ANSTED INSTITUTE OF TECHNOLOGY

(UZ)

FOUNDATION COURSE MATERIAL

Introduction to PowerPoint 2000

Ansted Institute of Technology (UZ) 0

Contents:

Unit 1 Getting Started

 Starting PowerPoint
 AutoContent Wizard
 Create a presentation from a template
 Create a blank presentation
 Open an existing presentation
 AutoLayout

Unit 2 Power Point Screen

 Screen layout
 Views

Unit 3 Working with Slides

 Insert a new slide

 Applying a design template
 Changing slide layouts
 Reordering slides
 Hide slides
 Create a custom slide show
 Edit a custom slide show

Unit 4 Adding Content

 Bulleted lists
 Numbered lists
 Resizing a text box
 Text box properties
 Delete a text box
 Adding notes
 Video and Audio

Unit 5 Working with Text

 Adding text
 Editing options
 Formatting text
 Replace fonts
 Line spacing
 Change case
 Spelling check

Unit 6 Color Schemes

 Color schemes
 Backgrounds

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Unit 7 Graphics

 Adding clip art

 Adding an image from a file
 Editing a graphic
 AutoShapes
 WordArt

Unit 8 Slide Effects

 Action buttons
 Slide animation
 Animation preview
 Slide transitions
 Slide show options

Unit 9 Master Slides

 Slide master
 Header and footer
 Slide numbers
 Date and time

Unit 10 Saving and Printing

 Save as a web page

 Page setup
 Print

Unit 11 Keyboard shortcuts

Unit 12 Tips

 Design tips
 Presentation basics

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Unit 1

Getting Started

Starting PowerPoint
Follow the steps below to start PowerPoint 2000.

To start PowerPoint, Click on Start, Point to Programs, Click on Microsoft PowerPoint

Once you open Power Point and you will be prompted by a dialog box with four
choices. Each of these options are explained on this page. If Power Point is already
open or this box does not appear, select File|New from the menu bar.

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AutoContent Wizard

The AutoContent Wizard provides templates and ideas for a variety of presentation
types. Page through the wizard by clicking the Next button on the bottom of each
page after making necessary choices.

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Design Template

Power Point provides many templates with different backgrounds and text formatting
to begin your presentation. Preview each design by highlighting the template name
on the list. Press OK after you have chosen the design.

Blank Presentation

Select Blank Presentation to build the presentation from scratch with no preset
graphics or formatting.

Open an Existing Presentation

Select this option to open a Power Point presentation that already exists. Select the
folder the file is located in from the Look in: drop-down menu and highlight the file
on the list. Click Open to open the presentation.

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AutoLayout

After selecting the presentation type, you will be prompted to choose the layout of
the new slide. These layouts include bulleted lists, graphs, and/or images. Click on
each thumbnail image and a description will be printed in the message box. Highlight
the layout you want and click OK.

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Unit 2

PowerPoint Screen
Screen Layout

The Power Point screen layout in Normal View:

Views

Power Point gives you four screen layouts for constructing your presentation in
addition to the Slide Show. You can select the page view by clicking the buttons just
above the formatting toolbar and the bottom of the page.

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Normal View   Slide View

This screen is split into three sections The slide view displays each slide on the
showing the presentation outline on the left, screen and is helpful for adding images,
the slide in the main window, and notes at formatting text, and adding background
the bottom. styles.
 

Outline View   Slide Sorter View

The presentation outline is displayed on the A small image of each slide is displayed in
majority of the screen with small windows Slide Sorter view. Slides can easily be
for the slide and notes. This view is ordered and sorted from this screen.
recommended for editing text.

Click the Slide Show button to view the full-screen slide show.

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Unit 3

Working with Slides

Insert a New Slide

Follow these steps to insert a new slide into the presentation:

 In the Outline window, select the slide you want the new slide to appear after
by clicking the slide's number.
 Select Insert|New Slide from the menu bar or click the new slide button on
the standard toolbar.
 Choose the page layout from the window and press OK.

Applying a Design Template

To add a design template or changing the existing one, selection Format|Design

Template from the menu bar. Select the template and click Apply.

Changing Slide Layouts

To change the layout template of the slide select Format|Slide Layout from the
menu bar. Select one of the layout thumbnail images and click Apply.

Reordering Slides

To reorder a slide in Slide Sorter View, simply click on the slide you wish to move
and drag it to the new location. In Normal or Outline View, click the slide icon
beside the number of the slide you want to move and drag the icon to a new
location.

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Hide Slides

If you do not want a slide to appear during the slide show, but do not want to delete
the slide as it may be used later, the slide can be hidden by selecting Slide Show|
Hide Slide from the menu bar. To add the slide back to the slide show, select Slide
Show|Hide Slide again.

Create a Custom Slide Show

The Custom Slide Show feature allows you to select the slides you want to display in
the slide show if not all the slides should be used.

 Select Slide Show|Custom Slide Show from the menu bar.

 Click the New... button in the Custom Shows window.

 In the Define Custom Show window, type a name for the slide in the Slide
show name field.

 Add slides to the custom show by highlighting them in the Slides in

presentation window and clicking the Add >> button. Those slides will then
appear in the Slides in custom show window.
 To remove slides from the custom show, highlight their names in the Slides
in custom show window and click the Remove button.
 To reorder slides in the custom show, highlight the slide that should be
moved and click the up and down arrows to change its order in the show.
 Click OK when finished.

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  Click the Show button on the Custom Shows window to preview the custom
slide show and click Close to exit.

Edit a Custom Slide Show

 Select Slide Show|Custom Slide Show from the menu bar.

 Edit the show by highlighting the name in the Custom shows box and
clicking the Edit... button.
 To delete a show, highlight the name and click Remove.
 Create a copy of a show by clicking the Copy button. The copy can then be
renamed by clicking the Edit... button.
 Click the Show button to preview the custom slide show and click Close to
exit.

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Unit 4

Adding Content
Bulleted Lists on Design Templates

Bulleted lists allow you to clearly display the main points of your presentation on
slides. The text boxes on design templates already include bulleted lists. Click the
place holder on the slide to begin adding text and press the ENTER key to return to
the next line and add a new bulleted item. To go to the next line without adding
another bullet, hold down the SHIFT key while pressing ENTER.

Bulleted List from a Text Box

If you are not creating a bulleted list from an existing placeholder on a design
template, or if you would like to add an additional bulleted list, follow these steps to
create a new list:

 In slide view, create a text box by selecting Insert|Text Box from the menu
bar.
 "Draw" the text box on the slide by holding down the left mouse button while
you move the mouse until the box is the size you want it.
 Choose Format|Bullets and Numbering from the menu bar.

 Change the Size of the bullet by changing the percentage in relation to the
text.
 Choose a color for the bullet from the Color menu. Click More Colors for a
larger selection.
 Select one of the seven bullet types shown and click OK.
- OR -
Click the Picture button to view the Picture Bullet window. Select one of

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 the bullets and click OK.
- OR -
Click the Character button to select any character from the fonts on the
computer. Select a symbol font such as Wingdings or Webdings from the
Bullets from drop-down menu for the best selection of icons. Click on the
characters in the grid to see them larger. Click OK when you have chosen the
bullet you want to use.

 Click OK on the Bullets and Numbering window and use the same methods
described in the "Bulleted Lists on Design Templates" to enter text into the
bulleted list.

Bulleted Lists and New Slides from an Outline

In Normal or Outline view, text can easily be entered in the outline window and
new slides are automatically added. Follow the steps below to become familiar with
adding slide content in outline view:

 Next to the Slide 1 icon, type the title of the slide. The text you type beside
the slide icons will be the large-type titles on each slide.
 Press ENTER to type the next line. This will automatically create a new slide.
To create a bulleted list for the first slide, press the TAB key or click the
demote button on the More Buttons menu accessible by clicking the
"triple arrow" button at the end of the formatting toolbar .
- OR -
Press ALT+SHIFT+Right Arrow to demote the selection to a bulleted list
item.
 Continue entering text for the bulleted list, pressing ENTER at the end of
each line to create a new bullet.
 Create a multilevel list by executing the demote action again to create a
bulleted sublist. Press the promote button on the More Buttons menu or
press ALT+SHIFT+Left Arrow to return to the original list.
 Create a new slide by executing the promote action until a new slide icon
appears.

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  Continue creating new slides and bulleted lists by using the demote and
promote actions until the presentation is completed. Use the formatting
instructions below to format the lists.

If there is more than one bulleted list on the slide, the lists will be designated by
numbers enclosed in black boxes. The example below shows the slide created from
the outline on the left. The bulleted list on the left side of the slide is labeled list "1"
on the outline and the list on the right is labeled list "2". When typing the outline,
begin typing in the new list by pressing CTRL+ENTER. In this example,
CTRL+ENTER was pressed after typing "Access".

Numbered List

Follow these steps to create a numbered list:

 Create a text box.

 With the text box selected, choose Format|Bullets and Numbering from
the
menu
bar.
 Click
the

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 Numbered tab at the top of the Bullets and Numbering window.

 Change the size of the numbers by changing the percentage in relation to the
text.
 Choose a color for the numbers from the Color menu. Click More Colors for
a larger selection.
 Change the Start at value if the numbers should not begin with 1.
 Select one of the the seven list types shown and click OK.

Resizing a Text Box

Select a text box by clicking on it with the mouse. A border with nine handles will
appear around the text box. The four handles on the corners will resize the length
and the width of the box at once while the handles on the sides will resize only in
one direction. Click one of the handles and drag it with the mouse. Release the
mouse button when it is the size you want it to be. Move the text box by clicking and
dragging the thick, dotted border with the mouse.

Text Box
Properties

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Change the colors, borders, and backgrounds of a text box from the Format
AutoShape dialog box.

 Activate the textbox by clicking on it and select Format|Colors and Lines

from the menu bar.
 Under the Colors and Lines tab, select a Fill color that will fill the
background of the text box. Check the Semitransparent box if you want the
slide background to show through the color.
 Select a Line color that will surround the box as well as a Style or Weight
for the thickness of the line and a Dashed property if the line should not be
solid.
 Click the Text Box tab.

 Change the Text anchor point to reposition the text within the text box.
 Set Internal margins to the distance the text should be to the text box
edges.
 Click OK to add the changes to the text box.

Delete a Text Box

To delete a text box from a template, simply click the border of the text box and
press the DELETE key on the keyboard.

Adding Notes

From Normal View, notes can be added to the slide. These notes will not be seen
on your presentation, but they can be printed out on paper along with the slide the
notes refer to by selecting Print What: Notes Pages on the Print menu.

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Video

To add a video to your presentation select Insert|Movies and Sounds|Movie

from File or to insert an animation from Microsoft's gallery choose Insert|Movies
and Sounds|Movie from Gallery. Select the video file and click OK.

Audio

To add sound to your presentation select Insert|Movies and Sounds|Sound from

Gallery or Sound from File. Select a sound file and click OK.

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Unit 5

Working with Text

Adding Text

If the slide layout includes text boxes, simply click on the text box to add text. To
add a text box to the slide, select Insert|Text Box from the menu bar and draw the
text box with the mouse. Set text editing options by selecting Tools|Options from
the menu bar and clicking the Edit tab.

Formatting Text

Select the text that will be formatted by highlighting the text either on the outline or
on the slide. Choose Format|Font from the menu bar or right-click on the
highlighted selection and select Font from the popup shortcut menu or. Select a font
face, size, style, effect, and color from the Font dialog box. Click the Preview
button to see how the changes will appear on the slide before making a decision.

Replace Fonts

Design templates have a preset font that you may want to change or you may want
to change the font used on for the entire presentation for a number of reasons. This
can be accomplished quickly using the Replace Fonts feature. Select Format|
Replace Font from the menu bar. Choose the font you want to Replace from the

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first drop-down menu and the font it should be replaced With from the second
menu, and click the Replace button.

Line Spacing

Change the amount of space between lines in a text box by selecting Format|Line
Spacing from the menu bar.

 Line spacing - Select the amount of vertical space between lines. A value of
"1" is equal to single spacing and "2" is double spacing. Values between and
above these numbers are valid as well.

 Before paragraph and After paragraph - This value will determine the
amount of vertical space before and after each paragraph in a text box.

Change Case

Change the case of the characters in a paragraph by selecting Format|Change

Case from the menu bar without having to retype the text.

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  Sentence case - Capitalizes the first letter of the first word in each sentence.
 Lowercase and Uppercase - Changes the case of all the letters.
 Title case - Capitalizes the first letter of every word and reduces the rest to
lowercase.
 Toggle case - The opposite of Title case, it makes the first letter of every
word lowercase and capitalizes the remaining letters.

Spell Check

Correct the spelling in the presentation by selecting Tools|Spelling from the menu
bar or by pressing the F7 key on the keyboard.

 The spell checker will prompt you to make corrections of the first word that is
spelled wrong.
 If the word is spelled correctly, click Ignore or Ignore All if the same word
appears several times during the presentation. If this word will appear in
many presentations (such as your name), click Add to add the word to the
dictionary and you won't be prompted by a misspelling again.
 If the word is spelled wrong, highlight one of the the Suggestions or type
your own revision in the Change to box. Click Change to correct this
occurrence of the word or Change All to correct all occurrences of the word
in the presentation.
 Click Close to abort the spelling check early.
 When the spell checker has read through the entire presentation, you will be
prompted by a window telling you that the spelling check is complete. Click
OK.

Spelling Options

Select Tools|Options from the menu bar and click the Spelling and Style tab.

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  Check spelling as you type - If this box is checked, Power Point will check
the spelling of every word as you type. Misspelled words will be underlined
with wavy red lines.
 Hide spelling errors in this document - Check this box to remove the
wavy red lines from words that are spelled wrong.
 Always suggest corrections - If this box is checked, suggestions for
misspelled words will appear when you activate the spell checker.
 Ignore words in UPPERCASE - Power Point recommends that you don't
type slide titles in all uppercase letters so it will treat words like this and other
all-uppercase acronyms as misspelled. Check this box to ignore this
suggestion and acronyms that are typically typed in all caps.
 Ignore words with numbers - Check to ignore words that are combinations
of letters and numbers.

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Unit 6

Color Schemes
The colors of predesigned slide templates can be changed and a color scheme can be
added to blank presentations. This unit explains how to add color schemes and
background images to slides.

Color Schemes

 Select Format|Slide Color Scheme from the menu bar.

 Click one of the preset color scheme thumbnail images in the Color schemes
box.

 Click the Preview button to see how the scheme will appear on the slide.

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  To make changes to the color scheme, click the Custom tab on the dialog
box.

 Change the colors of the slide elements by selecting the color swatch beside
the name of the element and clicking the Change color button.
 Highlight one of the colors from the Text and Line Color window or select
the Custom tab to view more color choices and click OK when finished.

 When you have finished all color formatting, click Apply to All to apply the
color scheme to all the slides in the presentation or Apply to add the scheme
only to the current slide.

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Backgrounds

Follow these steps to add background colors and patterns to a slide:

 Select Format|Background from the menu bar.

 Select a color from the drop-down menu below the Background fill preview
or choose More Colors... for a larger selection.
 Select Fill Effects from the drop-down menu to add gradients, texture,
patterns, or a picture to the background.

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  Gradient tab

 Select One color if the color chosen will fade into the background and
select the color from the Color 1 drop-down menu. Choose Two
colors if the gradient will use two colors and select those colors from
the Color 1 and Color 2 drop-down menus. Preset provides a
selection of color combinations. Select one from the Preset colors
drop-down menu.
 Select the type of gradient from Shading styles.
 Click one of the four Variants of the styles chosen.

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  Texture tab
From the Texture window, select a repeating background by scrolling through
the thumbnail images or click Other Texture... to select an image from a file

 Pattern tab
Select a two-tone pattern by clicking one of the pattern swatches and
selecting the Foreground and Background colors.

 Picture tab
Click the Select Picture button to choose a picture from a file. After the
picture is selected, a preview and description will be shown in this window.
 Click OK to apply the changes made from the Fill Effects windows.
 Click Apply to All to add the changes to every slide or Apply to make
changes only to the current

The Drawing Toolbar provides many commands for creating and editing graphics.
The toolbar is located at the bottom of the Power Point screen or it can be activated
by selecting View|Toolbars|Drawing from the menu bar.

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  Menu -

 Grouping - Images can be grouped together so they become one

image and can be moved together or the same formatting changes can
be applied to both at once. Select all the images that will be grouped
by holding down the SHIFT key and clicking once on each image.
Then select Group from the Draw menu. The images can be
ungrouped by selecting Ungroup from the same menu. The rectangles
in the image to the left are separate images with their own sets of
handles and they are grouped together in the image to the right:

 Order - The order of overlapping images can be changed using this

feature. In the example of two rectangles below, the green rectangle is
selected and the Send Backward command was used to move the
image below the blue rectangle. Send Backward and Bring Forward will
move elements by one layer. Send to Back and Bring to Front move
the elements to the back or top of a series of several overlapping
graphics.

 Nudge - Use the nudge actions to move an object slightly in one

direction.
 Align or Distribute - Select a group of objects and choose one of the
the commands from the Align or Distribute menu to change the
position of the objects in relation to one another.
 Rotate or Flip - Rotate an object 90 degrees or flip the object over its
x- or y-axis.
 Select objects - Deactivate all drawing functions.

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  Free rotate - This button will place green handles on certain objects so they
can be arbitrarily rotated. Click and drag the handles to rotate the objects.

 AutoShapes menu - Click the small down arrow to the right of the
"AutoShapes" text to select a shape. [more...]
 Line and Arrow - Click and drag the mouse on the slide to add lines. Hold
down the SHIFT key to draw a straight line. Use the end points of the
completed line to stretch and reposition the line.
 Rectangle and Oval - Click and drag the mouse on the slide to add
rectangles and ovals. Hold down the SHIFT key to add squares and circles.
 Text box - Click to draw a text box on the slide.
 Word art - Click to add WordArt. [More]
 Picture - Click to add a clip art image to the slide.
 Fill color - Choose a fill color for rectangles, ovals, and clip art.
 Line color - Select a border color for shapes and pictures.
 Font color - Highlight text on the slide and click the small down arrow next
to the Font color icon to select a color.
 Line style - Highlight a line or arrow that has been drawn and click this
button to select a thickness or style for the line.
 Dash style - Highlight a line or arrow and select a dash style.
 Arrow style - Change the arrow head style for an existing arrow or change a
line to an arrow.
 Shadow - Select a text box to add shadow to text or choose any other object
on the slide to add a drop shadow.
 3D - Add a three-dimensional effect to text and other objects.

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Unit 7

Graphics
Adding Clip Art

To add a clip art image to a slide, follow these steps:

 Select Insert|Picture|Clip Art from the menu bar or click the Picture
button on the Drawing toolbar..

 To find an image, click in the white box following Search for clips and enter
keywords describing the image you want to find.
- OR -
Click one of the category icons.
 Click once on the image to want to add to the slide and a selection bar will
appear.
 Click once on the image you want to add to the slide and the following popup
menu will appear:

 Insert Clip to add the image to the slide.

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  Preview Clip to view the image full-size before adding it to the slide.
Drag the bottom, right corner of the preview window to resize the
image and click the "x" close button to end the preview.

 Add Clip to Favorites will add the selected image to your favorites
directory that can be chosen from the Insert ClipArt dialog box.
 Find Similar Clips will retrieve images similar to the one you have
chosen.
 Click the Close button in the top, right corner of the Insert Clip window to
stop adding clip art to the slide.

Add An Image from a File

To add a photo or graphic from a file:

 Select Insert|Picture|From File from the menu bar.

 Click the down arrow button on the right side of the Look in: window to find
the image on your computer.

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  Highlight the file name from the list and click the Insert button.

Editing A Graphic

Activate the image you wish to edit by clicking on it once with the mouse. Several
handles will appear around the graphic. Click and drag these handles to resize the
image. The handles on the corners will resize proportionally while the handles on the
straight lines will stretch the image. More picture effects can be changed using the
Picture toolbar.

Auto Shapes

The AutoShapes toolbar allows you to draw a number of geometrical shapes, arrows,
flow chart elements, stars, and other graphics on a slide. Activate the AutoShapes
toolbar by selecting Insert|Picture|AutoShapes or View|Toolbars|AutoShapes
from the menu bar. Click the buttons on the toolbar to view the options for drawing
each shape.

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  Lines - After clicking the Lines button on the AutoShapes toolbar, draw a
straight line, arrow, or double-ended arrow from the first row of options
by clicking the respective button. Click in the slide where you would like the
line to begin and click again where it should end. To draw a curved line or
freeform shape, select curved lines from the menu (first and second buttons
of second row), click in the slide where the line should appear, and click the
mouse every time a curve should begin. End creating the graphic by clicking
on the starting end or pressing the ESC key. To scribble, click the last button
in the second row, click the mouse in the slide and hold down the left button
while you draw the design. Let go of the mouse button to stop drawing.

 Connectors - Draw these lines to connect flow chart elements.

 Basic Shapes - Click the Basic Shapes button on the AutoShapes toolbar to
select from many two- and three-dimensional shapes, icons, braces,
and brackets. Use the drag-and-drop method to draw the shape in the slide.
When the shape has been made, it can be resized using the open box handles
and other adjustments specific to each shape can be modified using the
yellow diamond handles.

 Block Arrows - Select Block Arrows to choose from many types of two- and
three-dimensional arrows. Drag-and-drop the arrow in the slide and use
the open box and yellow diamond handles to adjust the arrowheads. Each
AutoShape can also be rotated by first clicking the Free Rotate button on the
drawing toolbar . Click and drag the green handles around the image to
rotate it. The tree image below was created from an arrow rotated 90
degrees.

 Flow Chart - Choose from the flow chart menu to add flow chart elements
to the slide and use the line menu to draw connections between the elements.
 Stars and Banners - Click the button to select stars, bursts, banners, and
scrolls.
 Call Outs - Select from the speech and thought bubbles, and line call
outs. Enter the call out text in the text box that is made.
 More AutoShapes - Click the More button to choose from a list of clip art
categories.

Each of the submenus on the AutoShapes toolbar can become a separate toolbar.
Just click and drag the gray bar across the top of the submenus off of the toolbar
and it will become a separate floating toolbar.

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WordArt

Add headlines in striking colors and shapes to your presentation using Word Art.

 Select Insert|Picture|WordArt from the menu bar or click the Word Art
button on the Drawing toolbar.
 Choose a Word Art style from the listing and click OK.

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  Enter the text in the Edit WordArt Text box and choose the font, size, and
style for the text. Click OK.

 Use the white box handles around the word art to resize it on the slide.
 Drag the yellow diamond handle to change the shape of the text. To revert
back to no shape, double-click the diamond.

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Unit 8

Slide Effects
Action Buttons

Use the action button toolbar to add functioning buttons to slides in a presentation.

 Select Slide Show|Action Buttons from the menu bar. Click the bar across
the top of the button menu and drag it off the menu so it becomes a floating
toolbar.

 Click one of the button faces and draw the button on the slide using the
mouse. The Action Settings menu will then appear.

 Set the actions under either the Mouse Click or Mouse Over tabs. Actions
specified for Mouse Click will execute when the button is clicked on the slide
while actions for Mouse Over will occur when the mouse pointer hovers over
the button.
 Select an action for the button by choosing a Hyperlink to destination.
 If you want a sound to be played when the button is clicked, check the Play
sound box and choose a sound from the drop-down menu.

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  Click OK when finished.

 The button on the slide can be resized using the white box handles and the
depth of the button can be changed by dragging the yellow diamond.

Slide Animation

Several animations for slide objects are available through the drop-down menus on
the menu bar. First, select the text box or graphic that will be animated. Select Slide
Show|Preset Animation and choose from one of the options. To select a different
animation or turn the animation off, select the appropriate choice from the same
menu. For more options, follow the procedure below:

 Select Slide Show|Custom Animation from the menu bar.

 Select the object on the slide that will be animated from the Check to
animate slide objects list.
 Under the Effects tab, select the animation type (or select "No Effect" to turn
an animation off) and direction from the drop-down menus and select a sound
if you wish.
 Select an After animation effect if the text should change colors after the
animation executes.

 Color palette - Select one of the color swatches or click More Colors
for a larger selection. The text will change to the selected color when
the mouse is clicked during the slide show.

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  Don't Dim - This option erases all After Animation effects.
 Hide After Animation - Text will be immediately erased after the
animation is completed.
 Hide on Next Mouse click - The text will be erased when the mouse
is clicked.
 Choose the style of displaying the text under the Introduce text section. The
drop-down menu provides options for displaying the characters for each
bulleted item. Select "All at once" for the text to appear immediately, "by
Word" for the text to appear one word at a time, or "by Letter" for a
typewriter effect that displays one letter at a time.
 Click the Order & Timing tab to alter the order that the objects appear on
the slide. Highlight the object in the Animation order box and click the
Move arrows to move the object's position within the animation sequence.
Under Start animation, choose "On mouse click" to activate the animation
by clicking the mouse or "Automatically" for the animation to execute after a
set number of seconds.

 Click the Preview button at any time to preview the animation on the slide
and click OK when finished.

Animation Preview

Select Slide Show|Animation Preview from the menu bar to view the Animation
Preview window. Click anywhere within this window with the mouse to preview the
animations that have been set. To hide the window, click the x close button in the
top, right corner.

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Slide Transitions

Add transition effects when changing slides by following these steps:

 Select Slide Show|Slide Transition from the menu bar.

 From the Effect section, choose a transition from the drop-down menu and
notice the preview after the transition is selected. Select a speed for the
transition as well.
 Under Advance, check "On mouse click" for the slide transition to occur by
clicking the mouse or using keystrokes or check "Automatically after" and a
number of seconds if the transition should occur automatically.
 Select a Sound if necessary and check the Loop until next sound if it
should keep repeating until the next sound is played.
 Click Apply to All if the transition effects should be added to every slide or
Apply if the effects should be added only to the current slide.

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Slide Show Options

Select Tools|Options and click the View tab to choose from several more slide
show options.

 Popup menu on right mouse click - Check this box if you want to be able
to access the shortcut menu during a presentation.
 Show popup menu button - Check this box to activate the menu button
that appears in the bottom, left corner of the screen during a presentation.

 End with black slide - Insert a blank, black slide to the end of the
presentation.

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Unit 9

Master Slides
Slide Master

Change the style of all slides in the presentation by changing the properties on the
Slide Master. Each Design Template has its own Slide Master that can be altered. If
you create slides from scratch, a consistent style can be added to the presentation
by formatting the Slide Master.

 Select View|Master|Slide Master from the menu bar.

 Format the master slide just as you would format a regular slide by
formatting text, formatting lists, adding background patterns and effects, and
setting footers.
 Click the Close button on the Master toolbar to quit editing the master slide
and return to the presentation.

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Headers and Footers

Add the date and time, slide numbers, and other footer text to the master slide from
the Header and Footer window.

 Select View|Header and Footer... from the menu bar.

 Check the Date and time box to add this feature to the slide. Select Update
automatically to always display the current date and time or click Fixed and
enter a date that will not change in the text field provided.
 Check the Slide number box to add this feature to the slides.
 Click the Footer box and add other text to the footer area of the slide.
 Check the Don't show on title slide box to hide these features on the title
slide of the presentation.
 Click the Notes and Handouts tab to make the same changes to notes and
handouts pages.
 Click Apply to All to add the changes to every slide or Apply to add only to
the current slide.

Slide Numbers

To add the slide numbers in a fixed position on the slide, use the Header and
Footer window detailed above. The slide number can otherwise be added anywhere
on the slide by placing the cursor where the slide number should appear and
selecting Insert|Slide Number from the menu bar. The text of the slide number
can the formatting just as regular text style is changed.

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Date and Time

A date and/or time can also be added using the Header and Footer window or
anywhere else on the slide. Place the cursor where the date and time should appear
on the slide and select Insert|Date and Time from the menu bar. Select a format
from the Available formats box and click Update automatically if this feature
should always be updated to reflect the current date and time. Click OK to finish.

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Unit 10

Saving and Printing

Save as Web Page

Presentations can be saved by selecting File|Save from the menu bar. However, if
you want to post Power Point presentations on the Internet, you may want to save
them as web pages so students and other visitors to your web site can view the
presentation even if they do not have Power Point installed on their computers.
Select File|Save As Web Page from the menu bar. Choose your web page directory
on the network from the Look in: drop-down menu and name the file in the File
name: box. Click Save to save the presentation in web format.

Page Setup

Select File|Page Setup from the menu bar to access options for printing the
presentation slides. Select the format the printed slides will be used for from the
Slides sized for drop-down menu or enter a specific print size using the Width and
Height boxes. Select the page orientation for the slides and for other print material
from the presentation in the Orientation section.

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Print

Select File|Print from the menu bar to print the presentation.

Print range - Select All to print all the slides in the presentation,
Current slide to print only the current slide, or enter slide numbers in
the Slides field to print only certain slides.

Copies - Enter the number of copies of each slide specified in Print

range and check the Collate box if necessary.

Print What -

 Slides prints a full-page slide on each page.

 Handouts prints as many slides as you designate on each
page.
 Notes Page prints one slide with that slide's notes on each
page
 Outline view prints the outline of the presentation

Click OK to print.

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Unit 11

Keyboard Shortcuts
Keyboard shortcuts can save time and the effort of switching from the keyboard to
the mouse to execute simple commands. Print this list of Power Point keyboard
shortcuts and keep it by your computer for a quick reference.

Note: A plus sign indicates that the keys need to be pressed at the same time.

Action Keystroke Action Keystroke

Document actions Formatting

Open a presentation CTRL+O Select all CTRL+A
New presentation CTRL+N Copy CTRL+C
Save As F12 Cut CTRL+X
Save CTRL+S Paste CTRL+V
Print CTRL+P Undo CTRL+Z
Help F1 Redo CTRL+Y
Bold CTRL+B
Presentation actions Italics CTRL+I
Begin slide show F5 Underline CTRL+U
ENTER or Left justified CTRL+L
Next slide Down arrow
Center justified CTRL+E
key
Right justified CTRL+R
BACKSPACE
Previous slide or ALT+SHIFT+Left
Promote list item
Up arrow key arrow
Activate pen tool CTRL+P ALT+SHIFT+Right
Demote list item
arrow or TAB
Erase pen strokes E
Deactivate pen tool CTRL+A
Editing
Show/Hide black screen B
Find CTRL+F
Show/Hide white screen W
Replace CTRL+H
Show/Hide pointer &
A Insert hyperlink CTRL+K
button
End slide show ESC New slide CTRL+M
Spell checker F7
Macros ALT+F8

Run the slide show and press the F1 key to view all keyboard shortcuts applicable
when running a slide show.

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Unit 12

Tips
Design Tips

 Use contrasting colors for the text and the background so the text will be easy
to read.

 Use font size large enough to be seen from the back of the room where the
presentation will be held. A font size of 24-point or larger is recommended.
 Use short phrases and sentences to convey your message.
 Use simple slide transitions. Too many different transitions will distract your
audience from the subject of the presentation.
 Avoid cluttering the slides with too much text or graphics. Your audience
should hear what you have to say and not be distracted by a busy screen.
 Keep text simple and easy to read by not using many different text effects
such as bold, italics, underlining, larger font size for emphasis within a
sentence, or a different font all on the same slide.

Presentation Basics

 Begin the slide show by clicking the Slide Show button on the bottom of the
screen.

 Move to the next slide by pressing the SPACE BAR, ENTER, PAGE DOWN,
or right arrow keys or by clicking the left mouse button.
 Go back to the previous slide by pressing BACKSPACE, PAGE UP, or the left
arrow key.
 To end the slideshow before it is complete press ESC on the keyboard.
 A pen tool is available for drawing on the screen with the mouse. Press
CTRL+P or click the right mouse button at any time and a popup window will
appear. Choose Pen and the pointer will change to a pen that allows you to
draw freehand on the screen using the mouse. Press the E key to erase all
pen strokes. Press CTRL+A to disable the pen feature and revert the pen
back to a pointer arrow.
 If you would like to use the pen to draw on a blank screen during a
presentation, press the B or W keys, or select Screen/Black Screen from
the popup menu and the screen will turn black. Press B or W again or choose
Next from the popup menu to return to the presentation when you are
finished drawing.
 To hide the pointer and button from the screen press the A key.
 Be sure to preview the slide show using a projector if one will be used during
the presentation. Words or graphics that are close to the edge of the screen
may be cut off by the projector.

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