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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

Microsoft PowerPoint 2000

Presentation Software

starting powerpoint
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
customizing the toolbar
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
opening a blank presentation
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)
design templates
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
powerpoint window
PowerPoint window
  • Title bar
  • Menu bar
  • Toolbars
  • Outline pane
  • Slide pane
  • Notes pane
  • Format buttons
moving around a presentation
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
changing views
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
inserting a slide
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
deleting slides
Deleting slides
  • Choose slide icon(s) in outline, hit delete button, or
  • Choose slide icon(s), Edit, Delete slide
slide headers and footers
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
inserting slides from outside
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
autocontent wizard
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
autocontent wizard con t
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
format painter
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
promoting and demoting text
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
changing the order of slides and bullets
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
collapsing expanding slides
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
summary slide
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
viewing and navigating the slide show
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
basic slide show controls
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
using the pen
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
blank screens
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
hiding the cursor and button
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
when in doubt
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
output options
Output options
  • File/Print/Print what?
    • Slides
    • Handouts
    • Notes
    • Outline
  • Transparencies are slides printed to clear plastic
output options con t
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)
non color previews
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!)
graphic bullets numbers
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
changing fonts in a presentation
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
clip art
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
clip art con t
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)
inserting a picture
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
picture toolbar
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)
picture toolbar con t
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
picture toolbar con t41
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
word art
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
drawing toolbar
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
drawing toolbar con t
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
creating a text box
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
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
powerpoint on the web
PowerPoint on the Web

Hyperlinks to other slides

Slide pane

Collapse/Expand buttons

Previous/next buttons

autoshapes
Autoshapes
  • 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!

rotating objects
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
grouping objects
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
action buttons
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
text hyperlinks
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
image hyperlinks
Image hyperlinks
  • Action buttons are image hyperlinks
  • Insert image
  • R-Click, choose hyperlink, or
  • Choose Action settings
    • Add links
    • Add sounds
    • Add behaviors
slide and title masters
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
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
changing color schemes
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
Backgrounds
  • 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
inserting charts from excel
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
creating a chart
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
modifying the chart
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
Tables
  • 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
modifying a table
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
sounds from gallery
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
sounds from file
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
playing a cd audio track
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
adding video
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)
automating the slide show
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”
recording narration
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
slide transitions
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)
pre set animations
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
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
custom animation con t
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
custom animation con t77
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
powerpoint on the web78
PowerPoint on the Web

Hyperlinks to other slides

Slide pane

Collapse/Expand buttons

Previous/next buttons

powerpoint on the web80
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
file structure
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
creating the presentation
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
how to publish
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
test your presentation
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
importing text from word
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
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