Welcome to Intermediate
To get started, open your sample PowerPoint on your computer. Save it
again, this time with your last name underscore play, or Smith_play.
We're going to play with it, and we don't want to mess up your
original. As you look at your playground, across the top of
your screen, you will see a toolbar, and down the left hand side, you
will see your slides in miniature. The middle of the screen holds your
workspace, where you will create and edit each slide individually.
The Master Slide
it's time to meet your master, er, to look
at the Master slide.
Across the top of your toolbar, one of your options is View. Click on
it, and you will see the fifth option is Slide Master.
Click on it, and your content goes away, to be replaced by what is
called "master content."
Some notes on editing the Master. First, make sure your titles are in
at least 36 point font. Forty point is even better. First level
headings should be at least two points smaller than the title, so if
the title is 36, the first level should be at 34. No headings should be
smaller than 28 point, ever. Good graphic design rules say have no more
than three types of fonts (colors, styles, etc.) in one document.
2. To exit the Master slide,
first save (ctrl s, or windows home icon
and save). Then choose view and normal. Your slide should reflect the
changes you made in the Master slide.
3. Next, let's change your
background. Click on the design tab and
choose one of the backgrounds available. Notice to the right of your
colorful selections, you see options for colors, fonts, effects, and
background styles. Go ahead and play with them to see the different
effects you can create. Also note that the font changes won't always
override the Master selections.
4. If you want to create your
own background, simply click on the tiny
button beside the word Background.
You will see a control panel appear.
To adjust the background color, you can choose a solid fill, a gradient
fill, a picture or texture fill, or choose your own color. The picture
mode allows you to add tints to backgrounds and pictures. Let's play
with these options. Click on "Gradient Fill" and "Preset colors."
You'll get a menu like the one below. Play with every button on the
menu. What type of fill do you want? Linear? Rectangular? What
direction should it go? Do you want a particular angle? How many
gradient stops? What colors? How transparent? See what your choices
5. When you have created a
colorful slide or set of slides, you should
add a background image. Choose picture or texture fill (under gradient
fill), and look at your texture options. Then, insert a picture. Choose
insert from clip art.
Choose any image in your clip art collection and apply it to your
slide. The, play with the "Tile picture as texture" below the insert
from option. You can also adjust the transparency of the picture to
make your text more prominent. If you choose the picture option below
the fill option, you can adjust the color of your picture.
With this option, you can apply various colors to the original picture
and adjust for brightness and contrast.
6. Let's return to the Design
toolbar. Notice that there is a slider
bar by your sample slides.
The middle button will allow you to see all your available designs.
Click on the bottom arrow, and you will be taken to a menu where you
can acquire more templates and designs.
Once there, you will see many templates available. Some already have
content, and some are of better quality than others. Some will download
right into your PowerPoint program, and some you will have to hunt and
tinker with. Just so you know--if you download a template and it hides
from you or acts funny, it's not you. The Butterfly theme is an
excellent example of what a good template should do and be. Go ahead
and click on that theme and download it into your PowerPoint program.
Once you have downloaded your butterfly theme, you should be able to
click on it at the top under your Design button (you may have to click
on the top slider button to see it), and it should apply itself to your
presentation, right over your clip art. If you right click on your
slide in the left hand pane and choose "New Slide," you should get a
new slide in the original Butterfly template.
7. Let's look at the
photo album option. Have you ever taken a
disk full of pictures and wished there were some quick way to turn them
into a presentation? PowerPoint's photo album option makes that process
a snap. First, choose the photo album option.
Click on it. You might get the descriptions below. They are not
choices, just descriptions.
After clicking on the photo album option, you will see a menu like the
one below prompting you to point the photo album function toward
your disc full of pictures. Choose Insert Picture from File/Disk.
You will be taken to the "My Pictures" folder. If your pictures are
there, you can select them. If they are not, you can browse for your
When you see your pictures displayed, click on the first one.
Then, hold down the shift key and click
on all the pictures you wish to include. If you wish to include all of
them, click on the first one, hold down the shift key, scroll down (if
necessary), and then click
on the last one. Then click on "insert."
One suggestion, select the new text box so you can title your album.
Also, you can add a snazzy theme with a click by choosing a theme at
Your PowerPoint with your pictures as an album will open up, and you
add text boxes to label your pictures or add slides to add narration as
8. Perhaps the coolest and most
useful function PowerPoint provides is
the shapes function.
Shapes is really a life-changing function. If you want to highlight
text or backdrop pictures or just add some action to your PowerPoint,
shapes is the tool. It also allows you to "override" space
restrictions in very cool templates, if you need to once or twice. Or,
if you're making your own design, shapes helps you to create a nice
text spot. For example
To start working with shapes, click on the shapes tool. You will see a
variety of shapes options.
Click on a shape to choose it, and then you will see a small cross
appear where your pointer was before. Click on the slide and drag your
mouse. Your shape will appear. Likely, it will have a color. You can
change a lot of things about this shape Notice you have the green
rotator tool at the top, and the square and round handles to manipulate
the shape. Right click on the shape and choose "Format Shape" at the
bottom of the list. You will see fill, line color (outline), line
style, shadow, 3-D format, 3-D rotation, picture, and text box options.
The fill options are the same as with backgrounds. If you choose solid
fill and click on the picture of the paint bucket, you will have an
option of theme colors to match your current slide designs--a handy
option when you are trying to decide which color of green will best
match the slide colors.
You can also easily add a text box by clicking on the text box option.
Smart Art Graphics
9. Smart art allows you to put in a process image or other
organization image very quickly. If you click on Smart Art and then on
one of the categories of smart art (all, list, process, cycle,
hierarchy, relationship, matrix, pyramid), and then on one of the
examples, it will tell you what each graphic represents best. All the
graphics are fully editable--you can add or remove blocks in the cycle
graphic, for example. Click on cycle and the third graphic from the
top, block cycle.
Select "okay," and you will see that you can add your own text and drag
the graphic anywhere you wish. You can change the colors in the same
way that you did with the shapes.
Right click on any of the chart elements, and you will see the
From here you can add or change shapes. If you wish to remove a shape,
simply click on the "cut" icon at the top. If you choose "Add shape,"
you will see you have options to put the new shape before or after the
You can customize graphics not only to help explain class topics in a
visual way, but also to match specific examples you may discuss in
10. The chart option works just as it does in MS Word and Excel.
the chart option, and you will see a variety of chart types to choose
from: column, line, pie, bar, area, xy (scatter), stock, surface,
doughnut, bubble, and radar. You will also see a variety of designs for
each chart. Just a design tip: simpler is better. If you are creating a
column graph, avoid the double stack or 3-D looks unless you really
need that format for a specific reason.
If you click okay on the menu above, you will get the following
It is actually Excel, and you can go to Excel and get your data from
another file to insert into this PowerPoint.Use the Select Data button.
Note that you can also paste information from Excel into this
table. When you have edited your data, you close Excel, and your chart
appears. You can choose from chart layouts and change the chart type
and colors using the toolbar above. You can also right click on
different points of the chart to see you editing options. Right
clicking on the grid lines give you the menu below:
Right clicking on the series information gets you this menu, where you
can format the chart legend.
Right clicking on the columns gets you this menu, where you can add a
trendline, for example:
Right clicking in the data columns gets you this menu, where you can
add minor gridlines and format major gridlines.
If you click on the bar that outlines the graphic (or in the blank
space in the graphic), you will get a menu that allows you to save the
graph as a picture (png file) and manipulate it as a picture or easily
reuse it in other programs:
Look up, and you will see that Design, Layout, and Format have now been
labeled, "Chart Tools." You can do just about anything to your chart
with these toolbars.
11. Click on the Animations tab
to add animations. You can animate text
or images. You can also edit the transitions from slide to slide,
adding different transitions or even sounds. Simply click on the slide
you want to add the transition to, and then click on the transition
effect you want to apply. Notice that if you click on the tab next to
the transitions, you will see many more transition options.
If you wish to add sound, choose a transition sound and add it.
To view your handiwork, click on a slide you have added animation to,
and then click on the preview button to the far left of your top menu
12. The most fun you can have
is playing with animations. Click on
and the custom animation toolbar will appear to the right of your
slide. You can add animation to text or graphics, and you can add
repeated animation to both, as well. First, click on some text in one
of your slides. You will see the handles and broken line appear. You
will also see the Custom Animation toolbar become active. If you click
on Add Effect, then you have a menu that lists Entrance, Emphasis,
Exit, and Motion Paths. Choose Exit, and you get more options: blinds,
box, checkerboard, diamond, fly out and more effects. Choose more
You will get a list of options, and you will see a scroll bar.
Scroll down to see even more options.
Choose one to see what it does. You can simply click on the item and
get a preview--you do not have to click "okay."
13. Next, choose Add Effect,
Entrance, and Fly In.
Notice that you get information in your custom animation toolbar. You
can choose whether to start the animation on a click, and whether to
set the speed at very slow, slow, medium, fast, or very fast. Some
tools let you choose direction, and fly in is one of them. You can
choose bottom, left, bottom left, etc. You can make your students
dizzy, if you are so inclined.
You can add animation to text and object, and you can preview your
animations using the preview button at the bottom of the custom
animation panel at the right hand bottom of your screen. Keep track of
your animations by matching the numbers on the slide to the numbers in
the custom animation panel:
14. Extremely Custom Animation:
To make your objects come in and exit on lines you draw, you can use
motion paths. Select the object you wish to create a custom path for.
Under add effect, choose motion paths, draw custom path, and then
Draw the custom path on your screen, and watch your object follow it.
You are so cool!
15. We are entering advanced
PowerPoint territory here. Save your
PowerPoint (if you wish), and close it.
Next, on your desktop or personal storage device, create a folder, and
call it Intermed_PP. Do not put any spaces in your folder names, and
don't put any spaces in any image, file, or folder names that pertain
to this folder. Now, save a copy of your PowerPoint in (or move it
into) this folder. Create another folder inside this folder called
Here's why: unlike the picture files, sound files do not automatically
attach to your PowerPoint. You must create a folder, and I recommend
putting a sound folder inside that folder, and keep your sounds in the
folder with the PowerPoint. When you put your PowerPoint on disk to
take to class or a conference, load the entire folder. If you email the
PowerPoint, zip the folder and email it (right click on the folder and
choose send to and compressed zip files). Otherwise, you will open up
your PowerPoint at a conference, and you will have no sound. (This rule
does not apply to transition sounds.) This rule also applies to video
files that you have integrated into your PowerPoint.
16. Now, open up the copy of
the PowerPoint that you have saved in this
folder (if you don't open up that specific PowerPoint, you may find
later that your sounds still don't work because you attached them to
the wrong copy). The term used to describe the connection you will
create between the PowerPoint and the sounds is called "pull." You will
tell the PowerPoint where to "pull" the sounds from.
17. Now, download
practice sounds. Download these files here. Save it in your "sounds"
folder in your Intermed_PP folder.
18. To insert sounds onto your
slides, choose the sound option under
design tab. Click on the tiny, black, upside arrow under it, and you
will get several options. Choose Sound from File.
19. Now, open up your Intermed_PP folder and your sound folder
the sample sound file. Click okay.You will be asked "how do you want
the sound to start in the slide show?" You can choose automatically
(when the slide first appears), or "when clicked" (when you click on it
during your presentation.
With either choice, you will get a small speaker icon on your slide.
You may move it to the corner or anywhere you would like. It will show
up during your presentation.
Remember, if you put sounds in your PowerPoint, you have to keep the
sounds and the presentation in a folder, and you have to put them all
on your disk when you travel. If you separate the sounds and the
presentation, you definitely want to check when you reload them, to
make sure that they are all "pulling correctly," or are all loading the
right files when you direct the presentation to do such loading. When
you play sound from the clip organizer, that sound does automatically
load into PowerPoint, just like images.
When you insert a track from a CD, you want to load it just like you
did the mp3 above--and you will have to put it in a sound file and make
sure it travels with the presentation, if you want it to play during
20. Click on the sound icon,
and choose "record sound." You will see a
sound recorder pop up:
21. Click on the red circle to
begin recording (you must have a
microphone in your computer to do this). Click on the blue square to
stop recording, and the red triangle to play back your recording.
Note: Some have tried to create voiceover PowerPoints with this tool.
However, there are several problems with it. First, the sound quality
is not very good. Second, the viewer has to have access to your
original PowerPoint to hear the recordings (they don't transfer in pdf,
even though Adobe used to say they did--pdf will support .wav files).
Third, the viewer has to click each sound icon to hear your voice--it
gets tiresome. Finally, and most importantly, it makes a giant file
that takes a long time to download, and that probably won't work on
GAView/Vista. If you're going to make voiceover PowerPoints, use
a program like Captivate or Camtasia.
22. To insert a
hyperlink, simply click on the insert tab and
then choose hyperlink. You have four options: existing file or web
page, place in this document, create new document, e-mail address.
Let's start with existing file or web page. If you with to open an MS
Word document or pdf or any file, you can click on it in the window,
and when you click on the link in the slide, the document will open. If
you wish to insert a web address, type or paste the URL in the address
bar, and you will be able to open up that address. If you wish
something besides the URL to display, click on "Text to display" at the
top and insert the text you wish to display.
23. If you wish to jump to
another slide, you can do that by choosing
the "Place in This Document" option. You can again choose text to
display (I typed in "Jump to Another Slide" as an example,) and
clicking on the slide you wish to jump to. We will discuss uses of this
feature more in Advanced PowerPoint. I was told three years ago that
nonlinear PowerPoints were the next new thing, but so far, I haven't
24. If you wish to jump to
another document, and you haven't yet
created that document, you can choose "Create New Document," and even
create the new PowerPoint, Word Document, or webpage. For example, if
you anticipate that your audience might want to know more about the
history of Berlin in your presentation on the Berlin wall, but you are
not sure, you can put a few pictures on this extra document, in case
the audience asks. You'll be prepared, but you don't have to stop your
original presentation unless prompted.
25. If you are putting your
PowerPoint on GAView/Vista for students,
and you want to add a link for students to click to email you, you can
do that with the "E-mail Address" button. This option will "sort of"
transfer into pdf if you have Adobe Professional. You can also add the
subject to the email, for example, "I saw your presentation, and my
name is ___" to help students remember to tell you who they are when
26. In addition to links, you
can add actions such as open programs or
add sounds to your PowerPoint. Click on the "Action" button under the
You can choose to have your action start on a mouse click or a mouse
over. Here, PowerPoint has been set to open up a gaming program,
Quandary, on a mouse click. It will also play as as yet undetermined
27. Of course,
to save as PowerPoint, simply choose the first option,
"PowerPoint Presentation." If you don't wish students to have access to
your file, just the presentation, choose PowerPoint Show. To
create a full-sized pdf presentation, choose Adobe pdf. ODP and
XPS formats have to do with a battle currently raging over open source
28. To save your
presentation as a web page, choose Other Formats, at the bottom. You
will get a bevy of choices, including single file web page and web
Single file web page means PowerPoint will package all your images,
graphics, etc. into the format so you don't have to reload everything.
When it saves as single file, it will look like this:
The bad news is, the quality is terrible. Unfortunately, if you choose
to save it as a web page, the quality is even worse. Pdf is definitely
the better option.
What if you wish to save each slide as an image and import it into a
program such as Windows Movie Maker? Choose the gif, jpeg, or png
options (Movie Maker will accept all of them), save each slide as an
individual picture, and you can simply click on the first image, hold
down your shift key, and select the last image. Then, import them all
into Movie Maker and get to work!
29. To save as pdf handouts,
hold down the ctrl button and hit P.
As you can see in the image above, you can choose handouts, and the
color, and the number of slides per page. If you want to provide your
slides to students before class as a note taking aid, the handouts in
black and white are a great option to save trees and keep students from
constantly flipping during your presentation. You can even save room
for notes--that's one choice on the three slides per page option.
Note: Studies show that students do not learn as much when the slides
are preprinted for them before class. Try the Swiss-cheese method, a
method research has shown does promote learning and retention. Instead
of every word on every slide, put blanks for students to fill in. It
keeps them awake and focused and aids in retention, as well.
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Created by Tammy Powell. October 29, 2009. Edited by Sarah Parker.