2. Objectives
XP
• Open and view an existing PowerPoint
presentation
• Switch views and navigate a presentation
• View a presentation in Slide Show view
• Plan a presentation
• Create a presentation using a template
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3. Objectives
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XP
Edit text on slides
Add, move, and delete slides
Promote and demote bulleted text
Check the spelling in a presentation
Use the Research task pane
Create speaker notes
Preview and print slides, handouts, and speaker
notes
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4. What Is PowerPoint?
XP
• PowerPoint is a powerful presentation graphics
program that provides everything you need to
produce an effective presentation in the form of
on-screen slides, a slide presentation on a Web
site, or black-and-white or color overheads
• Using PowerPoint, you can prepare each
component of a presentation: individual slides,
speaker notes, an outline, and audience
handouts
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5. Opening an Existing PowerPoint
Presentation
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XP
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6. Switching Views and
Navigating a Presentation
XP
• The PowerPoint window contains features
common to all Windows programs, as well as
features specific to PowerPoint
– Slide pane
– Notes pane
– Slides tab
• Thumbnails
– Outline tab
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7. Switching Views and
Navigating a Presentation
XP
• At the lower right of the PowerPoint window, on
the status bar to the left of the Zoom slider, are
three buttons you can use to switch views
– Normal view
– Slide Sorter view
– Slide Show view
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8. Viewing a Presentation
in Slide Show View
XP
• Slide Show view is the view you use when you present
an on-screen presentation to an audience
• When you click the Slide Show button on the status bar,
the slide show starts beginning with the current slide
• When you click the Slide Show button on the View tab
on the Ribbon or press the F5 key, the slide show starts
at the beginning of the presentation
• In Slide Show view, you move from one slide to the next
by pressing the Spacebar, clicking the left mouse button,
or pressing the → key
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9. Viewing a Presentation
in Slide Show View
XP
• When you prepare a slide show, you can add
special effects to the show:
– Slide transitions
– Animations
– Progressive disclosure
– Footer
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10. Planning a Presentation
XP
• Planning a presentation before you create it:
– Improves the quality of your presentation
– Makes your presentation more effective and enjoyable
– Saves you time and effort
• As you plan your presentation, you should determine
the following aspects:
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Purpose of the presentation
Type of presentation
Audience for the presentation
Audience needs
Location of the presentation
Format
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11. Using Templates
XP
• PowerPoint helps you quickly create effective
presentations by using a template
– A PowerPoint file that contains the colors,
background format, font styles, and accent colors for
a presentation
• Click the Office Button , and then click New
• In the pane on the left side of the New
Presentation dialog box, click New from existing
in the list under Templates
• Double-click the template you wish to use
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13. Modifying a Presentation
XP
• A placeholder is a region of a slide, or a location
in an outline, reserved for inserting text or
graphics
• A text box is an object that contains text
– An Active text box appears with dashed lines and
sizing handles around the text
– Sizing handles are small circles and squares on the
corners and sides of the text box
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14. Modifying a Presentation
XP
• A bulleted list is a list of “paragraphs” with a special
character to the left of each paragraph
– Bulleted item
– First-level bullet
– Second-level bullet
• Subbullet
• A numbered list is a list of paragraphs that are
numbered consecutively on the slide
• In all your presentations, you should follow the 6 x 6
rule as much as possible: Keep each bulleted item to no
more than six words, and don’t include more than six
bulleted items on a slide
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15. Creating Effective Text Presentations
XP
• Think of your text presentation as a visual map of your oral
presentation. Show your organization by using overviews, making
headings larger than subheadings, and including bulleted lists to
highlight key points and numbered steps to show sequences
• Follow the 6 × 6 rule: Use six or fewer items per screen, and use
phrases of six or fewer words. Omit unnecessary articles,
pronouns, and adjectives
• Keep phrases parallel. For example, if one bulleted item starts
with a verb, all the other bulleted items should start with a verb.
Or, if one bulleted list is a complete sentence, all the items should
be complete sentences
• Make sure your text is appropriate for your purpose and
audience
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16. Editing Slides
XP
• The slide title text is a text box at the top of the
slide that gives the title of the information on
that slide
• The slide content is a large box in which you type
a bulleted or numbered list or insert some other
kind of object
• You also can enter text using the Outline tab
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18. Deleting Slides
XP
• In Normal view, go to the slide you want to
delete so it appears in the slide pane, and then
click the Delete button in the Slides group on the
Home tab
or
• Click the desired slide thumbnail in the Slides
tab, click the slide icon in the Outline tab, or in
Slide Sorter view, select the slides you want to
delete, and then press the Delete key
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19. Adding a New Slide
and Choosing a Layout
XP
• A layout is a predetermined way of organizing
the objects on a slide including placeholders for
title text and other objects
• When you insert a new slide, it appears after the
current slide, with the default layout, Title and
Content
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20. Adding a New Slide
and Choosing a Layout
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XP
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21. Promoting, Demoting,
and Moving Outline Text
XP
• Working in the Outline tab gives you more
flexibility because you can see the outline of the
entire presentation
• To promote an item means to raise the outline
level of that item
• To demote an item means to decrease the
outline level
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23. Promoting, Demoting,
and Moving Outline Text
XP
• You can move outline text by dragging the text in
the Outline tab
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24. Moving Slides in Slide Sorter View
XP
• In Slide Sorter view, PowerPoint displays all the
slides as thumbnails, so that several slides can
appear on the screen at once
• On the status bar, click the Slide Sorter button
• Dragging and dropping slides in Slide Sorter view
will rearrange them in the presentation
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25. Moving Slides in Slide Sorter View
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XP
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26. Checking the Spelling in a Presentation
XP
• Before you print or present a slide show, you
should always perform a final check of the
spelling of all the slides in your presentation
• PowerPoint does two types of spell check:
– The regular type is when PowerPoint finds a word
that’s not in its dictionary
– The other type is called contextual spelling, which
checks the context in which a word is used
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27. Checking the Spelling in a Presentation
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XP
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28. Using the Research Task Pane
XP
• PowerPoint enables you to search online services
or Internet sites for additional help in creating a
presentation
• A thesaurus contains a list of words and their
synonyms, antonyms, and other related words
• You access the Research task pane by clicking the
Review tab on the Ribbon, and then clicking
either the Research or the Thesaurus button in
the Proofing group
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29. Using the Research Task Pane
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XP
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30. Creating Speaker Notes
XP
• Notes (also called speaker notes) help the speaker
remember what to say when a particular slide appears
during the presentation
• They appear in the notes pane below the slide pane in
Normal view
• You can also print notes pages with a picture of and
notes about each slide
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31. Previewing and Printing a Presentation
XP
• PowerPoint provides several printing options
– Color, grayscale, or pure black and white
– Handouts are printouts of the slides themselves;
these can be arranged with several slides printed on
a page
– Overhead transparency film
• Print Preview allows you to see the slides as they
will appear when they are printed
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32. Previewing and Printing a Presentation
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XP
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33. Previewing and Printing a Presentation
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XP
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