Creating a Presentation

Planning a Presentation: The development of a presentation consists of the following steps:

Plan During this phase, you need to understand its purpose, find out how much time is allotted you, who the audience is, the surroundings, and what kind of audio-visual equipment is available.
Create Outline your thoughts and plan a slide for each main idea.
Edit Making changes, correcting errors, and making revisions is known as editing.
Enhance You can attract the audience’s attention by adding graphics and special effects to enhance your presentation.
Rehearse Practice the presentation using the same equipment.


Creating the Presentation: there are three options...

1)    A blank presentation using default settings.

2)    A presentation by selecting from a variety of design templates, each with its own design.

3)    A presentation using the AutoContent Wizard.

The Wizard will walk you through the procedure and create the presentation to your specifications.

To create a presentation using the AutoContent Wizard:

Select:    AutoContent Wizard.

Click:      .

A welcome screen briefly describes the purpose of the Wizard feature.  At this point you will select the type of presentation to be created.

Click:      On each category button.

Choose: The type of presentation.

Click:      .

Presentation Styles - The types of presentations are on-screen presentations, color or black-and-white overhead transparencies, Web presentations, and 35 mm slides. The type of equipment you use determines the type of presentation you will create.

Select the type of presentation you want to create (e.g., Color overheads).

You can also choose to include handouts, which are reduced copies of the slides that can be distributed to the audience to help them follow along with the presentation.

The next dialog box displays the checkered flag informing you that you have completed the necessary steps. Your presentation will be completed when you click .

Slides: Each slide is a page of the presentation.  

The first slide is a title slide. After that, each point discussed should have a slide.

Slides provide visual cues to both the audience and the presenter.

The title slide contains the presenter’s name, the topic of the presentation, and provides space for some additional information.

        Choose:  to advance to the next step when you have completed the title slide.

        Click:  .

Viewing the Presentation:  PowerPoint will display the presentation in Normal view based on your AutoContent wizard selections.

The title slide will be displayed reflecting the entries you made.

The status bar will display the slide number and the total number of slides as well as the design style of the presentation.

Presentation Views - PowerPoint provides five views for displaying and modifying your presentation. The appropriateness of each view depends on your immediate task. 

The View buttons, to the left of the horizontal scroll bar let you conveniently change views.

The five views, their icons, and descriptions are: 


Button Description 
Normal Provides the separate divisions of the window, called panes, which allow you to work on all aspects of your presentation in one place. You enter content in the outline pane, enhance the presentation in the slide pane, and enter speaker notes in the notes pane.
Outline  Displays the outline and notes pane enlarged so you can concentrate on entering and editing the presentation’s content. A miniature of the slide is also displayed.
Slide The slide pane is enlarged so you can work on enhancing the slides.
Slide Sorter Displays a miniature of each slide to make it easy to reorder slides, add special effects and transitions, and set timing between slides


Slide Show


Displays each slide using the full screen space in final form so you can practice or present the presentation.

 To switch to Slide Sorter view:

    Click:  Slide Sorter View

    View all slides for the same design style.

Editing a Presentation 

To edit in the outline pane,select a line of placeholder information so you can replace it with information related to your topic, select the line of text using either of the following methods:

Dragging when mouse pointer is an  beam.

Triple-click the line.

Point to the left of the line and click when the mouse pointer is shaped as an arrow .

To edit in the outline pane:

Turn on the Outlining toolbar.

Click to the left of the text to be replaced when mouse pointer is .

Press:     [Delete].

AutoCorrect - AutoCorrect makes basic assumptions about typing and automatically identifies and/or corrects the entry.

Automatic Spelling Checker - PowerPoint automatically checks spelling against words in the main dictionary.

A custom dictionary may also be created to supplement the main dictionary.

Words not identified in either dictionary are identified with a wavy red line beneath them.

The Spelling Checker may then be activated. It works just as in other Office applications.

To replace the selected text with new text, simply begin typing. As soon as you begin to type, selected text will disappear and be replaced with new text. As you type, you can press [Delete] to remove characters to the right of the insertion point or [Backspace] to remove characters to the left.

To change the order of topics in Outline view, move to the line that you want to move:

    Click:      Move Down to move down one topic, or

    Click:      Move Up to move up one topic.

Changes made in one view will automatically be reflected in other views.

Editing in the slide pane.

The slide edited in the outline pane is the slide that is displayed in the slide pane.

The status bar will indicate the slide number currently displayed.

All slides in the presentation will have the same design style with accompanying attributes (color, font, layout, etc.)

The Formatting toolbar will display the font and font size of selected text.

Each slide is divided into separate areas such as a title area and another area for bulleted items. These placeholders contain specific types of items or objects that can be selected and edited. 

To select an object for editing:

Point to:  Any part of the placeholder that contains text you want to edit.

Click:      The left mouse button.

The placeholder will be surrounded by a hashed selection rectangle and eight sizing handles. The text object will also contain an insertion point so you can select and type new text.

To deselect the text object, click outside the object or press [Esc] (2 times).

When you click on a bulleted item, the editing border surrounds all items.

To select and replace all bulleted lines:

Select:    All of the lines.

Type:      Each line of text.

Press:     [Enter] to end a line and insert a blank bulleted line.

Move to and edit slides as necessary.

The following methods will let you view the slides in the presentation:

To view the previous slide, use any of the methods below:

Click: Previous Slide (below the vertical scroll bar).

Click:  Above the vertical scroll box.

Press: [PgUp].

To view the next slide, use any of the methods below:

Click:   Next Slide (below the vertical scroll bar).

Click:  Below the vertical scroll box.

Press: [PgDn].

Drag the scroll box. The slide number and title will be displayed in the slide indicator box to the left of the scroll bar.

To indent to another level in the outline hierarchy:

Make sure the insertion point is at the beginning of the line.

Click:  Demote (Indent more).

PowerPoint will continue to indent at the current level until you tell it to indent again or move it back to a previous outline level. 

To indent less or promote the line:

Move to the beginning of the line.

Click:   Promote (Indent less).

You can demote or promote lines before or after typing.

Saving a Presentation:

 To save a presentation with the Save command:

Click:   Save.

Click:   The Save in drop-down list box.

Select: The appropriate drive (probably the A: drive)

The selected drive will be displayed in the Save in list. PowerPoint files are to be named following the same conventions as other Office 2000 files. The program will automatically assign .ppt as the file extension.

Click:   The File Name text box.

Type:   The name of the file.

Choose: .

To close the presentation:

    Choose: File/Close or click .

If you have not saved the presentation, PowerPoint will prompt you to do so.  When you close a presentation window, a blank one will be displayed.  

Opening a Presentation:

To open an existing presentation:

Click: Open.

Files from your data disk should be displayed unless you exited the program or changed the drive.

If necessary, select the drive that contains your data disk.

Select:    The file you want to open.

Choose:    .

The presentation will be displayed in the last view it was in when the file was saved. For example, if the presentation was in Normal view when saved, it will be displayed in Normal view when opened.

Deleting Slides: Slide Sorter view displays miniature versions of as many slides as can fit in a window. You can change the original order or flow of the slides by moving them around. You can also copy and delete slides from this view.

To change to Slide Sorter view:

    Click:  Slide Sorter View

The first slide should be surrounded with a border that is thicker than the others to indicate that it is selected. You can select slides by using the arrow keys to move to them or by clicking.

    [Delete] to delete the selected slide.

Slides may also be deleted in Slide View using the same procedure.

Moving Slides: In Slide Sorter view

To move a slide to a new location:

Select the slide you want to move.

Drag the slide.

As you start to drag, a vertical indicator line helps you to guide the slide into position.

Release the mouse button when the slide is where you want it.

Inserting a New Slide: I

To insert a new slide to display chart information:

Move to the slide where the new slide will be inserted.

Click: on the status bar or Insert, New Slide

The New Slide dialog box is just like the Slide Layout dialog box.

Double-click the appropriate layout that will display a graph and text.

Add appropriate text to the slide.  

Rehearsing the Presentation: You can begin a slide show from any view. The slide show will begin with the selected slide and run until it encounters the last slide. At that point, PowerPoint will return to the view it was in when you started the slide show.

To start a slide show from the first slide:

Select:  The first slide.

Click:    Slide Show

The first slide will be displayed, occupying the entire screen.

To move to the next slide, either click the left mouse button or press [PgDn].

To move to the previous slide, press [PgUp].

You can cancel the slide show and return to the view you were in before you started by pressing [Esc].  

Enhancing the Presentation: Add pictures, adjust fonts/point sizes, line spacing, justification and other formatting changes.

Sizing and Moving a Placeholder: To adjust placeholder size, drag the handles. Corner handles will adjust both height and width, while center handles adjust only side borders.

Text can be moved to another location on the slide.

To move text:

Click: The editing border.

Squares or handles that can be used to size the object will surround the editing border. When an object’s border contains handles, you can point to the border and drag the object to a new location.

Inserting a Picture or Clip Art:  Graphics are created using graphics software such as MS-Paint. The images are stored in a file, identified by their extension. For example, Paint images have a .bmp (bitmap) extension. Other common extensions are .jpg, .tif, .pcx, .pic, and .gif.

A drawing object consists of shapes such as lines and boxes that can be created using the Drawing toolbar.

A picture is a graphic object that can be sized, moved, cropped, or otherwise manipulated.

Clip art describes a collection of graphics that is contained within an application. Clip art can also be purchased separately to supplement your collection.

Insert, Picture, From File or

Insert, Picture, Clip Art or use the picture icon (next to the chart icon)

Size and move image as appropriate.

Printing the Presentation: you can print Notes Pages, Handouts, Outline, etc.

File, Print

Select from Print What

Click OK