Hands-On Power Point
Tutorial

Microsoft PowerPoint 2003, part of the Office 2003 Suite, is a presentation graphics application. A presentation is a combination of slides, handouts, notes, and outlines all in one file. You can add text, graphics, photos, clip art, sound and video to your slides. PowerPoint 2003 can help you present a topic at work, home, or school.

Some Parts of the PowerPoint Window

The PowerPoint Window has toolbars and panes to help you quickly create presentations. Most of the toolbars are common in Office applications but may feature options unique to PowerPoint.

• Title Bar - displays the document name followed by a program name.
• Menu Bar - contains a list of options to manage and customize documents.
• Standard Toolbar - contains shortcut buttons for the most popular commands.
• Formatting Toolbar - contains buttons used for formatting.
• Status Bar - displays slide position and the type of design in PowerPoint.
• Drawing Toolbar - contains tools for drawing lines, shapes and objects.
• Task Pane - located on the right side of the computer screen, this pane allows you to select tasks in different categories and allows you to quickly enhance your slides in a few steps. It provides quick access to the most common actions and features in PowerPoint.
• Outline and Slides Tabbed Pane - allows the user to easily view the presentation in outline format (text), as well as a list of all the slides in the presentation (with visuals).
• Help - provides quick access to Help topics.

The default view for PowerPoint 2003 is the Tri-Pane View. This view, which opens when you launch PowerPoint, allows you to see multiple parts of a presentation at once.

The Outline and Slides Tabbed Panes are located on the left side of the screen. Click on the tabs to view an outline or a slide of your presentation. The tabs render differently based on the size of the pane.

You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar. Decide which ones you want to show or hide.

The Task Pane

The PowerPoint 2003 Task Pane is located on the right side of the screen. The down-pointing arrow in the top, right corner of the pane allows you to select different menus and tools. By default, the Task Pane appears when PowerPoint 2003 is launched.

The Slide Layout and Slide Design panes within the Task Pane help organize layouts, design templates, and color schemes. When you select a design option, your slides are quickly updated with the new look.

You can view the Slide Layout and Slide Design panes by clicking on the down-pointing arrow next to New Presentation in the Task Pane.

            

PowerPoint offers three ways to create a presentation: Blank presentation, From Design Template or From AutoContent Wizard.

• The New Presentation Pane appears on the right side of the screen.
• Under New, click Blank Presentation.
• A list appears.

Choosing a slide layout
As you work on your presentation, think about the type of layout you want. Do you want a slide with text and lots of clip art or one with text and a chart? PowerPoint offers many layout options.

To Insert a New Slide:Click on Insert / New Slide. (Ctrl + M)Move your arrow pointer over layouts or use the scroll bar and choose a slide layout.

To Copy a Slide:
Click the slide you want to copy in the pane on the left.Click on the Copy Button on the Standard Toolbar. (Ctrl + C)Move the arrow pointer to where you want the copied slide to appear.

To Delete a Slide:
Click the slide. Press Delete on your keyboard.

To Manipulate Slides in Slide Sorter View:
Click on the Slide Sorter View button in the left bottom corner of the page. Click the slide you want to move. Hold down the left mouse button and drag the slide to its new location. A pointer with a box appears as you drag the slide. Click on the Normal View button to return to Normal View.

To Apply a Design to an Existing Presentation:
In the Getting Started Task Pane, under Open, click on the presentation you want or select More... to browse through the files. Click on the down-pointing arrow in the Getting Started pane and choose Slide Design - Design Templates. A list of templates appears.Move your mouse pointer through the different designs or use the scroll bar. Click on the down-pointing arrow in the gray box next to the template that you like. Choose Apply to All Slides.

To Choose a Different Color Scheme:
In the Task Pane, click on the down-pointing arrow in the gray bar next and choose Slide Design - Color Schemes.A list of color schemes appears. Move your arrow pointer through the different color scheme options or use the scroll bar.When you find a color scheme that you like, click on the down-pointing arrow in the gray box and choose Apply to All Slides.

To Ad a Text Box
Click on Insert / Text Box. Click and drag your mouse pointer to create a text box. Type into the box. Highlight text and format. Explore the formatting tool bar.

You can also use the Format menu to make formatting changes to the text in your presentation. Click on Format / Font.

Cut, Copy, and Paste
Once you've determined how your text will appear in your slides, you may need to cut copy or paste some information.

Bulleted Lists
PowerPoint provides several bulleted lists slides for you to choose from for your presentation. You can use these slides or create bulleted list slides of your own. Bullets can be dots, check marks, arrows, squares and images. Click on Format / Bullets and Numbering.

To Insert Clip Art into a Slide:
In the Outline view in the left pane, select the slide in which you want the clip art to appear. Click the Clip Art button on the Drawing Toolbar.

To Search for Clip Art
With the Search dialog box open, type the name of the image that you are looking for. For example, people, buildings, winter. Click on Go. Click on the clip art that you want to insert. Click OK. The clip art appears in your slide.

To Insert a Picture from File:
Click on Insert / Picture / From File. Navigate to the folder where you've saved your picture. Click on the picture you want to insert into the slide.

To Resize Pictures or Clip Art:
Click the cursor the edge of the graphic and a resizing handle appears. A resizing handle is a black, double-headed arrow that changes to a "plus sign", + ,once you start resizing the image: Drag the graphic to the size that you want.

To Insert WordArt
Click Insert / Pictures / Word Art.Choose the WordArt that best fits your slide presentation. Click OK. When the Edit WordArt Text dialog box appears, click on Your Text Here to add text. Type the text for your slide. You can also make any formatting changes to your font. The WordArt appears in your slide. You may drag it to where you want it to appear on your slide.

To Insert a Hyperlink:
Select the text in your document that you want to be a hyperlink. For example, www.gcflearnfree.org or Free Computer and Career Classes. Click the Hyperlink button on the Standard Toolbar.

To Animate Slides using Animation Schemes:
Open the PowerPoint presentation that you want to work on. Select the slide that you want to animate. In the Task Pane, click the down-pointing arrow and select Slide Design - Animation Schemes. Click on an Animation Scheme that you think might work well in your presentation. (To preview your choice, make sure that the AutoPreview option is checked). Preview different schemes to see which one best fits your slides. You can apply different animation to each individual slide or click on APPLY TO ALL SLIDES. Once you have applied your animation you can click on Play or Slide Show to view it. Remove animation by selecting No Animation in the white box.

To Add Effect to Text:
Open the presentation you want to add an effect to. Click on the down-pointing arrow in the Task Pane / Custom Animation. Click the text that you want to add an effect to. The Add Effect button will be activated. (Note the button is inactive until you select a part of the slide to work on) Click on Add Effect / Entrance. A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In. Decide how your text will appear on the screen and choose an option. You can easily remove the effect by clicking Remove. Or, you can modify it by setting direction and speed underneath Modify. (PowerPoint lets you know the specific effect by listing it next to Modify. For example, Modify: Blinds).

To Animate Slides using Animation Schemes
Open the PowerPoint presentation that you want to work on.
Select the slide that you want to animate.
In the Task Pane, click the down-pointing arrow and select Slide Design - Animation Schemes.
PowerPoint offers several options for animating your slides.
Once you click on SlideDesign Animation Schemes, the Slide Design pane appears with a list of options.
Click on an Animation Scheme that you think might work well in your presentation. (To preview your choice, make sure that the AutoPreview option is checked).
Preview different schemes to see which one best fits your slides.
You can apply different animation to each individual slide or click on APPLY TO ALL SLIDES.
Once you have applied your animation you can click on Play or Slide Show to view it.
Remove animation by selecting No Animation in the white box.

Adding Custom Animation
You can also decide how text and other slide elements 'perform' by using custom animation. You can add effect, set speed and direction, and animate text on your own.
For example, you can decide how words or graphics enter or exit a slide. You may want to begin by adding effect to the titles in your presentation.

To Add Effect to Text:
Open the presentation you want to add an effect to.
Click on the down-pointing arrow in the Task PaneCustom Animation. Click the text that you want to add an effect to.The Add Effect button will be activated. (Note the button is inactive until you select a part of the slide to work on) Click on Add EffectEntrance. A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In. Decide how your text will appear on the screen and choose an option. You can easily remove the effect by clicking Remove. Or, you can modify it by setting direction and speed underneath Modify. (PowerPoint lets you know the specific effect by listing it next to Modify. For example, Modify: Blinds).

Emphasis and Exit
If you want to add an effect to make text or graphics grow, shrink, or change in another way, click on Add EffectEmphasis. Choose an effect. If you want to add an effect to have text or graphics exit the slide, click on Add EffectExit.

Choose the effect.
Choose the side of the slide from which you want the title to enter.
Underneath Modify next to Start, select With Previous (Animation starts automatically) or On Click (Animation starts when you click the mouse).
Decide the speed at which you want effects to happen in your slides. You can choose very slow, slow, medium, fast or very fast to fit the rhythm of your presentation.

To Insert a Chart:
Insert a new slide with a title and a chart icon.
When the slide appears, click the Insert Chart icon
A chart appears with a data sheet and sample data.
Replace the sample data in the data sheet with actual data that you want to present. The Y axis is for values or numbers. For example, number of hours worked or amount of money earned. The X axis is the label for the information. It now reads East, West, North.
You can delete some information in columns or rows of the sheet. Right click on the row or column and choose Cut, Delete or Clear Contents.
NOTE: You can expand the chart columns to fit your data or titles. Place your mouse pointer over the end of the column in the gray heading. A black cross with double arrows appears. Right click and drag the columns to the size you want.
To format column width, click on Format Column width.
Notice that as you enter the new data and titles etc., the chart on the slide changes to show this new information

To Set a Maximum Value:
Double click on a value on the side of the chart.
The Format Axis dialog box appears.
Click on the Scale tab.
Change the number for Maximum to the maximum number in your presentation. For example, 100
Click OK

If you don't want to use the chart that automatically appears when you double click the chart icon in a slide, you can choose a different chart type

To Choose a Different Chart Option:
Click on Chart / Chart Type
A list of different charts appears, including Column, Bar, Line, Pie, and Pyramid.

To Insert a Diagram or Organization Chart strong:
Insert a new slide with a Diagram or Organization Chart icon.
Click on the Insert Diagram or Organization Chart icon.
If working in a blank slide, click the Insert Diagram or Organization Chart button on the Drawing Toolbar

To Insert a Table:
Insert a new slide with a table icon.
Click on the Insert Table icon.
When the dialog box appears, set the number of columns and rows for your table.
Click OK. Enter the data for your table.
To format the table, choose Format / Table.

To Insert Word Art:
Click the WordArt button on the Drawing Toolbar.The WordArt Gallery appears.Choose the WordArt that best fits your slide presentation. Click OK. When the Edit WordArt Text dialog box appears, click on Your Text Here to add text. Type the text for your slide. You can also make any formatting changes to your font. Click OK.
Or
The WordArt appears in your slide. You may drag it to where you want it to appear on your slide. Click Insert/Pictures/Word Art.
Or
Click View/Toolbars/WordArt

To Insert a Hyperlink:
Select the text in your document that you want to be a hyperlink. For example, www.gcflearnfree.org or Free Computer and Career Classes. Click the Hyperlink button on the Standard Toolbar.(If this button does not show, you may want to add it to your toolbar by clicking on the down-pointing arrow at the end of the bar to display Toolbar Options. Click on Insert Hyperlink to add the button to your toolbar.Click the Existing File or Web Page button. Type any text that you want to display. For example: Free Computer and Career Classes. This type will display instead of the web address. Click OK.

To Add Animation to a Bulleted List:
Open the slide with the bulleted list you want to animate. Click on the text box that contains the text you want to animate. Click on the down-pointing arrow in the Task Pane/Custom Animation. The Add Effect button is now active

Spell Check
You find uner Tools/Spelling

Print
If you choose File/Print you have the coice to print all slides, or selected slides. You can also can choose to print the notes, your outline view, your Handous only.

Create and View Website
You simply convert your slide show into a fully functional Website. Some of the animations might get lost. One ytou ahve saved your show as Web site, you simply can upload it to your Server. Change image resolution before you ad your images to the slides.

Create Photo Album
Using the Photoalbum feature can speed up the production of your PowerPoint show dramatically, if you plan on using a lot of images in your show. All photos whatever size they have will be fitted to your slides. Then you can ad your other content and rearrange images as needed. Big time saver.

Copy Web items like images and animated .gif files
Besides inserting images, you easily copy and paste images from any place especially the Internet including animated gif's into your show.

Insert Movie from Digital Camera
Your digital camera most likely is able to record small viedo files. They are available either as .avi files, or mpg files. simply go Insert/Movies and Sounds/from File, place, size and animated like any other picture. Play the show to see the animation.

Play music
If you insert a music or sound file into your show, it will stop playing as soon you advance your show to the next slide. If you want your music file to play over several slides or all slides do the following: Select first slide, insert sound from file. Choose start playing automatically. Right click sound symbol in slide, choose custom animation. In the animations panel right click file name and choose effect options, choose stop playing after and enter the number of slides you want the music to play.

 

Assembled by Brigitte Haag, bhaag@tampabay.rr.com, 352-686-0750