MS PowerPoint Level 1 Presenter: R. Schmid

rschmid February 3, 2009

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Lesson 1: Exploring the Microsoft PowerPoint 2007 Environment A. B. C. D.

Using the new interface Using and minimizing the ribbon Using and Customizing the Quick Access Toolbar New File Formats

Lesson 2: Creating a New Presentation A. Selecting a Blank Presentation B. Selecting from Installed Templates C. Selecting from Microsoft Office Online Presentations

Lesson 3: Slide Design A. Adding text, pictures, charts, and SmartArt Text using Content Placeholders B. Adding text, pictures, charts, and SmartArt Text using the Insert Command Tab

Lesson 4: Slide Views A. Normal and Outline Views B. Slide Sorter C. Notes Page

Lesson 5: Animations A. Set Up a Show B. Add a slide transition

Lesson 6: Save & Print A. Save a file B. Printing

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User Interface The Ribbon, Command Tabs, Microsoft Button and Quick Access Toolbar

The Ribbon

The Ribbon at the top of the page has replaced menus and toolbars in Word, Excel, PowerPoint, Access and new messages in Outlook. There are three basic components to the Ribbon: 1. Tabs: There are seven basic ones across the top. Each represents core task or activities. 2. Groups: Each tab has several sets of related commands that show related items together. 3. Commands: A command is a button, menus or boxes to enter information.

The Home Tab

The Home Tab displays the most commonly used commands. Including Cut, Copy, and Paste, Bold, Italic, Underscore etc…

The commands are arranged in groups: Clipboard, Font, Paragraph, Styles and Editing. Less frequently used commands or choices can be displayed by clicking the down arrow under the command.

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Contextual Tabs (On Demand)

Contextual Tabs are commands that only appear when you need them. For example the Picture Tools Tab only appears when you are modifying a picture.

The Office Button (Top Left Corner)

The Office Button has replaced the File menu. New, Open, Save, Save As, and Print are contained with the button. New commands for file preparation commands such as Prepare and Send have several choices within each. It includes up to 50 recently opened documents.

The Quick Access Toolbar (Top Left, Right of Office Button) The Quick Access Toolbar is a customizable toolbar which contains shortcuts for commonly used commands.

Using and Minimizing the Ribbon 1. Several ways to minimize the ribbon

Right click on the tab>Select Minimize the Ribbon Press CTRL + F1 Double Click on any of the tab labels Click on the drop-down arrow at the end of the Quick Access toolbar>Select minimize the ribbon

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Using and Customizing the Quick Access toolbar 1. To customize, you can either click the down arrow command to add that command to the toolbar.

to add or remove commands or right click on any

2. You can also select Customize Quick Access Toolbar…; this will bring up dialog box where you will see a list of commands that can be added.

3. You can change the location of the Quick Access Toolbar. Right-Click on the Quick Access Toolbar>select Show Quick Access Toolbar Below the Ribbon.

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New File Formats 1. Word, Excel and PowerPoint now offer new file formats based on Office Open XML (Extensible Markup Language) formats. a. Reduce file size by up to 75% b. Improve security and reliability c. Are the old extension followed by an “x” or “m”. Examples: i. pptx for PowerPoint Presentation ii. pptm for PowerPoint Macro-Enabled Presentation 2. When you open a file in the old format, the title bar will display Compatibility Mode. Within this mode, new features are turned off or modified so they are compatible with the old format.

3. You can continue to save your files as Word 97 -2003 documents. This ensures that users who have not upgraded to Office 2007 will still be able to open and edit the files. a. Click on the Office Button>Word Options>Save>Save files in this format will change the default save format for all documents. b. Click on the Office Button>select Save As>select Word 97-2003 Document will allow you to save any document to the older version.

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New Presentation Choose from a blank presentation, templates, and presentations.

1. Click the Office button

> select New.

a. Select a Blank Presentation b. Click on the Design tab.

> click on Create.

2.

c.

Mouse over the design gallery > click to select a theme.

2.

Click the Office button>select Installed Templates. a. Click to view each template > click on create.

3.

Click the Office button > select Presentation, choose a category. a.

Each category will have several presentation choices>select Download

.

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Insert a New Slide In the construction of a slide, remember the 6 x 6 rule: “Avoid more than six lines of text, or six words per line.”

1. 2.

Click on the Home tab>click on New Slide . Several different choices; title slide, content slide, blank slides……

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Using Content Placeholders to add text and graphics 1. On the slide> the place holders “Click to add text” and “Click to add title” make it very easy to add text to your slide.

a. Click > Click to add text

2. On the slide>select a graphic placeholder . a. Choices are: Table, Chart, SmartArt Graphic, Picture from a File, Clipart, and Media.

Using Insert Command Tab - add text and graphics 1. After selecting a blank slide to add text and graphics click on the Insert tab.

a. To add text>click on text box available on the Insert Tab, within the Text Group.   

Click hold and drag to create a text box Enter text Select text to format using the Home Tab

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b. To add a graphic image select from the Insert Tab, within the Illustrations Group.

Slide Views The command view is available on the View Tab, within the Presentation Views Group.

1.

By default PowerPoint opens in Normal View, displaying thumbnails, notes, and slide view.

Outline tab Slides tab

Slide pane

Notes pane

a. b. c. d. 2.

Outline tab- shows your slide text in an outline form-great place to get started writing your content! Slides tab- view thumbnail-sized images while you edit, easy to navigate through presentation. Slide pane- large view of current slide, in this view you can add text and graphic objects/images. Notes pane- enter notes and refer to when giving your presentation. Notes can be printed.

Slide Sorter view is an easy way for you to organize slides in sequence in thumbnail form. 9

a. b. c.

Click on the Slide Sorter command from the View Tab, within the Presentation Views Group. Click and drag to move a slide to a new position in the presentation. Copy a slide and paste a duplicate into the presentation.

3.

Notes Page

4.

Slide Show

by default contains of a thumbnail on top half and notes on bottom half of page. will begin your PowerPoint presentation.

Set Up Show To view your presentation exactly the way it will appear to your audience when presenting, click on Slide Show tab, within the Start Slide Show Group.

1.

Click >Set Up Slide Show button and a Set Up Show dialog box will appear. a. Within the Set Up Show dialog box, there are several options for your presentation.

b.

After selecting/changing options> click on OK.

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2. The Slide Transition command can be applied from the Animations Tab, within the Transition to This Slide Group. Slide transitions are effects (animation) that occur when you move from one slide to the next.

a. To preview a transition rest mouse on the thumbnail transition, there are additional transitions.

b. c. d.

Click the arrows next to the row of thumbnails transitions. Click to apply the transition. Other options available such as: add a sound and transition speed can be applied from the Animations Tab, within the Transition to This Slide Group.

Saving the Presentation

1. 2. 3.

Click on the Microsoft Office button > click on Save. Keyboard shortcut, press CTRL + S. Click on the Microsoft Office button> click on Save As for other options.

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Printing Print commands are located under the Microsoft Office button.

1.

Click on the Microsoft Office button

and click print.

a. To print using the Print dialog box, click Print. b. Options for printing handouts is available in the Print What section of the Print dialog box.

Online Training and other Resources 1.

Atomic Learning website: http://highed.atomiclearning.com a. To access Atomic Learning without registering: i. Open Internet Explorer or Firefox. ii. In Address box…. Type in: http://highed.atomiclearning.com and press enter.

iii. Click on Training Library, select Technology Skills and select a language. b. To register for Atomic Learning: i. Request a registration code: Registration codes are assigned on an individual basis. Please email [email protected] or call the Help Desk @8016 to request a registration code. ii. Activate your account: After receiving your registration code, you must complete the following steps to register for Atomic Learning and receive your user name and password. a) Go to http://www.atomiclearning.com/redeemtrial b) Enter your registration code in the box c) Click Submit 12

d) Continue by completing the required fields on the User Information page e) Click Submit f) Check the box to agree to the Terms and Conditions and enter a user name and password. OIT recommends using your e-mail address as your user name. g) Click Confirm h) You will also receive an e-mail confirming your user name and password.

Note: By default, faculty and staff Atomic Learning registrations are valid for one year; if you are still an SJFC faculty or staff member after one year, your registration will automatically renew. All student accounts are valid for four years. c. To access Atomic Learning as a registered user: i. From any computer, open Internet Explorer or Firefox. ii. In Address box…. Type in: http://highed.atomiclearning.com and press enter.

iii. Click on My Account and login with your Atomic Learning username and password.

iv. Click on Training Library, select Technology Skills and select a language.

2. Interactive: PowerPoint 2003 to PowerPoint 2007 command reference guide:

http://office.microsoft.com/en-us/powerpoint/HA101490761033.aspx 3. My contact information: a. Email address: [email protected] b. Office extension: 8409 c. Help Desk extension: 8016

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