PowerPoint 2010/2011/2013 – Basics Part One

In this lesson we will create a PowerPoint presentation to learn the basic skills of building slides.

Instructions:

Read through the set of learning objectives. This is what you should know when you finish the lesson.

Complete every step in the assignment, in the order given. Do not skip steps.

When you have done all of the steps, fill out the Check for Understanding (CFU) form.

A completed CFU for every lesson, in-class and homework, is due to be turned in during your next class. 

The CFU forms are not to be submitted by email.

Forty-eight percent of students finished this assignment in one hour or less. Eighty-five percent finished it in 90 minutes or less.

Summary of Key Points:

Add new slides and change their layout.

Add dates, footers, and slide numbers to slides.

Add text to slides. Step

Add colors, pictures, patterns, textures, and gradient effects to slide backgrounds.

Create and reformat background effects for bullet points.

Add graphics to slides.

Move and resize images.

Create and program action buttons.

Insert and customize sound files.

Run, pause, and close a presentation.

Create a New Presentation

  1. Open PowerPoint. The presentation opens in the normal view. You’ll see one large window containing a slide, a smaller window to the right and an even smaller window at the bottom.
  1. From the Home tab click on the new slide icon [ALT  H  I] to add a second slide. It appears in the left window. If given a choice of layout choose Title and Content.
  1. The keyboard shortcut for adding slides is Control and M. I remember this as M for More or Many.  Add two more slides. They will both appear in the left window.
  1. Click on the top slide in the left window. This is the title slide. It will appear in the main window. You will notice that the top slide has an orange halo surrounding it. The orange halo tells you which slide is selected. 
  1. The title slide has a layout consisting of two textboxes, one for the tile and one for the subtitle. This is a special layout.
  1. Click on the pull-down arrow next to the Layout icon.  [ALT  H  L]
  1. The first slide already has a Title layout. Select the title and content layout.
  1. The layout of the slide in the main window now contains a textbox for the slide title and a content box. You can enter graphics and text into a content box.
  1.  The center of the content box shows a set of icons. Each icon opens a dialog box to enter a graphic or media clip. Those same icons are also found on the Insert section of the ribbon.
  1. Any text entered into a content box is automatically formatted as a bullet point. Text entered into title area textboxes is not. Bullet points can be removed by clicking on the bulleted text and then clicking on the bullet-points icon in the Home tab.
  1. Format the slide using the Two Content layout. This layout is usually used to put a graphic in one content box and a text description in the other.
  1. Format the slide using the Comparison layout. This layout is used to put in two graphics with a label above each.
  1. Change the slide back into the Title Slide layout.
  1. Watch what happens in the main window when you click on slide 2, then slide 3 and then slide 4 in the left window. These slides all have the Title and Content layout. Any new slides you add to a presentation automatically have this layout. If you want to use a different layout when inserting a slide, click on the bottom half of the New Slide icon for a list of choices. Try it now, but don’t insert a slide.

Add information to all slides

  1. Next we want to put some information about the presentation that will appear on all of the slides. From the Insert tab on the ribbon, click on the Slide Numbers icon [ALT  N  S  N].
  1. Click in the check box to add a date and time. Choose one of the date/time options from the pull-down list.
  1. Click in the check box to add slide numbers.
  1. Click in the check box to add a footer. Type “Prepared by [your name] “ as the text.  Use your actual name, not the words “your name.”
  1. Click in the check box next to “Don’t show on title slide”.
  1. Click on the Apply to All button.

 

Add titles

Click on each slide and add labels into the title boxes.

  1. The Title Slide should be called Special Events. Use Lasting Memories as the subtitle.
  1. Slide Two should be called Holidays.
  1. Slide Three should be called Celebration.
  1. Slide Four should be called Actions.

Format backgrounds

  1. Select the Title Slide. Click anywhere on the words Special Events to select the textbox.
  1. On the Home tab, click on the Quick Style icon [ALT  H  S  S].
  1. Mouse over the options.  The slide’s appearance changes to match each option.
  1. Click on the blue gradient option in the fourth row (with PowerPoint maximized) to select it.
  1. Apply the pink gradient option in the fourth row to the Lasting Memories text box.
  1. While the cursor is still in the subtitles textbox, click on the drawing tools format tab [ALT  J   D]. The shape styles on this tab are the same as the quick styles on the home tab.
  1. Right-click on the background of the title slide and select Format Background. You can change the background to a solid fill (a color), a gradient, a picture, a texture, or a pattern.
  1. Select the solid fill option. Click on the arrow next to the paint can icon to see the options. Add a yellow color. You can move the transparency slider bar to the right to make the yellow background paler. Try it.
  1. Select each of the other options and experiment to see what they do.
  1. When you are finished experimenting select Gradient Fill. Select the preset gradient option. Select the effect of Daybreak, it’s a combination of pink and blue. You have the option of applying this background to all slides but don’t do this. Click on the Close icon to apply the gradient to the background of the title slide.
  1. In the Notes area, beneath the main window, type “This is the title slide.”

You are finished with slide one.

Work with bullet points and their backgrounds.

  1. Select Slide Two. Click in the content area. Type the names of four holidays, pressing Enter after each one, to create four bullet points. 
  1. Highlight the bullet pointed text with your mouse. On the Home tab click on the bullet point icon to turn the bullet points off. Click again to turn them on.
  1. Highlight two of the bullet points and press the Tab key. This will indent the bullet points, shrink the font size, and alter the bullet icons. Press the Tab key a few more times to see what happens.
  1. With the same bullet points selected, press Shift and Tab to reverse the changes. 
  1. Highlight all of the bulleted text. Select the Drawing Tools Format tab.
  1. Click on the pull-down menu arrow in the Shape Styles. Apply a shape style from the third row to the content area.
  1. Click in the content area and then click on the Design tab. Select the colors icon.  Mouse over some of the different color groups and see how they affect the background.
  1. Click on the Drawing Tools Format tab. Next to the shape styles box you’ll see icons to change the Shape Outline and to add Shape Effects.
  1. Select Shape Outline. Change the outline color to black.  Change the weight (thickness) to 6.
  1. Select Shape Effects. Add a 3-D Rotation effect to the shape.

Work with SmartArt

We can also insert bullet points into complex shapes, called SmartArt.

  1. Mouse over the bulleted text.
  1. Select the Home tab and click on the icon for Convert to Smart Art [ALT  H  M].
  1. Mouse over the Smartart options and see how they affect the text’s background shape.
  1. Select the Pyramid option (with PowerPoint maximized it’s in the fourth row.)  A SmartArt shape will appear, showing your text as labels.
  1. You can edit text or to add more bullet points by clicking on the icon on the left side of the content area frame. Open and close this dialog box to see how it works.
  1. You can also make changes to the text by clicking on the shape. Try it.

Click on the Smart Art shape. Select the Smart Art Tools design tab.

  1. There are several options to display each SmartArt shape. Mouse over some of the Smart Art Styles and see how the shape changes. With PowerPoint maximized, click on the down arrow to the right of the Styles group if you want to see more choices [ALT  J  S  S].
  1. You can use different color combinations with the SmartArt shapes. With PowerPoint maximized, click  on the colors icon to see the choices for this shape [ALT  J  S  C].
  1. There are several different layouts for each category of SmartArt shapes. Mouse over the different Layouts to see how the shape changes.
  1. To see all of the many possible SmartArt layouts click on the arrow to the right of Layouts and choose More Layouts [ALT  J  S  L  M]. Click on a few of them to see how the shape changes.
  1. Some of the SmartArt shapes let you add pictures to them. Scroll to the top of the More Layouts dialog box. Select the Continuous Picture shape in the fifth row. A picture icon appears in the middle of each circle.
  1. Click on one of the picture icons. You will find pictures in the pictures library, in a folder called Sample Pictures. Open the folder and click on a picture. Click on the Insert button.
  1. Add a picture to each circle.
  1. In the Notes area, beneath the main window, type “My favorite holidays.”

You are finished with slide two.

Work with graphics

  1. Open slide three.  Click in the content area.
  1. From the Insert tab, click on the Clip Art icon [ALT  N  F].   (If clip art is not available on your computer, in steps 7, 8 and 9  you can go to Google and find pictures to use instead of ClipArt.
  1. In the ClipArt task pane box, enter Birthday as the search term. Include a checkmark next to the option to “Include Office.com content”
  1. Search. Select a graphic and add it to the content area of the slide. Resize and move the graphic to make it fit in the middle of the content area with lots of space around it.
  1. Add another clipart, this time search for balloons. Find an image showing a group of party balloons. Move this graphic to the lower left corner of the content area.
  1. Add another clipart, this time search for fireworks. Move this graphic to the right side of the birthday image.
  1. Close the clip art task pane.
  1. From the Insert tab click on the Shapes icon.  Find a banner shape and add it to the top left corner of the content area. Click on the shape and enter the words Happy Birthday.
  1. In the Notes area, beneath the main window, type “Welcome to my party.”

In the next lesson we will add animations to this slide. You are finished with slide three for now.

Work with action buttons

  1. Select the fourth slide and click in the content area. 

We want to add three buttons to this slide and then program them to get something to happen when we click on them. To tell the buttons what to do when we click on them we need to assign an “Action” to them. The actions work during the presentation. We’ll start by creating the buttons.

  1. From the Insert tab click on the Shapes icon [ALT  N  S  H]. Select the bevel shape in the third row of the Basic Shapes. Click and drag to create the button shape in the upper left corner of the content area.

We need three buttons. There is a keyboard shortcut for making a copy of an image, Control and D. 

  1. Make two copies of the button shape, for a total of three buttons. Move the buttons so they are aligned in a vertical column.
  1. Hold down the Control key and click on each of the three shapes. Drag the resize handles on one of the shapes. All three shapes should change size.  Press one of the arrow keys on the keyboard. The shapes should move. Deselect the three shapes.
  1. Our first action will open a web browser and go to a website and play a video. Click on the first button. In the Insert tab, Links group, click on the Action icon [ALT  N  K].
  1. In the dialog box for mouse-click, select the radio button (circle) next to “Hyperlink to.” 
  1. Look at the options in the pull-down menu. Scroll down and click on URL…. Create a link to the URL www.youtube.com. Click OK twice.

Note: After I wrote these instructions I learned that you can create a link simply by copying and pasting it into the dialog box.

  1. Right click on the button shape and chose Edit Text. Add the word “YouTube” to the shape.

Our second action will jump to a different slide.

  1. Click on the second button. In the Insert tab, Links group, click on the Action icon.
  1. In the dialog box for mouse-click, select the radio button (circle) next to “Hyperlink to.”
  1.   Look at the options in the pull-down box and find slides…  Create a link to the Celebrations slide. Click OK twice.
  1. Right click on the button shape and chose Edit Text. Add the word “Birthday” to the shape.

Our third action will end our presentation.

  1. Click on the third button. In the Insert tab, Links group, click on the Action icon.
  1. In the dialog box for mouse-click, select the radio button next to “Hyperlink to.” 
  1. Look at the options in the pull-down menu. Scroll down and click on EndShow. Select it. Click OK twice.
  1. Right click on the button shape and chose Edit Text. Add the word “Exit” to the shape.

Work with sounds

Now we want to add a sound clip to the slide.

  1. From the Insert tab click on the Audio icon [ALT  N  O  F]. You’ll find sample music in the Music Library of My Documents. Open the Sample Music folder. Select one of the recordings and click on the Insert button. If you are given the option to format the sound to run automatically or on mouse click, choose on mouse-click. The sound icon will appear on the slide.
  1. Click on the sound icon. From the Audio Tools Playback tab click on the Start icon [ALT  J  N  U].  Select on-click. This lets you control when to start playing the sound.
  1. Click on the Play icon to test the sound [ALT  J  N  P]. The icon changes to Pause. Click on it again to stop the music.
  1. Click on the Trim Audio icon [ALT  J  N  T]. (Note: you might have to maximize PowerPoint to see the icon.)  You can adjust the green start bar and the red end bar to control when the music starts and stops. Use this tool when you want to hear only some of the music.
  1. Resize the sound icon to make it larger and then add color to the icon and its background: [ALT  J  P  I] and [ALT  H  S  F].
  1.  In the Notes area, beneath the main window, type “Action buttons and sounds.”

You are finished with slide four.

View options

  1. Icons on the View tab change the way the presentation is displayed. Click on the View tab. Normal View is the default. We have been working in Normal View
  1. Slide Sorter shows all the slides, laid out side by side. We can use this view to rearrange the sequence of the slides and to quickly make changes to all slides or to a group of slides. Click on the slide sorter icon.
  1. Click on Control and A if you want to select all of the slides at the same time. Try that now. Click on a single slide to deselect the all slides. 
  1. Click and drag the Holidays slide to the right to make it the last slide in the sequence.
  1. Click on the Holidays slide and press Control and D to make a copy of the slide. Move the copy into the second slot in the sequence. Click on the second Holiday slide and press the Delete key. 
  1. You can also select groups of slides. Click on the Holidays slide, hold down the Control key and then click on the Celebrations and Actions slides. You will see a halo around those three slides. Right click and try formatting the background with a solid color.  Did it work?
  1. You can get back to the normal view by double clicking ion a slide. Do that now.

The Notes Page View lets you view the descriptions we entered describing each slide. Click on that icon. We can also print the notes. Click on the File Button and the print icon. You can change the settings to print the slides, print handouts, or print the notes pages.

Run the presentation

  1. Slide Show View starts the actual presentation. Click on the Slide Show icon [ALT  S  B] or press F5 to run the show.

·         To move to the next slide use the Tab, Enter, Page Down, N, or the down/right arrow keys.

·         To move to the previous slide use the Backspace, Page Up, P, or the up/left arrow keys.

·         To jump directly to a slide type in the slide number and press Enter, or right click and choose a slide from the pull down menu.

·         To move to the first or last slide press the Home or End key.

·         To pause the presentation press B, W, period, or comma. Press any key to resume.

·         You can also exit the presentation at any time by pressing the Escape key.

Go to the Actions slide.

  1. Click on the Sound button in the Actions. Did it work?  The action buttons only work while the presentation is running. Click on the YouTube button in the Actions Me slide. Did it work?

Close the browser window and return to the presentation.

100.    Try clicking on the Birthday button in the Actions slide. Did it work?

101.    Press End to return to the Actions slide.

102.    Click on the Exit Button.  Did it work?

Save the file and call it Events.  Keep a copy of the file, you will be working with it in the next assignment.

Instructions for the Check for Understanding (CFU) form.

A CFU form is turned in for every assignment.

Starting with the line for your name, copy and paste the CFU form into a Word document.

Fill in your name, date, section number

Circle (or indicate by highlighting) a Y or N response for each statement. I do not subtract points for No answers.

Below the list of Y/N statements, insert ONE screenshot of any part of your work. I just need to see something to prove that you did the assignment. I don’t need to see all of the assignment.  Resize the screenshot, if necessary, so both the form and graphic can fit on one page.

A copy of the CFU is due to be turned in during the next class session.  I do not accept CFU’s through email. 

 

Name _______________________________      Date___________       Section _______

Check for Understanding – PowerPoint Basics Part One

Y/N I can add new slides and change their layout. 

Y/N I can add dates, footers, and slide numbers to slides.

Y/N I can add text to slides.

Y/N I can add colors, pictures, patterns, textures, and gradient effects to slide backgrounds.

Y/N I can create and reformat background effects for bullet points.

Y/N I can add graphics to slides.

Y/N I can move and resize images.

Y/N I can create and program action buttons.

Y/N I can insert and customize sound files.

Y/N I can run, pause, and close a presentation.