Learning Objectives

By the end of this session, students are expected to be able to:

Animate slides of a PowerPoint presentation

Create a Slide Master for a PowerPoint presentation

Use spell check in a PowerPoint presentation

Print a PowerPoint presentation

Add transition to a PowerPoint presentation

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Animating slides involves adding movement and sometimes sound to text or to the slides in a presentation.

Animation can help create a livelier and more interesting slide show.

PowerPoint provides some preset animation or allows you to customize the animation to fit your needs.

To animate slides using Animation Schemes

Open the PowerPoint presentation that you want to work on.

Select the slide that you want to animate.

In the Task Pane

Click the down-pointing arrow

Select Slide Design Animation

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Choosing Animation for Your Slides

PowerPoint offers several options for animating your slides.

Once you click on Slide Design Animation Schemes, the ‘Slide Design’ pane appears with a list of options.

Click on an Animation Scheme that you think might work well in your presentation. (To preview your choice, make sure that the Auto Preview option is checked).

Preview different schemes to see which one best fit your slides.

You can apply different animation to each individual slide or click on Apply to all slides.

Once you have applied your animation you can click on Play or Slide Show to view it.

Remove animation by selecting No Animation in the white box.

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Adding Custom Animation

You can also decide how text and other slide elements ‘perform’ by using custom animation.

You can add effect, set speed and direction, and animate text on your own.

For example, you can decide how words or graphics enter or exit a slide.

You may want to begin by adding effect to the titles in your presentation.

To add effect to text

Open the presentation you want to add an effect to.

Click on the down-pointing arrow in the Task Pane Custom Animation

Click the text that you want to add an effect to.

The Add Effect button will be activated.

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Click Add Effect  Entrance

A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In.

Decide how your text will appear on the screen and choose an option.

You can easily remove the effect by clicking Remove.

OR

You can modify it by setting direction and speed underneath Modify.

PowerPoint lets you know the specific effect by listing it next to ‘Modify’. For example, Modify: Blinds.

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Emphasis and Exit

If you want to add an effect to make text or graphics grow, shrink, or change in another way:

Click on Add Effect  Emphasis.

Choose an effect.

If you want to add an effect to have text or graphics exit the slide.

Click on Add Effect  Exit.

Choose the effect.

Setting Direction and Speed

Once you choose an effect, decide the direction for that effect.

For example, you may want text to Fly In from the bottom. (Make sure your animation doesn’t cross important graphics or text in your presentation).

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Choose the slide of the slide from which you want the title to enter.

Underneath ‘Modify’ next to ‘Start’, select With Previous (Animation start automatically) or On Click (Animation starts when you click the mouse).

Decide the speed at which you want effects to happen in your slides.

You can choose very slow, Slow, Medium, Fast or Very Fast to fit the rhythm of your presentation.

To set speed

Click on the down-pointing arrow underneath ‘Speed’

Choose an option

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Adding a Bulleted List

A bulleted list may be another area that you might want to animate.

To add animation to a bulleted list

Open the slide with the bulleted list you want to animate.

Click on the text box that contains the text you want to animate.

Click on the down-pointing arrow in the Task Pane Custom Animation.

The Add Effect button is now active.

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Controlling Your Text

With the Add Effect button active, you can control the text in your bulleted list:

To set animation in a bulleted list, select the line of text you want to animate.

Once a line is selected, the Add Effect button becomes active.

Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion Paths.

Using the downward pointing arrow to the right of each category

Decide if you want this animation to occur On the Click, With Previous, or After Previous.

Select the Direction the animation will occur (direction options will differ depending on the animation.

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Choose a Speed for the animation.

To make changes to an animation

Simply locate the number of the animation you wish to change and use the downward pointing arrow to the right of that numbered animation.

To set the direction/timing

You can select Effect Options from the menu.

Click on the Text Animation tab.

The default option is By 1st level paragraphs.

This is the level for the main bullet points. Bullets points will enter one at a time on the slide

If you want the bullet points to enter as a group, choose As one object.

If you have multiple levels of bullets in a slide and you want to animate all levels:

Choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level paragraphs if you have three levels of bullets etc.

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The Slide Master

If you work for a company, you may be asked to prepare long presentations.

Or, you may want to prepare slides about a special event or occasion.

A Slide Master allows you to create a presentation with different types of slides but enable them to all have the same ‘look’.

The elements that you add to the Slide Master (such as a company logo, background, and font color) will be applied to all of your slides.

Creating a Slide Master

If you have a Slide Master, you don’t have to format every single slide in a presentation with the same basic design and text.

To create a slide master

Start a new presentation or open an existing one.

Click on View  Master  Slide Master.

A slide with placeholders appears.

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Slide Master Dialog box

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Click on Format  Background.

Choose a background color. For more colors, click on More Colors.

Select the text in the ‘Master title style placeholder’.

Click on the down-pointing arrow next to the ‘Font’ in the Formatting toolbar.

OR

Choose Format Font and choose a font, font color and font style.

Close Master View to save changes.

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Choosing Fonts for Levels of the Slide Master

As you continue working on your Slide Master, notice that the Master text styles placeholder contains a model of up to five bullets in which the text gets smaller for each level.

In the Slide Master, the font sizes are pre-selected.

The sizes are based on what a normal person is able to read from a reasonable distance.

You can change the font size, but this is fine-tuning that you might want to do later.

Generally, you should keep the text the same color for the title and all text levels.

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To edit the text styles for each level

Start a new presentation or open an existing one.

Click on View  Master  Slide Master.

Select the text

Choose a font and font color in the Formatting Toolbar.

viewing the Slide Master Elements

After cleating or making changes to your Slide Master, you can view all of the basic design elements in your presentation.

To see the slide master elements applied

Click on View  Normal.

OR

Click Normal View button

A slide or slide appears with the design elements of the Slide Master.

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The Title Master

When you create your Slide Master, you can also create a ‘Title Master’.

This is the second slide that appears in the left pane when you are working on the Slide Master of a presentation using a Design Template.

This is a special slide for the title slide of your presentation.

To edit the title master

Select the text in the ‘Master title style placeholder’.

Choose Format  Background and choose a background color.

Click on the down-pointing arrow next to the ‘Font’ in the Formatting Toolbar.

OR

Choose Format  Font and choose a font, font color and font style.

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The Spell Check tool allows you to check your entire presentation for spelling errors.

PowerPoint has a dictionary that you can customize with words typically not included in a standard dictionary.

To use the spell check tool

Click on Tools Spelling.

Click the Spelling button on the Standard Toolbar.

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Scanning for Errors

Once you launch the Spell Check tool, a couple of scenarios can occur:

PowerPoint quickly scans your presentation,

Searching for words that aren’t in its dictionary.

If there are no recognizable errors, a dialog box will appear stating that the ‘spelling check is complete’.

If there are possible spelling errors, the Spelling dialog box opens and offers you a number of options.

Any unrecognized word appears in the ‘Not in Dictionary’ box.

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You can choose from one options in the Spelling dialog box

Ignore – the word is correct and does not need to be added to the custom dictionary.

Ignore All – ignore all occurrences of the word.

Change – correct the word.

Change All – change all occurrences of the spelling of a word.

Add – add a word to the custom dictionary.

Suggest – PowerPoint suggests possible correct spellings of a word.

Scroll through the list to find the correct spelling.

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Select the appropriate one and click the Change button.

AutoCorrect – automatically corrects many common spelling, typing, and grammatical errors.

Once the entire presentation has been checked for spelling errors, and you have made your corrections or changes

Click Close.

The Spell Check tool does not catch all errors.

Be sure to read through your text carefully to find any typographical errors.

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Previewing and Printing

Once you’ve corrected any errors in your document, it’s time to print.

PowerPoint 2003 allows you to preview your presentation before you print.

You can preview and print slides, handouts, notes pages and outlines.

To preview and print a presentation

Click on File  Print Preview.

OR

Click Print Preview button on the Standard Toolbar

On the Print Preview Toolbar

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Click the down-pointing arrow next to the ‘print preview’ box

Select the layout that you want to preview and/or print.

Click the Close button to return to the presentation.

OR

Choose Print to print the layout.

Printing a Slide Presentation

If you don’t want to preview your presentation in the various formats, you can simply print it.

To print a presentation

Click on File Print.

The Print dialog box opens.

Click the down-pointing arrow next to the ‘Print What’ box.

Choose Slides, Notes, Handouts, or Outline.

Select the print range and number of copies.

Click OK.

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Once you’ve completed all of your slides,

Create a cohesive presentation by adding transition.

You can move from slide to slide with interesting transitions that affect the timing, entrance and exit of your slides.

A transition is an effect that is applied to some or all of the slides in a presentation.

To make transitions from slide to slide

Click on Slide Show Slide Transition.

OR

In the Task Pane

Click on the down-pointing arrow and select Slide Transition

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In the ‘Slide Transition pane’

Choose the effect you want from the drop-down menu.

For example: Blinds Horizontal, Blinds Vertical, Box In and Box Out.

Automatically preview each transition by clicking on it. (Auto Preview has to be selected.

Click Apply to All when you have chosen an effect.

Choose to advance from slide to slide on mouse click or automatically after the number of seconds that you select.

To see how your transition works

Click preview the slide show.

Some transitions work well with effects that have been added to text and graphics. Others do not.

Preview a variety of transitions before finalizing your slide presentation.

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Previewing a Slide Show

If you want to get an idea of what your completed show will look like to an audience, preview it.

PowerPoint allows you to view your show in slide show format.

To preview a slide show

Click on View Slide Show. (F5)

OR

Click Slide Show View show

OR

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Click on the Slide Show button to start the presentation.

To move to the next slide

Click the mouse. (Space bar or Enter).

When the screen goes dark,

Click the screen to return to the PowerPoint screen.

You can exit the slide show by pressing ESC on the keyboard at any time.

If you have set the slides to ‘advance automatically’, you don’t need to click through the slides.

Just sit back and enjoy the show.

At the end of the show,

Click the left mouse button to return to the PowerPoint Screen.

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Setting Up a Slide Show

Once you have added created a presentation and previewed it, set up a show.

Take the necessary steps to make sure your slides are ready for a real audience.

To set up a slide show

Click on Slide Show  Set Up Show.

Choose your show type.

Typically, it’s presented by a speaker.

Choose which slides you will show.

For example, all or slides 3 – 12.

Choose show options.

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You can leave these blank unless you’re planning to run a show continuously on a kiosk or want to show it without animation etc.

Next, decide how you plan to advance your slides.

Click OK.

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