EXERCISE: 10 Microsoft PowerPoint

Using the PowerPoint Window


When you first open PowerPoint, several toolbars will be displayed by default. These will include the Standard Toolbar, Formatting Toolbar and Drawing Toolbar. The Standard and Formatting toolbar will initially share a row at the top of the screen. If you would like to see all of the icons you can make these toolbars take up a row each. To do this:
1. Click the arrow at the far right end of the toolbar.
2. From the menu that appears, select Show Buttons on Two Rows.

If you want to change the toolbars that are showing, click
your right mouse button on any of the toolbars. A list of
available toolbars will appear, allowing you to choose the
ones you want showing.

Menu toolbar icons provide access to a menu that can be
separated from the toolbar for repeated use. For example:
1. Click the arrow to the right of the Font colour icon as show
2. A colour palette appears as shown. Click the thin bar at
the top of the palette and drag away from the toolbar.
The palette will now remain there until you move or
close it.


Creating a New Presentation
The first slide in a presentation is usually a title slide, and is used to introduce your presentation.
Title Slide
If PowerPoint is not already started, then start it and a new blank presentation will be created. If you don’t already have a blank presentation open then create one by pressing [Ctrl][N] or by clicking the new presentation icon. You should have a title slide like the one shown below.





1. Click in the space labelled “Click to add title”. Type the name of your favourite style of music. E.g. Rock, trance or R&B.
2. Click in the space labelled “Click to add subtitle”. Type your name, press [Enter] and then type the name of your class. E.g. “Year 11 BIT”.
3. Save the file as “Music Presentation.ppt” in your H drive under “11Bit\06 Task 5
– Portfolio\06 Presentation”. Your slide should end up looking similar to the one
shown below.



Adding a Bulleted List
When presenting key points in a presentation, bulleted lists are often used. Bullets can be anything from standard points like • to fancier symbols like ☺. In the next exercise, you will be creating a slide which includes a bulleted list.
1. Click the New Slide button.
2. A new slide will appear and a second slide thumbnail will appear on the left of the screen. It should look like the one below.











3. If the new slide does not appear like the one above, then you need to change the
slide layout. And easy way is to display the Slide Layout task pane as
shown at the beginning of this document. Once the Slide layout pane
is showing, you can click the Title & Text button shown to the right
to convert the current slide to the appropriate layout.
4. Click in the area labelled “Click to add title”. Type “Reasons why I like ” and then
type the name of your favourite style of music.
5. Click in the area labelled “Click to add text”. Type a reason why you like the
chosen style of music. Press Enter to begin a new line and type another. Enter
between 3 and 5 reasons for liking that type of music. Your slide should end up
looking similar to the one shown below











Adding a ClipArt Slide
“A picture is worth a thousand words”. Pictures not only add visual interest but also assist in getting your message across. Clipart is used to add pictures to your presentations. With PowerPoint you have a choice of several layouts that include clipart.
1. Create a new slide as you did on the previous page. In the Slide
Layout task pane, scroll down until you see “Text and Content
Layouts”. Click the Title, Text and Content icon as shown to the
right. Your new slide should look like the one below.





2. Click in the title and type “Popular [your music style] Artists”.
3. Click in the text area and enter 3 to 6 well known artists for that style.
4. In the content area on the right, click the clipart icon and a clipart browser window will appear. Choose one of the pictures shown or use the box at the top to search for certain types of pictures with keywords (E.g. “Dancing”). If you would rather use a picture you have saved then click the Import button to browse for the file. Once you have selected an appropriate picture, click the OK button and the chosen picture will be inserted. Your slide should look similar to the one below.












Adding a WordArt Slide
Word art is used to create special effects with text that you cannot select by formatting the font. You can create curves, angles, waves, 3-D effects and many more.
Word art is used to create special effects with text that you cannot select by formatting the font. You can create curves, angles, waves, 3-D effects and many more.
1. Create a new slide.
2. Change the slide layout once again, this time choosing the “Blank”
layout (under the Content Layouts” heading). You should now have
a slide that is completely blank
3. From the drawing toolbar at the bottom of the screen, click the WordArt icon.















4. Choose a text layout and then click OK.
5. In the next dialog box, you can choose formatting options and type your text.
Type a slogan that describes your chosen music style and click OK. The WordArt
will appear in the centre of your slide.
6. You may notice a small yellow diamond near your WordArt text. Try dragging it
and see what it does. There is also a small green dot that you can drag to rotate the
text. Your resulting slide should look similar to the one below.


You should now have four slides in your presentation.

Formatting Slides
In these exercises, you will be working with your Music Presentation file created in part 1. Open that file if you haven’t already done so.

Selecting Parts of a Slide
When you want to apply similar formatting to several different parts of the same slide at the same time, you need to select all the objects you want to format. The same applies if you want to copy or delete objects on a slide. Selecting can be done in several different ways as shown below.
1. Move to slide 3 “Popular Yodelling Artists”. You can do this by clicking its thumbnail on the left of the screen. You can also move between slides by using the [Page up] and [Page Down] keys. There are three different objects in this slide – the heading, bullet text and picture.
One obvious way to select objects is to click on them. This may work differently with
text though.
2. Click on the heading and you will notice you are now editing the text. That’s fine if that’s what you want to do, but what if you wanted to do something to the box itself, such as changing the border or background colour. If you want to select the box instead of the text in the box, you can click the border around the box. You can also press the [F2] key to switch between editing the box and the text in the box.
3. To select multiple objects at once, hold down [Shift] as you click on each one. If you hold [Shift] and click on an object that is already selected, you will de-select it.
4. You can also select objects on the page by pressing your [Tab] key. This will cycle through each object on the page in the order they were placed. This can be handy if you’re trying to select an object that is behind another object.
5. Lastly, you can select all of the objects on a slide by pressing [Ctrl][A].
6. Try each of the techniques described above on some of the other slides.
Now that you’re familiar with ways of selecting objects, we can move on to formatting objects.
Formatting Text
1. Move to the first slide in the presentation (Tip: pressing [Ctrl][Home] will take you to the first slide). We’ll format the headings on this slide.
2. Select the main heading. Formatting the text can be done in more than one way. To begin with, drag your mouse over the text to highlight it as shown below.

3. Now that the text is selected, use the icons on the toolbar to change formatting elements such as the font, size and text colour. Using this method is a quick way of formatting and it’s also useful if you only want to format part of the text.
4. If you want to format all of the text in a box you can do it without selecting the text itself. Click the border of the text box, and any formatting options you change will affect all of the text inside the box. You can also double-click the border of the box to get to additional formatting options. Some of the more commonly used toolbar icons for formatting text boxes are shown below. Some of the last ones appear in the drawing toolbar at the bottom. Try some of them with the text boxes on the first slide.



5. Go through your slides and format each of your text boxes.

Formatting Bullet Points
1. Go to slide 2 – “Reasons for liking ____”
2. Select the bullet list. Make sure you have the whole box selected as shown previously; otherwise you might change on bullet instead of the whole list. Go to the Format menu and choose Bullets and Numbering.


From here you can choose one of the preset styles of bullet lists or create your own with a custom character or picture.
3. Click the Customise button and you will get a long list of characters that can be used.


4. From the list of fonts at the top, choose Windings. The symbols will change to the ones in the Windings font. Choose a symbol that you would like to use for your bullets and click OK. Click ok again to complete the change.

Formatting WordArt
1. If you have placed some WordArt in your presentation, you can change a lot about
how it looks. Go to your fourth slide which should contain your WordArt. Click
on the WordArt and the WordArt toolbar will appear as shown below.



2. Click the WordArt Shape icon. Experiment with some of the different shapes.
3. The other icons in the WordArt toolbar are listed below. Experiment with some of them to create a unique effect.













Using Slide Templates
PowerPoint has a number of built-in design templates. These are intended to make it quick and easy to design a presentation that has a neat, consistent look on each slide. It can format all of the slides in even a very large presentation.
To use a design template in your presentation do the following:
1. Click the Design icon.
2. The task pane on the right of the screen will now show a range of design templates that you may choose from. The top of the pane presents you with three choices – Design Templates, Colour Schemes and Animation Schemes. Colour Schemes will simply change the colours used for things like text, bullets and charts in your presentation. Animation Schemes will be referred to in a later exercise. For now make sure Design Templates is chosen.
3. Scroll through the list and click some of the different options. Notice that the
changes are made to every slide in your presentation.
4. Choose a template that you like the look of and then press [Ctrl][S] to save the
changes to your presentation.
Note: Using a design template will replace most of the formatting that you may have
already applied. You can always continue to modifying the formatting after applying
a template but formatting changes before using the template will mostly be lost.




Special Effects

Slide Sorter View
When you are showing your presentation, you may want to spice things up a little by making the transition from one slide to the next a little more interesting. PowerPoint has several built-in transition effects. When you are setting up slide transitions, it is easiest to work in slide sorter view, so that you can see all of your slides at once. You can also use the sorter view to rearrange and delete slides.
1. Begin by switching to slide sorter view. You can do that by clicking the icon in the bottom left corner of the screen. Once you’re in slide sorter view, you should see small versions of each of your slides displayed. First of all, we’ll try moving a slide
2. Click on the third slide (popular artists). Drag it to the left of the second slide (Reasons for liking). Moving slides is as simple as that. If you hold down [Ctrl] as you drag, you’ll be creating a copy of the slide.
3. Click the New Slide button at the top. The new slide will automatically take on the
formatting of your currently selected theme.
4. Click the new slide and press [Delete].

Slide Transitions
The slide sorter view is the best place for setting up slide transitions since you can give a transition style to several slides at once, and consistency is a good thing in a presentation. First of all, you will need to display the transitions options.

1. Click the Transition button at the top.
The transitions task pane will now be showing
on the right of your screen.
Before you can apply a transition, you will need to
select the slides to apply the transition to. When you
are doing this, remember that you can select more
than one slide at a time. The following steps will
show you several ways of doing this.
2. Selecting slides in a group - Click on the first
slide. Hold down [Shift] and click on the third slide.
Those slides and any in between will be selected.
Click in the blank space between the slides to de-select them all
3. Selecting separate slides – Click on the second slide.
Hold down [Ctrl] and click on the fourth slide.
Each time you click on a slide while holding [Ctrl] you will
select the slide if it’s not already selected,
and deselect it if it is already selected. Deselect all slides.
4. Selecting all slides – Press [Ctrl] [A]. All slides will now be selected.
5. With all of the slides still selected, click on some of the transition options listed on the right side of the screen. Notice the slide sorted view giving you a preview of each transition style you choose. (if nothing happens in the slide sorter view, turn on the AutoPreview option in the bottom right corner).
6. Return to the Normal View by clicking the icon in the bottom left corner of the
screen.

Note: PowerPoint includes several special effects including transitions and themes.
Don’t over use them. These effects can be impressive if used in moderation but they
can also be annoying if used too much. For instance, try to avoid using too many
different transitions in the same presentation. You don’t need to have a different
transition for each slide.

Animation Effects
Not only can whole slides have transition effects, but the individual objects on a
presentation can also have animation effects. Many of these effects allow you to have
certain objects hidden until you require them to be displayed. This can be especially
useful for drawing attention to items in a bulleted list one at a time.

1. Move to the second slide in your presentation by clicking its preview on the left.
We’ve got some bullet points on this page so we might want to discuss each one at a
time while we are presenting.
2. Click on the bulleted list to select it.
3. From the Slide Show menu select Custom Animation. The custom animation
task pane will appear to the right.
4. Click the Add Effect button at the top of
the task pane. A menu will appear.
5. The entrance animation effects will mean
that each of the bullet points will only
appear when you choose instead of
appearing with the rest of the slide. From
the menu, choose Entrance, and then Fly In as shown.
A preview of the effect should commence.
Once the preview is complete, some numbers should appear to the left of each bullet
point. These indicate that the animation for each bullet point may be controlled separately.






The task pane to the right will also show a list indicating which objects on the slide
have animations associated with them. The numbers indicate which order each object
will appear in. It is possible to change the order the objects (in this case, bullet points)
will appear in by dragging items up or down the list. You can also use the list in the
task pane to change other options for each object such as the type of animation and
the timing of each animation.
6. Move to the third slide, and apply animation effects to the bullet points on that slide.

Note: The note on the previous page about transitions applies double for animation
effects. Too many animation effects can make a very long and very tedious
presentation. Use them for adding emphasis. Don’t use them just because you know how.
Adding Sound to Slides
Sound can be added to slides in a couple of different ways. One is to have a button on
a slide that you can click on to make a sound play.
1. Go to the Title (first) slide in your presentation.
2. From the Insert menu, choose Movies and Sounds, and then choose Sound from
Clip Organiser.
The task pane on the right of the screen will display a range of sounds for you to choose from.
3. Click one of the sounds in the list (e.g. Claps, cheering).
You will be asked whether you want the sound to play
automatically or when you click on the icon.
4. Click Yes. This will mean that the sound will play as
soon as that slide appears in your presentation. In
this case, it will play as soon as your presentation begins.
5. A sound icon will appear on the slide. While the presentation is
playing, you can click on this icon to play the sound whenever you
choose. When you are designing your slide, you can drag this icon
to change where it is positioned on your slide.

Transition Sounds
Another way you can add sound to a slide is by having a sound play as part of your
slide’s transition or as part of an animation effect.
1. Move to your second slide.
2. Click the task pane menu at the top of the task pane
(on the right or the screen).
3. Choose Slide Transition.
The task pane will now show the transition options for
the current slide. The middle section of the task pane
will show Modify Transition options. These options
include the sound options.
4. Click the No Sound option to show a list of sounds.
5. Scroll to the bottom of the list and click Other Sound…
6. Browse to the folder where this exercise is located, and choose the sound file
which best suits your presentation.
7. Click the Loop until next sound option.
Now when you are viewing this slide in the
presentation, the sound you selected will play repeatedly until another sound is played or until the presentation ends.
Note: You shouldn’t need to be told about how annoying sounds could be in a
presentation if they’re used too much!

Viewing the Presentation
Once the presentation is all ready, you’ll want to show it off. Here’s how. First of all,
you can set the presentation to move from one slide to the next by itself, or you can
change slides manually (which is the standard setting).
To set up a slide to advance automatically; you simply modify the transition setting
shown on the previous page. The options shown below allow you to set the slide to
advance automatically and choose how many minutes/seconds to wait before
advancing.




The following steps will assume you want to move between slides manually.
1. To begin with, move to the first slide by pressing [Ctrl][Home] (you didn’t forget
that shortcut did you?)
2. To get in to the slide show view, click the icon in the bottom left corner
or press the [F5] key.
3. If you want to end the presentation at any time, press [Esc]. You can then press
[F5] again to return to the presentation. Your presentation will also end once you
have passed the final slide.
4. Ensure you are on the first slide and in the slide show. Click your left mouse button or press the spacebar to advance. If you have a sound on the first page, you may need to click/press again to advance to the second slide.
5. If you want to move to the previous slide again, you can right-click on the screen
and choose Previous. An even easier way to go backwards and forwards through
the slides is to press the [Page up] key (for next slide) and the [Page down] key
(for previous slide).
6. If you would like to quickly get to a particular slide number, you can simply press
the number of the slide you want to go to and then press [Enter]. E.g. pressing [3]
and [Enter] on your keyboard while in slideshow view will take you straight to
the 3rd slide. It doesn’t matter if you’ve already passed the slide. If you have a lot
of slides in a presentation it still works. E.g. if you want to go to the 32nd slide,
you simply need to press [3] and [2] followed by [Enter] and you’ll be taken
straight there.

Slide Handouts
If you are doing a presentation using PowerPoint, your listeners may appreciate
having some notes to follow on with. It may even benefit you as a presenter to have a
copy of your presentation printed out in front of you so you can remember what’s
next in the presentation.
1. While your presentation is open, select Print from the File menu or press
[Ctrl][P]. Options similar to the following will appear.








2. Under Print what, click the list and select Handouts.
3. In the options to the right of that list, you can choose the number of slides you
want to be printed on each page.
4. Click Preview to see how the presentation would look if you printed it.
5. Click the Close button at the top of the preview to return to the normal view.