Microsoft PowerPoint

The main discussion topic for the evening was “MS PowerPoint Tips and Tricks”. This is the third and last meeting this summer covering the main components of Microsoft’s Office software suite. MS Word was covered in June; MS Excel in July. 

Some of the key items to be covered during the discussion include: basic features of PowerPoint, how to create your first presentation file, how to improve it’s appearance, use some of the more advanced software features, and tips on how to simplify the creation of files. The table below summarizes the material covered.

PowerPoint Techniques & Tips

(Note: PowerPoint 2003 Was Used To Create the Items Below)

	Function/Tip	Procedure
1	Save time by re-using a slide from another existing PowerPoint file.	Click Insert, then Slides From File, then Browse. Find the file containing the desired slide(s). Check the Keep Source Formatting box if you don’t want the slide changed to the format in the new file.
2	Add a comment to the slide that can be viewed while in Normal mode and not in the Slide Show mode. This can be used to provide additional background info. About the slide such as what is required before it is complete.	Click Insert, then Comment. Type in the desired text then click in another area of the slide. It will appear as a yellow box in the upper left corner and can be viewed by running the cursor over it in Normal mode.
3	The default bullet design can be modified to different sizes, shapes, and colors.	Select the bulleted text to be changed. Click Format, then Bullets and Numbering. Select the desired bullet type and modify the color if necessary. Finally, click OK. Click Picture if a special bullet shape is desired.
4	Change the shape of a text box to improve it’s appearance (note: the default shape is a square or rectangle)	Select the text box. Click Draw, then Change Auto Shape (Drawing tool bar). Select the desired shape, then adjust to the desired size (note: use Line Style to select the desired perimeter line type & color)
5	Adding design templates and revising color schemes to change the appearance of the slide(s)	Click Slide Design, then Design Templates, and finally select the desired “look” to change all of the slides. The colors can be modified by selecting Color Schemes and the then the new “look”. Use the Edit Color Schemes feature on the bottom to customize color features on the slide.
6	Create perfectly round circles using the Oval shape feature on the Drawing tool bar (note: this also can be used to create squares while using the Rectangle feature)	Click Oval, hold the Shift key and drag any of the anchors until the desired size is obtained
7	Add a 3-D effect to AutoShapes and also change their lighting and radial position (rotate).	Insert a new AutoShape, or select the one to be modified. On the Drawing tool bar, click 3-D Style, then select the desired effect. The 3-D Settings feature can then be used to change lighting effects, surface type, depth of 3-D effect, rotate the object, etc.
8	Adding text to auto shapes that can enhance the shape and help to describe slide features or emphasize a point(s).	Select Shape Type (ie: Callouts) on the Drawing tool bar. Select the desired shape. Type in the desired text. As desired, adjust the size/location/background color of the shape, and size and color of the font
9	Add graphics that “move” while viewing the slides in the Slide Show mode (note: no motion will be seen while in Normal mode)	Locate the desired animated .GIF files on the internet and save on your computer. Insert the images where desired on the slide (using the normal Insert, Picture, From File procedure).
10	Jump to any slide in the file while using the presentation (Slide Show mode)	Type in the slide number, then the Enter key.
11	Add annotations to a slide when in Slide Show mode (ie: circle an item, and text, etc.)	Right click anywhere on a slide. Click Pointer Options, then select either Ballpoint Pen, or Felt Tip Pen. Select Ink Color to change the color. The annotations will be saved by clicking File, then Save in Normal View mode.
12	Individual slides can be saved for use as screen savers (.BMP), or in photo format (.JPG)	Select File, then click Save As Type and select either Device Independent Bitmap (.BMP), or JPEG File Interchange Format (.JPG). Finally, select either Every Slide, or Current Slide Only.
13	Add action buttons to slides that can be used move other slides such as beginning, end, prior, next, or other specific slides	Click Slide Show, then Action Buttons. Next, select the desired button then position and size it on the slide, and select either Mouse Click or Mouse Over. Finally, check the Hyperlink To feature and the specific slide to be linked to.
14	Use clip art or photos on a slide that can be used to create hyperlinks to other slides in the file or to another separate file.	Insert then select the desired clip art or photo that will launch the linking. Right click and select Hyperlink. Select the desired link type (ie: Existing File, etc.). Finally, identify the exact link (ie: file number, file name, etc.) then click OK.
15	Creating a Photo Album including a title slide	Insert, Picture, click New Photo Album, select File/Disk, select the desired photo files, click Create
16	Cropping photos	Insert the desired photo file and click on it. On the Picture tool bar, select Crop. Press and hold the Ctrl key and drag the handles inward until the desired area remains. Release Ctrl.
17	Add frames around photos to improve their appearance. You can add either a simple line border, or a beveled type that gives the appearance of a picture frame. (Note: Photos can be added to other shapes. Follow the same procedure but select the other shape type.)	1. Simple border - Click on the photo image on the slide, then Line Style on the Drawing tool bar. Select the desired width and color of border line 2. Beveled border – Select AutoShape on the Drawing tool bar, then Basic Shape, and Bevel. Size the shape to slightly larger than the photo. Next, right click the shape and choose Order, then Send Back. Resize the bevel as required. To center the two, select both items then hold Shift, then click Draw, Align or Distribute, then Align Center. To merge the two, also click Group. 3. Beveled (alternate) – Click AutoShape, Basic Shapes, & select Bevel. Size it then click Fill Color (Drawing tool bar), Fill Effects, Picture, Select Picture. Find the photo then click Insert then OK,
18	Place thumbnail size images on a slide that can be enlarged by clicking on any of them (note: this requires use of hyperlinks within the presentation. See the hyperlink item above on how to create them.	Use an image editing program to reduce the images to the desired size. Save them as a separate file. Add the thumbnail image files to the desired slide. Create new slides for each image using the original file(s). Create hyperlinks between the thumbnail and full size image.
19	Reduce the size of a file containing pictures. This may be useful when the presentation will not require high res. Images (ie: view on a monitor)	Click on a picture in the presentation. Select Format, then Picture, then Picture, then Compress. Finally, select either Select Picture, or All Pictures.
20	Add recorded narrations (sound) to add another dimension to the slide show.	Click Slide Show, then Record Narration. Use Set Microphone Level and Change Quality to make recording adjustments. Record the message and determine which (or all) of the slides it should be applied. Click OK.
21	Save the file in a format that can be used of computers that don’t have PowerPoint installed.	Click File, then Package for CD. Next, add a name for the CD in the Name the CD box. Click Add if other files (ie: photos) should also be on the CD. Finally click Copy to CD to burn the CD.
22	Create awards/certificates that can be printed and given to deserving individuals.	Use the Help function within PowerPoint to search for “Certificates”. Select the desired template then click Download. Make the necessary changes (ie: add the individual’s name), save the file, then print a copy.