Microsoft PowerPoint 2000
Presentation
Software
Basic concepts
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Starting PowerPoint
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Start Button, PowerPoint
Opening screen gives four options:
Autocontent wizard leads you through
decisions, helps you organize your
thoughts
Design template gives you a preformatted
slide design – easy to change at any time
Blank presentation if you know what you
want – add elements manually
Open existing file – lists recently used
files below
Customizing the toolbar
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If menus show recent commands
only…
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If you can’t see all of the standard &
format toolbars…
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Tools/Customize/Options to turn it off,
delay, or reset
Tools/Customize/Options to break it
into 2 separate toolbars
Opening
a blank presentation
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Choose “blank presentation” upon
opening, or File,New
Autolayout is default 1st screen
24 slide layouts
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Title slide
Bulleted list
Lists with graphics, charts, combinations
Secondary title only slide
Blank slide (set your own layout)
Design templates
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Common Tasks, Apply design templates
You can apply a new design template at
any time, as many times as you like
Light backgrounds, dark text good for
printed materials, overheads,
presentations with competing light
sources, web materials
Dark background, light text for projector
presentations in dark rooms
You can design your own templates, save
them in Design Templates for future use
PowerPoint window
Title bar
 Menu bar
 Toolbars
 Outline pane
 Slide pane
 Notes pane
 Format buttons
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Moving
around a presentation
Outline pane – text of slides only
 Slide pane – what the audience sees
 Notes pane – notes for the speaker
 All panes have a scrollbar
 View format buttons in lower left of
screen – different variations of these
3 panes
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Changing views
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Normal – 3 pane view – all three panes
share space – click and drag frames to
change pane sizes
Outline view – same 3 panes, but outline
is emphasized
Slide view – 3 panes, slides emphasized
Slide sorter – slides only – entire
presentation in thumbnail view
Slide show - what the audience sees (Esc
to return to normal)
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View/Notes a 5th option – Slide, speaker notes
Inserting a slide
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New slide button, or
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Insert,New slide, or
Common tasks,New slide
Choose layout from Autolayout
Placeholders for title, bullets, other
elements
Click inside placeholder for insertion
point, start typing
Click outside to finish, or choose new
slide
Deleting slides
Choose slide icon(s) in outline, hit
delete button, or
 Choose slide icon(s), Edit, Delete
slide
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Slide headers and footers
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View,Headers and footers
Slides are allowed footers only
Handouts, notes can have headers,
different format than slides
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Date and time (auto-update or fixed)
Header, footer text
Slide numbers, page numbers
Apply to one or all
“Don’t show on Title slide” checkbox
Inserting slides from
outside
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Insert, Slide from files, Browse for
presentation
Will show slide by slide preview of entire
presentation
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Use scrollbar to move around
Double-Click to insert a slide, or use
“Insert All” button
It will convert to current design template,
current headers and footers
Autocontent wizard
Leads you through a series of
decisions
 Helps you organize and structure
your thoughts
 Good for first few presentations
 Choose at outset, or
File,New,General tab,Autocontent
wizard
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Autocontent wizard (con’t)
Type of presentation (what are you
trying to do?)
 Type of output (onscreen, web,
overheads, slides)
 Titles and Footer options
 Gives you an outline with related
ideas grouped together in each slide
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Format painter
Select text you want to copy
 Click the paint brush (single-click for
one-time use, double-click for
multiple uses)
 Cursor turns to a paintbrush
 Select text you want to convert
 Double-click icon to turn it off, if
necessary
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The Outline Toolbar
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Promoting
and demoting text
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PowerPoint presents an outline
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R-click on toolbars – choose outline
toolbar – shows up on left vertical
Choose any text in either pane
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Outline = Hierarchy of information –
increasingly more specific
Right-pointing arrow to demote, left-pointing
arrow to promote
You can promote to title slide level in outline
pane only
You can also click and drag the bullet left or
right to promote/demote
Changing the order of slides
and bullets
Use up and down arrows on Outline
toolbar to move bullet points
 Can also drag and drop items within
slides using bullets points as
“handles”
 Move entire slides in same way, but
best to collapse outline first
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Collapsing, expanding slides
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+ will expand chosen slide only, - will
collapse chosen slide only
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Collapse All to see only titles (Expand All
will show all text)
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Collapse – title only
Expand – shows all text
Good for long presentations
Good for moving slides
Collapse all, then expand single slides as
needed
Summary slide
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May need to add this button
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Use arrow at very bottom of Outline
toolbar, add Summary Slide button
Select several slides, hit Summary
Slide button
Will create a new slide composed of
slide titles
 Inserts before first chosen slide
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Presenting the Slide show
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Viewing and navigating
the slide show
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Use slide show button lower left
hand corner (icon looks like a
screen)
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Will start at chosen slide
F5 works too
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Will start at beginning
L-click to move to next slide
 Esc to end slide show
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Basic slide show Controls
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Advance to next slide:
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Return to previous slide:
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Number + enter
R-click, Go, By Title or Slide Navigator
Go to beginning
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P, backspace, PageUp, left or up arrow
Go to specific slide number:
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N, Enter, Spacebar, PageDn, mouse click, right
or down arrow
Hold both mouse buttons down for 2 seconds
Using the pen
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Very cool!
Not permanent, more like a football
telestrater
Ctrl + P, or
R-click/Pointer options/Pen to turn it on
(choosing pen color also turns it on)
Arrow icon replaced by pen icon
“E” erases it
Ctrl + A turns it off
Blank screens
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Useful with pen, or to focus
attention elsewhere
B to go to Black screen, B to return
 W to go to white screen, W to return
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Pen color will change depending on
which screen you use
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Insures a contrasting color
Hiding the cursor and
button
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Default is “autohide”
Will stay hidden until cursor is moved
 Will rehide in 7 seconds
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CTRL + H will hide the pointer and
button
 CTRL + U will return to autohide
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When in doubt…
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F1 will show you all available options
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Right-click will give you most
available options as well
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Only works during slide show
Left-click on Options button will give
same menu
Printing
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Output options
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File/Print/Print what?
Slides
 Handouts
 Notes
 Outline
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Transparencies are slides printed to
clear plastic
Output options (con’t)
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Slide is slide print only (title page of
materials) – top page is slide, scaled,
portrait
Handouts are what you have – you can
manipulate # of slides and columns
Notes are what I have – slide and notes
Outline is the outline pane only (condense
for topics only)
Non-color previews
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Not always necessary to print in color
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Notes and outlines
Mock-ups, draft copiess
Grayscale button on standard toolbar
gives you preview
Grayscale button + shift gives you a black
and white preview (not always pretty!)
Graphics
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Graphic bullets, numbers
Change bullets to numbers – select text
and hit numbering button
Change bullet style – Select text, hit
bullet button, Format/Bullets and
Numbering gives you 8 styles
“Character” gives you many more
“Picture” gives you fancier ones – some
are automated
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Changing fonts in a
presentation
Select text, change font in toolbar
for isolated changes
 Format, Replace fonts will find and
replace a specific font in
presentation
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A blunt instrument - can’t change size
or attributes
 May be easier in Slide Master – you can
change any aspect of font there
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Clip Art
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Insert/Picture/Clip Art
Three category tabs(picture, sound,
motion)
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4 icons appear:
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Select a category and choose picture, or
Type keyword into Search For box and choose
picture
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Inset
Preview
Add to new category
Search for similar styles, subjects
Clip Art (con’t)
Choose insert (top icon of the 4)
 Click and drag to move picture
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Click and drag sizing boxes to resize
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4-headed arrow
2-headed arrow
Use picture toolbar for more options
(recoloring, brightness, cropping)
Inserting a picture
Insert, Picture, From File
 Picture will appear
 Select picture to move (4-headed
arrow) or resize (2-headed arrow)
 Picture Toolbar will appear
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Picture toolbar
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Right-click in upper gray area, select
Picture toolbar
Toolbar manipulates color, contrast and
sizing
Icons, in order, are:
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Insert picture
Image control: 4 options
• Auto (color), Grayscale, B/W, watermark
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Contrast control (2 icons – more and less)
Brightness level (2 icons – more and less)
Picture toolbar (con’t)
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Cropping
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Border line size
Recolor – will change colors in picture select color to change with checkmark,
then switch the color
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Click icon, move to sizing box, click and drag,
that portion of the picture will be cropped off
Uncheck the box to revert to original scheme
Won’t work for all images
Picture toolbar (con’t)
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Format picture (contains many previous
options – more exacting control)
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Set Transparent colors – to make certain
sections of image transparent
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Colors, sizing, ratio locks, rotation, text box
format, alternate web text
Won’t work for all images
Setting background color to transparent will
allow PowerPoint background to show
Reset picture – if you want to start over
Word Art
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Bring up Word Art toolbar (R-click in
upper gray, choose Wordart)
Insert Word Art button – Blue A
Choose a style, click OK
Choose a font, size, enter text
No wrap – use hard returns
Move it (click and drag), size it (click and
drag sizing boxes)
Yellow diamonds manipulates curves
Drawing toolbar
Bring up drawing toolbar
 Lines and arrows buttons
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Shapes buttons: circle and square
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Click and hold to start, drag, let go to
end – manipulate with sizing boxes
Click and hold to start, drag, let go to
end – manipulate with boxes
Drawing toolbar (con’t)
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Select paintbucket to add fill colors
(closed objects only) - choose ▼ to
change color
Select paintbrush to add line color –
choose ▼ to change color
Select “A” to add text color – choose ▼ to
change color
Shadow button to create shadow
3-D button to create 3-D version of shape
Creating a text box
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R-click in upper gray area, select
“drawing”
Drawing toolbar shows up at bottom
Select text box button (“A” in box)
Drag and draw the box (you pick width,
text determines height)
Type in text, click outside box
Text is within a graphic object, so it won’t
appear in outline
This is a text box!
Creating a text box (con’t)
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Drawing toolbar has fill color
(paintbucket), line color (paintbrush),
text color (A) options
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Click icon for that color, or ▼ to pull down
other color options
Line style, dash style buttons to choose a
border style
Right or left justify, or center text
Change attributes of text with B, I, U,
font and font size
Resize and move with handles
PowerPoint on the Web
Hyperlinks to other slides
Collapse/
Expand
buttons
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Previous/next buttons
Slide pane
Autoshapes
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Click Autoshapes, choose shape category
Lines - Free draw, lines, arrows
Other categories: Basic shapes,
connecters, block arrows, chart elements,
cartoon balloons
Yellow diamonds will adjust various
aspects of shape (curves, width)
Some can have text inside – cursor will
show insertion point
It’s
easy!
Rotating objects
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Select object
Click Free Rotate button (arrow curving
around a circle) – sizing boxes change to
circles
Place cursor on circle, Click and drag to
rotate
Draw,Flip or Rotate will do it too
Draw, Nudge for slight moves in any
direction
Grouping objects
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Select object, hold down shift key, select
next object
Will maintain spatial relationship to each
other
One collective set of sizing and moving
handles
R-click, select Grouping to keep them
grouped
R-click again for ungrouping, regrouping
Action buttons
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Choose button, size it, dialogue box will
appear
Click or mouse-over action
To new slide, file, program, macro,
website
Add sounds, highlight
R-click on box, Hyperlink, Edit hyperlink
to edit
Hyperlinks
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Text hyperlinks
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Select text
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Pick words with most meaning
R-Click, Hyperlinks
Link
 Link
 Link
 Link
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to
to
to
to
web page
document
other slide in presentation
other presentation
Image hyperlinks
Action buttons are image hyperlinks
 Insert image
 R-Click, choose hyperlink, or
 Choose Action settings
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Add links
 Add sounds
 Add behaviors
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Slide masters, Color
schemes, Backgrounds
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Slide and Title Masters
Slide Master affects ALL slides
 Title Master affects all title slides
 View, Master, Title master or slide
master
 Sets format of templates
 Size, drag, delete elements
 Change font and size of text
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Notes and Handout Masters
Same options, but for notes and
handouts
 View, Master, Notes or Handouts
 Handouts are tricky – need to first
set format in print menu, then
manipulate it in
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Changing color schemes
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Format, Slide color scheme
Several preset schemes – apply to one
(good for emphasizing one slide) or to
entire show
Each scheme has 8 colors
Custom tab to manipulate colors
Add to standard schemes button to save
scheme, or delete it with Delete Scheme
button
Backgrounds
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Format, Background
Choose new color main option (which you
can change in “Color Scheme”)
Omit Background Graphics From Master a
useful option
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Good for web pages, uncluttered handouts
Smaller file size
“Fill effects” can change background to a
gradient, texture, pattern or photo
Tables and charts
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Inserting charts from Excel
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For more complex charts, with lots of
data
Create in Excel, import to PowerPoint
Insert, Object, Create From File
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Can’t manipulate in PowerPoint other than
size and move
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Browse to chart and select
Create directly in PowerPoint for more control
Creating a chart
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Click Insert Chart button – sample chart
and sample excel sheet appear
Manipulate chart by changing heading
and numbers in excel sheet
Size and move elements within chart
(screentip tells you name of each one),
and chart itself
Manipulate elements with a R-click over
that element
Modifying the chart
To change data - D-click chart –
datasheet appears
 R-click different elements to format
them (legend, bars of chart)
 Use “Chart” menu to get wizard
options back
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Tables
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Insert Table button
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Insert, Table
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Move cursor to choose # of columns, rows
Choose number of columns and rows
Click and drag border to move table
Click and drag cell walls to move them,
use sizing boxes to size entire table
Place insertion point in cell to add text
Modifying a table
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Tables and Borders button brings up
toolbar
Draw lines with pencil button, erase
with eraser button
 Border size and color, fill colors
 Cell merge/split
 Text alignment (top, middle, down)
 Use Table ▼ dropdown in toolbar to add
or remove cells and rows
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Sound and motion
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Sounds From Gallery
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Insert/Movies and sounds/Sounds from
gallery
Type “sound” in Search For box to see all
gallery sound clips
Most aren’t useful for a professional
audience
Choose sound, prompt will ask if you
want sound to play automatically or on
mouse-click
Sound icon shows, will show on actual
slide show – size and move, DON’T delete
Sounds From File
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“From File” means you’ve got your
own sound file
Record yourself
 Web has every sound you could
possibly need
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Insert, Movies and Sounds, Sound
From File
 Same rules as Gallery Sounds
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Playing a CD audio track
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Insert/Movies and sounds/Play CD
Which track(s), how long, loop
Prompt will ask auto-play or on mouseclick
CD icon appears, will show on actual
show
To play across several slides, go to Slide
Show, Custom Animation, Multimedia
Adding video
Insert, Movies and Sound, Movies
from Files
 Make sure the file is small enough to
transport and play easily
 Make sure host computer has proper
media player (older Windows Media
Player a safe bet)
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Automating the slide show
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Slide Show, Rehearse timings
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Can be used to get timings on individual
slides, entire show
Pause, Reset options
Can use those timings for an automated show
(“Yes” when prompted)
Can keep timings for reference, but turn them
off for actual show
• Slide Show, Set Up Show, Unclick “Use timings when
present”
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Recording Narration
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For stand alone show
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Slide Show, Record Narration
Change Microphone level, or sound
quality, click okay
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VERY useful to to record a presentation – will
record narration, timings, audience reaction
Link the file in check box at bottom for long
presentations (smaller files)
Slide show will start, recording will start
Slide transitions
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Slide show/Slide transition, or
Click transition button
Select which transition, speed (slow,
medium, fast), change on mouse-click or
pre-timed, play sound
Will preview automatically w/dog and key
Apply to apply to current slide, or Apply
To All
Small icon will appear beneath all affected
slides in slide sorter (shows timings as
well)
Pre-set animations
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Slide show/Preset animations will show
list of presets – OFF is at top
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Some of these are quite annoying – Laser text
a prime example
Simple appear and dissolves are better (make
sure it’s not word by word!)
Yellow star is animation shortcut button
To set animations for all slides in slide
sorter view – Ctrl + A to select all, then
set your animation
Slide show/Custom animation will allow
much greater control
Custom animation
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Custom animation can be created ONLY
while in Normal View, one slide at a time
Choose your slide
Slide Show, Custom Animation
Check all objects you wish animate
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Good idea to have one non-animated object,
usually the title, to appear when you change
slides
Each selected object has 4 tabs to work
with: Order and Timing, Effects, Chart
effects, Multimedia
Custom animation (con’t)
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Order and Timing > choose order objects
appear, set timing of each object or advance
on mouse-click
Effects > Highlight the object, select the
effect, from which direction, at what speed,
sound effects, dim after animation, text
introduced all at once or by level
• Introducing by level allows you to discuss each
bullet point
• Dimming after animation allows you to emphasize
the point you’re currently on
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Custom animation (con’t)
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Chart effects > allows you to introduce
each chart element separately, with same
options as text effects (effects, direction,
sound, dim after animation)
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Grayed out if there is no chart
Multimedia > allows you to play sounds
during animations, time sounds to play
for one slide or several, stop when you
move to next slide, pause to wait for
sound to finish
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Grayed out if there is no media
PowerPoint on the Web
Hyperlinks to other slides
Collapse/
Expand
buttons
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Previous/next buttons
Slide pane
Publishing to the Web
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PowerPoint on the Web
Individual files are small, easy to
download
 Don’t need PowerPoint to view it
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All written in html
End result has links to slide title on
left, slides on right
 Bottom of page has arrows to move
slide by slide
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Sample Web page
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File structure
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A PowerPoint presentation is one file, a
web-based version is many files
First file is presentation name.htm
(Powerpoint2000.htm)
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This is the one you link to
Very small file, easy to download
All other files are in folder called
presentation name (Powerpoint2000)
Copy folder and file into website
Creating the presentation
Same as you would a regular
presentation
 Avoid gratuitous graphics, sounds,
movies, transitions
 Take advantage of hyperlinks
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Highlight text, R-click, choose
“hyperlink”
 Type in Web address
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How to Publish
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Save presentation
File, Save As Web Page
Click “Publish” button for options
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“Web options” button for more control
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Complete presentation or section
Choose “All Browsers”
Decide whether to include speaker notes
Navigation controls
Slide animations
Click “Publish” when done
Test your presentation
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Test in more than one browser
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Tends to work better in Netscape
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Netscape
Explorer
America Online (need to subscribe)
Mac (know someone who has a Mac)
Text is smaller
“All Browsers” option makes it work better in
Explorer (95% of all browsers)
Test all internal links
Importing text from Word
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Insert,Slide from outline
Browse to file and select
Will import entire file as a presentation
Uses headings in Word to determine
structure –
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Heading 1 converts to slide titles, Heading 2
to first level bullet points, Heading 3 to
second level, etc.
Choose a design, choose layouts, edit
text to fit inside slides, and you’re done