture dialog box, and click OK.
Create your first
presentation
Insert by using the menu
Another way to insert an item like a
picture or a chart is through the
Insert menu.
Inserting content via the
Insert menu
As long as you have the placeholder
selected before you insert, the item
will be placed in the correct area of
the layout. It will also benefit from
the automatic-layout behavior built
into the placeholder.
Create your first
presentation
Insert by using the menu
Use the Insert menu to insert
content onto the slide:
1. Select the content placeholder
before you insert from the menu.
2. Choose the type of item you want
from the Insert menu, with its
wide range of options.
Inserting content via the
Insert menu
Create your first
presentation
Copy other slides into the show
You may need to use slides from an
existing presentation in your show.
That's no problem. Just remember
that those slides are probably using
a different design template than the
one that's in your presentation.
The Slide Finder dialog
box
PowerPoint will adapt the inserted
slides to the current design—or not,
if you tell it not to.
Create your first
presentation
Copy other slides into the show
There are two methods. The first:
1. In the Slide Finder dialog box,
browse to the presentation with
the slides you want to use.
The Slide Finder dialog
box
2. Select the slides you want.
Create your first
presentation
Copy other slides into the show
There are two methods. The first:
3. To retain slide formatting, make
sure that the Keep source
formatting check box is
selected.
The Slide Finder dialog
box
4. Click Insert for selected slides.
Create your first
presentation
Copy other slides into the show
Or…the second method:
• Copy and paste the slides.
The Slide Finder dialog
box
• Use the commands on the Paste
Options button
to get the
design you want.
Create your first
presentation
Suggestions for practice
1. Pick a design template.
2. Change the layout and add art.
3. Insert art by using the Insert menu.
Online practice (requires PowerPoint 2003)
Create your first
presentation
Test 2, question 1
To apply a design template to all your slides, you
need to select all the slide thumbnails on the Slides
tab before you apply the template. (Pick one
answer.)
1. True.
2. False.
Create your first
presentation
Test 2, question 1: Answer
False.
You only need to select one slide thumbnail on the Slides
tab; when you click a template thumbnail, the design
template is applied to all your slides.
Create your first
presentation
Test 2, question 2
Keep in mind the recent practice session for this
question: You've applied a layout that has
placeholders for a title and two bulleted lists. Then
you decide you want a table on the left side of the
slide instead of a bulleted list. What layout should you
apply instead? (Pick one answer.)
1. The Blank layout.
2. The Title, Text, and Content layout.
3. The Title, Content, and Text layout.
Create your first
presentation
Test 2, question 2: Answer
The Title, Content, and Text layout.
The content placeholder would be on the left, and you could
insert a table into that space.
Create your first
presentation
Test 2, question 3
You've put a layout on your slide that contains a
placeholder for a picture. You'd rather use the Clip
Art task pane to insert the art than the options you
get when you click the Insert Clip Art icon in the
placeholder. What do you do?
(Pick one answer.)
Create your first
presentation
Test 2, question 3
1. Apply a blank layout instead, and then use the Insert
menu (point to Picture, and then click Clip Art) to open
the Clip Art task pane, and insert the picture.
2. Select the placeholder on the slide, and then press
DELETE. Then use the Insert menu (point to Picture, and
then click Clip Art) to open the Clip Art task pane, and
insert the picture.
3. Make sure the picture placeholder is selected, and then use
the Insert menu (point to Picture, and then click Clip
Art) to open the Clip Art task pane, and insert the picture.
Create your first
presentation
Test 2, question 3: Answer
Make sure the picture placeholder is selected, and then use
the Insert menu (point to Picture, and then click Clip Art)
to open the Clip Art task pane, and insert the picture.
Although you aren't using the Insert Clip Art icon in the
layout, you can still use the placeholder and benefit from it.
Just make sure that it's selected before you insert the
picture.
Create your first
presentation
Lesson 3
Proof, print, prep for the show
Proof, print, prep for the show
You've finished creating your slides.
What are the next steps?
Start with previewing the show on
your computer. Run a spelling
check.
Review your show in
Slide Show view.
Then use Print Preview to see how
your notes and handouts will look,
and select the right printing options
for them.
Create your first
presentation
Preview on your computer
As you create a show, preview it at
any time in Slide Show view.
1. To open Slide Show view, select
the first slide, and then click the
Slide Show button.
Opening, viewing, and
exiting Slide Show view
Create your first
presentation
Preview on your computer
As you create a show, preview it at
any time in Slide Show view.
2. The picture shows Slide Show
view, with the Slide Show toolbar
appearing in the lower left.
Opening, viewing, and
exiting Slide Show view
3. If you don't want to click through
all the slides, press ESC to return
to your last view in PowerPoint.
Create your first
presentation
Preview on your computer
To navigate through the show, you
have several choices:
• Click the mouse.
• Press the DOWN ARROW key.
Opening, viewing, and
exiting Slide Show view
• Click the Next arrow on the Slide
Show toolbar (see the arrow
selected on the computer screen in
the picture).
Create your first
presentation
Check spelling, make printouts
In Normal view, run a spelling check
by clicking the Spelling button
.
Your slides and notes are checked.
What are your choices for printed
handouts?
Selecting handouts from
the print menu
Create your first
presentation
Check spelling, make printouts
The picture shows you the options
as they appear in Print Preview.
Selecting handouts from
the print menu
1. Choose from the types of
printouts in the Print What box.
Your handout can include up to
nine slides per page. The
Handouts (3 slides per page)
option includes lines for audience
notes.
2. A preview of the handout that
has three slides per page.
Create your first
presentation
Check spelling, make printouts
The options that you're concerned
with here include:
• Printing the slides, one to a page.
• Printing a handout, which
includes choices ranging from one
to several slides per page.
Selecting handouts from
the print menu
• Printing notes.
Create your first
presentation
Color options for printing
In Print Preview, check out the
printing choices available by clicking
the Options button:
• Color. This reproduces all the
colors of the show on your
printout.
Examples of color
choices for printouts
• Grayscale. You get a modified
version of the show's colors in
blacks, whites, and grays.
Create your first
presentation
Color options for printing
In Print Preview, check out the
printing choices available by clicking
the Options button:
• Pure Black and White. This is
the default.
Examples of color
choices for printouts
Create your first
presentation
Color options for printing
As shown at left, you can use the
Options button to print in three
different ways.
1. To choose a color option for the
printout, click the Options
button, and then point to
Color/Grayscale.
Examples of color
choices for printouts
2. The effect of clicking Color.
Create your first
presentation
Color options for printing
As shown at left, you can use the
Options button to print in three
different ways.
3. The effect of clicking Grayscale.
4. The effect of clicking Pure Black
and White.
Examples of color
choices for printouts
Create your first
presentation
Package the presentation
As part of your preparation, package
your presentation to a folder or burn
it to a CD, and be sure that you
have access to it from the
presenting computer.
The Package for CD
command is on the File
menu.
"Package" refers to the process of
copying your presentation file and
any other files that you need.
Create your first
presentation
Package the presentation
The Microsoft Office PowerPoint
2003 Package for CD feature
bundles your presentation file and
any other files you want available for
this presentation into one folder,
which you can then copy to a
network server or burn to a CD.
The Package for CD
command is on the File
menu.
Create your first
presentation
Package the presentation
To package and then copy to a CD
from PowerPoint, you must have
Microsoft Windows XP or later and a
CD burner.
The Package for CD
command is on the File
menu.
If you have Microsoft Windows
2000, you can still use this feature
to package the presentation files to
a folder, and then use a third-party
program to burn the folder to a CD.
Create your first
presentation
You're about to present
A must before you present: Go to
the room where you'll be presenting,
make sure that you can access your
presentation from the computer
you're using, and run through the
slide show.
Run through the show
before your presentation.
Create your first
presentation
You're about to present
Take your printed notes with you so
that you can practice referring to
them while you clicking through the
show. You might also ask someone
else to go along, listen, and give
feedback.
Run through the show
before your presentation.
Create your first
presentation
Suggestions for practice
1. Preview the show on your computer.
2. Run a spelling check.
3. Prepare to print handouts and notes.
4. Package the presentation to a folder.
Online practice (requires PowerPoint 2003)
Create your first
presentation
Test 3, question 1
Which key do you press to go into Slide Show view
and always start on the first slide?
(Pick one answer.)
1. ESC.
2. F5.
3. F7.
Create your first
presentation
Test 3, question 1: Answer
F5.
Create your first
presentation
Test 3, question 2
Which handout option do you choose if you want the
handout to have room for audience notes? (Pick one
answer.)
1. Three slides per page.
2. One slide per page.
3. Notes pages.
Create your first
presentation
Test 3, question 2: Answer
Three slides per page.
Create your first
presentation
Test 3, question 3
The Package for CD feature is only available if
you have a CD burner. (Pick one answer.)
1. True. Otherwise, it can't help you.
2. False.
Create your first
presentation
Test 3, question 3: Answer
False.
You can copy your presentation and any files you want to go
with it to a folder, and then place the folder where you can
access it when you present.
Create your first
presentation
Quick Reference Card
For a summary of the tasks covered in this course, view the
Quick Reference Card.
Create your first
presentation