An Introduction To Creating PowerPoint Presentations			March 2008
Laura E. Ray, MA, MLS, Educational Programing Librarian
Cleveland-Marshall College of Law Library

Note:		This training is for Microsoft PowerPoint 2003.  Instructions here may not be completely compatible for higher versions of PowerPoint, but they will be very similar.      Unless otherwise instructed, always left click your mouse.
As you move through this introduction to PowerPoint, try creating slides.  Mouse click, type text, as well as insert graphics, sound, etc.  Don’t worry about making your slides perfect, or even making sense.  Go ahead and create “nonsense” as you try out PowerPoint’s features. Then, once you feel a bit familiar with PowerPoint, start applying visual design and slide content guidelines.

The opening PowerPoint window has three Panes.
	The left pane displays “Outline” or Slides”
	The middle/main pane has a slide on the top and a “Click to add notes” frame below it.
	The right “Task Pane” displays “Getting Started” with options (by clicking on the arrow)
		for Slide Layout, Slide Design, Animation, etc.

PowerPoint Menu Bar and Toolbars

Take time to review PowerPoint’s Menu Bar and Toolbars.  Many of PowerPoint’s features are available in the Menu Bar as well as one or more Toolbars.
The Menu Bar has options for “File,” “Edit,” “View,” “Insert,” “Format,” “Tools,” “Slide Show,” “Window,” and “Help.”
At the right end of a toolbar is a downward arrow – click on this to reveal options for displaying buttons on that toolbar.  Selecting option to “Show Buttons on Two Rows” may help you to better navigate Toolbar options.
Generally, the following toolbars will automatically display:
Standard Toolbar - Immediately below Menu Bar, on left side.  Includes buttons for creating new file, opening file, saving file, printing, spelling, cutting, copying, pasting, format painting, undoing, redoing, inserting charts, inserting tables, tables and borders toolbar, inserting hyperlink.
Formatting Toolbar - Immediately below Menu Bar, on right side.  Includes buttons for font type, font size, bolding, italicizing, underlining, text shadow, aligning or justification, numbered list, bulleted list, indenting, font color, design, New Slide.
Drawing Toolbar - Along bottom of PowerPoint window.  Includes icons for aligning and rotating images and shapes, AutoShapes, lines, arrows, rectangles, ovals, text box, inserting clip art, inserting picture, fill color and effect, line color, line style, dash style, arrow style, shadow, and 3-D.
		Note:  Drawing Toolbar does not appear in “Slide Sorter” View - see below.
You can choose a variety of toolbars to display.  To see available options, click on “View” in Menu Bar, then select “Toolbars” in drop-down menu.  Another menu will pop to the side with list of toolbar options, as well as “Customize” option.

Presentation View Options

At lower left of PowerPoint window, note three small icons.  These are various ways to view a presentation.  Presentation View options are also listed under “View” in Menu Bar.
Presentation View Options:
Normal - Displays outline or slides in left pane, full slide in center pane, with capability to write notes in bottom frame, and right “Task Pane.”
Slide Sorter - Displays larger images of slide thumbnails.  Can easily change order of slides here by clicking and dragging.
Slide Show - Plays slide show.  Click or use keyboard space bar to advance slides; use keyboard forward and backward arrows to go forward and backward in slides.
“Notes” Presentation View – Under “View” in Menu Bar.  Similar to “Normal” View, because a slide is in the top part and you can write notes in another part.  However, in “Notes” View, you can adjust the size of the slide to accommodate more text in your notes.
Selecting or Changing Slide Layout

When creating a slide, you first need to specify its “layout.”  To do this:
(a) Click on arrow at top right of Task Pane, then select “Slide Layout” in drop-down menu.
- or -
(b) Click on “Format” in Menu Bar, then select “Slide Layout” in drop-down menu.
The system will display Slide Layout options in right Task Pane.  Position cursor over a layout option to reveal its description.
Click on desired layout.
You will be returned to slide with selected layout applied.

To change layout of existing slide, get to Slide Layout options as described above.
Click on desired layout.
You will be returned to slide with newly selected layout applied.

Adding Slides

Note:  Slides can be added when in “Normal” or “Slide Sorter” View option.

Be at the slide after which a new slide is desired.  Then:
(a) Click on “New Slide” button in Standard Toolbar.
- or -
(b) Click on “Insert” in Menu Bar, then select “New Slide” in drop-down menu.
The system will display a slide, and you will then need to specify its layout (see above).

Entering or Editing Text

Text is entered or edited in a manner virtually identical to that for word processing – font type, font size, bold, italic, underline, alignment/justification, etc. are manipulated by clicking on buttons in the Formatting Toolbar.  [You can also manipulate text by clicking on “Format” in Menu Bar, then selecting “Font” or “Alignment” in drop-down menu.]

Text entered in a text box on a slide will not display in the left frame.

Text entered in Outline, in the left pane, also displays on the slide.  Be careful when entering text in Outline.  Every time you hit <enter> you’ll create a new slide.

“Indenting” –
	Use this feature by clicking on its arrow buttons in the Formatting Toolbar.
Use “Decrease Indent” (ie, left-pointing arrow button) to move text higher in an outline.  “Decrease Indent” can also be used to move text to a new slide preceding the slide it came from.
Use “Increase Indent” (ie, right-pointing arrow button) to move text lower in an outline.  “Increase Indent” can also be used to move text from one slide to join text in the slide preceding it.

Bulleted and Numbered Lists

The easiest method for creating a bulleted or numbered list is, when creating a slide, to select a slide layout with bullets.  [Once you have a bulleted list, you can change it to a numbered list.]
When entering text in a slide, you can also click on “Bullets” or “Numbering” button in the Formatting Toolbar.

For more extensive bulleted and numbered list options, click on “Format” in Menu Bar, then select “Bullets and Numbering” in drop-down menu.
“Bullets and Numbering” box will appear, with several pre-set options, as well as options for font size and color.
		Bullet options also include pictures and characters.
		Bullet picture options also include capability of importing clip art.
	Select desired options, then click on “OK.”
		If you’ve imported clip art, you will click on “insert clip.”

To change bullet appearance of an existing slide, click on “Format” in Menu Bar, then select “Bullets and Numbering” in drop-down menu.

Tables

The easiest method for beginning the process of creating a table for a slide is, when creating a slide, to select a slide layout with a table.  However, if you select a slide layout with a table, you will still need to double click on the table section of the slide to specify the number of columns and rows via the “Insert Table” box.

At any slide, you can also (a) click on “Insert Table” button in the Standard Toolbar, or (b) click on “Insert” in the Menu Bar, then select “Table” in drop-down menu.

Whether you’ve selected a slide layout with a table (then double-clicked on the table section of the slide) or inserted a table via the Menu Bar or Standard Toolbar, the “Insert Table” box will appear.
Select the desired number of columns and rows.
You will be returned to the slide with the table inserted, ready for you to type text into the table rows and columns.
Open “Tables and Borders” Toolbar by (a) click on “Tables and Borders” button in Formatting Toolbar, or (b) click on “View” in Menu Bar, then click “Toolbars” in drop-down menu, then select “Tables and Borders” in side menu.
“Tables and Borders” Toolbar allows you to draw; erase; select border style, width, and color; adjust borders; select fill effects; adjust columns, rows, and cells; and align text.

Charts

The easiest method for beginning the process of creating a chart for a slide is, when creating a slide, to select a slide layout with a chart.
At any slide, you can also (a) click on “Insert Chart” button in Standard Toolbar; or (b) click on “Insert” in Menu Bar, then select “Chart” in drop-down menu.

If you select a diagram chart slide layout, the system will prompt you to double click on the slide to actually add the diagram.  After double clicking, the “Diagram Gallery” box will appear.  Select desired diagram and click “OK.”  You will be returned to your slide, with options to add text with the sections of the diagram, etc.

If you select a regular chart slide layout, the system will prompt you to double click on the slide to actually add the diagram.  After double clicking, a default chart will display, and a “Datasheet” box will appear.  The Menu Bar and Standard Toolbar will also change.
If you insert a chart into a slide, a default chart will display, and a “Datasheet” box will appear.  The Menu Bar and Standard Toolbar will also change.

To change from default chart, click on “Chart” in Menu Bar, then select “Chart Type” in drop-down menu.
“Chart Type” box will appear – here you can select from “Standard” and “Custom Options.”
To further customize chart information and appearance, click on “Data” in Menu Bar and select option, or click on “Chart” in Menu Bar then “Chart Options.”

Color and “Fill Effects”

To manipulate color on your slides:
(a) Click on arrow at top right of Task Pane, then select “Slide Design - Color Schemes” in drop-down menu.
- or -
(b) Click on “Format” in Menu Bar, then “Slide Design” in drop-down menu.
In right Task Pane, various “Slide Design” options (eg, “Design Templates”) will be listed – select “Color Schemes.”
Decide on one of color scheme options, then click on arrow next to it to apply it to your current slide or all of your slides.

For additional color schemes, click on “Edit Color Schemes” at bottom of Task Pane.
The “Edit Color Scheme” box will appear – here are options for Background, Text and lines, Shadows, Title text, Fills, Accent, Accent and hyperlink, as well as Accent and followed hyperlink. [“Accent” refers to dataseries in a chart or autoshape.]
Select component you want to color, then click on “Change Color” at bottom left of box.
“Color” box will appear, with Standard” and “Custom” color options.
Select desired color, then click on “OK.”
You will be returned to the “Edit Color Scheme” box.
Click on “Apply” – be cautious when doing this process, it will override and apply to all slides!

Note:	The Drawing Toolbar also allows you to manipulate Fill Color, Line Color, and Font Color.

To manipulate color on an individual slide, within Task Pane “Color Schemes” options, click on arrow next to desired option then select “Apply to Selected Slides.”
You can also click on “Format” in Menu Bar, then “Background” in drop-down menu.
	The “Background” box will appear.
	Click on arrow at lower middle of box, then select “More Colors...” in drop-down menu.
	The “Colors” box will appear, with “Standard” and “Custom” color options.
	Select color, then click on “OK.”
	You will be returned to the “Background” box.  Click on “Apply.”

Note that “Fill Effects” (ie, texture or pattern) is not included in above “Color Schemes” options.
For “Fill Effects,” click on “Format” in Menu Bar, then select “Background” in drop-down menu.
The “Background” box will appear.
Click on arrow at lower middle of box, then select “Fill Effects” in drop-down menu.
Note options for “Gradient,” “Texture,” “Pattern,” and “Picture.”  “Gradient” includes “Shading styles.”
Select desired fill effect, then click on “OK.”
You will be returned to the “Background” box.
Click on “Apply” to apply effects to one slide.  Click on “Apply to All” to apply effects to all slides.

Note:	The Drawing Toolbar also allows you to manipulate “Fill Effects” via the “Fill Color” button.

AutoShapes, Lines, Clip Art, Images, Sounds, and Motion Clips

Use the Drawing Toolbar to create, insert, and manipulate “AutoShapes,” lines, arrows, rectangles, ovals, text boxes, and clip art.
Autoshapes include lines, connectors, basic shapes (eg, cylindars), block arrows, flowcharts (ie, shapes you must connect with lines), stars and banners, callouts, and action buttons.
After inserting an AutoShape, line, etc., you can manipulate it by clicking and dragging its perimeters.  The Drawing Toolbar allows you to realign and rotate (including free rotate) those shapes, lines, etc.  The Drawing Toolbar also allows you to manipulate fill colors and fill effects; line color, thickness, and pattern; arrow style; shadow settings, and 3-D settings.

The easiest method for beginning the process of creating a slide with clip art is, when creating a slide, to select a slide layout with clip art.  However, if you select a slide layout with clip art, you will still need to click on the clip art section of the slide to select and insert the clip art.

At any slide, you can (a) click on “Insert Clip Art” button in Drawing Toolbar; or (b) click on “Insert” in Menu Bar, then click on “Picture” in drop-down menu, then select “Clip Art” in the side menu.
The right Task Pane will display “Clip Art” options, particularly ability to “Search for” clip art.  The system will search within Microsoft Office and Microsoft Office Online collection, and includes clip art, photographs, and sounds.  [?movies too?]
After conducting a search, click on desired item and it will be inserted into the slide.
Click on arrow next to desired item for additional options for manipulating it, such as “Preview/Properties.”

After inserting clip art, you can manipulate it by clicking and dragging its perimeters.  However, you cannot realign or rotate clip art via Drawing Toolbar.

At any slide, you can insert “non-clip” image, sound, or motion files by clicking on “Insert” in Menu Bar, then:
(a) click on “Picture” in drop-down menu, then select “From File” in side menu; the “Insert Picture” box will appear
(b) click on “Movies and Sounds” in drop-down menu, then select “Sound from File” in side menu; the “Insert Sound” box will appear
(c) click on “Movies and Sounds” in drop-down menu, then select “Movie from File” in side menu; the “Insert Movie” box will appear
After doing (a), (b), or (c) above, simply move through your directory to select the desired file, then click on “OK.”
Your selected item/file will be inserted on the slide.

After inserting an image or motion clip from a file, you can manipulate the image or motion clip black box icon by clicking and dragging its perimeters.  Also, the Drawing Toolbar allows you to realign and rotate (including free rotate) images.
After inserting a sound from a file, the system will ask whether you want the sound to play automatically or when you click the sound action icon.
After inserting a motion clip from a file, the system will ask whether you want the motion clip to play automatically or when you click the motion action black box icon.

Animation

Both text and images can be animated.  [Text within tables cannot be animated.]

Click on text or image component of a slide that you want to animate.
You can also click on “Edit” in Menu Bar, then “Select All” in drop-down menu to select all text, table, chart, clipart, image, etc. on one slide.

Click on arrow at top right of Task Pane, then select “Slide Design - Animation Schemes” in drop-down menu.
Review animation effects by clicking on them – system will preview effect as you click on it.
	Note:  There are more animation effects for text than tables, charts, and images.
Click on “Play” arrow at bottom left of Task Pane to preview your animation.

For additional animation effects, click on arrow at top right of Task Pane, then select “Custom Animation” in drop-down menu.
As you animate a component of a slide, it will be listed in a box in the middle of the Task Pane.  If you animate multiple components of a slide, you can order their appearance within this box.		
Click on “Add Effect” box arrow to specify entrance, emphasis, exit, and motion path effects.
Click on arrows next to boxes underneath “Add Effect” box to select direction and speed of animation – these options will change, depending upon selected animation effects.
To further manipulate effects, click on the animated item listed in the box in the middle of the Task Pane, then click on arrow next to it – in particular, note ability to select “Effect Options” which includes Sound and After animation effects.

Slide Transition

Go to the beginning point where you want to specify slide transition.
(a) Click on arrow at top right of Task Pane, then select “Slide Design - Animation Schemes” in drop-down menu, or (b) click on “Slide Show” in Menu Bar, then select “Slide Transition” in drop-down menu.
Review transition effects by clicking on them – system will preview effect as you click on it.
Here there are also options for selecting speed, sound, and advancing slides.

Playing PowerPoint Presentation

Launch PowerPoint presentation in any one of these three methods:
(a) Click on “Slide Show” View icon at lower left of PowerPoint window
(b) Click on “View” in Menu Bar, then click on “Slide Show” in drop-down menu
(c) Click on “Slide Show” in Menu Bar, then click on “View Show” in drop-down menu
Once you do one of the above, the presentation will start.

To go forward, click your mouse, or press the keyboard space bar, or press the keyboard forward arrow.
To go backward, press the keyboard backward arrow.

If you have animated a slide, you will have to go forward through each animated aspect of that slide.
An animated slide won’t automatically animate (unless you’ve specified automatic slide transition).  You have to go forward through the animation as if you were going forward in your slides.

To end the presentation without going through all of its slides, right click.  A free-floating menu will appear.  Select “End Show.”