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Terminology
Point Move the mouse so the pointer is on the specified item.
Click Press the left mouse button once then release it immediately.
Double Click Press the left mouse button twice in quick succession.
Right Click Press the right mouse button once then release it immediately.
Drag and Drop Press the left mouse button and hold it down while moving the mouse. Let go when you have dragged the object to the required position.
Key Shortcuts: You may choose to use the key combinations in this leaflet such as <Ctrl>+<Z> - this means, hold down the first key(s) (e.g.<Ctrl>), whilst pressing once, the last key (e.g. <Z>).
START and EXIT POWERPOINT
Starting PowerPoint
- Click the Start button, then select Programs, Microsoft Office and Microsoft PowerPoint 2003
…or… double click on the PowerPoint 2003 icon on the Desktop
…or… single click on the PowerPoint 2003 icon on the Quick Launch portion of the TaskBar.
- A Blank Presentation will open.
Exiting PowerPoint
See the section on Saving Files and then….
- Click File on the Menu Bar and then click Exit
…or…click the Close icon in the top, right corner of the screen.
STARting a New Presentation
The AutoContent Wizard gives you a range of different presentation types and styles that can be edited to suit your own requirements.
- Click File on the Menu Bar and then click New…
- Click on From AutoContent Wizard… in the New Presentation task pane.
- Now follow the five steps in the Wizard process.
- Initially the presentation will be in Normal (Outline) View.
Customising the Presentation
- You will see in Normal view that the text is very general. It can be replaced by using the mouse to click and drag over the unwanted text, then typing in what is desired.
- Remember, if you make a mistake click on the Undo icon.
- If you wish to add a new point to a slide, click at the end of a line, press <Enter> and start typing.
- If you wish to delete a point in a slide, highlight the text and press the Delete key.
Design Template
Design Templates give you a choice from a range of presentation styles.
- Click File on the Menu Bar and then click New…
- Click on From design template in the New Presentation task pane.
- Select a design template from the Slide Design task pane. This will define the slides’ background pattern.
- You will see a Title Slide in your presentation, in Normal (Slides) View, in the style you have chosen - see Creating a Title Slide.
- Insert further slides, see Creating a New Slide.
Blank Presentation
This option (the default) allows you to design your own presentation type and style.
- Click File on the Menu Bar and then click New…
- Click on Blank Presentation in the New Presentation task pane.
- You will see a Title Slide in your presentation, in Normal (Slides) View, see: Creating a Title Slide and Adding a Background.
- Insert further slides, see Creating a New Slide.
Saving A Presentation
Saving a new presentation for the first time
- Select File on the Menu Bar and then click Save.
- This will give the Save As box: Type a name in the File name: box and click Save. PowerPoint files have the extension .ppt (PowerPoint templates have the extension .pot).
Creating a new presentation from an existing one
- Select File on the Menu Bar, then click Save As… and give it a new File Name.
- Click Save. You will then have a copy of the original file to edit.
Building a Presentation
Creating a Title Slide
A new Design Template or Blank Presentation will contain a Title slide in Normal (Slides) View.
- To add text: click in the appropriate placeholder (see below) and type. Whatever you type will replace the existing instructions.
- You will notice that the text is automatically centre-justified.
- To start a new line, press the <Enter> key.
Creating a New Slide
- Click on Insert on the Menu Bar and then click New Slide… …OR…
click on New Slide button on Standard toolbar.
- A New Slide will appear in your presentation. Choose a Layout from the Slide Layout task pane.
- Click and insert text where instructed.
To add new bullets to a bulleted list
To change bullet levels
…OR…edit them appropriately, see Working in Normal View.
AutoLayouts and Placeholders
You will have noticed that there are a range of different AutoLayouts available in the Slide Layout task pane.
Except for the Blank Slide, they all have placeholders – areas where you can insert text or objects.
As well as placeholders for titles, text and bulleted lists, there are those that can contain objects such as Clip Art, graphs or organisational charts.
Adding a Background
You can add a pre-set design to a presentation by adding a Design Template. Each template will give you a background and text formatting. This can be edited and extra images (e.g. a logo) or text can be added, see Slide Master.
- Click Format on the Menu Bar and then click Slide Design. The resulting Slide Design task pane will give you a list of templates.
- When you have decided on a template, click on the drop-down arrow and then select Apply to All Slides or Apply to Selected Slides.
Note: You can get a larger preview of each design by clicking the drop-down arrow and then clicking Show Large Preview.
Deleting a Slide
In Normal or Slide Sorter View:
- Click on the slide icon or slide.
- Press the <Delete> key
…OR...
click Edit on the Menu Bar and click on Delete Slide.
Viewing Slides
The different views are accessible from the View menu or from the buttons at the bottom left hand corner of the screen, as below:
Normal View
 Normal View is the main editing view, which you use to write and design your presentation. The view has three working areas in their own adjustable panes, (so you can see everything at once, at whatever size you want):
- on the left: tabs that alternate between an outline of your slide text (Outline tab) and your slides displayed as thumbnails (Slides tab);
- on the right: the Slide pane, which displays a large view of the current slide;
- on the bottom: the Notes pane.
The Outline and Slides tabs change to display an icon when the pane becomes narrow, and if you only want to see the current slide in the window as you edit, you can close the tabs by clicking on the Close box in the right hand corner, see Working in Normal View.
Slide Sorter View
 Slide Sorter View enables you to see a miniature of each slide so that you can get an overall feel for the presentation. This view is useful for re-arranging the order of your slides: you can move the slides by clicking on them and dragging to a new position. It can also be used to add, or delete slides and preview your transition and animation effects.Slide Show View
 Slide Show View allows you to see each slide as a full screen and is how you finally present your 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, see Running the Show.Working in Normal View
In Normal View you can:
- both edit and order text in your slides. When you click on a numbered slide icon (or any text within it) on the left, that particular slide appears on the right.
- put your text into bulleted lists. It puts the text into one of five Levels, see Slide Master.
- view the Outlining toolbar, probably running up the left hand side of the screen (If you can't see it, click on the View menu, then on Toolbars and select it from the drop-down list). The buttons on this toolbar allow you to move paragraphs up or down, promote/demote text, show varying levels of detail etc., as detailed overleaf.
In the following section, view text by clicking on Outline tab in Normal View.
Moving Slide Titles, Paragraphs or Text
This will change the Position of text.
- Click on the slide icon, paragraph icon (to select everything in the paragraph and anything in subordinate paragraphs) or text line(s).
- Click on the Move Up
 or Move Down  icons on the Outlining toolbar …OR… drag the selection to required position.
Promote or Demoting Slide Titles, Paragraphs or Text
This will change the Level of text. If you demote a slide title, it becomes a bullet (highest level), if you promote a highest level bullet, it becomes a new slide title.
- Click on the slide, paragraph or text line(s).
- Click on the Promote
 or Demote  icon on the Outlining toolbar …OR…click on the paragraph’s icon or bullet, drag (a vertical line appears) it to the left or right and drop it at
the Level you require.
Slide Master
The Slide Master holds the format for various Levels of text style: e.g. Master title (i.e. Slide Icon) style, Master text style (first level bullet), Second level bullet, etc. Anything you add to it will by default appear on every slide in the presentation, so this is the place to put a logo or text that you want to see on every slide.
- Click on View on the Menu Bar and then click Master, Slide Master
Editing the Text Levels in the Slide Master
- In Slide Master view, select the text of the Level you want to edit.
- Change the Level's text formatting using the Formatting toolbar.
Note: All occurrences of this Level in your presentation will now reflect the changes you have made in the Slide Master.
To set paragraph indentations:
- If the ruler isn't displayed, click Ruler on the View menu.
- Set the indent for the paragraph, by dragging the appropriate indent marker on the Ruler.
Note: Lower Level paragraph markers will also move at the same time, so it’s best to adjust these first.
Creating a Coloured Background
In the Background box, you can also apply a coloured/graded fill (if you have chosen to use a presentation template, you can edit it, although it may not be straightforward!). Coloured fills can be varied from plain, flat colour to a combination of two colours, to pre-set patterns and textures, or you can even insert a picture.
- Click on Format on the Menu Bar and then click Background…
- Under Background fill, click on the drop-down menu and click on Fill Effects…
- From the resulting Fill Effects box, choose a fill type tab, e.g. Gradient, Texture or Pattern, set as required and click on OK.
- Click on Apply to All.
Note: if you are in Normal View etc., rather than Slide Master view, click Apply to affect only the current slide, or Apply to All to affect all slides in the presentation.
Leaving out Objects from the Slide Master
To exclude any Master graphics etc. on any particular slide:
- In Normal or Slide Sorter view, click on the slide icon to exclude from.
- Click on Background… from the Format menu.
- Click in the Omit Background Graphics from Master check box so that it contains a tick. (Note: this process is reversible).
- Click on Apply.
Giving the Presentation
You can create speakers notes and handouts to add to the presentation:
To create and view Notes Pages
- Type in the (bottom right) notes pane of Normal view …OR… click on View on Menu Bar and then click Notes Pages.
- Click in the Notes box and type your notes.
- To move between slides, use the <Page Up/Down> keys.
To create Audience Handouts
To print out your slides for the audience and also print a header etc:
- Click File on the Menu Bar and then click Print.
- In the Print What: drop-down menu, choose Handouts.
- In the Slides per page box (in the Handouts area), choose the number of slides you want to print per page.
Running the Show
- Click View on the Menu Bar and click on Slide Show …OR… click the Slide Show button (bottom left of screen).
Moving through the Show
By default, the slides will change each time you click the left-hand mouse button. However, there are a number of other ways of moving backwards and forwards between the slides during a Slide Show: Try the <Enter>, <Space Bar>, <Page Up/Down>, and <arrow> keys.
Transitions
You may wish to set up the transitions between slides, for example, so that they change automatically or fade to black in between each one.
To change the Transitions, in Slide Sorter view:
- Select the Slide(s) that you want to change, hold down <Ctrl> key to select multiple slides …OR… use <Ctrl>+<A> to select all.
- Click on Slide Transition… on the Slide Show menu. Choose the effect that you want. The transition will take place as the slide appears on the screen.
- Click on Apply …OR… to apply the same transition to all of the slides, click Apply to All.
Animations
You can also set up how objects such as bulleted points appear on the screen, e.g. Fly from Left each time you click the mouse. Select a slide or slide(s) in Slide Sorter view as above and then:
- Click on Animation Schemes… on the Slide Show menu (the default setting is No Effect).
- Choose the effect that you want and then run the presentation.
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