Microsoft powerpoint 2000
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Microsoft PowerPoint 2000 - PowerPoint PPT Presentation

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Microsoft PowerPoint 2000. Presentation Software. Basic concepts. Starting PowerPoint. Start Button, PowerPoint Opening screen gives four options: Autocontent wizard leads you through decisions, helps you organize your thoughts

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Microsoft powerpoint 2000 l.jpg

Microsoft PowerPoint 2000

Presentation Software

Starting powerpoint l.jpg
Starting PowerPoint

  • Start Button, PowerPoint

  • Opening screen gives four options:

  • Autocontent wizard leads you through decisions, helps you organize your thoughts

  • Design template gives you a preformatted slide design – easy to change at any time

  • Blank presentation if you know what you want – add elements manually

  • Open existing file – lists recently used files below

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Customizing the toolbar

  • If menus show recent commands only…

    • Tools/Customize/Options to turn it off, delay, or reset

  • If you can’t see all of the standard & format toolbars…

    • Tools/Customize/Options to break it into 2 separate toolbars

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Opening a blank presentation

  • Choose “blank presentation” upon opening, or File,New

  • Autolayout is default 1st screen

  • 24 slide layouts

    • Title slide

    • Bulleted list

    • Lists with graphics, charts, combinations

    • Secondary title only slide

    • Blank slide (set your own layout)

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Design templates

  • Common Tasks, Apply design templates

  • You can apply a new design template at any time, as many times as you like

  • Light backgrounds, dark text good for printed materials, overheads, presentations with competing light sources, web materials

  • Dark background, light text for projector presentations in dark rooms

  • You can design your own templates, save them in Design Templates for future use

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PowerPoint window

  • Title bar

  • Menu bar

  • Toolbars

  • Outline pane

  • Slide pane

  • Notes pane

  • Format buttons

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Moving around a presentation

  • Outline pane – text of slides only

  • Slide pane – what the audience sees

  • Notes pane – notes for the speaker

  • All panes have a scrollbar

  • View format buttons in lower left of screen – different variations of these 3 panes

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Changing views

  • Normal – 3 pane view – all three panes share space – click and drag frames to change pane sizes

  • Outline view – same 3 panes, but outline is emphasized

  • Slide view – 3 panes, slides emphasized

  • Slide sorter – slides only – entire presentation in thumbnail view

  • Slide show - what the audience sees (Esc to return to normal)

    • View/Notes a 5th option – Slide, speaker notes

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Inserting a slide

  • New slide button, or

    • Insert,New slide, or

    • Common tasks,New slide

  • Choose layout from Autolayout

  • Placeholders for title, bullets, other elements

  • Click inside placeholder for insertion point, start typing

  • Click outside to finish, or choose new slide

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Deleting slides

  • Choose slide icon(s) in outline, hit delete button, or

  • Choose slide icon(s), Edit, Delete slide

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Slide headers and footers

  • View,Headers and footers

  • Slides are allowed footers only

  • Handouts, notes can have headers, different format than slides

    • Date and time (auto-update or fixed)

    • Header, footer text

    • Slide numbers, page numbers

    • Apply to one or all

    • “Don’t show on Title slide” checkbox

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Inserting slides from outside

  • Insert, Slide from files, Browse for presentation

  • Will show slide by slide preview of entire presentation

    • Use scrollbar to move around

  • Double-Click to insert a slide, or use “Insert All” button

  • It will convert to current design template, current headers and footers

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Autocontent wizard

  • Leads you through a series of decisions

  • Helps you organize and structure your thoughts

  • Good for first few presentations

  • Choose at outset, or File,New,General tab,Autocontent wizard

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Autocontent wizard (con’t)

  • Type of presentation (what are you trying to do?)

  • Type of output (onscreen, web, overheads, slides)

  • Titles and Footer options

  • Gives you an outline with related ideas grouped together in each slide

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Format painter

  • Select text you want to copy

  • Click the paint brush (single-click for one-time use, double-click for multiple uses)

  • Cursor turns to a paintbrush

  • Select text you want to convert

  • Double-click icon to turn it off, if necessary

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Promoting and demoting text

  • PowerPoint presents an outline

    • Outline = Hierarchy of information – increasingly more specific

  • R-click on toolbars – choose outline toolbar – shows up on left vertical

  • Choose any text in either pane

    • Right-pointing arrow to demote, left-pointing arrow to promote

    • You can promote to title slide level in outline pane only

    • You can also click and drag the bullet left or right to promote/demote

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Changing the order of slides and bullets

  • Use up and down arrows on Outline toolbar to move bullet points

  • Can also drag and drop items within slides using bullets points as “handles”

  • Move entire slides in same way, but best to collapse outline first

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Collapsing, expanding slides

  • + will expand chosen slide only, - will collapse chosen slide only

    • Collapse – title only

    • Expand – shows all text

  • Collapse All to see only titles (Expand All will show all text)

    • Good for long presentations

    • Good for moving slides

  • Collapse all, then expand single slides as needed

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Summary slide

  • May need to add this button

    • Use arrow at very bottom of Outline toolbar, add Summary Slide button

  • Select several slides, hit Summary Slide button

    • Will create a new slide composed of slide titles

    • Inserts before first chosen slide

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Viewing and navigating the slide show

  • Use slide show button lower left hand corner (icon looks like a screen)

    • Will start at chosen slide

  • F5 works too

    • Will start at beginning

  • L-click to move to next slide

  • Esc to end slide show

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Basic slide show Controls

  • Advance to next slide:

    • N, Enter, Spacebar, PageDn, mouse click, right or down arrow

  • Return to previous slide:

    • P, backspace, PageUp, left or up arrow

  • Go to specific slide number:

    • Number + enter

    • R-click, Go, By Title or Slide Navigator

  • Go to beginning

    • Hold both mouse buttons down for 2 seconds

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Using the pen

  • Very cool!

  • Not permanent, more like a football telestrater

  • Ctrl + P, or

  • R-click/Pointer options/Pen to turn it on (choosing pen color also turns it on)

  • Arrow icon replaced by pen icon

  • “E” erases it

  • Ctrl + A turns it off

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Blank screens

  • Useful with pen, or to focus attention elsewhere

    • B to go to Black screen, B to return

    • W to go to white screen, W to return

  • Pen color will change depending on which screen you use

    • Insures a contrasting color

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Hiding the cursor and button

  • Default is “autohide”

    • Will stay hidden until cursor is moved

    • Will rehide in 7 seconds

  • CTRL + H will hide the pointer and button

  • CTRL + U will return to autohide

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When in doubt…

  • F1 will show you all available options

    • Only works during slide show

  • Right-click will give you most available options as well

    • Left-click on Options button will give same menu

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Output options

  • File/Print/Print what?

    • Slides

    • Handouts

    • Notes

    • Outline

  • Transparencies are slides printed to clear plastic

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Output options (con’t)

  • Slide is slide print only (title page of materials) – top page is slide, scaled, portrait

  • Handouts are what you have – you can manipulate # of slides and columns

  • Notes are what I have – slide and notes

  • Outline is the outline pane only (condense for topics only)

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Non-color previews

  • Not always necessary to print in color

    • Notes and outlines

    • Mock-ups, draft copiess

  • Grayscale button on standard toolbar gives you preview

  • Grayscale button + shift gives you a black and white preview (not always pretty!)

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Graphic bullets, numbers

  • Change bullets to numbers – select text and hit numbering button

  • Change bullet style – Select text, hit bullet button, Format/Bullets and Numbering gives you 8 styles

  • “Character” gives you many more

  • “Picture” gives you fancier ones – some are automated

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Changing fonts in a presentation

  • Select text, change font in toolbar for isolated changes

  • Format, Replace fonts will find and replace a specific font in presentation

    • A blunt instrument - can’t change size or attributes

    • May be easier in Slide Master – you can change any aspect of font there

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Clip Art

  • Insert/Picture/Clip Art

  • Three category tabs(picture, sound, motion)

    • Select a category and choose picture, or

    • Type keyword into Search For box and choose picture

  • 4 icons appear:

    • Inset

    • Preview

    • Add to new category

    • Search for similar styles, subjects

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Clip Art (con’t)

  • Choose insert (top icon of the 4)

  • Click and drag to move picture

    • 4-headed arrow

  • Click and drag sizing boxes to resize

    • 2-headed arrow

  • Use picture toolbar for more options (recoloring, brightness, cropping)

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Inserting a picture

  • Insert, Picture, From File

  • Picture will appear

  • Select picture to move (4-headed arrow) or resize (2-headed arrow)

  • Picture Toolbar will appear

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Picture toolbar

  • Right-click in upper gray area, select Picture toolbar

  • Toolbar manipulates color, contrast and sizing

  • Icons, in order, are:

    • Insert picture

    • Image control: 4 options

      • Auto (color), Grayscale, B/W, watermark

    • Contrast control (2 icons – more and less)

    • Brightness level (2 icons – more and less)

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Picture toolbar (con’t)

  • Cropping

    • Click icon, move to sizing box, click and drag, that portion of the picture will be cropped off

  • Border line size

  • Recolor – will change colors in picture - select color to change with checkmark, then switch the color

    • Uncheck the box to revert to original scheme

    • Won’t work for all images

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Picture toolbar (con’t)

  • Format picture (contains many previous options – more exacting control)

    • Colors, sizing, ratio locks, rotation, text box format, alternate web text

  • Set Transparent colors – to make certain sections of image transparent

    • Won’t work for all images

    • Setting background color to transparent will allow PowerPoint background to show

  • Reset picture – if you want to start over

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Word Art

Word Art!

  • Bring up Word Art toolbar (R-click in upper gray, choose Wordart)

  • Insert Word Art button – Blue A

  • Choose a style, click OK

  • Choose a font, size, enter text

  • No wrap – use hard returns

  • Move it (click and drag), size it (click and drag sizing boxes)

  • Yellow diamonds manipulates curves

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Drawing toolbar

  • Bring up drawing toolbar

  • Lines and arrows buttons

    • Click and hold to start, drag, let go to end – manipulate with sizing boxes

  • Shapes buttons: circle and square

    • Click and hold to start, drag, let go to end – manipulate with boxes

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Drawing toolbar (con’t)

  • Select paintbucket to add fill colors (closed objects only) - choose ▼ to change color

  • Select paintbrush to add line color – choose ▼ to change color

  • Select “A” to add text color – choose ▼ to change color

  • Shadow button to create shadow

  • 3-D button to create 3-D version of shape

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Creating a text box

  • R-click in upper gray area, select “drawing”

  • Drawing toolbar shows up at bottom

  • Select text box button (“A” in box)

  • Drag and draw the box (you pick width, text determines height)

  • Type in text, click outside box

  • Text is within a graphic object, so it won’t appear in outline

This is a text box!

Creating a text box con t l.jpg
Creating a text box (con’t)

  • Drawing toolbar has fill color (paintbucket), line color (paintbrush), text color (A) options

    • Click icon for that color, or ▼ to pull down other color options

  • Line style, dash style buttons to choose a border style

  • Right or left justify, or center text

  • Change attributes of text with B, I, U, font and font size

  • Resize and move with handles

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PowerPoint on the Web

Hyperlinks to other slides

Slide pane

Collapse/Expand buttons

Previous/next buttons

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  • Click Autoshapes, choose shape category

  • Lines - Free draw, lines, arrows

  • Other categories: Basic shapes, connecters, block arrows, chart elements, cartoon balloons

  • Yellow diamonds will adjust various aspects of shape (curves, width)

  • Some can have text inside – cursor will show insertion point

It’s easy!

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Rotating objects

  • Select object

  • Click Free Rotate button (arrow curving around a circle) – sizing boxes change to circles

  • Place cursor on circle, Click and drag to rotate

  • Draw,Flip or Rotate will do it too

  • Draw, Nudge for slight moves in any direction

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Grouping objects

  • Select object, hold down shift key, select next object

  • Will maintain spatial relationship to each other

  • One collective set of sizing and moving handles

  • R-click, select Grouping to keep them grouped

  • R-click again for ungrouping, regrouping

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Action buttons

  • Choose button, size it, dialogue box will appear

  • Click or mouse-over action

  • To new slide, file, program, macro, website

  • Add sounds, highlight

  • R-click on box, Hyperlink, Edit hyperlink to edit

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Text hyperlinks

  • Select text

    • Pick words with most meaning

  • R-Click, Hyperlinks

    • Link to web page

    • Link to document

    • Link to other slide in presentation

    • Link to other presentation

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Image hyperlinks

  • Action buttons are image hyperlinks

  • Insert image

  • R-Click, choose hyperlink, or

  • Choose Action settings

    • Add links

    • Add sounds

    • Add behaviors

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Slide and Title Masters

  • Slide Master affects ALL slides

  • Title Master affects all title slides

  • View, Master, Title master or slide master

  • Sets format of templates

  • Size, drag, delete elements

  • Change font and size of text

Notes and handout masters l.jpg
Notes and Handout Masters

  • Same options, but for notes and handouts

  • View, Master, Notes or Handouts

  • Handouts are tricky – need to first set format in print menu, then manipulate it in

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Changing color schemes

  • Format, Slide color scheme

  • Several preset schemes – apply to one (good for emphasizing one slide) or to entire show

  • Each scheme has 8 colors

  • Custom tab to manipulate colors

  • Add to standard schemes button to save scheme, or delete it with Delete Scheme button

Backgrounds l.jpg

  • Format, Background

  • Choose new color main option (which you can change in “Color Scheme”)

  • Omit Background Graphics From Master a useful option

    • Good for web pages, uncluttered handouts

    • Smaller file size

  • “Fill effects” can change background to a gradient, texture, pattern or photo

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Inserting charts from Excel

  • For more complex charts, with lots of data

  • Create in Excel, import to PowerPoint

  • Insert, Object, Create From File

    • Browse to chart and select

  • Can’t manipulate in PowerPoint other than size and move

    • Create directly in PowerPoint for more control

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Creating a chart

  • Click Insert Chart button – sample chart and sample excel sheet appear

  • Manipulate chart by changing heading and numbers in excel sheet

  • Size and move elements within chart (screentip tells you name of each one), and chart itself

  • Manipulate elements with a R-click over that element

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Modifying the chart

  • To change data - D-click chart – datasheet appears

  • R-click different elements to format them (legend, bars of chart)

  • Use “Chart” menu to get wizard options back

Tables l.jpg

  • Insert Table button

    • Move cursor to choose # of columns, rows

  • Insert, Table

    • Choose number of columns and rows

  • Click and drag border to move table

  • Click and drag cell walls to move them, use sizing boxes to size entire table

  • Place insertion point in cell to add text

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Modifying a table

  • Tables and Borders button brings up toolbar

    • Draw lines with pencil button, erase with eraser button

    • Border size and color, fill colors

    • Cell merge/split

    • Text alignment (top, middle, down)

    • Use Table ▼ dropdown in toolbar to add or remove cells and rows

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Sounds From Gallery

  • Insert/Movies and sounds/Sounds from gallery

  • Type “sound” in Search For box to see all gallery sound clips

  • Most aren’t useful for a professional audience

  • Choose sound, prompt will ask if you want sound to play automatically or on mouse-click

  • Sound icon shows, will show on actual slide show – size and move, DON’T delete

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Sounds From File

  • “From File” means you’ve got your own sound file

    • Record yourself

    • Web has every sound you could possibly need

  • Insert, Movies and Sounds, Sound From File

  • Same rules as Gallery Sounds

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Playing a CD audio track

  • Insert/Movies and sounds/Play CD

  • Which track(s), how long, loop

  • Prompt will ask auto-play or on mouse-click

  • CD icon appears, will show on actual show

  • To play across several slides, go to Slide Show, Custom Animation, Multimedia

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Adding video

  • Insert, Movies and Sound, Movies from Files

  • Make sure the file is small enough to transport and play easily

  • Make sure host computer has proper media player (older Windows Media Player a safe bet)

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Automating the slide show

  • Slide Show, Rehearse timings

    • Can be used to get timings on individual slides, entire show

    • Pause, Reset options

    • Can use those timings for an automated show (“Yes” when prompted)

    • Can keep timings for reference, but turn them off for actual show

      • Slide Show, Set Up Show, Unclick “Use timings when present”

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Recording Narration

  • For stand alone show

    • VERY useful to to record a presentation – will record narration, timings, audience reaction

  • Slide Show, Record Narration

  • Change Microphone level, or sound quality, click okay

    • Link the file in check box at bottom for long presentations (smaller files)

  • Slide show will start, recording will start

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Slide transitions

  • Slide show/Slide transition, or

  • Click transition button

  • Select which transition, speed (slow, medium, fast), change on mouse-click or pre-timed, play sound

  • Will preview automatically w/dog and key

  • Apply to apply to current slide, or Apply To All

  • Small icon will appear beneath all affected slides in slide sorter (shows timings as well)

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Pre-set animations

  • Slide show/Preset animations will show list of presets – OFF is at top

    • Some of these are quite annoying – Laser text a prime example

    • Simple appear and dissolves are better (make sure it’s not word by word!)

    • Yellow star is animation shortcut button

  • To set animations for all slides in slide sorter view – Ctrl + A to select all, then set your animation

  • Slide show/Custom animation will allow much greater control

Custom animation l.jpg
Custom animation

  • Custom animation can be created ONLY while in Normal View, one slide at a time

  • Choose your slide

  • Slide Show, Custom Animation

  • Check all objects you wish animate

    • Good idea to have one non-animated object, usually the title, to appear when you change slides

  • Each selected object has 4 tabs to work with: Order and Timing, Effects, Chart effects, Multimedia

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Custom animation (con’t)

  • Order and Timing > choose order objects appear, set timing of each object or advance on mouse-click

  • Effects > Highlight the object, select the effect, from which direction, at what speed, sound effects, dim after animation, text introduced all at once or by level

    • Introducing by level allows you to discuss each bullet point

    • Dimming after animation allows you to emphasize the point you’re currently on

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Custom animation (con’t)

  • Chart effects > allows you to introduce each chart element separately, with same options as text effects (effects, direction, sound, dim after animation)

    • Grayed out if there is no chart

  • Multimedia > allows you to play sounds during animations, time sounds to play for one slide or several, stop when you move to next slide, pause to wait for sound to finish

    • Grayed out if there is no media

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PowerPoint on the Web

Hyperlinks to other slides

Slide pane

Collapse/Expand buttons

Previous/next buttons

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PowerPoint on the Web

  • Individual files are small, easy to download

  • Don’t need PowerPoint to view it

    • All written in html

  • End result has links to slide title on left, slides on right

  • Bottom of page has arrows to move slide by slide

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File structure

  • A PowerPoint presentation is one file, a web-based version is many files

  • First file is presentation name.htm (Powerpoint2000.htm)

    • This is the one you link to

    • Very small file, easy to download

  • All other files are in folder called presentation name (Powerpoint2000)

  • Copy folder and file into website

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Creating the presentation

  • Same as you would a regular presentation

  • Avoid gratuitous graphics, sounds, movies, transitions

  • Take advantage of hyperlinks

    • Highlight text, R-click, choose “hyperlink”

    • Type in Web address

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How to Publish

  • Save presentation

  • File, Save As Web Page

  • Click “Publish” button for options

    • Complete presentation or section

    • Choose “All Browsers”

    • Decide whether to include speaker notes

  • “Web options” button for more control

    • Navigation controls

    • Slide animations

  • Click “Publish” when done

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Test your presentation

  • Test in more than one browser

    • Netscape

    • Explorer

    • America Online (need to subscribe)

    • Mac (know someone who has a Mac)

  • Tends to work better in Netscape

    • Text is smaller

    • “All Browsers” option makes it work better in Explorer (95% of all browsers)

  • Test all internal links

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Importing text from Word

  • Insert,Slide from outline

  • Browse to file and select

  • Will import entire file as a presentation

  • Uses headings in Word to determine structure –

    • Heading 1 converts to slide titles, Heading 2 to first level bullet points, Heading 3 to second level, etc.

  • Choose a design, choose layouts, edit text to fit inside slides, and you’re done