Sei sulla pagina 1di 75

[Your company name] presents:

Microsoft Office
®

PowerPoint 2003 ®

Training
Create your first
presentation
Course contents

• Overview: Presentation basics

• Lesson 1: Slides, text, and notes

• Lesson 2: Design and layout

• Lesson 3: Proof, print, prep for the show

Each lesson includes a list of suggested tasks and a


set of test questions.

Create your first


presentation
Overview: Presentation basics

You've been asked to put together a


presentation using PowerPoint, and you
have no idea how to begin.

Get equipped with the skills to do


the job. Learn what you need to
know to put together a Microsoft
PowerPoint presentation quickly
and with little fuss.

Create your first


presentation
Course goals

• Put text and pictures on slides.

• Navigate in the PowerPoint window.

• Apply a design template.

• Arrange slide content by using layouts.

• Print handouts and notes.

• Prepare to give the show.

Create your first


presentation
Lesson 1

Slides, text, and notes


Slides, text, and notes

There it sits in the middle of the


PowerPoint window: a big, blank slide.
"Click to add title," says the text on
the screen. It sounds easy, but you've
never done this before, and the blank
canvas is daunting.

Yet you have to start somewhere.


A blank slide can be
daunting; don't let it
be.

Create your first


presentation
Work in the slide area

The window that first opens in PowerPoint


has a big working space in the middle,
with smaller areas around it.

That middle space is the slide area,


officially called the slide pane.

The working areas of


a PowerPoint window

Create your first


presentation
Work in the slide area

Working in this space, you type


text directly onto the slide. The
area where you type is a box
with a dashed border called a
placeholder. All text that you
type onto a slide resides in a
box like this.
The working areas of
a PowerPoint window

Create your first


presentation
Work in the slide area

See the image at left.

1. The slide pane.

2. On the left is a thumbnail


version of the slide you're
working on. This area is the
Slides tab.
The working areas of
a PowerPoint window 3. The notes pane. Type notes
that you'll use when
presenting.

Create your first


presentation
Add new slides

When PowerPoint opens, there's only


one slide in the show. It's up to you to
add the rest. Add them as you go or add
several at a time, whichever you prefer.

Use the shortcut


menu to insert a new
slide.

Create your first


presentation
Add new slides

There are multiple ways to insert a new slide.


See the image at left.

Use the Slides tab, the area on


the left that contains the slide
thumbnail, to add new slides.

1. Right-click the thumbnail that


you want the new slide to
Use the shortcut follow.
menu to insert a new
slide. 2. Click New Slide on the
shortcut menu.

Create your first


presentation
Type text

The image at left shows text


typed within a body text (as
opposed to a title)
placeholder.
1. The body text placeholder is
usually positioned below a
title.
Text in placeholders
2. Its default formatting is a
bulleted list. At the end of a
paragraph, press ENTER, and
then press TAB to get to the
next level of indent.

Create your first


presentation
Type text

• If you don't want a bulleted


list, select the placeholder by
clicking its border. Then, click
the Bullets button .
• Another button on the
Formatting toolbar handy for
Text in placeholders positioning text is the Center
button .

Create your first


presentation
Type text

• The indent buttons, such as


Decrease Indent , help
you position text at the right
level of indent.
• Automatic text fit. If you
type more text than fits in the
Text in placeholders placeholder, PowerPoint
reduces the text size to fit it
all in.

Create your first


presentation
Navigate among slides

Once you have several slides in the


show, you'll need to move among
them as you add content. The
picture shows two ways to do that.

1. Click the slide thumbnail on


the Slides tab…

2. …to display that slide, or…

3. Click the Previous Slide or


Next Slide button.

Create your first


presentation
Create notes for the show

As you put text on your slides, type your


speaker notes (if you want any) in the notes
pane, located below the slide.
As the picture shows, you can enlarge the
notes pane so that it's easier to work in. Your
notes are saved in a notes page, which you
can print before the show.

Notes pane and notes


page

Create your first


presentation
Create notes for the show

The process of writing notes:


1. Notes pane in Normal view.

2. Drag the split bar up to


enlarge the notes pane, and
then type your note text.

3. The notes page layout as


Notes pane and notes seen in Notes Page view or
page when the notes are printed.

Create your first


presentation
Suggestions for practice

1. Look at the areas of the PowerPoint window.

2. Type title text.

3. Add new slides.

4. Navigate and add more text.

5. Use text indents and formatting.

6. See how AutoFit works.

7. Type and view notes.

Online practice (requires PowerPoint 2003)


Create your first
presentation
Test 1, question 1

In the PowerPoint window, what's the main


area for adding slide content? (Pick one
answer.)
1. The Slides tab, located on the left of the
window.

2. The notes pane.

3. The slide pane, located in the middle of the


window.

Create your first


presentation
Test 1, question 1: Answer

The slide pane, located in the middle of the window.

Work from the slide pane to add text, pictures,


shapes, media files, or other content to your slides.

Create your first


presentation
Test 1, question 2

You're typing text within a body text placeholder and suddenly


you see this little button . What is it and what's it for? (Pick
one answer.)

1. The AutoLayout button. It means that PowerPoint


has adapted the slide layout to fit new elements
onto it.

2. The AutoFit Options button. It means that text is


being reduced to fit inside the placeholder.

3. The AutoCorrect Options button. You use it to


undo an automatic spelling correction that
PowerPoint has made.
Create your first
presentation
Test 1, question 2: Answer

The AutoFit Options button. It means that text is being


reduced to fit inside the placeholder.

You can use its menu to split the text across two
slides, stop the autofitting, continue on a new slide,
or change to a two-column layout. You can turn off
the feature if you want.

Create your first


presentation
Test 1, question 3

The notes pane at the bottom of the


PowerPoint window is the only place you can
type and work with notes. (Pick one answer.)
1. True: It's a small window, but you can
enlarge it when you work in it for greater
ease.

2. False.

Create your first


presentation
Test 1, question 3: Answer

False.

To get a larger space for typing notes and to see


exactly how your notes page looks, on the View
menu, click Notes Page.

Create your first


presentation
Lesson 2

Design and layout


Design and layout

When you've nailed down the


text for your slide show, lift the
presentation out of its black-
and-white doldrums by
applying a design template.

A template provides color,


style, and decorative accents.
A slide with design,
layout, and art

Create your first


presentation
Design and layout

Also, your slide won't always


contain only text, and you'll
need a way to arrange all that
you put onto it—this is where
slide layouts come in.

A slide with design,


layout, and art

Create your first


presentation
Pick a design

The design template


determines the look and colors
of the slides, including:
• The slide background.

• Bullet and font styles.

• Font color and size.


Applying a design
template • Placeholder position.

• Varied design accents.

Create your first


presentation
Pick a design

Applying a design template:


1. Select a slide thumbnail on
the Slides tab.

2. In the Slide Design task


pane, click a template
thumbnail to apply the
template to all slides.
Applying a design
template

Create your first


presentation
Pick a layout

As you create slides, you'll confront the issue of


where to place the things you want on them.

PowerPoint tries to help you here by displaying slide


layouts to choose from each time you add a slide.

When applied, the layout arranges content to fit into


a specific combination of placeholders.

Applying a layout

Create your first


presentation
Pick a layout

To apply a layout:
1. Select a slide thumbnail.

2. In the Slide Layout task


pane, click a layout thumbnail
to apply its layout to the
selected slide.

Applying a layout

Create your first


presentation
Work within the layout

Whenever you type within a placeholder, you're


working within the layout because placeholders—
what type of content they're for and how they're
arranged—make up the layout.

Title, text, and


content layout
examples

Create your first


presentation
Work within the layout

The image shows the effect of applying a layout that has a


text placeholder on the left and a content placeholder on
the right. Each has built-in properties that support the
specific type of content.

1. Title placeholder
Title, text, and 2. Text placeholder
content layout
examples 3. Content placeholder

Create your first


presentation
Work within the layout

A content placeholder has its


own built-in behavior.
• It positions a picture or other
graphical element in that
space.
• It provides icons that you can
click to insert pictures, charts,
Title, text, and or tables.
content layout
examples • It automatically repositions
content in some cases when
you introduce a new element
onto the slide.
Create your first
presentation
Insert by using the layout icon

Icons are one method for inserting


content. The picture illustrates how
you'd use one of the icons in the
layout to insert a piece of clip art.

1. Click the Insert Clip Art icon


within the placeholder, and
then type a keyword in the
Inserting clip art using
Search text box to search
a layout icon for a clip.

2. Click a clip within the Select


Picture dialog box, and click
OK.
Create your first
presentation
Insert by using the menu

Another way to insert an item


like a picture or a chart is
through the Insert menu.
As long as you have the
placeholder selected before you
insert, the item will be placed in
the correct area of the layout. It
will also benefit from the
Inserting content via
the Insert menu automatic-layout behavior built
into the placeholder.

Create your first


presentation
Insert by using the menu

Use the Insert menu to insert


content onto the slide:
1. Select the content
placeholder before you insert
from the menu.

2. Choose the type of item you


want from the Insert menu,
Inserting content via with its wide range of options.
the Insert menu

Create your first


presentation
Copy other slides into the show

You may need to use slides from an


existing presentation in your show.
That's no problem. Just remember that
those slides are probably using a
different design template than the one
that's in your presentation.

The Slide Finder PowerPoint will adapt the


dialog box
inserted slides to the current
design—or not, if you tell it not
to.

Create your first


presentation
Copy other slides into the show

There are two methods. The first:

1. In the Slide Finder dialog


box, browse to the
presentation with the slides
you want to use.
The Slide Finder
dialog box 2. Select the slides you want.

Create your first


presentation
Copy other slides into the show

There are two methods. The first:

3. To retain slide formatting,


make sure that the Keep
source formatting check
box is selected.
The Slide Finder
dialog box 4. Click Insert for selected
slides.

Create your first


presentation
Copy other slides into the show

Or…the second method:

• Copy and paste the slides.

• Use the commands on the


Paste Options button to
The Slide Finder get the design you want.
dialog box

Create your first


presentation
Suggestions for practice

1. Pick a design template.

2. Change the layout and add art.

3. Insert art by using the Insert menu.

Online practice (requires PowerPoint 2003)

Create your first


presentation
Test 2, question 1

To apply a design template to all your slides, you need to


select all the slide thumbnails on the Slides tab before you
apply the template. (Pick one answer.)

1. True.

2. False.

Create your first


presentation
Test 2, question 1: Answer

False.

You only need to select one slide thumbnail on the


Slides tab; when you click a template thumbnail,
the design template is applied to all your slides.

Create your first


presentation
Test 2, question 2

Keep in mind the recent practice session for this question: You've applied a layout that has placeholders for a
title and two bulleted lists. Then you decide you want a table on the left side of the slide instead of a bulleted
list. What layout should you apply instead? (Pick one answer.)

1. The Blank layout.

2. The Title, Text, and Content layout.

3. The Title, Content, and Text layout.

Create your first


presentation
Test 2, question 2: Answer

The Title, Content, and Text layout.

The content placeholder would be on the left, and


you could insert a table into that space.

Create your first


presentation
Test 2, question 3

You've put a layout on your slide that contains a placeholder for a picture. You'd
rather use the Clip Art task pane to insert the art than the options you get when you
click the Insert Clip Art icon in the placeholder. What do you do?
(Pick one answer.)

Create your first


presentation
Test 2, question 3

1. Apply a blank layout instead, and then use the


Insert menu (point to Picture, and then click Clip
Art) to open the Clip Art task pane, and insert the
picture.
2. Select the placeholder on the slide, and then press
DELETE. Then use the Insert menu (point to
Picture, and then click Clip Art) to open the Clip
Art task pane, and insert the picture.

3. Make sure the picture placeholder is selected, and


then use the Insert menu (point to Picture, and
then click Clip Art) to open the Clip Art task pane,
and insert the picture.

Create your first


presentation
Test 2, question 3: Answer

Make sure the picture placeholder is selected, and then use the Insert menu (point to Picture,
and then click Clip Art) to open the Clip Art task pane, and insert the picture.

Although you aren't using the Insert Clip Art icon in


the layout, you can still use the placeholder and
benefit from it. Just make sure that it's selected
before you insert the picture.

Create your first


presentation
Lesson 3

Proof, print, prep for the


show
Proof, print, prep for the show

You've finished creating your slides.


What are the next steps?

Start with previewing the show on your


computer. Run a spelling check.

Then use Print Preview to see how your


notes and handouts will look, and select
the right printing options for them.

Review your show in


Slide Show view.

Create your first


presentation
Preview on your computer

As you create a show, preview it at any


time in Slide Show view.

1. To open Slide Show view,


select the first slide, and then
click the Slide Show button.

Opening, viewing, and


exiting Slide Show
view

Create your first


presentation
Preview on your computer

As you create a show, preview it at any


time in Slide Show view.

2. The picture shows Slide Show


view, with the Slide Show
toolbar appearing in the lower
left.

Opening, viewing, and 3. If you don't want to click


exiting Slide Show through all the slides, press
view ESC to return to your last view
in PowerPoint.

Create your first


presentation
Preview on your computer

To navigate through the show,


you have several choices:
• Click the mouse.

• Press the DOWN ARROW key.

• Click the Next arrow on the


Slide Show toolbar (see the
Opening, viewing, and arrow selected on the
exiting Slide Show computer screen in the
view picture).

Create your first


presentation
Check spelling, make printouts

In Normal view, run a spelling check by


clicking the Spelling button . Your slides
and notes are checked.

What are your choices for


printed handouts?

Selecting handouts
from the print menu

Create your first


presentation
Check spelling, make printouts

The picture shows you the options as they


appear in Print Preview.

1. Choose from the types of


printouts in the Print What
box. Your handout can
include up to nine slides per
page. The Handouts (3
slides per page) option
Selecting handouts
includes lines for audience
from the print menu
notes.

2. A preview of the handout that


has three slides per page.
Create your first
presentation
Check spelling, make printouts

The options that you're concerned with here


include:

• Printing the slides, one to a


page.
• Printing a handout, which
includes choices ranging from
one to several slides per page.
Selecting handouts
from the print menu • Printing notes.

Create your first


presentation
Color options for printing

In Print Preview, check out the


printing choices available by
clicking the Options button:
• Color. This reproduces all the
colors of the show on your
printout.

Examples of color
• Grayscale. You get a
choices for printouts modified version of the
show's colors in blacks,
whites, and grays.

Create your first


presentation
Color options for printing

In Print Preview, check out the


printing choices available by
clicking the Options button:
• Pure Black and White. This
is the default.

Examples of color
choices for printouts

Create your first


presentation
Color options for printing

As shown at left, you can use


the Options button to print in
three different ways.

1. To choose a color option for


the printout, click the
Options button, and then
point to Color/Grayscale.
Examples of color
choices for printouts 2. The effect of clicking Color.

Create your first


presentation
Color options for printing

As shown at left, you can use


the Options button to print in
three different ways.

3. The effect of clicking


Grayscale.

4. The effect of clicking Pure


Examples of color Black and White.
choices for printouts

Create your first


presentation
Package the presentation

As part of your preparation,


package your presentation to a
folder or burn it to a CD, and be
sure that you have access to it
from the presenting computer.

"Package" refers to the process


of copying your presentation file
The Package for CD and any other files that you
command is on the need.
File menu.

Create your first


presentation
Package the presentation

The Microsoft Office PowerPoint


2003 Package for CD feature
bundles your presentation file
and any other files you want
available for this presentation
into one folder, which you can
then copy to a network server
or burn to a CD.
The Package for CD
command is on the
File menu.

Create your first


presentation
Package the presentation

To package and then copy to a


CD from PowerPoint, you must
have Microsoft Windows XP or
later and a CD burner.
If you have Microsoft Windows
2000, you can still use this
feature to package the
presentation files to a folder,
The Package for CD and then use a third-party
command is on the
File menu. program to burn the folder to a
CD.

Create your first


presentation
You're about to present

A must before you present: Go


to the room where you'll be
presenting, make sure that you
can access your presentation
from the computer you're using,
and run through the slide show.

Run through the show


before your
presentation.

Create your first


presentation
You're about to present

Take your printed notes with


you so that you can practice
referring to them while you
clicking through the show. You
might also ask someone else to
go along, listen, and give
feedback.
Run through the show
before your
presentation.

Create your first


presentation
Suggestions for practice

1. Preview the show on your computer.

2. Run a spelling check.

3. Prepare to print handouts and notes.

4. Package the presentation to a folder.

Online practice (requires PowerPoint 2003)

Create your first


presentation
Test 3, question 1

Which key do you press to go into Slide Show view and


always start on the first slide?
(Pick one answer.)

1. ESC.

2. F5.

3. F7.

Create your first


presentation
Test 3, question 1: Answer

F5.

Create your first


presentation
Test 3, question 2

Which handout option do you choose if you


want the handout to have room for audience
notes? (Pick one answer.)
1. Three slides per page.

2. One slide per page.

3. Notes pages.

Create your first


presentation
Test 3, question 2: Answer

Three slides per page.

Create your first


presentation
Test 3, question 3

The Package for CD feature is only available if you have a


CD burner. (Pick one answer.)

1. True. Otherwise, it can't help you.

2. False.

Create your first


presentation
Test 3, question 3: Answer

False.

You can copy your presentation and any files you


want to go with it to a folder, and then place the
folder where you can access it when you present.

Create your first


presentation
Quick Reference Card

For a summary of the tasks covered in this course,


view the Quick Reference Card.

Create your first


presentation
USING THIS TEMPLATE

See the notes pane or view


the full notes page (View
menu) for detailed help on
this template.