MS PowerPoint Tips and explanation
Table of Contents • Create a presentation • Open a new presentation • Edit slides • Background • Transition • Practical tools • Create a Powerpoint Template • Introduction • How to use a template • How to create a template • Do’s & Dont’s • Tips • Use PowerPoint in a training • Interesting links
Create a presentation (1)Open a new presentation • MS PowerPoint is a program in which you can simply create presentations • You can create a new presentation by clicking: ‘file > new’. You will see the following scheme where you can choose your format.
Create a presentation (2)Edit slides • You can enter text when the textbox is selected • To insert a new slide, go to: • ‘Insert > New slide’, or • Click in the toolbar on or • Use the shortkey: Ctrl + M • If you are familiar with MS Word you probably will not have difficulties with the layout options of PowerPoint since the menu structures is the same.
Create a presentation (3) Background • To change the colour of your background, go to: ‘Format > Background’. You will see the next screen: • You can choose what colour to use and you can apply this background to all your slides (‘Apply to all’) or just to the one you are working on (‘Apply’).
Create a presentation (4.1) Transition Choose your transition type Choose transition speed, varying from slow to fast Here you can add a sound Choose if you want to go manually to the next slide or automatically Click this button if you want to apply your choices to all slides To view the show, click on this button PowerPoint has a lot of options for transitions between slides. If you go to ‘Slide Show > Transition’ you will find the left screen
Create a presentation (4.2) Transition Despite the large amount of funny transition possibilities in PowerPoint, do not try to use all of them in one presentation. Your audience will be distracted by sounds or movements.
Shows the selected slide on full screen Overview of all slides is given Normal view, you can adjust your slide when this icon is active • Create a presentation (5) Practical tools • At the left side in your screen all slides are presented in a small version. This helps to navigate through the presentation. The bordered slide is the one in which you can make adjustments. • At the left bottom you will find three icons:
2. PowerPoint Templates (1)Introduction • A PowerPoint template is a design for a presentation.You can use standard designs, but you can also create your own in which you can add characteristics which you will use throughout your whole presentation. For example: Background, font type, colors, line spacing etc. • Once you have created a template you don’t need to adjust these characteristics on every slide.
2. PowerPoint Templates (2.1)How to use it • In MS PowerPoint some template designs are already available. To use these in your own presentation go to: ‘file > new’. You will see a screen like the picture on the right. Here you choose for: “from design template”
2. PowerPoint Templates (2.2)How to use it • Now you will see a screen like the picture on the right. You can open a template by clicking on it. Or if you can brows to a certaint template on your computer by clicking on ‘Browse’.
2. PowerPoint Templates (2.3)How to use it • Once you have opened a template all the fixed characteristics are presented and ready to use like the pictures below. You can simply add your text.
2. PowerPoint Templates (3.1)How to create a template • You can also create your own template for example with your company logo and the fonts you usually use. • To create your own template open a new presentation in PowerPoint. (‘File > New’) • Then click: ‘View > Master and choose for Slide Master.
2. PowerPoint Templates (3.2)How to create a template • PowerPoint automatically adds some features in a slide which you can adjust
2. PowerPoint Templates (3.3)How to create a template • To add a master for a title slide, rightclick in the left part of the screen (see picture) and choose ‘new title master’
2. PowerPoint Templates (3.3)How to create a template • When you finished your own template it is important to save it as a design template. Normally when you save a presentation, your filename will end with ‘.ppt’. But the name of a template will end with ‘.pot’. • To save your file go to: ‘File > Save as’. Choose to save your file as a ‘Design Template’ (see picture).
3. Do’s and Don’ts (1) • Keep it short When you show a slide your audience will directly read everything on it. It is important not to put too many words on one slide; otherwise the audience is not listening to you anymore. The maximum amount of words on your slide should be around 20. • Use catchwords To meet the latter criteria you should stick to catchwords only.
3. Do’s and Don’ts (2) • Round off your numbers In a presentation your audience is probably not interested in exact numbers, but in relations between numbers. With round numbers you will keep a clear overview and your audience will not be distracted by all those numbers.
3. Do’s and Don’ts (3) • Use contrasting colors: The background of your slide should contrast with the text on it.
4. Tips (1) • Check for updates To get the latest version, you can do this at: http://office.microsoft.com/nl-nl/officeupdate/default.aspx • Start professionally When you create a file with the extension ‘.pps’ PowerPoint automatically opens your file from the explorer as a presentation. You can go to: ‘file > save as > then type .pps behind the name. Or in some versions you can choose for file > save as > PowerPoint show. The advantage of this option is that you do not need to open the program PowerPoint. In this way, your audience can not see the slides on beforehand.
4. Tips (2) • Jump to a slide To jump to a slide, simply press the slide number and the ‘enter’ button and PowerPoint automatically jumps to your slide. • Restart the presentation To restart your presentation press the left and right mouse button at the same time during two seconds. PowerPoint will start all over with you presentation.
5. Use PowerPoint in a training (1) • If you want to give training to your audience, PowerPoint is a very useful tool • You can easily put pictures and text in it • It is even possible to let local people translate slides On the next slides you find some examples of a training given in Yemen (2006) on Spate Irrigation by MetaMeta.
6. Interesting links • www.quasar.ualberta.ca/edit202/tutorial/PowerPoint/PowerPoint.htm An overview of links to PowerPoint tutorials • www.presentationhelper.co.uk PowerPoint Tips, general presentation explanation, PowerPoint templates etc… • http://www.awesomebackgrounds.com Lots of backgrounds for your PowerPoint presentations • http://www.computertips.com/Microsoftoffice/MsPowerPoint/aheader.htm All sorts of tips on PowerPoint