MS PowerPoint 2003

Basics

Email: training@vpha.ufl.edu
Web site: http://training.health.ufl.edu
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Microsoft PowerPoint 2003 – Basics

2.0 hours
This workshop assumes no experience with Microsoft PowerPoint. Workshop topics
include an introduction to PowerPoint, creating slides, applying designs, finalizing
and printing presentations.
Topics:
- Intro to PowerPoint - Applying Designs
- Title Slides - Finalizing presentations
- Creating Slides - Printing Presentations
Worksheets:
What is PowerPoint? ...........................................................................................................1
Basic Guidelines to Creating Presentations.....................................................................1
Recognize the constraints of your presentation...............................................................1
Planning the presentation.................................................................................................1
Building the presentation.................................................................................................1
Reviewing the presentation..............................................................................................2
Presenting the presentation..............................................................................................2
PowerPoint's Opening Window...........................................................................................3
Creating New Presentations.............................................................................................4
PowerPoint Screens ............................................................................................................5
Viewing Presentations ........................................................................................................7
Working with Panes.............................................................................................................8
Creating Slides ....................................................................................................................9
Bulleted List Slides..........................................................................................................9
Formatting Bulleted Lists............................................................................................9
Slide Layouts.................................................................................................................10
Reviewing your Slide Show ..............................................................................................11
Slide Transition..................................................................................................................11
Applying A Design ...........................................................................................................12
Slide Master and Title Master Slides.................................................................................13
Highlighting Parts of the Slide Show ................................................................................14
Getting Help During the Presentation ...............................................................................15
Connecting a Laptop to a Projector ..................................................................................15
Printing your Presentation .................................................................................................15
Printouts.........................................................................................................................16
Sending to Word............................................................................................................19
Saving Your Presentation .................................................................................................19
Exiting PowerPoint ...........................................................................................................19

Diane Millican
Email:dmillic@vpha.ufl.edu
Web site: http://training.health.ufl.edu

Updated: 12/22/05
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What is PowerPoint?
PowerPoint is a graphical presentation program that you can use to organize and present
information. PowerPoint provides a variety of output capabilities for presentations.
 A presentation prepared in PowerPoint can be run directly on the computer.
 The presentation can be printed to Black and White or Color transparencies
depending on your printer.
 Slides can be created in PowerPoint and then sent to a film processing company to
be converted to 35mm slides.
 Printouts of slides can be made for use as speaker’s notes, audience handouts and
even outline pages.
Basic Guidelines to Creating Presentations
Once you have a general idea of the points you wish to convey to your audience, you will
need to organize your thoughts into a logical sequence. In order to have a well-
constructed talk, your ideas should be presented in an order, which the audience can
easily follow. It may help to prepare an outline of the presentation first and build around
it as you develop your talk.
Recognize the constraints of your presentation
1. Who will be in your audience? How much background will you have to cover?
2. What topics do you want to discuss? Can they be narrowed down?
3. How much time will you have? Will there be time for questions?
4. Will you need to bring your own computer and/or projector?
5. Will you want handouts? Will they include details not in the presentation?
Planning the presentation
1. Write out your presentation as a mini-lecture; expand your outline into a narrative.
2. Decide how the slides will be presented. (Computer Screen, Overhead Projector, as
Transparencies, etc)?
3. Keep it short and simple, the presentation is for your audience, while creating your
presentation; be aware of their attention span and comprehension level.
4. Keep a focus on the main purpose of your presentation. Limit the number of the
significant ideas you want your audience to comprehend.
5. Minimize details when highlighting the main ideas; information such as complex
tables can appear in handouts, and be referenced in your talk.
6. Provide background information, your audience may consist of people from different
disciplines who might not be familiar with the basic concepts of your presentation.
Thus, if needed, briefly give a foundation to any areas that may cause confusion.
7. Repeat important ideas to enhance comprehension.
8. Anticipate problems or questions that the audience may have.
Building the presentation
1. Use visual aids (photos, charts and other graphics) whenever possible.
a. Make sure the information is relevant and can be seen by everyone.
b. These are meant to supplement your presentation. Your talk should be the
primary focus.
c. Visuals should support your talk and add emphasis to your important
points.

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2. Use simple, direct sentences and avoid using lingo and wordy constructs. This will
make the concept clearer and easier to understand.
3. Suggested guidelines for using text:
a. Titles should be 5 words or less
b. Slides should have less than 7 lines and no more than 8 words per line
c. Do not single space
D. DO NOT USE ALL CAPITAL LETTERS
4. Utilize all the space, leaving sufficient white space for a border, but keep slides easy
to read and uncluttered.
5. Try to use only one main idea per slide; too many thoughts or ideas on a slide may
confuse the audience.
6. Maintain a consistent layout and color scheme to create continuity and cohesiveness
7. Try to limit yourself to a maximum of one minute per slide
8. Use large type and an easy to read font
9. Use contrasting colors. (Use a light background color for overhead transparencies).
10. Avoid vertical slides
11. Be sure to cite all literature where appropriate and be aware of Copyright laws
a. Copyright crash course: www.utsystem.edu/ogc/intellectualproperty/cprtindx.htm
Reviewing the presentation
1. Go through the presentation and re-think the sequence, making sure the main
concepts are emphasized and that you are providing smooth transitions which link
one topic to the next.
2. Remove any elements, including visual aids, which may be unnecessary.
3. Practice delivering it aloud in order to learn it well, and to make its length fit in the
time allocated.
4. Get feedback from a recorded replay of your delivery and from critical colleagues.
5. As the presentation day approaches, Practice, Practice, Practice!!!
6. It is important to run through your presentation several times to ensure that you pace
yourself appropriately.
7. Proofread your visual aids and make sure they are all relevant. Make sure you do this
early on in case you need to redo any of them.
Presenting the presentation
1. It's the presenter's responsibility to ensure slides run okay, so you may want to do a
test run before the actual presentation. Things can go wrong, make sure you have
your presentation on a backup on disk.
2. Do not read. Speak your ideas directly to your audience, referring--if necessary only--
to an outline of key points and transitions.
3. Only use a pointer if you must emphasize something on the screen. Avoid swinging
laser light pointers, particularly in the direction of the audience.
4. Be prepared for distractions, people may enter and leave at any time causing
distractions and a less than-ideal listening/learning situation
5. Try to speak loud enough, clear enough, and with sufficient enthusiasm to hold the
attention of your audience despite distractions (internal and external).
6. State your final conclusions and end on time.
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PowerPoint's Opening Window

When you first open PowerPoint 2003, the far right side of the window will offer you a
list of options:
 The Microsoft Office Online section gives options to various online topics that
you may wish to view, including the ability to search for specific topics. When you
search, PowerPoint will list the search results in the same pane.

 The Open section offers two options

1. Open…, which will allow you to view and modify a presentation that has
already been created
2. Create a new presentation…, which allows you to develop a new
presentation from scratch.

Updated: 12/22/05
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Creating New Presentations

The new presentation option will change the right pane to this panel.
 The Blank Presentation creates a new
presentation using the default settings for text and
color. The slides that you design from scratch
will not have suggested content or design.

 From Design Template feature creates a

new presentation based on a pre-designed slide
sets. This option will not include any content.

 From AutoContent Wizard will prompt

you for information regarding your content,
purpose, style, handouts and output. The
resultant presentation will contain suggested
content and design that you can replace with your
own information.

 From existing presentation will copy an

already created presentation.

For this documentation we are going to use the screens from creating a blank
presentation.
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PowerPoint Screens
When you choose to create a blank presentation, the first thing PowerPoint will ask for is
what layout to set for the first slide. If the window is smaller than this one you can use the
scroll bar to view all the layout choices.

When you click on any

layout PowerPoint will
change to give you a
menu of options:

Title Slide

From here you can

change the current slide,
or insert a new one. If
you click on the image
again, by default it will
change the current slide
to the layout.

The first slide is usually a

title slide, so that should
already be selected. It is
the upper-left page layout
that shows two lines of
text.

We will talk about other

layouts further in this
documentation and in
other PowerPoint
Workshops.

If this Layout Task Pane is not showing when you choose a new slide, you can open the
task pane from the View Menu > Task Pane or use the keyboard shortcut Ctrl + F1.
Check the box that says “Show when inserting new slides” to have the Layout Task Pane
show when you are choosing a new slide. The Task Pane can be toggled on and off with
the Ctrl + F1 shortcut.

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The window will look very similar to the one below. To add your titles, click inside the
"Click to add..." text boxes (placeholders) and type in the data you want.
Slide Layout
in
Menu bar Title bar
Standard
Toolbar
Formatting
Toolbar

Outline
Slide
List

Slide

Views

Drawing
Toolbar
Status bar
You can close the Slide Layout at any time by clicking the x in the upper right corner of
that panel/pane.

If the Standard and Formatting toolbars are on one row, you can try to separate them
manually or go to Tools->Customize. On the options tab click the check box to show
Standard and Formatting Toolbars on two rows.
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Viewing Presentations
There are four different ways to view your presentation in PowerPoint. The views can be
accessed using the buttons in the lower-left corner of your screen, or by using the View
menu.

Normal Slide show

Slide Sorter

Normal View displays a single slide as it appears in the

presentation as well as an outline where you can organize
Normal View

the structure. Speaker notes can be added to the bottom of

this window. This view is used to create or edit slides.
More information on the next page.

Slide Sorter View shows a miniature version of all your

Slide Sorter View

slides. From this view you can reorder slides by dragging

and dropping them, you can set the timing for the slide
show. You can also hide slides in this view. Hiding a
slide will keep it in the file, but it will not show when you
view the presentation.

Notes Page View allows the speaker to create notes to

Notes Page View

use during a presentation. Each page corresponds to one

slide. These can be printed to assist the presenter during
the presentation.

Slide Show View will displays the slides in a

presentation, as an audience will see them, complete with
Slide Show View

sound and animation. If you use the View Menu or the

short cut key (F5), PowerPoint will begin the presentation
from the beginning (the first slide). However if you use
the button ( ) PowerPoint will start the presentation
from the active (current) slide.

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Working with Panes

Microsoft Office 2003 uses panes (side panels) instead of the old pop up windows. The
window below shows a “Normal” view.

Panes are resizable. For example, if I needed more space for my notes, I could increase
that bottom Pane by placing the mouse on the gray bar above the notes, it will turn into
an arrow like this . Once you have the arrow, click and drag to increase or decrease the
size of the section.

The same works with the vertical Panes, but the arrow will look
like this one: . Some Panes can be closed, you can recognize
them by the x in the upper right corner, for example the
Outline/Slides Pane above can be closed.

To restore the window, choose Normal (Restore Panes) from the

View menu. To open the Layout Pane click on Task Pane on the
View menu. Or use the keyboard shortcut Ctrl+F1 which will
toggle the task pane on and off.

Alternate Task Panes can be accessed by using the drop down

menu at the top of the Task Pane. Clicking on the small black
triangle like this: will open the drop down.
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Creating Slides
Click the New Slide button ( ) on the formatting toolbar, or
choose New Slide from the Insert menu. This will open the Slide
Layout pane on the right side of the window. See Page 4 for a larger
version.
Bulleted List Slides
Bullets appear on a number of the slide layouts. Select the layout you
want, and choose Insert New Slide from its list.

One column Two Columns Bullets next to context Bullets above context

PowerPoint provides you with a placeholder for the Title and a pre-formatted text box for
your bulleted list. Bullets provide an organized way to list your topics.

Formatting Bulleted Lists

In PowerPoint you can modify the bulleted lists. Click inside
the text box, from the Format menu, choose the Bullets and
Numbering.
From this menu you can
change
-The size relative to the text
-The color of the bullet
-The shape of the bullet using either a picture
or a character.

You may also want to adjust line spacing

between the bullets of your list. You can do this
through Format-> Line Spacing.

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Slide Layouts
PowerPoint offers many choices of
layouts for your slides. If you hover the
cursor over each choice it gives a
description of each layout screen
describing the placeholders. For text
placeholders as in the bulleted lists, just
click and start typing. The content
placeholders give choices of clip art,
tables, charts, or images. Click on the
actual icon of the item you want to
include and PowerPoint will open the
appropriate dialog box to find what you
need.

Slide Sorter View

Changing the Order of Slides in a Presentation

In the outline view, hold down the left mouse button and drag the slide icon to a new
location. In the slide sorter view, click and hold down the left mouse button and drag the
slide to a new location.
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Reviewing your Slide Show

The Slide Show feature allows you to preview your presentation on your computer. You
can use the Slide Show to check a presentation before printing it, or to prepare to show it
electronically. By adding transitions to your presentation, you can help emphasize topic
changes.
1. To run the slideshow:
- From the beginning of the presentation, choose View
Show from the Slide Show menu. (F5)
- From the current slide, click the Slide Show button in
the bottom left of the window. (Shift-F5)
2. To move through the presentation:
Move Forward
Left mouse click
Space bar
Enter key
Down or Right arrow
Move Backward
Backspace key
Left or up arrow
Home key (first slide)
End Slide Show
Escape key
Right click > end show
Go through all slides

Slide Transition
To make a transition on a slide or between slides:
1. Go to the Slide Show menu and choose Slide Transition. The
slide Transition dialog box will open.
2. Scroll to choose a transition, and the speed of the transition,
and if you want a sound to accompany the transition.
3. You have a choice of the transition happening on the mouse
click, or automatically after the number of seconds you choose.
4. This transition can be applied to one slide or all slides.

*Remember not to go overboard with the transitions in a live

presentation. Transitions can overpower your presentation and
the transitions will be remembered more than the information
presented. Transitions are frequently used in a presentation being
run automatically in a kiosk.

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Applying A Design
On the Format menu, click on Slide Design…, or click on the
Design button ( ). The following pane will appear.

PowerPoint lists a preview

of the design templates
being used in this
presentation, the templates
most recently used in
PowerPoint and the
templates available for use.

If you click on the image,

the whole presentation will
automatically change to
that design template.

If you hover over the image you

will see an arrow. The arrow gives
you the option to apply this
template to all the slides, or to the
selected slides only.

From here you can also set

PowerPoint to always start a
presentation with this template, and
even show larger previews of the
design templates.
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Slide Master and Title Master Slides

To make a consistent look for your presentation, PowerPoint offers two special slides
which will apply constant elements to all the slides. The Slide Master slide will
automatically apply certain design features to all of the slides in the presentation. This
slide can be created with an existing design as shown above, or the design can be an
original creation. Once you set up a Master slide there is also a Title Master which can
create a separate look for title slides. These slides can be created with a specific
company logo and/or colors. There are also Slide Masters for Notes and Handouts. These
give the option of different headers and footers for these documents.

To get to the slide master

1. Go to the View menu and choose Master
> Slide Master.
2. Format the slide with any items that are
to be repeated on all the presentation slides
• Background colors
• Font styles
• Graphics
• Logos
• Special bullets for bulleted lists
• Footer information
o While looking at the Master,
go to View and choose
Header and Footer
o Most slide designs allow for
footer information only
o Header information can be
added to Notes and Handout
Masters
3. On the Slide Master pop up toolbar, click on Insert new Title Master.
4. Format the Title slide in the same way as the Slide Master.
5. Click on the normal view button to get back to your presentation and see the results of
applying the slide master.
6. Items created on the Master Slides can only be changed by going back to the Master.

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Highlighting Parts of the Slide Show
While the slide show is running, click the right-mouse button, and click Pointer Options,
Ink Color. The mouse pointer becomes a little dot that you can use to now
draw/highlight the items you want.

Click and hold the pen on the slide. Drag the pen around words or objects. There are
three “pens” you can use:
- Ballpoint Pen
- Felt Tip Pen
- Highlighter

Click the right-mouse button, and click Arrow. The pen changes
back to the mouse pointer.

PowerPoint will keep

your highlighting/pen drawings until you right
click and tell it to erase, or until you are done
with the presentation. At the end of the
presentation PowerPoint gives you the option
to “save” all the highlighting. It will add the changed parts
to the presentation, as drawing objects.
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Getting Help During the
Presentation
At anytime during the presentation,
you can press the F1 key on your
keyboard to get content specific help.

Connecting a Laptop to a
Projector
There are a great variety of laptops and
projectors on the market today. Most of
the time connecting the laptop VGA

out to the projector VGA input and then turning the projector and then the laptop on will
work.

However, there is the odd instance where you might have a problem:
• You may have to “tell” the laptop to send a video signal out. Just to the left of the
spacebar on many laptops is a button labeled FN. Pressing this along with the
Function key towards the top of your keyboard (CRT/LCD) will send that signal out.

Printing your Presentation

PowerPoint offers several print
options to help you prepare your
presentation. Using PowerPoint,
you can print transparencies,
slides, handouts, and notes to
support your lessons.
Printing presentation slides
1. On the File menu, click Print
or press CTRL + P.

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2. In the Print what drop-down list at the bottom, click the option you’d like.

3. If you choose Handouts, choose the number of thumbnails you would like to appear
on the page.

4. Click OK.
Printouts
Slides prints out the slides, one per page, usually Landscape.

Handouts can be printed with one, two, three, four, six or nine slides per page. You may
use Handouts to provide an outline of your presentation to your class. If you have color
graphics on your slide you may want to print in Grayscale or Pure Black and White
One Two
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Three (adds space for notes) Four

Six Nine

When printing out multiple slides you also have the option to have them print out
horizontally or vertically.

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Notes pages will print one slide per page and have room for your presentation notes (if
you type them in).

Outline view allows you to print the outline you used to develop your presentation.
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Sending to Word
Another way to organize your slides is to send them to
Microsoft Word. File menu, Send To option,
Microsoft Office Word….

This tool has some options that the print option doesn’t.
For example, placing the Notes next to the slides and
placing blank lines below the slides.

When the slides are added to the Word Document you can
have the images just “pasted” in or “linked” in. The Link
will update the Word document as you change the
presentation. This is a neat tool; however this will slow
down your computer.

PowerPoint may take a few minutes to send your data to

Microsoft Word, and the end result will be a very (very)
large Word Document. Keep this in mind if you choose
to use these options.

If your system is set up correctly you can use this send to feature to send the presentation
as an attachment in an email, or through an Internet Fax Service. Go to PowerPoint’s
help file for more information.
Saving Your Presentation
When you save the file for the first time, you should name the file as
descriptively, but as briefly, as possible. Sometimes, you will want to
name it as a particular version or as a type of presentation (i.e., Fall Open
House or Technology Grant). You can save a file by choosing the File
menu, and clicking on Save, or by using the Save ( ) button.
There are other options for saving your presentation. The presentation can
be saved as a web page or it can be packaged to burn to a CD. When
packaged, the CD can include a PowerPoint viewer for viewing on a
computer that does not have PowerPoint. Other files can be included in
the package as well.
Exiting PowerPoint
There are several ways to quit PowerPoint. Always follow proper procedures and quit the
program before you turn off your computer. On the File menu, click Exit, if you have not
saved your document PowerPoint will prompt you to save. Click Yes to save your
document and to quit PowerPoint, click No to discard your changes and to quit
PowerPoint.

Updated: 12/22/05