How to Get Started Using PowerPoint 4.0

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Contents

Suggested Steps to Follow When Using PowerPoint for the First Time

The PowerPoint Toolbars and Screen

Using "Pick A Look" Wizard to Create a Presentation

Tips for Giving and Revising Presentations

Before you exit PowerPoint

Bibliography and Suggested References

World Wide Web Resources on PowerPoint

Introduction

* Make sure you abide by copyright laws when downloading and using multimedia off the World Wide Web.

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Suggested Steps to Follow When Using PowerPoint for the First Time:

1. On the Program Manager screen, double-click on the Microsoft Office icon.

2. Select Microsoft PowerPoint by double-clicking on that icon in the Microsoft Office window.

Steps 1 and 2 may vary depending on the setup of the computer you are using.
3. A PowerPoint "Tip of the Day" comes up. I found it useful to go through the Tips of the Day after I got used to PowerPoint. There are many useful suggestions but, for now, close the box by clicking on OK. Also, you may click on the box before "Show Tips at Startup" to deselect it and the tips will not come up every time you begin PowerPoint -- in case they drive you crazy.
4. The "Create a New Presentation" box appears as shown below:
The choices you have are:
• Autocontent Wizard -- Creates a collection of slides for any of six preformatted presentations; e.g., strategy, sales, and training presentations. The result is an outline to which comments and enhancements may be added. The "Tip for New Users" states that the "Autocontent Wizard is the quickest way to create a presentation." I am not certain I agree with this because the formats they offer are not ones I use. However, some of you may wish to give this a try.
• Pick a Look Wizard -- Creates a collection of slides with a consistent look. You add the contents to the slides later. I recommend this for the beginner.
• Template -- Lets you build a slide show from a predesigned template that determines the color scheme, fonts and other design features. You provide the content.
• Blank Presentation -- You start from scratch with a blank slide set to default values for color scheme, fonts and other design features. You may set the default to values other than those if you desire a different look. You must supply both the content and the design.
• Open an Existing Presentation -- Lets you open a presentation which you created and saved at an earlier time. You would use this to continue working on a presentation or to update an earlier presentation.

OR (which screen appears depends on whether you have a presentation open or not)

• Current Presentation Format -- Uses the template for a previously displayed presentation in creating a new presentation.
5. Make your choice by clicking on the radio button and then clicking on OK.

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The PowerPoint Toolbars and Screen

The typical PowerPoint screen is reproduced below:
Let's take a few minutes to see what the various buttons do. Move your mouse until the cursor rests on any button and stop. A box will appear within a few seconds telling you what the button does.

Components of the PowerPoint screen:

1. Title Bar -- identifies the file you are working with

2. Menu Bar -- main menus for giving commands in PowerPoint -- click and drag to make choices

• File -- file options, e.g., Open, Close, Save, Save As, Print, etc.
• Edit -- basic editing options, e.g., Cut, Copy, Paste, etc.
• View -- used to choose the format in which you view your presentation. Options include slides, outline, slide sorter, notes pages, etc.
• Insert -- adds elements/objects to your presentation. Options include new slide, date, time, page number, clip art, picture, Microsoft Word table, Microsoft graph, etc.
• Format -- controls appearance of components of your presentation. Options include font, bullet, colors & lines, Pick a Look Wizard, slide background, etc.
• Tools -- you may refine and control your presentation with these options, which include spelling (spellchecker), replace fonts, transition, hide slide, etc.
• Draw -- controls graphic elements in your presentation. Options include group, bring to front, send to back, rotate/flip, etc.
• Window -- adjusts windows and allows switching between presentations. Options include arrange all, fit to page, cascade, and list of open files.
• Help -- accesses online help screens. Options include contents, search for help on, index, cue cards, etc.
3. Standard Toolbar

From left to right, buttons are: new file, open file, save, spellcheck, cut, copy, paste, format painter, undo, insert new slide, insert Microsoft Word table, insert Microsoft Excel worksheet, insert graph, insert organizational chart, insert clip art, Pick a Look Wizard, report it, zoom control, and help.
4. Formatting Toolbar
This toolbar is used for working with text. From left to right, these buttons/boxes allow you to choose font type and font size, increase font size, decrease font size, boldface, italicize, underline, shade, color, choose alignment, add/remove bullets, and increase/decrease indentations (also called promote/demote).
5. View Buttons
These buttons are at the lower left hand corner of the screen and allow you to choose how to view your presentation. You may also use the View menu on the Menu Bar. From left to right, the buttons are: slides, outline, slide sorter, notes pages, and slide show.
6. Drawing Tools
Located along the left side of the screen, these tools are used to enhance or create graphic elements. From top to bottom, the buttons are: selection tool, text tool, line tool, rectangle tool, ellipse tool, arc tool, freeform tool, free rotate tool, autoshapes, apply fill defaults, apply line defaults, and apply shadow defaults.
7. Scroll Bars/Slide Advance
Located at the bottom of the usual scroll bar, these buttons allow you to move from slide to slide. The top button takes you to the previous slide and the bottom button takes you to the next slide.
8. Common Shortcuts
These buttons located at the lower right hand corner of the screen allow you to quickly add new slides and change the layout or template.

Using Pick A Look Wizard to Create a Presentation

Pick A Look Wizard is, in my opinion, the easiest way for beginners to create a slide show. A "wizard" is simply a guide for completing a task. The Pick A Look Wizard guides you through the process of creating a presentation in nine steps. Let's get started!

1. First, select the Pick A Look Wizard option on the Create a New Presentation (or New Presentation) box:

Click OK and the Pick A Look Wizard - Step 1 of 9 dialog box appears.

2. Click on Next or hit Enter to move through the steps.

Step 1 is an introductory screen.

Step 2 is where you select the type of output. You have the choice of: black and white overheads, color overheads, on screen presentation, and 35 mm slides. Don't worry if you don't know what output you want -- you can change the output at any time. I usually select On Screen Presentation to begin with.

Step 3 is where you select the template design. The selected design will appear on all the slides but you may change the design at any time. If you don't like any of the choices listed, click on the More... button and more choices will appear. You may view the design by clicking on a choice. The design will appear in a box in the lower right hand corner of the screen. Click on the Apply button or hit Enter or double-click on the chosen design name to select.

Step 4 allows you to choose the presentation items you wish to create. You may create full page slides, speaker's notes, audience handouts, and/or outline pages. The default is to create all the items. You may exclude any items by clicking on the selection box and then clicking on the Next button. Most people would accept the default.

Steps 5-8 allow you to print the date, slide number, your name, company name, or other text on each slide, notes page, handout page, and outline page. Don't worry if you cannot decide what to put on your slides at this point -- you may edit the Notes Master later to change these.

Step 9 is where you decide to accept all these options by clicking on the Finish button.

3. PowerPoint now shows you one slide designed the way you specified. The first slide it will show you is the Title-Subtitle slide. Click on the Title box to type in the title of your presentation. The text will be centered automatically. When you are done with the title, click on the Subtitle box and type in your text. The subtitle doesn't have to be an extension of the title. It could be your name, organization, date, name of conference, or any other text. You may also leave it blank if you wish.

4. When you have completed the Title-Subtitle slide, click on the New Slide... button in the lower right corner to get a blank slide. The Autolayout dialog box will appear as shown below:

Autolayouts allow you to choose the structure for a single slide in your presentation. For example, you may wish to have a bulleted list and a picture on the same slide. Autolayout will position these two items for you. PowerPoint has a choice of 21 autolayouts, ranging from a blank slide to a slide containing four objects. Choose by double-clicking on the autolayout that will be most appropriate for the text and other objects (clip art, graph, table, picture, etc.) you wish to place on the slide.

5. The current slide will come up on the screen in the autolayout format you selected. If you click on a text box, you may then type text in just as you did with the Title-Subtitle slide. If you click on a clip art box (see figure below), the Microsoft Clip Art Gallery will be displayed. Select a category and then scroll through the images. Select the desired image by clicking OK. PowerPoint will then place the selected image on the slide in the clip art box.

6. Images downloaded from the WWW, other clip art files, other Microsoft applications, scanned images, etc., may be placed on a slide by opening the Insert menu and selecting Picture. The Insert dialog box then appears, as shown below (the look is dependent on what version of PowerPoint you are using):
This particular image is a jpg (J Peg) file named r2c3po-1. It is stored in the Power folder.

When you have located the image you wish to add to the slide, click on the "Insert" button. The image will then appear on the slide. You may edit the image, change the colors, etc., if you wish but that is beyond the scope of this class. For more information on manipulating images in PowerPoint, see the references listed in the bibliography. You may also find information on the WWW at :

Insert Internet Graphics in PowerPoint (http://www.sd01.k12.id.us/schools/borah/teachers/purdy/multimed/power/powerpt.htm)

Working with Graphics in PowerPoint (http://ollie.uwec.edu/Info/IT/Sup/Help/PPoint/pgraphic.htm)

Adding Non-clipart Images to PowerPoint (http://www.hesston.edu/academic/lrc/fits/POWERPNT/GRAPHICS.HTM)

7. If you wish to add a graph or organizational chart, choose the appropriate layout from the autolayout dialog box. You can get the dialog box at any time by clicking on new slide or layout in the lower right corner of the screen. When you choose the graph or organizational chart layout, a box will appear which allows you to plug data and text into the graph or chart. See the references listed in the bibliography for more information.

8. If you plan to give a computer projected slide presentation, you may want to add transitions. Transitions specify how PowerPoint will change from one slide to the next and make your presentation appear smoother. The transition needs to be specified for each slide by selecting a slide and clicking on Tools and then on Transition... (or you can specify the transition when you create the slide.) The Transitions dialog box appears as seen below. You can select a type of transition from the pull down list by clicking on it. You will then see a demonstration of the transition type in the image in the center of the dialog box. You may also specify whether the transition occurs at slow, medium or fast speed by clicking on the radio button and if you will advance the slides by a mouse click or automatically. Click OK to save the transition.

9. Bulleted lists may be displayed one item at a time if you add builds to your slide. Display the slide of interest, click on Tools on the Menu Bar and then Build... The screen shown below will appear:
Select whether or not you wish to dim the previously shown points and to what color you would like them to dim. Then choose an effect (items can appear from the right, left, top or bottom, etc.) from the pull down menu. Click on OK and that build effect will be added to your slide.

10. It is a good idea to view your presentation by clicking on the screen icon (all the way to the right) in the View Buttons at the lower left hand corner of the screen. You may also use the View menu on the Menu Bar and select Slide Show. You may move through the slide show by clicking the mouse or by hitting Enter. This view shows you the slides as they will appear to the audience. You cannot edit slides when you are viewing the slide show. Use the slide sorter to edit your slides. Click on the middle icon (with four small boxes) to bring up the slide sorter. Your slides will appear in rows of four. Click on the slide you wish to edit and make your changes.

11. Look at your presentation in the other views; i.e., outline and notes pages.

12. If you wish to print out speaker's notes, overhead transparencies or audience handouts, go to the Print option under File on the menu bar. The print dialog box will appear as shown below:

Select what you wish to print in the pulldown menu and specify the slides desired. You may also specify how many copies you want printed. It is wise to specify that printing be done in Pure Black & White for audience handouts or overhead transparencies so the background color of the slide does not obscure the text.

13. This is probably enough to begin with. As you become more comfortable with PowerPoint, you can utilize some of its fancier features. There are several books in the Library's collection (see the bibliography) and guides on the WWW (see list) that will assist you.

Tips for Giving and Revising Presentations

Slide Sorter
• At any time, you may change the order of your slides in your presentation by viewing it in Slide Sorter view and dragging & dropping slides you wish to move.
• You may also add slides in Slide Sorter view by clicking first on the space where you wish the slide to go and then clicking on New Slide... on the shortcut toolbar at the lower right hand corner of the screen.
Avoid Clutter
• Address only one idea or concept on each slide. Slides should build on each other in a logical progression.
• The viewer should be able to comprehend each slide easily.
• Use upper and lower case text. Do not use all one case.
• Use the "rule of seven": Use a maximum of seven words per line and seven lines per slide.
Colors for slide presentations (computer projected or slide projected)
• Background: Use dark colors -- black or the darkest shades of blue or green.
• Foreground/Text: Use light colors -- white, pale gray, light blue, or shades of yellow. Do not use shades of red because it is hard for the eye to distinguish red from other colors.
• Do not use more than five colors per slide.
Colors for overhead transparencies (Always take overhead transparencies as a backup -- in case of technical problems.)
• Background: Use light colors or no color.
• Foreground/Text: Use black or another dark color.
Text
• Titles should be larger than 36 pt.
• Main text should be 32 pt. or larger to allow reading from a "longer-than-normal" distance from the screen. (In my experience, a large percentage of an audience will sit in the back of the room...)
• Use "sans serif" font styles; e.g., Helvetica or Arial, to prevent blurring when projected.
• Use bolding to add emphasis.
• Do not use more than three font styles on the same slide.
Graphics
• Graphics, photos, clip art, and other visual materials augment a presentation. It adds information and helps the audience retain or interpret what is being said. However, only use graphics to accomplish a purpose. Do not use graphics only because you can!
• Color graphics are more visually pleasing and interesting than black & white graphics.
• If the colors of the graphic clash with the background, they may be changed using the Recolor command under Tools. Likewise, they may be cropped using the Crop picture command.
The Most Important Thing to Remember...
Keep It Simple!

Before you exit PowerPoint:

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Bibliography and Suggested References

Books in HSU Library on PowerPoint 4.0

• Badgett, Tom. Teach Yourself... PowerPoint 4.0 for Windows. MIS Press, 1994 (T385 B27 1994)
• Beatty, Grace Joely. PowerPoint: the visual learning guide. Prima Pub., 1994 (T385 B425 1994)
• Shaffstall-Klopfenstein, Cyndie. Using PowerPoint 4 for Macintosh. Que, 1994 (QA76.8 M3 S5354 1994)
• Stroo, Eric. The Ultimate Microsoft Office Book. Microsoft Press, 1994 (HF5548.2 .S83372 1994)
Books in HSU Library on Other Versions of PowerPoint
• Badgett, Tom. Teach Yourself... PowerPoint for Windows 95. MIS Press, 1995 (T385 B28 1995)
• Bott, Ed. Using Microsoft Office for Windows 95. Que, 1995 (HF5548.4 M525 B683 1995)
• Bruck, Bill. The Essential Book for Microsoft Office: the get-it-done tutorial for professionals. Prima Pub., 1996 (HF5548.4 M525 B78 1996)
• Burns, Patrick. Microsoft Office 95 Companion. Ventana Press, 1995 (HF5548.4 M525 B87 1995)
• Hart-Davis, Guy. The ABCs of Microsoft Office for Windows 95. Sybex, 1996 (HF5548.4 M525 H37 1996)
• Kraynak, Joe. 10 Minute Guide to PowerPoint for Windows 95. Que, 1995 (T385 K724 1995)
• Leonhard, Woody. Office 97 Annoyances. O'Reilley, 1997 (HF5548.4 M525 L46 1997)
• Lowe, Doug. PowerPoint for Windows 95 for Dummies. IDG Books Worldwide, 1995 (T385 L68 1995)
• Microsoft Office 97 Professional 6 in 1. Que, 1997 (HF5548.4 M525 M533 1997)
• Mullen, Robert Microsoft Office 97 Professional Quick Reference. Que, 1997 (HF5548.4 M525 M85 1997)
• Padwick, Gordon. Building Integrated Office Applications. Que, 1996 (HF5548.4 M525 P34 1996)
• Sagman, Stephen W. Running Microsoft PowerPoint for Windows 95: in-depth reference and inside tips from the software experts. Microsoft Press, 1995 (T385 S2356 1995)
• Winter, Rick. Using Microsoft Office for Windows 95. Que, 1995 (HF5548.4.M525 W56 1995)
Books on PowerPoint 4.0 Not in HSU Library
• Adams, Pamela W. Introduction to Microsoft PowerPoint 4.0 ComputerEase Publications, 1996
• Altman, Rebecca Bridges. PowerPoint 4 for Windows. Addison-Wesley, 1995
• Bacon, Lynn Marie. Getting Started with Microsoft PowerPoint 4.0 for Windows. Wiley, 1996
• Beskeen, David W. Microsoft PowerPoint 4.0 for Windows Illustrated. Course Technology, Inc., 1995
• Bobchin, Craig. PowerPoint 4 for Windows Quickstart. Que, 1994
• Capron, H. L. Select PowerPoint 4.0 for Windows. Addison Wesley Longman, 1996
• DDC Publishing Staff. PowerPoint for Windows 4.0 Quick Reference Guide. DDC Publishing, 1994
• DataPower AS Staff. Microsoft PowerPoint 4.0: introductory coursebook. DataPower Intl., 1995
• Dixon, Edna. Understanding & Using Microsoft PowerPoint 4.0 West Pub. Co., 1995
• Dooley, Brian J. Learn PowerPoint 4.0 for Windows in a Day. Wordware Publishing, 1994
• Grace, Rich. Using PowerPoint 4 for Windows. Que, 1994
• Grauer, Robert T. Exploring Microsoft PowerPoint: version 4.0 Prentice Hall, 1994
• Hutchinson, Sarah E. Microsoft PowerPoint 4.0 for Windows. Irwin Professional Pub., 1994
• Karney, James. Power of PowerPoint 4.0 for Windows. MIS Press, 1994
• Kraynak, Joe. 10 Minute Guide to PowerPoint 4.0 Alpha Books, 1994
• Murphy, Patricia. Microsoft PowerPoint 4.0 for Macintosh. South-western, 1997
• Murray, Katherine. Mastering PowerPoint 4.0 for Windows. Sybex, 1994
• O'Leary, Timothy J. Microsoft PowerPoint 4.0 for Windows. McGraw-Hill, 1995
• PC Learning Labs Staff. PC Learning Labs Teaches PowerPoint 4.0 for Windows. Que, 1994
• Pfaffenberger, Bryan. Easy PowerPoint 4 for Windows. Que, 1994
• PowerPoint 4.0 Windows Advanced. Computer Confidence, 1995
• PowerPoint 4.0 Windows Introduction. Computer Confidence, 1994
• Shelly, Gary B. Learning to Use Windows Applications: Microsoft PowerPoint 4 for Windows. Boyd & Fraser, 1996
• Stover, Susan P. PowerPoint 4 for Windows Visiref. Que, 1994
• Sullivan, Rick. Microsoft PowerPoint 4.0 for Windows. South-western, 1996
• Toliver, Pamela. Star PowerPoint 4.0 for Windows. Boyd & Fraser, 1996

World Wide Web Resources on PowerPoint

• CompuTouch's Presentation Suggestions (http://www.computouch.ca/present.htm)
• Insert Internet Graphics in PowerPoint (http://www.sd01.k12.id.us/schools/borah/teachers/purdy/multimed/power/powerpt.htm)
• Pointers for PowerPoint (http://dist-ed.tamu.edu/ppt_pointers.html)
• PowerPoint Q/A, Tips & Tricks (http://www.bitbetter.com/powerpnt.htm)
• PowerPoint Tips (http://www.hesston.edu/academic/lrc/fits/POWERPNT/PPTMAIN.HTM)
• PowerPoint Online Documentation at University of Wisconsin - Eau Claire (http://ollie.uwec.edu/Info/IT/Sup/Help/PPoint/docppnt.htm)
This is the best guide I have seen for PowerPoint on the WWW. It is very thorough and covers most everything you would want to know about PowerPoint 4.0. It also covers the other versions of PowerPoint.
• Self Help Guides: Microsoft Powerpoint (http://www.herts.ac.uk/lrc/help/guides/powerpt.htm)

Send comments and suggestions about this page to: Sharon Chadwick

This page was updated: March 27, 1998

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