How to Prepare a PowerPoint Presentation

1. How to Prepare a PowerPoint Presentation Center for Learning and Teaching Fall 2003 Binghamton University

2. Contents • 1. Getting started • 2. Preparing a simple slide • 3. Inserting and editing text • 4. Inserting pictures and figures • 5. Making a Table • 6. Making a graph (chart) • 7. Importing Data and Charts from Excel • 8. Making action buttons • 9. Adding animations • 10. Organizing the presentation • 11. Preparing handouts

3. 1. Getting started • Open Microsoft PowerPoint • Open File, click on New • Go to Blank Presentation, and click on Ok • From the Auto Layout Menu, Click on the first slide (Title), and click Next • Fill in Title and Presenter Information • To Add a theme and color scheme to your presentation, click on the Format drop down menu and select Apply Design Theme • Choose a Design Template, click Ok • All of your slides will now have the same color and design theme

4. 2. Preparing a simple slide(like this one) • Go to Insert, and click on New Slide. • Choose a layout (second one presented). • Type in slide’s title and slide’s text in boxes indicated. • To move box, use mouse to grab hash line (between little squares), and drag. • To resize height, drag a square on a horizontal border. • To resize width, drag a square on a vertical border. • To resize box in proportion, drag a square on a corner. • To add another text box, go to Insert, click on Text Box, then click and drag to create new box.

5. 3. Inserting and editing text • Go to Insert and choose Textbox from the drop down menu • Click on the slide and drag out with the mouse, creating a box • Type inside the box • To move the box, click and drag a side of the box. To resize the box, click and drag a corner • Change the font size/shape/color by highlighting the text, then right clicking the mouse. Use the options in the pop up menu to make your changes

6. 4. Inserting pictures and figures • To copy image from Internet to disk or hard drive: • For PC, right-click mouse on Image, go to Save as, name image, Save to your disk or hard drive. • For Mac, hold down Apple while clicking once on image, go to Save image as, name image, Save to your disk or hard drive. • To insert image from File: Click on Insert, go to Picture, select FromFile. Locate image on drive or disk, and click Insert. • To insert image from Clip Art: Click on Insert, go to Picture, select Clip Art. Choose image and click on Insert.

7. 5. Making a Table • Go to Insert, click on New Slide, and choose the Table slide showing table. Click OK. (On an existing slide, Go to Insert, click on Table ) • Double click on table icon. • Choose numbers of rows and columns, and add one to each for data labels. • Select row or column, go to Table and click on Merge Cells for data labels.

8. 6. Making a Graph (Chart) • Click on Insert, then on Chart (or click on chart icon) • Click on Datasheet, and fill in the headings and data • Click on slide to return to slide with graph

9. Making another kind of graphfrom same set of data • Go to slide of first graph. • Go to Insert, and click on Duplicate Slide. • On the duplicate slide, double click on graph, and notice that it overlies Datasheet with same data used for your first graph. • Go to Chart, click on Chart type, select a new type. • Click back on slide to finish. • After you look at the graphs, delete slide(s) you don’t want.

10. 7. Importing from Excel – Data as a resizable image • On your Excel Spreadsheet, click and drag to select the range of cells you want to bring into PowerPoint. Copy it. • IN POWERPOINT – Go to the Edit drop down menu, click on Paste Special. Choose Paste and Picture from the Pop Up Menu • Right click on your data and choose Format Picture to change any colors

11. Importing From Excel – Data as an Excel Worksheet Object • On your Excel Spreadsheet, click and drag to select the range of cells you want to bring into PowerPoint. Copy It. • IN POWERPOINT – Go to the Edit drop down menu, click on Paste Special. Choose Paste and Microsoft Excel WorksheetObject from the Pop Up Menu • Double click on your data to make changes, using Excel.

12. Use the Same Method to Import Charts from Excel

13. 8. Making Action Buttons • Go to Slide Show, click on Action Buttons, then click on Custom. • Place cursor on slide where you want the button. • Click and drag to produce a small square. The square is the button. • Release the mouse. On pop-up menu that appears, choose hyperlink to another slide, or URL, or whatever • Similarly install action button on hyperlinked slide so as to return to continuation of presentation.

14. 9. Adding Animations(optional) • Click on text box. Then click on Slide Show, then click on Custom Animation • From the Effects tab choose animation style and sound effects. • From the Order and Timing tab choose the order of the animations and mouse click or automatic timing. This is an example of an animation….

15. 10. Organizing the Presentation • Click on Slide Sorter View icon to see thumbnail versions of all the slides in your presentation. • To remove a slide, highlight it by one click, and delete. • To insert a new slide, click where you want to add it. Go to Insert, click on New Slide. • To rearrange existing slides, click on and hold the slide you want to move. Drag and drop it in new location.

16. 11. Preparing Handouts(optional) • Go to File, click on Print. • Change setting on drop-down menu from General to Microsoft PowerPoint. • On the Print What drop-down menu, select your preference.

17. The End The Center for Learning and Teachinghttp://www.clt.binghamton.eduTechnical Support SpecialistTera Doty CLT InternsMatt DietzPretema LatchmanAndres MokWei WangJoe Wong Special Thanks to: EngiNETRich Hodges Department of Biological SciencesDr Alan Haber