Microsoft Office PowerPoint course to learn how to make an effective presentation

Microsoft Office PowerPoint course to learn how to make an effective presentation

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1) INTRODUCTION

Getting started with PowerPoint 2007 you will notice that there are many similar features to previous versions. You will also notice that there are many new features that you’ll be able to utilize. There are three features that you should remember as you work within PowerPoint 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon.

a) MEANING OF PRESENTATION:

A presentation is a collection of data and information that is to be delivered to a specific audience. A PowerPoint presentation is a collection of electronic slides that can have text, pictures, graphics, tables, sound and video. This collection can run automatically or can be controlled by a presenter.

PowerPoint is a presentation software program that is part of the Microsoft Office group of programs. Many people have seen a PowerPoint presentation before but don’t even realize it.

PowerPoint is widely used in business and classrooms and is an effective tool when used for training purposes. A PowerPoint presentation is sometimes called a slideshow.

APPLICATIONS:

 we can use PowerPoint to enhance presentations. PowerPoint allows us to draw diagrams using a library of shapes and connectors.

 It can create a variety of graphs, including bar graphs, pie charts and line graphs, from the data. PowerPoint comes with a library of clip art and audio files which can also include.

 PowerPoint can be used to make animated slides.

 We can share your presentation via a projector or over the Internet.

 PowerPoint's animation features allow us to make individual elements move around the screen in a variety of different ways.

 we can create animations from our own drawings, imported into PowerPoint. PowerPoint can be used to make tutorials and worksheets for educational or training contexts.

b)MENUS,TOOLBARS AND ICONS

MICROSOFT OFFICE BUTTON

The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of PowerPoint. This button allows you to create a new presentation, Open an existing presentation, save and save as, print, send, or close.

RIBBON

The ribbon is the panel at the top portion of the document   It has seven tabs: Home, Insert, Design, Animations, Slide Show, Review and View. Each tab is divided into groups. The groups are logical collections of features designed to perform function that you will utilize in developing or editing your PowerPoint slides.

Home: Clipboard, Slides, Font, Paragraph, Drawing, and Editing

Insert: Tables, Illustrations, Links, Text, and Media Clips

Design: Page Setup, Themes, Background

Animations: Preview, Animations, Transition to this Slide

Slide Show: Start Slide Show, Set Up, Monitors

Review: Proofing, Comments, Protect

View: Presentation Views, Show/Hide, Zoom, Window, Macros

QUICK ACCESS TOOLBAR

The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon.

MINI TOOLBAR

A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is displayed when you select text or right-click text. It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

NAVIGATION

Navigation through the slides can be accomplished through the Slide Navigation menu on the left side of the screen. Also, an outline appears from materials that have been entered in the presentation. To access the outline, click the outline tab.

SLIDE VIEWS

Presentations can be viewed in a variety of manners. On the View tab, the Presentation Views group allows you to view the slides as Normal, Slide Sorter, Notes Page, Slide Show, Slide Master, Handout Master, and Notes Master.

3)WORKING WITH POWERPOINT

a)OPENING A POWER POINT

You can start a new presentation from a blank slide, a template, existing presentations, or a Word outline. To create a new presentation from a blank slide:

• Click the Microsoft Office Button
• Click New
• Click Blank Presentation

To create a new presentation from a template:

• Click the Microsoft Office Button
• Click New
• Click Installed Templates or Browse through Microsoft Office Online Templates
• Click the template you choose

To create a new presentation from an existing presentation:

• Click the Microsoft Office Button
• Click New
• Click New from Existing
• Browse to and click the presentation

To create a new presentation from a Word outline:

• Click the slide where you would like the outline to begin
• Click New Slide on the Home tab
• Click Slides from Outline
• Browse and click the Word Document that contains the outline

b)SAVING A PRESENTATION

When you save a presentation, you have two choices: Save or Save As.

To save a document:

• Click the Microsoft Office Button
• Click Save

You may need to use the Save As feature when you need to save a presentation under a different name or to save it for earlier versions of PowerPoint. Remember that older versions of PowerPoint will not be able to open PowerPoint 2007 presentation unless you save it as a PowerPoint 97-2003 Format. To use the Save As feature:

• Click the Microsoft Office Button
• Click Save As
• Type in the name for the Presentation
• In the Save as Type box, choose Excel 97-2003 Presentation

HOW TO ADD SLIDES

There are several choices when you want to add a new slide to the presentation: Office Themes, Duplicate Selected Slide or reuse slide.

To create a new slide from Office Themes:

• Select the slide immediately BEFORE where you want the new slide
• Click the New Slide button on the Home tab

Click the slide choice that fits your material.

To create a slide as a duplicate of a slide in the presentation:

• Select the slide to duplicate
• Click the New Slide button on the Home tab
• Click Duplicate Selected Slides

To create a new slide from another presentation:

• Select the slide immediately BEFORE where you want the new slide
• Click the New Slide button on the Home tab
• Click Reuse Slides
• Click Browse
• Click Browse File
• Locate the slide show and click on the slide to import

c)SETTING MARGINS

Step 1: Click the Office button and click "Publish."

Step 2: Click "Create Handouts in Microsoft Office Word" to open a dialog box.

Step 3: Click one of the dialog box's option buttons to choose the handout's layout. For example, click "Notes next to slides."

Step 4 : Click "OK" to open the handout with Microsoft Word.

Step 5: Click "Page Layout" and click "Margins" to open a drop-down menu. Click "Custom Margins" to open the Page Setup dialog box.

Step 6: Type values for your margins in the Top/Bottom/Left/Right fields. Click "OK" to apply your revised margins.

ADDING THEMES

Themes are design templates that can be applied to an entire presentation that allows for consistency throughout the presentation. To add a theme to a presentation:

• Click the Design tab
• Choose one of the displayed Themes or click the Galleries button

To apply new colors to a theme:

• Click the Colors drop down arrow
• Choose a color set or click Create New Theme Colors

To change the background style of a theme

• Click the Background Styles button on the Design tab

1. d) HOW TO APPLY SLIDE TRANSITION AND ANIMATION

Slide Transitions

Transitions are effects that are in place when you switch from one slide to the next. To add slide transitions:

• Select the slide that you want to transition
• Click the Animations tab
• Choose the appropriate animation or click the Transition dialog box

To adjust slide transitions:

• Add sound by clicking the arrow next to Transition Sound

To Modify the transition speed by clicking the arrow next to Transition Speed

To apply the transition to all slides:

• Click the Apply to All button on the Animations tab

To select how to advance a slide:

• Choose to Advance on Mouse Click, or
• Automatically after a set number of seconds

Slide Animation

Slide animation effects are predefined special effects that you can add to objects on a slide.   To apply an animation effect:

• Select the object
• Click the Animations tab on the Ribbon
• Click Custom Animation
• Click Add Effect
• Choose the appropriate effect

Animation Preview

To preview the animation on a slide:

• Click the Preview button on the Animations tab

Slide Show Options

The Slide Show tab of the ribbon contains many options for the slide show. These options include:

• Preview the slide show from the beginning
• Preview the slide show from the current slid
• Set up Slide Show

Set Up Slide Show

This option allows you to set preferences for how the slide show will be presented. The options include:

• Whether the show will run automatically or will be presented by a speaker
• The looping options
• Narration options
• Monitor resolutions

Record Narration

When you want to record narration for the slides:

• Click the Record Narration button
• Click Set Microphone Level to check the levels of audio input
• Click OK to record the narration

Rehearse Timings

Use Rehearsed Timings to rehearse the timings of slide with audio.

• Click the Rehearse Timings button.
• Practice speaking and advance the slides as you would in the presentation.
• When you have completed this click through the end of the slide.
• Choose whether or not to keep this timing or to retry.

Create Speaker Notes

Speaker Notes can be added to allow you to create notes for each slide. To add speaker notes:

• Select the slide
• Click View
• Click Note Pages
• Click the Click to add Notes section of the screen
• Type in the Notes for that slide

1. f) HYPERLINKS AND ACTION BUTTONS

To add your first action button, click Slide Show > Action Buttons from the PowerPoint menu bar at the top:

From the Action Buttons submenu, select the forward arrow (row 2, second from the left).

Nothing will happen when you click the forward arrow. That's because the buttons are objects that you need to draw on your slides.

So move your mouse pointer over to your slide. Hold down your left mouse button. Keep it held down and drag out a rectangle shape (any size). When you let go of your left mouse button, you'll see a dialogue box pop up:

The Action Settings dialogue box lets you choose what happens when the button is clicked. Because you drew a forward button, it automatically gets set to Next Slide, under Hyperlink to. We'll see other options on this menu soon. But for now, just click OK.

Select the Hyperlink to option, and the dropdown box will become available. From the dropdown box, select URL as you click on URL, you'll get a dialogue box popping up. The dialogue box is expecting a web link. Enter the following (or type an address of your own):

Click OK, and the Action Settings dialogue box will look like this:

g)CREATE OR CUSTOMIZE A SLIDE MASTER

To understand the purpose for using a slide master.

A slide master is the top slide in a hierarchy of slides that stores information about the theme and slide layouts of a presentation, including the background, color, fonts, effects, placeholder sizes, and positioning.

Every presentation contains at least one slide master. The key benefit to modifying and using slide masters is that you can make universal style changes to every slide in your presentation, including ones added later to the presentation. . When you use a slide master, you save time because you don't have to type the same information on more than one slide. The slide master especially comes in handy when you have extremely long presentations with lots of slides.

Because slide masters affect the look of your entire presentation, when you create and edit a slide master or corresponding layouts, you work in Slide Master view.

1. Open a blank presentation, and then, on the View tab, in the Master Views group, click Slide Master.
2. When you open Slide Master view, a blank slide master with the default, associated layouts appears.

Note   In the slide thumbnail pane, the slide master is the larger slide image, and the associated layouts are positioned beneath the slide master.

3. To create a layout, or to customize an existing layout, see Create a slide layout that meets your needs.
4. To add or modify placeholders in your layouts, see Add one or more content placeholders to a layout or Change or delete a placeholder.
5. To remove any of the built-in slide layouts that accompany the default slide master, in the slide thumbnail pane, right-click each slide layout that you want to delete, and then click Delete Layout on the shortcut menu.
6. To apply a design or theme-based colors, fonts, effects and backgrounds, see Apply a theme to add color and style to your presentation or Apply multiple themes to a presentation.
7. To set the page orientation for all of the slides in your presentation, on the Slide Master tab, in the Page Setup group, click Slide Orientation, and then click either Portrait or Landscape.
8. On the File tab, click Save As.
9. In the File name box, type a file name.
10. In the Save as type list, click PowerPoint Template, and then click Save.
11. On the Slide Master tab, in the Close group, click Close Master View.

Slide Masters are used to create consistent layouts throughout your presentation. Using masters you can format titles, backgrounds, colors, dates, times, and slide numbers. Changes made to the Master Slide and the Master Layouts are applied to all slides with that layout.

i)Changing to the Slide Master View

To edit the Slide Masters, click on the View tab and click the Master Slide button under the Presentation Views group.

A Slide Master tab will appear next to the Home tab, and the slide sidebar on the left will display your presentation's Master Slide along with its accompanying layouts..

To return to the normal view click on Close Master View.

ii)Modifying a Slide Master

Once in the Master View, you can modify the Master Slides like any other slide. You can change the size and placement of placeholders, change the font, background, colors, etc.

To change the theme and theme settings for your slide master use the options under the Edit Theme group, just as you would modify Theme settings from the Normal View..

iii)Adding & Deleting Layout Slides

Master Slide & Master Layouts

Different layouts will be available under the Master Slide depending on the Theme of your presentation. If you wish to add a new layout slide to an existing Master, either click the Insert Layout button in the Edit Master group or right-click in the slide sidebar and choose Insert Layout. A new slide will appear in the sidebar.

To delete a layout, select the layout slide and either use the Delete button in the Edit Master group, or right-click the slide in the sidebar and select Delete Layout.

Once you have created a new layout slide you can create placeholders for your content by clicking the Insert Placeholder button in the Master Layout group. Click on the the top of the button to draw a placeholder on your slide that can hold any type of content, or click the arrow to select from a variety of content-specific options, including pictures, media, text, and others.

iii)Modifying the Placement & Formatting of Date, Time & Slide Numbers

You can insert date, time, and slide numbers in your slide from the Normal view using the options in the Text group under the Insert tab.

You can use the Slide Master to modify the location, size, and formatting of placeholders for the date, time, and slide numbers on all of your slides. If you are using one of the built-in themes, there will likely already be placeholders on the slide that can be moved and modified like any other text box or object.

If these elements are not visible, or if you accidentally delete a placeholder, you can either select the Master Slide at the top of the slide sidebar and click the Master Layout button in the Master Layout group, or right-click on the Master Slide and choose Master Layout.