Chapter 3
Making Presentations with
PowerPoint
Microsoft Office 2013 Try It!
3 What’s in the PowerPoint
window?
PowerPoint presentations consist of
several slides, each containing objects:
Titles
Bulleted lists
Graphics
Charts
Multimedia elements
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window?
Ways to share a presentation:
Use a computer and a projection device
Print on transparent sheets to show on overhead
projector
Print on paper for handouts
Share in the cloud
Convert to a movie to show on the Web
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3 What’s in the PowerPoint
window?
Open PowerPoint from Windows 8 Start
screen
Click PowerPoint 2013 tile or type
PowerPoint, then select from list of apps
PowerPoint window includes:
Work areas
Controls on the ribbon
Scroll bars
Status bar
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3 What’s in the PowerPoint
window?
In Normal View:
Current slide displays in center of window
List of slides is shown on left
Speaker notes are near bottom of window
Ways to navigate through a presentation:
 Use Previous Slide and
 Use work area scroll bar
 Use Slides list scroll bar
Next Slide buttons
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3 What’s in the PowerPoint
window?
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3 How do I create a presentation?
PowerPoint opens on a blank slide
Select a presentation theme
Professionally selected slide color schemes,
fonts, graphic accents, and background colors
Automatically applied to every slide in
presentation
Uses common elements on each slide for
consistency
Save frequently (.pptx extension)
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3 How do I create a presentation?
To change theme selection:
Click DESIGN tab
Click new theme to apply to all (or selected)
slides
To change background color:
Click DESIGN tab
Select Format Background from Customize group
See additional background formatting in Variants
group on DESIGN tab
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3 How do I add a slide?
Use New Slide button
Ways to format slides:
Use predefined slide layouts (Title Slide, bulleted
lists, graphics, charts, tables, clip art, videos)
Use Blank layout and commands on INSERT tab
to add placeholders
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3 How do I add a slide?
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3 How do I add a slide?
To resize a placeholder:
Use sizing handles
Ways to duplicate a slide (select slide first):
Copy and Paste buttons on HOME tab
Right-click slide and use shortcut menu’s Copy
and Paste options
Click arrow on New Slide button from HOME tab,
and select Duplicate Selected Slides
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3 How do I add a bulleted list?
Use a predefined layout (e.g., Title and
Content, Two Content, Comparison)
Bulleted lists
Focus attention on each point
Should be brief
Numbered lists
Focus on sequences, priorities, and rankings
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3 How do I add a bulleted list?
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3 How do I add a bulleted list?
To change bulleted list to numbered list:
Use
Numbering button in Paragraph group
To generate new bullet/number:
 Press Enter key
To stop generating bullets/numbers:
 Click Bullets or Numbering button in Paragraph
group
To remove a bullet/number:
 Press Backspace key
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3 How do I add a bulleted list?
To remove unwanted bullet symbols from
items:
Click
Bullets button in Paragraph group on
HOME tab
To indent a bullet:
Use
Increase List Level button
To return bullet to previous level:
Use
Decrease List Level button
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3 How do I add a bulleted list?
Add animation effects to make bulleted items
appear one by one
Limit bullets to maximum of 5 – 7 per slide
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3 How do I add a graphic?
Graphics add visual interest to slides
Avoid clutter and unnecessary graphical
elements
Select slide layout that includes a content
placeholder; replace placeholder with graphic
To add clip art:
Click
Online Pictures icon to open Insert
Pictures window
Search for, select, and insert graphic
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3 How do I add a graphic?
To add a photo or scanned image:
Click
Pictures icon to open Insert Picture
dialog box
Navigate to, select, and insert desired file
Use SmartArt to depict organizational charts
and processes:
Click
Insert a SmartArt Graphic icon to display
design options
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3 How do I add a graphic?
To position and size graphics:
Use sizing handles
To delete a graphic:
Select it, then press Delete key
To insert a graphic in absence of placeholder:
Click INSERT tab
Click Pictures, Online Pictures, or SmartArt
Select graphic
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3 How do I add a graphic?
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3 How do I add a chart?
Use a slide layout that contains chart
placeholders
To add bar chart, line chart, or pie chart:
Use Insert Chart button
Replace sample data with your own column
headings, row labels, and data values
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3 How do I add a chart?
To delete sample data in columns or rows:
Select cells
Press Delete key
Use scroll bars to view additional rows and
columns
To access complete set of tools for editing
table:
Click Edit Data in Microsoft Excel button on
sample table’s title bar
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3 How do I add a chart?
To change chart type:
Click Change Chart Type button on CHART
TOOLS DESIGN contextual tab
To customize chart elements:
Use tools on CHART TOOLS DESIGN and
FORMAT contextual tabs
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3 How do I add a chart?
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3 How do I add a table?
Select
Insert Table to specify number of
columns and rows
Enter data into blank table
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3 How do I add a table?
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3 How do I add a table?
Use buttons on TABLE TOOLS DESIGN and
LAYOUT contextual tabs to:
Format table borders
Add color shading to cells
Adjust text alignment
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3 How do I add a table?
To add text to a cell:
Click inside cell
Type text
To add a graphic:
Click cell, click INSERT tab
Select Pictures or Online Pictures from Images
group
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3 How do I add a table?
To adjust height or width of cells:
Position pointer over dividing line
Pointer changes to
or
shape
Drag dividing line to correct position
To insert rows:
Click cell where row should be inserted
Click Insert Above or Insert Below from Rows &
Columns group on TABLE TOOLS LAYOUT
contextual tab
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3 How do I add a table?
To insert a column:
Click cell where column should be inserted
Click Insert Left or Insert Right from Rows &
Columns group on TABLE TOOLS LAYOUT
contextual tab
To delete a row or column:
Use Delete option from Rows & Columns group
on TABLE TOOLS LAYOUT contextual tab
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3
How do I work with multimedia
elements such as videos?
Audio clips
Most frequently added as sound effects
Videos
Can be inserted if stored in Flash Video, ASF,
AVI, MPEG, and WMV formats
MOV format will play if QuickTime player is
installed
No support for clips from DVDs
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How do I work with multimedia
elements such as videos?
To stop a movie during a presentation:
Click movie window
To adjust how movies appear on slides and
play during presentations:
Access Video Tools by clicking movie window,
then select FORMAT or PLAYBACK tab
To change size of movie window:
Use sizing handles
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3
How do I work with multimedia
elements such as videos?
 To configure movie to fill screen when it plays:
Click Play Full Screen checkbox on PLAYBACK
tab
 To hide movie window:
Use PLAYBACK tab to select Hide While Not
Playing
• To set movie to loop or to rewind after it is played:
• Use additional settings on PLAYBACK tab
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3
How do I work with multimedia
elements such as videos?
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3 Can slides include Web links?
Ways to create Web links:
Enter Web site’s URL to create hyperlink
Use Hyperlink button on INSERT tab to specify
link text that appears on slide (instead of actual
URL)
Click Browse the Web button to find a Web page
and insert its URL
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3 Can slides include Web links?
Hyperlink button can also be used to create
links to other slides, e-mail addresses, and
other files
Test hyperlinks before giving a presentation
to be sure they work correctly
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3 Can slides include Web links?
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3 How do I view a slide show?
Slide Show view
Maximizes slide pane to fill screen
Does not display ribbon and other editing tools
To view presentation from first slide:
Click
Start from Beginning button on Quick
Access toolbar
To view presentation from current slide:
Click
Slide Show button on status bar
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3 How do I view a slide show?
Use buttons in lower-left of slide to:
Navigate through slides
Write on slide with pen or highlighter
Switch to another program
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3 How do I view a slide show?
Ways to navigate through slides:
To display next slide:
Press left mouse button
Click right-arrow key
Press N key
To move to previous slide:
Press left-arrow key
Press P key
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3 How do I view a slide show?
To select a specific slide to display:
Right-click a slide to display shortcut menu
To go back one slide:
Click Previous on shortcut menu
To end slide show:
Press Esc key
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3 How do I view a slide show?
Before presenting to an audience:
Familiarize yourself with content
Practice timing
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3 How do I view a slide show?
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What’s the difference between
Normal view and Outline view?
Normal view
Convenient way to build basic structure of a
presentation and add speaker notes
Can enter text into placeholders on slide
Outline view
Displays text of slides instead of thumbnails
Text can be entered in this view (instead of
directly on slide)
Rearrange items by dragging them
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What’s the difference between
Normal view and Outline view?
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What’s the difference between
Normal view and Outline view?
Useful keys in Outline view
Key
Function
Enter
Goes to next slide, bullet, or
placeholder
Shift Tab
Promotes a level (to add a new
slide)
Tab
Demotes a level (to add a bullet
point)
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What’s the difference between
Normal view and Outline view?
 To import an outline created in Word (or other
software):
Select arrow on New Slides button
Select Slides from Outline
Locate and select document that contains outline
text
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3 How do I use the Slide Sorter
view?
Slide Sorter view
Displays miniaturized images of slides
Easy to rearrange, delete, hide, and duplicate
slides
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3 How do I use the Slide Sorter
view?
To move a slide:
Drag and drop
Vertical line indicates proposed position for slide
To delete a slide:
Select it, then press Delete key
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3 How do I use the Slide Sorter
view?
To hide a slide:
Right-click slide from Slide Sorter or Normal view
Click Hide Slide on shortcut menu
Repeat to make slide visible again
Useful for giving shortened version of
presentation
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3 How do I use the Slide Sorter
view?
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3 How do I add transitions?
Slide transition
Effect that specifies how one slide replaces
previous slide (e.g., fade, wipe, sound)
If none is specified, new slide replaces current
slide all at once
Can make a presentation interesting, but overuse
can detract from the content
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3 How do I add transitions?
To see a transition:
Click Play Animations icon next to slide in Slides
list (Normal view) or in Slide Sorter view
To change a transition:
Select slide, then click TRANSITIONS tab
Select a different transition from Transition to
This Slide group
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3 How do I add transitions?
In Slide Show View, presentation advances
when mouse or key is pressed
To advance slides automatically after
specified time:
Click After check box in Timing group on
TRANSITIONS tab
Use spin box to set display time
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3 How do I add transitions?
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3 How do I format text on a
slide?
To modify font attributes:
Select text, then click Font Dialog Box Launcher
in Font group
Select desired font, font style, size, color, and
effect
Click OK button to apply changes
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3 How do I format text on a
slide?
Considerations when selecting font attributes:
Size of venue
Fonts should be visible from back of room
Lighting
Bright room: Use dark font color on light background
Dark room: Use light font color on dark background
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3 How do I format text on a
slide?
Slide master
Template that can be modified to create a
consistent look
Use it to change font attributes for all slides in a
presentation at the same time
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3 How do I format text on a
slide?
To open slide master:
Click VIEW tab
Click Slide Master in Master Views group
Select text styles to modify, then change font
attributes using Font dialog box
To close slide master:
Click Close Master View on SLIDE MASTER tab
Use Slide Sorter view to verify application of
new font attributes
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3 How do I format text on a
slide?
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3 How do I add animation effects to
a bulleted list?
Animations tab provides options for adding
animation and sound to items on a slide
Animation effects
Draw attention to bullets as they appear on a
slide
Can be accompanied by sound (use sparingly)
Can be applied to any slide element (text,
graphics, charts, tables)
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3 How do I add animation effects to
a bulleted list?
Ways to test an animation effect:
Click Play Animations icon next to slide (Slides
list)
Select the slide and switch to Slide Show view
After selecting Effect Options, use After
animation option to indicate whether object
should change color or disappear after
animation
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3 How do I add animation effects to
a bulleted list?
Using sounds
Use them sparingly
Make sure presentation equipment has a sound
system with adequate volume
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3 How do I add animation effects to
a bulleted list?
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3 How do I check spelling in a
presentation?
Spelling checker is similar to Word
Automatically indicates possible error with wavy
red line (not visible in Slide Show view)
Right-click marked word to view correctly spelled
alternatives
Can also use Spelling button on REVIEW tab
to manually initiate spelling check
Always check spelling before saving final
version
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3 How do I check spelling in a
presentation?
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3 How do I check spelling in a
presentation?
Does not include grammar check; important
to proofread
Use AutoCorrect feature to automatically
correct common typing errors:
Click FILE tab, Options button, Proofing option,
then AutoCorrect Options button
Select options from dialog box (e.g.,
automatically capitalize first word in a sentence
and names of days)
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3 How do I work with speaker
notes?
Speaker notes
Remind you what to say about each slide
Can be printed or viewed on the computer you
use; they are not projected to the audience
Use for additional comments; don’t include exact
text that appears on slide
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3 How do I work with speaker
notes?
To print speaker notes:
Click FILE tab, then click Print
Select Notes Pages in Settings section
Click Print button
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3 How do I work with speaker notes?
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3 How do I work with speaker notes?
Presenter View shows speaker notes on
computer screen
Windows must be configured to support two
monitors
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3 How do I work with speaker notes?
Give yourself time to configure and test your
setup
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3 How do I print handouts?
 Handouts help audience remember content of
presentation
 Choose print layout that best fits content and
length
 Use two-slide layout when graphics and bullets
include most of content detail
Prints each slide on one-half of page
 Use three-slide layout to allow room for notetaking
Prints blank lines to right of each slide
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3 How do I print handouts?
Print four to nine slides per page to save
paper (horizontal or vertical orientation)
Print in black and white or in color
Use Frame Slides option to draw black line
around each slide for a professional look
Print text-only version (no graphics) for long
presentations that include mostly bulleted
lists
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3 How do I print handouts?
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3 How can I distribute my
presentations?
Ways to deliver a presentation:
Print as overhead transparencies
Print on paper to distribute as handouts
Convert to PDF format to view on any computer
(requires Adobe Reader)
Use PowerPoint Viewer (if PowerPoint not
installed)
Save as a video and post on the Web
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presentations?
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