Chapter Outline
9.2 Starting Microsoft Office PowerPoint 2003
9.3 Working with PowerPoint 2003
In today's highly competitive world, representing ideas effectively has become the need of the hour. No matter how good the product or for that matter a project is, if the idea of the project or the product is not communicated effectively and efficiently, failure is guaranteed. One is also better heard if the ideas are presented stylistically. One of the best ways of expressing the ideas is visual images, which includes usage of graphics and pictures. Graphics, when used to convey ideas, expression, or thoughts are known as presentation graphics or business graphics. A good presentation can truly convince, motivate, inspire and educate its audience.
Microsoft Office PowerPoint 2003 is a powerful, yet easy-to-use presentation package which is a part of Microsoft Office 2003 suite of products. Its primary purpose is to help you design professional-style presentations quickly and easily. PowerPoint offers the tools to create a basic presentation, and to enhance and customise it to meet its goal. The tri-pane feature of PowerPoint 2003 allows you to view the slides, outline, and notes simultaneously so that you can easily organise the information to present in the slides.
To open Microsoft PowerPoint, perform any one of the following steps:
When Microsoft PowerPoint is opened, the main screen of the program appears (see Figure 9.2). This main window contains many parts; these parts are described in detail below.
The title bar is located at the very top of the PowerPoint window and it displays the name of the application and active presentation. Below this bar is the menu bar, which contains different menus that control all options, functions, and commands for the entire Microsoft PowerPoint application. By default, Microsoft Office PowerPoint 2003 contains nine menus, which have an associated pull-down menu. For example, the File menu contains commands to open, create, and print a presentation. Generally, a toolbar is positioned just below the menu bar. Toolbar contains command buttons that provides single-click entry to carry out many text-processing tasks. By default, Standard and Formatting toolbars are displayed in the PowerPoint environment. Additional toolbars like Drawing and Picture toolbars can be added by right-clicking on the menu bar and selecting the desired toolbar(s) from the pop-up menu, as shown in Figure 9.3.
THINGS TO REMEMBER
Features of PowerPoint 2003
Below the toolbars, on the left side Outline/Slides tabs are located. They are used to organise and develop content for the presentation, move slides from one position to another, and edit titles and body text.
PowerPoint provides a range of screen views for creating a presentation. The different screen views available are Normal, Slide Sorter, and Slide Show. These views give you the opportunity to modify and develop your presentation as desired. You can select the desired view by clicking the button at the bottom of the page.
In this pane, you can see the way the slide appears, with text, design elements, and graphics. You can also add or edit text, hyperlinks, graphics, movies, sounds and animations to individual slides in this pane.
Below the slide pane is the Notes pane. This pane lets you add Speaker Notes to your presentation. The speaker for some reference keeps speaker notes. These are typically a smaller version of the slides along with some notes.
In this section, you will learn the steps required to produce a PowerPoint presentation from scratch. These include:
Whenever you start PowerPoint, it opens a new blank presentation and the Getting Started task pane, which enables to access online help and content, open existing presentations and create a new presentation. To create a new presentation, click Create a new presentation on the Getting Started task pane, to display New Presentation task pane (see Figure 9.5). A new presentation can be created using the AutoContent wizard, Design Template, and Blank presentation.
The AutoContent Wizard helps you to create and structure the content of presentation in a clear and logical way. It helps in creating a presentation by leading you through some basic steps. The wizard then uses answers to automatically layout and format the presentation. PowerPoint 2003 then selects the best style and built-in outline to suit the presentation. This wizard helps to create a presentation quickly and is very helpful for new users. To use this wizard, follow the steps given below:
PowerPoint provides many built-in slide sets (templates) with different backgrounds and text formatting to create a presentation. A design template includes pre-formatted layouts, fonts, and colours, which blend together to give a consistent look to the presentation.
If you choose the Design Template, a new presentation is displayed using the design selected by the user, consisting of a single slide. This option allows you to create a presentation, maintaining a consistent design scheme like layouts, colours, fonts, and so on. To use the Design Template, follow the steps given below:
The most basic method of creating a slide show presentation is by using Blank Presentation. This method is used to start the whole process of creating presentation from scratch. In other words, it includes no pre-set design, colour, or content suggestion. To use the Blank Presentation, follow the steps given below:
To open an existing presentation, follow any of the steps given below:
Once a presentation is created, you can start typing the text, inserting graphics, animations and charts, and so on. When finished, you must save the presentation for future references. To save the presentation, Microsoft PowerPoint provides two menu options, namely, Save and Save As. If you are working on a untitled presentation which has never been saved, then using any of the option (Save and Save As) will have the same affect, it displays a Save As dialog box using which you can save the PowerPoint file at the desired location.
Once you have saved the new presentation, you can use the Save option to update changes made to a file, while the Save As option is used to make the multiple copies of the same file.
Note: By default, Microsoft PowerPoint presentation files are saved with .PPT extension. Although it can also be saved in other file formats like .PPS, .BMP, .GIF and .HTML.
PowerPoint 2003 allows to change the default location for saving the files as well as to save your files automatically. The files are saved automatically by enabling the AutoRecover feature. This feature helps in protecting your work even after power failure or when you have forgotten to save your file. To change the default location of your file and save your file using AutoRecover feature, follow the steps given below.
After finishing all the work in PowerPoint, you may want to close the presentation. For this, follow any of the steps given below:
Note: If a user makes changes to a file and has not saved those changes, PowerPoint will ask whether to save the changes before closing the file.
PowerPoint provides different types of screen layouts for constructing presentation in addition to the Slide Show. View is a way in which one can see and work with the presentation and slides. User can select the page view by clicking the screen view buttons on the left hand side at the bottom of the window.
The three PowerPoint views are: Normal View, Slide Sorter View, and Slide Show View.
The default view in PowerPoint 2003 is the Normal View, which makes the most commonly used components of a presentation easily accessible to the user. This view contains three working areas: slide and outline tabs on the left, the slide pane on the right, and notes pane at the bottom.
Normal view enables one to see various aspects of the presentation simultaneously in two different tabs namely, Outline view and Slides tab.
This view option displays all the slides in a presentation as thumbnails (see Figure 9.22). In simple terms, all the slides in the presentation are displayed on the screen at the same time in a miniature form. This view helps user to add, delete, and rearrange the slides. Also, transition effects can be added for moving from one slide to another in a convenient manner. Thus, this view acts like a preview tool.
Generally, this view is used when you want to deliver a presentation. This view option allows you to view the slides (full screen), as they would appear in a slide show (see Figure 9.23).
A presentation is created using the slides, which contains text, graphics, animations, and so on. The slides are automatically created when a presentation is designed through the AutoContent Wizard or Blank Presentation. Slides can also be inserted in a presentation, if required.
PowerPoint is designed in a way to give a consistent appearance to your slides. There are two ways in PowerPoint, which helps you to choose the look of your slides: design template and masters.
THINGS TO REMEMBER
Template
A template is a presentation containing PowerPoint masters with custom formatting, fonts, a color scheme, placeholder for text, graphics, animations, and so on. PowerPoint offers 160 pre-designed templates to help you develop powerful yet simple presentations. With custom template, presentations will have a consistent look and feel, and you won't have to customise each presentation layout separately.
Design templates contain colour schemes, slide and notes masters with custom formatting, and fonts, all designed to create a desired look for your presentation. When you apply a design template to your presentation, the slide master and colour scheme of the new template replaces the slide master and color scheme of the original presentation. After you apply a design template, each slide that you add has the same custom look. PowerPoint comes with a wide variety of professionally designed templates. In addition, you can create your own templates. If you create a special look for one of your presentations, you can save it as a template. Open the presentation in which you want to apply a different design and follow the steps given below:
Masters in PowerPoint are used to control many facets of the slides such as backgrounds, font typeface, font size, colours, bullets and locations for all main components, tab, and indent. PowerPoint has three masters, namely, Slide Master, Notes Master, and Handouts Master.
PowerPoint automatically assigns a slide master to every presentation. The slide master allows you to customise the look of each slide and ensure consistency across your presentation. In the slide master, you can change fonts, bullets, and header and footer information. Use the slide master to add a picture, change the background, adjust the size of the placeholders, and change font style, size, and colour.
To change the formatting in the slide master, select Master from the View menu and choose Slide Master (see Figure 9.25).
Click the appropriate placeholder to edit Master text styles and apply formatting from the Formatting toolbar. For example, if you want all first-level bullet styles in the presentation to appear in 28-point Tahoma, click the text Click to edit Master text style and set the font to Tahoma, 28-point. Using the Format AutoShape dialog Box, you can draw a thick line around the box, change the line colour, fill colour in the box, set line thickness and style, position the box in the slide, etc. To display the Format AutoShape dialog box select the placeholder and double-click it.
PowerPoint helps to create notes that will stay with the presentation. This feature provides an area for the speaker notes, along with a reduced picture of the slide. To view the notes master, select Master from the View menu and choose Notes Master. In this view, you can add bullets and page numbers, resize slides or the text placeholders on slides, or change fonts. You can also modify the style of the text that will appear in the printouts of your notes.
In handout master, you can add images, text, and colour to your handouts. In addition, you can add header and footer to the slides and also view these slides in different ways, such as one, two, three, four, six, nine, the outline and layout view (see Figure 9.28). To view the handout master, select Master from the View menu and choose Handout Master. The information added in the handout master is not visible while working with the presentation, but will be available when it is printed.
In the previous section, we discussed how to create and save a PowerPoint presentation. Now let us learn how to insert, copy, delete, and navigate between slides. Apart from these activities, you will also learn how to work with text, format text, undo and redo operations, make lists, and insert headers and footers.
Sometimes you may want to add new slides to your presentation. Slides can be added in all views except the Slide Show view. To insert slide, select New Slide from the Insert menu, or click the New Slide () button on the Formatting toolbar. This displays the Slide Layout task pane from which you can choose the desired layout.
You can also remove a slide from the presentation. To delete slide, select the slide and follow any of the steps given below:
PowerPoint 2003 allows you to easily make copies of one slide. This may be required if you want to use same data in more than one slide. Note that when duplication is done, the layout is also copied. To duplicate slide, follow the steps given below:
In PowerPoint, you can navigate to the next and previous slides by following any of the three view options: Normal, Slide Sorter, and Slide Show. To navigate to the next slide in Normal, Outline and Slide view, follow any of the steps given below:
To view the next slide in Slide Show view right-click on the slide and select Next from the shortcut menu.
To navigate to previous slide in Normal, Outline, and Slide view, follow any of the steps given below:
To view the previous slide in the Slide Show view, right-click on the slide and select Previous from the shortcut menu. Note that to move to a specific slide in Slide Sorter view, double click the desired slide number, which displays the slide in the Normal view.
In PowerPoint, you can easily add numbers to the slides. Numbering the slides enables to locate or reference a particular slide quickly. You can insert slide numbers in a particular slide or in all slides of a presentation. To insert slide numbers, follow the steps given below:
You can change the appearance of your slide background by changing its colour, shade, pattern, or texture. PowerPoint contains a number of pre-defined backgrounds or, if needed, you can create your own background. Note that backgrounds can be applied to individual slides or to the whole presentation. To change the background, select Background from the Format menu, which displays the Background dialog box.
Click on the colour drop-down box, which contains following options:
After you have made your selection, select Apply to apply the change to the current slide, or click Apply to All to apply the change to all slides.
Figure 9.31 Background Dialog Box
There are a number of ways in which text can be added into the slides. Text can be added using text placeholder, text box, an AutoShape, and WordArt.
As stated earlier, PowerPoint includes 27 types of AutoLayouts for creating slides. Many of these layouts contain text placeholders for titles, body text, and bulleted lists. To add text in placeholder, click in the placeholder and type the text. You can change the size and position of a text placeholder or apply a different AutoLayout to an existing slide, at any time while creating a presentation.
Text in slides can also be added through the use of text box. The Text Box is available on the Drawing toolbar. Note that if the Drawing toolbar is not visible then right-click anywhere on the menu bar and select Drawing from the pop up menu. To add text in the slide, follow the steps given below:
Text can also be added in the AutoShape. AutoShapes contain several categories of shapes, including lines, basic shapes, flowchart elements, stars and banners, and callouts that you can use in your presentation. To add text in AutoShape, follow the steps given below:
As you enter and edit text, you can change its appearance to add emphasis and make the presentation easier to read. This is known as formatting. Formatting is applied by altering the appearance of text by setting the typeface (font), size, line spacing, and colour. Formatting can be done by using the Formatting toolbar or by using the Format menu. To format text, follow the steps given below:
Text can also be formatted using the Font dialog box. For doing this, follow the steps given below:
Alignment and indentation operations are a part of paragraph formatting. These operations are performed to give a well-defined ‘structure’ to the presentation. This gives the slide a professional look. To align or indent a paragraph, follow the steps given below:
Note: Other options for formatting the text and paragraph are available in the Format menu.
In PowerPoint 2003, graphical elements can help you create eye-catching slides for a presentation. Graphics are frequently used with text to add emphasis and visual impact. PowerPoint 2003 provides you the option of adding AutoShapes, WordArt, and ClipArt.
Microsoft PowerPoint comes with a set of readymade AutoShapes containing several categories of shapes, including lines, basic shapes, flowchart elements, stars and banners, and callouts that you can use in your presentations. They allow you to draw more complicated shapes in your slides quickly and more accurately. You can resize, rotate, flip, colour, and combine the shapes also. To use AutoShapes, follow any of the steps given below:
Table 9.3 lists all the available buttons on the AutoShapes toolbar.
Now, to draw AutoShapes in the presentation, follow the steps given below:
PowerPoint allows you to quickly and efficiently change the look of the AutoShape. There are several options available, which can be used to change the AutoShape appearance. To format the AutoShape, right-click on the AutoShape and select Format AutoShape from the shortcut menu. This displays the Format AutoShape dialog box, which contains six tabs to format the AutoShape. The options available under these tabs are listed in Table 9.4.
Tabs | Description |
Colors and Lines | Allows you to choose the fill color, line color, and style for the shape. |
Size | Allows you to determine the size and scale of the image. |
Position | Allows you to control the position of the AutoShape on the slide. |
Picture | Allows you to crop and adjust the colour of the AutoShape. |
Text Box | Allows you to set the text alignment and internal margin of the text inside the AutoShape. |
Web | Allows you to enter text that will be displayed in place of graphics while the graphics is being loaded by the browser. |
PowerPoint 2003's WordArt lets you take plain text and add some vigour to a presentation. Using Wor-dArt you can create shadowed, skewed, rotated, and stretched text, as well as text that can be integrated into pre-defined shapes. It helps you to easily create banners, seals, and logos. To insert a WordArt, follow the steps given below:
To add or change effects to the text, use the buttons on the WordArt and Drawing toolbars. The WordArt toolbar appears when you click the WordArt special text. The options available under the WordArt toolbar are the same as discussed in Chapter 07.
The Drawing toolbar is used to change and enhance the drawing objects with colours, patterns, borders, and other effects. The options included in the Drawing toolbar have also been discussed in Chapter 07.
Pictures are used in slides to enhance its readability and understandability of the presentation. These are bitmaps, scanned pictures, photographs, and clipart. You can use any image editing software to create photographs, line drawings, and other graphics, as long as you can save the file in a format that Power-Point 2003 supports. You can insert a picture from a file or clipart in the same manner as discussed in Chapter 07.
A presentation can be made interactive and interesting by adding multimedia effects, which helps in capturing audience's attention, as multimedia content can often communicate more information than a slide, which contains only few sentences. You can add multimedia effects such as animations, video, and sound effects to the slides.
Animation effects are added to grab the audience's attention as well as to reinforce some important point that needs to be highlighted. Animation can be in terms of special sound or visual effects, which are added to the text or other objects such as a chart or picture. To add animation effects to a slide or entire presentation, follow the steps given below:
Custom animations offer more control over the animation. You can choose the order of the slides on which animation is applied as well as decide the direction the animation should travel in, apply a sound to the animation, and decide how the text appears in the slides. To add custom animation, follow the steps given below:
Transition effects are used to insert effects between slides. They are also used to indicate a new section of a presentation or to emphasise a certain slide. You can choose from a variety of transitions, which are present in PowerPoint 2003. Transition effects can be added in the Slide or Slide Sorter view. To add transition effects, follow the steps given below:
Note: Transition effects are the style of moving from one slide to the next, while, animation effects are the style used to display the information on each slide.
After creating slides, working with text and graphics, adding transition and animation effects to the slides, the next thing is to view all the slides collectively as a presentation. PowerPoint 2003 provides a number of ways to view and deliver presentations so that they are well designed and look professional. You can use the Slide Show to review a presentation before printing it or to prepare to show it electronically. To view the slide show, perform any of the steps given below:
While in the slide show, right-click anywhere on the screen to display a pop-up menu containing number of options. Some of the important options are listed in Table 9.5.
Options | Description |
Next | Used to move to the next slide. |
Previous | Used to move to the previous slide. |
Last Viewed | Used to move to the last viewed slide in the presentation. |
Go to Slide | Used to move to any slide in the presentation. |
Pointer Options | Used to add information using pen. |
Help | Used to view the Slide Show Help. |
End Show | Used to end the slide show. |
You can use the highlighting option while you are giving the presentation to add emphasis to important information. To highlight a slide during a slide show, follow the steps given below:
You can insert time between the slides in the slide show. This is required when there is some narration over the slides, or there is some graphical representation, which needs proper explanation.
If you do not want to manually move through a slide show, there are two ways you can set the length of time a slide appears on the screen.
Presentation can be created both for business or professional use. For example, you may create a presentation, which is to be delivered at some conference. To deliver a presentation only the presentation file is needed. In case of a small presentation you can easily carry the file in one floppy. However, this approach may not work well for larger presentations especially one with lots of graphics. PowerPoint contains a useful feature called Package for CD, which solves the above problem and also allows you to view the presentation file on a computer that does not have PowerPoint installed. To use this feature, follow the steps given below:
Printing in Microsoft PowerPoint is similar to printing in other Windows based applications. However, several options, particularly those concerned with arranging the page, are specific to the application. PowerPoint provides a number of choices for you to take printouts; colour or black and white, single slides, or several slides per page.
The Page Layout option is used to view the existing page layout or to set a new layout. To set a new layout, select Page Setup from the File menu to display the Page Setup dialog box (see Figure 9.51).
This dialog box contains options, which allows you to customise the page layout as desired. These options are:
This option allows you to choose from the number of options provided by PowerPoint for determining the slide size. The various options that are available are listed below:
You can adjust the width and height of the slide by adjusting the values in the Width and Height box, respectively.
Orientation is the basic layout of the slides in the presentation. The default orientation is the Landscape. To choose different orientation, click the radio button in front of the type of orientation and the change will be reflected in the slide.
Once you are ready with all the formatting and editing, you can print the presentation. To print a presentation, click the Print button () on the Standard toolbar or select Print from the File menu to display the Print dialog box (see Figure 9.52). This dialog box allows you to select the number of copies and how many pages of the document you want to print. It contains Print what box where you can choose the printing area. The options available for printing in Print what box are listed in Table 9.6.
Options | Description |
Slides | Prints all slides in the presentation. |
Handouts | Prints handouts. |
Notes Pages | Prints notes pages. In the printout one slide appears at the top of the page and the presentation notes at the bottom of the page. |
Outline View | Prints the outline text of your presentation (as it appears in the outline pane). |
PowerPoint 2003 allows you to print the handouts prepared in presentation. Using handouts as an option lets you print two, three, four, six, or nine slides per page. It also provides space for the audience to add notes as you give the presentation. To print handouts, select the Handouts option in the Print what box.
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