Using Microsoft PowerPoint - Ashworth College : Courses : Information
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1. gt Select the text with your mouse gt When you release the mouse button a mini toolbar with common functions appears Figure 6 You can select any of the options in the mini toolbar to change the appearance of the text FIGURE 6 The mini toolbar offers quick access to common formatting options You can also format text using the tools in the Ribbon Let s review the different groupings in the Ribbon gt Click the Home tab and hover over the options in the different groups Figure 7 HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW VIEW FORMAT En EZ Layout Calibri Light He lo A A 49 2 5 4 2 tee A B O0o Cs Z2 Shape Fill ih Find B N 1 Reset Ai ALLOYD Ol O 47 L Shape Outline ac Replace r ew AV X v Arrange Quick Slider Section oi Hd See e Be RNA gt W Styles amp Shape Effects Select Font P r Drawing Gs Editing FIGURE 7 The Home tab of the Ribbon displays many tools to format text and paragraphs USING MICROSOFT POWERPOINT 7 The Home tab includes the Font group which includes font style size bold italics underline text effects highlight and color It s easy to experiment and try different formatting for your slides Select the text and click the formatting tool of your choice Your change is made right onscreen gt If you don t like how a change looks click the Undo button in the Quick Access toolbar or press the Ctrl Z ke2. Program We ll start with an introduction to PowerPoint and a review of the different parts of the window You can launch PowerPoint in different ways You can click on the program in your computer s Start menu double click the PowerPoint icon on your desktop or click the PowerPoint icon if it appears in your toolbar Launch PowerPoint now USING MICROSOFT POWERPOINT 1 Once you start PowerPoint the Start screen will appear Figure 1 displaying your options You can create a blank presentation or work with a template A template is a preformatted presentation that has been created for a particular use such as a business presentation or an organizational chart as seen in Figure 1 Powe ame nt Search for online templates and themes 2 Suggested searches Business Calendars Charts and Diagrams Education Medical Nature Photo albums Recent re zy stores tt ian sta r by clickin king o gen Open E i n Other quai tat IO TN IRIRA is 1 WOOD TYPE SLICE Depth S CELESTIAL Open Other Presentations Wood Type lic Celestial NE SZ gt gt a RK ee ZA AN KRS SZ K Ke DROPLET VANAN G i AN AW gt gt lt ro WH INTEGRAL Integral DIVIDEND Damask Retrospect Metropolitan Retrospect lon Boardr Metropolitan FIGURE 1 The PowerPoint Start screen offers many different options including templates which are available to the right We ll begin by creating a blank presentation gt Click Blank
3. hand corner of the PowerPoint screen Figure 47 USING MICROSOFT POWERPOINT FIGURE 47 PowerPoint s Help Icon gt OR press the F1 key Once the Help dialog box has opened enter search terms or navigate through the suggestions displayed to find more information on the topic Figure 48 PowerPoint Help OAA a A Search online help Popular searches Portrait Superscript Indent Snap Columns Watermark Speaker notes Handouts Background Getting started What s C Make the switch New HH to PowerPoint 2013 See what s new Keyboard shortcuts Get free training Basics and beyond j e rE Learn PowerPoint Use PowerPoint Tips for tablets basics Web App FIGURE 48 PowerPoint s Help Screen Tip If you right click with your mouse anywhere in your presentation you can access a shortcut to common PowerPoint features such as formatting cutting and pasting inserting comments and more USING MICROSOFT POWERPOINT Review Other Resources Now that you ve learned about the basics of PowerPoint the best way to enhance your learning is to practice Use different templates Create slides and add content animations and transitions Apply styles and themes Insert images and charts Preview your slideshows To undo any change simply click the Undo icon in the Quick Access Toolbar or press the Ctrl Z keys If you wish to learn more about PowerPoint review some free resources that are available F
4. the Slide Show Options button in the bottom left corner of the window Figure 41 e Allow the slides to continue to the last slide then click the mouse or press the spacebar to return to Normal view FIGURE 41 While in Presentation mode you can use the icons on the bottom left of the window to move through the slideshow Click End Show to end presenta tion mode Tip PowerPoint allows users to use a pen highlighter or laser pointer to mark up slides and call attention to elements on slides as they re being presented to an audience To access these tools click the Pen tool Then select pen highlighter or laser pointer This is a great way to draw attention to important elements on your slides USING MICROSOFT POWERPOINT Use the Find and Replace Features If you d like to quickly f nd a word or phrase in your document you can use PowerPoint s Find feature To replace a word or phrase with another one use the Replace feature Access the Find and Replace tools from the Home tab s editing group Figure 42 iH Find 25c Replace N Select 7 Editing FIGURE 42 Use the Find and Replace tools to quickly find and replace words or phrases in a presentation gt With your presentation open click Find The Find dialog box appears Figure 43 gt Type the word or phrase you want to find and press the Enter key The locations where the word or phrase is found will appear in the pane on the left The word or
5. w Styles gt Q Shape Effects I gt Select ew e Slide Ej Section Clipboard Tu Slides Font Paragraph Drawing Editing FIGURE 15 The Home Tab e Insert use to insert a variety of objects such as the following Figure 16 Slides Tables Images Y Y Y Illustrations pictures online pictures shapes SmartArt clipart screenshots etc Apps Links Comments Text Symbols gt gt gt gt gt gt HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW la E8 Online Pictures l9 E Store FA k ra D A TI Q ii A Media Screenshot Table Pictures i Shapes SmartArt Chart a My Apps Hyperlink Action Comment Text Header WordArt Equation Symbol Video Audio h Box amp Footer 4 u X Slides Tables Images Illustrations Apps Links Comments Text Symbols Media a Photo Album FIGURE 16 The Insert Tab USING MICROSOFT POWERPOINT e Design use to apply themes and other types of formatting to your presentation Figure 17 namely Themes are predefined designs you can apply to your presentation Variants allow you to make modifications to themes Customize allows you to make additional global design changes to your slideshow HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW e le JESN M Size Background Themes Variants Customize FIGURE 17 The Design Tab Transitions use to work the special effects betwee
6. Apply To All Preview Transition to This Slide Timing FIGURE 35 Click More Transitions to view additional transitions gt Select the transition you want to apply Figure 36 The transition is added and a preview is shown Subtle m Ii Reveal Random Bars O S lol E li id lal CG N Oo lt nt gt lt f amp Fracture a J n cu oO cu 5 m C ot u 5 n DD o m L_ R pE gt 2 vA B C a a a Q m Ww a m Q Honeycomb 1 H x ao re gt lt N o re 3 Dynamic Content E bd Pan Ferris Wheel Conveyor E le Fly Through fa En cu m FIGURE 36 Select the transition to add to the slide gt Modify your transitions if you wish using the Effect Options and Timing groups Tips To apply the same transition to all slides click Apply To All in the Timing group To remove a transition from a slide select the slide and click None from the Transitions group Work with Views PowerPoint also allows you to view your presentation in different ways Open a presentation to see how this works gt Click the View tab in the Ribbon Figure 37 By default the selected icon is Normal view USING MICROSOFT POWERPOINT FILE HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW TE Eg TE E Ez l Ruler E Q fe BB color ha E Arrange All a En _ Gridlines Grayscale 5 Cas
7. ONS ANIMATIONS SLIDE ns Paste we Clipboard Tu Section Header Two Content Comparison Title Only Content with Picture with Caption Caption FIGURE 26 Choose a theme to change the layout of the slides Tip You can also choose the layout of your slide when adding new slides to your presentation Click New Slide in the Slides group then choose the layout of your choice If you want the same layout as on your current slide click Duplicate Selected Slides Figure 27 20 USING MICROSOFT POWERPOINT HOME INSERT DESIGN TRANSITIONS ANIMA tay 3 Se tv 0 Reset Paste iz A Slide Section Clipboard m Office Theme 1 Title Slide Section Header Two Content Title Only Blank Content with Picture with Caption Caption Duplicate Selected Slides Slides from Outline Reuse Slides FIGURE 27 Create a New Slide Insert Images and Objects Use the Insert tab to insert a number of objects into your slides namely e New Slides e Tables Pictures e Shapes e Charts e Videos e Links Comments e Headers Footers e Page Numbers e Text Boxes USING MICROSOFT POWERPOINT 21 e Equations e Symbols To place an image on a slide follow these steps gt Position your cursor in the slide where you d like to insert the image gt From the Insert tab click Pictures Figure 28 HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW EEE Hza 9 J5 il Sto
8. Point features from the Backstage view Clicking each option will display tools related to that feature Click each feature now to see a quick overview of these features gt After reviewing the features click the arrow at the top of the list to return the presentation Presentation1 PowerPoint Open Recent Presentations You haven t opened any presentations recently Pick a place to browse for a presentation t Recent Presentations Wd OneDrive LJ Computer ma Add a Place Account Options E Recover Unsaved Presentations FIGURE 4 In Backstage view you can access several features as shown in the colored pane on the left Save Documents Once you ve begun to work on a presentation you should save your work PowerPoint offers different save options depending on where you d like to store the file gt Click the File tab and click Save As The first time you save a presentation you need to name it USING MICROSOFT POWERPOINT 5 gt Navigate to the location and the folder where you d like to save your presentation e OneDrive is Microsoft s online storage space the Cloud You can save your files on OneDrive and access them from any computer or device with an Internet connection once you ve signed into your account You can also use OneDrive to share files with others and collaborate with them in real time Learn more about OneDrive at https onedrive live com e Computer refers to
9. The contents you copied will appear here 8 USING MICROSOFT POWERPOINT The clipboard also contains a useful formatting feature called Format Painter If you want to copy the formatting from one piece of text to another select the text with the formatting you want to reuse then click Format Painter Carefully select the text to which you d like to apply the formatting When you release the mouse button the text will now be formatted l i gt Paste N v Clipboard Tu FIGURE 8 The clipboard allows you to easily copy and paste blocks of text Share Documents You can use OneDrive to share presentations and or collaborate with others on them To share a file using OneDrive navigate to Backstage view gt Click File and then click Share Several options display Figure 9 gt Choose the option that matches what you wish to do and follow the prompts e Invite one or more contacts to access your file online via OneDrive e Email your presentation to one or more contacts e Present your slideshow online e Publish your slideshow to a shared location such as a SharePoint site USING MICROSOFT POWERPOINT 9 Presentation1 PowerPoint Share Share Invite People KA Invite People E Step 1 Save your document to a OneDrive location G Step 2 Share your document We ll do this after you ve finished saving Email H E Present Online E Publish Slides Account Options FIGURE 9 You
10. Type XY ee KKK satis DROPLET SNN CELESTIAL i VANAN KY gt ANAN gt pu a S INTEGRAL FIGURE 23 PowerPoint comes with a number of preformatted templates already installed gt Add your content and make adjustments to your presentation as you wish You can also change the formatting and styles using the tools in the Ribbon USING MICROSOFT POWERPOINT Name and Title Organization Chart SmartArt Madeleine Kelley T itle FIGURE 24 You can find templates to suit a variety of needs This template is designed to easily create an organizational chart Tip You can also search for templates based on your needs by entering terms in the search bar at the top of the templates screen You can also visit http office microsoft com en us templates to find additional templates Modify Slides PowerPoint presentations are made up of slides You can add different types of content to each slide such as text images charts and multimedia When you create a new slide placeholders for content appear by default Figure 25 FIGURE 25 A blank slide contains placeholders for content such as a title and subtitle USING MICROSOFT POWERPOINT To change the layout of a slide follow these instructions gt Click the Home tab and locate the Slide group gt Click Layout gt Choose a theme that best suits your needs Figure 26 Note that the theme will update all slides to match Pres DESIGN TRANSITI
11. USING MICROSOFT POWERPOINT CS043A TaS n gt _ f D I i 1 i 1 n 2015 Professional Career Development Institute LLC All rights reserved E Pi Ea i F e a lt Ap gn Accredited by the Accrediting Commission of the Distance Education and Training Council The Accrediting Commission of the Distance Education and Training Council is listed by the US Department of Education as a nationally recognized accrediting agency CONTENTS AN INTRODUCTION TO MICROSOFT POWERPOINT Launch the Program Review Program Options Save Documents PRESENTATION BASICS Add and Format Text Delete Text Use the Clipboard Share Documents Use the AutoRecover Feature Save as PDF Close and Exist Presentations Open Documents OTHER FEATURES Work with the Ribbon Use Presentation Templates Modify Slides Insert Images and Objects Modify Slide Designs Add Animations Add Transitions Work with Views Present Slideshows Use the Find and Replace Features Check Spelling Print Presentations ADDITIONAL RESOURCES Get Help with PowerPoint Review Other Resources USING MICROSOFT POWERPOINT Ow i mm O O u N 11 12 13 14 14 18 19 21 2 23 25 26 27 29 30 31 31 31 33 AN INTRODUCTION TO MICROSOFT POWERPOINT Welcome to this introductory guide to Microsoft PowerPoint This application is part of the Microsoft Office suite It allows users to create presentations
12. bar is the filename In new blank presentations the filename appears as Presentation with a number this updates once you give your file a name To the far right of the title are additional commands namely e The question mark allows you to access the Help menu e Next is an icon for display options for the Ribbon You ll read more about the Ribbon below The straight line allows you to minimize your screen If you have PowerPoint open right now click this icon PowerPoint is no longer displayed But don t worry you can bring it back very easily Simply click the PowerPoint icon on the bottom of your screen signified by the green file with an X USING MICROSOFT POWERPOINT 3 To the right of the minimize button is an option that appears as one box or two depending on which is selected If you click on the double boxes you ll shrink the size of the PowerPoint screen on your desktop If you click on the single box you ll maximize PowerPoint to cover the whole desktop e The Close icon has an X You can use this button to exit PowerPoint quickly The horizontal group of commands stretching across the screen beneath the Quick Access Toolbar is called the Ribbon The Ribbon contains tabs such as File Home Insert Design and Transitions When you click ona tab you ll access a group of related tools The default tab is the Home tab In the Home tab you ll see various groups of commands such as the Clipboard Slid
13. cade Normal Dutline Slide Notes Reading Slide Handout Notes Notes Zoom Fitto New Switch Macros View Sorter sai View Master Master Master Guides Window mm Black and White Window E Move Split Windows Macros FIGURE 37 The View tab gives you different ways to look at your presentation gt Click the other views to see additional options e Outline View use to view an outline of your slides e Slide Sorter use to view a layout of slides You can rearrange the order of slides by dragging and dropping the slides with your mouse e Reading View use to view a full screen of slides You can navigate with the arrow buttons Click the Normal icon Figure 38 to return to Normal view SLUDE1OF2 DZ i R SN BB Bn run J O A 5z FIGURE 38 Icons to change the view also appear at the bottom of slides Tip The View tab also offers other options to view your slides such as zooming in or out with the Zoom group or changing the color in the Color Grayscale group Note Slide Master is a tool you can use to adjust every slide in your presentation This feature also allows you to view handouts or notes for your presentation These won t appear onscreen when your re actually running your slideshow After reviewing the features click Close Master View Present Slideshows If you re presenting your slideshow to an audience you can use PowerPoint s slideshow tools To present a slideshow follow these steps gt Choos
14. can share presentations a number of ways via the Share feature Use the AutoRecover Feature If PowerPoint crashes or if you forget to save a file before exiting the program you can use the AutoRecover feature to restore the file When you reopen PowerPoint files that have been recovered appear in the Document Recovery pane You can also restore unsaved changes by following this process gt Click File Open Recover Unsaved Presentations This last option displays at the bottom of the screen Figure 10 gt Click to open the file and save it USING MICROSOFT POWERPOINT Intro to Powerpoint PowerPoint Open Recent Presentations t Recent Presentations Intro to Powerpoint Wd OneDrive My Documents courses Ashworth Powerpoint 2013 HJ Computer ois Add a Place Recover Unsaved Presentations FIGURE 10 You may be able to restore unsaved changes from the recovered files Save as PDF You can save your presentation as an Adobe Acrobat Reader document known as portable document format or PDF PDF is a popular format because it can be easily viewed by others you don t have to worry if the viewer is using the Same version of a program that you are Additionally PDF files aren t easy to edit which makes them useful when you re sharing information that you want to keep secure Note that when you save a presentation as a PDF it becomes a static text document your animations transit
15. dicating that the spelling check is complete gt Click OK FIGURE 45 The Spelling Tool Tip If a word is flagged as an error but no suggestions are given you can manually type the correct spelling into your presentation USING MICROSOFT POWERPOINT Print Presentations Of course you ll also want to print your presentation at times either as slides or as handouts Let s review how to do so gt Click the File tab and click Print The left pane displays the printer selected and the options Make any changes here The right pane displays a preview of how your presentation will look when it s printed Figure 46 You can choose to print a single slide per page or multiple slides per page which is useful for printing audience handouts gt When you ve made your printing choices click the Print icon Print oO Copies 1 Prin t Printer j 2 East Color on print Server Offline Printer Properties Settings ra Slides Print All Slides Print entire presentation Full Page Slides rasp Intro to PowerPoint Only print on one side of th Collated 123 123 123 za Color Edit Header amp Footer FIGURE 46 Printing a Presentation in PowerPoint ADDITIONAL RESOURCES Get Help with PowerPoint It s easy to access help at any time when you re using PowerPoint Just follow these instructions gt Click the Help icon in the upper right
16. e them USING MICROSOFT POWERPOINT Another way to exit out of PowerPoint is to click the X icon in the upper right hand corner of the PowerPoint window Figure 13 AH Find eo Replace N Select 7 Editing FIGURE 13 Click the X icon to exit PowerPoint Open Documents Once you ve saved a presentation PowerPoint offers you different options to open that presentation gt In Backstage view click Open You ll see a list of locations Figure 14 Since you recently worked on this presentation you can use the Recent Presentations option to see a list of documents you worked on recently gt Click Recent Presentations Tip You can also locate your presentation by clicking OneDrive if you saved the file to the Cloud or Computer if you saved the presentation to your computer s hard drive or another storage device Then you can navigate to the folder where you saved the file Simply click Browse to see other folders if the one you want isn t displayed in the list gt Click the filename to open the presentation Tip You may have a few presentations that you work on frequently To quickly access such files you can Pin them to Backstage view This makes them more readily available to you To use the Pin option click Open in Backstage view hover your mouse over the filename then click the pushpin icon that appears next to the presentation name To unpin the file follow the same process hover over the f
17. e one of the following ways to start the show Figures 39 and 40 e Click the Start From Beginning icon on the Quick Access toolbar e Click the Start From Beginning icon in the Start Slideshow group on the Slideshow tab The Slideshow tab displays several more options to view your presentation such as starting the slide show from the current slide adjusting timings or recording your slideshow e Press the F5 key e Click the Play Slideshow icon at the bottom of the window USING MICROSOFT POWERPOINT gt Presentation3 PowerPoint HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW gt Y Play Narrati a BE E ES J A ca PYARE Monitor Automatic From vi Use Timings ro Present Custom Slide Set Up Hide ehearse Reco ide eee Use Presenter View eginning Current Slide Onliner Show Slide Show Slide i s ow ow Media Controls Start Slide Show et Up Monitors T R _ 100 k FIGURE 40 Here are additional options for viewing your slideshow Once your slideshow is running you can navigate through the slides in the following ways e Click the mouse to move to the next slide e Press the spacebar to move to the next slide e Press the arrow keys on the keyboard to move backward and forward between slides When you re done reviewing your slideshow you can end the slideshow by taking one of the following actions Press the Esc key on the keyboard e Click End Show in
18. entations side by side Y Macros create macros USING MICROSOFT POWERPOINT HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW Ee FE Ez El E ES E dint E Q E El color ma E Arrange All wm D Gridlines Grayscale Ta Cascade Normal Outline Slide Notes Reading Slide Handout Notes Notes Zoom Fitto New Switch Macros View Sorter Page View Master Master Master l l Guides Window imi Black and White Window E Move Split Windows Presentation Views Master Views Show na Zoom Color Grayscale Window Macros FIGURE 22 The View Tab Use Presentation Templates You can save time when creating a new presentation in PowerPoint by using a template A template is a predefined presentation that includes formatting styles and headings Templates allow you to create a professional looking presentation very quickly gt To browse available templates click New to create a new PowerPoint presentation Figure 23 You ll see a preview of several designs in the main window and a list of Suggested Searches for popular templates gt Browse the templates available and choose the one that appeals to you and suits your needs Presentation1 PowerPoint New Search for online templates and themes O Suggested searches Business Calendars Charts and Diagrams Education Medical Nature Photo albums Organic BANDED Blank Presentation Organic Banded Accoun M i E Berlin l WOOD TYPE vaai Depth 7 Berlin Wood
19. es and Font We ll learn more about these command groups a little later in this guide On the far right you ll see your Microsoft username where you can access your account The left pane is the Slide Navigation pane This pane allows you to easily access and work with the slides in your presentation Because this is a new presentation there s only one slide in this pane at the moment However as you add slides to your presentation they appear here The white space in the middle of the screen is the slide pane This is where you add content to create each individual slide in the presentation The red bar along the bottom of the window displays a number of icons you Can use as you create your presentation From left to right they are e Slide Numbers Spellcheck e Insert Notes e Insert Comments e Normal View e Slide Sorter View Reading View Begin Slide Show e Zoom Controls e Fit Slideshow into Current Window 4 USING MICROSOFT POWERPOINT To enter information into the slide type into one of the boxes in the white content area Because this first slide is meant as a title slide this is the place where you ll replace the text placeholders with the title and subtitle of the presentation or you can delete these options by pressing the Delete key We ll discuss how to format the presentation later in this guide gt Click the File tab This view is the Backstage view Figure 4 You can access several Power
20. how of your presentation using these groups Figure 20 Start Slideshow Setup Monitors HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW E ij E EJ k z AJ ba 5 1 Play Narrations E Monitor Automatic v Use Timings From From Present Custom Slide SetUp Hide Rehearse Record Slide a Beginning Current Slide Onlinex Show SlideShow Slide Timings Show V Show Media Controls Start Slide Show Set Up Monitors V Use Presenter View FIGURE 20 The Slideshow Tab Review use to access tools for reviewing slides such as proofing adding comments or tracking changes through these command groups Figure 21 Proofing Language Comments Y Y Y Compare look at the differences between two versions of a presentation HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW 3 Next nc Spelling Research Thesaurus Translate Language New Delete Previous Next Show Compare Accept Reject X EJ Reviewing Pane Review Comment Comments 7 Proofing Language Comments Compare FIGURE 21 The Review Tab View use to access different view options through these groups Figure 22 Presentations Views such as print outline slides notes or read mode Master Views master slides handouts and notes Show ruler gridlines guides and notes Zoom adjust view Color Grayscale Y Y Y Y YV Windows change view of windows such as viewing two pres
21. ilename then click the pushpin icon again USING MICROSOFT POWERPOINT Intro to Powerpoint PowerPoint Open t Recent Presentations Recent Presentations Intro to Powerpoint W OneDrive My Documents courses Ashworth Powerpoint 2013 LJ Computer tain siia Add a Place Account Options Recover Unsaved Presentations FIGURE 14 The Backstage view offers a variety of options for users OTHER FEATURES Work with the Ribbon Now that you ve briefly worked with the Ribbon we re going to go over each tab Remember each tab in the Ribbon displays groups of related commands Mouse over each icon in the Ribbon to view too tips that describe each tool and how it can be used Tip The Ribbon will update with additional tabs depending on the tool in use For instance if you re inserting a picture an additional tab will appear for you to format your picture USING MICROSOFT POWERPOINT Home where you ll find the tools you use most often Figure 15 namely Clipboard Slides Font Paragraph Drawing Y Y VY Y YV Editing HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW yg j TE e T LAT e gav i v oe ae If gt Xizan E Layout al i SE od 5 lli E N NDD ODO He y lt 2 Shape Fill f Find e S v eu pa B b e Reset zj A gia g gt ib amp v L Shape Outline a Replace AV vl EZ zZ Z 3 Z Arrange Quick _ a HE See B EEE B i 4 NAA
22. imation by clicking the Preview button in the Preview group USING MICROSOFT POWERPOINT gt You can make changes to your animation settings using the Advanced Animation and Timing groups Tip To remove an animation select the button number for the animation and press the Delete key Add Transitions You can add special effects between slides in a slideshow using transitions that are available on the Transitions tab This tab gives you three main types of transitions as follows e Subtle to use simple animations e Exciting to use more complex transitions e Dynamic Content to move placeholders between slides of similar layouts Follow these steps to add an animation gt From the Slide Navigation pane select the slide from the Slide Navigation pane that will appear after the transition Figure 34 In other words this is the slide you want to transition to Adding Iransitions Click to add notes FIGURE 34 Select the slide from the Slide Navigation pane gt Click the Transitions tab on the Ribbon gt Click the drop down arrow for More Transitions in the Transition To This Slide group Figure 35 USING MICROSOFT POWERPOINT 26 HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW TOMI lt Sound No Sound Advance Slide El n es iJ B Duration 02 00 V On Mouse Click Preview None Cut Fade Push Wipe Split Reveal Random Bas ect i i ee Options E3
23. ions and other elements won t be saved To save a presentation as PDF follow these steps gt Click File Export Create PDF XPS Figure 11 gt Navigate to the folder location where you d like to save the file Click Publish Tip You can use the Export feature to save your presentation as other kinds of files too USING MICROSOFT POWERPOINT Intro to Powerpoint PowerPoint Export Create a PDF XPS Document E Preserves layout formatting fonts and images Create PDF XPS Document Content can t be easily changed Create a Video E Free viewers are available on the web see Create PDF XPS Package Presentation for CD Create Handouts Change File Type Account Options FIGURE 11 You can save files in PDF or other formats using the Export feature Close and Exist Presentations When your re finished working on a presentation you can exit out of it gt Click File then click Close If you have unsaved changes in the document PowerPoint will prompt you with a dialog box asking if you d like to save your changes Figure 12 You can click Save to save the changes Don t Save to exit without saving the changes or Cancel to stay in the document gt Click Save The file will close and your changes will be saved Microsoft PowerPoint A Want to save your changes to Intro to Powerpoint pptx FIGURE 12 If you have unsaved changes PowerPoint will prompt you to sav
24. locations on your computer s hard drive or any attached storage devices gt For now let s save your file on your hard drive Click Browse if you don t see the specific folder where you want to save the file gt Navigate to the folder enter a filename and click Save Figure 5 Presentation1 PowerPoint Save As da OneDrive i Computer Recent Folders i Computer a My Documents Desktop sfa Add a Place Account Options FIGURE 5 Save Options in PowerPoint 6 USING MICROSOFT POWERPOINT PRESENTATION BASICS Add and Format Text Use your keyboard to add text to your slide The insertion point in the slide is indicated by the blinking vertical line As you type text into your slide you can press the Enter key to move to a new line You can use your mouse to navigate to other locations in the slide You can also use your mouse to select text that you wish to format Formatting allows you to change the appearance of text This makes your slideshow more appealing to viewers or readers and also helps to call attention to different parts of the presentation This can make a critical difference in communicating your message Some of the text formatting options including font size font style and font color boldface italics and underlining You can also highlight text and change the case To format text that s already in a document you must first select that text You can use your mouse to do this
25. n slides such as cuts or fades using the following groupings Figure 18 Preview allows you to try out the transition Transition to this Slide allows you to create a relationship between Slides Timing allows you to customize how long the transition takes HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW imc E a Eg 4 Sound No Sound oe Advance Slide n m m n m Duration 02 00 V On Mouse Click review L J j 3 Z Effect _ ra None Cut Fade Push Wipe Split Reveal Random Bars 7 Oi an IB Apply To All Ana 00 00 00 J Preview Transition to This Slide Timing FIGURE 18 The Transitions Tab Animations use to add special effects within a slide such as text fly ins using these groupings Figure 19 Preview allows you to try out animated action Animation to this Slide allows you to create an action relationship within a slide Advanced Animation gives access to more complex options da gt Timing allows you to customize how long the animated action takes HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW d Animation Pane Start Reorder Animation 1 n X Trigger 9 Duration amp Move Earlier Effect Add Options Animation Animation Painter Delay v Move Later Animation Advanced Animation Timing FIGURE 19 The Animations Tab USING MICROSOFT POWERPOINT da e Slideshow use to set up or preview a slides
26. ollow the links to learn more e Get Started with PowerPoint 2013 http office microsoft com en us support getting started with powerpoint 2013 FX102828000 aspx e PowerPoint 2013 http www gcflearnfree org powerpoint2013 Good luck USING MICROSOFT POWERPOINT
27. phrase will be highlighted in the presentation a j Match case Clase C Find whole words only FIGURE 43 You can use the Find feature to search for a word or phrase gt When you click Replace the Replace dialog box opens Figure 44 gt Type the word or phrase you d like to replace in the Find What text box and type the word you d like to replace in the Replace With text box You can then use the buttons in the dialog box to find and replace each instance of the word or phrase individually Find Next or all at once Replace All USING MICROSOFT POWERPOINT Find what Replace with Match case C Find whole words only FIGURE 44 Use the Replace feature to quickly replace particular words or phrases in the presentation Check Spelling Before you finalize your presentation you should make sure it s free of errors PowerPoint makes this easy for you by providing a spelling tool to catch errors To use this feature open your presentation gt From the Review tab click Spelling in the Proofing group Figure 45 gt As the spell checker runs click Change to accept any suggested changes Alternately click Change All to fix all similar misspellings click Ignore to ignore the suggestion or Ignore All to ignore all remaining instances or click Add to add your spelled version of the word to the dictionary Work through each error until a dialog box appears in
28. presentation A blank presentation opens The first slide has placeholders for a title and subtitle Figure 2 Presentationl PowerPoint HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW da X 5 EZ Layout a fe DZ tl ee a te l A Oe j ae f Find ED a aii ky a Sa IC Reset z L fac Replace Paste B I U abe AV Aa z Arrange Quick gt hw Ej Section Styles Select Clipboard Tu Slides Font Paragraph Drawing Editing SLIDE 1 OF 1 NOTES amp COMMENTS E n 5 5 FIGURE 2 The first slide of a blank presentation in PowerPoint is a title slide 2 USING MICROSOFT POWERPOINT Review Program Options Figure 3 shows the different parts of the PowerPoint interface as described below Presentation4 PowerPoint C D O xX DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VI El N VEIOD La i Shape Fill Find AP j Arrange Quick P A Shape Outline 23c Replace Styles amp Shape Effects I Select SLIDE1 OF1 Q NOTES COMMENTS E a amp g 7 FF FIGURE 3 The Parts of the PowerPoint Window The Quick Access Toolbar at the upper left of the screen allows you to access common commands at all times The Save Undo Repeat and Start Slide Show from Beginning commands are displayed by default You can customize this toolbar to add or remove other commands if you wish To the right of the Quick Access Tool
29. re D k r i A z TT O Pictures Screenshot Table A Shapes SmartArt Chart D My Apps Hyperlink Action Comment Text Header WordArt Equation Symbol Video Audio Box amp Footer v X Images Illustrations Apps Links Comments Text Symbols Media E Photo Album ides Tables FIGURE 28 You can insert a variety of objects such as pictures from the Insert tab gt Navigate to the folder where the image can be found Click the filename then click Insert The image is inserted into the slide Notice that a new Picture Tools Format tab appears in the Ribbon Once you ve inserted an image you can drag it around the slide using your mouse You can also use the mouse to resize the image by clicking and dragging the sizing handles on the borders of the image Figure 29 FIGURE 29 You can quickly resize an image by dragging the sizing handles Your cursor will change to a double sided arrow when you hover over the handles gt Make any other adjustments if you wish using the tools in the Ribbon Tip Follow these steps to insert other types of objects into your slide simply make the correct choice from the menu and follow the prompts USING MICROSOFT POWERPOINT Modify Slide Designs The Design tab offers features to visually change the slides Adding a theme allows you to add a predesigned set of colors fonts and effects to adjust the overall appearance of your presentation Click the Design tab and
30. so that they can share information with an audience Presentations or slideshows are limited only by the user s imagination as PowerPoint offers a variety of different elements to include on slides or the pages that make up the slideshow You might choose to include text that has been formatted in different ways multimedia such as photographs graphics animations or data from other programs and sounds such as music or sound effects PowerPoint also allows you to create interesting transitions between slides during a slideshow And once you ve created and saved your presentation you can share it with others in anumber of ways For example you can display the slideshow using your computer you can create a printout of your slide deck or you can email slides directly to someone else When you ve completed this guide you ll be able to Create PowerPoint presentations from scratch and preformatted templates e Open close and exit PowerPoint e Add and format text and check spelling e Add transitions and animations to slides e Save share and print presentations e Present slideshows using MS PowerPoint Work with the Ribbon and different views e Access help e Share files online using OneDrive Note This guide covers the operation of MS PowerPoint 2013 Other versions of PowerPoint may look and work differently than what s described here Check your user s manual to identify the version of PowerPoint that you re using Launch the
31. ve on a predetermined path on a slide To add an animation to a slide follow these steps gt Select the object to animate gt Click the Animation tab on the Ribbon gt Click the drop down arrow for More Animations in the Animations group Figure 32 HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW VIEW FORMAT la PA i Jr tr 4 Animation Pane gt Start Reorder Animation x dh I Jr E Trigger 9 Duration amp Move Earlier F hl Effect Add N i A pes rade Eyan Ponh _ spl 12 Options Animation v Animation Painter Delay v Move Later Animation Advanced Animation Timing FIGURE 32 Click More Animations to see additional animations gt Select the animation of your choice or choose from additional options at the bottom of the pane Figure 33 None Entrance X Wipe K Swivel Bounce Emphasis Color Pulse i Grow Shrink Desaturate Darken Lighten Transparency Object Color Compleme Line Color Font Color f Fill Color Brush Color Underline Bold Reveal xk 3e Disappear Fade Fly Out Float Out Split More Entrance Effects ye More Emphasis Effects More Exit Effects More Motion Paths OLE FIGURE 33 Select the animation you want to add to the object The animation will be added and indicated by a number on the slide A star will appear next to the slide in the Outline pane to show that it includes animation gt You can preview the an
32. view the themes by clicking the drop down arrow in the Themes group Figure 30 HOME INSERT DESIGN TRANSITIONS ANIMATIONS SLIDE SHOW REVIEW na es SSS Se e 4 L EY OOOO KKK KK m Slide Format Size Background Themes Variants Customize FIGURE 30 Click the Themes drop down arrow to view different presentation themes To the right of the Themes icon is something called Variants Figure 31 This option allows you to customize a theme To use Variants you must first select a theme Then hover over the Variant options to preview how each change would impact the presentation Click the icon to apply the change if you wish Experiment now and click the Undo button in the Quick Access toolbar to remove the change DE SHOW REVIEW VIEW E I ry E m Ey Fm am iv Variants FIGURE 31 Customize your theme by selecting variants from the Variants group Tip You can also change the size of slides or change the background by selecting options in the Customize tab of the Design tab Add Animations You can add animation movement to text and objects with the Animations tab The four main options related to animations follow e Entrance controls how the object enters the slide e Exit controls how the object exits the slide e Emphasis controls what happens to the object while on a slide USING MICROSOFT POWERPOINT 24 e Motion Paths controls how certain objects mo
33. ys at the same time Here s a review of the various options on the Home tab e The clipboard displays options for copying cutting and pasting text The Slides group displays options for adding slides adding sections or changing the layout of the slides e The Font group displays options to format fonts such as bold italics underline and highlighting e The Paragraph group displays options for formatting paragraphs such as bulleting or numbering text adjusting spacing indents and alignment and adding shading or borders The Drawing group displays options for adding shapes and modifying the formatting The Editing group displays options to find replace or select text Delete Text You can also delete text that you don t want gt Select the text to be deleted and then click the Delete key gt OR position your insertion point at the end of the text you entered and use the Backspace key to remove it Use the Clipboard To cut or copy the contents of a PowerPoint slide from one location to another you can use the clipboard Figure 8 The clipboard is an Office feature that allows you to store up to 24 entries such as blocks of text which you can then insert in other locations called pasting To use the clipboard simply select the text and click Cut to remove it from the document or Copy to make a copy of the text Then use your mouse to move to another location or even a different slide Click Paste
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