Power Point Lesson 19

1. Key Applications Module
Lesson 19 — PowerPoint Essentials
Computer Literacy BASICS

2. Objectives
 Open and save an existing presentation.
 Identify the parts of the PowerPoint screen.
 Navigate through a presentation.
 Change the slide view.
 Create a new presentation.
 Apply a design template.
 Add, delete, copy, and move slides.
 Preview a presentation.
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3. Vocabulary
 Normal view  Slide Finder
 Placeholders  Slide layout
 Presentations  Slide Show view
 Slide design  Slide Sorter view
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4. PowerPoint Presentations
 PowerPoint helps you create professional-
looking slides, transparencies, or on-screen
presentations.
 The presentations can include text, drawing
objects, clip art, pictures, tables, charts,
sound, and video clips.
 PowerPoint provides many features that
make creating a presentation easy and fun.
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5. Opening an Existing Presentation
 When you start PowerPoint, the Getting
Started task pane is displayed.
 The task pane shows the most recently
opened presentations.
– Click a presentation’s filename link to open it.
 The task pane also shows a link titled More
presentations.
– Click the link to open a dialog box to search for
other presentations. Computer Literacy
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6. Saving a Presentation
 You save a presentation with the same
commands you learned in Word and Excel,
using the Save command on the File menu.
 To save it with a different name, use the
Save As command on the File menu.
 You can save a presentation so it can be
viewed in a Web browser by selecting Save
as Web Page from the File menu.
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7. Parts of the PowerPoint Window
Getting
Slide pane Started
task pane
Outline pane
Notes pane
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8. The PowerPoint Panes
In Normal view, there are three panes you can use
to create presentations:
 The Outline pane: Displays your presentation in
outline format or in slide format and allows you to
move through your presentation by clicking the slides
in the Outline pane.
 The Slide pane: Displays a single slide as it will
appear in your presentation.
 The Notes pane: Provides a space to add notes and
information to help you with your presentation.
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9. Navigating Through a Presentation
You can navigate through presentation
slides in several different ways: Previous
Slide
 Click the slide icon or text in the Outline pane.
 Click the Next Slide or Previous Slide buttons
at the bottom of the vertical scroll bar.
 Press the PageUp or PageDown keys.
 Press Ctrl + Home to go to the first slide. Next
 Press Ctrl + End to go to the last slide. Slide
 Drag the scroll box up or down the vertical
scroll bar. Computer Literacy
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10. Slide Labels
As you drag the
scroll box on the
vertical scroll bar,
a slide label
appears to the
left of the scroll
bar that displays
the title and
number of the
slide.
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11. Changing the Slide View
PowerPoint offers three different ways to view your
presentation:
 Normal view is the default view that provides the
Outline, Slide, and the Notes pane.
 Slide Sorter view gives you an overall picture of
your presentation by displaying your slides as
thumbnails, making it easy to add and delete slides
and change the order of the slides.
 Slide Show view displays the current slide so that it
fills the whole computer screen. Computer Literacy
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12. Changing the Slide View (cont.)
 Buttons at the lower
left of the PowerPoint Slide Sorter View
window allow you to
quickly change the
Slide view.
 You can also select
Normal View Slide Show View
different views as
options on the View
menu.
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13. Slide Sorter View
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14. Creating a New Presentation
When creating a new presentation, you can
 Create a new blank presentation and apply a design
template to it.
 Use the AutoContent Wizard to guide you through a
series of questions about what type of presentation
to create.
 Select the General Templates option in the Getting
Started task pane.
 Create a new presentation based on an existing
presentation. Computer Literacy
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15. Effective Presentation Design
A good presentation holds the audience’s attention
without distracting them from the information.
Use these design guidelines:
 Don’t overload a slide with too much content—keep
your message clear and concise.
 Use bullets for lists of data that do not need to be in
any particular order.
 Use numbered lists to show the steps in a process or
data that should be examined in order.
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16. Effective Presentation Design
(cont.)
 Limit the number of special features on one slide
such as bullets, graphics, or numbered items.
 Tables and charts can illustrate numerical data or
trends, but keep the charts simple and easy to read.
 Use graphics or charts only to highlight relevant
information. Don’t use graphics just to “decorate” a
slide.
 Select only one or two fonts to use in each slide, and
use the same fonts for the same features in all slides
to create a consistent appearance. Computer Literacy
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17. Speaker Notes
 The Notes pane in Normal view provides a place
for you to write speaker notes.
 Use speaker notes to add information you want
to emphasize or dialogue you want to use when
you present your slide show to an audience.
 To add speaker notes to a presentation:
– Click in the notes area (by default it displays a
message that reads Click to add notes).
– Key the text you want to include.
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18. Design Templates
 Give your presentation a professional look
by applying a slide design.
 Slide designs include predefined
backgrounds, color schemes, text formats,
bullet styles, and graphics.
 Slide designs give the presentation a
consistent look and feel.
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19. The Slide Design Task Pane
To apply a slide design:
 Click the Format menu and then
click Slide Design to open the
Slide Design task pane.
 Examine the thumbnail designs
in the task pane and click the one
you want to use.
– You can change the color
scheme for a design if you like
the look of the template but
prefer different colors.
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20. Adding Slides
 You can add slides in Normal view or Slide
Sorter view:
– Open the Insert menu and select New Slide.
– Click the New Slide button on the Formatting
toolbar.
 Ifyou have a design theme applied to the
presentation, the new slide will be formatted
with that design.
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21. Adding Slides (cont.)
 The new slide will usually contain one or
more placeholders for text and graphics,
depending on the slide design.
 You can change the slide layout using the
Slide Layout task pane.
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22. Deleting and Duplicating Slides
 You can delete a slide in Normal view or
Slide Sorter view:
– Click the slide to select it.
– Press the Delete key or use the Cut command.
 You can use Copy and Paste to copy a slide
to a new location.
– With Cut or Copy, the slide is stored on the
Clipboard until you paste it back into the
presentation. Computer Literacy
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23. The Slide Finder
 With Slide Finder, you can quickly find and
copy slides from one presentation to another.
 When slides are copied from one presen-
tation to a second presentation, they are
automatically formatted the same way as the
other slides in the second presentation.
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24. The Slide Finder (cont.)
 The
Slide Finder can be accessed from
Normal view or Slide Sorter view.
– Click the Insert menu and then click Slides
from Files to open the Slide Finder dialog box.
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25. The Slide Finder Dialog Box
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26. Previewing a Presentation
 After you add slides to a presentation, you
should preview it to look for errors and see
how your slides appear.
 To preview a presentation, click the Slide
Show view button, which will display your
slides in full-screen view.
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27. Navigating in Slide Show View
 Advance slides forward by clicking the
mouse button or the space bar.
 You can also use the arrow keys to advance
forward or backward.
 You can use the PageUp and PageDown
keys to advance slides as well.
 Press the Esc key to end the slide show at
any time.
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28. Navigating in Slide Show View
 When you move the mouse in Slide Show view, an
arrow mouse pointer appears on the screen that
you can use to point out parts of the slide.
 After you move the mouse pointer, icons display in
the lower-left corner of the slide:
– A left-pointing arrow
– A pen icon
– A menu icon
– A right-pointing arrow
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29. The Slide Show Screen Icons
 When you click the arrows, the display
moves to the previous (left arrow) or next
(right arrow) slide.
 Click the pen icon to display a menu of
options to change the mouse pointer to
different kinds of pens.
– Use the mouse pointer as a pen to draw or
write on the slide displayed on the screen.
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30. The Slide Show Screen Icons
(cont.)
 The menu icon opens a shortcut menu with
options to navigate through the slide show,
close it, change the display color or
appearance, and access Help.
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31. Displaying Speaker Notes
 Speaker notes are not visible in Slide Show
view unless you make them appear.
 To display a note in Slide Show view:
– Click the menu icon or right-click anywhere in the
slide to open a shortcut menu.
– On the shortcut menu, select Screen, and then
click Speaker Notes in the submenu.
 The note for the slide displays in the middle of
the screen, in front of the slide information.
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32. Summary
 When you start PowerPoint, you can choose
to create a new presentation or open an
existing presentation.
 In addition to using the Outline pane to move
to a different slide, you can also use the
scroll bar or shortcut keys to navigate
through a presentation in Normal view.
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33. Summary (cont.)
 PowerPoint offers three different views to
display a presentation. You work in either
Normal view or Slide Sorter view as you
create and edit your presentation. In Slide
Show view, the current slide fills the full
computer screen. You use this view to
preview your presentation and when you
present the show to your audience.
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34. Summary (cont.)
 There are several ways to create a new
presentation in PowerPoint including opening a
blank presentation or a design template, using
the AutoContent Wizard, selecting a
presentation with content, and modifying existing
presentations.
 You can add speaker notes to slides in the
Notes pane that appears below the Slide pane in
Normal view.
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35. Summary (cont.)
 The slide design automatically formats slides
with color schemes, bullet styles, and
graphics. A design template ensures that all
slides in a presentation have a consistent
look. You can apply a design at any time
without affecting the contents of the slides.
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36. Summary (cont.)
 You can add a new slide in Normal view or
Slide Sorter view. When you add a new slide,
you can select a slide layout or use the
default layout.
 It is easy to delete and copy slides in Slide
Sorter view. You can use the Cut, Copy, and
Paste commands to delete, move, or copy
slides in a presentation.
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37. Summary (cont.)
 The Slide Finder enables you to find and
copy one or more slides from one
presentation to another quickly and easily.
 In Slide Show view, you can preview your
presentation, move through the slide show
using the mouse, spacebar, or shortcut keys,
and even draw or write over the slides.
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