Page |1

Southern Illinois University School of Medicine Medical Library

INTRODUCTION TO MICROSOFT POWERPOINT Slide Show Presentation Setup The Backstage view is where you can manage your files, check file properties, set options, create new files, and save your work.

SIU School of Medicine Official Template General SIUSOM Identity Standards http://www.siumed.edu/logo/ PowerPoint Official Template http://intranet.siumed.edu/pubaffairs/WordTemplates.html To remove the logo from a single slide; position the slide so you can see the logo - right click on the slide select format background - slide the transparency indicator to the right until the logo disappears. To change a background color select; solid fill and click on color To add SIUSOM green - select 

more colors

 fill in the color profile R=0 G=104 B=93

Page |2 Menu Bar Tabs

Help online

Clip art search

Slide Tab

Notes Pane

View Menu Quick Links

Status Bar

Normal Slide sorter Reading view Slide Show

Home Tab

slideshow

New Slide    





Presentation slides will be in the left hand column and the selected/active slide will be in the center area. Click on New Slide to add a blank slide. Click on the New Slide small arrow or layout tool to choose a layout option. To insert a slide/s from a different presentation: click on the New Slide small arrow and on Reuse Slides. Locate and click on the slides/s you want in the right-hand column. Drag and drop the slides in the left hand column to rearrange the presentation. Or click on the View Tab and use the Slide Sorter tool. Right click on an empty area of the slide to choose a new layout at any time.

Page |3

Insert Tab Add Text

       

Click on Text Box (alternate: click on Shapes, select Text Box) Position the mouse on the slide. While pressing the left button on your mouse, move your cursor diagonally create a text box. Your cursor shape will be a large plus while you are drawing the text box. To Type; click in a text box, the outline should change to a dashed line with controls at the corners. Click on the Home Tab To change the font; Click on the Home Tab. 24 pt. font is probably the smallest that should be used.



Select a font, font size, and style from the menu bar. It is recommended to limit the number of fonts used in a presentation and to use easily read fonts (not script fonts). Additional Format options: Right-click the mouse in the text box to reveal text format options, or, highlight the text, Right click the mouse, select Format Text Effects.



Insert Image *Many images taken from websites will be low resolution and will not show well when projected in a presentation. If the presentation will be projected on a screen – project the slide show as a preview to check image clarity and font readability.  Click on Picture icon.  Browse and select the correct file and click Insert  Double click on the image to use the Picture Tools: Crop, size adjustment, border, image corrections, color and artistic effects.

Double click on image to access Picture Tools Format tab

Page |4



When using the mouse to adjust size; remember to drag the corner of the image diagonally to keep the length and width at the same proportions as the original. Using the image edges to change the image size will result in a flattened image. Keep your resized images proportional – Resizing an image by dragging a side may result in a distorted picture.

Resizing a picture can also be accomplished by changing the image size using the size controllers or by clicking the small arrow in the right lower corner of the size window to access the format picture window. The Format picture window can also be accessed by placing the cursor over the picture and right clicking the mouse.  

Use Bring Forward/Send Backward to layer images and text boxes. Use the Crop tool to remove unneeded portions of the image

Insert Table Similar to MS Office Word, there are a couple different ways to insert a table; On the Main Menu Ribbon, Click the Table icon and;  High-light the number of columns and rows from the “Insert Table” graphic selector. When the left mouse button is released the table will appear in the current slide.  Select “Insert Table” to manually define the number of rows/columns  Select Draw Table to define the borders of the table.  Select Excel Spread Sheet to insert a blank spread sheet.  Double click the Excel Table to access Pivot tables. You may need to check that the Menu Ribbon Insert Tab is still selected in order to see the Pivot table/ Pivot Charts selections under “Table”.

Page |5



Change Table format by double clicking mouse on table border to open Table Tools/Design and Layout Tabs, or, select table, right click on mouse and select Format Shape.

Shapes Shapes include Text box, lines, arrows, callouts, and chart tools.  Click on the shape,  Place your cursor on the slide and draw out the shape while pressing on the left mouse button.  Double click on the shape to access drawing tools in the Ribbon Menu.  Change fill and border color and properties.  The Green ball handle is used to rotate the shape  With the shape selected, click on Arrange to position the shape in relation to other elements on the slide.

Chart     

Choose a chart type and select “OK” Excel spread sheet will open – insert your chart data Save your excel file (note where it is saved) Click Edit Chart Data to modify the data or headings Double click the chart to edit the appearance.

Screenshot Use this tool to take a picture of anything on your monitor screen – behind your PowerPoint window – and paste it on to a slide. Click on screenshot  Images of each open window on your monitor should appear; if not click again –or click on the small arrow under the screenshot icon.  Click on the window (image) you would like to appear on your slide.  Resize image using the controls on each corner.  Check the image for clarity. If it is blurry may need to repeat the screenshot and insert into an image editor to resize before inserting to PowerPoint.

Page |6

Hyperlink Use to link text or an image to documents (such as MS Word, Excel, and PDF), images, other PowerPoint Presentations or slides, or websites. Keep any linked files in the project folder.    

  

Use to create a table of contents Use to create a menu of presentations Remember that any files linked to a presentation must stay with the presentation. If the presentation is moved it will no longer be able to follow the hyperlinks to other files. Check your hyperlinks before any presentation. Web sites may change and no longer be at the linked web address.

Select the Word Art style Type the text To edit appearance; high-light text, right click and select Format Text Effects.

Design Tab Click on the Design tab to select a design theme or background color. This is also where slide size and orientation can be adjusted.

Presentation Design Themes   

Choose a Theme (selection of color schemes, background styles, fonts, and shape effects) Alternative: select groups of colors, fonts, and shape effects individually. To customize the background, select Background Styles, Format Background o Choose Picture or Texture fill to upload an image or use clipart as a background

Page |7

Transitions Tab Slide transitions can enhance the flow of a presentation, but can also be distracting.

Slide Transitions

   

Select the first slide for the transition choose the transition type Transition symbol will appear next to the slide in the left hand column Preview the transitions Adjust timing properties.

Animations Tab Animate Text and Shapes

      

Select the text box click on the Animations tab select animation type from menu or the Add Animation drop-down menu Preview modify timing note the animation number use animation pane to organize animations for one element or multiple animations on a single slide.

Page |8

Presenting the Slide Show Slide Show Viewer At the Main Menu Ribbon, Click on Slide Show (or the slide show icon in the lower right corner) to view the presentation at any time.

  

Use the arrow or page up/down buttons to navigate. Press escape to end the slideshow. Use of on-screen show controls – faintly visible controls in the lower left corner of the slide show. Move the mouse over the lower left corner to view the controls; pressing the “a” key will toggle the mouse on/off.



To trigger a blank screen press “w” for white or, “b” for black. Press any key or click the mouse to return to viewing the slideshow.

Rehearse Timing Click on Rehearse Timings:  The rehearsal slide show will start immediately.  The Counter will be in the upper left hand corner. The counter will show time for the current slide and total time of slideshow.  Use your mouse to click on the slide to advance – or use the arrow or page up/down button.  When finished your presentation will open in the slide sorter window, and will show the timing for each slide.  Rearrange the slides if needed.

Slide Show Runs Independently      

If the slide show is intended to run independently, use Rehearse Timing to set the pace of the presentation. Click on Set Up Slide Show Select relevant settings; such as Advance slides Using timings. Click OK Click From Beginning to view entire slideshow. Press ESC key to end a slideshow

Page |9

Print the Presentation Print Presentation as a Handout At the Main Menu  Click on File  Select Print  Click on Slides/full page slides to switch to “Handout” format.

Saving the Presentation      

The PowerPoint presentation 2007 and 2010 file extension is pptx When saved as a PowerPoint Show; the file extension is ppsx When the PowerPoint is to be viewed as a slideshow; not for editing; – save the presentation as a show When sending PowerPoint electronically – without the need for editing; save as a show A PowerPoint presentation can also be saved as a pdf A PowerPoint slide can be saved as an image. Select Save as and select the image type; JPG, PNG, TIFF, or GIF. You will be asked if just the current slide or all of the slides should be saved as an image. If you select to save the presentation as images, PowerPoint automatically creates a new folder and saves each slide image to the folder.

Need More PowerPoint Information? Resources helpful for creating Microsoft PowerPoint slideshows, as well as hints on good presentation techniques and communication skills. At any time click on the PowerPoint Help

in the upper right hand corner of the Main Menu Ribbon to access Microsoft online-

At the Medical Library webpage ( http://www.siumed.edu/lib/ ), use search term; PowerPoint to find ebooks, noncirculating reference, and Library books available for check-out. KW 1/2015