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Software Application Tutorial

Microsoft

PowerPoint 2003

Copyright 2005, Software Application Training Unit, West Chester University. No Portion of this document may be reproduced without the written permission of the authors. For Assistance Call x3350

A Member of the Pennsylvania State System of Higher Education

TABLE OF CONTENTS

INTRODUCTION NEW POWERPOINT FEATURES NEW OFFICE 2003 FEATURES TYPES OF MASTER MICROSOFT ON THE WEB INTERFACE DEFINITIONS GETTING STARTED STARTING POWERPOINT WITH BLANK PRESENTATION STARTING POWERPOINT WITH A DESIGN TEMPLATE STARTING POWERPOINT WITH AUTO CONTENT WIZARD VIEWING A PRESENTATION CREATING NEW SLIDE DELETING A SLIDE SAVING YOUR PRESENTATION RETRIEVING YOUR PRESENTATION ADDING ANIMATION AND SPECIAL EFFECTS MUSIC OR SOUND EFFECTS SLIDE TRANSITION VIEWING PRESENTATION IN A WEB BROWSER USING HYPERLINKS RUNNING A SLIDE SHOW EXITING POWERPOINT 1 1 3 4 5 6 8 8 9 10 11 12 12 12 13 13 14 15 16 16 17 18

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INTRODUCTION

PowerPoint 2003 is a complete presentation graphics package. PowerPoint 2003 is a part of Microsoft Office 2003 suite of applications. Microsoft PowerPoint supports many delivery options: on-screen, online, overhead transparencies, paper printouts, and 35mm slides. Word processing, outlining, drawing, graphing and presentation management tools are all designed to be easy to learn and use. Editors, Converters, Filters, and Translators, the Clip Art Gallery, Organization Chart, Ms Graph programs, Media Files and Animated Special Effects are included in the installation. You can enhance your presentation by applying one of PowerPoint's templates (screen background), insert clip art to add graphics, or create diagrams and freehand drawings using the freeform tools and Office Art.

NEW POWERPOINT FEATURES

Updated Viewer The PowerPoint Viewer is a program used to run presentations on computers that don't have PowerPoint installed. No installation is required for the new Viewer. Your presentation files, packaged with the new Package for CD feature, include the Viewer by default, or you can download the new Viewer from the Web. In addition, the Viewer supports viewing and printing. The updated Viewer runs on Microsoft Windows 98 or later. Package for CD Make CDs of your presentations for viewing on computers running a Microsoft Windows operating system (formerly known as "Pack and Go"). Package for CD allows you to package your presentations and all of the supporting files, including linked files, and automatically run your presentations from the CD. The updated PowerPoint Viewer is included on the CD when you package your presentations. Therefore, no installation of the Viewer is required on a computer that doesn't have PowerPoint installed. Package for CD also gives you the option of packaging your presentations to a folder instead of a CD for archiving or posting to a network share. Improvements to media playback View and play your movies in full screen presentation with PowerPoint 2003. Right-click the movie, click Edit Movie Object on the shortcut menu, and then select the Zoom to full screen check box. When Microsoft Windows Media Player version 8 or later is installed, improvements in media playback in PowerPoint 2003 support additional media formats, including ASX, WMX, M3U, WVX, WAX, and WMA. If a required media codec isn't present,

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PowerPoint 2003 will attempt to download it by using Windows Media Player technology. New slide show navigation tools The subtle and elegant new Slide Show toolbar provides easy access to slide show navigation while you are making a presentation. In addition, common slide show tasks are simplified when the options are at your fingertips. Available functions include: ink annotation tools, pen and highlighter options, and puts the Slide Show menu within easy reach during a presentation, but the toolbar is never obtrusive or obvious to your audience. Improved slide show ink annotations Use ink to mark up your slides while giving a presentation, or draft slides for review by using the ink features in PowerPoint 2003. Not only can you keep the ink that you used in your slide show presentation, but you can turn on or off the slide show markup after you have saved the ink markup in your presentation. (Some aspects of the ink feature require that you run PowerPoint 2003 on a Tablet PC.) New smart tag support Smart Tags allow you to perform functions that you may otherwise open other programs to complete. Simply by selecting AutoCorrect Options on the Tools menu, and then clicking the Smart Tags tab, you can choose to label text in your presentation with smart tags. Dates, financial symbols, and person names are included in the list of smart tag recognizers that ship with PowerPoint 2003. Improved bitmap export Bitmaps are larger and have better resolution when exported. Document Workspaces Colleague collaboration is possible through Document Workspaces to simplify the process of co-authoring, editing, and reviewing documents in real-time through (any of the) Microsoft Office 2003 products. A Document Workspace site is a Microsoft Windows SharePoint Services site that is centered around one or more documents. Information Rights Management Prevent sensitive information from getting into the hands of the wrong people, whether by accident or carelessness. Authors use the Permission dialog box (File | Permission | Do Not Distribute or Permission icon on the Standard toolbar) to give users Read and Change access, as well as to set expiration dates for content. Authors can remove restricted permission from a document, workbook, or presentation by simply clicking Unrestricted Access on the Permission submenu or by clicking Permission icon again on the Standard toolbar.

Office 2003 New Features: New look for Office Microsoft Office 2003 has a new look that's open and energetic. Additionally, new and improved task panes are available to you. New task panes include Getting Started, Help, Search Results, Shared Workspace, Document Updates, and Research.

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Tablet PC support On a Tablet PC, you can quickly provide input using your own handwriting directly into Office documents as you would using a pen and a printout. Additionally, you can now view task panes horizontally to help you do your work on the Tablet PC the way you want to do your work. Research task pane The new Research task pane offers a wide variety of reference information and expanded resources if you have an Internet connection. You can conduct research on topics using an encyclopedia, Web search, or by accessing third-party content. Also available from the Research task pane, and brand new to Microsoft Office PowerPoint, is support for the thesaurus. This feature is an outstanding tool for finding synonyms to enhance the quality of your presentation. Microsoft Office Online Microsoft Office Online is better integrated in all Microsoft Office programs so that you can take full advantage of what the site has to offer while you work. You can visit Microsoft Office Online directly from within your Web browser or use the links provided in various task panes and menus in your Office program to access articles, tips, clip art, templates, online training, downloads, and services to enhance how you work with Office programs. The site is updated regularly with new content based on direct feedback and specific requests from you and others who use Office. Improving quality for the customer Microsoft strives to improve quality, reliability, and performance of Microsoft software and services. The Customer Experience Improvement Program allows Microsoft to collect information about your hardware configuration and how you use Microsoft Office programs and services to identify trends and usage patterns. Participation is optional, and data collection is completely anonymous. Additionally, error reporting and error messages have been improved so that you are provided with the easiest approach to reporting errors and the most helpful information about alerts at the time you encounter a problem. Finally, with an Internet connection, you can give Microsoft customer feedback about an Office program, help content, or Microsoft Office Online content. Microsoft is continually adding and improving content based on your feedback.

TYPES OF MASTER

PowerPoint uses masters to control the format of slides, notes, handouts and outlines. Any format attribute that you assign to a master will appear Master options are

automatically on each item controlled by the master. controlled through the View option on the Menu Bar.

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Slide Master controls overall style attributes (style, size, font, color etc.), body style attributes, background items and color schemes. Handout Master controls the placement of additional text and graphics (headers, footers, etc.) on the printed handout pages. Notes Master controls the slide image format, body style attributes, background items and color schemes.

MICROSOFT ON THE WEB

Enhancements to PowerPoint 2003 may be obtained from the Microsoft homepage. You can easily access this from the option under the Help pull down menu by clicking Office on the Web.

You can download animated and specialized departmental templates, 3-D Rotation Template, Numbered Bullets Add-In, PrintMe File, Web links Help File as well as Microsoft PowerPoint viewer 2002.

The Internet is an excellent source to obtain program add-ins. Online demos and tutorials are available.

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INTERFACE DEFINITIONS

Toolbars can contain buttons, menus or a combination of both. When you begin a session, the Standard, Formatting and Drawing toolbars are in view at the top or base of the PowerPoint window screen. If these toolbars are not visible select them by going to the View menu and clicking Toolbars as shown below.

PowerPoint 2003

has

four

main toolbars: Title Bar, Standard Toolbar, Formatting Bar and Draw Toolbar.

This closes the window or exits the program

1. Title Bar

This minimizes the window to an icon

Used to restore to smaller window or Maximize to screen button 7

2. Standard Toolbar

Save

Format Painter Redo InsertChart Show Formatting Zoom

Search Print Preview Paste

New

Open

Email

Print

Spelling Cut

Undo Copy

InsertTable

Color/Grayscale

Help

3. Formatting Toolbar

Font Color Bold Italic Shadow Center Numbering Increase Indent

Font

Font Size

Underline

Align Left

Right Bullets

Decrease Indent

4. Draw Toolbar

Rectangle Textbox OrgChart

Arrow Style ClipArt Font Color LineStyle

Line Arrow Oval Insert WordArt

Fill Color Line Color Dash Style

Indicates the total number of slides

Identifies the Template background used

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GETTING STARTED

When you open PowerPoint 2003 the following screen appears:

STARTING POWERPOINT WITH A BLANK PRESENTATION You create a new, blank presentation by clicking the File and New or New from the standard toolbar. PowerPoint

generates a new presentation and places you in the Slide Layout pane. A blank presentation starts with slides that have minimum design and no color applied to them. Whenever you have a new blank slide, PowerPoint will prompt you to pick a slide layout. The picture shows the different Text and Content Layouts and when you scroll down you can find other kinds of layouts.

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STARTING POWERPOINT WITH A DESIGN TEMPLATE

A Design Template is a file that contains the styles in a presentation, the background design, fill and variety of color schemes. It can be applied to a presentation to give it a fully designed, professional look. If you choose Design Template from the PowerPoint New

Presentation pane, PowerPoint transports you to the Slide Design pane, and lets you pick a design for the presentation. Note: Several design templates are lost in transition from PowerPoint 97 to PowerPoint 2003. For links to all the old design the office site is officeupdate.microsoft.com.

When the dropdown arrow is clicked for any of the design templates, options like Apply to Selected Slides, Reapply Layout and Insert New Slide would become available.

There are other Task Pane options available if you want to switch back and forth from one Task Pane to the other.

Click the dropdown arrow for the following features:

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STARTING POWERPOINT WITH AUTO CONTENT WIZARD The AutoContent Wizard gets you started by providing ideas and an organization for your presentation. This Wizard guides you through a series of steps

suggesting the presentation types, styles and options. In the presentation you can replace the text suggestions with the text you want and also make any other changes such as adding or deleting slides, adding animated effects and inserting header and footers.

The above picture is the second step in the Wizard which displays the different kinds of Presentation types in the General category. You can choose the category which is appropriate for your presentation and keep clicking Next to advance to the next steps.

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VIEWING A PRESENTATION

There are 4 views:

1. Normal View

is the main editing view, wherein you can create and

design your presentation. The view has three working areas (panes): On the left is the Outline tab where text is displayed in outline form. This area is a great place to capture your ideas, plan how to present them, and move slides and text around. The alternate view is the Slides tab where your slides are displayed as thumbnails on the right. The Slide pane displays a large view of the current slide. You can add text, insert pictures, tables, charts, drawing objects, text boxes, movies, sounds, hyperlinks and animations. On the bottom is the Notes pane where you can add notes that relate to the content of each slide and use them in printed form to refer to as you give your presentation, or create notes that you wish your audience to see (either in printed form or as a Web page). 2. Slide Sorter View is an exclusive view of your slides in thumbnail

form. Slide Sorter View makes it easy to reorder, add or delete slides and preview your transition and animation effects. 3. Slide Show View takes up the whole computer screen, much like

the actual slide show presentation. In this full screen view you will see your presentation the way your audience will. You will see the graphics, sounds, timings, animated effects and transitions as seen in the actual show. 4. Notes Page View creates speaker's notes using the Notes Page

View. Each Notes Page corresponds to a slide in your presentation and includes a reduced image of your slide.

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CREATING A NEW SLIDE There are three ways in which you can create a new slide. 1. On the Formatting toolbar, click New Slide 2. With the insertion point in the Outline or Slides tab in Normal view, press Enter. 3. On the Insert menu select New Slide or use Control-M to insert a new slide.

DELETING A SLIDE You can delete one or more files from your presentation in several ways. 1. On the Edit menu, click Delete Slide. 2. You can also press the Delete key or Backspace key on your keyboard to delete the slide. 3. On the Outline tab or Slides tab in your Normal view, select the slide you want to delete and hit Delete on your keyboard. To delete a series of slides in order hold the Shift key and select the slides and then hit Delete. For deleting slides at random hold the Control key and select the slides and then hit Delete. SAVING YOUR PRESENTATION On the File menu, click Save or use the Save Icon from the Toolbar. If

you are saving your presentation for the first time, you will be asked to give it a name. · · Save a copy of the file: On the File menu click Save As and enter a new name for the file in the File Name box and click Save. Save a file in another format: Similar to the first case: click Save As from the File menu and enter a new name for the file in the File Name

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box. Click the Save As type drop down list and click the file format you want the file to be saved in. Click Save. · To Save files Automatically while you work: On the Tools menu click Options and then click the Save tab. Select the Save Auto Recover info every check box. In the minutes box enter the time interval for how often you want the file saved. The file is saved if there is a power failure or if some similar problem persists. · Speed up saving a file: Similar to the case above: on the Tools menu click Options and select the Save tab. To save a complete file, clear the Allow fast saves check box when you finish working on the file, and then save it one last time. A full save occurs when this check box is clear. RETREIVING YOUR PRESENTATION From the File menu, click on Open or use the Open icon from the

toolbar. Locate the file directory, click on the Filename and click on OK. ADDING ANIMATION AND SPECIAL EFFECTS All of the Animation and Special effects are listed under the Slide Show menu. If the Custom Animation task pane is not displayed, click Slideshow menu and click Custom Animation. In the Custom Animation task pane, to apply a new animation effect click the object you want to animate and click Add Effect. If more than one animation has been applied to a single object, each animation will be noted within the list.

Click the

icon to add one of

the following effects as shown in the picture. If you want to remove an effect select the

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animation item to be deleted and click on Remove. ANIMATION SCHEMES Animation adds a special visual or sound effect to text or an object. If you want to apply the animation scheme to a few slides click the Slides tab and select the slides. On the Slideshow menu, click Animation schemes. As shown in the figure to the left, you can select No Animation or choose from the number of available animations by using the scroll bar. The Apply to All Slides option allows you to apply the chosen animated effect to all the slides used in the presentation.

MUSIC OR SOUND EFFECTS Select the slide(s) to which you want to add music or sound effects. From the Insert menu, choose Movies and Sounds and select Sound from File or other options available such as Sound from a clip Organizer or Play a CD audio track etc. You have the option to play the music when you go to the slide or only when you click the sound icon. You can select either of the following, whichever is appropriate for your presentation. SLIDE TRANSITION Transitions display effects as a user moves from one item to another. From the Slide Transition window (as seen in the picture to the right) click on the effect to be applied to the slide. You can also choose from the options which modify the transition sound and speed. The effect can reoccur

automatically after a given time until you advance to the next slide.

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VIEWING PRESENTATIONS IN A WEB BROWSER Select the presentation from the File menu, click on Save as Web Page. In the Filename box type a name for the Web Page. In the Save as type box either save it as a Web Page or a Web Archive. In the folder list select a location for the Web Page. Set the title bar text for your Web Page and click Publish to save a copy of the file in HTML format to a Web server to present it on the Web. If you save your presentation as a Web Page, either on the World Wide Web or on your company's intranet, the entire presentation can be viewed with a Web browser. The person viewing your presentation need not have PowerPoint installed on his or her machine to view the details and navigate through the presentation fully. To obtain full access to the browser viewing option, the person should be running IE 4 or later, or Netscape Navigator 4 or later. USING HYPERLINKS Hyperlinks allow you to turn text, graphics, pictures or almost anything else on a slide into a `hot' link. These links can point just about anywhere ­ a specific slide, the first or last slide in a presentation, specific locations inside Word or Excel documents. If your computer is connected to the web, hyperlinks can also connect to Web pages.

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Select the text or object that you want to represent as Hyperlink. Click Insert menu and select Hyperlink or press Control K on the keyboard. To select the icon from the toolbar, make sure the Web toolbar is selected from the View menu. Once this is selected you can even choose the icon to insert the hyperlink. Note: Hyperlinks work only while a Slideshow presentation is running and not while you are working on your presentation in Normal or Slide Sorter View.

RUNNING A SLIDE SHOW You can watch your presentation without setting timings and transitions by using the PowerPoint default settings. In this case you can run the show manually, and each transition is a simple cut. Another easy way to run a presentation is to use the Slideshow dialog box, accessible from the View menu, to set the timings and choose which slides you want to see. You can even choose to run the show over and over in a continuous loop.

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Under the Slideshow pull down menu, choose Setup Show. Here you choose the Show type, Show Options, Pen color, the number of slides to be shown, Advance type, slide show resolution etc. To view your presentation, click on View Show from the Slide Show menu or on Slideshow from the View menu.

EXITING POWERPOINT

After saving your presentation, from the Menu bar, click on File, Exit or click on the `x' button from the title bar.

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