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This guide offers PowerPoint beginners an easy and helpful guide for learning the fundamentals of PowerPoint so that you too can create your own presentations. It also serves as a ready reference tool of reminders for the multitude of basic functions and procedures as you explore the vast capabilities of PowerPoint. You will find that PowerPoint has nearly unlimited multi-media capabilities and the only limitations are you and your computer.
PowerPoint has the capability to create complete presentations that include:
You don't have to create each one individually, thus repeating your efforts
and being concerned about continuity. PowerPoint lends itself to creating
presentations according to how you prefer to work - with graphics, with
written outlines, with cutting and pasting objects, with almost any style
using almost any multi-media resource.
Contents of This Guide
Starting and Exiting PowerPoint1. When you start PowerPoint, you will see the window that looks like this:
This is the starting point for beginning new presentations in PowerPoint and for editing existing presentations. Each of the buttons displayed in this window will be explained in this guide along with the other multitude of options and HELPs that exist. Learning and using the appropriate buttons will save you considerable time and effort and make using PowerPoint much more fun.
2. This screen displays the main work area for creating and editing presentations. Within it is also displayed the New Presentation window with the Open Existing Presentation option. This screen is only displayed on the initial startup of the program. Upon startup you are presented the option to begin a new presentation or open an existing one for further editing.
PowerPoint also provides new users a Tip of the Day feature which displays a new helpful hint each time you start PowerPoint. (To disable this feature see Section V - Helps.) Once you have made your selection at this point, the next time you desire to begin a New Presentation you will see only the New Presentation screen. To open an existing presentation later on, use the Open File button directly below the File menu on the Menu bar.
3. To Exit PowerPoint simply click on the File menu, drag the pointer down to Exit and release the mouse button. If the file has not been saved you will be given a prompt to Save Changes. Select Yes or hit the Enter key to Save and Exit. (NOTE: To save your file to a disk use the Save As Function in the File menu, when the SAVE AS window appears click on the Drives: window, select the a: drive and save the file with your selected name.)
1. PowerPoint offers several quick and easy options for creating a new presentation. The figure below represents the New Presentation screen. Some of these options include a series of screens that ask you to select more options concerning the content and purpose of your presentation. Simply follow the screens and select the appropriate option, then click the Next button, and finally the Finish button when you are satisfied with your selections.
2. The PowerPoint options for creating a New Presentation are:
Suggests the content and outline of a presentation based on the type of presentation you are creating. Your responses to selecting the various options provided by AutoContent Wizard's four screens will suggest a format with similar content and an appropriate design created by professionals. You can accept or modify the content as necessary by using Outline View or Slide View. You can edit the slide backgound, color, etc. using the options available under the Format menu. (NOTE: This new presentation option may also bring up the Cue Cards feature {you can program it to or not} which will provide further assistance in selecting/manipulating the various features of text, font, work window, etc.) See Helps--Cue Cards and Working Within a PowerPoint Presentation for more information on using these options.
Enables you to specify a look appropriate for your presentation; i.e. black/white slides, color slides, on-screen presentation, or 35mm slides. It also provides you with a suggestion for a template design without the content suggestions that AutoContent Wizard offered. You will be guided through nine steps to identify your options and select your template design. On Step 3, a small preview screen for each template design selection is provided so you can see what you select before you apply it. Check out the More options button. Browse around and learn the various options that are available and what the various designs look like to find a favorite.
When you want to select only a template for your new presentation, this selection takes you directly to the template subdirectory of PowerPoint. From there you can preview each file and make your selection. When you select this Template option you may also need to select a template subdirectory in the Directories: window of the Presentation Template screen that is appropriate to your type of presentation - black&white or color overhead or slides - since each presents the template in a form appropriate to the presentation style. Simply double click on the template folder to reveal the three subdirectories, double click on the appropriate folder, select a File Name from the list, evaluate it in the preview screen, and then click the Apply button.
(NOTE: This same window is used for editing an existing presentation or for browsing the available template designs. In this Edit mode it offers an Apply To All button which allows you to change the template of all slides, or Apply to just the one you are working on.)
Selects the NEW SLIDE window with the AutoLayout options for individual slides. This option offers a blank slide template that has no style or design enhancements. You will have to select everything for this presentation type. This is for the maximum degree of flexibility and also for the more experienced user. The AutoLayout options present the predetermined PowerPoint slide formats (i.e., title, two column, column with clip art, blank, organizational chart, etc.) including Blank, from which you can begin to build your customized slide. (NOTE: Be sure to use the scroll bar buttons to see all your options.)
When you have created a presentation that really works for you and you want to use it again for a New Presentation. This option will copy that style and use it in a completely new presentation. PowerPoint will create a new presentation file for you to work in and develop your new material. This feature is only available when your original presentation is OPEN and you select the New item from the File menu bar. After you have completed some of this new presentation you should save it using Save As (under the File menu bar) so that you can give it a specific name. Otherwise when you exit it will ask if you want to save the changes to Presentation "X" which is not a helpful title for finding it later.
3. Quick Steps for Creating a Presentation
If you are new to presentation graphics, you can jump right into PowerPoint and quickly make a complete slide presentation by following these simple steps. More detailed information is contained throughout this document.
Working Within a PowerPoint Presentation
1. Once you have selected the appropriate format, template, or look for your presentation, you will need to add the necessary information and special effects to make your presentation the teaching tool it was meant to be. This window represents the working area of the PowerPoint presentation program. An explanation of its features follows.
2. The main menu bar is similar to other menus in Windows applications, as far as the basic menus are concerned, i.e. File, Edit, View, Window, Help, etc. The special functions will be explained below and should be explored on your own to familiarize yourself. (NOTE: Remember the UNDO function located in the Edit menu. It will fix anything [almost] that wasn't what you wanted to do.)
3. Standard Tool Bar Buttons. Each button represents a PowerPoint menu command. They represent short cuts to using the drop down menu commands for clicking & dragging the mouse. As stated above, learning the button functions will save you considerable time and effort when working within the PowerPoint screens.
For a description/explanation of each button, use the mouse arrow and point to each one to reveal a Help Pointer that names the button/feature plus a description at the bottom left of the screen. (See Section V - Helps.)
4. Standard Drawing Toolbar. Each button represents a PowerPoint drawing tool for drawing shapes, curves and lines, coloring shapes and lines, creating shadow effects, etc. As stated above, learning the button functions will save you considerable time and effort when working within the PowerPoint screens.
For a description/explanation of each button, use the mouse arrow and
point to each one to reveal a Help Pointer that names the button/feature
plus a description at the bottom left of the screen. (See Section V -
Helps.)
Viewing a Presentation
PowerPoint offers several ways to view your presentation, each with its particular advantage. The buttons shown below are located in the lower left portion of the work area. The following table describes the operation of each, from left to right. (NOTE: To access the "Master" view of each, simply hold down the Shift key as you click on the button.)
Help
1. PowerPoint offers a multitude of help features which are particularly useful for the novice user, and often helpful for progressing to more advanced applications of the program. The major Help features are discussed below. To exit a Help feature you can either click on the upper left button of the screen and drag down to Close or simply press ALT + F4. (NOTE: The ESC button will not close a Help screen.)
2. If you are interested in contacting Microsoft about PowerPoint, you can reach their Tech Support help line at 206-635-7145. They also offer a FAST TIPS service at 1-800-936-4100, but you have to navigate through several levels of "Press 1 for blah-blah, Press 2 for blah-blah," ad-infinitum.
Standard Windows Operating Examples
The following examples represent the more common operations and functions of most programs in the Windows environment. These are especially selected from PowerPoint and represent PowerPoint operations, but are generally applicable to other MS Office programs. In the Windows environment most commands and functions are activated by using the mouse pointer and clicking with the left mouse button, either once or twice depending on the function.
