You have several ways to move forward and backward through your presentation, from slide to slide:
✓ Click one of the double-headed arrows at the bottom of the vertical scroll bar. Doing so moves you through the presentation one slide at a
time.
✓ Press the Page Up and Page Down keys. Using these keys also moves one slide at a time.
✓ Use the scroll bar. When you drag the box in the scroll bar, a tooltip appears to display the number and title of the current slide. Dragging
the scroll bar is the quickest way to move directly to any slide in your presentation.
✓ In the list of slides on the left side of the window, click the thumbnail for the slide that you want to display. If the thumbnails are not visible,
click the Slides tab above the outline.
Thursday, January 27, 2011
How to move from slide to slide?
How to add a new slide?
When you first create a presentation, it has just one slide, which is useful only for the shortest presentations. Fortunately, PowerPoint gives you about 50 ways to add new slides to your presentation. You see only three of them here:
✓ On the Home tab, click the New Slide button in the Slides group.
✓ Press Ctrl+M.
✓ Right-click in the Slides or Outline tab on the left and then choose New Slide.
In all three cases, PowerPoint adds a blank slide with a standard layout that includes a title and content area as shown in Figure 1-5. If you want to choose a different layout, click the Layout button in the Home tab to display the gallery of slide layouts. This pane enables you to pick from several types of slide layouts. Just click the one that you want to use, and PowerPoint sets the new slide to the layout of your choosing.
Each slide layout has a name. For example, the Title and Content layout includes a text object in addition to the title area. This is probably the layout you’ll use most. It’s the best format for presenting a topic along with several supporting points. For example, Figure 1-6 shows a typical bulleted list slide.
How to edit text?
In PowerPoint, slides are blank areas that you can adorn with various objects. The most common type of object is a text placeholder, a rectangular area that’s specially designated for holding text. (Other types of objects include shapes, such as circles or triangles; pictures imported from clip art files; and graphs.)
Most slides contain two text objects: one for the slide’s title and the other for its body text. However, you can add more text objects if you want, and you can remove the body text or title text object. You can even remove both to create a slide that contains no text.
Whenever you move the cursor over a text object, the cursor changes from an arrow to the I-beam, which you can use to support bridges or build aircraft carriers. Seriously, when the cursor changes to an I-beam, you can click the mouse button and start typing text.
When you click a text object, a box appears around the text, and an insertion pointer appears at the spot where you clicked. PowerPoint then becomes like a word processor. Any characters that you type are inserted into the text at the insertion pointer location. You can press Delete or Backspace to demolish text, and you can use the arrow keys to move the insertion pointer around in the text object. If you press Enter, a new line of text begins within the text object.
When a text object contains no text, a placeholder message appears in the object. For example, a title text object displays the message Click to add title. Other placeholders display similar messages. The placeholder message magically vanishes when you click the object and begin typing text.
If you start typing without clicking anywhere, the text that you type is entered into the title text object — assuming that the title text object doesn’t already have text of its own. If the title object is not empty, any text that you type (with no text object selected) is simply ignored.
After you finish typing text, press Esc or click anywhere outside the text object.
Saturday, January 22, 2011
Creating a new presentation in PowerPoint 2010
When you first start PowerPoint, a new, blank presentation is created. The simplest way to create a new presentation is to start PowerPoint and then edit the blank presentation to your liking.
An alternative is to click the File tab to switch to Backstage View and then click the New command. This action offers several ways to create a new presentation:
✓ Blank Presentation: Double-click Blank Presentation to start a new presentation from scratch.
✓ Recent Templates: This section of the New screen lists templates you’ve recently used to create presentations. You can double-click any of these templates to create another presentation based on the template.
✓ Sample Templates: Click this item to display a list of sample templates provided with PowerPoint. When you create a presentation from a template, the presentation inherits various design elements (collectively called the theme) as well as prewritten content that’s stored in the
template.
✓ Sample Themes: Click this item to display a list of sample themes installed on your computer. Creating a presentation from a theme is
similar to creating a presentation from a template, except that the new presentation doesn’t contain any prewritten content.
✓ My Templates: Click My Templates to bring up a separate dialog box that lets you locate templates to create your presentation from.
✓ New from Existing: Double-click New From Existing to create a new presentation based on an existing one. Use this option if you want to create a presentation that is similar to one that you created previously.
✓ Office Online Templates: Use this section of the New screen to select a template from Microsoft’s online Web site, which contains templates
developed by the community of PowerPoint users, not by Microsoft itself. Note that the templates are arranged into categories, such as Agendas, Plans, and Presentations.
Notice that to the right of the palette of available templates and themes is a preview area that gives you a glimpse of what a presentation created with the currently selected template will look like.
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Experience the backstage of PowerPoint 2010
Every June, my wife and I attend plays at the Oregon Shakespeare Festival in Ashland, Oregon. A few years ago, we took the special backstage tour, in which we learned all kinds of nifty secrets worthy of a Dan Brown novel.
This section takes a brief look at PowerPoint’s Backstage View feature, which provides access to document management features previously found on the File menu. When you click the File tab in the top-left corner of the PowerPoint window, PowerPoint switches to Backstage View.
Initially, Backstage View displays information about the current presentation. However, the menu on the left — which bears a striking resemblance to what used to be called the File menu back in the day when programs had plain menus instead of fancy ribbons — provides access to the hidden features of PowerPoint available only to those who venture backstage.
You find out how to use the most important of these commands later in this chapter, and several of the more advanced commands on this menu are presented in later chapters.
Okay, the only secret my wife and I learned on the backstage tour at Ashland that was really worthy of a Dan Brown novel is the one about Psalm 46 in the King James translation of the Bible, which was published in 1611 — when William Shakespeare turned 46. If you count 46 words from the start of the Psalm, you get the word Shake. And if you count 46 words backwards from the end of the psalm, you get the word Spear. Which clearly means that there’s a treasure buried directly beneath the stage in Ashland’s outdoor theater. Next year I’m taking a shovel.
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The Ribbon of PowerPoint 2010
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The Ribbon is Microsoft’s new user-interface gadget for not just PowerPoint 2010, but also Word 2010, Excel 2010, and Access 2010. The Ribbon replaces the menus and toolbars found in versions prior to 2007.
Across the top of the Ribbon is a series of tabs. You can click one of these tabs to reveal a set of controls specific to that tab. For example, the Ribbon in Figure 1-1 (earlier in the chapter) shows the Home tab. Figure 1-2 shows the Ribbon with the Insert tab selected.
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Initially, the Ribbon displays the tabs described in Table 1-1.
Table 1-1 Basic Tabs on the Ribbon
Tab Actions You Can Perform
Home Create and format slides
Insert Insert various types of objects on slides
Design Tweak the layout of a slide
Transitions Change the transition effects that are applied when you switchfrom one slide to the next
Animations Add animation effects to your slides
Slide Show Present your slide show
Review Proof and add comments to your presentations
View Change the view
Besides these basic tabs, additional tabs appear from time to time. For example, if you select a picture, a Picture Tools tab appears with commands that let you manipulate the picture.
The commands on a Ribbon tab are organized into groups. Within each group, most of the commands are simple buttons that are similar to toolbar buttons in previous versions of PowerPoint.
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Tuesday, January 18, 2011
What's on PowerPoint 2010's interface? Part2
✓ The File tab: The first tab on the Ribbon is called the File tab. You can click it to switch the program into a special mode called Backstage View,
which provides access to various functions such as opening and saving files, creating new presentations, printing, and other similar chores. For
more information, see the section “Taking the Backstage Tour,” later in this chapter.
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✓ Quick Access toolbar: Just to the right of the File tab is the Quick Access toolbar, also called the QAT for short. Its sole purpose in life is to pro-
vide a convenient resting place for the PowerPoint commands you use the most often.
Initially, this toolbar contains just three: Save, Undo, and Redo. However, you can add more buttons if you want. To add any button to the QAT,
right-click the button and choose Add to Quick Access Toolbar. You can also find a pull-down menu at the end of the QAT that lists several fre-
quently used commands. You can use this menu to add these common commands to the QAT.
✓ Current slide: Right smack in the middle of the screen is where your current slide appears.
✓ Slides tab and Outline tab: To the left of the slide is an area that has two tabs, labeled Outline and Slides. The Slides tab shows thumbnail
icons of your slides, and the Outline tab shows your presentation arranged as an outline. You can switch between the two tabs by clicking the tab you want to view. The Slides tab, shows little thumbnail images of your slides.
✓ Notes pane: Beneath the slide is a small area called the Notes pane, which you can use to add notes to your slides. For more information on
using this feature.
✓ Task pane: To the right of the slide is an area called the task pane. The task pane is designed to help you complete common tasks quickly.
When you first start PowerPoint, the task pane isn’t visible, so you can’t see it in Figure 1-1. However, it appears whenever it’s needed, and you can see plenty of examples of it throughout this book.
✓ Status bar: At the very bottom of the screen is the status bar, which tells you the slide that is currently displayed (for example, Slide 1 of 1).
You can configure the status bar by right-clicking anywhere on it. This right-click reveals a list of options that you can select or deselect to
determine which elements appear on the status bar.
✓ Zoom control: PowerPoint automatically adjusts its zoom factor so that Slide View displays each slide in its entirety. You can change the size of your slide by using the zoom control slider that appears at the bottom right of the window.
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What's on PowerPoint 2010's interface? Part1
When you start PowerPoint, it greets you with a screen that’s so cluttered with stuff that you’re soon ready to consider newsprint and markers as a viable alternative for your presentations. The center of the screen is mercifully blank, but the top part of the screen is chock-full of little icons and buttons and doohickies. What is all that stuff?
✓ The Ribbon: Across the top of the screen, just below the Microsoft PowerPoint title, is PowerPoint’s main user-interface gadget, called the
Ribbon. If you’ve worked with earlier versions of PowerPoint, you were probably expecting to see a menu followed by one or more toolbars
in this general vicinity. After meticulous research, Microsoft gurus decided that menus and toolbars are hard to use. So they replaced the menus and toolbars with the Ribbon, which combines the functions of both. The Ribbon takes some getting used to, but after you figure it out, it actually does become easier to use than the old menus and toolbars. The deepest and darkest secrets of PowerPoint are hidden on the Ribbon. Wear a helmet when exploring it.
Note that the exact appearance of the Ribbon varies a bit depending on the size of your monitor. On smaller monitors, PowerPoint may com-
press the Ribbon a bit by using smaller buttons and arranging them differently (for example, stacking them on top of one another instead of
placing them side by side).
Although PowerPoint 2010 has done away with the menus, the keyboard shortcuts (technically called accelerators) that were associated with the PowerPoint 2003 menu commands still work. However, instead of pressing Alt and the accelerator key at the same time, you press them sepa-
rately. For example, to call up the Open dialog box, press Alt, F, and O (for the old File➪Open command). And to insert clip art, press Alt, I, P,
and C (for the old Insert➪Picture➪Clip Art command).
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How to start PowerPoint 2010
Here’s the procedure for starting PowerPoint:
1. Get ready.
Light some votive candles. Take two Tylenol. Put on a pot of coffee. If you’re allergic to banana slugs, take an allergy pill. Sit in the lotus posi tion facing Redmond, Washington, and recite the Windows creed three times:
Bill Gates is my friend. Resistance is futile. No beer and no TV make Homer something something. . . .
2. Click the Start button.
The Start button is ordinarily found in the lower-left corner of the Windows display. When you click it, the famous Start menu appears. The Start menu works pretty much the same, no matter which version of Windows you’re using.
If you can’t find the Start button, try moving the cursor all the way to the bottom edge of the screen and holding it there a moment. With luck on your side, you see the Start button appear. If not, try moving the cursor to the other three edges of the screen: top, left, and right. Sometimes the Start button hides behind these edges.
3. Point to All Programs on the Start menu.
After you click the Start button to reveal the Start menu, move the cursor up to the word All Programs and hold it there a moment. Yet
another menu appears, revealing a bevy of commands.
4. Choose Microsoft Office➪Microsoft Office PowerPoint 2010.
Your computer whirs and clicks and possibly makes other unmentionable noises while PowerPoint comes to life.
If you use PowerPoint frequently, it might appear in the Frequently Used Programs list directly on the Start menu so you don’t have to choose All Programs➪Microsoft Office to get to it. If you want PowerPoint to always appear at the top of the Start menu, choose Start➪All Programs➪Microsoft Office. Then, right-click Microsoft Office PowerPoint 2010 and choose the Pin to Start Menu command.
If you hate clicking through menus but don’t mind typing, another way to start PowerPoint is to press your keyboard’s Windows key (usually found between the Ctrl and Alt keys), type the word powerpoint, and press the Enter key. (Note that this trick works only in Vista or Windows 7.)
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Wednesday, January 12, 2011
What are Presentation Files?
A presentation is to PowerPoint what a document is to Word or a worksheet is to Excel. In other words, a presentation is a file that you create with PowerPoint. Each presentation that you create is saved on your computer’s hard drive as a separate file.
PowerPoint 2010 presentations have the special extension .pptx added to the end of their filenames. For example, Sales Conference.pptx and
History Day.pptx are both valid PowerPoint filenames. When you type the filename for a new PowerPoint file, you don’t have to type the .pptx
extension, because PowerPoint automatically adds the extension for you. Windows may hide the .pptx extension, in which case a presentation file named Conference.pptx often appears as just Conference.
Versions of PowerPoint prior to 2007 saved presentations with the extension .ppt instead of .pptx. The x at the end of the new file extension denotes that the new file format is based on an open XML standard data format that makes it easier to exchange files among different programs. PowerPoint 2010 can still save files in the old .ppt format, but I recommend you do so only if you need to share presentations with people who haven’t yet upgraded to PowerPoint 2007. (You can download a program called the Microsoft Office Compatibility Pack from http://www.microsoft.com/ that enables PowerPoint 2002 or 2003 to read and write files in .pptx format. This program enables you to share your .pptx files with people who haven’t yet upgraded.)
PowerPoint is set up initially to save your presentation files in the My Documents folder, but you can store PowerPoint files in any folder of your
choice on your hard drive or on any other drive. You can write a presentation to a CD-RW drive or to a removable USB flash drive if you want to take it home with you to work on or if you need to give it to other people so they can use it on their computers.
See also:
Introducing PowerPoint Presentations
What in Sam Hill Is PowerPoint?
What’s in a PowerPoint 2010 slide?
Passage reproduced from: http://powerpoint2010talk.blogdrive.com/archive/4.html
Tuesday, January 11, 2011
What in Sam Hill Is PowerPoint?
PowerPoint is a program that comes with Microsoft Office (although you can buy it separately, as well). Most people buy Microsoft Office because it’s a great bargain: You get Word, Excel, and Outlook all together in one inexpensive package. And PowerPoint is thrown in for good measure. Of course, depending on which edition of Office you buy, you might get other goodies as well, such as Access, Publisher, a complete set of Ginsu knives, and a Binford VegaPneumatic Power Slicer and Dicer. (Always wear eye protection.)
You know what Word is — it’s the world’s most loved and most hated word processor, and it’s perfect for concocting letters, term papers, and great American novels.
Excel is a spreadsheet program used by bean counters the world over. Outlook is that program you use to read your e-mail. But what the heck is
PowerPoint? Does anybody know or care? (And as long as I’m asking questions, who in Sam Hill was Sam Hill?)
PowerPoint is a presentation program, and it’s one of the coolest programs I know. It’s designed to work with a projector to display presentations that will bedazzle your audience members and instantly sway them to your point of view, even if you’re selling real estate on Mars, season tickets for the Oakland Raiders, or a new healthcare plan to Congress. If you’ve ever flipped a flip chart, you’re going to love PowerPoint.
Here are some of the many uses of PowerPoint:
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✓ Business presentations: PowerPoint is a great timesaver for anyone who makes business presentations, whether you’ve been asked to speak in front of hundreds of people at a shareholders’ convention, a group of sales reps at a sales conference, or your own staff or co-workers at a
business meeting.
✓ Sales presentations: If you’re an insurance salesperson, you can use PowerPoint to create a presentation about the perils of not owning life
insurance and then use your laptop to show it to hapless clients.
✓ Lectures: PowerPoint is also useful for teachers or conference speakers who want to reinforce the key points in their lectures with slides.
✓ Homework: PowerPoint is a great program to use for certain types of homework projects, such as those big history reports that count for half your grade.
✓ Church: People use PowerPoint at churches to display song lyrics on big screens so everyone can sing or to display sermon outlines so everyone can take notes. If your church still uses hymnals or prints the outline in the bulletin, tell the minister to join the 21st century.
✓ Information stations: You can use PowerPoint to set up a computerized information kiosk that people can walk up to and use. For example, you can create a museum exhibit about the history of your town or set up a tradeshow presentation to provide information about your company
and products.
✓ Internet presentations: PowerPoint can even help you to set up a presentation that you can broadcast over the Internet so people can join
in on the fun without having to leave the comfort of their own homes or offices.
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What’s in a PowerPoint 2010 slide?
PowerPoint presentations comprise one or more slides. Each slide can contain text, graphics, and other elements. A number of PowerPoint features work together to help you easily format attractive slides:
✓ Slide layouts: Every slide has a slide layout that controls how information is arranged on the slide. A slide layout is simply a collection of one
or more placeholders, which set aside an area of the slide to hold information. Depending on the layout that you choose for a slide, the place-
holders can hold text, graphics, clip art, sound or video files, tables, charts, graphs, diagrams, or other types of content.
✓ Background: Every slide has a background, which provides a backdrop for the slide’s content. The background can be a solid color; a blend of two colors; a subtle texture, such as marble or parchment; a pattern, such as diagonal lines, bricks, or tiles; or an image file. Each slide can have a different background, but you usually want to use the same background for every slide in your presentation to provide a consistent look.
✓ Themes: Themes are combinations of design elements such as color schemes and fonts that make it easy to create attractive slides that don’t look ridiculous. You can stray from the themes if you want, but you should do so only if you have a better eye than the design gurus that work for Microsoft.
✓ Slide Masters: Slide Masters are special slides that control the basic design and formatting options for slides in your presentation. Slide
Masters are closely related to layouts — in fact, each layout has its own Slide Master that determines the position and size of basic title and text
placeholders; the background and color scheme used for the presentation; and font settings, such as typefaces, colors, and sizes. In addition,
Slide Masters can contain graphic and text objects that you want to appear on every slide.
You can edit the Slide Masters to change the appearance of all the slides in your presentation at once. This helps to ensure that the slides have a consistent appearance.
All the features described in the previous list work together to control the appearance of your slides in much the same way that style sheets and templates control the appearance of Word documents. You can customize the appearance of individual slides by adding any of the following elements:
✓ Title and body text: Most slide layouts include placeholders for title and body text. You can type any text that you want into these placeholders. By default, PowerPoint formats the text according to the Slide Master, but you can easily override this formatting to use any font, size, styles like bold or italic, or text color that you want.
✓ Text boxes: You can add text anywhere on a slide by drawing a text box and then typing text. Text boxes allow you to add text that doesn’t fit conveniently in the title or body text placeholders.
✓ Shapes: You can use PowerPoint’s drawing tools to add a variety of shapes to your slides. You can use predefined AutoShapes, such as rect-
angles, circles, stars, arrows, and flowchart symbols. Alternatively, you can create your own shapes by using basic line, polygon, and freehand
drawing tools.
✓ Illustrations: You can illustrate your slides by inserting clip art, photographs, and other graphic elements. PowerPoint comes with a large col-
lection of clip art pictures you can use, and Microsoft provides an even larger collection of clip art images online.
✓ Charts and diagrams: PowerPoint includes a slick diagramming feature called SmartArt that enables you to create several common types of
diagrams, including organization charts, cycle diagrams, and others. In addition, you can insert pie charts, line or bar charts, and many other
chart types.
✓ Media clips: You can add sound clips or video files to your slides.
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Introducing PowerPoint Presentations
PowerPoint is similar to a word processor such as Word, except that it’s geared toward creating presentations rather than documents. A presentation is kind of like those Kodak Carousel slide trays that your father used to load up with 35mm slides of your family trip to the Grand Canyon. The main difference is that you don’t have to worry about dumping all the slides in your PowerPoint presentation out of the tray and onto the floor.
Word documents consist of one or more pages, and PowerPoint presentations consist of one or more slides. Each slide can contain text, graphics, and other information. You can easily rearrange the slides in a presentation, delete slides that you don’t need, add new slides, or modify the contents of existing slides.
You can use PowerPoint both to create your presentations and to actually present them.
You can use several different types of media to actually show your presentations:
✓ Computer monitor: Your computer monitor is a suitable way to display your presentation when you’re showing it to just one or two other
people.
✓ Big-screen TV: If you have a big-screen TV that can accommodate computer input, it’s ideal for showing presentations to medium-sized
audiences — say 10 to 12 people in a small conference room.
✓ Computer projector: A computer projector projects an image of your computer monitor onto a screen so large audiences can view it.
✓ Overhead transparencies: Overhead transparencies can be used to show your presentation using an overhead projector.
✓ Printed pages: Printed pages allow you to distribute a printed copy of your entire presentation to each member of your audience. (When you
print your presentation, you can print one slide per page, or you can print several slides on each page to save paper.)
✓ 35mm slides: For a fee, you can have your presentation printed onto 35mm slides either by a local company or over the Internet. Then, your
presentation really is like a Kodak Carousel slide tray! It’s a little old school to be sure, but some people still do it this way. Your presentations will be much more interesting if you show them using one of the first three methods (computer monitor, TV, or projector) because you can incorporate animations, videos, sounds, and other whiz-bang features in your presentation. The last three (transparencies, printed pages, and 35mm slides) can show just static content.
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