DR. K's WRITING
CHAPTER 10: PowerPoint
One of the most powerful
presentation tools to be developed in recent years is PowerPoint 4.0
and it is installed on most campus computers. This tool allows you to
easily create presentations that can be as simple or as complex as
you wish. It will let you take virtually anything you have created
using the techniques and programs discussed elsewhere in this manual
and put them into an attractive, professional format for presentation
on computer, TV monitor or hard copy. Since you can take the text you
have created for a paper, shorten it or put it into an outline
format, and just dump it into a PowerPoint presentation, this is the
logical endpoint of your process.
Open PowerPoint on the
computer as with any other program.
Select "Create a New
Presentation" and a variety of options will appear. For starters,
select "Pick a Look Wizard" and click "OK". Note that you can also
use this dialog box to open an existing presentation that you have
NOTE: From this point
on, the term "slide" will be used to refer to each individual screen
that goes together to create the entire presentation. PowerPoint also
has a powerful "Help" program built in that can be accessed either
with the "help" button on the keyboard or by clicking on the question
mark in the upper right of the screen.
Read through the next
series of dialog boxes using "Back", "Next" and "Finish" to move
through them. When it asks for you to make decisions, just click on
the selection to pick or unpick it. Remember that nothing is
permanent so you can eventually change things if you wish.
Type of Output: Black
and White overhead
Select Template: Click
on each type to see how they look
Select type of print
out: Full page slides
Select options regarding
what information will appear on the slides.
At this point your
template will appear.
Each template is
designed with a certain "look" that allows you to add text, graphs,
photos, etc. The first slide will usually give you space for a title
and some extra text. You can simply click in the box and start
typing. Fonts can be changed just like in a Word document and you can
use pretty much all the standard commands to delete, move, cut and
paste, spell check, etc. .
1. Basics: Under "Tools"
in the menu bar select "Transition". This will allow you to regulate
how this slide will go away and the next slide will take its place.
Click and hold on the
"Effects" box and select how you would like the slide to come into
view on the screen.
Select "Speed" and when
it should "Advance". You may have it do so only when you click the
mouse or automatically after so many seconds.
To create the next slide
in the series simply click on "New Slide" in the bottom right of the
screen or use "New Slide" under the menu item "Insert". At this point
a variety of slide types will appear and can be selected by simply
clicking on the one you wish to use.
Type in the text, add
objects, etc. as per instructions given or in the information below.
Once you have created
several slides you can move from one to another by using either the
scroll bar on the right or by clicking on the boxes containing double
triangles just below the scroll bar. The one pointing down will move
you to the next slide while the one pointing up will move you to the
2. Bulleted Information:
One of the more effective basic techniques is to create "bulleted"
information where you have short sentences that highlight a main
point with a "bullet" to the left of the sentence. These can then be
made to move it at your command, not when the slide first appears.
After clicking on "new
Slide" , select the template layout that is for "Bulleted List" .
When the template appears select "Build" under the "tools" menu item
to begin creating the list. A new dialog box will appear.
Select "Build Body Text"
and then decide what color the text should turn after a new bulleted
item appears. You usually want it to fade to a less prominent color.
The color can also be picked by clicking on the color bar. Use
"Effect" to pick how the bullet will all move onto the slide as you
call for it.
When you move back to
type the text, hitting "return" will create a new bullet. If one
bulleted item is to run to more than one line, just keep typing
without hitting the "return" key.
The appearance of the
bullet can be changed by selecting "Bullet" under the "Format" menu
3. Template variations:
Templates exist for creating slides with text, bulleted items,
objects, pictures, graphs, tables, organizational charts, etc. When
you select "New Slide" simply click once on any template and the box
in the lower right of the dialog box will tell you what that template
is for. Double click on the one you want.
instructions on the template will allow you to access other Microsoft
programs to create tables, graphs, etc. or provide you with
information assisting you in importing material that has already been
created. For some of these items, the material presented elsewhere in
this manual will be of assistance.
PowerPoint is an
extremely powerful tool with many possibilities. Creating a basic
presentation and then playing with the program is the best way to
learn how to do the fancy things it can do. The items below are just
some of the variations and features available.
1. Changing Fonts:
Virtually anything you can do to a font in Word can be done here by
either using the items in the tool bar or going to "Font" under the
"Format" menu bar item. Remember, you will usually have to highlight
the text first before making changes in it. This will allow you to
change font type, size, style and color. The text color can be
changed by simply using the color bar.
2. Slide Layout: If you
have selected and created a slide using one layout, you can change
the slide layout by using "Slide Layout" under the "Format"
3. Slide Background:
Selecting this item under "Format" will allow you to change the
appearance of the background of the slide. The color and darkness of
the background can be changed and the color can be made solid or with
a variety of shadings. These changes can be applied to all your
slides or individual ones.
4. Slide Color Scheme:
Under "Format" this item lets you play with the color of virtually
any aspect of the slide. Shadows, fills, accents title, text, lines,
and background can all be changed in virtually unlimited
1. Viewing Presentation:
To actually view the presentation, select "Slide Show" under "View"
or click the last icon on the bottom left of the screen. The slide
show will start and will progress either each time you click the
mouse or automatically, depending upon which you have
IF you use the command
in the menu bar, it gives you the opportunity to select whether you
want to see all your slides or just select a set of them. You can
also change or select how you want the slides to advance.
Slides: If you want to add a new slide, simply use the "New Slide"
choice under the "Insert" menu item. If you decide you need to get
rid of a slide, simply use "Delete Slide" under "Edit" in the menu
3. Rearranging Slides:
If you want to change the order of your slides simply select "Slide
Sorter" under "view" or click the middle icon on the bottom left of
the screen. You will be presented by miniatures of your slides in the
current order. By clicking and holding on a slide you can drag it
where you want.
4. Other formats:
Besides the slide show view that we have been using, you can also
create other formats. By clicking on the second icon on the bottom
left or by selecting "Outline" from the "View" option you can see
each slide's text in an outline format. This can be printed out and
makes a useful tool for you as you are doing your presentation. It is
also an effective handout for those watching your presentation.
You can also create a
"Notes" page that will have the slide pictured at the top with space
below for you to write extended notes to yourself. To create these,
select "Notes" under "View" or click the fourth icon on the bottom
left. If you then use the percentage bar in the top right of the tool
bar to select 100% the notes section will be enlarged and you can
create your own note cards.
Under "File" you can
access the following:
1. "Slide Set-up": This
allows you to adjust the size, orientation, and numbering of the
2. "Print Set-up": This
allows you adjust how the items will be printed out.
3. "Print": This is the
final step as clicking "Print" on this dialog box will print out your
results. When selected, this will take you to a dialog box that has a
"Print What" box. Click on this and the following options will
Slides with builds (Each
bulleted item will have a separate slide printed- usually not
Slides without builds
(All bulleted item will appear on the same slide- usually