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IT Services

PowerPoint 2010

www.le.ac.uk/itservices

Presentations with PowerPoint

University templates Design and layout Text Shapes Hyperlinks Animation and transitions Present to an audience Images The Slide Master Tables and charts Notes and handouts

Further help


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UNIVERSITY OF LEICESTER IT SERVICES 1


Table of Contents

Introduction .................................................................................................... 2

Design and layout ............................................................................................ 3

Text.................................................................................................................. 6

Add shapes ...................................................................................................... 6

Animation ........................................................................................................ 8

Present to an audience .................................................................................. 10

Images ........................................................................................................... 12Position and alignment .................................................................................. 16

The Slide Master ............................................................................................ 19

Insert slides from another presentation ........................................................ 20

Tables and charts ........................................................................................... 21

Notes pages ................................................................................................... 23

Handouts ....................................................................................................... 24

Further help ................................................................................................ 26

Some of the Quick Guide content has been provided by Time 2 Study Publications Limited:

Information in this publication, including URL and other Internet web site references is subject to change

without notice. Unless otherwise stated, companies, organisations, products, people and events depicted in this

publication are fictitious and no association with any real company, organisation, product, person or event isintended or should be inferred. No part of this publication may be reproduced, stored in or introduced into a

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otherwise, or for any purpose, without the express prior written permission of the copyright holder.

We cannot accept any responsibility for loss, disruption or damage to your data or your computer system that

may occur while using this courseware publication and do not make any guarantees whatsoever regarding its

content or suitability.

All other brand or product names are trademarks or registered trademarks of their respective companies.

Screen shots from Microsoft products are reprinted by permission from Microsoft Corporation.


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Design and layout

University Templates

University PowerPoint presentation templates are available for you to

download. They include the University of Leicester logo. To access the

templates go to:

go.le.ac.uk/pptemplates

To start a new presentation using a template, open a template and choose

File > Save As

New Presentation

To open a new presentation go to File > New choose Blank presentation >

Create.

Slide layout

It is important to choose the appropriate slide layout to fit your content.

When you start PowerPoint you are provided with a new presentation, and

the default slide layout is a Title Slide.
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To change the layout of a slide

1. Go to Home > Layout and click your preferred layout

To insert a new slide

2. Go to Home and select the arrow next to New Slide3. Click your preferred slide layout to select it and it will be inserted into

your presentation

Background colour

It is very easy to add colour to the background of your slide

1.

Go to Design > Background Styles


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2. Select Format Background

3. Choose a colour from the drop down list4. If you want the new colour on every slide click Apply to All5. Click CloseSlide themes

A slide theme is a design that can be applied to all your slides. PowerPoint

has many pre-set themes you can use.

1. Click on the Design tab2. Open the Themes pane by clicking the arrow in the bottom right corner

of the Themes group

3. Select a suitable slide design. As you move over each item you will see apreview of the design on your slides. Only when you click on a theme

will it actually be applied to all slides.

4. You can use the Colors, Fonts and Effects options to modify the design


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Text

If your audience has to read big paragraphs of text they will be unable to

concentrate on what you are saying. It is therefore preferable to limit thenumber of words on a slide. The best way to do this is by using bullet points

to identify key themes. It is advisable to use a font size of at least 24pt and

have a colour contrast between the text and the background to ensure the

words can be read from a distance.

AutoFit

PowerPoint will prompt you when it determines that you are putting too

much information on one slide. For instance, if you type more text than can

fit in a text box an AutoFit Option symbol will appear in the bottom left-hand

corner of the text box.

If you click on the AutoFit Option symbol you will get a number of options.

To override this feature you can choose Stop Fitting Text to This Placeholder.

Add shapes

Add shapes to your slides for diagrams or to emphasise text

1. Go to Insert > Shapes2. Select a shape3. On your slide click and drag until the shape is the desired size


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Add text to shapes

Shapes can make eye-catching text boxes (e.g. arrows, speech bubbles).

Click on the shape and just start typing

Drawing tools

When a shape or text box is selected the Drawing Tools bar is visible. You can

choose to add colour, borders and effects to shapes and text boxes.

SmartArt

SmartArt provides a more graphical way of displaying your text, and can be

used to liven up your presentation. The SmartArt option gives you access to a

range of objects including graphical lists, process diagrams, hierarchy charts(organisation charts) and cycle diagrams.

1. Go to Insert > SmartArt2. Choose a diagram type3. Click OK


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You can easily convert a bulleted list to SmartArt.

1. Select the text, text box or shape2. Go to Home > Convert to SmartArt3. Choose the required SmartArt graphicAnimation

Animation can be helpful, if used well, and it is a good way to reveal

information on a slide one step at a time. However, inappropriate animation

can distract attention away from the information being presented. As a

general rule, only use animation if you have a good reason to do so.

1. Select the text or object to be animated2. Go to the Animations tab

3. Select an animation. To see more animation options click the arrow inthe bottom right corner

4. Animations can be modified from Animations >Effect Options5. You can change how the animation is triggered and how long it lasts

from the Timing group

6. To see the chosen animation select Animations > Preview7. If you are animating a set of items (objects, paragraphs, lists) you can

apply the animation to each item in turn or as one group


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Animation painter

The animation painter allows you to copy the animation from one object to

another

1. Select the object with the animations that you want to copy2. Go to Animations > Animation Painter. Clicking on this button copies the

selected objects animation.

3. Click on the object you wish to copy the animation to

Advanced animation options

When you have applied animation, the Animation Pane will list the details of

the objects with effects and the order in which they will be played. To set

advanced customisation options you will need to use the Animation Pane.

1. Go to Animations > Animation Pane2. From the list select an animation, then click the small arrow that appears

on the right

To change the sequence of animated items:

1. Select an item in the list2. At the bottom of the Animation Pane, use the Re-Order buttons to move

the item up or down the play sequence


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Present to an audience

Producing the slides is the easy part, its the standing up in front of an

audience thats difficult. For advice about presentation skills workshops:

http://www2.le.ac.uk/offices/ld/resources/presentation

Slide show view

To begin presenting your slides you will need to be in Slide Show view. Use

the keyboard shortcut to start the slide show. Other keyboard shortcuts

are available. When in slide show view press to see this list.

Transitions

Transitions are similar to animations but are applied to the whole slide. They

change how the slide appears on the screen. The transition is triggered when

the slide is presented. Like animation, transitions can be a distraction for the

audience, so use them wisely. To add transitions go to the Transitions tab.
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Add hyperlinks

A hyperlink can be a connection to a slide in another presentation, an email

address, a web page, or a file. A hyperlink can also connect to another slide inthe same presentation, for example if you are currently on the fifth slide and

want to show the twentieth slide, then adding a hyperlink will save you from

having to navigate manually.

To link to a website

1. Select the text or shape that you want to use as a hyperlink2. Go to Insert > Hyperlink

3. Select Existing File or Web Page4. Locate the file that you want to link to or type in the web address5. Click OK

To link to another slide in the same presentation

1. Select the text or shape that you want to use as a hyperlink2. Go to Insert > Hyperlink


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3. Select Place in This Document on the left4. Choose the slide in the presentation you want to link to5. Click OK

Images

If you use an image on your slides one of the key things to remember is your

image will be enlarged when it is projected onto a screen. It is therefore

important that you use a good quality image with the highest resolutionpractically possible (300 ppi or greater). Avoid copying images from the

internet as these are usually low resolution (72 ppi). You should also check if

there are any copyright issues that might restrict the use of the image.

Find suitable images

For University of Leicester images go tohttp://assetbank.le.ac.uk. Another

good resource is the websitewww.flickr.com. Here you can search thousands

of images and check for any copyright restrictions.

1. Find an example file fromwww.flickr.com2. Search for an appropriate image3. From the drop down list under Search select The Commons. These

images will have no copyright issues, and you are free to use them.

4. Click Search
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5. Select a suitable image6. Scroll down to License and check the copyright restrictions7. Right click on the image and select the size option Original8. Select Download the Original size of this photo9. Click Save As and save the image to your desktop with a suitable nameCheck image resolution

To check the resolution of an image

1. Find the saved image on your computer2. Right click on the image and select Properties3. The resolution will be on the Details tab under Image

Insert images

When placing images on slides, the image quality is important. Make sure

that you dont use the Office Clipboard as this will cause image quality to

decrease; instead insert all images as picture files.


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1. On the slide on which you wish to have a picture, go to Insert > Picture

2. Find the saved picture on your computer, select it then click Insert.Resize Images and Objects

When resizing an image be careful not to distort the proportions

The example above of the University of Leicester logo is an obvious one but

sometimes it is less obvious. Therefore you need to be careful to ensure that

when you resize an image you dont introduce distortion unintentionally. You

can ensure this by clicking on the image and resizing it from its corners rather

than from the sides, top or bottom. Alternatively

1. Right click the object or image then choose Size and Position...2. Select Size from the menu on the left of the Format Picture window3. Change the height, for example to 75%.4. Ensure Lock aspect ratio is ticked. This will mean the width will also

change to match the height automatically, preventing the image from

becoming distorted.

5. Click CloseRotate Images

There are a number of ways to rotate images and objects in PowerPoint. You

can simply click the image or object and then hover over the rotate handle at

the top and rotate free-hand.


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Alternatively, if you need to be more precise you can manually set the

rotation angle.

1. Right click the image or object and choose Size and Position

2. Choose Size from the menu on the left of the Format Picture window.3. Change the number in the Rotation box


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4. Click CloseA third way is to select the object or image and then go to Picture Tools >

Rotate. This has the advantage of having a number of pre-set options.

Picture Tools

When an image is selected the Picture Tools bar is visible. There are a rangeof very useful features. Take the time to become familiar with all the features

on this tab.

Position and alignment

You may need to position or align the objects on your slide such as images,

shapes, text boxes.

Order of objects on slides

Sometimes you will want objects to overlap other objects. In PowerPoint the

order of these layers is determined by the order the objects are inserted

onto the slide, so the most recently created object will always be on top.

However, you may want to change the order of the layering. You can do this

by sending objects forwards and backwards in the layering using the Order

feature.

For example, when a rectangle is placed over an arrow, the arrow is hidden

behind the rectangle. You may, however, want the arrow to appear on top of

the rectangle.

1. Right-click on the rectangle


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2. Choose Send to Back > Send Backward

Position objects on a slide

Placing objects within PowerPoint can be tricky. Try moving images, shapes

and text boxes around. There are several features that can help you position

objects accurately.

1. Go to Home > Arrange > Align > Grid Settings2. Tick the box Snap objects to other objects

3. Click OK4. Now try moving the objectsNow see what the other checkboxes do

5. Go to Home > Arrange > Align > Grid Settings6. Tick the box Display grid on screen7. Tick the box Snap objects to grid8. Click OK9. Now try moving the shapesTo remove the grid from the screen, go to Home > Arrange > Align > Grid

Settings and untick the box Display grid on screen


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Align and distribute objects

Aligning and distributing objects so that they are arranged in a row, at an

equal distance apart can be difficult to do. You can save yourself a lot of timeand be much more accurate using the Align feature. Select several objects

(e.g. shapes, text boxes, images) by clicking on the objects while holding

down .

For example, you may want all of these arrows to be lined up in a row

(aligned) and at an equal distance from each other (distributed).

1. With all the objects select Home > Arrange > Align > DistributeHorizontally.

2. Ensure that all the objects are still selected and go to Home > Arrange >Align > Align Top or Align Middle or Align Bottom

All the arrows will be lined up in a row at an equal distance apart from one

another.


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The Slide Master

The Slide Master stores information about the positions and sizes of

placeholders on different slide layouts - where titles, text, page numbers,headers, footers and other objects will be placed - as well as font sizes and

styles on all slides.

You should use the Slide Master when you want to make global changes to

all the slides in a presentation. If you are going to make changes to the Slide

Master, it is advisable to do this before you start working on the presentation

itself.

Change the Slide Master

Changes that you make to the topmost slide in Slide Master View will be

reflected in all the slides in your presentation. Changes to slides below will

only apply to slides that use that slide layout.

1. To view the Slide Master go to View > Slide Master

The Slide Master tab will be now be visible. This tab has options for editing

the Slide Master. You edit the Slide Master as you would for any other slide.

Close the Slide Master when you have finished working on it


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Insert slides from another presentation

You may want to reuse slides that you had previously created in other

presentations

1. Select a slide in the current presentation the inserted slide will beplaced after it

2. Go to Home > New Slide > Reuse Slides3. In the Insert slide from box click Browse4. Locate the PowerPoint file and click Open.5. The slides from within the chosen presentation are now listed. Select the

slide(s) you want to insert.

If you wish to keep the look of the inserted slide from the original

presentation, select the Keep source formatting option. Otherwise slides will

take on the same formatting as those in the main presentation.


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Tables and charts

Tables and charts can help you present data and results clearly removing the

need for lengthy explanations.

Tables

To add a table to your slide

1. Go to Insert > Table

2. Select the number of rows and columns required by moving your mouseover the grid.

3. Click to insert the table into your slide4. Enter your data in the table5. With the table selected the Table Tools bar is visible and the tables

appearance can be changed to match the design of your presentation.


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Charts

Charts can be used to visually illustrate your data and results.

To add a chart to your presentation

1. Go to Insert > Chart2. Select the type of chart you require from the Insert Chart window

3. Click OK4. Change the data in the Excel spreadsheet

5. X-axis labels should be typed in column A6. Legend labels should be typed in row 17. To add or delete rows or columns, in Excel go to Home > Cells


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8. When you have finished inputting data close the Excel spreadsheet9. With the Chart selected the Chart Tools bar is visible. The charts

appearance can be adjusted to match the design of your presentation.

Remember the chart will be enlarged when your presentation is projected

and you may need to reduce font size and line thickness.

Animate a chart

You can animate a chart and make the chart categories appear on the screen

one at a time.

1. Click on the chart to select it2. Click the Animations tab3. Select an animationNotes pages

You can create notes as you build a presentation. Notes can be added to help

you deliver a presentation or for the audience as handouts. Notes can be

added in the Notes Pane at the bottom of a slide.


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Handouts

It is a good idea to have paper copies of your presentation. People find

handouts useful for note taking.

1. Go to File > Print > Full Page Slides and select the appropriate optionFull Page Slides 1 slide per page

Notes Pages One slide per page with speaker notes below

Outline A text outline of the full presentation

Handouts Choose 1 - 9 slides per page


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You can choose to print slides in colour or grayscale (black-and-white).

1. Under Settings from the Color drop down list choose Grayscale

2. Click Print


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University of Leicester

Leicester LE1 7RH

UK

www.le.ac.uk

X:\IT Services\CS\Training&Comms\Training\Student IT Training workshops\PowerPoint for Presentations\PowerPoint 2010\Guide\PPT

Further help

IT Help

For information on how to use PowerPoint 2010 and links to help resources

visit the IT Help website:

www.le.ac.uk/ithelp

All information on IT for students is available at:

go.le.ac.uk/it4students

IT Service Desk

Call 0116 252 2253 or email [email protected] to ask a question or report a

problem.

PowerPoint

University of Leicester presentation templates are available at:

go.le.ac.uk/pptemplates

Presentations

For advice about presentation skills go to:

http://www2.le.ac.uk/offices/ld/resources/presentation
http://www.le.ac.uk/ithelphttp://www2.le.ac.uk/offices/ithelp/it4/studentshttp://www2.le.ac.uk/offices/ithelp/it4/studentshttp://www2.le.ac.uk/offices/marketing/marcomms/creative/templates/http://www2.le.ac.uk/offices/marketing/marcomms/creative/templates/http://www2.le.ac.uk/offices/ld/resources/presentationhttp://www2.le.ac.uk/offices/ld/resources/presentationhttp://www2.le.ac.uk/offices/ld/resources/presentationhttp://www2.le.ac.uk/offices/marketing/marcomms/creative/templates/http://www2.le.ac.uk/offices/ithelp/it4/studentshttp://www.le.ac.uk/ithelp

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