Using Microsoft PowerPoint 7.0: A Tipsheet



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.

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Creating a slide show

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").

Working with the PowerPoint window

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… ". Select 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 (the button with three shapes) 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 (the star) in the Standard toolbar.

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 (the five buttons in the lower-left corner) 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 slide show.

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Working with a PowerPoint file

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 (the five buttons in the lower-left corner):

Style Checker: Style Checker helps you ensure consistency in your presentation. From the "Tools" menu, select "Style Checker…." 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 Word.

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.

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Modifying a slide

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 (the A) 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 (the face) 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 (the three shapes) 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 (the irregular shape) , 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 fill (the pail and color palette) , shadow (the shaded box), and line color (the pen and color palette) 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 button (the graph with 3 columns) 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 (the folder with page of text) or Import Chart (the folder with chart) buttons, navigating to the file and choosing "OK.") Next, from the Graph Type button (the graph with a downward arrow) , 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.

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Getting online help

You can get online help for using PowerPoint in any of the following ways:

If you need additional help working with PowerPoint 7.0, send e-mail to or call the IT Help Center at 831-6000.


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Last Modified: March 24, 1997