Microsoft PowerPoint 2000 Manual

Microsoft PowerPoint has revolutionized the way the world makes presentations. From the conference room to the classroom, PowerPoint offers an easy approach to conveying information in an understandable, appealing fashion. This manual aims to provide people of any experience level with clear, detailed instruction in the basics of PowerPoint.

TABLE OF CONTENTS
Getting Started ............................... 2
AutoLayout ........................................... 2 Managing Presentations........................ 2 Views..................................................... 3

Printing Options ............................. 6 Effects .............................................. 7

Animation ..............................................7 Slide Transitions....................................7 Action Buttons.......................................7

Working with Slides ....................... 4

Manipulating ......................................... 4 Formatting............................................. 4

Other Options ................................. 8

Rehearse Timings ..................................8 Hide Slide ..............................................8 Pack and Go Wizard..............................8

Modifying Slides ............................. 5

Text ....................................................... 5 Graphics ................................................ 5 Movies, Sounds, Charts, and Tables .... 6

Summary ......................................... 8

Microsoft PowerPoint 2000 makes it easier to organize, illustrate, and deliver your ideas professionally. Whether you're conducting a meeting, presenting at a conference, or delivering your message over the Internet, the Microsoft PowerPoint 2000 presentation graphics program provides the tools you need to make your pointpowerfully. (Source: http://www.microsoft.com/office/previous/powerpoint/2000Tour) Please send feedback to freeclasses@students.miami.edu.
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Microsoft PowerPoint 2000 Manual

Getting Started
To open PowerPoint from the UM computer labs, click on the Start button in the lower-left corner of the screen and select PROGRAMS > MS OFFICE > MICROSOFT POWERPOINT. A dialog box will appear with the following options: AutoContent Wizard creates a visually attractive presentation with sample text based on your purpose Design Template creates a new presentation with a preset background theme Blank presentation allows you to create your own presentation from scratch Open an existing presentation allows you to open a presentation that has already been created.

AutoLayout
If you choose to create a new presentation using a blank presentation, a dialog box will appear with various slide layouts, including: Title Slide Bulleted List 2 Column Text Table Text & Chart Chart & Text Organization Chart Chart Text & Clip Art Clip Art & Text Title Only Blank Press OK to insert the selected slide layout into your new blank presentation.

Managing Presentations
The most effective menu for managing your presentations is the FILE menu, under which you will find the following useful commands: NEW brings up a dialog box for you to choose what type of new presentation you want to create OPEN brings up a dialog box so you can select an already-existing presentation to work with CLOSE closes the presentation you are currently working in SAVE saves the current presentation under the name it has already been given, or asks you to name it SAVE AS brings up a dialog box to choose a name and location where you want it to be saved PACK AND GO prepares the presentation so that it can be shown on another computer PAGE SETUP allows you to alter margins and paper size, source, and layout PRINT brings up a dialog box for choosing which printer to send the presentation to EXIT closes all presentations and exits PowerPoint
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Microsoft PowerPoint 2000 Manual

Views
Menu Bar Title Bar Formatting Toolbar Standard Toolbar

Text Box

Cursor

Outline Pane

Whiteboard View Icons Drawing Toolbar

Notes Pane

The largest portion of the screen is taken up by the whiteboard, which is a preview of the slide. The outline pane makes it easy to view the textual content of each slide without the graphics. The notes pane allows you to create speaker notes that will not be displayed in the slide show. View icons allow you to switch between views by simply clicking on the view you want. At the top of the window is a blue bar called the title bar. The title bar contains the name of the application, Microsoft PowerPoint, and the name of the presentation you are working on, which PowerPoint automatically calls Presentation1 until you name it otherwise. The title bar also contains the minimize button, the maximize/restore button, and the close button. Below the title bar is the menu bar, containing lists of commands used to give PowerPoint instructions.

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Microsoft PowerPoint 2000 Manual

The standard toolbar resides below the menu bar, and contains buttons with images that correspond to some frequently-used menu commands. The formatting toolbar is usually located below or next to the standard toolbar. It contains buttons that correspond to several commands for formatting characters and paragraphs. Toolbars may be moved by clicking on their handles (located in their uppermost left corner) and dragging them to other locations. If a toolbar is in its own window, clicking and dragging its title bar will relocate it. The drawing toolbar appears at the bottom of the window. When you click in a text box or in the text pane, you should see a blinking vertical line called the cursor. The cursor indicates where text will be inserted. It does not appear on the printed page. When a text box is selected, a selection rectangle appears to indicate its boundaries.

Working with Slides

A presentation is made up of slides, which can contain text, pictures, charts, tables, and even movies and sound. This section explains how to add, rearrange, and delete slides, and how to change colors in the slides to provide uniformity within the presentation.

Manipulating
To insert a new slide, choose INSERT > NEW SLIDE from the menu bar. The dialog box for selecting an AutoLayout will appear. The slide layout can be changed at any time by choosing FORMAT > SLIDE LAYOUT and selecting a different layout to reapply. To duplicate an already-existing slide, click the cursor in the slide you want repeated and choose INSERT > DUPLICATE SLIDE or EDIT > DUPLICATE. You can even insert slides from other presentations or documents, using INSERT > SLIDES FROM FILES or INSERT > SLIDES FROM OUTLINE. To reorder slides, click and drag their slide number in the outline pane or switch to slide sorter view and click and drag the entire slide to its new location. To remove slides, choose EDIT > DELETE SLIDE.

Formatting
To apply a certain color scheme to your entire presentation, choose FORMAT > COLOR SCHEME and either select one of the standard schemes to apply or customize your own. Color schemes change the background color and font color on all slides to add a uniform look. To add fill effects to your presentations background choose FORMAT > BACKGROUND and choose Fill Effects from the drop-down menu. You can also use the background option to change the background color for one slide instead of for the entire presentation. A faster way to add consistency to your presentation is through design templates, which PowerPoint has already created. They can be applied by choosing FORMAT > APPLY DESIGN TEMPLATE and selecting a presentation design.
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Microsoft PowerPoint 2000 Manual

Modifying Slides
Regardless of the AutoLayout you have selected for a slide, you can still customize slides to appear the way you want, using text boxes, pictures, charts, and tables.

Text
To add text to a slide, click in a text box and begin to type. Empty text boxes of AutoLayout display Click to add text until you add text to them (but if you leave them empty, they will not print Click to add text). If you want to insert your own text box, choose INSERT > TEXT BOX and use the mouse to click and drag a rectangle on the whiteboard. Hyperlinks may be inserted into textboxes by clicking in the text box and choosing INSERT > HYPERLINK. To delete a text box, select it and choose EDIT > CLEAR. If you manually inserted the text box, the entire text box will disappear, but if the text box is part of an AutoLayout, it will revert to displaying Click to add text. To get rid of it completely, choose EDIT > CUT. You can change the texts font, font size, color, alignment, and line spacing, as well as the bullets and numbering, under the FORMAT menu. Some of these options can be applied by the Formatting toolbar. The color, size, and position of text boxes can be changed under FORMAT > Font COLORS AND LINES. Font Size
Right Align Numbered List Center Align Bulleted List Underline Left Align

The font, bullets and numbering, and animation for each type of text box and level of text can be standardized for all slides using VIEW > MASTER > SLIDE MASTER.

Graphics
To insert graphics, choose INSERT > PICTURE > CLIP ART to select a picture from Words clip art gallery > FROM FILE to select a picture saved on your computer > AUTOSHAPES to bring up the AutoShapes toolbar and insert shapes which can contain text > ORGANIZATIONAL CHART to chart an organizational hierarchy > WORDART to create text effects using the WordArt toolbar on words you enter > MICROSOFT WORD TABLE to insert a table that can be edited like a MS Word table To format a picture, right-click on it and choose FORMAT from the context-sensitive menu. Formatting allows you to change the color, size, layout, and other aspects of the picture. Layout determines the pictures location and how text wraps around the picture. Pictures may be cropped so that only a portion of the original picture remains. This can be done under the Picture tab or by using the crop button on the Picture toolbar. With the crop button enabled, you can crop by dragging the sizing handles, the small boxes located at the corners and sides of the picture when it is selected. You can also move your picture by selecting it, and when the mouse pointer turns into a four-headed arrow, click and drag the picture where you want it. To resize the picture, select it, then click and drag the sizing handles.
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Shadow

Increase Font Size Decrease Font Size

Italics

Bold

Microsoft PowerPoint 2000 Manual

Movies, Sounds, Charts, and Tables

Under the INSERT menu you can also add the following items to your slides. Movies and Sounds can be inserted from the Gallery or from files that you have on your computer. They can be set to either play when the slide appears or to play when you click on their button Chart brings up a data table into which you can enter information that will be displayed as a chart. When a chart is inserted, the standard toolbar temporarily displays the following options:
Show Data Table Format Selected Chart Object Import File View Datasheet Series By Row Selected Chart Object Series By Column

Category Axis Gridlines Value Axis Gridlines

Change Chart Type

Table brings up a dialog box for you to enter how many rows and columns you want in your table. Tables can be edited by selecting them and choosing FORMAT > TABLE.

Printing Options
When your presentation is complete, you have several options for how you can distribute it. Choose FILE > PRINT. Under Print what, you can choose: Slides: Prints one slide per page Handouts: Prints 2, 3, 4, 6, or 9 slides per page Notes Pages: Prints one slide and notes per page Outline View: Prints the outline pane To view your presentation slide by slide, choose SLIDE SHOW > VIEW SHOW or press F5. See the help menu to the left for details on how to advance through the show.
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Show/Hide Legend

Microsoft PowerPoint 2000 Manual

Effects
If you have decided to display your presentation as a slide show, there are many interesting effects you can use to add interest.

Animation
It is easy to control how the text and graphics of your presentation appear during the slide show. The easiest way is to click in a slide and choose SLIDE SHOW > PRESET ANIMATION and check one of the options. To preview how the slide will be seen, choose SLIDE SHOW > ANIMATION PREVIEW. The preset animations include sounds. To customize the animation, choose SLIDE SHOW > CUSTOM ANIMATION. The upper-left box allows you to control which text boxes to animate. The Order & Timing tab allows you to indicate which text box to animate first and whether the animation should proceed on mouse clicks or after a specified time. The Effects tab determines: 1. How the animation should appear; 2. What sound should occur with it; 3. Whether text should appear all at once, by word, or by letter; 4. At which bullet level it should be 1 3 grouped; and 5. Whether the animation dims or 4 2 changes color after you proceed to the next paragraph. 5 You can preview the animation by clicking Preview.

Slide Transitions
To effect the way your presentation changes from one slide to the next, choose SLIDE SHOW > SLIDE TRANSITION. From this dialog box, you can control what effect to add, the speed at which the effect occurs, whether the slide advances on a mouse click or after a specified amount of time, whether sound occurs, whether the sound continues to the next sound, and whether to apply the animation to the entire presentation or to the current slide. A preview of the effect appears under Effect.

Action Buttons
Under SLIDE SHOW > ACTION BUTTONS, you can choose what kind of button you would like to add to your slide. Click and drag in the slide to draw where you want the button to appear and how large you want it. A dialog box will appear for you to choose what action the button will perform and whether a sound will occur when the button is clicked during the slide show. To modify your action buttons, select one and choose SLIDE SHOW > ACTION SETTINGS.
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Microsoft PowerPoint 2000 Manual

Other Options
PowerPoint has several other options that may help you present your slide show.

Rehearse Timings
If you would like slides to automatically advance so that you do not have to click the mouse during your presentation, you can use SLIDE SHOW > REHEARSE TIMINGS. PowerPoint will start the show and record how long you view each slide. The next time you view the slide show, PowerPoint will automatically advance the show according to the amount of time each slide was viewed.

Hide Slide
To prevent a certain slide from being displayed during your presentation, you can hide it by selecting it and choosing SLIDE SHOW > HIDE SLIDE. During the slide show, the slide will not be shown unless you press the H key to go to the hidden slide. This feature can be useful if your presentation includes a controversial subject that you would prefer not to discuss but want to be prepared for in case the audience brings it up.

Pack and Go Wizard

The Pack and Go Wizard helps you package your entire presentation so that you can present it on another computer which may not have the same features as the computer you created your presentation on. Choose FILE > PACK AND GO WIZARD to begin. The Wizard will ask you where to save the presentation, whether or not to include files that you may have linked in your presentation, whether or not to embed the fonts so that they will be the same even if the other computer doesnt have them, and whether or not to include a viewer in case the other computer doesnt have PowerPoint on it.

Summary
Congratulations! You should now be able to create a colorful, attractive PowerPoint presentation that can be printed in various ways to suit your purpose or presented as a slide show. Please feel free to send feedback about this manual to freeclasses@students.miami.edu.
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