10/18/2006
POWERPOINT “HOW TO”
Choosing a new slide
1. New slides can be added to the presentation several ways:
- Ctrl-m
- Insert menu-new slide
- Common tasks-new slide
- Standard toolbar new slide icon
Layout Options
1. Slide layouts can be changed from the common task tool bar once you are on a slide.
2. Choose the layout that is the best set up for your slide.
3. Remember that the layouts can be changed, as they are just text or object boxes on a slide by dragging or deleting.
4. If you want to create your own slide layout just choose the blank card and add your own text boxes and/or clipart from the draw tools menu at the bottom of window.
Text: Style, Font, Alignment, and Color
1. The formatting tool bar will allow font, style, and alignment changes. If
you have already typed in your text just select it and then make your
choice.
2. The color change can be made using the font color feature on the
draw tool bar at the bottom of the screen. If the draw tool bar is
hidden just go to the view menu and select it under tool bars.
3. Word Art is another feature in which you can type your words and
they will take on a shape, shadow, or 3-d effect. This feature is also
located on the draw tool bar at the bottom of the screen.
Background Color
1. Apply design from the common tasks tool bar will allow you to choose
an already made design that comes with the software. NOTE: if there is not a blank choice you will be stuck with your choice. It may be a good idea to do this later if you are not sure of a background.
2. You can also create your own background colors by choosing
the format menu and background.
· find the black arrow that is pointing down, hold down on it.
· you can choose a solid color and apply to just that slide or apply it to all of them.
· you can choose fill effects and this will allow choices of:
gradients, texture, and patterns. Each of these can have its color adjusted.
· If you have your apply design chosen first it will adjust that design into the color scheme you have chosen, but not the whole design.
· Choose apply for that slide or apply all for the whole slide show. Note: pick a background that is easy to read throughout the entire slide show.
Animation Effects
1. Open the animation effects tool bar from the view menu or click on the star icon on the formatting toolbar.
2. Several effects are on this tool bar and are shown by icon.
3. In the lower right hand corner there is a custom animation feature
which will allow you to pick more effects. (See below)
4. The order that you pick the effects on the slide is the order in which they will come on to the slide. If you want to change the order just click once on the text or object box and go to the animation effects toolbar. Hold down in the black arrow (lower left hand corner) to see the number of effects. Choose the number in which you want that box to come on to the slide. (See below)
5. BE VERY CAREFUL!!! Too many effects or the wrong effects can be very distracting to the people viewing your slide show. If your audience misses your message, what was the point of the presentation? The slide in effects are nice if you do not want all your information showing at one time. Each one can slide in as you talk about it. You can also choose dim in the custom animation screen. The dim feature will change the color of the last point when you click on the new point.
6. Effects are an extra, not a presentation requirement.
Transitions
1. Under the slide show menu choose slide transitions.
2. The transitions you pick will be shown between the slides.
3. Select how fast the transition will play by clicking on your choice at
this screen.
4. Choose transitions that will not take away from the presentation.
5. Transitions should be set on mouse click for user control or automatic
with the number of seconds set for auto play of presentation. (Time auto)
6. Transitions are an extra, not a presentation requirement.
Views
1. Slide view – your work area of each slide in a large view.
2. Outline view – either create your outline and the presentation will make
its self or have an outline ready to print after you create a presentation.
3. Slide sorter – you can see all the slides in your presentation. Click and
drag to change the order in which you want them to play. See the
effects or transitions set on each card. Double click on a card to get
to it quickly.
4. Notes view – this view will let you add notes to each slide on an
individual sheet for printing. You will see your slide at the top and your
own notes for your presentation at the bottom.
5. Slide show view – use this to run your presentation. Click your mouse
to stop the presentation, or click on esc. Look in the lower left hand
corner for a pop up menu.
Printing – MAC Version
1. Go to the file menu and choose print.
2. Find the box with the word General in it. Hold down on the black arrow.
3. Select Microsoft PowerPoint from the list.
4. Next the words “Print What” you will find a box with the word slide.
Hold down on that box to see that other print choices. We will use
handout (2 per page) to save paper and printing time.
5. When printing the slides make sure that the pure black and white box
has a check mark in it. If it does not there will be a big waste of toner
because the color will show in shades of black in the background.
Printing – PC Version
1. Go to the file menu and choose print.
2. In print range select to print all slides, current, or list the slide numbers in the slides box. Note example below box for help with this.
3. The print “what box” has many choices in the pop up menu. You can print
slides, handouts, your notes pages, or an outline of the presentation.
4. Handouts – if you choose handouts, at the right select how many will print
on one page.
5. The grayscale print choice works well.
6. Click ok to send to the printer.
Advanced
Features of PowerPoint
Creating Buttons
· Slideshow menu
· Choose action buttons
· Select a button style
· Draw button shape
· Click hyperlink
· At the pull down menu choose slide
· Select the slide out of the list that you want to connect to
· Click ok
· Change the color on it by clicking once to select, use the paint bucket icon on the draw tools
· Also, the line width, line color, and shadow may be changed using the draw tools
· While in slideshow view test the button
· If this is a button that you will use several times, go to slideshow view and make sure it works. Then: click once on it, copy, and paste on each slide.
· To edit a button: right click on it, choose hyperlink, click on the “hyperlink to” pop up menu and choose slide and then select the correct slide.
MUSIC RECORDINGS
Windows system set ups for Music recordings
· Set up for using the Stereo mix for recording a CD sound clip:
o Find the speaker icon on the task bar, right hand side.
o Double click on the speaker icon
o Go to the options menu and choose properties
o Click on recording
o Place a check mark in the following boxes if they are not done.
-Mono mix -Line in mic -CD player
-Stereo mix -Mic
o Click Ok.
You are now at the recording control window, you should now place a check mark in the stereo mix column select box. The slide or better known as the gain should be set to only about the second marking from the bottom. If you increase it too much you will see your recording waves in Audacity get too large and they will reach outside of the recording window area. This may cause your music to sound bad. The gain may need to be adjusted as you work. You can keep the recording control window open during your use of Audacity. Now you can record a cd sound clip using Audacity and the Windows media player. DO NOT HAVE THE MICROPHONE PLUGGED IN THEN YOU ARE RECORDING A CD SOUND CLIP. It may record through the mic instead of the sound card and there will be too much feedback on the playback.
Recording Music Sound Clip (Using Audacity Software-freeware software that can be down loaded from the internet)
PowerPoint Help 9
10/18/2006
· Start Windows media player after inserting music cd
· Start the software audacity (This is a freeware piece of software and can be downloaded from the internet)
· Arrange Windows so that you can see both pieces of software
· Get to the cd sound track where you would like to record
· At the file menu choose preferences, Audio I/O tab and check mark stereo, click ok
· Start cd playing
· At the audacity window click record
· Record no more than 15 seconds of the song
· Click stop on audacity
· Click stop on Windows media player
· Back at audacity listen to your recording
· Audacity has other features that you can use to enhance or improve your recording if you want to mess with it, highlight the recording line, go to effects menu and try them.
· File
· Export mp3
· Choose your user folder
· Create new folder
· Name it music
· Give the file a name
· Click save or ok
· If you want to save this clip and return to it to work on again: Go to the file menu and select save project as, name it and save it in your music folder. This file would need to be exported after you make changes to it, if you want to use it in PowerPoint.
· Repeat steps for other sound clips naming them each a different name
· Exit both audacity and Windows media player
· Go to your slide in power point
· Insert menu
· Movies and sounds
· Sounds from file
· Select music file
· A speaker icon should appear on the slide
· While in slide show view click on the speaker to hear the clip
PowerPoint Help 9
10/18/2006
Getting music to play over several slides (DO NOT USE IN MENU SET UP PROJECT)
· Note: the speaker icon (appears when sound or music is placed on slide) should be on the first slide if you want the music to play throughout the whole slide show
· Follow the steps above to get sound set to play
· Right click on speaker icon
· Choose custom animation
· Click order and timing tab
· Click on media # (this is the sound object you created and placed on slide)
· Select either on mouse click or auto # seconds before it plays
· Click multimedia settings tab
· Place checkmark in play using animation order
· Choose continue slide
· Stop playing one slide before where your voice recording is located
· Ex: if your voice recording is on slide 8 stop after 7 slides is your choice
MICROPHONE RECORDINGS
Windows system set ups for microphone recordings.
· If you or someone else who uses your computer is working between the mic settings and the cd stereo mix settings you need to make sure that you are on the correct setting for what you are doing.
· Set up for using the microphone: (see picture above)
o Find the speaker icon on the task bar, right hand side.
o Double click on the speaker icon
o Remove the checkmark from mute and slide the gain (slide bar) up about a third of the way.
o Go to the options menu and choose properties
o Click on recording
o Place a check mark in the following boxes if they are not done.
§ Mono mix
§ Stereo mix
§ CD player
§ Line in mic
§ Mic
o Click OK.
You are now at the recording control window, you should now place a check mark in the microphone balance column select box.
Voice Recording Directions using PowerPoint
· Plug mic into back pink plug in (first on right side if facing back of machine.)
· Make sure you are at the slide that you want to record
· Click on Insert menu
· Choose Movies & sound
· Choose Record sound
· Type in a name
· Click red button to record
· Click stop
· Click play to listen to
· Note: if you want to continue recording just hit the record button
· If the recording is needs to be rerecorded just cancel and repeat.
· Click OK when done
· Speaker icon on screen
· Drag it to where you want it
· Click on speaker to hear recording while in slideshow view
· If you are interested in having it play when the person gets to the slide automatically then work in the custom animation screen to time it to play automatically when arriving at the slide. This should be similar to the directions above, but without using the background music.