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A Beginner’s Guide to PowerPoint 2010
I. The Opening Screen
You will see the default opening screen is actually composed of three parts:
- The Slides/Outline tabs on the left which displays thumbnails or lists of all slides
- The main Slide pane (center) which allows you to work on individual slides.
- Notes Pane (bottom): In the Notes pane, you can type notes about the current slide. You can distribute your notes to your audience or see your notes in Presenter view when you give your presentation.
By default, PowerPoint 2010 applies the Blank Presentation template, which appears in the previous illustration, to
new presentations. Blank Presentation is the simplest and most generic of the templates in PowerPoint 2010, and is a good template to use when you first start to work with PowerPoint.
To create a new presentation that is based on the Blank Presentation template, do the following:
- Click the File tab.
- Point to New , and under Available Templates and Themes select Blank Presentation.
- Click Create.
II. The Title Slide
When you open a new presentation in PowerPoint 2010, the program assumes that you will begin your slide show with a Title slide. Adding a title and subtitle to this slide layout is as easy as clicking in the text boxes provided and typing.
III. One of the first things you will want to think about is the “look” or design theme of your slides.
PowerPoint has a number of built in themes you can choose from. Design themes were first introduced
in PowerPoint 2007. They work in a similar way as the design templates in earlier versions of
PowerPoint. A really nice feature of the design themes is that you can immediately see the effect
reflected on your slides, before making your decision.
VII. Select a Font Family
Each design theme is assigned a font family. Once you have selected the design theme for your PowerPoint presentation, you can change the font family to one of the many groupings within PowerPoint 2010.
- Click the Fonts button at the right end of the design themes shown on the Design tab of the ribbon.
- Hover your mouse over any of the font families to see how this group of fonts will look in your presentation.
- Click the mouse when you have made your selection. This font family will be applied to your presentation.
VIII. Change the PowerPoint Background Style
Just as you were able to change the background on a plain PowerPoint slide, you can do the same while using one of the many design themes.
- Click the Background Styles button on the Design tab of the ribbon.
- Hover your mouse over any of the background styles.
- The background style will be reflected on the slide for you to evaluate.
- Click the mouse when you find a background style that you like.
IX. Background Graphics Can Be Hidden
Sometimes you want to show your slides with no background graphics. This is often the case for printing purposes. The background graphics will remain with the design theme, but can be hidden from view.
- Check the Hide Background Graphics box on the Design tab of the ribbon.
- The background graphics will disappear from your slides, but can be turned back on at any later time, by simply removing the check mark in the box.
XII. Steps to change the font color -
- Select the text.
- Locate the Font Color button on the toolbar. It is the letter A button to the left of the Design button. The colored line under the letter A on the button indicates the current color. If this is the color you want to use, simply click the button.
- To change to a different font color, click the drop-down arrow beside the button to display other color choices. You may choose a standard color shown, or click the More Colors... button to see other options.
- De-select the text to see the effect.
XIII. Adding Media to Your Slides
1. Add Clip Art and Pictures Using a Content Slide Layout
PowerPoint 2010 offers you a number of different ways to add clip art and pictures to a presentation. Perhaps the easiest way to do so is to select a slide layout that contains a placeholder for content such as clip art and pictures.
On the Home tab of the ribbon either click on the New Slide button or change the current slide layout by clicking on the drop down arrow beside Layout.
There are a number of different Content slide layouts available for you to choose from. To add a single picture or a piece of clip art, click on a simple layout such as Title and Content and the layout of your current slide will change to match your choice.
If you have chosen one of the simple content layouts, your PowerPoint 2010 slide should resemble the graphic below. The content icon in the middle of the slide contains links to six different types of content that you can add to the slide. The clip art button is in the middle of the bottom row of icons.
Tip - If in doubt about which button to use, simply place your mouse over a button until the little help balloon appears. These balloons or Tool Tips will identify what the button is used for.
- Resize Clip Art
Clip art comes in different sizes. Some will be larger than your slide while others will be tiny. Either way you may need to resize the image you want to include in your presentation.
When you click on a clip art image, a border and tiny white circles appear on the edges of the image. These circles are called resizing handles (or selection handles). Dragging one of these handles allows you to enlarge or shrink your picture.
The best way to resize clip art or any picture, is to use the resizing handles located on corners of the picture, rather than the ones at the top, bottom or sides of the picture. Using the corner handles will keep your image in proportion as you resize it. If you don't maintain your image's proportion it is likely to end up looking distorted or fuzzy in your presentation.
- Inserting Photos
Like clip art, photographs and other pictures can be added to a slide by choosing a Content Layout slide and clicking on the appropriate icon (for pictures it's the mountain icon).
An alternative to this method is to select the Insert tab on the ribbon and click on the Picture icon, as shown in the image at the top of this page.
An advantage of using this approach for either pictures or clip art is that you do not need to use one of the preset slide layouts containing a content icon to insert an image into your slide. The example shown in the following pages, inserts the picture into a Title slide layout.
Search Your Computer for the Photos
If you have made no changes to the settings in PowerPoint 2010 since the original install, PowerPoint will default to the My Pictures folder to look for your pictures. If this is where you have stored them, then select the correct picture and click on the Insert button.
Here’s How to Crop your Image:
Picture Tools
Click on the picture to select it. This will activate the Picture Tools link above the ribbon. Click the Picture Tools link to reveal all the options relating to pictures.
Crop Tool
The Crop tool is located on the right side of the Picture Tools. Click the crop tool and you will notice that there are black "crop" handles around the border of the picture. Drag these handles to remove the excess elements that are unnecessary to the picture.
Note - It is important to note that even though the picture has been modified by cropping, these extra elements are simply hidden from view and are still part of the picture. Think in terms of a piece of paper that you rolled partly up, like a scroll. The items on the rolled part are still there, but simply hidden from view.
XIV. Slide Management – Adding, Rearranging and Deleting Slides
So far we have looked at creating only one slide, but you will actually want to create a number of them to develop a slide show. And once you have several slides, you may find you want to reorder them or delete some of them altogether. Here is how to do that.
1. Use the New Slide Button
Click on the New Slide button on the Home tab of the ribbon to add a new slide to your presentation. Any new slides created will retain the design theme you set for your slideshow in the first slide.
2. Deleting a Slide in the Slide tab
Slide Views: Use the Slide View That is Right for the Task
Slides in any PowerPoint presentation can be viewed in a variety of ways depending on the task at hand.
To access all the different slide views, click on the View tab of the ribbon at the top of the PowerPoint screen. On the left end of the ribbon you will see buttons with the different options to view your slides.
XV. Setting up the PowerPoint Slide Show
- Slide Transitions - Choose a Slide Transition
- Click on the Transitions tab of the ribbon to access the slide transition options. The most common slide transitions are shown as icons on the ribbon. 2.Click the drop down arrow to see the complete list of transitions available, or scroll through the list, one row at a time.
With PowerPoint 2010, you have the ability to see the transition effect on the slide by hovering the mouse over the transition choice, prior to making your selection.
There are several options that you can choose to add to your PowerPoint 2010 slides.
•Sound
•Duration
•Whether to apply to this slide or Apply to All
•How to advance the slide
•on mouse click
•or automatically after a set number of seconds
There are Many Sound Effects to Choose From
Sound effects can be effective if applied wisely to PowerPoint slide transitions. For example -- a presentation
that is about the increasing sales figures might be effective with a cash register sound effect on a slide transition.
There is also an option to Loop Until Next Sound which you can apply to the slide transition. In my opinion, this
should be used only sparingly, and only in certain situations (such as a presentation for small children). The
sound effect will keep repeating until another sound effect is reached, and could be very distracting to the
audience. A single sound effect will certainly make your point.
XVI. Saving and Distributing your PowerPoint Show
1. Name and save your presentation
As with any software program, it is a good idea to name and save your presentation immediately and
then to save your changes frequently while you work:
Click the File tab.
Click Save As, and then do one of the following:
For a presentation that can be opened only in PowerPoint 2010 or PowerPoint 2007, in the Save as
type list, select PowerPoint Presentation (*.pptx).
For a presentation that can be opened in either PowerPoint 2010 or earlier versions of PowerPoint,
select PowerPoint 97-2003 Presentation (*.ppt).
On the left-hand pane in the Save As dialog box, click the folder or other location where you want to
save your presentation.
In the File name box, type a name for your presentation, or do nothing to accept the default file
name, and then click Save.
There are other formats to which you can save if you are not sure whether your end users have
access to PowerPoint. These include PDF and video.
2. Printing your show for handouts
To set your printing options (including number of copies, printer, slides to print, number of slides per
page, color options, and more) and then print your slides, do the following:
Click the File tab.
Click Print, and then under Print, in the Copies box, enter the number of copies that you want to
print.
Under Printer, select the printer that you want to use.
Tip If you want to print in color, be sure to select a color printer.
Under Settings, do one of the following:
To print all slides, click Print All Slides.
To print one or more slides that you selected, click Print Selection.
Note: It is always a good idea to set your printing to more than 1 slide per page to save paper.
Tip To select multiple slides to print, click the File tab, and then in Normal view, in the left-hand pane
that contains the Outline and Slides tabs, click the Slides tab, and then press and hold CTRL while you
select the slides that you want.
3. Follow these steps to create a CD to present your slide show on another computer.
Open the presentation that you want to copy, or, if you are working with a new presentation that has
not been saved, save the presentation.
If you want to save your presentation to a CD, rather than to a network or to a local disk drive on your
computer, insert a CD into the CD drive.
Click the File tab.
Click Save & Send, click Package Presentation for CD, and then in the right pane, click Package for CD.
To choose the presentations that you want to copy and the order in which you want them to play, do
the following:
To add a presentation, in the Package for CD dialog box, click Add, and then in the Add Files dialog box,
select the presentation that you want to add and click Add. Repeat this step for each presentation that
you want to add. Repeat this step also if you want to add other related, non-PowerPoint files to the
package.
If you add more than one presentation, the presentations will appear on a Web page that lets you
navigate to the contents of the CD in the order in which they are listed in the Files to be copied list in the
Package for CD dialog box. To change the order, select a presentation that you want to move, and then
click the arrow buttons to move the presentation up or down in the list.
To remove a presentation or file from the Files to be copied list, select the presentation or file, and then
click Remove.
Click Options, and then under Include these files, do one or both of the following:
1. To ensure that files that are linked to your presentation are included in the package, select the
Linked files check box. Files that are linked to your presentation can include Microsoft Office
Excel worksheets that are linked to charts, sound files, movie clips, and more.
2. To use embedded (embedded object: Information (object) contained in a source file and
inserted into a destination file. Once embedded, the object becomes part of the destination file.
Changes you make to the embedded object are reflected in the destination file.)TrueType fonts
(TrueType font: A font (typeface) that appears on a printed document exactly the way it appears
on the screen. TrueType fonts are scalable to any font size. Several of these fonts are installed
Notes
1. If your presentation does not currently include embedded fonts, checking the
Embedded TrueType fonts check box includes the fonts when packaged. The Embedded
TrueType fonts check box applies to all presentations that are copied, including linked
ones.
2. If your presentation already includes embedded fonts, PowerPoint automatically honors
the setting of the presentation to include the embedded fonts. automatically when you
install Windows.), select the Embedded TrueType fonts check box.
Click OK to close the Options dialog box.
Next o one of the following:
1. If you are copying your presentation to a network or to a local disk drive on your computer, click
Copy to Folder, enter a folder name and location, and then click OK.
2. If you are copying your presentation to a CD, click Copy to CD.
4. Save your presentation as a video
Why turn your presentation into a video?
When you want to give a high-fidelity version of your presentation to colleagues or customers (either as an e-mail
attachment, published to the web, on a CD or DVD), save it and let it play as a video. It is also an excellent format to
include in Blackboard or post on YouTube.
