POWERPOINT BASIC INSTRUCTIONS
LIR Workshop – June 9/10, 2009

Be sure to see --- Making an Effective PowerPoint Presentation
See the PowerPoint Slideshow used in this workshop
            Note: to see the PP Slideshow you will need a program that reads a PP document.    If you don't have it, you can download a PP Viewer at - - - -
 http://www.microsoft.com/downloads/details.aspx?familyid=048DC840-14E1-467D-8DCA-19D2A8FD7485&displaylang=en

 

Creating the title page

When you first open Powerpoint, there will be one slide in the slideshow. This is the title page.

  1. Click in the box that says Click to add title.
  2. Type your title. It will automatically arrange itself to fit within the space provided.
  3. Click in the box that says Click to add subtitle.
  4. Type your subtitle. Typically you would type the date of the workshop and perhaps the name of the LIR seminar. A subtitle is optional.
  5. If you click anywhere outside of the slide area, the boxes will disappear and you will see what your slide looks like.

Adding a slide

  1. To add a new blank slide, go to the Insert menu at the top of the window.
  2. Click on Insert and the menu will appear.
  3. Click on New Slide and you will see a new slide appear in the left column. You can continue to add new blank slides until you reach the number you want or think you will use. OR you can type each slide as you go and then add new slides when you are ready.

Creating a slide

  1. Click on a blank slide in the left column that you just added in the step above.
  2. Click in the box that says Click to add title. This is the title of this slide not the entire slideshow. Type in the title you want for this slide. This title should capture the essence of the slide content.
  3. Click in the box that says Click to add text.
  4. Type in your first bullet point and Click Enter on your keyboard. You will see that the program automatically adds bullets for you.
  5. To add a sub-point under a major bullet point, Click the Enter key and then Click the Tab key. The program will create a sub-bullet point.
  6. The next time you Click the Enter key after entering a sub-bullet point, you can either add another sub-bullet point or if you want to add a new major bullet point, you will need to decrease the indent.
  7. To decrease the indent, go to the formatting toolbar which is generally the second row from the top blue row at the top of the window. The decrease indent icon looks like a few black bars coming in from the left side and a small arrow pointing left. If you place your mouse over this icon, the words Decrease Indent will appear. Click this icon and a new major bullet point will be created.

Adding a Slide Design

The basic slide design is white background with black text. There are many other slide designs built into the Powerpoint program. These designs make your presentation more interesting to look at and read. To add a slide design, go to the Format menu at the top of the window and Click on Slide Design. On the right you will see many different design options. Click on as many as you like and you will see how the slides will look.

Adding a Slide Layout

The basic slide layout for text has a title and large area for text below. You are able to select other layouts. To do so, go to the Format menu and Click Slide Layout. You will see on the right hand side of the window a few options for text layouts. Click on the one you want to see or use. You will also see other options below this, called content layouts. This is more sophisticated and used to include charts, graphs, tables, pictures, and text.

Changng Hanging Font Style, Size, Color

Powerpoint works the same way as Word to change font style, size or color using the same tool bar and icons at the top of the window.

Embedding a picture

  1. Click on the Insert menu.
  2. Scroll down to Picture and follow the arrow to the right.
  3. A menu will appear. Click on ClipArt.
  4. On the right under Search for, type in the kind of picture you are looking for. Click Go.
  5. Pictures and drawings will appear.
  6. You can either
    1. Click on the photo and drag it onto your slide.
    2. Click on the photos, right click and select Insert.
    3. Right click on the photo, select Copy, place mouse arrow on slide, Right click and select Paste.
  7. You will most likely need to move the inserted photo around on the slide to place it where you want it. To move the photo, left Click on the photo, keeping your finger down on the mouse, move the photo to reposition it.
  8. You may need to make the photo smaller or larger.
    Move the mouse to the upper left corner of the photo until a two ended arrow appears. Left click on the corner and drag it inwards making the image smaller or outward to make it larger. All around the image you will see small white circles. You can click on any of these in a similar manner to change the size of the image.

Deleting a slide

  1. In the left hand column, click on the slide you want to delete. It will be highlighted.
  2. Click on the Edit menu at the top of the window and then Click on Delete slide.

Saving a Slideshow

  1. Powerpoint works just like Word. Go to the File menu at the top of the window and select Save as. Name your presentation and select where you want to save it on your computer.

Slideshow Views

There are three ways to view your slides: Normal or Notes View, Slide Sorter View, and Slideshow View. Each of these views has its own icon located in the lower left hand corner of the window.

Normal or Notes View: this icon looks like a small square with a vertical rectangle on the left and a horizontal rectangle on the bottom and it is the first icon in the row. This is the icon you click when you want to add, edit, delete, reformat or redesign slides. When using Powerpoint this is the view you begin with. If you want, you can also type notes at the very bottom of the window under the slide where it says Click to add notes. Some presenters type in notes about the comments or points they want to make during the slideshow but that do not appear on the slides.

Slide Sorter View: this icon looks like four smaller squares inside a larger square and is the second icon in the row. Clicking this icon allows you to view all the slides in your presentation at one time in one window. This is very helpful for arranging or rearranging your slides and for getting a sense of the whole presentation. You can also delete slides using this view.

Slideshow View: this icon looks like a projection screen and is the third icon in the row. This is the icon you click to show view your slideshow as it will appear during your presentation and to show your presentation to others. When you click this icon your slideshow will run with each slide filling the entire computer monitor screen.

Moving or Rearranging slides

Once all your slides are created, you can arrange them in the order you want.

  1. In the lower left hand corner of the window Click on Slide Sorter View using the icon that looks like four squares inside a larger square. You will see all your slides in the area above.
  2. Click and hold your finger down on the slide you want to move. It will be highlighted when you click on it.
  3. Drag the slide to the position you want keeping your finger down on the mouse the whole time. You will notice a vertical line appear between the slides as you move your slide. This line indicates where you are in the group of slides. If you let go of your finger on the mouse, your slide will appear where that vertical line indicates.
  4. Once you have your slide positioned where you want it, let go of the mouse and your slide will be re-positioned.
  5. You can move slides around in this way as much as you want.

Printing Handouts

  1. Click on the File menu at the top of the window.
  2. Click on Print.
  3. Towards the bottom left of the Print window, it says Print what. Use the down arrow and select Handouts.
  4. To the right under where it says Handouts, Slides per page, use the down arrow and select 3. To the right of this you will see how the slides will print out with 3 to a page and room for notes to be written on blank lines.
  5. Under Print what, you will also see the option of Notes View. If you select this, the print out will show one slide per page with any notes you typed at the bottom. This would be used for the presenter, in most cases, not as a handout to the participants.

Running a slideshow

Once you have finalized all your slides, arranged them in the order you wish, viewed the slideshow and are satisfied, you are ready to show it to others.

  1. Open Powerpoint, locate your presentation, and open it.
  2. Click on the Slideshow icon in the lower left hand corner.
  3. To move from one slide to the next you can either:
    1. Use the right/left arrows on your keyboard
    2. Left Click your mouse to move forward
    3. Move your mouse to the lower left of the screen and faint icons will appear. Use the forward and back arrows to move through the slides.
  4. When you get to the end of the slideshow, you have options:
    1. If you click once more past the last slide, a black screen will appear with the words Click to exit. When you click on these words you will be returned to the normal view in Powerpoint. You can then close the program.
    2. Move your mouse to the lower left hand corner of the screen over the faint icons. Right click and select End Show. You will be returned to the normal view in Powerpoint. You can then close the program.
    3. If you want to continue talking without the distraction of anything on the computer screen, you can punch either the B or W key on the keyboard and the screen will turn to Black or White. To return to the program Click B or W again. Exit the slideshow and close the program.