Microsoft PowerPoint 2000

Microsoft PowerPoint 2000 Presentation Software

Basic concepts

Starting PowerPoint • Start Button, PowerPoint • Opening screen gives four options: • Autocontent wizard leads you through decisions, helps you organize your thoughts • Design template gives you a preformatted slide design – easy to change at any time • Blank presentation if you know what you want – add elements manually • Open existing file – lists recently used files below

Customizing the toolbar • If menus show recent commands only… • Tools/Customize/Options to turn it off, delay, or reset • If you can’t see all of the standard & format toolbars… • Tools/Customize/Options to break it into 2 separate toolbars

Opening a blank presentation • Choose “blank presentation” upon opening, or File,New • Autolayout is default 1st screen • 24 slide layouts • Title slide • Bulleted list • Lists with graphics, charts, combinations • Secondary title only slide • Blank slide (set your own layout)

Design templates • Common Tasks, Apply design templates • You can apply a new design template at any time, as many times as you like • Light backgrounds, dark text good for printed materials, overheads, presentations with competing light sources, web materials • Dark background, light text for projector presentations in dark rooms • You can design your own templates, save them in Design Templates for future use

PowerPoint window • Title bar • Menu bar • Toolbars • Outline pane • Slide pane • Notes pane • Format buttons

Moving around a presentation • Outline pane – text of slides only • Slide pane – what the audience sees • Notes pane – notes for the speaker • All panes have a scrollbar • View format buttons in lower left of screen – different variations of these 3 panes

Changing views • Normal – 3 pane view – all three panes share space – click and drag frames to change pane sizes • Outline view – same 3 panes, but outline is emphasized • Slide view – 3 panes, slides emphasized • Slide sorter – slides only – entire presentation in thumbnail view • Slide show - what the audience sees (Esc to return to normal) • View/Notes a 5th option – Slide, speaker notes

Inserting a slide • New slide button, or • Insert,New slide, or • Common tasks,New slide • Choose layout from Autolayout • Placeholders for title, bullets, other elements • Click inside placeholder for insertion point, start typing • Click outside to finish, or choose new slide

Deleting slides • Choose slide icon(s) in outline, hit delete button, or • Choose slide icon(s), Edit, Delete slide

Slide headers and footers • View,Headers and footers • Slides are allowed footers only • Handouts, notes can have headers, different format than slides • Date and time (auto-update or fixed) • Header, footer text • Slide numbers, page numbers • Apply to one or all • “Don’t show on Title slide” checkbox

Inserting slides from outside • Insert, Slide from files, Browse for presentation • Will show slide by slide preview of entire presentation • Use scrollbar to move around • Double-Click to insert a slide, or use “Insert All” button • It will convert to current design template, current headers and footers

Autocontent wizard • Leads you through a series of decisions • Helps you organize and structure your thoughts • Good for first few presentations • Choose at outset, or File,New,General tab,Autocontent wizard

Autocontent wizard (con’t) • Type of presentation (what are you trying to do?) • Type of output (onscreen, web, overheads, slides) • Titles and Footer options • Gives you an outline with related ideas grouped together in each slide

Format painter • Select text you want to copy • Click the paint brush (single-click for one-time use, double-click for multiple uses) • Cursor turns to a paintbrush • Select text you want to convert • Double-click icon to turn it off, if necessary

The Outline Toolbar

Promoting and demoting text • PowerPoint presents an outline • Outline = Hierarchy of information – increasingly more specific • R-click on toolbars – choose outline toolbar – shows up on left vertical • Choose any text in either pane • Right-pointing arrow to demote, left-pointing arrow to promote • You can promote to title slide level in outline pane only • You can also click and drag the bullet left or right to promote/demote

Changing the order of slides and bullets • Use up and down arrows on Outline toolbar to move bullet points • Can also drag and drop items within slides using bullets points as “handles” • Move entire slides in same way, but best to collapse outline first

Collapsing, expanding slides • + will expand chosen slide only, - will collapse chosen slide only • Collapse – title only • Expand – shows all text • Collapse All to see only titles (Expand All will show all text) • Good for long presentations • Good for moving slides • Collapse all, then expand single slides as needed

Summary slide • May need to add this button • Use arrow at very bottom of Outline toolbar, add Summary Slide button • Select several slides, hit Summary Slide button • Will create a new slide composed of slide titles • Inserts before first chosen slide

Presenting the Slide show

Viewing and navigating the slide show • Use slide show button lower left hand corner (icon looks like a screen) • Will start at chosen slide • F5 works too • Will start at beginning • L-click to move to next slide • Esc to end slide show

Basic slide show Controls • Advance to next slide: • N, Enter, Spacebar, PageDn, mouse click, right or down arrow • Return to previous slide: • P, backspace, PageUp, left or up arrow • Go to specific slide number: • Number + enter • R-click, Go, By Title or Slide Navigator • Go to beginning • Hold both mouse buttons down for 2 seconds

Using the pen • Very cool! • Not permanent, more like a football telestrater • Ctrl + P, or • R-click/Pointer options/Pen to turn it on (choosing pen color also turns it on) • Arrow icon replaced by pen icon • “E” erases it • Ctrl + A turns it off

Blank screens • Useful with pen, or to focus attention elsewhere • B to go to Black screen, B to return • W to go to white screen, W to return • Pen color will change depending on which screen you use • Insures a contrasting color

Hiding the cursor and button • Default is “autohide” • Will stay hidden until cursor is moved • Will rehide in 7 seconds • CTRL + H will hide the pointer and button • CTRL + U will return to autohide

When in doubt… • F1 will show you all available options • Only works during slide show • Right-click will give you most available options as well • Left-click on Options button will give same menu

Printing

Output options • File/Print/Print what? • Slides • Handouts • Notes • Outline • Transparencies are slides printed to clear plastic

Output options (con’t) • Slide is slide print only (title page of materials) – top page is slide, scaled, portrait • Handouts are what you have – you can manipulate # of slides and columns • Notes are what I have – slide and notes • Outline is the outline pane only (condense for topics only)

Non-color previews • Not always necessary to print in color • Notes and outlines • Mock-ups, draft copiess • Grayscale button on standard toolbar gives you preview • Grayscale button + shift gives you a black and white preview (not always pretty!)

Graphics

Graphic bullets, numbers • Change bullets to numbers – select text and hit numbering button • Change bullet style – Select text, hit bullet button, Format/Bullets and Numbering gives you 8 styles • “Character” gives you many more • “Picture” gives you fancier ones – some are automated

Changing fonts in a presentation • Select text, change font in toolbar for isolated changes • Format, Replace fonts will find and replace a specific font in presentation • A blunt instrument - can’t change size or attributes • May be easier in Slide Master – you can change any aspect of font there

Clip Art • Insert/Picture/Clip Art • Three category tabs(picture, sound, motion) • Select a category and choose picture, or • Type keyword into Search For box and choose picture • 4 icons appear: • Inset • Preview • Add to new category • Search for similar styles, subjects

Clip Art (con’t) • Choose insert (top icon of the 4) • Click and drag to move picture • 4-headed arrow • Click and drag sizing boxes to resize • 2-headed arrow • Use picture toolbar for more options (recoloring, brightness, cropping)

Inserting a picture • Insert, Picture, From File • Picture will appear • Select picture to move (4-headed arrow) or resize (2-headed arrow) • Picture Toolbar will appear

Picture toolbar • Right-click in upper gray area, select Picture toolbar • Toolbar manipulates color, contrast and sizing • Icons, in order, are: • Insert picture • Image control: 4 options • Auto (color), Grayscale, B/W, watermark • Contrast control (2 icons – more and less) • Brightness level (2 icons – more and less)

Picture toolbar (con’t) • Cropping • Click icon, move to sizing box, click and drag, that portion of the picture will be cropped off • Border line size • Recolor – will change colors in picture - select color to change with checkmark, then switch the color • Uncheck the box to revert to original scheme • Won’t work for all images

Picture toolbar (con’t) • Format picture (contains many previous options – more exacting control) • Colors, sizing, ratio locks, rotation, text box format, alternate web text • Set Transparent colors – to make certain sections of image transparent • Won’t work for all images • Setting background color to transparent will allow PowerPoint background to show • Reset picture – if you want to start over

Word Art Word Art! • Bring up Word Art toolbar (R-click in upper gray, choose Wordart) • Insert Word Art button – Blue A • Choose a style, click OK • Choose a font, size, enter text • No wrap – use hard returns • Move it (click and drag), size it (click and drag sizing boxes) • Yellow diamonds manipulates curves

Drawing toolbar • Bring up drawing toolbar • Lines and arrows buttons • Click and hold to start, drag, let go to end – manipulate with sizing boxes • Shapes buttons: circle and square • Click and hold to start, drag, let go to end – manipulate with boxes

Drawing toolbar (con’t) • Select paintbucket to add fill colors (closed objects only) - choose ▼ to change color • Select paintbrush to add line color – choose ▼ to change color • Select “A” to add text color – choose ▼ to change color • Shadow button to create shadow • 3-D button to create 3-D version of shape

Creating a text box • R-click in upper gray area, select “drawing” • Drawing toolbar shows up at bottom • Select text box button (“A” in box) • Drag and draw the box (you pick width, text determines height) • Type in text, click outside box • Text is within a graphic object, so it won’t appear in outline This is a text box!

Creating a text box (con’t) • Drawing toolbar has fill color (paintbucket), line color (paintbrush), text color (A) options • Click icon for that color, or ▼ to pull down other color options • Line style, dash style buttons to choose a border style • Right or left justify, or center text • Change attributes of text with B, I, U, font and font size • Resize and move with handles

PowerPoint on the Web Hyperlinks to other slides Slide pane Collapse/Expand buttons Previous/next buttons

Autoshapes • Click Autoshapes, choose shape category • Lines - Free draw, lines, arrows • Other categories: Basic shapes, connecters, block arrows, chart elements, cartoon balloons • Yellow diamonds will adjust various aspects of shape (curves, width) • Some can have text inside – cursor will show insertion point It’s easy!

Rotating objects • Select object • Click Free Rotate button (arrow curving around a circle) – sizing boxes change to circles • Place cursor on circle, Click and drag to rotate • Draw,Flip or Rotate will do it too • Draw, Nudge for slight moves in any direction

Grouping objects • Select object, hold down shift key, select next object • Will maintain spatial relationship to each other • One collective set of sizing and moving handles • R-click, select Grouping to keep them grouped • R-click again for ungrouping, regrouping

Microsoft PowerPoint 2000

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