Technology Training: PowerPoint 2003 Tips & Tricks Summary

Convert Word Document into PowerPoint Presentation............................................3 Formatting Slides and Presentations............................................................................3 Modify a Design Template ................................................................................................................................3 Apply an Existing Design Template ................................................................................................................................4 Insert Slides from Another Presentation ................................................................................................................................4 Customizing Animations................................................................................................4 Motion Paths: Preset vs. !stom ................................................................................................................................4 Advan"ed Timeline ................................................................................................................................# Compress Pictures to Reduce File Size........................................................................6 Appendi ..........................................................................................................................! Defa!lt $ey%oard Short"!ts ................................................................................................................................& Text 'ormatting ................................................................................................................................& (or)ing *ith +%,e"ts ................................................................................................................................& Dra*ing - 'ormatting ................................................................................................................................& $ios) Mode.............................................................................................................& .otes and /ando!ts ................................................................................................................................& 'ormatting Spea)er .otes ................................................................................................................................& .otes and /ando!t Masters ................................................................................................................................0 reating .otes and /ando!ts in (ord ................................................................................................................................0
1 2343 Te"hnology Training S 5 Te"hnology Training: ##47#433 or ##47#344 4 of 6 4640#3340.do" ***.s"!.ed!8training

Printing ................................................................................................................................0 Print Previe* ................................................................................................................................0 Print Types ................................................................................................................................6 Saving for Presentation Day ................................................................................................................................6

1 2343 Te"hnology Training S 5 Te"hnology Training: ##47#433 or ##47#344

2 of 6

4640#3340.do" ***.s"!.ed!8training

Convert Wor !ocument into PowerPoint Presentation

To "onvert a (ord do"!ment into a Po*erPoint presentation9 yo! first need to apply the appropriate styles to yo!r text. Text in (ord that !ses:

"ea ing # *ill %e"ome the titles of the

slides "eading # *ill %e"ome top7level %!llet points "ea ing 3 and so on *ill %e s!%7level %!llet points.

4. +pen the file Technology Training$ oc. The headings have already %een applied. :ie* the do"!ment in %utline view ;&iew ' %utline< to !nderstand ho* the text *ill %e "onverted. 2. =o to (ile ' Sen To ' )icroso*t %**ice PowerPoint. 3. The file opens in Po*erPoint9 ready for editing.

(ormatting Sli es an Presentations

$odi%& a Design 'emplate A Sli e )aster ;4< stores all formatting for a design template ;fo!nd !nder the Task Pane menu<9 and any slide %ased on it *ill retain that formatting9 s!"h as overall font9 "olor s"heme9 and %!llet style. +ne type of slide master is a Title sli e ;2<. These store the layo!t and formatting for any slide that has a title and s!%title. >o! "an have m!ltiple types of title slides in a presentation. 4. hoose a slide design that yo! *ant to modify from the Sli e !esign gallery ;&iew ' Task Pane ' Sli e !esign<.

2. =o to &iew ' )aster ' Sli e )aster. 3. 'rom the th!m%nails list9 sele"t the slide master yo! *ant to "hange. 4. hange the %a")gro!nd "olor9 font style9 and other formatting. To "hange the font in a text %ox9 "li") the %order to sele"t the entire text %ox9 and then "hoose a font. >o! "an even add a logo or image to the slide9 *hi"h *ill then appear on all slides. in the tool%ar and save yo!r

#. (hen finished9 "li") Close )aster &iew presentation as Technology Training$ppt.

+ote: If yo! a""identally delete a pla"eholder on a slide master or title master9 go to the (ormat men! and "li") )aster ,ayout. Then9 !nder Placehol ers9 "li") the "he") %ox for the deleted pla"eholder. Appl& an ( isting Design 'emplate >o! "an apply a design template from a Po*erPoint presentation to another presentation. +ote: Design templates only "ontain formatting9 not any "ontent. 4. +pen the file Tips & Tricks$ppt and sele"t all the slides !sing the Sli es ta- ;"li") the first slide9 then9 *hile holding S/I'T9 "li") the last slide<. 2. 'rom the Task Pane9 li") .rowse Sli e !esign. !nder

3. Sele"t the presentation yo! "reated "alled Technology Training$ppt and then "li") /pply. )nsert Slides %rom Anot*er Presentation 4. Sele"t the se"ond slide on the Sli es ta- to insert the imported slide after it. 2. =o to 0nsert ? Sli e *rom (iles. 3. 'rom the (in Presentation ta%9 "li") .rowse to lo"ate the presentation "alled Personal Presentation$ppt . 4. Sele"t the last sli e *ith the map and "li") 0nsert. li") Close *hen finished. +ote: >o! "an insert more than one slide or an entire presentation. 5se the S/I'T )ey to sele"t m!ltiple slides9 or "li") 0nsert /ll to "hoose the *hole presentation.

Customi1ing /nimations
$otion Pat*s+ Preset vs. Custom Motion paths are lines that dire"t an o%,e"t@s animation. There are t*o )inds of motion paths and %oth "an %e edited and reshaped:

Preset Paths: The path is "reated for yo!. A preset path snaps the starting point to the "enter of the o%,e"t. Custom Paths: ,ine : "li") and move to dra* a straight path. Curve : "li") *here yo! *ant the "!rved path to start9 and then "ontin!e to move the mo!se and "li") *herever yo! *ant to add a "!rve. (ree*orm : dra* a path *ith %oth "!rved and straight parts. li") and drag to dra* freehand shapesA "li") and move the mo!se to dra* straight lines. Scri--le : "li") and drag to dra* a path that loo)s li)e it *as dra*n *ith a pen or to "reate smooth "!rves. 4. Sele"t the image of the "ar on the slide titled Take a Trip. 2. 'rom the Task Pane menu9 sele"t Custom /nimation. =o to / Paths ' Curve. 3. 2**ect ' )otion

li") in the "enter of the "ar to start the path and follo* the ro!te on the map to point .. As yo! !se this path type ;"!rve<9 "li") at every "!rve or %end along the ro!te to "reate a "!rve in the path. To end at point B9 do!%le7"li") to "omplete the path. The animation then plays a!tomati"ally.

To reverse the dire"tion of the motion path9 right7"li") and "hoose 3everse !irection. To edit a motion path9 right7"li") it and "hoose 2 it Points: li") and drag to move points aro!nd. To a a point9 "li") on the path. To e it a point9 right7"li") and "hoose one of the options9 s!"h as Smooth point. This *ill allo* yo! to "hange the angle at that point. To delete a point9 hold do*n ATC and "li") the point.

Advanced 'imeline 5se the / vance Timeline to edit an animation seD!en"e: 4. Sele"t the slide titled Editing Animation.

2. In the Custom /nimation tas) pane9 "li") the drop7do*n arro* next to the first animated o%,e"t and "hoose Show / vance Timeline. 3. The orange %ar indi"ates ho* long the effe"t is and *hen it %egins and ends. To change when the e**ect -egins: point to the middle of the orange %ar and drag the do!%le7headed arro* pointer to the right or left. To change the length an spee o* the e**ect: point to the start of the orange %ar and drag the do!%le7arro* pointer to the right.

Compress Pictures to 3e uce (ile Si1e

(hen yo! "rop or resiEe a pi"t!re9 all the data of the original pi"t!re is saved in yo!r (ord do"!ment9 allo*ing yo! to reset the pi"t!re %y "li")ing 3eset 0mage on the Picture Tool-ar that appears *hen yo! sele"t an pi"t!re. Permanently remove this data %y "li")ing Compress Pictures on the Picture tool-ar. This *ill red!"e the presentation file siEe. 4. Sele"t the slide titled Nobili Hall and insert the image +o-ili$4pg. Either !se the "orner handles or right7"li") and "hoose (ormat Picture to resiEe it. 2. (ith the image sele"ted9 "li") Compress Pictures on the Picture tool-ar. 3. 4. hoose to apply settings to the Selecte pictures. hange the resolution to We-5Screen. This sets the resol!tion to 6F dots per in"h ;dpi<9 tho!gh most monitors "an only handle &2 dpi. A lo*er n!m%er red!"es the file siEe. he") Compress pictures and !elete croppe areas o* pictures. Both "an signifi"antly red!"e the file siEe. li") %6.

#.

F.

+ote: Before saving9 "he") yo!r images in Sli e Show mode after red!"ing the resol!tion. If yo!Gre not happy *ith the red!"ed resol!tion9 sele"t that pi"t!re and !se the 3eset Picture %!tton on the Picture tool-ar to restore it.

/ppen i7
De%ault ,e&-oard S*ortcuts Te7t (ormatting In"rease 'ont SiEe De"rease 'ont SiEe reate /yperlin) Working with %-4ects Sele"t All +%,e"ts Drag and Drop opy reate a D!pli"ate +%,e"t !rawing & (ormatting Sho*8/ide =!ides ;toggle< =ro!p 5ngro!p Hegro!p HesiEe *hile Maintaining Proportions Hotate in 4# degree in"rements .!dge o%,e"t one grid !nit .!dge o%,e"t one pixel THCIS/I'TIJ THCIS/I'TIK THCI$ THCIA THCISele"t o%,e"t and and drag THCID THCI= THCIS/I'TI= THCIS/I'TI/ THCIS/I'TIL S/I'T and Drag S/I'TIHotate tool or THCI or

,ios. $ode If yo! *ant yo!r slide sho* to %e vie*ed at a spe"ifi" pa"e9 yo! "an set a!tomati" timing and then set the slide sho* to r!n in )ios) mode. 4. +n the Sli e Show men!9 "li") Set 8p Show. 2. 5nder Show type9 "li") .rowse at a kiosk 9*ull screen:. If yo! set !p a slide sho* to r!n at a )ios)9 add a!tomati" timings or navigation hyperlin)s or a"tion %!ttons. +ther*ise9 the slide sho* *ill sho* only the first slide. 3. Sele"t the first slide in yo!r slide sho*. +n the Sli e Show men!9 "li") Sli e Transition. 4. 5nder / vance sli e9 "he") /utomatically a*ter9 and then enter the n!m%er of se"onds yo! *ant the slide to appear on the s"reen. #. If yo! *ant the next slide to appear a!tomati"ally after the n!m%er of se"onds yo! enter9 sele"t the /utomatically a*ter "he") %ox. Mo!se "li")s are ignored *hen the slide sho* is in )ios) mode. F. To set the timing for all slides in yo!r slide sho*9 "li") /pply to /ll Sli es$ /otes and "andouts (ormatting Speaker +otes 4. Sele"t the slide titled PowerPoint Notes.

2. =o to &iew ' +otes Page. The .otes Page opens the notes for the sele"ted slide. /ere yo! "an "reate %!lleted lists9 expand yo!r text %ox9 resiEe the slide previe*9 and more. 3. li") the +ormal vie* at the %ottom left of the s"reen to ret!rn to the *or)spa"e. +otes an "an out )asters To "hange the loo) of all yo!r notes9 go to &iew ' )aster ' +otes )aster. As *ith the Sli e )aster9 ma)ing "hanges9 s!"h as resiEing the text %ox *ill affe"t all notes pages. To add headers9 logos9 or to "hange the loo) of all yo!r hando!t pages9 go to &iew ' )aster ' "an out )aster.

Creating +otes an "an outs in Wor Send yo!r notes or hando!ts to (ord to ad,!st margins to maximiEe spa"e on a sheet. (ord also has more "hoi"es for printing lines for a!dien"e notes and for printing spea)er notes. 4. =o to (ile ' Sen To ' )icroso*t Wor . 2. 'or notes: "li") either the +otes ne7t to sli es or +otes -elow sli es "he") %ox. 3. 'or han outs: "li") either .lank lines ne7t to sli es or .lank lines -elow sli es. By printing in (ord9 yo! "an: Print m!ltiple slides per page *ith spea)er notes next to or %elo* the slides. In"l!de more or less than three slides per page *ith lines for a!dien"e notes next to or %elo* them. In"l!de slide n!m%ers on the page9 next to ea"h slide9 rather than on the slide image itself. Ad,!st spa"e aro!nd slides and notes. Add text %et*een slides.

Printing Print Preview Al*ays previe* yo!r slides %efore yo! print them. 4. li") the Print Preview Stan ar tool-ar. %!tton on the

2. In the print previe* *indo*: The Print %!tton ;4< opens the Print dialog %ox9 *hi"h offers additional "hoi"es9 s!"h as printing a slide sele"tion.

li") the Print What ;2< men! to sele"t the printo!t yo! *ant. Preview ;3< the printo!t type sele"ted. The Sli es type prints one slide per page. The ,an scape and Portrait orientation %!ttons allo* yo! to sele"t a page layo!t. li") %ptions to "hoose *hether to print in "olor or %la") and *hite9 to set headers and footers9 and more.

Print Types Sli es: Prints only one slide per page. To print hando!ts9 !se one of the han outs printo!t types. "an outs ;476 slides per page<: All of the hando!t types have *ide margins for a!dien"e notes. 3 slides per page has lines for notes. Head instr!"tions to send yo!r notes or hando!ts to (ord for more options. +otes Pages: prints one slide per page *ith spea)er notes. %utline &iew: To print only the text of yo!r presentation9 in an o!tline format *itho!t pi"t!res9 "hoose %utline &iew.

Saving %or Presentation Da& 4. =o to (ile ' Package *or C!. 2. .ame the D or folder that *ill "ontain all the media and files for yo!r presentation. 3. If yo! *ant to add files that aren@t in the presentation9 "li") / 4. #. (iles to %ro*se. li") Copy to (ol er and lo"ate *here yo! *ant to save yo!r presentation9 s!"h as a 5SB ;or 'lash< drive. If yo! "li") Copy to C!9 insert a %lan) D to %!rn it. li") %ptions to t!rn on em%edding spe"ial fonts9 pass*ord prote"tion9 and more. .ote: The Po*erPoint :ie*er is in"l!ded %y defa!lt. lear this "he") %ox if yo! *onGt need it.