LESSON 7 PRESENTATION MAKING

OBJECTIVES:
At the end of the lesson the students should be able to:

1. Fully understand MS PowerPoint application

2. Get familiarize with features of MS PowerPoint
3. Learn how to start and exit MS PowerPoint
4. Identify the parts of MS PowerPoint window
5. Learn how to create and save your first presentation
6. Learn how to add Clip art and WordArt in presentation

CONCEPTS/THEORIES:

A. NAVIGATING AND MANIPULATING MICROSOFT POWERPOINT

Adding Text

1. From the New Slide dialog box, select Title Only layout and then click OK.
2. The Title Only slide layout already provides a placeholder for text that would hold
the title of your presentation.
3. At the slide pane, you can see a text box with the caption click to add title.

To add another text placeholder, which is not customized from the slide
layout, you have chosen:

1. Click the text box button from the Drawing toolbar.

NOTE:

The Drawing toolbar is usually located at the bottom part of the window
above the status bar. To show the Drawing toolbar go to the View menu,
click Toolbars, and then click the Drawing submenu.

2. Position the mouse pointer at the slide pane just below the first text placeholder.
Holding down the left button of the mouse, drag the pointer going to the right
direction of the slide pane. Then release the mouse button.
3. Type “I see the sun and the clouds during daytime.”
4. Press the enter key of the keyboard and continue typing on the second line “I
see the moon, stars, and clouds during night time.”

Drawing Shapes

As mentioned, the slides can contain shapes too. You can draw your own or choose
from the AutoShapes located at the drawing toolbar.
To draw an Oval Shape:

1. Click on the oval button at the drawing toolbar.

2. Position the mouse pointer at the slide pane. Holding down the left button of the
mouse, drag the pointer at the slide pane. Then release the mouse button.

NOTE:

To draw a circle, the oval button can also be used. Likewise, if you want to
draw a square or rectangle, use the rectangle button at the drawing toolbar.

Using AutoShapes

Now, try to draw a picture of a sun.

1. Using the AutoShapes, click AutoShapes at the drawing toolbar, select the
basic shapes and then click the smiley face.
2. The same way as you draw an oval, drag the pointer to an area in the slide
pane. Then release the mouse button.

Applying a color scheme

You can apply a color scheme to an individual slide or to all the slides in a
presentation. Each template offers one or more standard color schemes from which
to choose, and you can also create your color schemes, and then save them so you
can apply them to other slides and even other presentations.

Choose a Color Scheme

1. Right-click a blank area of a slide.

2. Click Slide Color Scheme.
3. If necessary, click the standard tab to view the available color schemes.
4. Click the color scheme you want.
5. Click Apply to apply the color scheme to the slide you are viewing, or click Apply
to All to apply the color scheme to the entire presentation.

Delete a Color Scheme

1. Open the Color Scheme dialog box.

2. If necessary, click the Standard tab to view the available color schemes.
3. Locate and click the scheme you want to delete.
4. Click Delete Scheme.

Apply the Color Scheme of One Slide to Another

1. Click the Slide Sorter View button.
2. Click the slide with the color scheme you want to apply.
3. Click the Format Painter button on the Formatting toolbar once to apply the
color scheme to one slide, or double-click to apply to multiple slides.
4. Select the slide or slides to which you want to apply the color scheme. This can
be in the current presentation or in another5 open presentation.

If you are applying the scheme to more than one slide, press Esc to cancel Format
Painter. If you are applying the scheme to only one slide, Format Painter cancels
automatically.

Changing the Color Scheme

You might like a certain color scheme, all except for one or two colors. You can
change an existing color scheme and apply your changes to the entire presentation
or just to a few slides. Once you change a color scheme, you can add it to your
collection of color schemes so that you can make it available to any slide in the
presentation.

Change a Standard Color Scheme Color

1. in Slide view, right-click a blank area of the slide whose color scheme you want
to change, and then click Slide Color Scheme.
2. Click the Custom tab
3. Click the element you want to change in the Scheme Colors list.
4. Click Change Color.
5. Click a color on Standard tab.
6. Click OK.
7. Click Apply to apply the changed color scheme to the current slide, or click Apply
to All to apply the changed scheme to all slides.

Choose a Nonstandard Color

1. In the Color Scheme dialog box, click the Custom tab.

2. Click the element you want to color in the Scheme Colors list.
3. Click Color Change.
4. In the Color dialog box that opens (the name depends on which element you
chose), click the Custom tab.
5. Drag across the palette until the pointer is over the color you want, or set the
Hue, Sat, Lum, red, Green, and Blue values manually.
6. Click OK. The color appears in the Scheme Color list.
7. Click Apply to make the new color part of the color scheme for the current slide,
or Apply To All to make it part of the entire presentation.

Inserting Slides From Other Presentations

To insert slides from other presentations in a slide show, you can open the
presentations in a slide show, you can open the presentation and co[y and paste the
slides you want, or you can use the Slide Finder feature. With Slide finder, you don’t
have to open the presentation first; instead, you view “snapshot” of each slide in a
presentation and then insert only the ones you select. With Slide Finder, you can
also create a list of favorite presentations that you often use as source material.

Insert Slides from Slide Finder

1. Click the Insert Menu.

2. Click Slides from Files, and then click the Find Presentation tab, if necessary.
3. Click the Browse button, locate and select the file you want, and then click
Open.
4. Click the Display button, to display a miniature of each slide.
5. Select the slides you want to insert.
 To insert just one slide, click the slide and then click Insert.
 To insert multiple slides, click each slide you want to insert, and then click
Insert.
 To insert all the slides in the presentation, click Insert All.

Display Slide titles in Slide Finder

1. In Slide Titles in Slide Finder

Add a Presentation to List of Favorites

1. In Slide Finder, locate the file you want to add to he list favorites.
2. Click Add to favorites.
3. Click the List of Favorites tab.

Inserting A Graph Chart In a Slide

You can insert an existing chart from a program such as Microsoft Excel, or you can
create one from scratch using the graph program that comes with the Office 97
suite, Microsoft Office. Graph uses two views to display the information that makes
up a graph: the datasheet, a spreadsheet-like grid of rows and columns that
contains your data, and the chart, the graphical representation of the data.
A datasheet contains cells to hold your data. A cell is the intersection of a row
and column. A group of data values from a row or column of data makes up a data
series. Each data series has a unique color pattern on the chart/

Insert a Graph Chart in a Slide

1. Start Microsoft Chart in one of the following ways:

 To create a graph on an existing slide, display the slide on which you
want the graph to appear, and then click the Insert Chart button on the
Standard toolbar.
 To create a graph on a new slide, click the Insert New Slide button on the
Standard toolbar, click the Chart AutoLayout, click OK, and then double-
click the chart placeholder to add the chart and datasheet.
2. Replace the sample data in the datasheet with your own data.
3. Edit and format the data in the datasheet as appropriate.
4. Click the Close button on the datasheet to close it and view the chart.
5. Click outside the chart to exit Microsoft Graph.

Enter Data in Microsoft Graph

You enter graph data in datasheet either by typing it or by inserting it from a

different source. The datasheet is designed to make data entry easy, but if your data
resides elsewhere, it’s better not to retype it – you might make mistakes, and you
would have to update your data twice. When the data that form the bases of your
graph are located elsewhere, it’s usually best to link your data to the graph object.

If you type data into a cell already containing data, your entry replaces the cell
contents. The cell you click is called active cell; it has a thick border.

To change the color of the object:

1. Select the object.

2. On the drawing toolbar click the arrowhead beside the fill color button.
3. Choose the yellow color by clicking on it.

To change the color of the line:

1. Click the arrowhead beside the line color button also located at the drawing
toolbar.
2. Click on the color for example the yellow one.

To change the thickness or style of the line:

1. Click the line style button located at the drawing toolbar.

2. Click on the style (for example the 6 pts style)

Adding Clip Art

MS PowerPoint has provided different kinds of clip art to choose from. These are
pictures that can be added to the slides from drawing your own images.

To Insert Clip Art:

1. Go to the slide where the clip art will be inserted.

2. Click on the Insert ClipArt dialog box will appear showing the different
categories of pictures like favorites, academic, animals and so on.
 3. Click on a certain category then browse or look for the clip art you want.
Click on this link if you still want to search for more images. Or you can
customize your search by typing in the Search for clips text box the keyword
for the picture you’re looking for.
For example, search for the images of a moon, by typing “moon” on the text
box.
4. Select the image you want by clicking on it, and then click Insert Clip.
5. Click Close Button to close the dialog box.

Adding WordArt

WordArt lets you create in a different way or style.

To Insert WordArt:

1. Go to the slide where the WordArt will be inserted.

2. Click on the Insert WordArt button at the drawing toolbar. The WordArt
Gallery will appear.
3. Click on the style you want and then click OK.
4. Type the text you want in the textbox Your Text Here.
5. Click OK.

Deleting Objects

1. To delete objects like text, shapes, clip art or WordArt;

2. Select the object by clicking on it and then press the Delete key of the
keyboard.

B. ENHANCING DOCUMENTS

Changing the type, size and color of the Font

An object has text attributes such as style, font, and color. Before you can modify
your text, you have to choose the objects so you can apply the changes you want.

1. Highlight the text to change the style of the font.

2. Pick the style of the font from the drop-down menu of the fonts in the
formatting.
3. Change the size of the font by choosing the appropriate number in the
formatting

1. Highlight the text to change the color of the font.

2. Pick a new color for your font in the drawing toolbar.
Moving and Modifying Objects

Objects have graphic attributes such as fill, line, shape and shadow. Before you can
modify the object, you have to select it to apply the changes.

1. Click the object you want to move.

2. Drag the object to your desired position.
3. Release the mouse when the objects is placed on its new position.
4. Click on the cloud object.
5. Press CTRL + d to make a duplicate copy of the object.
6. Drag the star object in line with the moon object.

Changing Slide Background

You can make your slide more artistic by changing its background. In changing the
slide background, you have the option of using mixed or solid colors and even still
pictures to improve your presentation.

1. On the Menu Bar, click Format.

2. Choose Background.
3. To display the background fill options, click the drop down arrow.
4. Click Fill Effects.

On the Fill Effects Dialog Box, you can change the background of your slide by
modifying its color, texture, pattern or picture.

5a1. Click this if you want to use one color for your background.
5a2. You can chose any color you want.
5a3. After picking a color, choose Horizontal Shading Style.
5a4. Click this variant fro your background.
5a5. Click OK.

5b1. Click this if you want to combine two colors for your background.
5b2. Pick two different colors to combine by clicking the drop down arrow.
5b3. Choose the shading style from Title.
5b4. Click thus variant for your background.
5b5. Click OK.

If you want to choose one color for your background, you follow steps 5a1-5a4 and
if you want to combine two colors for your background follow steps 5b1-5b5.

6a. If you followed steps 5a1-5a5 or 5b1-5b5, click the Apply button to apply your
new background.

You have your first slide with its new background!

Applying Design Template

A template is the framework of your presentation. It has its own set of colors and
text.

1. On the Menu Bar click Format.

2. Click Apply Design Template.
3. On the Apply Design Template Dialog Box, you can choose your own template by
clicking on the template name and by viewing its design on the next window.
4. If you have chosen a template, click Apply.

Adding Another Slide

1. On the Menu Bar, click Insert.

2. Click New Slide or press CTRL + M.

In the insertion and addition of slide, there are several layouts available to choose
from. You can choose from the title slide, bulleted list, graphs and text, clipart and
bullet down to a simple plain slide layout.

3. Choose the Bulleted List slide layout.

4. Click OK.

Notice in the Outline Pane, another slide was added.

5. On the Outline Pane click on the first slide.

6. Highlight the title. We will copy it to the next slide.
7. Right click on the text box and click Copy.
8. Choose the second slide on the Outline Pane.
9. Right click on the text box.
10. Click Paste.
11. Go back to your first slide.
12. Select the picture of the sun, cloud, tress, birds, house and the man with the
child.
13. Right click, and then press Copy.
14. Return on the second slide.
15. Click on the Slide Pane, right click and choose Paste.
16. Go to the second slide.
17. Right click and Paste the sentence.
18. To make the cloud picture bigger, press Shift while you drag the side of the
picture.
19. Press CTRL + D two (2) times to make another 2 copies of the cloud.
20. Clouds are scattered and are positioned properly.

At this point we have added a slide and moved the objects from 1 st slide to the
second one we created.
21. Go on the third (3rd) slide.
22. On the Menu bar, click Insert then click New Slide.
23. On the New Slide dialog box, choose Bulleted List.
24. Click OK.

Notice that we have one\e (1) more slide added in the presentation. We have four
(4) slides all in all.

25. Go back on the first slide.

26. Right click on the text box then click Copy.
27. Go to the fourth (4th) slide.
28. Right click on the text box then click Paste.
29. Go back to the first.
30. Select the star, moon, trees, and house by pressing Shift and by clicking your
mouse.
31. After selecting the objects, right.
32. Go to the first (1st) slide.
33. Right click on the slide then click Paste.
34. Align the text to the left by pressing Align Left.
35. Duplicate the star and the cloud by pressing CTRL + D
36. Drag the moon on the right side of the slide.
37. Go back to the first (1st) slide.
38. Right click on the text box, highlight the second sentence then click Copy.
39. Go to the fourth slide.
40. On the text box, right click then Paste.

Arranging of Slides

1. On the current slide, click the Slide Sorter View.

2. Click on the fourth slide.
3. Drag the fourth slide before the third slide.

Deleting of Slides

1. Select the slide you want to delete.

2. In the Menu Bar click on Edit.
3. In the Edit Menu, click Delete Slide.
MOVING OBJECTS MOVE

PowerPoint offers a more interesting way to give life and to enhance your
presentation. A multimedia approach is introduced with animation in PowerPoint. It
will add special visual and sound effects to your presentation.
C. PRESENTATION ANIMATIONS

Putting Animations

Animation can be applied in your text, graphics, sounds, movies, charts and other on
your slides.

 Animate text and objects

1. In normal view, display the slide that has the text or objects you want to
animate.
2. Click Custom Animation.
3. Click Slide Show menu.
4. Under Check to animate slide objects, select the check box next to the next
or object you want to animate.
5. Click the Effects tab.
6. Under Entry animation and sound, select the animation option you want.
7. Select a sound option.
8. Click Preview to go over your animation.
9. Click Cancel to annul changes. OR
10. Click OK if finished.

 Putting Sound Effects

1. Go to Inset Menu.
2. Click movies and Sounds.
3. Click Sound from file.
4. Locate the path on the Look in box.
5. Select a sound file.
6. Click OK.
7. A sound icon will appear on your side.

 Setting Order and Timing

1. In normal view, display the slide that has text or objects you want to animate.
2. Click Slide Show menu.
3. Click Custom Animation.
4. Click Order & Timing Tab
5. To change the order of Animation order.
6. Click one of the arrows to move the objects up or down in the list.
7. To set timing, on the Start animation choose on Mouse click or automatically.
8. Click OK to apply the animation.

NOTE:

To start the animation by clicking the text or object, click on mouse click. To start
the animation automatically, click automatically, and then enter the number of
seconds you want to have.
D. PRESENTATION VIEWING

Using the Slide Show

The Slide Show displays your presentation on the monitor full-screen, similar to
that of a projector.

Opening the Slide Show

 Go to Slide Show menu, click View Show

 Click Slide Show button
 From the View menu, click Slide Show

Moving Inside the Slide Show View

Right-click on the slide Show View and this window will appear.

Next To go to the subsequent slide.

Previous To go back to the prior slide.

Go To navigate on the presentation

Meeting Minder To enter key information during presentation.

Speaker Notes To add text that will guide the speaker throughout the
presentation.

Pointer Options To annotate slides during presentation. A pen tool can be

used to draw lines or shapes to give emphasis while
presenting.

Screen To erase pen tool marks.

Help To assist the user during presentation.

End Show To put an end to the presentation.