CSCU9B1/PDMU9L6 MS POINT - cs.stir.ac.uk · CSCU9B1/PDMU9L6 MS POWERPOINT 1 LEARNING OUTCOMES By...

CSCU9B1: ESSENTIAL SKILLS FOR THE INFORMATION AGE POWERPOINT 1 - PDMU9L6 STREAM

COMPUTING SCIENCE & MATHEMATICS PAGE 1 OF 13

CSCU9B1/PDMU9L6

MS POWERPOINT 1

LEARNING OUTCOMES

By the end of this practical students should be able to:

Understand the purpose and make use of different views of a presentation.

Identify various parts of the PowerPoint interface and understand their uses.

Create a simple presentation using a wizard.

Change the design and layout of a presentation using the Slide Master.

Add images and smart art to a presentation.

Run a slide show.

Use PowerPoint to create a poster.

TRANSFERABLE SKILLS

Creating and formatting documents with an industry standard presentation package.

Remember to register your attendance.

Remember to check your student email.

Remember to check out the CSCU9B1/PDMU9L6 web pages for any news and

announcements.

Getting Started with PowerPoint

Why use PowerPoint? Certainly when you’re giving a presentation you can just use note cards,

but nowadays everyone is expected to be familiar with electronic presentation tools. Using the

computer to prepare your presentation brings the usual benefits (you might have horrible

handwriting, or not be very good at drawing, and you can easily modify your presentation). If

the presentation is to be run directly from the computer then Microsoft PowerPoint allows you

to use animation and sound too. PowerPoint gives you different views of your presentation, so

you can also prepare handouts for your audience and notes pages for yourself. There’s a spell

checker so no more embarrassing typos. There are built in layouts so you can guarantee a

uniform look for your slides.

We’ll create a simple presentation extolling the many virtues of CSCU9B1/PDMU9L6 . Select

the right module as appropriate. Don’t forget to save as you go along.

Start PowerPoint!

Select New from the File Tab



An easy way to create a new presentation is to use the New Presentation Dialogue. This

dialogue allows you to create a new presentation based upon existing templates and

categories. Let’s use a template available from the online Microsoft library, called “Student

Presentation”. Type in “student presentation” in the search box, then press the little arrow icon

to search office.com for this presentation style.

Once the style is found, select Download to download the style to your computer.

Your presentation template will now display for you. The presentation contains dummy slides

which you can either edit or delete as your develop your presentation. This presentation is

based upon a student-orientated template, hence the project-based slides. Save your work so

far!

Remember to check where PowerPoint suggests you save – make sure you’re saving in your

home folder on the H: drive. You should have something like this:



We could have chosen a different template, which would have given different slides (both in

style and in outline content).This worksheet will cover how to modify the presentation to

include the information you want, and to change its style, but first.

Screen Layout and Presentation Views

As with every office application, PowerPoint has its own window and set of tabs and panels. If

you want to find out what a button does, position the mouse pointer over the button and a

little description will appear underneath (called a ToolTip).

PowerPoint provides a few different ways of viewing a

presentation. The different views can be accessed from the little

toolbar at the bottom right of the window or from the View tab

on the Document Views panel.

We are just viewing the same file in different ways, facilitating different sets of functions. Each

view has its own function although some of these functions are available in more than one

view. As we create the presentation we’ll examine each of these in more detail. What follows is

a brief description of each view. We’ll see how to use them all later in the worksheet.

Presentation Views

Normal View. This is really several views for the price of one, shown in three panes.

The main pane allows you to look at any individual slide and edit the text and/or

pictures in it. You will find this view very useful because you can see the results as

you edit the slide (remember WYSIWYG?). In the left pane you can view an outline of



the document contents. In the bottom pane you can view and edit notes (see below).

Slide Sorter View. This looks a bit like ‘Print Preview’ for Word documents. You see small

versions (thumbnails) of the slides and you can rearrange the sequence and create animations

between them. This is the best place to think about (and change) the overall design of the slide

show, ordering of slides, and so on.

Notes Page View. This is available as a separate view from the view menu and as part of the

Normal View. In addition to the actual slide show, you may want to attach some notes to each

slide for the speaker to use. A version of the slide show with these notes can be printed out for

the speaker and could contain the additional commentary to be used during the presentation.

In Normal View there is a window at the bottom in which you can click to add notes.

Slide Show. This is the view that the audience will see: just the slides, complete with

animations, filling the whole screen.

Reading View. This is very similar to Slide Show but you will also see the PowerPoint title band

at the top of the screen and the PowerPoint status bar and the Windows task bar displayed at

the bottom of the screen.

Outline View (the left pane in Normal View)

Go to normal view. When in normal view, the left hand side of the

window will contain two tabs offering different outline views of your

presentation. The Outline tab presents the text of the whole

presentation as a nested and bulleted list. The outline view is handy

when you’re just starting out. You can plan the major topics you want to

cover and add some of the subsidiary points you want to talk about.

Note you can resize the different panes by dragging the dividers around;

try it!

The New Presentation Dialogue has provided you with 9 slides in this

show and has inserted some dummy text and diagrams suggesting the

kind of thing you might want to talk about in each slide.

Down the left side are numbers and little icons; each one

corresponds to a slide in your presentation.

The title of a slide is shown in large bold text and the rest of the items on the slide are shown as

a bulleted list. A list is good for presentations because it’s better to just put a little reminder on

the screen of what you want to say and then talk round the subject. It’s usually very bad to put

down exactly the same thing you say – either the presentation is boring or you’ve got too much

information on the slide.

Text in this view can be edited in the same way as you edit text in Word – click the cursor where

you want to add the text and type. You will immediately see the change in the slide view pane.

Of course, presentations can have more than just text; you can add pictures and sounds too. In

fact, you could have a presentation of only pictures if you want, with no text.



Edit the title slide of the presentation.

Edit the first title to read “Essential Skills for the Information Age”

Edit the subtitle to read “Computing Science and Mathematics”

Edit the Student Name to your own name

Edit the class name to read “CSCU9B1/PDMU9L6”

Our presentation now has a title slide! Add some meaningful content to your presentation:

Change the title of slide two to Introduction

Use the outline pane to change the bullet points on slide two to the following:

In the University, we need to:

Introduce students to computer use

Provide them with fundamental Information

Technology skills

CSCU9B1/PDMU9L6 is the answer

No prior knowledge assumed

Work at your own pace

To obtain the proper list/sub list effect, firstly type in all the lines above,

then select the text of the second and third bullet points and click the

increase or decrease indent buttons within the Paragraph panel in the

Home tab.

Ensure your slide overview looks like the image given above.

Adding and Removing Text

When creating a presentation, you’ll often need to add or delete slides from your presentation.

It is easiest to do this when using the Outline view.

› Try adding a slide between slides 2 and 3. Place the cursor at the position that you wish

to enter a new slide and then click the New Slide button, found within the Slides panel

in the Home tab.

A new slide is added blank, with one text box for a title, and another text box for content.

› Try deleting the slide you have just created. Click on the slide you wish to delete in the

Outline list. Press the Delete key on your keyboard. You’ll be prompted to confirm this

action. Press OK.

If you delete a slide by accident, try using the Undo action.

Slide View (the right pane in Normal view)

You can see each slide individually.



Close or resize the outline pane to make the slide pane occupy most of the screen.

To move to the next slide just click in the scrollbar on the right-hand side or use the

Page Down key.

To edit a slide in slide view, just click where you want to insert the text and type. Not only does

the cursor appear where you clicked, but also a text box appears (that’s what the grey line

indicates) surrounding that chunk of text.

This is the main difference between Word documents and presentations. Typically, a slide

consists of two text boxes, one for the title and one for the body text. Depending on which slide

layout you’ve chosen (more on this later), there could be more text boxes and, of course, you

can add your own. Text boxes allow you to treat chunks of text as a single object that you can

move around like a graphic. This comes in particularly useful when you add other objects to

your slide such as pictures. The Slide Pane is good for fine-tuning your text, or organising

images, smart art, etc.

Continue editing your presentation from slide 3 onwards by entering the content listed below.

Use either the slide pane or the outline pane to do the editing, whichever you prefer. Actually,

use both to get a feel for it. At this point you just need to enter text and use promote or

demote indent: don’t change the size or font of the text directly. It’s usually a bad idea to

change the size and font of the text in individual slides. These are part of the design of the

presentation. More on this later…

Here is the text to enter for PDMU9L6. CSCU9B1 need to also add something about Databases

and Making web pages:

Slide 3 Topics Covered

Text and Graphics

Presentations

Spreadsheets

Slide 4 Text and Graphics

MS Word documents

MS Paint

Image Editing with GIMP

Slide 5 Presentations

PowerPoint

Animations

Multimedia



Slide Show

When you have finished entering the

text, move back to slide 1 in the slide

pane.

Now switch to Slide Show by clicking the

Slide Show button at the bottom right

or by choosing Slide Show from

Presentation panel on the View tab.

Alternatively, just press the F5 key on

the keyboard. The slide show starts,

taking up the whole screen.

Click the mouse button or press Enter to

advance to the next slide. When you’re

on the last slide the show automatically

stops and you return to whichever view

you were in before you started the

show.

Sometimes you need to have more control over the slides, for

example, you might want to go back to a previous slide. A

menu is hidden in the bottom left hand corner. It appears

when you move the mouse. The Reading View also has

some of these controls at the bottom of the screen.

The most useful features you will find here are:

Going back to the previous slide – maybe you’re trembling so much that you

accidentally jumped forward two slides at once! Click the left arrow.

Going forward to the next slide –click the right arrow.

Jumping to another slide in the

presentation. Choose Go to Slide and then

pick the slide that you want to view. This is

useful sometimes when you want to refer

back to a previous slide maybe containing a

chart or diagram. When you want to

continue from where you left off, you will

need to jump back to where you were using

the menu again.

Slide 6 Spreadsheets

Using Excel

Making Charts

Calculating with Formulas

Slide 7 Lectures on

Systems

Networks

Web Design

Slide 8 Assessment

One Test

Zero Exams

Lots of Checkpoints



Drawing on the slide. Choose the Pen (there are different styles to choose from) and

then scribble away (it’s not permanent)! When you are done, choose Arrow to return

to normal mouse operation.

Ending the slide show early – maybe your audience is sleeping peacefully and you want

to make a quick getaway! Anyway, choose End Show. You can also do this by pressing

the Esc key.

Slide Sorter View

How do you make the presentation more exciting (well OK, less tedious)? One way is to choose

a different layout and design.

Change to Slide Sorter View. Click the slide sorter view button at the

bottom left of the screen or choose Slide Sorter from the Presentation

panel on the View tab.

This is where you can control aspects of the overall look and feel of your presentation. You

cannot change the slide content here.

The display now shows miniatures of all the slides in the show in the correct order.

Move slides about: click on a slide and drag it to its new position. You’ll see a vertical

line appearing between the slides whenever you drag the chosen slide to a different

location. Releasing the mouse will cause the slide to be moved to this position. Try

it! Move slide 1 between slides 2 and 3. Did it work? Now move it back again!

Alternatively, you can move among the slides using the arrow keys and just cut and

paste to change the order.

Add new slides: select slide 4 (just click on it). Now click on the new slide button in

the Slide panel on the Home tab.

A new slide should appear after the one that was selected.



Delete unwanted slides – select the slide that you just created (it’s probably still

selected) and press Delete.

Design

Now we’re going to change the design and layout of the whole presentation.

A slide is made up of various elements. In our standard slide there’s a background, title text and

body text. This is the layout of the slide. The design of the presentation is concerned with the

font style and size, the kind of bullets and so on.

It’s important to apply the same sort of layout and design to all slides because if

you change design part way through a presentation it can be very distracting for

the audience. The design is something you should plan out for the whole

presentation. This is also why you shouldn’t make changes to the font or size in

individual slides. As with styles in Word, sticking to Powerpoint layout and design

means that you can change something once, instead of having to change it in all

slides. Note that Powerpoint will often resize text automatically to make

everything fit nicely on the slide. Only as a last resort should you tailor individual

slides: do it after you have applied an overall design and layout.

Switch to the Design tab. Locate the Themes panel.

The Themes panel contains a number of preset designs for your perusal. To try any of them out,

just click on the thumbnail image of the one you like the look of.

Try some out! Pick a design, switch to Normal View to have a good look at it. When you’ve

finished saying ‘Wow!’ try another one or switch back to Slide Sorter View.

Layout: the Master Slide

The layout of each slide is determined by a master slide. This is a pattern or template for the

general layout of the slides in your presentation. Therefore, every slide should conform to the

same master slide.

Normally you shouldn’t really have to change the master if you stick with one of PowerPoint’s

own template designs; however, you may occasionally find that the layout is not to your liking,

or you might want to add some special footers with your name and a company logo. Let's have

a go!



› Select the View tab and the Slide

Master view in the Presentation

Views panel. Here you can change

the position of items yourself by

moving the text boxes, changing

fonts, and add headers or footers,

which will appear on each slide.

› Position the cursor in the title area

and change the font to Arial Black

size 36. You can edit the font by using the Font panel in the Home tab.

› Try resizing the title area box using the handles to make a tighter fit to the text.

› Edit the second and third level fonts.

› Select Header & Footer from the Text panel on the Insert tab. Include the date and slide

number on the slide (note that the title slide is different and not included in this slide

master), select a format for the date, and make the footer text include your name

followed by 'University of Stirling'.

When you go back to the slide view all the slides should have changed. Changing the Master

slide is therefore much better than changing each slide individually. It’s quicker, and it means

that all the slides have the same look.

There are other kinds of master too; one each for the title slide (which is usually different from

all the other slides because it has different kinds of information on it), the notes slide and the

handout slide.

To exit the Master Slide View click on the Slide Master tab and then select Close Master View

from the Close panel.

Colour Scheme

If you’re planning to give the presentation on screen then it’s best to have a colour scheme with

a dark background and light text, although this may not be effective if there is a lot of ambient

light in the room. If you’re planning to print out the slides to use on an overhead projector it’s



better to have dark text on a light/white background. The colour scheme is easily changed.

Again, it is part of the overall layout of the presentation.

It is important, above all however, to maintain good contrast and readability

whatever colour scheme you choose. You need to take into account the conditions

that your presentation will viewed under and adapt your colour scheme to suit. As

you have just demonstrated, changing the entire colour scheme can be achieved

with a couple of button clicks so, if you find that the conditions in the lecture

theatre don’t suit your existing presentation, well, you can do something about it

there and then. Useful…

In Slide Sorter View, choose Colors on the Themes panel in the Design tab. You’ll be

offered a number of different colour schemes. Some are suitable for black and white

slides some for colour slides on an OHP and some for online presentations. All of them

should provide a sensible combination of colours for the different parts of the slide (e.g.

title, body text, background images etc.).

As before with the slide designs, try a few out and pick a suitable one for an on screen

presentation.

The colour scheme can be customized after it has been applied to the presentation by choosing

Create New Theme Colors from the Colors menu. This will bring up a dialog window, which will

allow you to change any of the eight colours that form the colour scheme.

Slide Background

We can make changes separately to the slide background to make it more interesting.

› Select Background Styles from the Background panel on the Design tab.

› Note that this menu has a number of suggested backgrounds which will suit your current

theme. If you wish to customise your background with a non-standard background,

choose Format Background from the menu.

Inserting Graphics

Just as in Word, you can add pictures to PowerPoint slides to improve the visual appeal of your

presentation. These could be your own photos or drawings (see below), or even pictures or

graphics from the Internet (remember, you may need to get permission to use someone else's

images). In the Text and Graphics classes, we used a selection of graphics called Clip Art, which

contains lots of useful images. This feature is available in PowerPoint as well. Let's investigate!

› Move to Normal View and navigate to the title slide. Switch to the Home tab and click

on the Layout button on the Slides button.

› Choose the layout called Title and Content (it should be the first one). The slide content

should be rearranged to conform to the new layout.



› Select the content textbox in the title slide. You’ll know if you are in the right place if the

text box becomes highlighted.

› Next, switch to the Insert tab, and locate the Clip

Art tab within the Illustrations panel.

In the Search text box type in screen beans (trust

me!). This should result in a selection of … well

screen beans! Choose the one which most

accurately depicts your feelings about starting

CSCU9B1! If there are problems waiting for the

clip art images, you will find a couple of suitable

pictures in the CSCU9B1/PowerPoint folder on

the Groups (V:) drive.

Do the same for the last slide in the presentation to illustrate the before-and-after effect

of doing CSCU9B1/PDMU9L6! I hope that you will feel that you have benefited from the

experience!

When you get back to the slide view you can select, move and resize the image using the

handles.

You can also insert pictures from files, for example, ones that you’ve downloaded from the

web. Choose Picture from the Illustrations panel of the Insert tab. Powerpoint has lots of built

in picture effects so that the picture you add can look professional. Find these on the Format

tab, Picture Styles panel. You can draw your own with the simple drawing tools available, or

import pictures from other applications (e.g. charts that you’ve created in Excel).

Drawing Objects

PowerPoint also allows you to draw diagrams using drawing tools (Home: Drawing)

common to most Microsoft applications, or to use the SmartArt graphics.

For slide 3, make

a diagram

capturing the

topics covered in

the course. E.g.

see the simple

example here.

You can add

other topics if

you like.

To make some

space for it,

change the slide

layout first. Try

using the Title and Content layout. Then, you can rearrange the title and text areas freely.

CSC9B1 Windows

and Internet

Text and Graphics

Web Pages

Spreadsheets



I recommend using text boxes and lines. Remember you can format any graphic object

(text box etc.), after you have inserted it, by right clicking on it and choosing Format

Object (or Format whatever).

Checkpoint

Demonstrate your fully functioning presentation to a tutor by giving a slide

show. Your presentation should include all of the information about

CSCU9B1/PDMU9L6 as appropriate, suitable graphics, a design and colour

different from the default, and a diagram on slide 3.

Now is also a good time to make sure that you are up to date with your

checkpoints. Have you done them all? Are you marked on the system as

having done them all? Ask the tutor/demonstrator.

WHAT WE'VE COVERED

How to create a basic slide presentation using the Auto Content Wizard.

How to access various views of the presentation and what each of them is used for.

Designing the layout of slides both individually and from the master slide.

Formatting the content and background of the slides.

Adding graphics to the slide show

Using Powerpoint to make posters

Warning: It is quite possible to go seriously overboard with all the fancy

features that PowerPoint provides. This can lead to the audience becoming so

distracted by the presentation that they miss the contents. I call this

PowerPointitis. Try to avoid catching it!

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