PowerPoint 7.0 is a powerful tool for quickly creating effective presentations with a consistent appearance and style. PowerPoint lets you create individual slides or complete slide shows with speaker notes, handouts, graphics, or special effects. Once you create your slides, you can use PowerPoint to conduct an online conference or print black-and-white or color paper copies, overhead transparencies, or 35mm slides (if you have access to a desktop film recorder or want to contact a service bureau). You can include information from other Microsoft applications such as Word and Excel, insert clip art, create your own graphics, use scanned images, or add sound or video effects. Also, PowerPoint's Animation Effects feature lets you add motion to your presentations.
PowerPoint offers three ways of creating a slide show: AutoContentWizard,
Template, or Blank Presentation. When you start PowerPoint, a
dialog box prompts you to choose a method.
AutoContentWizard: The AutoContentWizard provides a step-by-step
method for creating a presentation. It prompts you for information
about the content of your presentation and its audience, then
automatically selects an appropriate layout and design as a starting
point. You then can use any of the PowerPoint features to create
or modify the slides to suit your needs. See "Modifying
a slide" below.
Template: To apply a Template to your presentation, select
and preview those available from the "New Presentation"
dialog box (either when you start PowerPoint or from the "File"
menu, choose "New
," then click on the "Presentation
Designs" tab). PowerPoint will prompt you to select the layout
of your slide. When you choose a design template, PowerPoint applies
it to the entire presentation.
Blank Presentation: From the PowerPoint dialog box, choose
"Blank Presentation." Next, choose an AutoLayout
from the "New Slide" box, then click "OK."
You can design your slide/presentation by adding text and graphics
or by using any of the PowerPoint features and by adding slides
(from the "Insert" menu, choose "New Slide").
In addition to basic Windows operations, you should be familiar with the buttons and toolbars of the PowerPoint 7.0 window.
When you open PowerPoint, any of the toolbars below may appear.
You can hide or show any toolbar by opening the "View"
menu and choosing "Toolbars
or deselect any of the toolbars or features, then click
"OK". You can click and drag a toolbar into any space
in the window.
The Drawing toolbar contains buttons for creating your own graphics. The various buttons give you access to preformed shapes, text, colors, lines, and arrows, and let you rotate and move objects, draw images, and add shadows.
The Drawing+ toolbar provides additional options for placing images.
Clicking the Autoshapes button
in the Drawing toolbar displays the Autoshapes toolbar, which provides access to additional geometric shapes.
The Animation Effects toolbar contains buttons for building
text on slides. The information can "fly" onto a slide,
come to a screeching halt, or fade, among other effects. You can
display or hide this toolbar by clicking the Animation Effects
button in the Standard
The Microsoft toolbar lets you access other Microsoft applications.
Click an application button to open the application.
The Standard toolbar includes buttons for saving, cutting,
copying, pasting, undoing and redoing, adding new slides, and
inserting tables, graphs, charts, and clip art.
The Formatting toolbar has buttons for selecting fonts, type size and style, and for adjusting the placement of text or objects.
The Slide Show buttons
at the bottom-left corner of the window provide different views
and editing modes for the slides in your presentation: slide view
(edit), outline view, slide sorter view, notes page view, and
When your slides are complete, you can use the presentation features
to rehearse and fine-tune your presentation. The following features
will get you started:
Slide show views :
Style Checker: Style Checker helps you ensure consistency
in your presentation. From the "Tools" menu, select
." Click the items you want Style
Checker to review. Selecting "Options" in the dialog
box lets you specify what you want checked.
Masters: PowerPoint lets you create masters for your presentations.
From the "View" menu, choose "Master."
You can then select Slide Master, Title Master,
Handout Master, or Notes Master. When you change
a master, those changes affect all slides in a presentation unless
you change those selections on a particular slide. For example,
if you want a graphic to appear in the heading of each slide,
add the graphic to the slide master, and it will appear on all
slides. This technique saves a lot of memory since you won't have
to put the graphic on each slide; and, you'll be sure each slide's
appearance is consistent.
Hidden Slide: The Hidden Slide feature lets you decide
during your presentation whether you'll use information. When
you implement the Hidden Slide feature, the audience can't see
a slide unless you decide to show it. To hide a slide, choose
"Hide Slide" from the "Tools"
menu. During the presentation, you can recall that slide (from
the one previous to it only) by choosing "Go To"
from the right mouse menu, then selecting "Hidden" or
by pressing the H key.
Meeting Minder: During a slide show, the Meeting Minder
provides a convenient way of keeping meeting minutes and referring
to notes. From the right mouse menu, choose "Meeting Minder
The Notes Pages tab lets you view the slide notes; the Meeting
Minutes and Action Items tabs let you record information during
the show and save it to the slide notes or export it to Microsoft
Rehearse: To use the Rehearse feature, choose "Slide
Show" from the "View" menu, select "Rehearse
New Timings" and click "Show." Click on the advance
button in the Rehearsal Dialog box to set a timing between slides.
Click "Yes" when the show is done to record the timings.
When PowerPoint returns to Slide Sorter view, click the right
mouse button, then select "Slide Show." Choose "Slide
Timings" and click "Show" to view the show with
the timings or select "Rehearse New Timings" to change
them. Also, you can use Rehearse shortcut keys (M, T, O) while
in slide Show View. Press F1 for a description.
Adding text: You can add text to a slide by typing directly
into a placeholder on a template or by using the text tool (click
the text tool button in
the Drawing toolbar, then click on your slide and begin typing).
You also can import text from other Microsoft applications. See
"Using text from other MS applications" below.
For electronic slide shows or 35mm slides, text should be at least
18 point to be readable.
Animation Effects: To add motion and sound effects to your
slides, use PowerPoint's animation features. For example, you
can have text appear to be typed on a slide, come to a screeching
halt on your slide, or appear on the slide one word at a time.
Click on the Animation Effects button
to display the Animation Effects toolbar. Select the objects in
a slide and click on one of the animation effects buttons (drive
in, flying, laser text, typewriter, camera, flash once, reverse
text build, drop in). Deselect the object. To view your chosen
effect, start your slide show by clicking the slide show button
in the lower-left corner of the window. Click the left mouse button
to activate the effect.
Clip Art: To add clip art to your slides, click on the
clip art button in the
Standard toolbar or select "Clip Art" from the
"Insert" menu. When the Clip Art dialog box appears,
select a piece of artwork, then click "Insert." Once
the image is inserted, use the corner handles to size your image.
Once you place clip art on a slide, you can change the image by
ungrouping from "Window" menu. Select the image, choose
"Ungroup" then modify the picture by cutting and pasting,
changing colors, or adding information.
Document Linking and Embedding: If you include information
from other Microsoft applications in your PowerPoint slides, you
can link the two locations so the PowerPoint slide is updated
automatically if you change the source document. Open the source
document, select the information, and from the "Edit"
menu click "Copy." Open the PowerPoint slide,
click "Paste Special" from the "Edit"
menu. Select "Paste Link" from the "Paste Special"
dialog box. Click "OK." Each time you open the PowerPoint
document, a dialog box will appear asking if you want to update
the links. Choose "OK" or "Cancel."
Drawing your own graphics: To create your own drawings
in PowerPoint, use the shapes and color tools in the Drawing or
Drawing+ toolbar. Clicking on the Autoshapes button
displays the Autoshapes toolbar (additional shapes). Click on
a button, then click and drag on your slide to use the shape. The
freeform tool lets you draw: click on the freeform tool button
, then on your slide; hold down the left mouse button (it becomes a crayon) to draw, the right mouse button
to add straight lines in freeform mode, and double click to exit.
When you draw with the freeform tool, clicking the right or left
mouse button places a line. Use the Text Tool to add words or
identifiers to your drawings. Alter the color using the color
, shadow , and line
buttons. You can add text to an object (e.g., a box) by double
clicking on the object.
Graphs: To create or import a graph, click the Insert Graph
in the Standard toolbar. This feature quickly produces graphs
from the data you enter and the commands you choose. First, in
the Insert Graph window, modify the data sheet by selecting a
cell, then entering information. (You can import data or a complete
chart from other applications by clicking the Import Data
or Import Chart
buttons, navigating to the file and choosing "OK.")
Next, from the Graph Type button
, choose a style to apply to your data. You can use the buttons
on the Drawing toolbar to draw on the chart, add shapes, group
objects, and add text, color, patterns, or shadows. Access the
toolbar from the "View" menu: choose "Toolbars...,"
then select Drawing and/or Drawing+.
Importing art from other applications: To include art from other applications, choose an item from the "Insert" menu. For example, to include a photograph, select "Picture " from the menu, then navigate to the file from the Insert Picture box, select the file, and choose "OK." Once the file is placed in PowerPoint, you can resize or recolor it, or add a border.
Organization Charts: Use PowerPoint's Organization Chart feature to create charts for use in your presentations. In slide view, select "Object" from the "Insert" menu. Select "Microsoft Organization Chart" from the Object Type box, then "OK." PowerPoint displays the MS Organization Chart window in which you can customize your chart. The chart window contains all the tools you need:
To place your chart in the PowerPoint slide, from the "File"
menu choose "Exit and Return to (your document name appears
here)." To return to the Organization Chart edit mode, select
"MS Org Chart Object" from the PowerPoint "Edit"
menu, then choose "Edit."
Sound Effects: To add sound effects to your presentation,
choose the "Insert" menu, then select "Sound
PowerPoint will prompt you to navigate to your sound files. Open
a file and an icon appears on your PowerPoint slide. Click the
icon to start the sound effect.
Using text from other MS applications: With the PowerPoint
window and another application visible, select the copy from the
application and move the mouse until the pointer appears on the
selected text. When it does, hold down the CTRL key and the left
mouse button and move the pointer to the new position in PowerPoint.
Release the mouse and the CTRL key. (Note: If you don't hold
down the CTRL key, the text will be cut from the first application
and pasted into the second.) You also can copy the text from
the source document by selecting the text and choosing "Copy"
from the "Edit" menu. Then, position the cursor
in the destination document and choose "Paste"
from the "Edit" menu.
You can get online help for using PowerPoint in any of the following ways:
Technology Home Page
This page is maintained by Janet deVry.
URL of this document: http://www.udel.edu/topics/software/special/present/powerpoint/powerpoint.html
Last Modified: March 24, 1997