A

A Guide
Guide to
to
PowerPoint
PowerPoint
 PowerPoint

• PowerPoint is a part of the Microsoft

Office package.
• It is a presentation software program
that has many of the functions
available in Microsoft Word.
 PowerPoint Continued

• To display a presentation, you need:

– A computer (desktop or laptop)
– LCD projector
– White board or screen for projection
 Seeing (and Hearing)
Is Believing

• PowerPoint presentations can enhance

understanding and retention of
concepts.
• Audiovisual aids should be relevant to
the speech topic.
 Designing Presentation Aids

Simplicity
• Do not add too much content.
– Keep bullets short
• Visual aids should:
– Reinforce
– Support
– Summarize what you say
Designing Presentation Aids

Continuity

• Use the same design throughout

your presentation
Designing Presentation Aids

Continuity
• Maintain continuity in:
– Colors
– Fonts
– upper and lowercase letters
– Styling
• Boldface
• Underlining
• Italics
 Designing Presentation Aids
Typeface
• Typeface:
– a specific style of lettering
• Arial
• Times Roman
• Courier New
• Tahoma
• Monotype Corsiva
 Designing Presentation Aids
Font Size
• Fonts:
– sets of sizes (called the point size)
• 24 point
• 20 point
• 18 point
• 16 point
• 10 point

– upper and lower cases

 Designing Presentation Aids
Typeface Style And Font Size
• Check that your lettering stands apart
from your background.
• Use a typeface that is simple, easy to
read, and doesn’t distract from your
message.
• Don’t overuse boldface, underlining or
italics. Use upper-and lowercase type.
 Designing Presentation Aids

Color
• Use bold, bright colors to emphasize
important points.
• Use softer, lighter colors.
• Avoid dark backgrounds.
 AA How-To
How-To Guide
Guide
for
for Using
Using Microsoft
Microsoft
PowerPoint
PowerPoint as
as aa
Presentation
Presentation Aid
Aid
How-To Guide to PowerPoint

• This guide offers straightforward advice

that will help you use Microsoft
PowerPoint to create effective and
enjoyable presentations.
 You don’t want your slides to
look like this:
Colors on
Title the slide
too are
small distracting

Texts
overlap
Font is
and have
small
strange
and hard
formatting
to read

Clip art is too large; only one piece is necessary

 Let’s Begin!
• PowerPoint is a Microsoft application.
• If you are proficient in programs such as
Word and Excel, you are already familiar
with over 100 common commands used
by Microsoft Office software.
 Let’s Begin!
• NOTE: All of the icons, example buttons,
and toolbars shown in this slide show are
taken from the PC version of PowerPoint.
The Macintosh version is similar, yet slightly
different.
 To Use PowerPoint
• Become familiar with the toolbars
• Select your presentation option
• Learn how to create a slide
• Learn how to organize design elements
• Learn how to balance design elements
 Learning the Toolbars
Menu
bar
Format
-ting
Standard
toolbar
toolbar

View
buttons

Drawing toolbar Common tasks toolbar

Learning the Toolbars
• The Menu bar
• The Standard toolbar
• The View toolbar
• The Drawing toolbar
• The Formatting toolbar
• The Common Tasks toolbar
 Learning the Toolbars
• The Menu bar contains the commands for which
shortcuts exist on the toolbars.
• For instance, under File you can find the option to Save
your presentation, which is also available on the
Standard toolbar.
• In the Formatting menu, you can click on Alignment
and change the flow of text on your screen. You can
also click one of the alignment icons on the Formatting
toolbar to perform the same task.
Learning the Toolbars
• The Standard toolbar contains a
number of useful shortcuts:
• New presentation
• Open a new or existing presentation
• Save
• Print
• Spelling
Learning the Toolbars
• The Standard toolbar also includes a
number of other shortcut features:
• Insert a Microsoft Word Table
• Insert a Microsoft Excel Table
• Insert a Chart
• Insert Clip Art
• The Office Wizard. When you click this and
type a question, it will search the Help index
for possible answer.
 Learning the Toolbars
• The View toolbar gives different options for
viewing slides:
• Slide View: shows slides one by one
• Outline View: shows an outline of all slide text
• Slide Sorter View: places all the slides on one screen
in slide format
• Note Pages View: allows you to add and read notes
below each slide
• Slide Show: allows you to see the presentation
Learning the Toolbars
• The Drawing toolbar gives shortcuts to:
• AutoShapes: draw lines, arrows, rectangles, and
ovals; access the AutoShapes menu
• Text boxes: draw these where you wish to add text
on a blank slide or add text to an existing slide
• Line color, font color, and fill color options, with
menus
• Dash style and 3-D options
• The Draw button presents a menu of other ways to
manipulate your text and clip art, including rotation,
alignment, and alterations to AutoShapes.
Learning the Toolbars
• The Formatting toolbar allows you to:
• Change font
• Change font size

• Add boldface, italics, underlining, and

shading to text
• Create animation effects

• Change paragraph alignment

Learning the Toolbars
• The New Slide button inserts a new slide
directly following the slide currently being
viewed.

• The Slide Layout button gives choices of

layouts for different pre-designed text box
and clip art formations.

• The Apply Design button gives pre-designed

slide aesthetic options.
Learning the Toolbars
• Finally, on the View menu you can
choose which toolbars are available at
any give time:
• Click View
• Scroll down to Toolbars
• Select or deselect your preferences
Select Presentation Option

• When PowerPoint launches you will see the

screen above.
• Here you select how you would like to
create your presentation.
 Select Presentation Option
• The AutoContent
Wizard is useful for
those who are
unfamiliar with
PowerPoint or who
need extra help.
• It sets up an index of
slides with preloaded
titles, points, subpoints,
and designs.
Select Presentation
Option
• The Template option
provides moderate
flexibility in designing
presentations.
• You choose from 28
templates to
organize your points,
subpoints, and
design.
 Select Presentation
Option
• The Blank
Presentation option
offers the most
flexibility.
• Users customize
every aspect of the
design for each • The following slides will
individual slide. teach you how to work
from Blank Presentation.
 How to Create a Slide
• Click New Slide to select a layout for the
title slide.
• To change the color of the slide either right-
click it and select Slide Color Scheme or
select Format and then Slide Color Scheme
from the Menu bar.
 How to Create a Slide
• You choose the color scheme and format of
the slide, and if you wish you can also apply
these choices to all of the following slides.
• You can change the color scheme of one or
all of your slides at any time.
 How to Create a Slide
• To change the order of the slides, first
select Slide Sorter View ( ) from the
View toolbar. You can move slides by
cutting and pasting or dragging and
dropping
• To delete a slide, either click on it while
in Slide Sorter View or go to it in Slide
View ( ), then select Edit from the
Menu bar and click on Delete Slide.
Organizing Design Elements
• Text
• Clip art and pictures
• Animation effects
• Balancing the
elements
 Organizing Text

As you can
see from
this slide, Click on the icon on
text boxes the Drawing toolbar.
can be put
With the cursor, draw the
anywhere. approximate size you need
for your text.
 Organizing Text
• You can expand the box to include more text or make it
smaller to make room for other design elements on the slide.

• The pre-designed
selections from
the Slide Layout
screen offer the
most logical and
often-used
layouts.
 Organizing Text
• Use a readable font and font size for
each different aspect of the page (a
good size range is between 20-60
points).
• Be consistent from slide to slide with
fonts and font sizes.
• Choose colors that will ensure that
your text is readable and your slides do
not appear distracting.
 Organizing Text
• Don’t use too many different fonts.
• DON’T USE ALL CAPS.
• Avoid fonts that are
distracting:
– Braggadocio
– OzHandicraft BT
– Shelley Volante BT
 Organizing Text
• Don’t include your entire speech on the
slides. Instead highlight important points.
• To determine what information is best to
include in your presentation, you should:
• Review your speech outline.
• Identify points that can be illustrated, such
as key terms and their definitions, statistics,
or charts and graphs.
Organizing Clip Art and Pictures

• To insert clip art onto your slide you can:

• Select a slide layout that has a set space
for clip art. When working on that slide,
simply double-click on the clip art space
and it will take you to the Microsoft Clip
Gallery.
• Use the Insert menu, click Picture, and then
select Clip Art.
• Click on the shortcut icon:
Organizing Clip Art and Pictures
• To insert your own photos or graphics
rather than ones from the gallery, click
Insert, scroll to Picture, and select From
File.
• Here you can browse your computer and
choose art from your own files.
Organizing Clip Art and Pictures
• If you cannot find what you need in the
gallery or your own resources, you have
another option. Downloads of more
images are available free from Microsoft
via the Internet.
• In the gallery, click on the icon in
the bottom right corner.
• Search by key word to find what you
need.
Organizing Clip Art and Pictures
• PowerPoint can incorporate graphs and charts
as well.
• On the Standard toolbar, there are shortcuts for
inserting Microsoft Word tables and Microsoft
Excel worksheets and graphs .
• Change the numbers and labels on the graphs
or charts to fit your information.
Organizing Clip Art and Pictures
• Remember: use clip
art, pictures,
charts, and graphs
only to illustrate
points, not as
fillers.
Organizing Animation Effects
• PowerPoint has a variety of different ways
that text and art can be animated.
• For example:
Spiral Appear
Fly from Bottom-Left
Blinds Stretch from Top Zoom In
Vertical
Wipe Right Box Out
Dissolve
Crawl
Peek from Bottom Checkerboard Across from
Right
Organizing Animation Effects
• These effects can be interesting additions
to your presentation, but they can also be
distracting. Use them sparingly to add
emphasis.
• To animate, right-click on the text or image
and select Custom Animation from the
menu.
• Select the effect you want to use,
determine the order of the animations on
the slide, and make sure to preview.
Organizing Animation Effects
• Take time while in this screen to determine
how your animation effects will appear.
• Clicking on the Timing menu gives you
options so that your textboxes, clip art, and
other animation elements can be presented
on a mouse click, automatically, or
automatically after a preset length of time.
Balancing the Elements
• Even if you follow all the suggestions for
setting up your slide and its elements, you
still may find that your presentation is hard
to follow.
• It is important to go back through your
completed presentation and make sure that
the overall experience of watching it is
pleasant as well as educational.
Balancing the Elements
• Defining a balanced slide may seem like a
matter of opinion, but there are concrete
criteria, including:
• Clip art and text must fit together well. No
element -- title, points, graphics -- should
overpower the others.
• Headings should be consistent in size and
placement. They should be large and clear.
• Easy to understand.
 Example of a Balanced Slide
The title
Text is is large
easy to and
read and clear.
well sized.
The clip art Good use
illustrates of
the slide contrasting
and is well colors on
placed on slide and in
the layout. font.
Example of an Unbalanced Slide
Title
and
Text is
color
too
scheme
small.
are still
fine.
Clip art is
too
large.

This slide is hard to read and places unnecessary

emphasis on the artwork.
 Giving Your
Presentation

• Practice your speech

• Time yourself.