Unit 9 - Making Power Point Slides

Microsoft Office PowerPoint makes slides for presentations. PowerPoint has many pre-formatted slide templates or a blank template for a do-it-yourself slide. When inserting slides into your presentation, first choose the layout.

Choosing a Layout and Entering Text

To start PowerPoint, open the 'Microsoft Office' folder on the desktop; click the orange icon with the letter 'P'. The program opens up with a title slide already in place as the first slide. (This can be changed if desired).

Before continuing, note that the screen has much in common with the editing screens for Word and Excel. The Menu bar at the top has many of the same choices and some of the icons on the icon bar are identical. The three buttons in the upper right corner for minimizing, resizing, or ending the program -- are the same in all Windows programs. You save a presentation as you do with other Windows applications but with the extension .pptx.

The panel on the left of the screen is called the 'Slides' panel and contains a list of all the slides that have been created for the current presentation. Since this is the first slide, it shows only one blank slide. The center of the screen is the editing area. Since this is a title slide, there is a dotted line box at the top for the main title and another dotted line box for a subtitle.

o Click in the top box and type in the title of the presentation
o Click in the bottom box and type a subtitle.
o Click in one of the corners of the slide to remove the box outlines and see what the slide will look like.

This completes the first slide. Look at the left side of the screen. The text that was entered on the first slide appears in the slide list.

To add a second slide to the presentation, select the 'Home Tab' then click the 'New Slide' tool. The Slide Layout menu appears again so you can choose the layout of the second slide.

o Click the 'Title and Content' slide layout.
o Enter the title of the slide.
o Click in the box below the title and enter some text, note that the content of the slide is automatically bulleted
o Click on a corner of the slide to see what it will look like when displayed.
o Insert a third slide in the presentation. Choose the slide 'Comparison'
o Click on the title area and enter a title.
o Click in the left box below the title and enter a list of items. Press Enter after each.
o Click in the right box. Enter a title. Select the 'Clip Art' icon from the icons in the middle of the right hand box and select 'Clip Art' to insert
o Resize the picture by clicking on the box in one of the corners and dragging it towards the middle of the picture. Make it slightly smaller than the space allowed.

Text Box

Text can be added anywhere in a slide.

Insert text into a text box as follows:
o Select the 'Insert Tab'
o Click the 'Text Box' tool
o Move the mouse over the slide and note how it changes shape
o Press and hold the left mouse button and drag it over where you want the text box
o A box is formed where text can be entered, enter some text
o Now click the text box to highlight it. Same as the other programs a box is highlighted if it has light blue circles in the corners and light blue squares on the sides. Format the text size and font

Changing View Order & Editing Slides

You control the order in which slides are viewed by selecting 'View Tab' then selecting the 'Slide Sorter' tool. Thumb prints of the slides will appear on the screen. To change the order of the slides, click and hold on the slide to be moved and drag it to the new location in the presentation.

One can also sort slides in the normal viewing pane by left clicking on the slide in the left pane and holding. An upward facing arrow with a rectangle at the bottom indicates you have grabbed a slide now as you move the slide up or down a line appears where the slide will be inserted. A grey line appears in the location the slide will be inserted.

There are several ways to view the presentation. One of the easiest is to just press the 'F5' key and this will start the presentation from the beginning. Or you could press the button which will start the slide show from the current slide. To move through the slides press the space bar to go forward or the right or down arrow keys will also move forward. The up and left arrow keys move backwards in the slide show. At the end of the slide show, there will be a black screen with a small message at the top saying to click to exit. You may view the presentation at any time.

Slides may be selected from the Slide Sorter for further editing. Double-click the first slide in the presentation. Any part of the first slide may now be changed. To change the title, highlight the text in the title and select 'Home Tab' and then in the 'Font' tool modify the font and size of the title. To fill the title area with color highlight the title area and click 'Home Tab' then select the 'Shape Fill' dropdown box and choose a color.

With the title box highlighted, move the cursor around at the top of the box until the arrow cursor changes to a black plus with arrows in all directions. Click and drag the box towards the lower right corner of the slide to move the title to the right edge.

Let's change the format of the bullets in a list. Select the second slide with the 'Title and Content' format. Highlight all the items in the list. Choose 'Home Tab' then click the 'Bullets' icon Select a bullet style and click it; the changes are automatically made.

Adding Graphics

Graphics may be added anywhere to a slide. You do not need an area devoted to graphics.

To add graphics to a selected slide:
o Choose 'Insert Tab'->'Clip Art'->click on the desired graphic
o Left click and hold on the image with a four headed arrow and drag it to wherever you desire.
o To resize the image click and drag the small blue circles in the corners or the square boxes on the sides. Remember that dragging the corners keep the image aspect ratio(height & width sizes) the same
o If an image covers text, select the image and right click then select 'Send to Back'. The text or other items covered by the image are now visible on top of the image

Changing the Background

o Select a slide and highlight it
o Choose the 'Design Tab' then select the 'Background Styles' drop down menu box
o Click 'Format Background...' to get the Format Background pop up menu
o Select 'Fill' in the left pane and then click the 'Solid fill' radial button
o Go the the 'Fill Color' box and select a color

The selected color can be used as the background color for the current slide only or all slides in the presentation. To apply the color change to the current slide only click 'Close'. To apply the change to all the slides click 'Apply to All'

To change the slide background to a pattern of some type:
o Choose the second slide from the list on the left.
o Choose the 'Design Tab' then select the 'Background Styles' drop down menu box
o Click 'Format Background...' to get the Format Background pop up menu
o Select 'Fill' in the left pane and then click the 'Pattern fill' radial button
o Click the desired pattern
o Click click 'Close' to apply only to the selected slide or 'Apply to All' to apply the design to all slides

The Gradient fill option is for fading the colors of the background from light to dark. There is a set of predefined patterns such as 'Linear', 'Radial', Rectangular, and others. There are many color options and personalization to choose from. To apply gradient you access again the 'Background Styles' dropdown menu except you press the 'Gradient fill' radial button.

The background and text of every slide must work together. The text must be clearly visible on the chosen background. If the background is dark and the text dark the slide will be unreadable and your presentation poorly received.

Importing Information

PowerPoint presentations may include data from any Windows application. Generally you can simply copy and paste it into a slide. Text copied from a Word document will retain its formatting when pasted into PowerPoint. You may need to change the size for it to fit on the slide. Any graphics file downloaded from the Internet can be inserted in a slide. You can make a table or a chart with PowerPoint but better results are obtained if you create the table and/or chart in Excel first and copy it to a PowerPoint slide.

Open PowerPoint. Select File->New to create a new presentation. Insert a new slide. Select the layout 'Title Only'. You may have to select the 'Slide Layout' button to get the different slide options to add a title only slide. Minimize PowerPoint. Open Excel. Create the following table and chart in a worksheet:

To copy the table, highlight the entire table and right click. In the context menu select 'Copy' or you could use the keyboard shortcut Ctrl c )(press Ctrl and hold it then press c). Return to the Power-Point slide. Paste the table in the slid by right clicking and selectiong one of the paste options. Or use the keyboard shortcut method to paste by pressing Ctrl p (press Ctrl and hold it then press p)at the same time. If needed, resize the table so it fits in the area.

Before copying a chart, format it in Excel so that the white background will not be copied along with the chart. From Excel, select the entire chart. In the 'Chart Tools' tab select the 'Format' tab. In the left pane select 'Fill' and then click the 'Solid fill' radial button. Select the color for the background and click 'Close'.

Unifying with a Theme Design

Slides in a presentation can be unified with a theme design. A theme includes a back-ground and design elements such as lines, font styles, sizes, colors, bullet styes and graphics. The 'Theme' tool looks like this

To apply a theme:
o Select the first slide
o Select the 'Design Tab'
o Choose a theme from the 'Themes' tool

If the content on the slides is not easily readable reformat the slides in the presentation to fit the new background or choose a different theme.

Once a design template has been applied you can change it to a different template. If you cannot decide on a theme and want to return to the original white background the presentation started with select the 'Design Tab' then click the 'Themes' drop down box on the right side of the tool. The first theme in the upper left corner is the beginning theme.

Transition, Animation & Timing

Slide transition refers to the way a slide comes onto the screen. To review the possibilities and to pick a transition, select the 'Transitions Tab'. The changes you make will be applied to the slide you are on unless you choose 'Apply to All' under the 'Timing' tool.

Slides are often easier to read if only part of the contents are presented one at a time time. To view slides in stages, you must set animation. First select an animation scheme:

o Select the 'Animations Tab'
o Place the cursor next to the bulleted item to apply the animation to.
o Click one of the animations from the list and click it.
ALL bulleted points now have that animation.

To apply transitions to different slides:
o Select the 'Transition Tab'
o The transitions appear in a row along the top of the window
o Select an animation

You can automate a slide show so that slides appear for a specific amount of time. Each thing that happens in a presentation is an event. Events include changing slides on the screen and the appearance of different parts of an animated slide.

To apply timing to a slide
o Find the duration tool on the upper right hand side of the tool bar
o Check the boxes 'On Mouse Click' and 'After'
o Enter the number of minutes:seconds:tenths/hundredths of a second