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PowerPoint is the presentation graphics software in the Microsoft Office Suite.

It allows you to create dynamic presentations using its easy-to-use, predefined layouts and templates.

Microsoft PowerPoint is a part of the Office suite, is a presentation graphics application.

A presentation is a combination of slides, handouts, notes, and outlines all in one file.

You can add text, graphics, photos, clip art, sound and video to your slides.

PowerPoint 2003 can help you present a topic at work, home, or school.

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The Parts of the PowerPoint Window

The PowerPoint Window has toolbars and panes to help you quickly create presentations.

Most of the toolbars are common in Office applications but many feature options unique to PowerPoint.

Title Bar: displays the document name followed by a program name.

Menu Bar: contains a list of options to manage and customize documents.

Standard Toolbar: contains shortcut buttons for the most popular commands.

Formatting Toolbar: contains buttons used for formatting.

Status Bar: displays slide position and the type of design in PowerPoint.

Drawing Toolbar: contains tools for drawing lines, shapes and objects.

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Task Pane: located on the right side of the computer screen, this pane allows you to select tasks in different categories and allows you to quickly enhance your slides in a few steps.

It provides quick access to the most common actions and features in PowerPoint.

Outline and Slides Tabbed Pane: allows the user to easily view the presentation in outline format (text), as well as a list of all the slides in the presentation (with visuals).

The outline and Slides tabbed panes are located on the left side of the screen.

Click on the tabs to view an outline or a slide of your presentation.

The tabs render differently based on the size of the pane.

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Help: provides quick access to Help topics.

The default view for PowerPoint 2003 is the Tri-Pane View.

This view, which opens when you launch PowerPoint, allows you to see multiple parts of a presentation at once.

The view buttons can be useful as you prepare your presentation.

You can show or hide PowerPoint’s toolbar.

Click on the View menu.

Choose Toolbar.

Decide which ones you want to show or hide.

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PowerPoint Components/Parts

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The View Buttons Slide View

The view buttons at the left corner of the screen allow three slide views:

Normal View

Slide Sorter view

Slide show view

They control the way slides are displayed on the screen.

Click a view button to see a different view.

Normal View contains the Outline and Slides tabbed panes on the left, the Slide pane in the center and the Task Pane on the right.

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The Outline View shows the text of your presentation for easy editing

Slides View shows text and graphics of the slide you’re working on.

Click on the tabs to switch between the two views.

Under the center slide area is a place for notes.

You can hide or show the different panes in Normal View.

To hide the Task Pane

Click on the View menu

Choose Task Pane. (The View menu also allows you to choose other views).

To hide the Outline View and Slide Tabbed Panes

Click on the X to the right of the Slides Tab.

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Slide Sorter View: lets you see small versions of all the slides you have created.

You can delete, copy, and move slides in this view.

Slide Show: lets you see your presentation electronically as it will appear to an audience.

The Task Pane

The PowerPoint 2003 Task Pane is located on the right side of the screen.

The down-pointing arrow in the top, right corner of the pane allows you to select different menus and tools.

By default, the Task Pane appears when PowerPoint 2003 is launched.

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The Slide Layout and Slide Design panes within the Task Pane help organize layouts, design templates, and color schemes.

When you select a design option, your slides are quickly updated with the new look.

You can view the Slide Layout and Slide Design panes by clicking on the down-pointing arrow next to New Presentation in the Task Pane.

Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation Schemes).

You’ll learn more about using these panes later in this course.

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Using the Task Pane

If you do not see the Task Pane on the right side of the PowerPoint window, you can easily access it.

To open the Task Pane

Click View  Task Pane.

To view different panes

Click on the down-pointing arrow next to New Presentation and select different panes.

Once you open different panes, you can move through them by clicking on the backward and forward arrow buttons at the top of the task pane.

To close the task pane

Click the X on the right corner of the bar.

You can hide or view the Task Pane by clicking on View  Task Pane.

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Pull-Down Menus

PowerPoint 2003’s menu bar initially displays commands that you most often use.

To view infrequently used commands from a menu, use pull-down menus.

To view commands in a pull-down menu

Click on a menu in the menu bar (e.g. File, Edit, View, Insert)

Move your mouse pointer over the double arrows at the bottom of the pull-down menu.

Notice that some menus have black arrows to the right.

Slide your mouse pointer over the arrow to view more options

These are called cascading menus.

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PowerPoint offers three ways to create a presentation: Blank presentation, From Design Template or From AutoContent Wizard.

The Blank presentation option: Is one of the more commonly used methods.

It offers several blank slides with layouts for text and graphics.

To Create a Blank Presentation

Open PowerPoint.

A slide featuring a place for a title and subtitle appears by default.

You may begin your presentation with this slide or choose a different slide layout.

The New Presentation Pane appears on the right side of the screen.

Under New, click Blank Presentation.

A list appears

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Choosing a Slide Layout

Think about the type of layout you want.

Do you want a slide with text and lots of clip art or one with text and a chart? PowerPoint offers many layout options.

To choose a slide layout

Move your arrow pointer over the layouts or use the scroll bar in the ‘Slide Layout’ Pane.

A gray bar appears on the right of each layout.

When you find a layout that you like, click the down-pointing arrow and choose Apply to Selected Slide.

You can also click on the slide layout to apply it.

Notice that the slide you are currently working on has a dark border in the Outline Pane.

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Placeholders

Once you choose a layout for your slides, you can begin adding text, graphics or other items.

You do this with placeholders – specials places within a slide where you can add content.

To add text to a placeholder

Click on the placeholder.

Start typing.

You can save, Close, and Exit Presentation in PowerPoint just as you would while using other Microsoft Applications.

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Saving a Presentation

To save a presentation

Click on File  Save (Ctrl + S)

Choose the location where you want to save your presentation. (‘My Documents’ is a good place).

Type a name in the File Name box or keep the one that PowerPoint has provided.

Closing a Presentation and exiting PowerPoint

Once you’ve finishing working on your presentation, you can quickly close it.

To close a presentation

Click the X in the PowerPoint presentation window (Ctrl + W).

The PowerPoint application remains open and you can start a new presentation.

To exit PowerPoint

Click the X in the far right top corner.

Choose File  Exit. (Alt + F4)

Before you exit PowerPoint, make sure that you save any work that you want to keep.

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Creating a New Presentation Using the Traditional Method

To Start a New Presentation

Click on File  New (Ctrl + N)

In the ‘New Presentation’ pane, under New choose Blank Presentation.

Choose the design layout that you want.

Click on View  Task pane

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You can quickly open a presentation that you’ve previously saved by using the Task Pane.

To open a presentation

Start PowerPoint.

Choose File  Open.

Navigate the File you want to open.

Inserting a New Slide

In the Task Pane

Click on from existing presentation

Select the presentation that you want to open.

OR

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Once you’ve created your opening slide, you’ll want to add more slides to your presentation.

To insert a new slide

Click on Insert New Slide (Ctrl + M)

Move your arrow pointer over layouts or use the scroll bar

Choose a slide layout.

OR

Click the New Slide button at the top of the screen

Move your arrow pointer over layouts or use the scroll bar

Choose a design layout.

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Copying a Slide

Copying is another technique that you may use as you work on your slide presentation.

For example, you may want to repeat a slide later in the presentation or copy a slide and make slight changes to it to make a different point.

To copy a slide

Click the slide you want to copy in the pane on the left.

Click on the Copy button on the Standard Toolbar (Ctrl + C)

Move the arrow pointer to where you want the copied slide to appear.

OR

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Right click the slide you want to copy in the pane on the left.

Click the Paste button on the Standard Toolbar(Ctrl + V).

Deleting a Slide

Sometimes you may want to take one or more slides out of your presentation.

To delete a slide

Click the slide.

Press Delete on your keyboard

OR

Right click the slide you want to delete in the pane to the left Delete Slide.

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As you are working on your presentation, you may want to change the order of your slides.

You can rearrange slides in Slide Sorter View.

It allows you to view miniature slides that you can drag and drop.

To Move Slides in Slide Sorter View

Click on the Slide Sorter View button in the left bottom corner of the page.

Click the slide you want to move.

Hold down the left mouse button

Drag the slide to its new location.

A pointer with a box appears as you drag the slide.

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Working with Slides in Normal View

You can also easily move slides in Normal View.

To move slides in normal view

Click on the Normal View button.

Click a slide in the left pane and drag and drop it to its new location.

Hold down the left mouse button and drag the slide to its new location.

A pointer with a box appears as you drag the slide.

To toggle between the different views in PowerPoint 2003

Click on the view buttons OR

Click on View Slide Sorter, Normal or Slide show.

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Changing and Viewing Slides in Outline View

Outline View also allows you to make changes to slides.

While you can drag and drop slides in this view, it’s also useful for making changes to the text of your slides or for viewing multiple slides.

To view or make changes to text in outline view

Click the Outline View tab in the left pane.

An outline view of your slides appears with text.

Click on the small gray slide you want to make changes to.

Scroll through the slides in outline view.

Select the slide in the outline and then type changes directly onto the center slide.

You can view the text of all of your slides in this view.

Return to Normal View by clicking the Slides tab in the left pane.

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Viewing Slides in Slide Show View

After you have made some changes to your PowerPoint presentation, you can get an idea of how it will look as a slide show.

To view slides in Slide Show View

Click on the Slide Show button at the bottom left corner of the screen.

OR

Click on View  Slide Show.

Click on each slide until you reach the end of the slide show. (black screen)

Click to exit and return to Normal View.

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PowerPoint offers Design Templates to make it easy to create an attractive presentation.

These templates come in a variety of colors and styles.

You can apply a design to existing slides or begin a new presentation with a template.

To begin a new presentation with a Design Template

Open PowerPoint.

In the Task Pane under New, click on From Design Template.

A list of templates appears.

Move your mouse pointer through the different designs or use the scroll bar.

Click on the down-pointing arrow in the gray box next to the template that you like.

Choose Apply to All Slides.

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Adding a Design to an Existing Presentation

Do you have an existing presentation that you want to add a design to? PowerPoint makes it easy to enhance existing slides with a design template.

To apply a design to an existing presentation

Open PowerPoint.

In the ‘Getting Started’ Task Pane, under Open

Click on the presentation you want or select More… to browse through the files.

Click on the down-pointing arrow in the ‘Getting Started’ pane and choose Slide Design  Design Templates.

A list of templates appears.

Move your mouse pointer through the different designs or use the scroll bar.

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Click on the down-pointing arrow in the gray box next to the template that you like.

Choose Apply to All Slides.

Applying a Design Template to Selected Slides

As you are working on your presentation, you can choose Apply to Selected Slides if you want one or more slides to have a different look.

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A Closer View of Design Templates

If you want a closer look at the Design Templates, follow these steps:

With a presentation open

Right Click on a template.

Click on the down-pointing arrow in the gray bar to the left.

Choose Show Large Previews. (It is now checked).

To return to the smaller views of the slides

Click in the gray bar of any template

Uncheck Show Large Previews.

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Choosing a Color Scheme

PowerPoint’s Design Templates have pre-selected colors but you can choose your own color scheme.

A color scheme is a combination of colors for the text and background of your slides.

To choose a different color scheme

In the Task Pane

Click on the down-pointing arrow in the gray bar next

Choose Slide Design  Color Schemes.

A list of color schemes appears.

Move your arrow pointer through the different color scheme options or use the scroll bar.

When you find a color scheme that you like,

Click on the down-pointing arrow in the gray box and choose Apply to All Slides.

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In the Task Pane under ‘New Presentation’, choose From AutoContent Wizard.

Click Next to see the different presentation options that are available.

Choosing a Presentation Type

Type of presentation

On the next screen, you will select the type of presentation.

Think about what you presentation best fits your needs. If you’re not sure which choice to make, try General Generic.

Since you will likely be doing an On-screen presentation, click inside the circle next to On-screen presentation.

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On the next screen, you can type in your ‘Presentation Title’.

Add footer, if necessary, click Next.

The last AutoContent Wizard dialog box appears, click Finish.

Your slides will appear and you can go through each one and make changes to the content.

Edit the slides in Outline View in the left pane or type directly onto the slides in the centre pane.

Making Changes to Content

When you use the AutoContent Wizard, the slides that result are a guide for your actual content. Make the changes necessary to fit your presentation.

For example, if you are working on a General – Generic presentation about your organization and how it helps the community, your first slide might look like this:

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Example

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