Multimedia PowerPoint
Presentations
Introduction
• There are several multimedia presentation
applications used globally.
• Microsoft PowerPoint is one of the most common
tools used for creating multimedia presentations
consisting of slides, which are text and/or objects
on a background.
• Additionally, you are able to create
transparencies, handouts, and speaker notes.
• Using PowerPoint allows you to clarify
information, reinforce main ideas, and make
points memorable.
Introduction...
• In this lesson you will learn the basic elements
of the program and the essentials to creating a
multimedia presentation using PowerPoint.
The screenshots are taken from Microsoft
PowerPoint 2007 and 2010 (Windows OS)
Screen Elements 2007
• Microsoft PowerPoint 2007 introduces an
entirely new interface than previous versions
of PowerPoint. A series of tabs gives you
access to different sets of functions in
PowerPoint. Clicking on a tab will cause a set
of buttons to appear below in the ribbon. See
the image on the next page, for a better
understanding of the PowerPoint 2007 new
interface. The parts of the window are as
follows:
1.
2.
Office Button
Quick Access Toolbar - This customizable feature allows you to add the most
frequently used commands
3. Tabs - This feature allows you to click to access different tools and commands
4. Ribbon - The ribbon displays commands and tools grouped by category onto
different tabs
5. Slide and Outline tabs
6. Dialog Box Launcher - Allows you to click to open dialog boxes or task panes
7. Lists and Galleries - You can click on the down arrows to view different lists and
galleries
8. Presentation window - Enter text and graphics in each slide
9. Notes Pane - type in notes for each slide
10. Status bar - Displays information about the active workbook
11. View buttons - Allows you to switch between different views
12. Zoom controls - Allows you to zoom in or out using the slide or the buttons.
Office Button
• In Microsoft PowerPoint 2007, the Office
button is located in the upper-left hand
corner of the window. This button allows
access to different file commands such as
New, Open, Save, Save As, and Print. It
performs the same function as the File Menu
in Microsoft Word XP.
Quick Access Toolbar
• The Quick Access Toolbar appears at the top of
the window next to the Office button. It includes
most common commands such as Save and
Undo. You can customize the toolbar by adding
command buttons to it.
• To add or remove a button from the Quick Access
Toolbar, click the list arrow at the right end of the
toolbar to display the pop-up menu. Then, click
the button name from the pop-up menu list. A
check next to the name tells you which function
will be on the Quick Access Toolbar.
Ribbon
• The Ribbon replaces menus, toolbars, and
most of the task panes that were found in
PowerPoint XP. The Ribbon is located at the
top of the document window and consists of
tabs that are organized by tasks. Each tab is
organized into groups, or subtasks, such as the
Font or Paragraph group located on the Home
tab. Each button within a group is called a
command button, as shown in the other slide.
Tabs
• PowerPoint 2007 provides two types of tabs on
the Ribbon. The first are called Standard tabs,
which are the default tabs that appear when you
start Microsoft PowerPoint. They include Home,
Insert, Design, Animations, Slide Show, Review,
View, and Add-Ins (optional). The second are
called Contextual tabs, such as Picture Tools,
Drawing, or Table, that appear only when
perform a certain task. PowerPoint 2007 provides
the right set of contextual tabs when performing
certain tasks.
Dialog Box Launcher
• Some groups within PowerPoint 2007 have a
Dialog Box Launcher that is located on the
bottom right-hand corner of each group.
Clicking on the Dialog Box Launcher will open
dialog boxes or task panes that will allow you
to modify the current settings.
Screen Elements 2010
• Microsoft PowerPoint 2010 is similar to 2007
as far as layout is concerned. The over all
layout still consists of the ribbon stretching
across the top of the program filled with
various tabs that allow you to do functions in
PowerPoint. If you need information on what
each part of the window consists of, please
refer to Microsoft PowerPoint 2007section in
this documentation.
The only difference in PowerPoint 2010 is that rather than having a
Microsoft Office Button, you now have a File Tab. This file has all the
functions that the Office Button had:
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Save
Save As
Open
Close
Info
Recent
New
Print
Save and Send
Help
Options
Exit
New Presentation from a Blank
Presentation
• When you open Microsoft PowerPoint, the
program generally provides you with a new
blank presentation labeled Presentation1. The
new blank presentation will have a title slide
that will have no design and no color applied
to it.
New Presentation from Design
Template
• You may base your presentation on a PowerPoint
template that already has a design concept, fonts,
and color scheme. In addition to the templates
that come with PowerPoint, you can use one you
created yourself.
• PowerPoint 2007 and 2010
– Single-click the Design tab
– Then, click on your choice of designs in the ribbon. To
the right of the ribbon you will find options to modify
the colors, fonts and effects in the design.
Saving a Presentation and Open an
Existing Presentation
• PowerPoint 2010, to open an existing
presentation:
– Under the File Tab, click Open.
• PowerPoint 2007, to open an existing
presentation
– Click on the Office Button and select Open.
If the presentation you want to open is one
that was used recently:
PowerPoint 2010
• Under the File Tab, click Recent. A list of
recently opened presentations will come up.
PowerPoint 2007
• Hover over the Office Button, and a list of
recently opened presentations will come up.
Master Slides
• The slide master is an element of the design
template that stores information about the
template, including font styles, placeholder
sizes and positions, background design, and
color schemes. Changes made to the Slide
Master affect all of the slides in a
presentation.
Slide Master
• Displays the slide master, where you can set
the default layout and formatting for all the
slides. For example, switch to slide master
view to set the default font or to add an
illustration (such as your company logo) that
you want to appear on each slide. Don't add
text in slide master view; switch back to
normal view to add text.
PowerPoint 2007 and 2010
• Click the View Tab and then click the Slide
Master button
PowerPoint Views
• In order to work efficiently and effectively in
PowerPoint, you will need to understand the
various “views”. View refers to how you look
and how you work on your slides. PowerPoint
has three main views: normal view, slide
sorter view, and slide show view. You can
easily change views by accessing the View
menu or the View buttons , located on the
lower right corner in PowerPoint 2007 and
lower center in 2010.
Normal View
• Normal view is the main editing view, which
you use to write and design your presentation.
The view has three working areas: on the left
side there are tabs that alternate between an
Outline tab and the Slides tab, in the center
there is the Slide pane, which displays a large
view of the current slide; and on the bottom
of the Notes pane.
• Slide Pane
Shows the current slide enlarged. Use this view to add text, insert
pictures, tables, charts, drawing objects, text boxes, movies, sounds,
hyperlinks, and animations.
• Slides Tab
Single-click the Slides tab to see a thumbnail view of each slide in the
presentation. Use this view to navigate through your presentation and
rearrange, add, or delete slides.
• Outline Tab
Single-click the Outline tab to see slide text in outline form. Use this view
to write and organize content, navigate through your presentation and
rearrange, add, or delete slides or slide content.
• Notes Pane
PowerPoint allows you to add notes that relate to each slide's content, and
use them in printed form to refer to as you give your presentation, or
create notes that you want your audience to see either in printed form or
on a Web page. You can click to add notes in the Notes Pane in the Normal
View or you can open the Notes Page.
PowerPoint 2007 and 2010:
• Click the View tab and then the Notes
Page button.
• Click inside the "Click to add text" placeholder
• Type notes that relate to the slide's content.
Slide Sorter View
• Slide sorter view displays all of the slides in
the current presentation in thumbnail form.
Use this view to reorder, add, or delete slides
and preview transition and animation effects.
To access the Slide Sorter View in
PowerPoint 2007 and 2010
• Click the Slide Sorter View button:
Slide Show View
• Slide show view takes up the full computer
screen, like an actual slide show presentation. In
this full-screen view, you see your presentation
the way your audience will. You can see how your
graphics, timings, movies, animated elements,
and transition effects will look in the actual show.
• The following methods will begin your
presentation in full-screen mode starting with the
first slide.
PowerPoint 2007 and 2010:
• Click the Slide Show Tab and then you have
options to click on From the Beginning as well
as From Current Slide.
Working with Slides
• While working on your presentation you will
need to edit slides and add slides. This lesson
will show you how to add and insert slides in a
variety of ways. Also, you will learn to
customize the content and layout of each slide
to meet your needs.
Adding Text
• The crucial aspect to making your presentation a success is
the use of text. Animation and colored text will not impress
your audience if it is poorly written and placed in your
presentation. PowerPoint presentations are meant to
display main points. You should not place paragraphs of
text on slides. As you are presenting you can always
supplement with details.
• To add text click inside of a placeholder* and type the
desired text. To edit text, highlight the text to be changed
and start typing your new text. Click outside of the slide to
deselect elements of a slide. You can also edit text in the
Outline view.
• *Placeholders- Boxes lined with dotted borders used for
entering data
Format Text in Placeholder
• To format text, click inside of a placeholder
and then select the text to be formatted. To
select all the text in the placeholder, select the
perimeter of the placeholder.
Examples of Placeholders
PowerPoint 2007 and 2010
• Click the Home Tab for font-formatting
options.
Changing the Background Color
• If you choose not to use a design template and would like
to enhance your slide, you can apply a background. You
can choose to apply the background to individual slides or
the entire presentation. A background can be added as a
solid color or you can use one of PowerPoint’s special
effects, called fill effects.
To apply a solid color background:
PowerPoint 2007 and 2010
– Click the Design Tab
– Choose Format Background from the Background Styles button.
– Choose Solid Fill and choose the color of your preference.
To apply a Fill Effect in
PowerPoint 2007 and 2010
• Click the Design Tab
• Choose Format Background from
the Background Styles button.
• Choose Gradient Fill, Picture or Texture Fill,
or Pattern Fill.
• Choose from the options there to apply the fill
effect of your preference.
Adding and Deleting New Slides
Adding Slides
• There are several methods for inserting a new slide
layout into a presentation:
• Pressing Enter at the end of a slide title in the outline
mode will create a new slide.
PowerPoint 2007 and 2010
• Under the Home Tab in the Slides section, click on
the New Slide button. (The default Title and Text
layout is automatically inserted when you first open up
PowerPoint).
Changing Slide Layout
• Layout refers to the way things are arranged on a
slide. A layout contains placeholders, which hold
text such as titles and bulleted lists and slide
content such as tables, charts, pictures, shapes,
and clip art.
• To choose a layout for the slide,
• PowerPoint 2007 and 2010,
• Click on the Layout button under the Home Tab.
The Layout button drops down to show your
available options.
Using Images
Insert Clipart
• If a slide does not have the clipart layout provided, an
image from the clipart gallery can still be inserted.
PowerPoint 2007 and 2010
• Click the Insert Tab and then the Clip Art button.
• The Clip Art Menu will appear on the side of your screen.
Type the search term and click the search button.
• Single-click the picture to insert the image.
Note: If you cannot find the necessary clipart for you
presentation, try searching for ClipArt on Office online by
click on the link on the bottom right hand corner of the task
pane.
Insert Pictures
• You can use a picture that you have uploaded from a
digital camera, imported from a scanner or
downloaded from the web in your presentation.
PowerPoint 2007 and 2010
• Click on the Insert Tab.
• Click the Picture button.
• Click the Look in list arrow, and then select the drive
and folder that contain the file you want to insert.
• Click on the file you want to insert and click, Insert.
Adding Animations
• Animations allow you to bring your presentation to life,
but more importantly, they allow you to control the
flow of information. Animations can be applied to text,
graphics, and diagrams in a slide.
To Apply Animation
• PowerPoint 2007 and 2010
– Click on the Animations Tab.
– Select the slide and the text you would like to animate.
– Click on the down arrow next to the animate box and
select an animation. The preview will automatically be
displayed.
2010
2010
Adding Transitions
• Transitions effect how the display changes as
the user moves from one slide to another.
Insert Slide Transitions
PowerPoint 2010
• Choose a transition under the Transitions Tab
in the Ribbon
PowerPoint 2007
• The Animations Tab in the ribbon has the
various transition options available.
• Note: Click the Apply to All Slides to apply the
effect to all slides in the presentation;
otherwise, only the current slide will be
affected. Click the Preview Button to view the
transition. Use the drop-down menus to
modify the speed or add a sound to the
transition.
Hyperlinks
• In PowerPoint, a hyperlink is a connection from a slide
to another slide, another presentation, a Web page, or
a file. The hyperlink itself can be text or an object such
as an image, graph, shape, or WordArt.
Insert a Text Hyperlink
PowerPoint 2007 and 2010:
• Select the object to be linked.
• Click the Insert Tab and then click
the Hyperlink button.
PowerPoint 2007 and 2010:
• Click the Design Tab.
• Choose Create New Theme Colors from the
Colors drop down menu.
• Choose your new color from the dropdown
menu next to Hyperlink.
• Click Save.
Edit an Existing Hyperlink Destination
• If the existing hyperlink no longer works or links
to the wrong page, it can be changed.
PowerPoint 2007 and 2010:
• Select the existing hyperlink
• Click the Insert Tab and click the Hyperlink button
• Select and/or type in the new hyperlink
destination.
Action Buttons
• Action Settings allow the presenter or the viewer to
move through the slideshow at their own pace.
Create an Action Button
PowerPoint 2007 and 2010
• Select the slide you want to place a button on.
• Click the Insert Tab, then the Shapes button and the
Action Buttons are at the bottom of the shapes
selections.
• To draw the button, click and drag the mouse pointer
on the slide.
Edit the Action Button Link
Destination
PowerPoint 2007 and 2010
• Double click on the action button. A dialogue
box should appear letting you edit the link
destination of the action button.
Definitions
• Action Settings: allows the presenter or the viewer to move through the
slideshow at their own pace and order.
• Hiding Slides: the slide remains in your file, even though it is hidden when
you run the presentation.
• Kiosk: runs the slide show full-screen as a self-running show that restarts
after 5 minutes of inactivity.
• Outline Tab: allows you to see slide text in outline form.
• Placeholders: Boxes lined with dotted borders used for entering data.
• Slide Master: is an element of the design template that stores information
about the template, including font styles, placeholder sizes and positions,
background design, and color schemes.
• Slide Pane: shows the current slide enlarged.
• Slide Show View: takes up the full computer screen, like an actual slide
show presentation.
• Slides Tab: shows a thumbnail view of each slide in the presentation.