McCombs School of Business
Technology Training Team
Training Team : Tutorials :  PowerPoint

PowerPoint 2002 & 2003

Inserting a New Slide

There are several ways to insert a new slide into your presentation.

  1. From the Insert menu, select New Slide.
  2. Click the New Slide button.
  3. Using your keyboard, type Ctrl+M

The Slide Layout task pane will appear on the right. To pick a different slide layout, simply click on the layout you want, and your new slide will change to that Layout.
 

Formatting Text

When formatting text, you must decide how much text you are changing:

  1. If you are changing one line or one word, highlight the text you want to change.
  2. If you are changing all of the text in one textbox, select the placeholder.
  3. If you are changing the whole presentation, switch to Master slide view.

You can then use the Formatting toolbar or the Format menu to change the text's color, size, and font.
 

Inserting Images

The easiest way to insert an image is to go to the Insert menu and select Picture.

You can insert:

  • Clip Art - cartoony images provided by Microsoft
  • From File - a picture that you have saved on your computer
  • From scanner or camera - a picture that is currently on the scanner or camera connected to your computer
     

Inserting an Organizational Chart

To insert an organizational chart, go to the Insert menu and select Picture and then select Organization Chart.
 

Inserting PowerPoint Charts

To insert a chart in PowerPoint, go to the Insert menu and select Chart.  A chart with sample data will appear on your slide.

To personalize the chart:

  1. Enter your own data in the datasheet. 
  2. Change the type of chart shown by going to the Chart menu and selecting Chart Type. 
  3. To change the colors on your chart, click once on the object you would like to change to select it, then double click on it.  A window will pop up allowing you to change the color.  The legend will automatically be updated.
     

Animating Charts

  1. From the Slide Show menu, select Custom Animation. 
  2. Click on you chart to select it. 
  3. Click the Add Effect button and choose an effect. 
  4. In the task pane, under Modify, click the drop down arrow where your chart is listed and select Effect Options.  Select the Chart Animation tab.
  5. Choose what you want to group your chart by and say OK.
     

Inserting Excel Charts

The easiest way to insert an Excel chart is to copy it from Excel and paste it into your slide.  However it will not be linked to your Excel file, not will it have Excel functionality.

To insert a chart with Excel functionality:

  1. Go to the Insert menu and select Object. 
  2. Choose Create from file.
  3. Click the Browse button to navigate to the file that contains your chart. 
  4. Click OK. 
  5. If you double click on the chart area it will open the worksheet in Excel.
     

Inserting Sounds

Go to the Insert menu and select Movies and Sounds, then Sounds and select the type of sound you want to use. 

Sound types:

  • Clip Organizer
  • File
  • CD track (you must actually have the CD)

After you have inserted the sound, a speaker icon will appear on your slide.  If you chose to play the sound automatically when you go to the slide, you can drag the icon into the grey area around your slide, and your audience will not be able to see it.  If you chose to play it when you click your mouse, you will need to click on the icon to play the sound.
 

Inserting Videos

  1. From the Insert menu select Movies and Sounds.
  2. Choose either from the clip organizer or from a file. 
  3. If you choose to insert from the clip organizer the task pane will show clip art animations.  You can do a search to find clips of different subjects.  Just click on the animation you want to insert it.
  4. If you choose to insert a video from a file, navigate to that file and double-click on it.  Choose whether you want your movie to play automatically or when you click on it. 

You can move your video around on the slide by dragging and dropping it.  You can drag on the corners to make it larger or smaller, but changing the size will decrease the quality of the image.

If you insert a QuickTime file, you will need to create an action button to play the movie.
 

Inserting Action Buttons

  1. Go to the Slide Show menu.
  2. Select Action Buttons and choose the button you want to add.
  3. Click in your slide where you want the button to appear.
  4. Assign an action to the button and click OK.
  5. Change the placement, size, and appearance if needed.
     

Inserting Shapes

  1. Go to the View menu, then Toolbars, and select Drawing (unless it has a check mark next to it).  The drawing toolbar will be at the bottom of your screen. 
  2. In the toolbar click the AutoShapes button and select your shape. 
  3. Click in your slide to insert the shape. 
  4. Use the drawing toolbar to change the color or add text, shadows, and 3-D effects.  Click on it and drag to move it.
     

Creating Summary Slides

  1. Go to the View menu and select Slide Sorter. 
  2. Select the slides you want to use by holding down the Ctrl key and clicking on the slides. 
  3. On the toolbar at the top, click the Summary Slide button. 
     

Running Slide Shows

Go to the Slide Show menu and select View Show.  This will start your slide show from the beginning.

Or, click the Slide Show button at the bottom left part of your screen.  Your show will begin with the current slide. 

For tips and tricks for a good slide show, look at our Slide Show Shortcuts.
 

Transitioning Slides

To move ahead one slide you can:

  • left click your mouse
  • use the right or down arrow key
  • hit the letter N
  • hit the space bar,
  • enter key,
  • page down

To go to the previous slide:

  • press the left or up arrow
  • press the letter P
  • backspace
  • page up

To navigate to a specific slide type the number of the slide and press enter.
 

Animating Text

  1. Go to Slide Show and select Custom Animation.
  2. Highlight the text you want to animate.
  3. Click Add Effect and navigate to the effect you want.
  4. Select On Click or Automatically.
     

Inserting Hyperlinks

  1. Highlight the text you want to hyperlink.
  2. Go to Insert and select Hyperlink.
  3. Choose what you want to hyperlink to (web page, email, existing file, or place in document).
  4. Designate where to link to.
    1. If it is an existing file or place in your document, navigate to it. 
    2. If it is a website, enter the URL in the Address bar. 
    3. If it is an email type in the email address and a subject line for the email.
  5. Click OK
     

Creating Custom Shows

  1. Go to Slide Show and select Custom Shows...
  2. Click New.
  3. Enter a name for your show.
  4. Highlight the slide you want to add by clicking on it.
  5. Click Add.
  6. Use the arrows on the right to re-order the slides if necessary.
  7. Click OK, then Close.
     

Setting Rehearsal Timings

Go to Slide Show, then Rehearse Timings and begin rehearsing your presentation.

A toolbar will appear in the upper left corner of your slide show.  It has a pause button in case you need to pause, and a repeat button so you can start a slide over again.  There is a next button as well to advance slides, but you can also advance by clicking your mouse anywhere in your slide show.  As you advance slides, PowerPoint will save the amount of time you spent on that slide and the total time for the presentation. 

When you finish your slide show a window will pop up asking you if you would like to keep your rehearsal timings.  You will only be able to see your times if you select to keep them.  You can see the timings for each slide by going to slide sorter view. 

If you do not want to use the timings you can go to Slide Show and select Set Up Show.  Select to advance slides manually.
 

Inserting Headers and Footers

  1. Go to View, then Header and Footer.
  2. Select what you want to be shown in the footer by checking the boxes.  If you want a fixed date and time you will need to type it into the Fixed text box.
  3. Click Apply to only put the header and footer on the current slide.
  4. Click Apply to All if you want to apply the footer to the whole presentation.  If you choose to do this, decide if you want it to be shown on the title slide.  If you don't, check the box indicating that on the bottom of the dialogue box.
     

Printing

  1. Go to File, then Print.
  2. In the Print What section, choose what you would like to print.
    (If you are printing handouts, choose the number of slides per page.)
  3. Click OK.
     

Publishing your presentation

  1. Go to File > Save As Web Page
  2. Click Publish
  3. Indicate whether you are publishing an entire presentation or only certain slides.  Indicate which slides if you are not publishing your entire presentation.
  4. Choose whether you will display speaker notes and check or uncheck the speaker notes box if necessary.
  5. Choose what browsers it can be seen on.
  6. In the File name section, type the address of the web page you would like to publish it to.  Be sure to include http://.
  7. Click Publish.Enter your user name and password and click OK.

Package Presentation

Packaging your presentation is always a good idea if you will be showing it on a different computer than the one you made it on.  When you package your presentation, all necessary files, like videos or sound clips, are stored in one folder.   You can then burn that folder to a CD, or save it to a flash drive.  Your presentation is stored in that folder, and you can show it on another computer.

  1. Go to File > Package for CD.
  2. In the Name the CD box, type the name of your folder.
  3. Click Copy to Folder.
  4. Click the Browse button and browse to the place on your computer that you would like to save the folder.
  5. Click Select.
  6. Click OK.
  7. Click Close.
  8. Now you can copy the folder to a memory stick or CD.