IC3 Lesson 12: Using Microsoft PowerPoint

What else is important to remember?

Be sure to identify the speaker to the audience. Too much information, color, graphics or special effects on a slide is distracting and/or hard to understand.

If you try to open a file that was saved from an attachment to an email, what happens and what should you do?

If you try to open a file that was saved from an attachment in an email, PROTECTED VIEW will display an information bar requesting you to enable editing in the file. This protects you from the possibility of opening a file that may contain a virus. You should save and scan any email attachments before opening them in the application program.

What is the "Presenter View"?

In the PRESENTER VIEW, the participants will see the slides on the full screen. The presenter will see the slides AND the Notes and left/right arrows and a preview of the next slide.

How many bullet points should you use on a slide?

Keep the number of bullet points on each slide to a minimum. The standard maximum is six. Keep bullet points brief; the speaker can provide more detail as he/she discusses each point.

What is the PowerPoint application used for?

MICROSOFT POWERPOINT is an application program that you can use to create, edit, and manipulate slides for on-screen presentation, send via email, or to promote products or services on a web page.

Can you make changes to the slide thumbnails?

No, you cannot make changes in the Slide Thumbnails; you can only make changes in the Slide Pane.

What are the settings needed to display a slideshow on another monitor or a projector?

On the Slide Show tab, in the Set-up group, click "Set Up Slide Show", then click the arrow for "Slide show monitor", select the monitor and click "OK".

When you see a placeholder with icons, what can you do?

Point at the icon to display a screen tip, then click on the icon to insert it on the slide.

What are the different ways you can share a presentation file?

SHARING is a file management task, so you must use either the SHARE tab or the EXPORT tab in the Backstage View.

Where do you enter text on a slide?

Text is entered and edited in the Slide Pane. Click where you want the text to go and start typing.

Where is the "Slide Pane" and what is it used for?

The SLIDE PANE is the area of the screen on the right-hand side showing the slide. It is used for entering or viewing the content of the slide.

What does the "Summary Slide" include?

The SUMMARY SLIDE is the last slide and reviews your presentation, repeats the key messages, and provides contact information for further details.

What are the different kinds of "pages"?

The TITLE SLIDE, the AGENDA SLIDE, the TITLE AND CONTENT SLIDE, the SUPPORT CONTENT SLIDE, and the SUMMARY SLIDE.

What formatting options do you have in PowerPoint?

The formatting options are the same as in other MS applications: font, font size, bold, italic, underlining, special effects, alignment, et al.

How should you use special effects, graphs, charts, pictures or tables?

Use contrast for emphasis, such as dark text on a light background. Keep special effects consistent. Keep the information in graphs and charts to a minimum or put it on several slides. Add pictures or tables only when relevant or for emphasis.

How do you change the magnification of the slides for presentation?

Use the Zoom Slider bar on the lower right part of the screen, OR Click the Zoom Level button to select a specific size or percentage, OR Click the "Fit slide to current window" icon (arrows in 4 directions) to quickly fit the slide to the screen.

What kind of data can be included in a PowerPoint presentation?

You can include text, draw objects, create charts or add graphics.

What are the "pages" in a PowerPoint presentation called?

Each "page" in a PowerPoint presentation is called a SLIDE.

After you have saved a PowerPoint presentation, how do you close it?

Click File/Close or CRTL+W or CTRL+F4 or click "Close".

How do you open a PowerPoint presentation?

Click File/Open, find the file, double click on the file. Use CTRL+O to display list of recent files.

How do you insert media objects in a PowerPoint presentation?

Click on Insert, then "Media", then "Video" or "Audio". Once you insert the media file, a new ribbon ("Video Tools" or "Audio Tools") will appear so you can manipulate the file.

How do you create a new blank presentation?

Click the File tab, then "New", then "Blank Presentation" or CTRL+N.

What is a "Creative Commons License"?

A Creative Commons license is used when an author wants to give other people the right to share, use, and build upon a copyrighted work that the author has created. Creative Commons allows the author to restrict use (for example, they might choose to allow only non-commercial use), and protects the people who use or redistribute an author's work as long as they follow the rules in the author's Creative Commons license.

What is a slide object? To make changes to a slide object, what is the first thing you have to do?

A slide object is any shape, picture, media clip, chart or text box inserted into a slide. To make changes to a slide object, you first have to select it.

How do you add pictures to a slide?

Click on Insert, then "Pictures", then choose the source. After you have found the picture you want to use, click once where you want to insert it in the slide, then twice on the picture. Then you will probably need to resize the picture.

Pictures obtained from online sources may be copyrighted. What does that mean?

Copyright is a U.S. law that protects original works of authorship including literary, dramatic, musical, and artistic works, such as poetry, novels, movies, songs, computer software, and architecture. This means that you cannot copy or redistribute all or parts of a copyrighted work. You are permitted to select a very small portion, put it in quotation marks, and you must give credit to the author. As a general rule, copyright protection lasts for the life of the author plus an additional 70 years.

How do you rearrange (change the order of) the slides?

Go to the Slide Sorter view. Click and drag slides to a new arrangement.

How can you create "handouts" in Word?

HANDOUTS are printed copies of the slides that viewers can take with them after seeing a presentation. Handouts are created in Word, so you can edit and format them. Click File, then "Export", then "Create Handouts". Click "Create Handouts" again to view the options for creating the Word document, e.g. select the layout and paste the slides or a link to the slides.

What are the different views in PowerPoint, what do you see in each, and what can you do with each view?

NORMAL - shows thumbnails, slide and notes panes SLIDE SORTER - show thumbnails in a linear manner so you can rearrange them READING VIEW - Full-screen, as audience sees it SLIDE SHOW - Runs the slides in sequence for review or presentation. There are other views not discussed in this lesson.

How do you save a new PowerPoint presentation? How do you resave a previously saved PowerPoint presentation?

New file: Click File/Save As/name the file, select a drive location (folder, subfolder), select file type, and click "Save". Revised file: Click File/Save (replaces previous version) or CTRL+S.

How do you animate objects and text? [Animate (v) - to make something appear to move]

On the Animations tab, in the Animations group, click "More". Select an animation, then choose how the animation will make its entrance or exit, and you can add special effects and timing. Watch this link for a demo: https://www.youtube.com/watch?v=kw_udjD2xwo

Where is the "Placeholder" and what is it used for?

PLACEHOLDERS are rectangles on the slides that give you hints on the type of content you can insert on the slide.

Where are the "Slide Thumbnails" and what are they used for?

SLIDE THUMBNAILS [thumbnail = about the size of the fingernail on your thumb] are small versions of the slides in your presentation. They are used to quickly review the contents or order of slides. You can also use them to skip slides and move directly to another slide.

What is a "slide transition"?

SLIDE TRANSITIONS are special effects that you can apply as you move from one slide to the next during a slide show. On Transitions Tab, in the "Transition to this Slide" group, click "More", then make a selection. You can add sound or change the speed. In the Transitions tab, in the Timing group, you can choose options to apply to all of the slides. You can also choose whether the speaker will manually advance each slide or they will advance automatically at a preset rate.

What do the "Support Content Slides" include?

SUPPORT CONTENT SLIDES are used to add text, diagrams, videos, tables, charts, sounds, animation and other content to presentations.

How do you insert a new slide into the presentation?

Select a slide in your presentation, then click on "New Slide". To insert a slide with a specific layout, click on the down arrow next to "New Slide" which will open a drop-down menu. Use CRTL+M to insert a new slide using the previously used slide layout.

How do you change the slide background?

Select slide(s), click on the Design tab, in the Customize group, click "Format Background" which will open a new pane with a drop-down menu.

How do you change the slide layout?

Select slide(s), click on: Home, then "Layout", then select new layout.

How do you delete a slide?

Select the slide(s) in the Slide Thumbnails or Outline View and press "Delete".

What are the .pptx, .ppt, and .pdf file extensions in PowerPoint?

The .pptx extension is the default for files created since 2007. The .ppt extension was the one that was used before .pptx. The .pdf extension can be used to prevent changes to a file. There are image, video and other file extensions also.

What does the "Agenda slide" include?

The AGENDA SLIDE provides a broad outline of what will be covered in the presentation.

What does PowerPoint use the "Clipboard" for?

The CLIPBOARD is used to temporarily store any cut or copied item such as text or graphics from any Microsoft application. Office offers the ability to store and retrieve up to 24 items.

What is the "Notes Pane" and what is it used for?

The NOTES PANE appears under the Slide Pane and can be used for speaker notes, reminders, etc. The audience cannot see the Notes Pane and the speaker can choose to see or hide this pane.

What is the "Split Bar" and what is it used for?

The SPLIT BAR separates the slide thumbnails and the Slide Pane. It can be moved side-to-side to increase/decrease the size of the Thumbnails or the Slide Pane.

What does the "Title and Content Slide" include?

The TITLE AND CONTENT SLIDE is the most frequently used slide layout. It often contains a bulleted list of key points the speaker wants to discuss. The bullet points should be brief, concise and clear. (The speaker can add more detail as he/she is speaking.)

What does the "Title Slide" include?

The TITLE SLIDE is the first slide and includes the title or topic and perhaps a subtitle. It may also include the presenter's name, or the presenting organization, and the place and date of the presentation.

How do you insert, cut, copy, paste and delete text in PowerPoint?

The same way you do in other Microsoft applications. Click in the placeholder to display the insertion point or to select text.

What are the three methods to create a PowerPoint presentation?

The three ways to create a PowerPoint presentation are: 1) create your own and add text, colors, formatting, objects, etc. 2) use a predesigned template and add text and add or change colors, backgrounds, images, etc. 3) reuse one or more slides from a previous presentation and modify or add to them.

How do you create the appearance of "text wrapping"?

To create the appearance of TEXT WRAPPING, either put the picture in a separate placeholder or manipulate the text in boxes so it appears to wrap around the picture.

How do you use the "Export" tab?

Using the EXPORT Tab, you click File, then "Export". You can create a .pdf or .xps file. You can specify which slides to include, whether to include comments, document properties and/or frames. From the EXPORT tab, you can also save the file as an .mp4 video file, or save the presentation on a CD that does not require PowerPoint for playback, or create handouts in Word.

How do you use the "Share" tab?

Using the SHARE tab, you can send a presentation to the cloud or email it as an attachment. You can attach your presentation as a pdf, or an .xps file type (can be viewed with an XPS viewer, no editing).

How does the Spelling feature (Spell Check) in PowerPoint work?

When the spelling feature detects what it thinks is a mistake, it displays a red wavy line under the text. It also displays icons at the left of the status bar to indicate "no errors" or "possible errors". To do a manual spell check on all the slides, press F7. You should always proofread your presentation carefully to make sure it is correct and accurate.

When you start PowerPoint, what do you see? What can you do on this interface?

When you open PowerPoint, you see the Backstage View. Here you can create a new presentation, use a predesigned template to create a new presentation, or open an existing presentation.

What is a "handle"? What can you do with "handles"?

When you select (click on) an object, handles appear. HANDLES are small circles or squares at the corner and/or sides of an object. When you see the handles, you can resize, move and rotate an object using the handles.

How do you know when you are in Edit Mode? What can you do in Edit Mode?

You are in EDIT MODE when the border around an object is a dashed (broken) line. You can then make changes to the object. You are in SELECT MODE when the border around a placeholder is a solid line.

How do you "publish" a presentation?

You can "publish" your presentation by saving it on a network storage system. PowerPoint automatically names each slide with the presentation file name and a number. This is helpful for reuse and for finding individual slides. Click File/Share/Publish Slides/Publish Slides.

What are the options for choosing how the presentation will appear?

You can choose to deliver your presentation on a computer, with/without speakers, in a window within a browser, or on multiple monitors.

How do you customize the animation?

You can customize how the animation will occur, the speed and direction of the animations, and the order in which text or objects appear on the slide. On the Animations tab, in the Advanced Animation group, click "Animation Pane". As you select each element to be animated, PowerPoint provides options to control it. Always play or preview all animations to be sure they appear in the proper order and remain visually appealing and are not overwhelming.

How do you modify pictures?

You must select the picture, displaying its handles before you can make changes to it. To change the size, click and drag one of the handles. To rotate the picture, click and drag the round arrow attached to one of the handles in a circular motion. To move the picture, click inside of it and when you see a "+" with 4 arrows, click and drag the picture.

What do you need to present a slideshow on another monitor or on a projector?

You need the correct video cables to match the video output port on your computer and the video input port on the second monitor, projector or TV. If you have sound or video in your slides, you need the proper audio cables, and possibly speakers, to make the connections work. Each situation may be different.

Before creating your presentation, what should you think about?

You should think about: What you want to include, in what order, and in how much detail. Keep the text in a consistent format and layout. Keep the number of colors to a minimum.