User

Services Summer 2005

Microsoft PowerPoint 2003 - Tips and Tricks

OBJECTIVES
Part of the Microsoft® Office 2003 Suite, Microsoft PowerPoint®2003 is a dynamic electronic slide
presentation software for Windows® and Macintosh®- compatible personal computers (PCs). It is the widely
accepted standard presentation tool from the classroom to the boardroom, to help you present ideas in a big way.

Student Expectations of Technology .............................................................................................. 2

What’s New in PowerPoint 2003 .................................................................................................... 3
PowerPoint Possibilities ................................................................................................................. 5
View Buttons and Keyboard Shortcuts ........................................................................................... 6
AutoCorrect Features ...................................................................................................................... 7
PowerPoint Options ........................................................................................................................ 8
The Task Pane ................................................................................................................................. 9
Clip Art Gallery ............................................................................................................................ 10
Common Mistakes .........................................................................................................................11
More on Color in PowerPoint ....................................................................................................... 15
Slide Design - Using Color Schemes ............................................................................................ 16
Useful Tips and Features............................................................................................................... 18
Can You Hear Me Now? ............................................................................................................... 33
Image is Everything ...................................................................................................................... 34
Photo Album Tool ............................................................................................................. 35
Insert an Excel Chart ......................................................................................................... 36
Presentation Tips - Slide Show View ............................................................................................ 37
Distributing Your Presentation ...................................................................................................... 38
Printing Handouts ............................................................................................................. 40
Package for CD ..................................................................................................................41
Save as a Web Page ........................................................................................................... 42
 Student Expectations of Technology
User Services
Student Expectations of Technology
 Younger students have grown up in a culture of immediacy.
 Students use technology on a daily basis
• Cell phone (text messaging too)
• Computer
• MP3 players
• Internet
• Email
 University students have increasingly high expectations for using technology in their studies.
 Interactive electronic communication is a new social context for student learning.
 Students have the mentality of “handheld-anywhere-anytime expectation for information
access”.
 Students who enter the university today have expectations for a high-quality, 24x7 learning
environment.

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 What’s New in PowerPoint 2003
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PowerPoint 2003 – The Power to Make Your Point
Below are some of the new features of Microsoft PowerPoint 2003.

New Look

Updated Viewer
The Microsoft Office PowerPoint Viewer is a program used to run presentations on computers that don’t have
Microsoft PowerPoint installed. The Office PowerPoint Viewer is added by default to the same disk or network
location that contains one or more presentations you packaged by using the Package for CD feature. The
PowerPoint Viewer supports opening presentations created using PowerPoint 97 and later. The Viewer allows
users to viewer and print.

Package for CD
Package for CD is the new way to efficiently distribute your PowerPoint 2003 presentations. Package for
CD allows you to package your presentations and all of the supporting files, including linked files, and
automatically run your presentations from the CD. Package for CD also gives you the option to output to a
folder instead of a CD.

Tablet PC Support
PowerPoint 2003 supports inking features by inputting your own handwriting directly into the file.

Research Task Pane

The Research Task Pane offers reference information, expanded resources and thesaurus support. An internet
connection is required to use this feature.

Microsoft Office Online Integration

Microsoft Office Online is better integrated in all Microsoft Office programs. The task panes provide the best
integration.

Multimedia Elements
With Internet access, integrating Microsoft Online images, sounds, photos and animations is easier.

Animation Effects
Animation effects can be created that allow moving multiple objects along a path. Exit animation is available
too.

Auto-Fit
If your have too much text on a slide, options to automatically split between 2 slides or auto-fit in other ways is
presented.

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 What’s New in PowerPoint 2003
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New Slide Show Navigation Tools
The Slide Show toolbar provides easier access to slide show navigation. The toolbar includes ink annotation
tools, pen and highlighter options.

Improved Slide Show Ink Annotations

Use ink to mark up slides. The ink annotations can be saved to the presentations and can be turned on or off.
Some aspects of the ink feature require the use of a Tablet PC.

Improvements in Media Playback

PowerPoint 2003 features the ability to show your movies full screen. When coupled with Windows Media
Player version 8 or later, more movie file formats are supported.

New Smart Tag Support

You can save time by using smart tags (Data recognized and labeled as a particular type. For example, a
person’s name or the name of a recent Microsoft Outlook e-mail message recipient is a type of data that can be
recognized and labeled with a smart tag). To perform actions (Tasks that can be performed by using smart tags.
For example, adding a name to a Microsoft Outlook Contacts folder is one action that might be taken with a
person name smart tag.) in Microsoft Office PowerPoint 2003 that you’d typically open other programs to do.
The purple dotted lines beneath text in your document indicate the smart tags.

Improved Bitmap Export

Bitmaps in PowerPoint 2003 are larger and have better resolution when exported.

Information Rights Management

PowerPoint 2003 allows control by limiting access to files. This is a service that is fee based.

Automatic Layout Options

After you insert an item, the automatic layout options button appears that changes the initial layout. To
accommodate the added item, PowerPoint will automatically adjust the slide layout.

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 PowerPoint Possibilities
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PowerPoint contains many elements that allow you to communicate effectively. There are many ways that
PowerPoint can be used in an educational environment. Below are a few of the possibilities.

Speaker-Supported Slide Show

This is perhaps the most common PowerPoint applications. The presentation is usually projected onto a screen
to an audience.

Self-Running Slide Show

This type of slideshow is a continuous show. Before class, announcements can be running a continuous show
while the faculty member is preparing for class or talking with students. Another idea is for a list of students in
the class to be running as a slide show as the students enter class the first day.

Interactive Slide Show

An interactive slide show is navigated by a user. Usually there are action buttons that allow the user to move
through the presentation in a non-linear manner. Interactive Slide Shows can be a fun way to integrate content
for the students. For example, PowerPoint can be used in a “game show” format for quiz review.

Poster Session
PowerPoint slides can be used for a larger “poster” to present at a conference. PowerPoint slides can be saved
as .jpg files and brought into a layout program for printing. Additionally, the slides can be printed individually
and mounted on the poster.

Overhead transparencies
PowerPoint slides can be printed onto overhead transparencies. Be certain to use the type of transparency film
specified for your printer.
Poster Presentation - WebCT IMPACT 2003

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 View Buttons and Keyboard Short-Cuts
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View Buttons
There are three different ways to view your document: Normal, Slide Sorter, and Slide Show.
Normal
Displays three areas: Outline, Notes
and Slides. Can work in all areas to
format and develop the presentation.

Slide Sorter
Displays miniatures of all slides in
a presentation.

Slide Show
Displays slides as an electronic
presentation on the full screen of
your monitor and see all effects.
(transitions, builds, timings, etc.)

PowerPoint Keyboard Short-Cuts

Keyboard shortcuts can be used to perform many of the operations completed with the menus and toolbars.
Below is a list of some of the popular shortcuts. For a complete list, ask the Office Assistant for help. Many of
the shortcuts are displayed on the pull-down menus to the right of each option.

Insert a New Slide ....................................CTRL + M

Make a duplicate of current slide .............CTRL + SHIFT + D
Start a slide show .....................................F5
Undo an Action ........................................CTRL + Z
Repeat your last action .............................F4 or CTRL + Y

Working with Text

Increase font size......................................CTRL + ]
Decrease font size ....................................CTRL + [

Working with Objects

Select an object (with text selected).........ESC
Select an object ........................................TAB

Moving Objects, Text Boxes, etc.

Move selected object.............................................. Arrow Keys
Move selected objects in small increments ............ CTRL + Arrow Keys

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 AutoCorrect Features
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The AutoCorrect feature corrects capitalization and spelling or typing errors that occur as you make them. The
AutoCorrect options are on by default, but you can turn them off. If there are certain words that you don’t want
corrected, you can create exceptions to some of the rules.

Also, the AutoCorrect Options button which becomes available near your text right after a correction has
occurred, gives you more control over automatic corrections by letting you undo the correction or alter your
AutoCorrect settings.

Automatic text correction applies to all types of text including the Notes area except WordArt.

1. To set AutoCorrect Options, go to the Tools

pull-down menu and select AutoCorrect
Options.

2. The AutoCorrect dialog box appears.

3. Examine the different tabs in the dialog box.

AutoCorrect Auto Format as You Type

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 PowerPoint Options
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PowerPoint’s Options dialog offers eleven categories of options that you can set to customize the way
PowerPoint works for you. To access many of the options, follow the steps below.

1. Go to the Tools pull-down menu and select Options.

2. The Options dialog box will appear.

3. Examine the different tabs in the dialog box.

General Tab Edit Tab

Save Tab

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 The Task Pane
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Task panes in Microsoft Office 2003 help you work more efficiently by displaying the tools you need. Task
panes open automatically when you perform certain tasks, such as start a new document, ask for Help, or Insert
Clip Art.

1. To open the Task Pane, click on the View pull-down menu and select Task Pane.

2. The Task Pane can be used for various

tasks such as Creating a New Presentation,
Selecting a Layout, Choosing a Design
Template, or Applying Animation to slides.

3. To access more Task panes, click on the

down arrow in the opened Task pane and choose
from the menu.

Note: By default, all Task Panes will appear along

the right hand side of the presentation.
Task Panes can be moved to other areas of
the screen.

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 ClipArt Gallery
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PowerPoint 2003 comes with many Clip Art images that can be used in presentations. Microsoft Clip Art
Gallery accompanies Office 2003 and offers a variety of pictures, photographs, audio clips and video clips.
Along with the clips that are available within Office 2003, with an internet connection, many more can be
downloaded from the Microsoft Office Clip Art and Media Home Page website.
1. Click on the Insert ClipArt button on the Drawing Toolbar.

2. The Clip Art Gallery will appear within the Task Pane. Type in the name of the clipart
fo search for into the Search for: textbox. Click on the Search in: drop-down menu to
look in different categories. Click on the Results should be: drop-down menu to search
for the type of Media. Click on the Go button to begin the search.

3. At the bottom of the Clip Art Task Pane, Clip

Art can be Organized. More Clip Art can also
be found on the Office Online website. Tips for
finding clips are also available.

4. After clicking on the Go button, the results that are available will appear in the results
area. Find the desired image to be placed in the presentation and click on the down
arrow next to it to reveal the menu options. There are several options: Insert, Copy,
Delete from Clip Organizer, Copy to Collection..., Move to Collection..., Edit
Keywords...,Find Similar Style, and Preview/Properties. Clip to Favorites and Find
Similar.

5. The clip will be inserted into the presentation, however,

the Clip Art Task Pane will continue to remain open to
allow other clips to be added. Either add more clips,
select another Task pane or close the gallery. To close,
click the X in the upper right corner of the Clip Art Task
Pane.

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 Common Mistakes
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Stop Annoying Audiences with Bad PowerPoint

In September 2003, a survey was conducted to discover what viewers considered the most annoying aspects
about PowerPoint presentations. Each person was asked to select the top three annoying elements from a
list of elements. Participants could also write in annoying elements. The responses indicated that the most
annoying aspect of bad PowerPoint slides is the text.

1. The speaker read the slides to us.............................. 60.4 %

2. Text so small I couldn’t read it................................. 50.9 %
3. Full sentences instead of bullet points ..................... 47.8 %
4. Slides hard to see because of color choice ............... 37.1 %
5. Moving/flying text or graphics................................. 24.5 %
6. Annoying use of sounds ........................................... 22.0 %
7. Overly complex diagrams or charts ......................... 22.0 %

Nine Common Mistakes in PowerPoint

1. Too Much Emphasis on PowerPoint Features

The bells and whistles are the main part of the presentation. Each slide has a different transition, all animation
effects are used, sounds accompany each slide, and each slide has a different color scheme.

How to Correct This Common Mistake

 Content is the most important element.
 Each slide should have meaning and relevance to the content.
 Slides should not be thought of as ornaments.
 PowerPoint features should be used to:
• Increase student engagement
• Improve content comprehension
• Increase retention rates
• Explain complex facts and processes
• Reinforce key points
• Make abstract ideas concrete
• Leave a lasting impression

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 Common Mistakes
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2. Text is Too Small

The students can not read the slide because the text is too small.

How to Correct This Common Mistake (and avoid other Font mistakes)
 Titles should be 36 – 40 point size or more
 Body text should be no lower than 24 point size
 Good rule to remember for each slide
• No more than 8 words per line
• No more than 8 lines per slide
• Some indicate 10 x 6
• Bottom line – limit text and increase font size
 Type of Fonts
• San Serif fonts are more readable than Serif fonts
 Do not use capitalization of all words

3. One Huge Paragraph is Used

Slides that contain all text are extremely difficult for students to read and understand the key concept.

How to Correct This Common Mistake (and avoid other Text mistakes)
 Use statements
 Keep statements short
 Use Key words – focus on your message
 Use parrallel construction of text
• On the same slide, use keywords or sentences - not both
• Use all verbs, adjectives or noun phrases
• The information should flow
• Be consistent in writing

4. Too much information on the slide

Students can be overloaded by too much information on one slide. This mistake is commonly made when using
charts and graphs.

How to Correct This Common Mistake

 One main concept per slide
 Limit the amount of information to display
 Add another slide for additional charts and graphs

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5. Layout is too cluttered

There are too many pictures, graphs, charts and other elements on a slide. Students do not know what the most
important concept of the slide is.

How to Correct This Common Mistake

 Slide layout should contain:
• Harmony -------Elements should fit together
• Proportion ------Emphasis will be placed on the largest element
• Balance ---------Elements should stand together

6. Animations are Distracting

Every object flies in or fades in to the slide. Students begin watching the animations and wondering which
animation will be used next. Students are not focusing on the content. Too many animations often signals a
new PowerPoint user.

How to Correct This Common Mistake

 Use animations that emphasize
 Use animations sparingly

7. Sounds are Annoying

Every object that is animated has a sound associated with it. The sounds can be aggravating to the viewers.

How to Correct This Common Mistake

 Use sounds that emphasize
 Use sounds sparingly

8. All Elements are Different - No Consistency

Each slide contains variety in multiple elements (font size, font color, background, template, etc.). Students find
it difficult to follow a presentation that doesn’t contain consistency.

How to Correct This Common Mistake

 Similarity is the key, not variety
 Backgrounds should be consistent
 Font type and color should be consistent
 Use no more than 2 font types per slide

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 Common Mistakes
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9. Bad Color Choices - The Presentation is Hard to Read

Colors have meaning and can evoke emotions. On the basic level, some color combinations are hard to view.
After content, color may be the next most important element in your presentation.

How to Correct This Common Mistake

 Use a color format that gives good contrast between background and text
 Dark backgrounds with light colored text work best
 Use PowerPoint color and template tools
 Color coding words, objects and backgrounds creates a system of guidance
 Color can
• Differentiate headings from subheading
• Identify related topics
• Signal a subject change (changing the background of a slide)
• Color themes can imply associations with subjects
 Blues and greens – suggest safety
 Yellows and reds may imply warning or danger

10. Graphics Do Not Support the Content

Graphics such as clip art and pictures do not have anything to do with the content of the slide.

How to Correct This Common Mistake

 Use only graphics that support the content
 Cute graphics are no substitute for poor quality of content.

10 Common Mistakes

1. Too much emphasis on PowerPoint features

2. Text is too small
3. One huge paragarph is used
4. Too much information on the slide
5. Layout too cluttered
6. Animations are distracting
7. Sounds are annoying
8. All elements are different - No consistency
9. Bad color choices - The presentation is hard to read
10. Grahpics do no support the content

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 More on Color in PowerPoint
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Emotional Meaning of Colors
Studies have shown that colors evoke different feelings in people. When selecting colors, keep in mind the
colors that will positively impact your content. Below are some common interpretations for colors.

Color General Feelings Evoked

Black ..................Heavy, mournful, highly technical, formal, death
Brown.................Earth, simplicity, outdoors
Blue ....................Peace, tranquility, trust, confidence, security
Purple .................Royalty, wisdom, spirituality, mystery
Green ..................Nature, environment, health, reptiles, insects
Gray....................Conservative, practical, reliability, security
Red .....................Passion, excitement, love, intensity, heat, aggression
Orange ................Warmth, expansive, flamboyant
Yellow ................Optimism, happiness, idealism, imagination
White ..................Purity, reverence, cleanliness, simplicity

Color Combinations to Avoid

Some colors should not be used together. Below are some combinations to avoid.
Red & Green These two colors clash with each other and are hard to read. Also, people who are
red-green color blind will not be able to read the slide.
Orange & Blue The colors seem to vibrate against one another.
Red & Blue These two colors just do not have enough contrast to be seen well when used
together.

Template Suggestions
There are color combinations that do work well together.
Dark background ............. Light text and graphics
Light background ............ Dark text and graphics

Background Graphics, Pictures or Patterns

Proceed with caution when using a graphic, picture or pattern as the background of a slide. Many objects have
shading variations and will not display the text properly. If using an object as the background, use a subtle
background so there is very little difference between the lightest shade and the darkest shade in the background.

One effect for graphics or logos is to use an embossing effect where the graphic looks like it is slightly raised in
the background.

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 Slide Design - Using Color Schemes
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PowerPoint templates are designed with built-in color schemes. The color schemes are coordinated sets of
colors chosen by professionals at Microsoft. Using the predesigned color schemes is preferable over building
your own color schemes.

Color Schemes help narrow choices in selecting the appropriate color for your presentation. Each color scheme
has eight colors, with each color designated for a particular use.

Background color Used for the slide background.

Text and lines color Used for any text or drawn lines that appear on the slide, with the
exception of the title text. This is usually a color that contrasts with the
background color. If the background color is dark, the text and lines
color is generally light and vice versa.

Shadows color Used to produce shadow effects for objects drawn on the slide. It is
usually a darker version of the background color, unless the background
color is very dark. In that case, the shadow color is often a lighter
version of the background color.

Title text color Used for the slide’s title text. Like the text and lines color, the title text
color contrasts with the background color so that the text is readable.
The title text usually complements the text-and-lines color to provide an
evenly balanced effect.

Fills color When you create an object, such as a rectangle or an ellipse, this color
is the default fill color to color the object.

Accent colors The last three colors in the color scheme. They are used for odd and
ends that you can add to your slide. You may use them to color the bars
in a bar chart or the slices in a pie chart. Two of these accent colors are
also used to indicate hyperlinks.

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 Slide Design - Using Color Schemes
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More on color schemes:
 Each slide can have its own color scheme within one presentation.
 The Slide Master can have its own color scheme, which is used for all slides that don’t specify
their own deviant color scheme.
 Use the Slide Master to ensure all slides have the same color scheme.
 If you want one slide to stand out, use a different color scheme.

Templates have their own color scheme.

 Each template also includes several alternate color schemes, which are designed to complement
the main color scheme for the template.
 If you make changes to the color scheme then apply a new template, the new template’s color
scheme overrides any changes that you made to the original template’s color scheme.

Color Scheme Task Pane

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 Useful Tips and Features
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1. Select a template and color scheme prior to developing
slides within the presentation.

2. Explore the AutoFit Option

If your text doesn’t fit well on one slide, split it into two slides. The AutoFit button appears when text is types
near the bottom of the text placeholder.

3. Use Guides to Align Objects

Display the Guides. Guides can be added by selecting the CTRL key and dragging a guide to another location
on the slide.

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4. Moving Objects
To move an object you can:
1. Select the object, click and drag the object.
2. Select the object, press the arrow keys on the keyboard.
3. To move the object smaller increments, press the CTRL key as your press an arrow key.
4. If the cursor is in the text, press Esc to select the placeholder or object.

5. Align Objects
Objects can be aligned. First, select the objects. In the Draw toolbar, choose Align or Distribute.
Select the appropriate option. This also works for distributing objects evenly.

6. Snap to Grid or Shape

The grid includes an option called snap-to, which aligns objects to the nearest intersection of the grid or to an-
other object as you draw or move objects. The snap-to option is turned on by default and works even when the
grid is not visible.

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7. Locate pictures and graphics at Mississippi State University
MSU graphics and logos are available online. Use the Search feature at the MSU Web page to search for
“graphics”.

8. Use Autoshapes to Highlight a Point

Add an arrow autoshape to graphics, charts, or tables to emphasize your point. Add a rectangle autoshape
behind any text for emphasis or to unite several points.

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9. Recolor WMF graphics

PowerPoint contains many clips art images that are in WMF format. The color in these images can be
reformatted with the Recolor Picture tool.
 PowerPoint provides the opportunity to customize clipart to fit the color scheme of your slides. This is
called Recoloring Clipart. To recolor clipart, select the clipart. The Picture dialog box should appear.
From the Picture dialog box, select the Recolor Picture button.

 The Recolor Picture dialog box will appear. In the left pane there are two columns, Original and New.
Original is the current color in the clipart, New is the color you wish to change it to. Select the pull-
down menu for the new color and choose the desired color. In the right pane, a preview of the image will
appear. When the image is how you want it, click the OK button. The image now appears in the colors
of your choice.

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 Useful Tips and Features
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10. Animate Charts

The animation feature used with charts can be very effective when presenting the information.

 Charts can also be animated in PowerPoint. Within the Custom Animation list on the task pane, click
on the Add Effect pull-down menu. Select Entrance, then More Effects....Within the Add Entrance
Effect dialog box, select the Blinds effect within the Basic section. Click the OK button.

 Along with Charts, individual Chart Objects can also be animated.

Within the Custom Animation list, select Chart and click on the
pull-down arrow and select Effect Options...Within the Effect
Options dialog box, click on the Chart Animation tab. Click on the
Group chart: pull-down menu and select By Series. The Series
within the Chart will now be animated. Click the OK button to exit
this dialog box.

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11. Add Content in the Outline Pane
When entering text in the Outline tab, buttons become available on the Standard and Formatting toolbars that let
you increase or decrease text indents, collapse and expand content. When you save your presentation as a Web
page, the text on the Outline tab becomes a table of contents so that you can navigate through the slides.

12. Recycle Your Best Work

 Click on the Insert pull-down menu and select Slides from Files...
Use the insert slide feature to insert slides from a previous presentation.

 The Slide Finder dialog box will appear. Click on the Browse...button and select the appropriate
presentation. Click the Open button.

 Select the slides to insert and then click

Insert. To close the Slide Finder dialog
box, click on the Close button.

 To view the three slides that were just

inserted, click on the Slide Sorter View
button.

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13. Export Data to Word

Use this feature when you want to send your notes, handouts, or outline to Microsoft Word before you print.

Selecting Options Word Document

14. Quick Zoom with the Wheel Mouse

While in the slide view mode, hold the CTRL key and move the mouse wheel forward or backward. This also
works in the Outline pane. To zoom in to a particular object, select the object first.

Another way to zoom is to use the Zoom Box on the Standard toolbar.

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15. Placing a New Button on the Toolbar - Inserting Symbols
If you use special characters often, you can place special characters onto any toolbar. The Customize feature
allows commands to be placed in different toolbars. Once you select the comman, drag the selection to a
toolbar of your choice.

16. Continuous Slide Show

A continuous slide show can be useful in the classroom. At the beginning of class, display important class
information in your PowerPoint presentation. Student names can be displayed to “welcome” the students to
class. In the Set Up Show dialog box, select Loop continuously until “Esc”. In the Slide Transition Task
Bar, specify the time each slide should be displayed.

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18. Create a “Questions” Slide
In the presentation, dedicate one slide for questions. On the slide, create hyperlinks to the topics within the
presentation. When a question is asked, the instructor can use the hyperlinks to easily return to the slide to view
the material.

19. Use Slide Notes

Slide notes enable notes about the slide to be typed into PowerPoint. Slide notes can be input in the Normal
View, Slide Sorter View and even the Slide Show view. The Slide Notes can also be printed to use during a
presentation.

Slide Sorter View Normal View

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20. Use Diagrams to Visually Display Information
Diagrams can be used to visually display content. The types of diagrams include:

 Venn -------Used to show areas of overlap between and among elements

 Cycle ------Used to show a process that has a continuous cycle
 Pyramid ---Used to show foundation-based relationships
 Target ------Used to show steps toward a goal
 Radial ------Used to show relationships of elements to a core element

When a diagram is added, a drawing space appears around the diagram. The diagram can be resized as needed.
The Diagram toolbar contains elements to customize the diagram. Diagrams can also contain animation.

Cycle Diagram

Radial Diagram

21. Display a Toolbar

To display a listing of the toolbars, right click in the blank area in

any toolbar. Select a toolbar to display by clicing the toolbar on
the list.

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21. Copy Formatting From One Object To Another (not just text!)
One way to insure consistency in formatting is to use the Format Painter feature.

1. Select the AutoShape, picture, WordArt, or clip art with the attributes you want to copy.
2. Click Format Painter on the Standard toolbar.
3. The mouse will now be “loaded” with tthe copied formatting.
4. Click on the object where the format should be copied to. If you are formatting text, highlight
the text.
Note: If you select an AutoShape with attached text, the look and style of the text is copied as well as the other
attributes of the AutoShape.

Note: Attributes of an object can be copied to several objects by double-clicking Format Painter, and then
selecting several objects in succession. Click Format Painter again when completed.

Mouse “loaded” with the format

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23. Using the Slide Layout

Layout refers to the way things are arranged on a slide. A layout contains placeholders, which in turn hold text
such as titles and bulleted lists and slide content such as tables, charts, pictures, shapes, and clip art.

Each time you add a new slide, you can choose a layout for it in the Slide Layout task pane. Layouts come in a
whole range of configurations; you can also choose a blank layout.

Advantages of Layouts
 Consistency of slides
 Add content quickly
 Add graphics and other elements quickly
 Change layout type quickly

Types of Layouts
 Content
 Text and Content
 Other

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24. Using a Design Template

PowerPoint provides templates that coordinate the background, title and text. Templates also contain
predesigned color schemes. Additional templates are available at the Microsoft website as well as many other
sites on the Web.

Flashy templates are not needed. Templates should display well and reinforce the content of the presentation.
Minor modifications to design templates provide a customization that makes your presentation unique. One
way to get a silent groan from the students is to use one of the old PowerPoint design templates that contain no
customization.

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25. Customizing Master Slides
Each slide is based upon a master. To make changes on each slide based on a master, changes should be made
to the Master.

There are three masters in PowerPoint 2003

1. Slide Master --------- The blueprint behind all of your slides
2. Handout Master ------ The blueprint behind all of your printed handouts
3. Notes Master --------- The blueprint behind all of your Notes page

The slide master is an element of the design template that stores information about the template, including font
styles, placeholder sizes and positions, background design, and color schemes. The slide master’s purpose is
to let you make a global change— such as replacing the font style— and have that change reflected on all the
slides in your presentation.

You would typically go to the slide master to do the following:

 Change the font or bullets
 Insert art— such as a logo— that you want to appear on multiple slides
 Change placeholder positions, size, and formatting

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 Useful Tips and Features
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To see the slide master, you display master view. You can make changes to the slide master just as you would
change any slide, except remember that the text on the master is only for styling; actual slide text, such as titles
and lists, should be typed on the slide in normal view or, for headers and footers, in the Header and Footer
dialog box.

When you change the slide master, changes you have made to individual slides are preserved.
A slide master is added to your presentation when you apply a design template. Usually, the template also
contains a title master, on which you can make changes that apply to slides with a Title Slide layout.

Slide-title master pairs

The slide master and title master for a design template are called slide-title master pairs. They appear together in
master view. Select one of the master thumbnails to make changes to it.

Many slide masters can be added to the presentation. However, it is recommended that you use a maximum of
2 – 3 masters in one presentation.

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 Can You Hear Me Now?
User Services
A variety of multimedia can be integrated into your PowerPoint presentation. Below are common file formats.

Video File Formats

QuickTime files ---------------------- .mov
Audio Video Interleave -------------- .avi
Motion Picture Experts Group -----.mpg, mmpeg
Microsoft Streaming Format -------.asf
Real Streaming Format ------------- .rm

Sounds
Audio Interchange File Format ---------------- .aiff
Motion Pictures Expert Group Layer – 3 ---- .mp3
Musical Instrument Digital Interface --------- .midi
Unix Environment------------------------------- .au
Microsoft Wave ---------------------------------- .wav
Microsoft Streaming Format ------------------- .asf

Multimedia in PowerPoint – The Real Deal

How does PowerPoint handle Multimedia? It doesn’t. PowerPoint uses the Windows Operating System
to playback multimedia. Windows handles multimedia through a Multimedia Control Interface instead of
Windows Media Player.

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 Image is Everything
User Services
PowerPoint provides the power to integrate a variety of images, graphics and objects into your presentation.
Using the Object Linking and Embedding feature, images from the Office Suite can be linked.

Advantages of Using Images

 Images communicate through symbols and themes
 Images create mood and atmosphere
 Images create an interesting and original message
 Images can direct the audience’s attention
 Remember that most western cultures read left to right and top to bottom
 Slides should contain only one dominant element

You can insert many popular graphic file formats into your presentation, either directly or with the use of
separate graphic filters. You don’t need a separate filter to insert the following file formats:

Enhanced Metafile ----------------------------------- .emf

Graphics Interchange Format ------------------------ .gif
Joint Photographic Experts Group ------------------ .jpg
Portable Network Graphics ------------------------- .png
Microsoft Windows Bitmap ------------ .bmp, .rle, .dib

Inserting Images
Clip Art Generally refers to stock images. PowerPoint includes a variety of images in the Clip
Art Gallery including photographs, movies and sounds. Clip art images can be searched
for by the type of media as well.
Pictures Inserting a picture from a file is becoming easier due to the availability of digital
cameras.
Scanned Images Another effective way to digitize images is with a scanner.
Other File Formats Various file formats can be inserted.
Annotations to the picture were added in
Image is a Screen Shot from a Web site
Photoshop. Saved as a .jpg file

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 Photo Album Tool
User Services
If you accumulate a large number of images and have the images organized into a folder, you can quickly create
an entire new presentation with the Photo Album feature.

PowerPoint’s Photo Album feature allows you to insert several photos quickly and edit your “album” once the
images have been placed. Before using the Photo Album feature, gather digital images and organize the images
into folders.

Photo Album dialog box

Photo Album Created

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 Insert an Excel Chart
User Services
Excel Charts can be brought into PowerPoint using the Object Linking and Embedding feature.

Note: Integration is referred to as OLE or

Object Linking and Embedding. This
allows data to dynamically change
among applications.

1. A chart will be inserted from Microsoft Excel. The integration of the Excel chart into PowerPoint
allows for the linking of data from Excel to PowerPoint.

2. From the Temp folder on the Desktop, open the Microsoft Excel file named Enrollment. Click on the
Chart to select it, then Copy the chart.

3. Go to your slide in the PowerPoint presentation. Click on the Edit pull-down

menu and select Paste Special...

4. The Paste Special dialog box will appear. Select the Paste Link radio button.
Within the As: section, select Microsoft Excel Chart Object. Click on the
OK button.

5. The Excel chart will appear in the PowerPoint presentation. Resize as needed. The chart in
PowerPoint is linked to the chart in Excel. When the PowerPoint presentation is opened, a dialog box
will ask if you want to update linked files. Therefore, when the Excel file is modified, the linked chart in
the PowerPoint presentation will change as well.

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 Presentation Tips - Slide Show View
User Services
Black Our or White Out the Screen
In the Slide Show mode, the presentation can be sent to a black screen or a white screen. This is an effective
technique when a topic needs further discussion or to gain attention of the students.

In Slide Show view, press B to black out the screen. Black screen should be used in a dark room.
In Slide Show view, press W to white out the screen. White screen should be used in a light room.

Slide Show Toolbar

The Slide Show toolbar can assist you in the Slide Show view. The ink annotation button allows you to use the
tools to write on the slide.

Saving Annotations
Pen annotations can be saved when the presentation ends.

Keyboard Commands During the Presentation F1 - Display Shortcuts

Start Slide Show.................................F5
Go to Specific Slide ...........................Slide Number + Enter
To end the Slide Show........................ESC key
Display Shortcuts ...............................F1
Erase drawing on the screen ..............E
Show/Hide in markup ........................Ctrl + M
Change pointer to a pen .....................Ctrl + P
Change pointer to an arrow ................Ctrl + A
Change pointer to eraser ....................Ctrl + E
View all slides dialog box ..................Ctrl + S
View the Windows Task Bar ..............Ctrl + T

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 Distributing Your Presentation
User Services
PowerPoint presentations can be distributed in a variety of ways such as print, media storage and web sites.

Printed Handouts
Printing handouts for distribution provides a variety of option in how the presentation will appear on the paper.

Pros: -The faculty has control over the distribution of the presentation.

Cons: -The faculty must print the presentation which drains resources in their office.
-Students receive the presentation in class which does not allow for preparation.
-Students like to have presentations distributed online.

Media Storage (CD, Disk, etc)

Package as a CD feature is updated in PowerPoint 2003. This is the distribution method of choice because this
features combines all elements of the presentation (graphics, fonts, etc.) into one package. Additionally, the
PowerPoint Viewer is added.

Pros: -All elements are kept with the presentation (pictures, fonts, linked files, etc)
-PowerPoint Viewer is included

Cons: -Must have hardware to use

-Difficult to distribute widely

Online Distribution
Many students expect faculty to have PowerPoint files or outlines on the web. When distributing prior to
class, the purpose is to provide an outline of the class meeting. When distributing after class, the purpose is to
provide detailed information from the class meeting. Common online formats include:

PowerPoint File Online:

Pros: -Students have access to all animations, sounds, and colors of the presentation.

Cons: -Students must have PowerPoint on their computer to view the presentation.
-There are several problems that could prevent viewing effectively.

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 Distributing Your Presentation
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PDF file Online:
Pros: -Students can easily download the .pdf file
-Students do not need PowerPoint to view
-Download times are significantly lower than for PowerPoint files
-Students are responsible for printing and associated costs
-Saving the presentation as an outline creates an easily viewable file
-Formatting such as fonts and graphics are lost due to software version and/or platform
-Documents do not print correctly
-Recipients cannot view the file because they do not have the application used to create the
document

Cons: -Students do not see the animations

-Links and multimedia are not available
-Lack of accessbility for visually disabled users whose screen reader software isn’t compatible
with Adobe Acrobat Reader

Save as a Web Page:

Pros: -Still has PowerPoint look and feel without having access to the original file
-Built in, simple to use feature of PowerPoint 2000
-It does not take much time to convert
-Do not need to know HTML code to convert
-The HTML is fast loading on the Internet

Cons: -Too many files and it is difficult to manage

-HTML code is in frames
-Generates numerous files, usually 4 or more per slide
-Will not convert embedded objects such as sounds or movie clips
-Converting animation and transitions is not recommended so they are typically lost for the Web
version
-Microsoft places a lot of “extra” code in its HTML and may not be displayed the same in all
browsers

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 Printing Handouts
User Services
PowerPoint offers a variety of printing options. The presentation can be printed as Slides,
Handouts, Note Pages or Outline.

Slides Each slide in the presentation can be printed as you see on the screen.
Handouts Slides can be printed 2, 4, 6 and 9 per page in order either vertically or
horizontally to make handouts.
Notes Pages The notes that are typed in the Notes Area can be printed with a
smaller version of the slide appearing on the top of the page and the
notes underneath.
Outline The outline of the presentation can be printed (titles and text).

 To print select the File pull-down menu and select Print.

 The Print dialog box will appear. Select the appropriate printer in the Name field. To choose a print
option, pull-down on Print What: and select the desired option. If the Handouts option is selected
the Handouts option to the right will become available. Select the desired number of slides to print per
page (2,4, 6 or 9) and the Order (vertical or horizontal). After the options have been selected, click OK
and the presentation will be printed to the selected printer.

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 Package for CD
User Services
Package for CD is the new Microsoft Office PowerPoint 2003 way to efficiently distribute your
presentations. You can make CDs of your presentations for viewing on computers running
a Microsoft Windows operating system. Microsoft Windows XP or later is required to burn
CDs directly from PowerPoint, but if you use Windows 2000, you can package one or more
presentations to a folder and then use third-party CD burning software to copy your presentations
to a CD.
Package for CD allows you to package your presentations and all of the supporting files,
including linked files, and automatically run your presentations from the CD. The updated
Microsoft Office PowerPoint Viewer is included on the CD when you package your
presentations. Therefore, no installation of the Viewer is required on a computer that doesn’t
have PowerPoint installed.

 To send the presentation to a CD from

PowerPoint 2003, click on the File pull-down
menu and select Package for CD...

 Within the Package for CD window,

type a name for the CD within the
Name the CD: textbox. Add files if
necessary by clicking on the Add Files
button. By default, linked files and
the PowerPoint Viewer are
included. To change this, click
on the Options...button. The
presentation can also be copied
to a folder by clicking on the
Copy to Folder...button. To
copy the presentation to a CD,
click on the Copy to CD button.
If a blank disk is inserted into
the CD Writer Drive,
PowerPoint will automatically
burn the presentation
to the blank CD.

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 Save As a Web Page
User Services
To publish a presentation means to place a copy of the presentation in Hyper Text Format Language (HTML)
on the Web.

1. To make sure your presentation looks the way you want it in your
Web browser, preview the presentation as a Web page. Open the
presentation you completed in the previous exercise. Click on the
File pull-down menu and select Web Page Preview.

2. The presentation will open in the default Web browser and will look like the picture below.

3. Return to the PowerPoint presentation. Click on the File

pull-down menu and select Save As Web Page...

4. Within the Save As dialog box, click on the

Desktop icon, then double-click on the Temp
folder. Next, click on the Change Title...button.

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 Save As a Web Page
User Services
5. Within the Set Page Title dialog box, type
the presentation title into the Page title:
textbox. Click on the OK button.

Note: Do NOT put spaces in file names

if the file will be imported into
WebCT.

6. Next, click on the Publish...button. Within

the Publish As Web Page dialog box, select the
Complete Presentation radio button under the
Publish What? section. Under the Browser Support
section, select the All Browsers Listed Above
radio button. Then place a checkmark in the Open
Published Web Page in Browser checkbox. This
dialog box will also allow you to change the Page
Title of your presentation as well as check the path for
saving the presentation as a Web page.

7. Click on the Web Options...button. Within the Web

Options dialog box, click on the General tab. Under the
Appearance section, select all of the checkboxes. Select
Presentation colors (text color) from the Colors:
pull-down menu. Click on the OK button.

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 Save As a Web Page
User Services
8. Within the Publish as Web Page dialog box, click on the Publish button.

Note: If the presentation is large and it

contains numerous pictures and
images, this process could take a
few minutes.

9. The presentation will open up into the default internet browser and should look like the picture below.
Click on the links to make sure that they work correctly.

44
 A publication of ITS User Services,
a division of Information Technology Services,
Mississippi State University

Mississippi State Univesity does not discriminate on the basis of race, color, religion,
national orign, sex, age, disability, or veteran status.