Beginning/Intermediate PowerPoint 2000

Creating a New Presentation

There are three options for creating a new presentation:

1. AutoContent Wizard - provides step-by-step guidance for creating a preset presentation; allows you to select the presentation type, style, and options; permits you to personalize the presentation by editing the sample text

Select AutoContent Wizard, and click OK.

Click on the Next button.

Select the Type of Presentation, and click on the Next button. 

Select the Type of Output, and click on the Next button.

Enter the Presentation Title and Footer, select to display the Date last updated and Slide Number (if desired), and click on the Next button.

Click on the Finish button.

Edit and Save the presentation.

2. Design Template - provides background & formatting templates for creating a presentation

Select Design Template, and click OK.

Select a Design Template, and click OK.

Choose the Title Slide AutoLayout, and click OK.

Continue adding content and slides to the presentation. Save the presentation.

3. Blank Presentation - allows you to create your presentation from scratch with no preset background, formatting or text

Select Blank Presentation, and click OK.

Choose the Title Slide AutoLayout, and click OK.

Continue adding content and slides to the presentation. Save the presentation.

Opening a Saved Presentation

1. Select Open an existing presentation, and click OK.

2. Locate the presentation you want to edit, and click on the Open button.

Screen Views

There are five slide views:

• Normal view - displays the outline, slide, and notes panes

• Outline View - displays an enlarged outline pane with reduced panes for slides and notes; primarily used for editing the presentation outline

• Slide View - displays an enlarged slide pane with reduced panes for outline and notes; primarily used for editing slides

• Slide Sorter View - displays thumbnail images for each slide; primarily used for reorganizing slides

• Slide Show View - runs the slide show

• Notes Page View - displays enlarged notes and slide panes; primarily used for entering slides notes; to switch to Notes Page View, click on Notes Page under the View menu

Screen Layout in Normal View

Creating a Master Slide

1. Click on Slide Master under Master on the View menu.

2. If you chose Blank presentation, click on Background under the Format menu, select a Color or Fill Effect, and click on the Apply button.

3. Click on Slide Color Scheme under the Format menu, select a Standard or Custom color scheme, and click on the Apply button.

4. Click in the Title Area, click on Font under the Format menu, select the desired font attributes, and click OK.

5. Click in the first line of text in the Object Area, click on Bullets and Numbering under the Format menu, select the desired bullet attributes, and click OK.   Click Font under the Format menu, select the desired font attributes, and click OK. 

6. Repeat Step 5 for the remaining lines of text in the Object Area.

7. Click in the Date Area, click on Font under the Format menu, select the desired font attributes, and click OK.

8. Repeat Step 7 for the Footer Area and the Number Area.

9. If you chose Design Template, the Master Slide view has two slides.  After completing Steps 3 - 8 above, switch to the Title slide and modify the Master Slide as desired.

10. After creating the Master Slide, click on the Normal View button.

Modifying the Header & Footer

1. Click on Header and Footer under the View menu.
   
2. Click on the Slide tab.
   
3. Select the desired Date and Time, Slide Number, and Footer options.
   
4. Determine whether you want the Header/Footer to be displayed on the Title slide.
   
5. Click on the Notes and Handouts tab. Select the desired Date and Time, Header, Page Number, and Footer options.
   
6. Click on the Apply to All button.

Adding Slides

1. Click on New Slide under the Insert menu.
   
2. Choose the desired AutoLayout (Title Slide, Bulleted List, 2 Column Text, Table, Text & Chart, Chart & Text, Organization Chart, Chart, Text & Clip Art, Clip Art & Text, Title Only, or Blank).
   
3. Click OK.

Changing the Slide Layout

1. Click on Slide Layout under the Format menu.
   
2. Select a different AutoLayout.
   
3. Click on the Reapply button.

Changing the Design Template

1. Click on Apply Design Template under the Format menu.
   
2. Select a different Design Template.
   
3. Click on the Apply button.

Inserting a Text Box

1. Click on Text Box under the Insert menu.
   
2. Click to place the text box in the desired position on the slide.
   
3. Click on Font under the Format menu, select the desired font attributes, and click OK.
   
4. Type the desired text.
   
5. To change the line spacing, select the text, click on Line Spacing under the Format menu, and select the desired options. Click OK.
   
6. To change the alignment, select the text, click on Alignment under the Format menu, and select the desired alignment. Note: You may also change alignment by clicking on Left, Center, and Right Alignment buttons on the Formatting Toolbar.

Inserting a Bulleted List

1. If you are inserting a bulleted list on a Bulleted List AutoLayout slide, click inside the bulleted list place holder and type the items in your list, pressing [Enter] on your keyboard after each item.
   
   If you are inserting a bulleted list on a slide with a different layout, click on Text Box under the Insert menu, click to place the text box in the desired position on the slide, click on Bullets and Numbering under the Format menu, select the desired bulleted text style, and type the items in your list, pressing [Enter] on your keyboard after each item.
   
2. To create a multilevel bulleted list, click on the Demote and Promote buttons on the Formatting Toolbar. 

Creating Tables

1. If you are inserting a table on a Table AutoLayout slide, double click on the Table icon, enter the desired number of Rows and Columns, and click OK. 
   
   If you are inserting a table on a slide with a different layout, click on Table under the Insert menu, enter the desired number of Rows and Columns, and click OK. Note: To insert a table, you may also click on the Insert Table button on the Standard Toolbar.
   
2. Click on the Tables and Borders button on the Standard Toolbar.
   
3. Select the desired format, and click OK.
   
4. Enter text into the table by clicking in the desired cell.  Press [Tab] on your keyboard to advance to the next cell.
   
5. To set the horizontal text alignment, select the cells, and click on the desired Alignment (left, center, or right) button on the Formatting toolbar.
   
6. To set the vertical text alignment, select the cells, click on, click on the Tables and Borders button on the Standard Toolbar, and select the desired Alignment (top, center, bottom).

Inserting Charts

1. If you are inserting a chart on a Chart AutoLayout slide, double click on the Chart icon, enter the labels & data, and close the Datasheet.
   
2. If you are inserting a chart on a slide with a different layout, click on the Insert Chart button on the Standard Toolbar, enter the labels & data, and close the Datasheet.
   
3. To change the data orientation, click on Series in Rows or Series in Columns under the Data menu.
   
4. To modify the chart type, click on Chart Type under the Chart menu.
   
5. To modify the chart, click on Chart Options under the Chart menu.

Inserting Pictures from the MS Clip Gallery

1. If you are inserting a clip art picture on a Clip Art AutoLayout slide, double click on the Clip Art icon.
   
2. If you are inserting a clip art picture on a slide with a different layout, click on Clip Art under Picture on the Insert menu.
   
3. Locate the desired image in the Clip Gallery, or click on the Clips Online button to download additional clip art.
   
4. Click on the desired image.
   
5. Click on the Insert Clip icon on the popup menu.  Close the Clip Gallery.
   
6. Position and resize (click and drag the corners) the image on the slide.
   
7. Use the Picture toolbar to adjust the contrast and brightness, crop, recolor, or set transparency.  Note: Some functions on the Picture toolbar only work with specific picture formats.

Inserting Pictures from a File

1. Click on From File under Picture on the Insert menu.
   
2. Locate and click on the picture file name on your hard drive, floppy drive, or CD-ROM.
   
3. Click on the Insert button.
   
4. Position and resize (click and drag the corners) the image on the slide.
   
5. Use the Picture toolbar to adjust the contrast and brightness, crop, recolor, or set transparency.  Note: Some functions on the Picture toolbar only work with specific picture formats.

Adding a Word Art Header

1. Click on the Insert WordArt button on the Draw toolbar.
   
2. Select a WordArt Style, and click OK.
   
3. Select the desired Font and Font Size.
   
4. Enter the text.
   
5. Click OK.
   
6. Position the header on the slide.
   
7. Use the WordArt toolbar to adjust the text, color, shape, rotation, letter height, direction, alignment, and spacing.

Adding Animation Effects to Text and Images

1. Select the text or object which you want to animate.
   
2. Click on Custom Animation under the Slide Show menu.
   
3. Click on the Order & Timing tab.
   
4. Click in the checkbox corresponding to the object that you want to animate.
   
5. Select the desired Start Animation setting (on mouse click or automatically).
   
6. Repeat Step 4 for the other objects on the slide which you want to animate.
   
7. Click on the Effects tab.
   
8. Select the Entry animation and sound, After Animation, and Introduce Text options for each object in the Animation order window.
   
9. For charts, click on the Chart Effects tab, and select the desired options.
   
10. For sound and movie clips, click on the Multimedia Settings tab, and select the desired options.
    
11. To test the animation settings, click on the Preview button.
    
12. Click OK.

Inserting Sounds from the MS Clip Gallery

1. Click on Sound from Gallery under Movies and Sounds on the Insert menu.
   
2. Locate the desired sound in the Clip Gallery, or click on the Clips Online button to download additional sounds.
   
3. Click on the desired sound clip.
   
4. Click on the Insert Clip icon on the popup menu.  Close the Clip Gallery.
   
5. If prompted whether you want your sound to play automatically in the slide show, click Yes or No.
   
6. Position and resize (click and drag the corners) the sound icon on the slide.
   
7. Right click on the sound object, and click on Custom Animation.
   
8. Select the Order & Timing, Effects, and Multimedia Settings options.
   
9. Click OK.

Inserting Sounds from a File (.wav or .midi)

1. Click on Sound from File under Movies and Sounds on the Insert menu.
   
2. Locate and click on the sound file name on your hard drive, floppy drive, or CD-ROM.
   
3. Click OK.
   
4. If prompted whether you want your sound to play automatically in the slide show, click Yes or No.
   
5. Position and resize (click and drag the corners) the sound icon on the slide.
   
6. Right click on the sound object, and click on Custom Animation.
   
7. Select the Order & Timing, Effects, and Multimedia Settings options.
   
8. Click OK.

Inserting Movies from the MS Clip Gallery

1. Click on Movie from Gallery under Movies and Sounds on the Insert menu.
   
2. Locate the desired movie in the Clip Gallery, or click on the Clips Online button to download additional movies.
   
3. Click on the desired movie clip.
   
4. Click on the Insert Clip icon on the popup menu.  Close the Clip Gallery.
   
5. Position the movie icon on the slide.
   
6. Right click on the movie object, and click on Custom Animation. 
   
7. Select the Order & Timing, Effects, and Multimedia Settings options.
   
8. Click OK.

Inserting Movies from a File (.avi or .mov)

1. Click on Movie from File under Movies and Sounds on the Insert menu.
   
2. Locate and click on the movie file name on your hard drive, floppy drive, or CD-ROM.
   
3. Click OK.
   
4. If prompted whether you want your movie to play automatically in the slide show, click Yes or No.
   
5. Position and resize the movie object.
   
6. Right click on the sound object, and click on Custom Animation.
   
7. Select the Order & Timing, Effects, and Multimedia Settings options.
   
8. Click OK.

Hyperlinking to Another Slide

1. Select the text or object which you want to use as the hyperlink.
   
2. Click on Hyperlink under the Insert menu.
   
3. Click on the Place in This Document button to link to a specific slide in the presentation.
   
4. Click on the desired Slide title.
   
5. Click OK.

Hyperlinking to a File or Webpage

1. Select the text or object which you want to use as the hyperlink.
   
2. Click on Hyperlink under the Insert menu.
   
3. Click on the Existing File or Web Page button.
   
4. To hyperlink to a URL, enter the address in the File or Web Page Name box, or click on the Web Page button to browse for the Webpage.
   
5. To hyperlink to a file, enter the file path, or click on the File button to browse for the file.
   
6. Click OK.

Creating a Home (Table of Contents) Action Button on Each Slide

1. Click on Action Buttons under the Slide Show menu.
   
2. Select the Home button.
   
3. Click and drag to shape/position the button on the first slide.
   
4. Select First Slide in the Hyperlink to dropdown menu.
   
5. Click OK.
   
6. To format the Home action button, double click on it.   Select the desired fill color and line attributes.  Click OK.
   
7. Copy/Paste the Home action button to each slide.  Note:   Instead of copying/pasting. you place the Home Action button on the Master Slide.

Importing Slides from Another Presentation

1. Switch to Slide Sorter view.
   
2. Click on Slides from Files under the Insert menu.
   
3. Click on the Browse button, and locate the PowerPoint file.
   
4. Click on the Open button.
   
5. To insert all of the slides from the selected presentation, click on the Insert All button, and then click on the Close button. To select the slides you want to insert, hold the Ctrl key down on your keyboard while clicking on the slides in the Slide Finder window, click on the Insert button, and then click on the Close button.
   
6. Rearrange the slides as desired.

Adding Slide Transitions

1. Click on Slide Transition under the Slide Show menu.
   
2. Select an Effect from the dropdown menu.
   
3. Select the desired Advance option.
   
4. Select a transition Sound from the dropdown menu, if desired.
   
5. Click on the Apply to All button.

Adding Notes

1. Switch to Normal View or Notes Page View.
   
2. Click in the Notes pane.
   
3. Type your notes for the corresponding slide.
   
4. Advance to the next slide, and enter your notes. Important: Notes are not visible during the presentation; however, you can print the notes to use during your presentation. 

Recording Timings w/out Narration

1. Click on Rehearse Timings under the Slide Show menu. The PowerPoint presentation will automatically switch to Slide Show View displaying the first slide.
   
2. Set the timing for each slide by pressing the right arrow key on your keyboard to advance to the next slide at the appropriate time.
   
3. After the last slide, you will be asked whether you want to record the slide timings. Click Yes.
   
4. You will be returned to Slide Sorter view.  The recorded timings will be displayed underneath each slide.

Recording Narration

1. Click on Record Narration under the Slide Show menu. 
   
2. Click on the Set Microphone Level button. Read the display screen out loud to permit the software to adjust the microphone volume to your voice level.  Click OK.
   
3. Click on the Change Quality button.
   
4. Select PCM from the Format dropdown menu and 22.050 kHz, 8 Bit, Mono from the Attributes dropdown menu.  Click OK.
   
5. Click in the checkbox labeled Link narrations in.  Click on the Browse button and select a folder to save the narration files.  Click Select.
   
6. Click OK.
   
7. Record your narration for each slide, pressing the space bar or the right arrow key on your keyboard to advance to the next slide.
   
8. When prompted to save the slide timings, click Yes if you want the presentation to automatically advance the slides; otherwise, click No.
   
9. You will be returned to Slide Sorter view.  If you selected Yes in Step 8, the recorded timings will be displayed underneath each slide.

Setting Up the Slide Show

1. Click on Set Up Show under the Slide Show menu.
   
2. Select the desired Show Type, Slides, Advance Slides, and Pen Color options. 
   
3. Click OK.
   
4. To preview the show, switch to Slide Show view.

Printing a Presentation

1. Click on Print under the File menu.
   
2. Select the Name of your printer from the dropdown menu.
   
3. Select the Print range
   
4. Select the Number of copies
   
5. Select Slides, Handouts, Notes, or Outline from the Print what dropdown menu.
   
6. Select the desired B&W, Scale, and Frame options.
   
7. Click OK.

Using Pack and Go

1. Click on Pack and Go under the File menu.
   
2. Click on the Next button.
   
3. Select the presentation which you want to Pack and Go.   
   
4. Choose the Destination for the Pack and Go files. Click on the Next button.
   
5. Select Include Linked Files, but generally avoid Embedding True Type Fonts. Click on the Next button.
   
6. If you plan to playback the presentation on a machine which does not have PowerPoint, select the option to include the PowerPoint Viewer. Click on the Next button.
   
7. Click on the Finish button.
   
8. A pngsetup.exe file has been created in the designated folder.  This file will unpack the presentation and its media into the designated folder on the playback machine.

Converting the PPT file to a Web Page:

1. Click on Save as Web Page under the File menu.
   
2. Select the desired Save in folder on your hard drive.
   
3. If you want to change the title of the PPT presentation, click on the Change Title button, and enter the desired title.
   
4. Enter a File name for the converted PPT web page.
   
5. Click on the Publish button.
   
6. Select the slides that you want to publish.
   
7. Decide whether you want to display the speaker notes.
   
8. Click on the Web Options button.
   
9. Click on the General tab, and select the desired Appearance settings.
   
10. Click on the Files tab.  Check all of the options under File names and uncheck the option under Default Editor.
    
11. Click on the Pictures tab. Don't check either option under File Formats unless you are certain about your audience browser types. Select the desired Screen size from the dropdown menu.
    
12. Click OK.
    
13. When you return to the Publish as Web Page window, select Microsoft Internet Explorer 4.0 or later under Browser Support.
    
14. Verify that the Page title and File name are correct.
    
15. Click in the checkbox labeled Open published web pages in browser.
    
16. Click on the Publish button.
    
17. Using MS FrontPage, import the .htm file and the corresponding folder to your web.

Note: The .htm file must be imported in a directory which is one level higher than the imported folder to reflect the file structure that was created on your hard drive.  Link to the .htm file.

Creating a Photo Album

1. Download the Photo Album add-in from Microsoft: http://office.microsoft.com/downloads/2000/album.aspx
   
2. Double click on the album.exe file on your hard drive to install the program.
   
3. The first time you open PowerPoint after installing the add-in you will get a message that the program has been installed.

Note: The following instructions were copied from Microsoft's website.

To create a photo album using pictures on your local machine or a network drive

1. In PowerPoint 2000, click New on the File menu.
2. On the General tab, click PhotoAlbum, and then click OK.
3. The Photo Album dialog box appears. Click File/Disk, and then locate the folder that contains the pictures you want.
4. Select the pictures you want, and then click Insert.
5. Choose the other options you want for your photo album.
   Note: For Help on an option, click the question mark button in the dialog box and then click the option.
6. Click Create. The photo album is created and you are returned to PowerPoint.

To modify your photo album

Once your photo album is created, you can modify the album any way you like in PowerPoint, but you can't go back to make changes using the Photo Album Wizard.