An Introduction to PowerPoint

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Chapter 7-2

• An Introduction to PowerPoint

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Session Objectives

• Create a Presentation Slide using
• AutoContent Wizard
• Design Templates and Blank Presentations
• Existing Presentations
• Using the different views of a slide
• Normal view
• Outline view
• Slide view
• Slide sorter view

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Session Objectives (Contd..)

• Working with the text in a Slide
• Arrange text in different levels
• Working with the Slide Master
• Format the Slide design
• Format Text in a Slide

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What is PowerPoint?

• PowerPoint is one of the most useful and easy
  Applications for making audio-visual
  presentations
• It is a Presentation package that can be used to
  produce with ease a series of slides or overhead
  transparencies
• Graphics, charts, animation and movies can be
  introduced in presentations with the click of a
  button using PowerPoint 2000

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Different Types of Presentations

• On-screen presentations With your computer, you
  can use the animation features of Power Point.
  You can use sounds, animation and movies.
• Overhead transparencies You can print your
  slides as black-and-white or color transparencies
• 35 mm Slides

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Different Types of Presentation (Cont..)

• Paper printouts You can print your slides on
  paper in black-and-white or color
• Notes, handouts and outlines You can give the
  audience notes or speaker notes of your
  presentation
• Presentations on the Web PowerPoint 2000 allows
  you to design presentations specifically for the
  World Wide Web

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Creating a PowerPoint Presentation

• PowerPoint dialog box offers 4 ways to start
  creating a presentation
• Using the AutoContent Wizard
• Using a Design Template
• Using a Blank Slide
• Open an Existing Presentation

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Create Presentation dialog box
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AutoContent Wizard

• Is ideal for creating your first presentation
• It outlines a logical structure for your slides
  by highlighting certain key issues in planning a
  presentation
• It also gives some pre-designed slides, likely to
  be of use in your presentation

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Using AutoContent Wizard

• Steps in creating a presentation
• Select a Presentation type from the list provided
• Select the style of delivery of the presentation
• Provide a name for the Presentation

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Categories of AutoContent Wizard

• The Type of Presentation page offers 5 categories
  of presentations
• General
• Corporate
• Projects
• Sales/Marketing
• Carnegie Coach

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AutoContent Wizard dialog box
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Which Type to select?

• Each Type would have several presentation options
  to choose from
• You can select a situation that best suits your
  presentation needs
• If you are not sure of the category to look in
  for your presentation, you can select the All
  category and scroll through the list of
  presentation topics

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Options in Sales/Marketing Category

• Selling a Product or Service to promote a
  product or a service to potential customers
• Marketing Plan to present a marketing strategy
  to your bosses
• Products/ Services Overview to give an update of
  the various products/ services offered by your
  company. Target audience -Sales force, Agents or
  Dealers

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The delivery Style

• AutoContent Wizard asks you to choose from a list
  of delivery styles-

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Suggested Content for Selling Product/Service

• Title
• Objective State the desired objective, use
  multiple points if necessary
• Customer Requirements
• Confirm the audiences needs
• State the needs of the audience

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Suggested Content for Selling Product (Contd..)

• Meeting the Needs List the products and
  features, and how each addresses a specific need
  or solves a specific problem. This section may
  require multiple slides
• Cost Analysis
• Point out financial benefits to the customer
• Compare cost-benefits between you and your
  competitors

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Suggested Content for Selling Product (Contd..)

• Our Strengths
• Key Benefits - Summarize the key benefits
  provided by the product, service, or idea being
  promoted
• Next Step - Specify the actions required of your
  audience

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Slide designs for Selling Product/Service
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Design Templates

• Design templates contain color schemes, slide and
  title masters with custom formatting
• When you apply a design template to your
  presentation, the new template replaces the slide
  master, title master, and color scheme of the
  original presentation
• After you apply a design template, each slide
  has the same look

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Using Design Templates Blank Presentations

• Suppose you are ready with Content and design of
  your slides, you can use
• A Blank Presentation to to create your own
  presentations
• A Design template to give you the background
  design for your presentation

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Design templates in PowerPoint
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Building a Presentation using Auto Layout slides

• PowerPoint 2000 offers about 24 types of Auto
  Layout slides to choose from the New Slides
  dialog box
• It offers a combination of text, pictures,
  charts, tables, organization charts and other
  objects
• The New Slide dialog box offers several options
  for multi-object slides

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Auto Layout Slides
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Different Views of a Slide

• Normal View
• Outline View
• Slide View
• Slide Sorter View
• Slide Show View

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View Icons on Scroll bar
Outline
Slide
Slide Show
Normal
Slide Sorter
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The Tri-pane View

• PowerPoint 2000 offers the new Tri-pane view
  feature for viewing documents
• This allows you to view 3 aspects of your
  presentation at the same time in one screen
• 3 of the 5 views in PowerPoint come with this
  view
• the Normal
• the Outline
• the Slide

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The Normal View
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You use Normal View when

• You find yourself frequently switching between
  text and objects on slide
• You edit text both on the slide and the outline
  view
• Your slide is too large while inserting objects

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When to use Outline View

• The Outline view is most comfortable for working
  with text
• The Standard and Formatting toolbars are
  available for editing text
• You can even check spelling and use Find and
  Replace features to modify text
• In this view the slide is visible only in
  miniature form

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When to use Slide View

• Lets you see how the text and objects you have
  created appears on each slide
• You can work on one slide at a time in this view
• It is convenient to insert objects and modify
  them in this view

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Different Levels in a Slide
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The Slide Master

• Slide masters hold the background items for each
  slide
• Slide master controls the format and placement of
  titles, text and graphic objects on slides
• The changes made to a Slide master are reflected
  on each slide of the presentation
• To change an individual slide, the changes have
  to be made on the slide

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Sample Slide Master
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Background dialog box
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Color Scheme for Background
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Fill Effects options

• The fill effects in Background dialog box offers
  4 options to choose from
• Gradients Shaded colors
• Textures Photo- like colors
• Patterns Computer generated graphics like lines
• Pictures Any picture bitmaps, metafiles etc

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Sample Gradient Colour options
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Inserting Header Footer
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Formatting Text

• The text formats and font styles are contained in
  the Slide master
• Text format in individual slides can be changed
  directly in the slide
• Changes made in slide will take precedence over
  the formatting imposed by the Slide master
• Formatting tools appear in the Slide view

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Session Summary

• You can create a presentation using four
  different ways
• AutoContent Wizard provides both the content and
  the background for a presentation
• Design Template provides only the background for
  a presentation

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Session Summary (Canted)

• PowerPoint 2000 offers 5 ways to view a slide -
  Normal, Outline, Slide, Slide Sorter and
  Slideshow views
• Text can be arranged in bulleted format on a
  slide in 5 levels

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Session Objectives

• Modify the visual impact of slides by
• Adding Objects
• Creating Graphical bullets
• Adding a transitions animations
• Making handouts and notes

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Session Objectives(Contd..)

• Printing in PowerPoint
• Giving Final touches to Presentation
• Set Slide Timings
• Recording Narration
• Drawings on Slides
• Customizing

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Modifying the Impact of Slides

• Adding design elements to your slides can enhance
  the presentation
• PowerPoint offers many design options
• Adding objects
• Adding graphical bullets
• Using animation
• Inserting sound and video
• Creating transitions

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Objects

• Objects can be text, clip art, a table, chart, a
  video clip, a sound clip
• You can insert objects to slides in the Slide
  view or the Normal view
• You can add objects to all slides using the Slide
  master or to an individual slide

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Adding Objects using Slide Layouts
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Adding Objects using Insert Menu
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The ClipArt Gallery

• Clip Art Gallery is like a library of pictures
• Insert ClipArt dialog box has several options for
  pictures
• The picture clips are arranged in categories to
  make it easy to select the desired clip from the
  required category

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Pictures from Clip Art Gallery
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Working with ClipArt Gallery using Shortcut
Toolbar

• Change the category of a particular clip
• Place a Clip in Favorites category
• Find option to search for a clip based on colour,
  shape, or on key word options

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Modifying Picture using Picture Toolbar

• Colors of a Metafile from Clip Gallery can be
  changed using Re-color or Fill Color button
• Colours of a bitmap, .jog, .gif, or .png can be
  edited using an image- editing program

Recolor Picture
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Re-color Picture dialog box
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Inserting Tables

• Statistical data can be displayed in slides using
  the Insert Tables options from Insert menu
• This produces the Insert Table dialog box

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Inserting Charts

• Microsoft Office 2000 allows you to create charts
  using either MS Excel or MS Graph applications
• If you have a ready graph in Excel, you can copy
  it and link it to your presentation slide
• A graph can also be created using Insert menu
  selecting the Chart option

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Editing Data in Graph

• The Graph contains two windows the Data sheet
  and the Chart
• You can edit the data sheet to enter the data and
  fieldnames or delete columns or rows not needed
• The chart can be re-sized and re-positioned like
  other objects in a slide

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Graph with Datasheet
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Graphical Bullets

• PowerPoint offers several Graphical bullet
  options from the Characters Picture buttons in
  the Bullets Numbering dialog box
• Every Font selected offers different Character
  bullet options
• Picture bullets can be created from Picture files

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Character Bullets
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Picture Bullets
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Transitions

• Transitions are special effects used to present a
  slide in an electronic show
• Transitions can be used to set the way each slide
  appears on the screen
• You can change transitions within a presentation
  for special effects
• The speed of a transition can also be varied

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Animations

• Animations are special sound or visual effects
  added to text or objects on a slide
• You can animate the Title, text, charts and any
  other graphics on a slide
• For example a slide may first appear on screen
  with only Title displayed. Each bulleted point
  can appear one after another gradually on the
  slide

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Creating Transitions

• Transitions can be set by using the Slide
  Transitions Dialog box in the Slide Show menu
• You can activate the Slide transition option only
  by selecting a slide in the Slide sorter view

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Slide Transition dialog box
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Slide Transition Toolbar
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Transition Effects Text Pre-set Animation
options
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Sounds in Transitions

• Slide transitions can be accompanied by special
  sound effects to enhance the looks of the
  presentation
• A Sound can be chosen from the dropdown list in
  the Transition dialog box

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Animating Charts using Custom Animation dialog box
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Handouts

• Handouts are printouts of slides or the outline
  of a presentation to be given to the
  participants
• 2, 3, 4, 6 or 9 slides can be printed on each
  handout page
• Can create drawing objects pictures on slides
  in a handout
• Headers footer information can be inserted in a
  handout page
• Handouts are slides printed without any notes

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Header Slide Master
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Notes

• Notes are points that you make regarding a slide
  either to help you remember during a presentation
  or to help the audience with details of
  background information regarding a slide
• Notes are printed along with a small version of a
  slide
• Can create drawing objects pictures on slides

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Notes Master
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Printing in PowerPoint
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Setting Slide Timings

• Slide change timings can be set for an electronic
  presentation in 2 ways
• Manually with the click of the mouse button
• Automatically
• Animation for a slide can be set automatically
  even in manual slide change
• Time can be rehearsed with the Rehearse Timing
  button in Slide Sorter toolbar that will start
  Slide Show with Rehearsal dialog box

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Rehearsal dialog box
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Recording Narration

• A speech can be recorded along with a
  presentation
• Narration can be recorded before the presentation
  or at the time of the presentation
• Voice narration recording will take precedence
  over slide transition and animation sounds

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Drawing on Slides

• Pen tool can be used to write on a slide during a
  presentation to underline a point or emphasis an
  idea
• By pressing Ctrl and P the mouse pointer changes
  to a pen
• The pen tool can be turned off by pressing Ctrl
  and A
• Drawings made on slide are not saved

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Customizing a Presentation

• PowerPoint offers Customizing feature, using
  which certain slides can be omitted from a
  presentation to make it relevant to a particular
  group of audience
• Any number of custom shows can be based on a
  single presentation by giving a different name to
  each

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Creating Custom Shows
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Defining a Custom Show
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Session Summary

• Object like clip arts, WordArt, tables and charts
  can be inserted on all slides or to be selected
  slides
• Transition are special effects used to present a
  slide in a slide show
• Animations are special sound or visual effects
  that you can add to text or objects on a slide

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Session Summary (Canted)

• Transitions can be set using the Slide
  Transitions Dialog box in the Slide Show menu
• Most of the AutoContent wizard presentation slide
  have transitions and animations assigned to them
• Handouts are prints of slides or the outline of
  your presentation you give to participants

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Session Summary (Canted)

• PowerPoint lets you set the timings by using the
  Rehearse Timing button on the slide Sorter
  toolbar
• You can record narration before the presentation
  or at a time of presentation, depending on the
  need
• You may also have sound recorded along with
  animations