Powerpoint Module

  • What is PowerPoint?

    Have you ever been to a meeting a show or a trade fair and seen a presentation on a large screen?
    Do you know how these presentations are made?
    Well what you are soon to find out is that these types of displays are often created with a program from the Microsoft stable called… PowerPoint.
    In the next couple of pages we are going to learn how to use PowerPoint, we will make a presentation slide show, we will include pictures, we will use various templates and learn to work on more than one presentation at a time.
    I hope you enjoy this course as much as I have enjoyed putting together.
    Let’s begin by watching the Nemisa Powerpoint:

    NEMISA Powerpoint Video

    Microsoft PowerPoint

    • Click on your Start button
    • All programs
    • Microsoft Office Suite
    • PowerPoint (the Orange icon)

    Here is the default view for PowerPoint, it is how the screen looks when you first open it. This view can however be changed to make it easier to work with. There is no right or wrong view it just depends on what you find more comfortable to work with.

    When you open a new presentation it defaults to a Blank Presentation. You can however choose to work on an existing template or add a theme to your presentation.

    If you add a theme to your presentation, PowerPoint will insert a background to your slides, set the colour and font styles and also the formatting. You can of course edit these presets so it is possible to use part of the theme and not all of it.

    Adding a theme video

    New Slides

    To add a new slide you click on the new slide icon on the home tab.

    This automatically adds a second slide directly after the slide that is currently open, i.e. you can insert slides between other slides too. The new slides will be visible in the slide column on the normal slide view. To add text to your slide you can click on the tool box provided. If you do not want to add the heading where it is, the text box can either be moved or removed, the same applies to the content text box. To delete a slide click on the slide you want to delete and click on the delete icon in the slides block of the Home tab.

    Inserting and Editing Pictures

    You add a picture the same way as you do in Word and Excel.

    • Click on Insert
    • Picture
    • Choose the image you want to insert
    • Click on Insert

    Once you have inserted a picture, you can then edit it. Editing in PowerPoint is much the same as editing in word. If you click on the image the Drawing tab will appear above your other tabs. If you then click on that the drawing ribbon appears.
    There you can:
    Remove the background, Correct the brightness, Colour, Artisitic Effects, Compress, Change and Reset. There are options for borders, for layout as well as to crop an image, to name a few.

    Transitions

    So far we have added text and images to our slides. We are now going to add slide transitions.

    What is a slide transition?
    It is how the slide enters the screen.

    To begin our transitions
    • Click on the Animation tab
    • We are using the Transition Slide box

    You select the slide you would like to work with

    • Open the slide
    • Click on the transition animation you would like to use

    PowerPoint always gives you a preview of the transition/animation you would like to use.
    • If you would like to use the same transition for all slides.
    • Click on the Apply to All button.
    • To preview your presentation press F5 this will launch the slide show.
    • You can also select how you would like the slide to evolve.
    • On the click of the mouse or by timer or both.

    Saving Documents

    It is important to get into the habit of regularly saving the document you are working on.
    The reason for this is that while Computers are great for speeding up and automating information they are not always reliable, particularly if the power goes out.
    While Microsoft does make regular timed backups while you work they do not always keep up to date. So the best way to ensure you do not loose information is to make sure that you save regularly.

    When you save a document there are various ways that one can do this, and various formats that can be used to save a document. The format you choose to save your documents is determined by your needs. Although this is in the PowerPoint section of the book, the saving procedure is the same for all 3 programs.

    Here are a few ways that a document can be saved.
    1. If you click on save the first time you save the document, the program will automatically open a dialogue box and you will be required to give the document a name and specify its location. Once you have save a document the first time, any time that you click on save after that the document will simply save to the same place as originally specified. This dialogue box is the same box that opens when you click on Save As.
    2. The Save As dialogue box give you the option to save a document in various formats, we are only going to look at a few.
      1. The screen capture above is from a Word document, you will see the default save option is Word Document. This is how you would save a document in order to be able to come back to it in word and edit it. It is also the best format for printing a document if you are printing from the machine you typed the document in.
      2. The second option is to save your document as a Web Page. Web documents are generally smaller in data size, the resolution is lower and the layout is different. If you are making a document to display on the web you will choose Web Page.
      3. The last option we will discuss is PDF. PDF stands for Portable Document Format. PDF readers are freely available so this is an excellent way to save a document that you want to send to someone. It does not matter what platform or OS they use nor what software, anyone anywhere can open a PDF as long as they have a PDF reader. Most cellphones and tablets come standard with PDF readers. The other important thing to remember with saving a document as a PDF is that once it is saved it cannot be edited unless you have a PDF writer and PDF writers are not freely available they need to be purchased. The upside to this is that others cannot edit your document and if you are printing from a different computer your formatting will not be lost.
    These three printing options are available on all three programs.

    The last save option I want to show you is specific to PowerPoint. Because PowerPoint files are usually multimedia files they sometimes need to be saved in a non-editable video type format.

    1. The first option is to save as a PowerPoint Show, documents saved as PPS files open directly as shows when you click on them. They are not editable but look a lot more professional than having to open the document first and launching from there.
    2. The last option we will discuss is saving as a Windows Media File. This option saves your document as a movie. When you click on the file it will automatically open as a WMF and play.

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