Demonstration on PowerPoint Basics
Session 12: Demonstration on PowerPoint Basics
Total Session Time: 60 minutes +120 minutes Practical
Prerequisites
None
Learning Tasks
By the end of this session, students are expected to be able to:
Define Power Point Program
Identify Components of PowerPoint Window
Create a Blank Presentation
Insert, Copy and Delete Slides
View Slides with Different Slide Views
Resources Needed:
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD
Handout 12.1: PowerPoint Sample Slides in Word
SESSION OVERVIEW
Step
Time
Activity/
Method
Content
1
5 minutes
Presentation
Presentation of Session Title and Learning Tasks
2
5 minutes
Presentation
Buzzing
Meaning of Power Point Program
3
40 minutes
Presentation
Exercise
Component of the PowerPoint Window
4
35 minutes
Presentation, Exercise
Creating a Blank Presentation
5
40 minutes
Presentation, Exercise
Inserting, Copying and Deleting Slides
6
30 minutes
Presentation, Exercise
Working with Slide Views
7
10 minutes
Presentation
Key Points
8
5 minutes
Presentation
Evaluation
9
10 minutes
Presentation
Take home Assignment
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Tasks (5 minutes)
READ or ASK student to read the learning Tasks and clarify.
ASK students if they have any questions before continuing
Step 2: Meaning of Power Point ( 05 Minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What is Power Point?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
Power Point is computer software created by Microsoft which allows the user to create slides with recordings, narrations, transitions and other features in order to present information. An example of PowerPoint is presentation software made by Microsoft.
Microsoft PowerPoint, 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 can help you present a topic at work, home, or school.
Step 3: Components of the Power Point Window (40 minutes)
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 may 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
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)
Help – provides quick access to Help topics
The default view for PowerPoint is the Tri-Pane View. This view, which opens when you launch PowerPoint, allows you to see multiple parts of a presentation at once
Figure 1: PowerPoint components/parts
Source: Goodwill Community Foundation 2002
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.
You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar. Decide which ones you want to show or hide.
View Buttons and Slide Views
The view buttons at the left bottom corner of the screen allow three slide views: Normal View, Slide Sorter View and Slide Show.
The view buttons can be useful as you prepare your presentation. 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.
The Outline View shows the text of your presentation for easy editing while 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.
Figure 2: Text Area Of PowerPoint
Source: Goodwill Community Foundation 2002
You can hide or show the different panes in Normal View. To hide the Task Pane, click on the View menu and 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.
More Views
Here are some other views that may be useful as you create your presentations:
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 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 is launched.
Figure 3: Task Pane
Source: Goodwill Community Foundation 2002
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.
Figure 4: Task Pane Show Slide Design
Source: Goodwill Community Foundation 2002
Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation Schemes). You'll learn more about using these panes later in this course.
Figure 5: Selection of Slides
Source: Goodwill Community Foundation 2002
Figure 6: More Options from View
Source: Goodwill Community Foundation2002
Activity Hand on Practice
Parts of the PowerPoint Window (5 Minutes)
ASK student to use Microsoft PowerPoint
REFER Students to Handout 12.1. PowerPoint Sample Slides in Word
ALLOW them to make practice in order to be memorable with Parts.
Open Microsoft PowerPoint from the Start menu.
Review the parts of the PowerPoint window.
Click on the View Buttons.
Click on the Outline tab and the Slides tab.
Close PowerPoint and do not save anything you have done.
Step 4: Creating a Blank Presentation (35 minutes)
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.
Figure 7: Blank Presentation
Source: Goodwill Community Foundation 2002
The New Presentation Pane appears on the right side of the screen
Under New, click Blank Presentation
A list appears
Choosing a Slide Layout
As you work on your presentation, 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 Panel
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
Figure 8: Slide Layouts Dialog Box
Source: Goodwill Community Foundation 2002
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.
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
Saving a Presentation
You can save, close, and exit presentations in PowerPoint just as you would while using other Microsoft applications.
To Save a Presentation
Click on File Save. (Ctrl + S)
Figure 12: Save Option
Source: Goodwill Community Foundation 2002
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. (See next page for details).
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.
Creating a New Presentation Using the Traditional Method
Remember, after you have closed one presentation, you can easily start a new one while PowerPoint is still open by using the traditional new file creation method.
To Start a New Presentation
Click on File New. (Ctrl + N)
Figure 13: Creation of New Presentation Dialog Box
Source: Goodwill Community Foundation 2002
In the New Presentation Pane, under New choose Blank Presentation.
Figure14: New Presentation Pane
Source: Goodwill Community Foundation 2002
Choose the design layout that you want
Remember, if your Task Pane disappears from the right side of the screen, click on View Task Pane.
Step 5: Inserting, Copying and Deleting Slides (40 minutes)
Procedures:
You can quickly open a presentation that you've previously saved by using the Task Pane.
To Open a Presentation
Start PowerPoint.
In the Task Pane, click on from existing presentation and select the presentation that you want to open.
Figure15: Task Pane
Source: Goodwill Community Foundation 2002
OR
Choose File Open.
Navigate to the file you want to open.
Inserting a New Slide
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 and choose a slide layout.
Figure 16: Slide Layout Application
Source: Goodwill Community Foundation 2002
A gray bar appears on the right
Click the down-pointing arrow and choose Insert New Slide.
OR
Click the New Slide button at the top of the screen
Move your arrow pointer over layouts or use the scroll bar and choose a design layout.
A gray bar appears on the right
Click the down-pointing arrow and choose Insert New Slide.
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
Right click the slide you want to copy in the pane on the left
Move the arrow pointer to where you want the copied slide to appear.
A horizontal cursor appears
Click the Paste Button on the Standard Toolbar or right click Paste. (Ctrl + V)
Figure 17: Example of Prepared Slide
Source: Goodwill Community Foundation 2002
Note: This example of how to copy a slide was shown in the Slide Sorter View; however, the same instructions apply for copying a slide in Normal View.
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
Figure 18: How to Delete Slide
Source: Goodwill Community Foundation 2002
Step 6: Different Slide Views (30 minutes)
The procedure of making different slide views
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 and drag the slide to its new location. A pointer with a box appears as you drag the slide
Click on the Normal View button to return to Normal View
Working with Slides in Normal View
You can also easily move slides in Normal View. Remember, this is the Tri-Pane View that shows small slides on the left, a slide in the center and the Task Pane on the right.
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
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
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
Activity: Where I learn (Take-home assignment)
Open the presentation, Where I Learn, which you have worked with in the last two activities
View the presentation in Slide Sorter View. Currently, you should have three slides. Your slides may look something like this:
Move the city/state slide (currently your second slide) so that it is the third slide in the slide show.
View the slides in Outline View.
Add an exclamation point (!) to the first slide after “Where I Learn”!
View the slides in Slide Show View.
Save and close your presentation.
Step 7: Key Points (10 minutes)
Microsoft PowerPoint 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
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
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
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
Step 8: Evaluation (5 minutes)
What is the default view for PowerPoint?
What are steps of creating a Blank Presentation?
What are steps of inserting, copying and deleting slides?
What are the procedures for opening a presentation that you've previously saved?
STEP 9: Take home Assignment (10minutes)
Activity: Take home Assignment I ( 5 minutes)
DIVIDE students in groups or individual.
ASK the students to work on the following assignment
Type your name or username and today's date in the subtitle placeholder.
Save the document as Where I Learn.
Exit PowerPoint.
Important Reminder: If you are using a public computer, such as one at a library or learning center, you may not be able to use the same computer each time. It is very important to understand the policies on saving documents to public computers. Some places do not allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the public computers where you are. If you are unsure how you will keep a recent copy of the assignment, you can always email a copy of the document to yourself when you finish working on the document.
ALLOCATE time for students to do the assignment and submit
REFER students to recommended references
For Example:
Activity: Take home Assignment II (5 minutes)
Open the Where I Learn presentation you created in the previous activity
Insert a new slide with title and text placeholders.
Type the name of the city and state/province where you live in the title line.
Type details about this location in the bulleted list.
Copy and paste the slide you just created.
Delete the copy you just made.
Insert a new slide with title and text placeholders.
Type the name of the place where you learn in the title placeholder. For example, if you use the GCFLearnFree.org website from your home, you would type Home in the title placeholder.
In the bulleted list type information about the location where you learn.
Save and close your presentation.
Figure 19: Examples of Slides
OR
Source: Goodwill Community Foundation 2002
Reference
Ventage Press.
Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.
Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to
Computers for Healthcare Professionals.
Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.
Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
State University: Boston Burr Ridge.
Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/
Handout 12.1: PowerPoint Sample Slides in Word
Slide 1 Slide 2
Slide 3 Slide 4
Slide 5 Slide 6
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