Beginner
Tech
Tutorials
Creating A Presentation
Quick Keys
Slides
Editing Text
Moving Text and Graphics
Inserting Graphics
from the Internet
Graphics
Downloading
Graphics from the Internet
Animation
Inserting Background
Sound
Downloading
Sound Files from the Internet
Hyperlinks
Saving Your Presentation
Advanced
Tech
Tutorials
Microsoft
Photo Editor Microsoft Photo Editor is an imaged editing program
that is part of Office Tools that comes with Office 97. If you have
installed all of Microsoft Office 97, you already have this program.
To locate it, click Start, Find, Files or Folders and then type Microsoft
Photo Editor in the "Named" line. After you locate it this way, right
click on it to create a shortcut on your desktop. If you do not locate
Photo Editor, reinstall Office 97 and select Office Tools.
Creating Data Charts
Working With Clipart
Grouping/Ungrouping
Clipart
Recoloring Clip Art
Using AutoClipArt
Running & Automating
Slide Shows
Automatic Show Timings
Auto Advance
Using the Annotation
Pen
Action Buttons
Inserting A Movie
As you start PowerPoint a dialog box is displayed and asks, among other
questions, if you want to start the AutoContent Wizard. Click Cancel.
1. On the left side of thetoolbar you see a piece of paper with
a folded corner, click it (new).
2. Choose an AutoLayout slide. Do not select a layout that
included an image. This will become the first slide in your presentation.
Quick Keys
At the bottom left corner of the screen are quick keys. By holding
the mouse over each
key you will see a small text box which tells its function.
1. Slide View shows the actual way a slide looks.
2. Outline View gives you an outline form of your presentation.
3. Slide Sorter View which has a series of 4 boxes gives you
an overall slide sorter of
your presentation.
4. The last key is the Slide Show key which gives you a preview
of your presentation.
5. To exit the slide show preview press the escape key on the
keyboard.
Back
Slides
These are the building blocks of your presentation. A slide can include
text, graphs,
clipart, graphics, sound, and Internet hyperlinks.
1. Click the slide sorter quick key in the botom left corner
of the screen.
2. Selecting a background
To change the background of your presentation:
1. Click Format...Background and select the desired background.
Once a background has been selected it can be altered by changing
the color:
(Format...Slide Color Scheme) You will be asked if this change
will affect only
this slide (Apply) or the entire presentation (Apply to All).
3. To select a more sophisticated background design click Format...Apply
Design and
choose your design background.
4. To view a single slide while in the Slide Sorter View environment,
double click it
with the mouse.
5. To add text to the slide while in this view, click the text
button
at the bottom of the screen. (The text button looks like a
sheet of paper with a capital A on it) You mouse will become
a text frame. Click
the mouse on the slide where you wish to place text. The
text frame will resize
automatically as you type.
By using the button on the right scroll bar you can move from one slide
to the other
quickly.
Back
Editing Text
Text can be edited in the Slide View Sorter environment.
Text is edited much the same as any word processor program.
1. Delete text by highlighting(click and drag the mouse)
the passage you wish to delete
and press the delete key. Text can also be deleted by clicking
the mouse behind it
and pressing the backspace key.
2. Change Font style,size, and color by highlighting it and clicking
Format, Font
Back
Moving Text and Graphics
To move text or graphics:
1. Click on it (highlight text by clicking and dragging the mouse)
2. Move the mouse over the text or graphic you wish to move until
it becomes two
crossed arrows.
3. When this symbol appears text can be moved around on the slide.
4. When the text frame is surrounded by a diagonal lined frame
it can be resized.
5. When the diagonal lined frame is clicked on and becomes a
dotted lined frame and
can be deleted.
Back
Graphics
To add clipart from the PowerPoint Clipart file:
1. Click Insert...Picture...Clipart
To insert clipart from another source:
2. Click Insert...Picture... From File and select the graphic file
you wish to insert.
Back
Inserting
Graphics from the Internet
Clipart can be located and downloaded using a lycos picture search
at
http://www.lycos.com (be sure to click in the picture search)
or a collection of clipart files are located at:
http://members.aol.com/campbelc53/projects/web.htm
Back
Downloading
Graphics from the Internet
1. While viewing the picture on the Internet hold the mouse
over it and click the right
mouse button.
2. Choose save image as...and save the image to the appropriate
file or dirve. Notice
the name of the image. You can change it before it is downloaded
if you wish.
3. To insert it in a PowerPoint slide:
Click Insert...Picture... from File and locate the name of the
image you saved.
Back
Animation
To add animation to text or graphics:
1. Highlight the image or text you wish to animate.
2. Select the animation type using the buttons at the top of
the screen. If no buttons are
onscreen click the yellow star. The animation effects are
drive-in, flying, camera,
flash once, laser, typewriter, and drop in. If you hold
the mouse over the button
you will see text which indicates the animation effect.
Once a button is clicked
an animation order number appears. You can change animation
order if you
wish by clicking on the number in the animation order box.
Beside the animation
order number click the custom animation button to choose your
animation effect.
At this point sound can be added with the animation to the slide.
3. Select the Entry animation and sound.
1. The first selection lets you choose how your text is
animated.
2. The second selection allows you to add sound with the
animation to the slide.
You can also choose no sound.
3. You can choose from one of the sound effects that come
with the PowerPoint
or you can download a sound file from the Internet. Be sure the
sound file isn't too
large (under 100k) or you won't be able to save it on a diskette.
If you do not wish to use the PowerPoint sound files you can
select your own by
choosing Other Sound.
4. Click OK or none of your custom animation choices will take
effect.
Back
Inserting
Background Sound
Sounds can be added to your PowerPoint presentation as a background
sound.
1. Choose Insert... Movies and Sounds...Sounds from File and
select the sound file you
wish to use.
2. You can even record your own narration for the presentation
however be sure you will
be running the presentation on a powerful computer if you choose to
do this.
Back
Downloading
Sound Files from the Internet
Sound files can be located on the Internet using the sound search at:
http://www.lycos.com
Or a collection of sound files are located at:
http://members.aol.com/campbelc53/projects/web.htm
1. Once a sound file is located hold your mouse over its file
name.
2. Right click on the sound file you wish to download, select
save link as...and select
where you wish to save the sound file.
Back
Hyperlinks
A web site from the Internet can be linked directly into a slide during
your presentation if
your computer is connected to the Internet. Be sure to save your
presentation before
doing so.
1. Simply type and highlight a key word (or image) for the site
such as:
Jefferson County Schools
2. Click the globe and chain in the top toolbar.
3. In the box identified as Link to file or URL, type the complete
address for the site.
http://201.127.93.3
4. Click OK.
The text is now hyperlinked and will go directly to that web site when
clicked on during
the PowerPoint presentation if your computer is already connected to
the Internet.
Back
Saving Your
Presentation
PowerPoint allows you to save your presentation in several ways:
1. Save... Choose only if you have saved your presentation
previously and wish to save
it again in the exact same manner.
2. Save As... Allows you to save your presentation on the hard
drive or on a diskette if
the presentation is not too large. If it is too large,
you must choose Pack and Go
(see below). Presentations that are saved in this manner
can be viewed on any
Windows 95 computer, but it must have the same PowerPoint software
version
you used to create the presentation in order to view it.
3. Save As HTML... Allows you to save your presentation
to be viewed on the Internet.
4. Pack and Go...Allows you to save your presentation in a zipped (or
compressed) form.
As you go through the Pack and Go process you will be asked if
you wish to take
a viewer. The viewer allows you to use your presentation
on any Windows 95
computer, even if it doesn't have PowerPoint installed.
If you choose to pack the
viewer, too, you must have the PowerPoint CD ROM to do so.
The viewer can
also be downloaded directly from the Internet at:
Microsoft
Back
Creating Data Charts
PowerPoint uses a peripheral program, Microsoft Graph, to help you
create professional-looking charts.
To create a chart in a new slide:
1. Left-click the Insert New Slide button choose a Graph Auto-Layout.
2. Double left-click the graph placeholder on the new slide to
activate Microsoft Graph.
You can place a chart on any slide by choosing Insert, Microsoft Graph
or left-clicking the Insert Graph button.
When Microsoft Graph launches, a datasheet (a grid with columns and
rows where you enter your numbers) displays with sample data. Additionally,
MS Graph displays its own toolbar and menus so you have access to charting-specific
commands.
To enter information in the datasheet:
1. Left-click a cell.
2. Replace its sample contents with your data and press
enter.
3. When entering a value in the datasheet, you automatically
change the chart as well.
4. When finished, left-click the datasheet’s Close button
to see the graph.
5. To exit and embed the chart as an object, left-click
outside the graph object.
After you create a chart, you can edit its data if necessary.
To do so:
1. Activate the chart by double left-clicking it.
2. Left-click the cell you want to edit, then type in the
new information.
3. The chart will be updated when you press Enter.
4. When finished, close the datasheet by left-clicking
the View Datasheet button.
Changing Chart Types
PowerPoint automatically uses a columnar chart type when you create
a graph. You can create several different chart types. To change
the chart type:
1. Activate the chart.
2. Left-click the Chart Type drop-down list arrow.
3. Choose the desired type and PowerPoint will redraw the chart.
Moving, Resizing, & Deleting
Moving
Activate the chart and move it by moving the mouse to the center of
the chart and then drag it to the desired location.
Resizing
Left-click the chart and move the mouse pointer over a corner of the
chart. Drag the mouse to resize the chart.
Deleting
Activate the chart and press the delete key.
Working With Clipart
The ClipArt Gallery included with PowerPoint includes a variety of
pictures. You can also purchase additional clip-art or download clip-art
from the Internet. There are two methods of inserting clip-art into
your presentation.
1. Left-click the Insert New Slide button and choose an AutoLayout
with a clip-art placeholder. Double left-click the clip-art
placeholder on the slide to access the Clip Art. This method will
not work when importing clip-art. This method will not save your
imported clip-art after you close and save the slide. To use imported
clip-art you must use the second method.
2. Click Insert, Clip Art and select from Clip Art or from file.
Select the image you desire.
When using the Clip Art Gallery you simply find the desired image
and double click it or click it once and then click Insert. After
placintg clip art on your slide, you can change its size and location.
To move it, place the mouse on the center or the image and drag it to the
desired location. To change the size, move the mouse to a corner
of the image until it becomes a double arrow. Then click and drag
it to resize it.
Back
Grouping/Ungrouping
Clipart
Some clipart that comes with PowerPoint can be taken apart thus allowing
you to only use one part of the clipart image.
1. Activate clipart (click on it).
2. Right click on image and select Grouping…Ungroup. You must
convert the object first by clicking Yes.
3. Click off the object.
4. Click and drag on the part of the image you wish to separate.
Back
Recoloring Clip Art
You can change the color of clip art from the Clip Art Gallery.
1. Click on the clip art image.
2. Choose Tools...Recolor. This will display the Recolor
Picture dialog box.
3. Left-click the drop-down list arrow for the color you want
to change in the New column.
If you do not see the desired color, you can select Other Color to
display the Colors dialog box.
Back
Using AutoClipArt
When you use AutoClipArt, PowerPoint scans your presentation text and
finds suitable images. To use this feature:
1. Click Tools...AutoClipArt.
PowerPoint will then browse your presentation to find images that match
the text and display the results in the AutoClipArt dialog box.
In this dialog box:
1. Select a word from the dop-down list.
2. Then select the slide number on which you want to insert the
image.
3. Left-click the View Clip Art button to see which clip-art
images match the selected word.
5. Then double left-click the image you want to insert.
Running &
Automating Slide Shows
To run the slide show click the Slide Show button in the lower
right corner of the screen. To advance to the next slide, click the
mouse or press enter. You can press the backspace key or P to display
the previous slide. You can also type a slide number and press enter
to quickly move to a specific slide. Finally, you can end a slide
show at any time by pressing ESC. If you forget a command, press
F1 to view a list of them.
You can use the slide shortcut menu to navigate within a presentation.
Display the shortcut menu by right-clicking in any running slide show or
left-clicking PowerPoint’s control panel in the lower-left corner of the
screen. When you see the menu choose command such as Next, Previous,
or End Show. You can choose Go To, Slide Navigator from the
shortcut menu, then double left-click a slide number in the Slide
Navigator dialog box to move to that slide.
Automatic Show
Timings
After a PowerPoint slide show has been created, you can set up the
timings to operate automatically.
1. Click Slide Show.
2. Click Rehearse Timings.
Your presentation will appear and a timer will show at the bottom of
the screen. As you click the mouse you will set the time for each
slide or action to appear. At the end of the presentation you will
be asked if you want to save the presentation with the rehearsed timings.
Back
Using the Annotation
Pen
While running a slide show, you can focus your audience’s attention
by using PowerPoint’s electronic annotation pen. The annotation pen
only works when you are in the Slide preview environment. To use
the pen, press CTRL and the letter P, then left-click and drag to draw
on your slide. You can erase by pressing E on the keyboard, or when
you move to another slide. Then pen color depends on the template
you’re using, but you can change it. Right-click, then chose Pointer
Options, Pen Color from the slide show shortcut ment and choose the color
you want.
You can hide the show’s display to focus the audience’s attention
on you. To do this, press B in a running show to toggle between a
blackened and displayed slide; press W to switch between a blank, white
slide and a displayed one.
Auto Advance
You can create a slide show that automatically advances to the
next slide after a predetermined length of time. To do so:
1. In the slide sorter view click the Rehearse Timings button
on the toolbar.
2. Advance through the presentation at the rate you want the
slides to display. The total and current slide timings are recorded
in the Rehearsal dialog box.
3. When you finish, you can choose to save the slide timings.
To use the automatic slide timings you’ve set for a presentation, choose
View, Slide Show. In the Advance section of the Slide Show dialog
box, choose Use Slide Timings. If you want the slide show to run
continuously, also check the Loop Continuously Until Esc box.
Back
Action Buttons
To make your PowerPoint presentation interactive, you can add action
buttons that will allow your audience to make choices. In the slide
environment, follow these steps:
1. Click Slide Show…Action Buttons.
2. Click the style of button you desire.
3. The Action Setting Screen will appear.
4. Determine the action for the Mouse Click. You can allow the
user to advance to the next slide, previous slide, another slide (by clicking
slide…), another PowerPoint presentation, another file, or go to a web
site (by clicking URL). You can also select to run another program.
At the bottom of the box you can select to have a sound played when the
mouse is clicked.
5. A second tab in the Actions Settings box is the Mouse Over tab.
You can select to have an action or a sound occur when the mouse moves
over the button.
Creating hyperlinks action settings using objects or text.
Text
1. Activate text (click on text once).
2. Highlight passage (click and drag mouse over text).
3. Click Insert Hyperlink toolbar button (looks like globe and chain).
4. Click Browse in “Named Location in File.”
5. Click slide you want text linked to.
If you want sound, right-click hyperlinked text and click “Action Settings.”
You can choose actions when mouse is clicked or when mouse moves over
passage.
Objects
1. Activate object (click on it).
2. Right-click mouse and select “Action Settings.”
Select desired action for Mouse Click or Mouse Over.
Inserting A Movie
You can insert a movie two ways: from the Clip Gallery or from
a file. The Gallery is easy to work with and lets you preview the
movie before inserting it. To use the Gallery, make sure you
have the Office 97 CD-ROM inserted in your CD-ROM drive.
1. In the slide view, display the slide on which you want to place
the movie.
2. Click Insert, Movies and Sounds; then choose
Movie from Gallery.
3. On the Videos page of the Clip Gallery you'll see icons that
represent the opening screen of each
movie. You can preview a movie by just
selecting it and clicking the Play button.
4. When you find the movie clip you want, double-click the clip
to insert it in your presentation.
More Clips
In addition to using the Gallery, you cn access movies on your hard
drive.
1. To do this, copy the file from your CD-ROM or diskette to
your hard drive.
2. Click Insert, Movies And Sounds, Movies From
File. Locate the folder that contains the
movie and double-click the movie to put it
in your presentation.
Clip Gallery Live
You can also connect to the Clip Gallery Live which is a Web site for
previewing and downloading more movies.
1. Choose Insert, Movies and Sounds, Movie From
Gallery to display the clip Gallery.
2. Click the Connect To Web For Additional Clips button (in lower-right
corner of dialog box).
3. Connect to the web and the Clip Gallary Live will appear so
you can preview or download the
movie clips.
Play Options
You can also play the movie clip after it's inserted as an object in
your presentation.
1. In the Slide view, play it by double-clicking the movie object.
2. In a slide show, rest the pointer over the object until a
hand icon appears, then click once.
You can also loop a movie during a slide show, which
makes it run repeatedly until you advance to another slide or tell PowerPoint
to stop running it. To do this:
1. Right-click the movie object in Slide view.
2. Choose Edit Movie Object from the shortcut menu.
3. In the Play Options dialog box, check the Loop Until
Stopped box, then OK.
4. Choose View, Slide Show to start your slide
show.
5. Click the movie clip to start playing it continually.
You can stop running the movie by pressing
the ESCAPE key once or going
to another slide.
You can make a movie play automatically when a slide displays,
instead of manually clicking the clip.
1. In the Slide view choose Slide Show, Custom Animation.
2. On the Timing page, click the Media object that
represents your movie on the Slide Objects
Without Animation list.
3. Click the Animate option button.
4. Click the Automatically option button, then enter the
number of seconds you want to elapse after
the slide dispays before the movie plays.
5. Click OK to close the dialog box.
You can let PowerPoint determine the best size for a video
to make it run smoothly.
1. In Slide view, click the video to select it.
2. Click Format, Picture.
3. Click the Size tab and check the Select Best Scale
For Slide Show box.
4. Click the Reset button before closing the Format
Picture dialog box.
You can also resize a movie as your would any other object. If
you accidentally change it to the wrong size, however, it wil skip when
it is playing.