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PowerPoint

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PowerPoint• Multiple OUTPUT types:

– Paper– Onscreen– Web presentation

• 6 x 6 rule– no more than 6 points per slide– No more than 6 words per point

• Placeholder – area of a slide reserved for text or other content e.g. Content Placeholder

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TEMPLATESFILE > NEW > PRESENTATIONS link > i.e. TRAINING > i.e.

TRAINING SEMINAR PRESENTATION > DOWNLOAD

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VIEWS• NORMAL• “Click to add notes” (Speaker Notes) at bottom of

window

• OUTLINE: 2ND tab at top left margin– To demote a level, click on the HOME tab >

PARAGRAPH group >

• SLIDE SORTER– “HIDE SLIDE”– Moving slides– Deleting slides– Transition effects

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VIEWS cont.• SLIDE SHOW (F5 - always starts show on Slide #1)

• POINTER OPTIONS:– Right-click anywhere on the slide >

POINTER OPTIONS – Click Highlighter in the pop up menu (or

any other pen , ink, and/or arrow options)– Click and Drag the Highlighter over desired

text– To END a slide show, hit ESCAPE button

• NOTES page– information for the speaker– Text that shouldn’t go on a slide

FIND & REPLACE TEXT• FIND:

– CTRL + F > key in the desired text > FIND NEXT button

• REPLACE:– At top-right > EDITING group >REPLACE drop-down arrow >key in the word you want to replace > key in the replacement word > REPLACE ALL

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THEMES• DESIGN tab >

THEMES group > MORE button access more themes

• There are also themes for Colors, Fonts and Effects at the right of the Themes group

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INSERTING, HIDING, & DELETING SLIDES

• INSERTING: HOME tab > SLIDES group > NEW SLIDE button or:

• At left margin, in SLIDE tab:– Right-mouse click in between 2 slides, and select NEW

SLIDE• When you select a slide, and then click on the NEW SLIDE

button , the new slide will be inserted AFTER the selected slide– HIDING: right-click the slide that you want to hide >

HIDE SLIDE– DELETING: select the slide, hit DELETE key

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DISPLAY 2 PPTX. WINDOWS ON SCREEN AT ONCE• VIEW > WINDOW group > ARRANGE ALL

button

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Inserting Slides From Another Presentation• From an existing Presentation

– NEW SLIDE dropdown andchoose REUSE SLIDES

– In REUSE SLIDES pane, >BROWSE, • browse to specific file then

click OPEN– Click on slide(s) needed in

REUSE SLIDE pane• To insert ALL slides right -click any slide and

choose Insert All Slides– May also keep source formatting

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LAYOUT• To change the layout of a slide:

– Right-mouse click on the slide,(but not on an object)– Select : LAYOUT

• Select the typeof layout you want

• OR:– HOME tab> SLIDES

Group > b button

SLIDE TRANSITION• ANIMATIONS tab > TRANSITION• TO THIS SLIDE group > select a

slide transition effect. • To see more transition effects, in the• Quick Styles list, click the More button .• Transition SPEED• ANIMATIONS tab >

TRANSITION TO THIS SLIDE group > TRANSITION SPEED drop-down arrow:

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SLIDE TRANSITION TIMING/APPLY TO ALL

• APPLY TO ALL button

• Transition SLIDE TIMING”TRANSITION TO THIS SLIDE group >TOP-RIGHT

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ANIMATION• To add a special visual or sound effect to text or an object. • Includes entrance, exit, and sound effects applied to individual

bullets of text• ANIMATIONS tab > ANIMATIONS group >

button > button > • a window at the right will open > click on

the ADD EFFECT button• -if you select: MORE EFFECTS•

-a window appears

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ANIMATION cont.• Each time you apply animation to an item• A textbox will appear in the CUSTOM• ANIMATION pane at the right• If you are applying “animation” to text• Click on the drop-down arrow at the end

Of this textbox > select EFFECT OPTIONS• Select the 3rd tab: TEXT ANIMATIONGroup text:By 1st Level ParagraphsOR:

select any level

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HOW TEXT APPEARS ON SCREEN

• ANIMATIONS tab > CUSTOM ANIMATION button > ADD EFFECT button select an effect

• When you select an effect it will appear in a list in the CUSTOM ANIMATION pane

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SLIDE TIMINGS• SLIDE SHOW tab > SET UP group >

REHEARSE TIMINGS

• The REHEARSAL toolbar appears & the SLIDE TIME box begins timing the presentation.

• Click on the NEXT button to advance to next ITEM on a slide• When “timing” i.e. 10 sec, if you have “applied” an

animation, each animated object is factored into the “timing”

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FORMATTING & SPELL CHECK• Change the font size and font style• FORMAT PAINTER

- SHAPE FILL(upper right on ribbon)

• It’s important to Spell check your presentation, as any spelling mistake will be magnified on the projection screen

• REVIEW tab > PROOFING group

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REMOVE SHADOW FROM FONT & DOUBLE SPACING

• DRAWING TOOLS toolbar >FORMAT tab > TEXT EFFECTS button > SHADOW > NO SHADOW

• DOUBLE-SPACING:• HOME tab > • PARAGRAPH Group >• LINE SPACING • button

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CHANGE LINE SPACING OF TEXT

• HOME tab > PARAGRAPH group dialog launcher > click on the LINE SPACING drop-down arrow

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Modifying Lists/Text in a Placeholder• Click directly on the dashed line AROUND the

text placeholder, it turns solid– Click on the NUMBER LIST button– To modify text click the desired format option, e.g.

Bold• Modify a numbered list by clicking the drop

down arrow, and choosing a style– You may change subpoints by selecting them and

then choosing a different bullet style using the dropdown

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CHANGE THE SIZE OF BULLETS TO 75% OF THE HEIGHT OF THE TEXT

• HOME tab > PARAGRAPH group > drop-down arrow beside BULLETS button, select: BULLETS AND NUMBERING

• in the SIZE box key in the % number needed

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HEADERS/FOOTERS• INSERT tab > HEADER & FOOTER

– FOOTER: at the bottom: select the checkbox beside:

– If you would like headers/footers on BOTH SLIDE AND the NOTES/HANDOUTS, you have to add/change the options to BOTH tabs

– Slide numbers– FOOTERS

• IF you do not want a footer on the “Title Slide”, select the checkbox beside:

• NOTES/HANDOUTS SHEET tab• HEADERS

• To VIEW footer in SPEAKER NOTES without using PRINT PREVIEW: go to: VIEW > NOTES PAGES

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SLIDE MASTER• Controls the appearance of ALL slides

simultaneously• Can also apply changes to individual

layouts

• VIEW tab > PRESENTATION VIEWS group, click SLIDE MASTER button

–Close by clicking Close Master View

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INSERT DATE & CLIPART• INSERT tab > Choose a format > UPDATE AUTOMATICALLY > OK

• INSERT tab > ILLUSTRATIONS • group > button

• In the SEARCH FOR textbox, key inThe theme of pictures you desire >GO button

• Hover your mouse to the right of thePicture you wish to insert, and a dropdown arrow appears > click on it and select: INSERT

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“Flowchart: MULTIDOCUMENT SHAPE”

• INSERT  >  SHAPE  >  FLOWCHART category > 1st row, 8th shape-in

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Insert Picture (using content layout)• A slide must be a CONTENT slide (i.e. “Title

and Content”, or “2 Content”, etc.)• On the actual slide, in the Content Layout

area, click on the PICTURE button• Navigate to the desired picture• Click INSERT

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ARRANGING OBJECTSAlign selected objects by their right edges without dragging the objects with the mouse:• Double- click on the shape > FORMAT tab >ARRANGE group > ROTATE LEFT 90

Specify that the selected graphic will appear behind the chart:• Double- click on the shape > FORMAT tab >ARRANGE button > SEND BACKWARD

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GROUP PICTURES• Click on the shape >

FORMAT tab > ARRANGE group > click GROUP

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Move and Size Pictures• Click the picture to reveal handles• Click and drag a handle to RESIZE

– CORNER handles resize to properaspect ratio

– Center handles stretch without keeping aspect ratio

– OR:• select the picture > SIZE group > FORMAT tab

• Click and drag picture to move– Click in the middle of the picture and drag

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Applying Styles to Pictures• Select the image so the handles show• Format tab, Picture Styles

group, choose a style showingor click More button to see more

• Click on style desired• To change shape

–Format tab, button, select a shape to display picture from

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ROTATING AN OBJECT• Make sure the object is selected (handles)• PICTURE TOOLS toolbar > FORMAT tab >

ARRANGE button > ROTATE > MORE ROTATION OPTIONS

• on the SIZE tab > ROTATION box > enter the amount that you want to rotate the object by

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CHARTS & TABLES• INSERT tab > CHART > select the desired chart• INSERT tab > TABLE button drop-down arrow

drag to desired number of columns & rows• to insert a row, place your cursor at the left margin of

a row, until it changes to a single arrow > right-mouse click on it, and select: INSERT >

• “Insert Rows Above”, or “Insert Rows Below”

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TABLES cont.• TABLE STYLE:• Make sure the table is selected• TABLE TOOLS toolbar > • DESIGN Tab > TABLE STYLES group > MORE button

• TABLE LAYOUT:• Make sure the table is selected• TABLE TOOLS toolbar > DESIGN Tab >

TABLE STYLES group > EFFECTS button• Select: CELL BEVEL > hover your

mouse over each style to read the title of it > choose the design i.e. “Relaxed Inset”

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SmartArt• A slide must be a CONTENT slide (i.e. “Title and Content”, or “2 Content”, etc.)• On the actual slide, in the Content Layout area, click

on the SMART ART button• Choose a category from the dialogue, eg Hierarchy• Choose a type from the selection, eg Hierarchy

List• Add text as required

for your task• OR:• INSERT tab > SMARTART

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Modifying SmartArt Diagrams

Accounting VP’s

Janice Jackson

John Chu

• Add/Delete a shape– Select a shape

with text– DESIGN tab, ADD

SHAPE button– To Delete, select

shape by clicking on border, press DELETE on keyboard

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Modifying SmartArt Diagrams

Accounting VP’s

Janice Jackson

John Chu

• Changing type and size– Click on the diagram,– DESIGN tab, ADD

SHAPE button – MORE button of the

Layout group, and choose a new layout

– To change size select shape and drag handle

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Modifying SmartArt Diagrams

Accounting VP’s

Janice Jackson

John Chu

• Changing Colour and Style– Click on the diagram, – DESIGN tab, MORE

button– SMARTART STYLES

Group, MORE button, choose a Style

– To change colour click CHANGE COLORS button

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Convert Bullets to SmartArt

• Right click in list• Choose CONVERT

TO SMARTART from pop up menu

• Choose a SmartArt graphic

• Try it here–First subpoint–Second subpoint–And so on

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DISPLAY THE DRAWING TOOLS/FORMAT RIBBON & RULER• Select the textbox (or title/subtitile placeholder),

and the ribbon will appear at the upper-right• > click on FORMAT tab (partial view below)

• VIEW tab > SHOW/HIDE groupadd check to RULER box

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Adding text boxes• INSERT tab, TEXT group, TEXT BOX button

– Are not placeholders– Automatically wraps– May resize box by grabbing handle and dragging– May move by grabbing border and dragging

Type text in box as needed, will automatically wrap

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Backgrounds Changing the Style

Design tab, Background group, Background Styles button

Hover pointer over styles to see effect on visible slide

Right click chosen style to see options Apply to All or Apply to Selected

Hide the Background Design tab, Background group, click checkbox Hide Background Graphics (look at this slide title)

Backgrounds• Adding Pictures

– Design tab, Backgrounds group, check Hide Background Graphics, click Background Styles, Format background Styles

– In Format Background dialogueclick File button, navigate towhere picture file is stored,then click Insert• Note - you may also choose a

predefined texture

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BackgroundsBackground Fill Colour• Design tab, Backgrounds group, Background

Styles, Format background Styles• In Format Background dialogue click

Solid Fill, then click Color buttondropdown to choose a colour

• Return background to original byclicking Reset Background

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PRINT & VIEW OPTIONS• PRINT: OFFICE button > PRINT > PRINT

– Print Slides– HANDOUTS– SPEAKER NOTES– Allows you to choose number of slides to print

VIEW > ZOOM button

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ORIENTATION OF “NOTES” PAGE• OFFICE button > PRINT > PRINT > in the PRINT

WHAT drop down box (at bottom), select: NOTES PAGES

• Hit the PREVIEW button at bottom of dialog box• In the PAGE SETUP group, select• The ORIENTATION button, then• Select, either PORTRAIT or

– LANDSCAPE

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Presentation Zen: • Garr Reynolds’ must-read blog for people who

make presentations – Organization and Preparation Tips:– Top Ten DELIVERY Tips:– Top Ten SLIDE Tips:

OTHER PRESENTATIONS:– Tips on improving Powerpoint

Presentations: Death by PowerPoint:

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CueCard • Create “cue cards” for your presentations• Offers printing, pictures and sounds on cards

• HOW TO USE CUE CARDS• Forums for discussing CueCard

and sharing your created cards!

• DOWNLOAD “CueCard” here