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Exploring Microsoft Office 365

Introductory

Chapter 1

Introduction to PowerPoint

Exploring Microsoft Office 365 Introductory, Chapter 1 Introduction to PowerPoint

Learning Objectives

1.1 Plan and Prepare a Presentation

1.2 Create a New Presentation and Add a Title Slide

1.3 Add Presentation Content

1.4 View, Rearrange, and Delete Slides

1.5 Format Slide Content

The learning objectives are:

1.1 Plan and Prepare a Presentation

1.2 Create a New Presentation and Add a Title Slide

1.3 Add Presentation Content

1.4 View, Rearrange, and Delete Slides

1.5 Format Slide Content

Learning Objectives

1.6 Insert and Modify Pictures

1.7 Use SmartArt and WordArt

1.8 Configure a Presentation for Distribution

1.9 Present and Distribute a Slide Show

Additional learning objectives are:

1.6 Insert and Modify Pictures

1.7 Use SmartArt and WordArt

1.8 Configure a Presentation for Distribution

1.9 Present and Distribute a Slide Show

PowerPoint Introduction

A PowerPoint presentation, also referred to as a slide show, is a collection of slides. The slides are referred to as a deck of slides because of the ease at which they can be shuffled around like a deck of cards.

Planning and Preparing a Presentation (1 of 5)

Theme—a predetermined set of colors, fonts, and effects

Thumbnail—slide miniature

Template—consistent fonts, colors, and other design elements including suggested content

QuickStarter—creates a collection of slides to provide research and design suggestions

A theme has a predetermined set of colors, fonts, and effects that provide a unified look to a presentation.

Thumbnail is a slide miniature.

A template has consistent fonts, colors, and other design elements similar to a theme, but it also can include suggested content.

The QuickStarter feature creates a collection of slides to provide research and design suggestions based on a presentation topic.

Planning and Preparing a Presentation (2 of 5)

When creating a new presentation, PowerPoint includes a library of templates from which you can select a predesigned document.

Planning and Preparing a Presentation (3 of 5)

QuickStarter builds an outline with suggested sections, talking points, and properly attributed Creative Commons images to get you started.

Planning and Preparing a Presentation (4 of 5)

A variant offers four different color options for a theme.

Planning and Preparing a Presentation (5 of 5)

A title slide is the first slide in a presentation. The title slide usually includes the name of the presentation and the name of the presenter. Placeholders are objects on a slide that are enclosed by dotted borders. Placeholders hold specific content, such as text, images, charts, and tables. As seen in the figure, there are placeholders for the title and subtitle on the title slide.

Adding Presentation Content (1 of 2)

Placeholders have

Sizing handles

A rotation handle

Numbered list—used when a list is a sequence of steps

Bulleted list—used when a list is a simple itemization of points

Title and Content layout is the most common layout used because it provides simple incorporation of text, images, SmartArt, video, tables, and charts into the content section of the slide.

Placeholders have sizing handles, white circles that display on the sides and corners of the placeholder, and a rotation handle, which is a circular arrow at the top of the placeholder. With the border selected, you can resize, move, rotate, or delete the placeholder.

A numbered list is used when a list is a sequence of steps.

A bulleted list is used when a list is a simple itemization of points.

Adding Presentation Content (2 of 2)

To add slides that exist in another presentation, you can import them using the Reuse Slides feature. By default, when a slide is inserted into a presentation, it takes on the formatting of the open presentation. To keep the formatting of the original presentation, click the Keep source formatting check box.

Viewing, Rearranging, and Deleting Slides (1 of 2)

Presentation Views	Description
Normal	This is the default view, where the pane on the left displays the slide thumbnails. The large Slide pane on the right is the main workspace and displays the current slide. The pane at the bottom is the Notes pane, where you add speaker notes for that slide.
Outline	Use this view when you want to enter text into your presentation using an outline rather than entering the text in the placeholder on the slide.
Slide Sorter	This view displays thumbnails of your slides, which enables you to view multiple slides simultaneously. This view is helpful when you want to change the order of your slides or to delete one or more slides.
Notes Page	This view shows one slide at a time along with the notes associated with the slide. Use this view for entering and editing large amounts of text you want to place in the notes section.
Reading	Use this view to display your presentation full screen, one slide at a time. It contains some simple controls to assist viewing the presentation.
Slide Show	When you present your slide show, you use Slide Show view. Slide Show view displays your presentation full screen, one slide at a time to your audience.

The table shows the various presentation views, including Normal, Outline, Slide Sorter, Notes Page, Reading, and Slide Show.

Viewing, Rearranging, and Deleting Slides (2 of 2)

The figure shows the various components of Normal view. To rearrange slides you simply “drag and drop” their thumbnails. To delete a slide, select it in the thumbnail pane and press Delete.

Format Slide Content (1 of 6)

To change the theme colors, select the color theme in the Colors gallery.

Format Slide Content (2 of 6)

Theme fonts include two settings, one for headings and another for body text. To change theme fonts use the Design tab.

Format Slide Content (3 of 6)

Slide Layout	Description
Title Slide	Title Slide layout includes a placeholder for a title and a placeholder for a subtitle.
Title and Content	Title and Content layout includes title and content placeholders. The default formatting for text entered in a content placeholder is a bulleted list. In addition, content icons are used to insert objects such as a table, chart, SmartArt graphic, picture, online picture, or video.
Section Header	Section Header layout is used to divide the presentation into sections or main topics similar to how a tabbed page separates sections in a notebook.
Two Content	Two Content layout includes a title placeholder and two side-by-side content placeholders. Often this layout is used to put text on one side of the slide and graphic content on the other side.
Comparison	Comparison layout includes a title placeholder and side-by-side content placeholders used to make a comparison between two topics

PowerPoint provides a set of predefined slide layouts which determine the position of placeholders on a slide, and each slide layout is defined by the type and placement of its placeholders.

Format Slide Content (4 of 6)

Slide Layout	Description
Title Only	Title Only layout includes just a title placeholder. This layout is often used to insert any type of object such as shapes, WordArt, pictures, charts, etc. without the restrictions of additional placeholders.
Blank	Blank layout contains no placeholders, making it ideal for content that will cover the entire slide, such as a picture.
Content with Caption	Content with Caption layout includes placeholders for a title and for text on the left side. The right side includes a placeholder for content such as a chart or picture.
Picture with Caption	Picture with Caption layout includes a large placeholder for a picture. To the left of the picture placeholder is a placeholder for a caption and a placeholder for descriptive text.

The table is continued.

Format Slide Content (5 of 6)

The Layout gallery displays thumbnails of the layouts.

Format Slide Content (6 of 6)

Good habits for text content

Rule of Seven

No more than seven lines

No more than seven words per line

Avoid using underlined text

Avoid using all capital letters

Use italics and bold sparingly

Be consistent in capitalization in title placeholders and punctuation

Avoid leaving a single word hanging on a line of its own

When a new presentation is created, the text formatting is determined by the applied theme. However, you can change text formatting. When formatting text keep the following in mind:

Avoid using underlined text. It is harder to read, and it is generally assumed to be a hyperlink.

Avoid using all capital letters. In addition to being difficult to read, words and phrases in all caps are considered to be “yelling” at the audience.

Use italics and bold sparingly. Too much emphasis using italics and bold is confusing and makes it difficult to determine what is important.

Be consistent in capitalization in title placeholders and punctuation in content placeholders.

Avoid leaving a single word hanging on a line of its own. Modify the placeholder size or create a soft break so that more than one word is on a line.

Inserting and Modifying Pictures (1 of 6)

File Format	Extension	Description
Bitmap	.bmp	Device Independent Bitmap A representation consisting of rows and columns of dots. The value of each dot is stored in one or more bits of data. Uncompressed and creates large file size.
GIF file	.gif	Graphics Interchange Format Limited to 256 colors. Effective for scanned images such as illustrations rather than for color photographs. Good for line drawings and black-and-white images. Supports transparent backgrounds.
JPEG file	.jpg or .jpeg	Joint Photographic Experts Group Supports 16 million colors and is optimized for photographs and complex graphics. Format of choice for most photographs on the Web. Uses lossy compression.
PICT file	.pict, .pic, or .pct	Macintosh PICT Holds both vector and bitmap images. PICT supports eight colors; PICT2 supports 16 million colors.

The table shows the types of graphic file formats supported by PowerPoint.

Inserting and Modifying Pictures (2 of 6)

File Format	Extension	Description
PNG file	.png	Portable Network Graphics Supports 16 million colors. Approved as a standard by the World Wide Web Consortium (W3C). Intended to replace .gif format. Uses lossy compression.
TIFF file	.tif or .tiff	Tagged Image File Format Best file format for storing bitmapped images on personal computers. Can be any resolution. Lossless image storage creates large file sizes. Not widely supported by browsers.
Windows Metafile	.wmf	Windows Metafile A Windows 16-bit file format.

Continuation of the table showing the types of graphic file formats supported by PowerPoint.

Inserting and Modifying Pictures (3 of 6)

There are two ways to add a picture that you have saved to a storage device or location. One way is to use the icon in a content placeholder, which is shown in the figure, and the other is to click Pictures on the Insert tab.

Inserting and Modifying Pictures (4 of 6)

Public domain—author gives the right to freely reproduce and distribute their material

Creative Commons license system—authors specify which rights they reserve and which rights they waive

Bing’s online images comply with the Creative Commons license system

A copyright provides legal protection to a written or artistic work, including pictures, drawings, poetry, novels, songs, movies, computer software, and architecture.

Public domain is where the author gives everyone the right to freely reproduce and distribute their material.

Creative Commons license system allows authors to specify which rights they reserve and which rights they waive.

Bing’s online images comply with the Creative Commons license system.

Inserting and Modifying Pictures (5 of 6)

A picture can be resized by dragging the sizing handles on the selected picture. Cropping a picture enables you to eliminate unwanted portions of an image. A picture can manually be cropped to any size, to a preset ratio with an exact measurement, and fit it into a predefined space, or to a shape.

The figure shows manual cropping using crop handles.

Inserting and Modifying Pictures (6 of 6)

PowerPoint picture styles are applied to create different borders, border weights, shadows, and reflections as well as different shapes such as rounded rectangles and ovals.

Using SmartArt and WordArt (1 of 5)

SmartArt —communicates information visually with graphics

SmartArt types:

List—Shows nonsequential information

Process—Displays steps in a process

Cycle—Shows a continual process

Hierarchy—Displays a decision tree, organizational chart, or pedigree

Relationship—Illustrates connections

SmartArt enables you to communicate information visually with graphics instead of just plain text.

SmartArt types consist of:

List—Shows nonsequential information

Process—Displays steps in a process

Cycle—Shows a continual process

Hierarchy—Displays a decision tree, organizational chart, or pedigree

Relationship—Illustrates connections

Using SmartArt and WordArt (2 of 5)

Additional SmartArt types:

Matrix—Shows how parts relate to a whole

Pyramid—Shows proportional relationships with the largest component on the top or bottom

Picture—Includes a placeholder for pictures within the graphic

Office.com—Additional layouts available online

Additional SmartArt types include:

List—Shows nonsequential information

Process—Displays steps in a process

Cycle—Shows a continual process

Hierarchy—Displays a decision tree, organizational chart, or pedigree

Relationship—Illustrates connections

Matrix—Shows how parts relate to a whole

Pyramid—Shows proportional relationships with the largest component on the top or bottom

Picture—Includes a placeholder for pictures within the graphic

Office.com—Additional layouts available online

Using SmartArt and WordArt (3 of 5)

By clicking the Convert to SmartArt command, you can convert existing text into SmartArt.

Using SmartArt and WordArt (4 of 5)

The WordArt gallery has a variety of text styles to choose from, as well as the option to change individual settings or elements to modify the style using the text fill, text outline, and text effects options.

Clicking WordArt on the Insert tab displays the WordArt gallery shown in the figure.

Using SmartArt and WordArt (5 of 5)

WordArt Effects includes the Transform option, which can rotate the WordArt around a path or add a warp to stretch, angle, or inflate letters.

The slide shows the Transform gallery.

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