Creating a PowerPoint Presentation: A Step-by-Step Guide, Study notes of Painting

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Creating a PowerPoint 2003 Presentation

Using Windows 2000/Me/XP

Created: 7 July 2003

Starting PowerPoint 2003

Double click quickly on the PowerPoint 2003 icon on the Windows desktop (see image on right ), or click -on the Start button, in the lower left corner of the screen, then click -on Programs, and then on Microsoft PowerPoint.

In this tutorial, whenever we indicate that you need to click a mouse button , it will mean to click the left mouse button – unless we indicate that you should click the right mouse button. So, always move the cursor over the “place” we indicate and “click left” unless we tell you otherwise.

If you have been using PowerPoint 97 or 2000, PowerPoint 2003 will be a whole new adventure. For those using PowerPoint XP/2002, you will find many exciting new features. Almost everything is now “graphical.” So, when PowerPoint loads, the appearance of the monitor screen will be very different. Once you get used to the new 2003 features (which apply to all Office 2003 modules) we think you’ll find it much easier to use as you create and edit your PowerPoint slides.

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Notice that in the image on the last page that the screen is “sort of” divided into three sections. On the left (left arrow), you’ll see an area that indicates Outline and Slides at the top. When you first open PowerPoint 2003 you’ll notice that the Slides Tab is “ white .” This means that you’ll be able to see a small version of each slide as we create it.

In the center of the screen ( center arrow ) you’ll see a PowerPoint Design Template. We’ll be using these templates to create our slide show. We’ll come back to this in more detail in a few minutes.

On the right side of the screen ( right arrow ) you’ll see a New Presentation Task Pane. This is “really” new in PowerPoint 2003 – if you’ve been using the 98 or 2000 versions. This is where you’ll select and edit all of the various screen templates, images, and sounds that you’ll use to create your slide show.

Take a few moments to look over each of these three areas.

The image on the right is an enlarged view of this New Presentation Task Pane.

In the image on the right (New Presentation) especially notice the Blank Presentation icon in the New group ( see arrow at right ).

Move your cursor over the small white image to the left of Blank Presentation. When you do, you will see the “ small pointy hand ” that indicates that this is a link to the Template Pages. When you see the pointy hand, click the left mouse button.

The right side of your screen should now look similar to the one on the next page.

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This is the Slide Layout Task Pane

This Apply slide layout – Text Layouts will be the screen we will use to select different templates for each of our slides. As we move through this tutorial, you’ll see how to do this.

You’ll notice in the Text Layouts area, that the top left slide has a blue line around it. This marks this Title Slide as the first slide in your presentation.

In PowerPoint 2003 the Title Slide always appears first. PowerPoint “thinks” that you want to start your presentation with a title. So, logically, the Title Slide appears in the middle section of the screen.

After you understand PowerPoint a bit more, you can choose any of the templates in the Apply slide layout area to be your first slide. You’ll see how to do this as we proceed through the tutorial.

Beginning the presentation

Slide 1

You will notice, in the lower left corner of the screen, Slide 1 of 1 is indicated. You will also see that your screen looks like the one below.

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Now we’ll have some fun and create a PowerPoint 2003 presentation on how to make a Peanut Butter and Jelly sandwich.

Place your cursor in the “ Click to add title ” box and Click the left mouse button. The text box, after you click, will look similar to the one below.

To insert the text in this formatted text box, we simply enter ( type-in ) the title: How to Make

a Great PBJ

Now , Click on the second box “ Click to add sub-title” and type :

A Gourmet Recipe ( tap the Enter key )

From ( tap the Enter key )

Your Name (type in your name like Janie Schwark & Greg Butler)

New Slide Button

Now it’s time to go on to the next slide in your show. To do this, we’ll need to find the New Slide button.

At the top of the screen, in the lower button bar you will see a New Slide “button” which looks like this (see the button on the right ) :

When you move your cursor arrow over the button you will see that a Microsoft Help Text box appears that says New Slide. Click-on the New Slide Button to create your next slide.

A new slide will appear in the center section of your screen. It will resemble the slide at the top of the next page. Later, when we don’t want to use this Title and Bulleted List slide, we’ll use the Slide Layout Task Pane to choose the template we want to use.

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Slide 2

Click in the Click to add title box and type: Ingredients.

Click in the • Click to add text box and type:

Crunchy peanut butter (tap Enter )

Homemade strawberry jam (tap Enter )

Two slices of white bread (tap Enter )

Milk

Notice how each line appears with a “bullet” ( • ) in front of it.

Saving your work

Now would be a good time to save your work for the first time. Point to and click -on File in the Menu bar. Next, click -on Save in the Drop Down Menu that appears.

When you click -on Save , you will see a Menu Screen like the one at the top of the next page.

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In the upper left corner, of the Menu Screen that appears, you will see: Save in : (see top arrow ). Click -on the small “ V ” to the right of the area next to Save in : (see arrow ) and it will show you the various disk drives available on which you can save ( see image below ). Point to the one you want, and click-on it. If you choose the 3½ Floppy ( A: ) – make sure you have a formatted diskette in the A drive. If you choose the C: drive, choose the folder in which you want to save, by double clicking quickly on the folder.

Now click in the box to the right of File name : and delete everything in the box. Then type in pbj and click-on Save (see arrows above ).

One of the really fantastic things about Office 2003 and PowerPoint 2003 is that there is an auto-save feature that will save your file if you forget to – and something causes your computer

to “crash.” However, we still think it’s a good idea to save your PowerPoint presentation after each slide. So we’ll remind you to do this.

Other Slide Views

You probably noticed , as soon as you saw the PowerPoint view screen, the area running down the left side of the screen , which contained “ little ” views of your slides as you were creating them. This first “default view that you see is called Normal View.

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In the lower left corner of the screen you will see some “ buttons ” they look like this:

Slowly point (move) your cursor arrow over each box and pause a moment ( don’t click -on

any of the box’s yet). Note what the Text Help boxes indicate. The first box (which looks “depressed”) indicates: Normal View. The next: Slide Sorter View. Then, Slide Show.

Each button has its own unique use.

The Normal View gives you a view of the entire slide as well as the “mini-previews” of each slide in the area on the left. This is the one we have been using so far. You’ll also notice a Click to add notes section at the bottom of the Normal View screen. In this area you can type “speaker notes” for each slide in the lower portion of the screen. When we get to printing, you will see that there is a print selection so you can print your notes for each slide. Then, during your presentation, you can refer to your printed notes.

Click-on Slide Sorter View.

In Slide Sorter View you can see small images of each slide. In this view you can left click -on a slide and, while holding down the left mouse button, drag your slide to any position in your show that you desire. This view assists you in arranging your slides in the order that you desire for your presentation. This view is sort of like the old, round 35mm slide show trays where you pulled-out and stuck-in slides, in the order you desired.

The last button is Slide Show. Anytime you want to view our presentation, click-on this button. If you click on it now, you will see how the slide on which you are working will look. Give it a try if you desire. When you are finished looking at your slide, tap the Esc button/key in the top- left part of your Keyboard. This will take you back to the View in which you were working.

Click-on Normal View to return to your slide creation area. We’ll work with Slide Sorter View a bit later.

Save your work!

The Undo Button

One of the really handy “things” about most Microsoft programs is the Undo Button (it looks like the image on the right ). If you make a mistake – no need to panic – click the Undo button and this will remove your mistake. Then you can try again. The Undo Button is found in the Button Bar on the top of the screen. Each time you click-on the button, PowerPoint will “go back” one change. If you “click too far, there is a “Redo button” that will “undo the undo.” They are both very handy when you need them.

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Slide 3

Click on the New Slide button once again.

When you click the button, you will once again see the Title and Bulleted List Template Slide (in the center portion of the screen). As indicated before, we may not desire to use this slide template all the time. So, we’re going to now select a template that has a Title, Bulleted List and a space for a picture (image). Look at the right side of the screen. If you screen looks like the one to the right, click -on the Blank Presentation button and the image below will appear. The right side of your screen should already look like the image below, but just in case it doesn’t, Blank presentation will make it look like the image below.

The image to the left will now appear, on the right side of your screen. Look at the bottom left of this screen. We’re going to choose a Text and Content Layouts Slide Template for our next slide.

You may have to use the “elevator bar” or “down V” on the right side of this Slide Layout screen. You’ll need to move down until your screen looks like the image below.

Click -on the slide indicated (by the arrow to the right). As soon as you click on this choice the center portion of your screen will change to the new slide template we selected.

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The center of your screen should look like the image below.

Click- in the Click to add title box and type: Tools Needed

Click in the • Click to add text box and type:

Knife (tap Enter )

Spoon (tap Enter )

Plate (tap Enter )

Glass

Notice the small image in the lower right portion of the new slide – the image above indicates to Click icon to add content. There are six “tiny” icons in this box that will allow you insert a table, chart, clip art, picture, diagram or a media clip. For this slide we want to insert a clip art image in this area. So, carefully , move your cursor over the tiny image in the upper right corner of this little box (see arrow to the right ). When you do, the box will be highlighted in blue and you’ll see a small text help box appear which indicates

• Insert Clip Art.

Click -on the image in the top right corner of the box (below the arrow above ). An image similar to the one on the top of the next page will appear.

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Since our presentation tells how to make a peanut butter and jelly sandwich, we typed sandwich in the Search text: box. Then we clicked -on the Go button ( see arrows at the left ). The Microsoft Clip Art then appeared as you see it on the left.

Notice that there are a lot of sandwich clip art images available. You can “run down” the choices by using the “elevator bar” on the right side of the Select Picture box.

Move up and down the selections until you find one you like. Don’t worry that there aren’t any selections that look just like a peanut butter sandwich. We’ll show you how to find a lot more clip art as we go through this tutorial.

We moved down the selections until our Select Picture screen looked like the one on the right. We chose the “happy-smiley hamburger” because we thought it was cute. You find an image you like. Then, to select your picture click-on it - and you will see a “ blue square ” outline your selection. Next, click -on the OK button.

The menu will disappear and you will see the image you selected on the right side of your slide.

Note : if your clip art selection does not appear , and you receive an error message , please read on below (where an explanation is given).

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Microsoft 2003 Clip Art

As you’ve just noticed, Microsoft Clip Art 2003 Selection Screen is a lot different than “old” Microsoft Clip Art screens that were used in the 97 and 2000 versions. There are a lot more pictures and some other unique features.

As we continue through this tutorial we’ll be using additional methods to insert images in our PowerPoint presentation. Once you “get used to” the “2003 way,” you’ll see that the folks who created this neat product were trying to assist you by having everything you need on the right side of the screen.

If you choose a slide and the following message appears:

Insert CD-ROM or other removable volume

this means that when the Microsoft Clip Art Gallery was installed on your computer, not all of the images were loaded (to save hard disk drive space). So, if you have your installation CD you can place it in the CD drive and click a Retry button that will also appear. If you don’t have the CD, then choose another image and try again. We’ll show you a way to “get around this” dilemma later in the tutorial.

Don’t forget to save your work!

Click on New Slide button once again.

Slide 4

Slide 4 will be another Title and Bulleted List slide. So, when you clicked-on the New Slide button you should have again retrieved the template for this format.

Click on the Click to add title box and type : Directions

Click on the • Click to add text box and type :

Open jars of peanut butter and jam (tap Enter )

Spread peanut butter on one slice of bread with a knife (tap Enter)

Use a spoon to get jam and spread it on the other slice of bread (tap Enter )

Put two slices together and cut the sandwich in half (tap Enter )

Put the sandwich on a plate (tap Enter )

Pour a glass of milk (tap Enter )

Enjoy

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If your text won’t fit in the box completely, click -on the box and a border will appear around the box. You will notice “ little circles ” at the four corners , and in the middle of the top and bottom , and on each side of you text box. Point to either the center top or center bottom circle. Your cursor will change to a two headed small arrow like the one on the right. Click-on either circle and hold down the left mouse button and drag the top circle up, or the bottom circle down a little to enlarge the larger text area so that text fits on the screen. If your “ Directions ” are now “ mixed- in ” with the text below, click-on Directions. Then click-on the “ edge ” of the “ box ” (a small up-down-left-right arrow will appear – like the one on the right), hold down the left mouse button , and drag the box up a bit.

Time to save your work!

Click on New Slide button once again.

Slide 5

For this slide we’ll be creating a bar chart that shows what jam/jelly folks like the most in their peanut butter sandwiches. To create this type of slide we’ll start by clicking -on the same image we did for Slide 3. In the lower right corner of your screen you should still see the image to the right- Text and Content Layouts. Click -on the left image as you did before.

The center portion of your screen should look like the one at the top of Page 9.

Click on the Click to Add title text box and type: Why use strawberry jam?

Click on the • Click to add text box and type:

100 Children and adults were surveyed to find out what goes best with peanut

butter. 33 Selected grape jelly, 11 honey, 46 strawberry jam and 10 sliced

bananas (you don’t have to tap enter, as this is one long statement).

Now we’ll make a graph to show the survey data.

In the right side area of the slide we’ll click on the center small icon in the top row (it looks like a bar chart – see arrow at right ). When you click -on this icon the images on the next page will appear.

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At the top of the slide you will see an image that looks like the one below. This is called a datasheet. If you have used any spreadsheet (like Microsoft Excel) you will be familiar with this format. If not, it won’t be a problem for what we are going to do.

Below the above image, you will see an image like the one on the right. The data in the above image created the bar chart you see to the right. As you enter data you will see the chart on the right change to reflect your data entries.

We are going to enter data for our graph in the Datasheet (at the top of this page). Your Datasheet should now look like the one at the top of the next page – when you have entered

the data. Click-on the box with “ East ” and replace “ East ” with ( type-in ) Grape , then

“ West ” with Honey , “ North ” with Straw , and in the blank cell (box) below Straw enter

Banana. Now, click on “ 1st Qtr ” and type-in Best. Now click-on the cell (box) in the “ A ”

column next to Grape and enter 33 , then by Honey enter 11 , by Straw enter 46 , and by Banana enter 10. After you have entered the 10, click at the top of your datasheet on the word Best.

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Note: As you are changing the labels and numbers you’ll see the graph that appeared with this datasheet changing to reflect the changes. This is an interactive graph. Really neat – you can see your graph “forming” as you type.

We want a simple graph that “fills” our graph area, so we need to delete the rest of the columns. To do this, put your cursor on the B in the Gray area at the top of the Datasheet. Click and hold down the left mouse button and drag right (over the Gray B, C and D) until B, C and D are highlighted (as shown below ). Release the mouse button. Your Datasheet should now look like this:

Now tap the Delete key on the keyboard and the columns you have highlighted will disappear.

Your Datasheet should now look like this:

Click the small “ X ” in the upper right hand corner of the Datasheet.

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If you did everything right, your graph should look like this:

Every now and then you might make a mistake in the Datasheet. If you have “ closed ” the datasheet, as we did above (when we clicked-on the small X), you can get it back by clicking-on the Datasheet button below the Menu Bar.

This is the Datasheet button

You may or may not desire to alter the appearance of your graph. It should be OK. However, the graph may need some adjusting, so that all of the “words” show completely. You may want to change the size of the graph “box.” To do this, click-on one of the “grabber” boxes on the side, or corner (like you did previously), and drag the side or corner until the graph gets larger or smaller. If you make the graph wider, the word “Best” will move to one line. Click-on the legend (the small box with the grape, honey, etc. inside) and move that whole box to the top right hand part of the graph figure to make it more legible. Work with the various “parts” of the graph until it looks OK. If you make any changes, click-away from the graph to “turn off” the “box” around the graph – so you can see the new slide button.

Save your work!

Click on New Slide button once again.

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Slide 6

We’ll use the Title and Bulleted List Template again.

Click on Add title text box and type: Occasions for Eating PBJ’s

Click on the • Click to add text box and type:

School lunches (tap Enter)

Birthday parties (tap Enter)

Picnics (tap Enter)

Visits from persnickety grandchildren (tap Enter)

Late night snacks (tap Enter)

At the pool

Save your work!

Another “WOW” feature in Microsoft PowerPoint 2003 – Animated Images

and Sounds!

In PowerPoint 2003 you can have images that “ move !” These are called animated images. You can insert an animated Clip Art image on any slide. Most of the time, when you get comfortable with PowerPoint, you’ll want to insert an image and then move and size the image as you desire. To do this you’ll need to click-on Insert in the Menu Bar , and then click -on Picture in the drop down menu, and then move the cursor over Clip Art and click-on Clip Art. Your screen should look like the one below.

When you click -on Clip Art the first time, you may see a screen that asks if you want to organize your Clip Art. This is a good idea. So, click-on OK. You will see a series of screens that indicate that this is being done. It may take a few minutes, so please be patient. This will help you as you become more experienced with using Clip Art in any of the Office 2003 modules.

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Once again, you’ll notice that the area on the right side of the screen has changed to assist you to do the next task – inserting Clip Art. Notice that the image on the left indicates Clip Art at the top.

For those of you that have used Microsoft Clip Art 95, 97, or 2000 this will be a noticeable change.

Notice the two selections under S earch In: and Results should be: All collections and All media file types. Click -on the small down pointing arrows on the right side of each of these selections (see arrows at left).

When you click on the triangle for All collections you will see :

When you click on the triangle for All media file types you will see :

These two areas : Search in: and Results should be: indicate (by the check marks in ALL the little boxes) that you desire to search EVERYWHERE. This makes sense at this point. Later, as you become more skilled in Clip Art selection, you can just check the boxes you desire.

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We’ll “get into” sounds later, but now is a good time to learn about Motion Clips or Animated Clips. First we’ll do a search to see if we can find a cartoon motion clip that might fit into our Peanut Butter and Jelly theme. Look at the upper portion of the right side of the screen again. First, we’ll do a Clip Art search for cartoons and “hope” we get a motion/animated image.

So, type -in cartoons in the area under Search text:

Then click -on the Go button.

A screen similar to the one on the left will appear on the right side of your screen.

Notice in the lower right corner of each image that there is either no “symbol ” or there is a “small yellow star symbol.” This yellow star indicates that the clip art that the search found animated. If you don’t see the star, this indicates that the image is not animated.

If none of your images have a star, not a problem. We’ll select an image you like, and later show you how to find animated images you like, and add them to your personal Clip Art collection.

To “ see ” more about an image , move your cursor over the “right edge” of an image. We chose the seal balancing a ball on its nose (as indicated below ). You will see a light blue bar appear on the right edge of the image with a small down pointing arrow. Move your cursor over the arrow and click-on it.

When you click -on the arrow , an image similar to the one at the top of the next page will appear.

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From the image on the right you can see that the drop down menu furnishes you with a number of selections.

Move your cursor over Preview/Properties and click -on this selection.

This image gives specifics on the Clip Art picture you chose. If this is an animated image, you will see the animation moving in the left preview area.

This is a handy feature where you can check the many details of any image you select.

When you are finished looking at Preview/Properties , click -on the Close button in the lower right corner.

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Another “Golly Gee” feature in Microsoft PowerPoint 2003 – Clips Online!

Since we may not have found an animated image for this slide, let’s try something else – Clips Online. Even if you found an animated clip – try this too!

You can go online from the Insert ClipArt Menu Screen and get even more clip art. Not only is everything in the ClipArt Gallery available – but even more!

If you look at the bottom right of your Clip Art Task Pane area, you will see the image to the right. Notice that one of the selections is Clip art on Office Online. Move your cursor over Clips Online and click-on it.

In order to go to the Office Online area, you need to be on the Internet. You will either

need to have your modem active, or be on an active network connection. If you are not “online” the below procedure will not work.

You may see an information screen similar to the one below , or you may go directly to the Microsoft Office Online web page.

Normally, the above Microsoft Office Online screen appears the first time that you access this web page. If this page appears, read the Terms Of Use, if you wish, and then click the Accept button ( arrow above ).

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When you click the Accept button, you will be taken to the Microsoft Office Template and Media Control Screen below. This screen indicates that it would be wise to download this feature to enhance your work with the Clip Art selection and downloading. When you click-on the Continue Button ( arrow below ), you will see a screen that indicates that this process is occurring. Please read this screen and then click the Continue button.

It will take a few moments, but the Microsoft Office Online screen will load. Your screen will look similar to the one below. This image changes everyday with new Clip Art updates.

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Look at this screen carefully as it contains “ all kinds of neat information .” On the left there other links to interesting Microsoft sites. In the middle , you’ll see the “ image of the day ” and current clip art collections – they keep with the seasons. On the right you’ll se some of the most popular clip art collections and some neat Quick Links. We frequently “get lost” on this page as we spend so much time clicking on these links. But for this tutorial, we’ll concentrate on clip art.

Look at the top right corner of the Microsoft Office Online screen. It will look like the image to the right. We’ll use this portion of the screen to search for some animated clip art.

Notice that there are a whole lot of arrows pointing to areas in the right corner. The top-left arrow points to a down pointing arrow , click -on this arrow. The drop down menu screen indicates that, when we do a search, that it will find all of the images and sounds in the drop- down menu ( bottom arrow ). Notice the middle top arrow points to the “ white area ” – we typed cartoons in this area – so that we can search for them again. Go ahead and type anything you like to search for in this white area. We’ll stick with cartoons for now. Then notice the green arrow in the upper right corner (far right arrow points to it). If you move your cursor over the green arrow, the Help Text box that appears will indicate “ Click to search .” Go ahead, after you enter what you want to search for, and click the green arrow.

A menu screen similar to the one below will appear.

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Notice all the arrows in the image at the bottom of the last page. The left arrow confirms that we did a search for “ all media types .” The middle arrow confirms that is was for “ cartoons .” And the right arrow indicates that there are more images to be viewed if we click the Next button.

Now look closely at one of your images (like the one on the left). Notice the small square below the image. If you desire to download this image to your computer, simply click in the little square

If you move your cursor over the right edge of the image , you will see the familiar blue area with the down-pointing triangle (see arrow at right ). If you click -on the blue area a drop down menu will appear like the one you see to the right. If you click -on Properties , you will see an enlarged menu screen like the one below.

You could also, simply move your cursor over the image until you see the “little pointy hand” and click the left mouse button. Both methods will cause the screen below to appear.

The Properties Screen above will furnish all of the details on the image. When you have finished looking at the image, click the “ red X ” in the upper right corner of the Properties screen (see arrow above).

If you see any image that you desire to save on you computer, simply click-in the small box below that image.

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We clicked -in the small box below the Alarm Clock and two “things” happened immediately. As soon as the check mark appeared, the two images below changed a bit.

When the check mark appeared below the clock, the blue bar at the top of the screen indicated Download 1 item.

On the left side of the screen the Selection Basket area – now indicates that there is one item to download.

As you select more images, these two areas will change to show the number of images you have selected.

As you move through the images, by clicking the Next button in the upper or lower right corners of the screen, you will notice that animated images “move.” You’ll also see little speakers indicating sounds.

If you’re like us, we’ve clicked through about ten to fifteen screens, and we don’t see any of the image moving – indicating animation. So, let’s take care of this by “ refining ” our search.

We’ll continue to search for cartoons, but only “look” for animated clip art. To do this we’ll need to go back to the Search area at the upper right corner of the Microsoft Office Online Clip Art Screen. Click -on the down pointing arrow (see top arrow on the image above). The Media Types drop down menu will appear. Move your cursor over Animations and click -on Animations. Now click -on the green arrow again (see right arrow above) to start a new clip art search. You should now only see animated clip art. Every clip art image should be moving!

As indicated above, click -in the small squares below any image that you would like to download. Click the Next arrows to see more clip art. As you click, the number of downloads

We found a “dancing pig” and “smiling sun” that we liked. You’ll see that we put check marks below these two images so that we can download them.

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You search until you find some Clip Art images you like. Check any of the boxes below the images you select.

We’ll now download the images you selected to your computer.

If you look at the top of your Microsoft Office Online Clip Art screen you will see the number of Clip Art images that you selected to download.

You will also see the same information on the same information on the left side of your screen.

To download the images, move your cursor over either of the Download 2 items (or however many items you chose) and click the left mouse button (see arrows above and to the right ).

A Download screen similar to the one below will appear. We chose two images, so our screen indicates “2.” Your screen will indicate the number of images you selected for downloading to your computer.

When you see this screen, follow the instructions in the box on the image below.

When you have read over this screen, click the Download Now button.