How To Make a Microsoft PowerPoint 2000 Presentation
This document is designed to allow the user to create an impressive PowerPoint presentation.  It can be used in two ways: clicking on any of the following topics will lead you to instructions on that particular area, or just begin reading from the top down to create a brand new presentation.
 







 


 

A. Setting up Your Presentation
B. Saving Your Presentation
C. Text Boxes
D. Inserting New Slides
E. Moving Between Slides in the Slide View
F. Slide Transitions and Timings
G. Building Bulleted Lists
H. Animating your PowerPoint slide
I. Adding Clip Art
J. Inserting Pictures
K. Inserting Audio Files
L. Showing Your Presentation
M. Saving your Presentation as a Web Page
N. PowerPoint Specifications for Hymns and Choruses

A. To Begin Your Presentation:

Double-click on the PowerPoint Icon on your desktop, or:

  1. Click Start
  2. Click Programs
  3. Click Microsoft PowerPoint
Depending on your set-up at this point, PowerPoint may show you the Tip of the Day dialogue box.  If so, click OK to continue.

Next, PowerPoint gives you a list of four options.  The following is a short description of each:

AutoContent Wizard

        Provides for you the color scheme, layout, and text of a presentation.  There are several options to choose from.  This is the fastest way to create a presentation, but it is limited by certain preset presentations.

Design Template

        Allows you to select a template which determines the color scheme, fonts, and other design features of the presentation.
        *A VERY GOOD PLACE TO START*

Blank Presentation

        Opens a new presentation with no background designs.

Open an Existing Presentation

        Displays a dialogue box which will allow you to work with a previously saved presentation.

We will select Design Template to begin our presentation.

  1. Click Design Template
  2. Click OK
PowerPoint now shows us the New Presentation Template Dialogue box.
  1. Click ONCE on the first name in the list of the Presentation Designs box (Artsy)
  2. Notice on the right half of the dialogue box a sample of the selected template appears
  3. Use the Up and Down arrow keys on your keyboard to move through the list until you find one you would like to use for your presentation.
  4. Click OK
The AutoLayout screen appears.  Here we select the design for our first slide.  Notice that the slide in the upper left-hand corner is selected and that in the lower right-hand corner it says Title Slide.  This is the AutoLayout for a Title slide.  We will begin our presentation with a Title Slide, so click OK.

Your first slide appears with the Layout and Template you chose.  Notice that you have two text boxes, labeled Click to add Title and Click to add Sub-title. To add a Title:

  1. Click anywhere in the Click to add title text box
  2. Type your title
  3. Click anywhere outside of the text box when you are finished


Save your presentation frequently!
B. To Save Your Presentation:

  1. Click File
  2. Click Save or Save as
  3. Click the down arrow next to the Save in box to choose the correct drive and folder you would like your PowerPoint saved in
  4. Type an eight character name for the presentation you are saving, without spaces
  5. Click Save
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Note: PowerPoint uses font colors according to the Template you chose.  At any time you can modify the attributes of your text.  To do so, there are two methods depending on your exact needs.

C. Manipulation of Text Boxes
(The next two sections apply to any text box in PowerPoint.)

To change the font attributes for the entire text box:

  1. Click inside the box to be in editing mode (you will see a blinking cursor in the box)
  2. Click on the border of the box to select the entire box (the cursor will disappear and  you will see the small black sizing handles surrounding the box)
  3. Click Format
  4. Click Font
  5. Modify the desired attributes in the Font dialogue box
  6. Click OK
(You can also modify the individual font attributes from the Formatting Toolbar just above your slide)

To change the font attributes for a selected text area inside a text box:

  1. Click inside the box to be in editing mode (you will see a blinking cursor in the box)
  2. Drag your mouse to select the text you wish to modify
  3. Click Format
  4. Click Font
  5. Modify the desired attributes in the Font dialogue box
  6. Click OK
(You can also modify the individual font attributes from the Formatting Toolbar just above your slide)

If you wish you may now click inside the Click to add subtitle box and type in a subtitle.  If you do not wish to add a sub-title just ignore the box.  It will not be displayed in your presentation

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D. Inserting New Slides

To add another slide to your presentation:

  1. Click Insert
  2. Click New Slide
The AutoLayout screen appears.  Here we select the design of our next slide.  Notice that the second slide in the top row is selected, and that in the lower right-handed corner it says Bulleted List.  Let's add a Bulleted List slide, so click OK.
 
  1. If you wish to add a Title to this slide click in the Click to add title box and type your title.
  2. Click in the Click to add text box
  3. Type in your first subject
  4. Press Enter
  5. Type in your second subject
  6. Press Enter
        (Pressing Enter after each bullet will add another bullet line)

If you wish to add subheadings after you type in a bullet subject, press Enter (as if to make a new bullet) and press the Tab key on the new line.  This indents your bullet to make a subheading.  To make deeper levels of subheadings press Tab again.  PowerPoint 2000 is limited to four levels of subheadings. To go back to a main point after a subheading, press Enter to go to the next line and press the Shift key and the Tab key simultaneously.

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E. Moving Between Slides in the Slide View

If at any point you decide you want to look at another slide in the presentation, just click on one of the sets of double arrows in the lower right corner.  Double-up moves you to the previous slide, double-down to the next slide.

We now have a presentation with three slides. (PowerPoint automatically adds a black slide at the end of your presentation) PowerPoint defaults to certain settings to view the actual slide show (so far we have been in the Slide View. Other views are available, which we will discuss as necessary).

The PowerPoint default settings for viewing slide shows are as follows:

  1. Manual advance (you have to press a key of click the mouse to advance through the show)
  2. No transition (the slides cut from one to the next, just like a slide projector)
  3. End the show and return to the Slide view after the last slide.
Let's view the slide show with the default settings:
  1. Click Slide Show
  2. Click View Show
The first slide of your presentation appears.  To move to the second slide there are several methods, but I would suggest using the right arrow key.  The reason is because then you are near the left arrow key, which will allow you to go backward in your presentation if you like.

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Save Your Presentation Frequently!

Let's change some of the default settings to spice up our presentation.  To do so, we will need to change our view:

  1. Click View
  2. Click Slide Sorter
Now we can see our entire presentation at a glance.
 

F. Slide Transitions and Timings

To add transitions and/or timings to a slide:

  1. Click on the first slide and notice the black square around it, which indicates the slide is selected for us to modify.  (To select multiple slides for simultaneous modification hold down the Shift key and and click on the other slide(s).)
  2. Click Slide Show
  3. Click Slide Transition
  4. Click the down arrow under Effect
  5. Click on a transition (notice that the sample slide in the lower right corner demonstrates that transition) (Random transition allows PowerPoint to choose from the list of each time the show is viewed)
  6. Repeat steps 3-4 until you find a transition you like
  7. If the transition is too fast or slow, click another option under Speed
  8. If you would like the slide to automatically transition to the next slide after a certain number of seconds, click in the Automatically After _____ Seconds box and type in the desired number of seconds.  (This means that when you view the slide show you will not need to do anything to make this slide transition to the next, assuming you set the Use Slide Timings in the View Slide Show box, which we will discuss in a moment)
  9. Make sure, if you are using the automatic settings, that you remove the checkmark next to On Mouse Click
  10. Click Apply
To add transitions to other slides (unless you selected all of the slides using the shift key), repeat steps 1-9,
or click Apply to All if you want the same transition for each slide.

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G. Building Bulleted Lists

Did you notice that your bulleted list came up as a single entity?  Here is how to build our bulleted points individually:
(Note: This function will ONLY work on bulleted lists which were a part of the original slide layout.)

  1. First, make sure you are in the Normal slide view by clicking View and then Normal
  2. Next, make sure you are on the bulleted slide
  3. Click Slide Show
  4. Click Custom Animation
  5. Check the correct slide object you would like to animate in the upper left handed corner
  6. Click Start Animation in the bottom right, click either On mouse click for manual control or click Automatically and enter the amount of seconds you would like it to wait between bullets.
  7. Click Effects (You can choose how you want the text animated. You can also set up a sound that will be heard when that text is animated, and you can choose whether you want the text to disappear or change colors once it has been shown.
  8. If you look at the bottom right half of this box, you will also see Introduce Text, where you can have your text enter all at once, by word or by letter. To set the bullets to come in one by one (with their subheadings), make sure you have a checkmark next to Grouped by 1st level paragraphs. To break the bullets down even further, change the level of the paragraphs (you can go up to the 5th level paragraph).
  9. Once you have one slide object set up, go back to Order and Timing in the same dialogue box and click on another slide object, following the same instructions.
To test and make sure this is what you want:
  1. Click OK
  2. Click Slide Show
  3. Click View Show
Each bullet point will now appear only as you click a button/mouse during the presentation, or according to the slide timings if set.

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Save Your Presentation Frequently!

H. Animating your slide show

  1. You can animate any slide in your slide show by right-clicking on one of the elements of the slide (a picture, a text box, a chart, etc.).
  2. Once you right-click on an element, click Custom Animation
  3. You should now see the following dialogue box:

The Custom Animation dialogue box allows you to animate certain objects on your PowerPoint slide. To animate a slide object:

  1. Make sure there is a checkmark next to that object in the Check to animate slide objects area. If not, check the appropriate box.
  2. On the Effects tab, choose an effect and set the specific parameters for that effect.
  3. On the Order & Timing tab, set the order in which the slide objects appear. You can set both the order as well as how they will appear (such as by mouse click or by automatically moving in a certain time frame)
  4. If your slide object is a bulleted list, refer to the instructions here.
  5. If your slide object is an audio file, refer to the instructions here.

I. Adding Clip Art

There are two methods of inserting clip art into your slide:

1. To create a new slide with clip art:

2. If you already have a slide which does not have a Double-click to add clip art box:


To resize your clip art:

  1. Click on the image you wish to resize
  2. Click and drag on the sizing handles (small squares surrounding the image) to resize
  3. If you would like to keep the same proportions, click and drag on the corner sizing handles and drag out
To move your clip art on the page:
  1. Click on the image you wish to move
  2. Drag with your mouse to the desired location
To place your clip art under a text box:
  1. Drag the image over the text box
  2. Right-click on the image
  3. Click Order
  4. Click Send to back
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Save Your Presentation Frequently!



J. Inserting Pictures (scanned images, images from CD-ROM, the Internet etc.)

NOTE: PowerPoint has the ability to import more than twenty different image formats. The popular bitmap (.bmp) and CompuServe GIF (.gif) formats are among them, however we suggest using JPEG (.jpg) for your file needs, especially when saving.

There are a couple of different ways to insert images into your presentations, we will discuss the simplest:

  1. Click Insert
  2. Click Picture
  3. Click From File
  4. Go to the drive and directory in which your image is stored (ex. h:\\)
  5. Click on the file name
  6. Click Insert
To resize your picture:
  1. Click on the image you wish to resize
  2. Click and drag on the sizing handles (small squares surrounding the image) to resize
  3. If you would like to keep the proportions, click and drag on the sizing handles in the corners and drag out
To move your picture on the page:
  1. Click on the image you wish to move
  2. Drag with your mouse to the desired location
To place your picture under (behind) a text box:
  1. Drag the image over the text box
  2. Right-click on the picture
  3. Click Order
  4. Click Send to Back

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K. Inserting Audio Files

There are a couple of different ways to insert audio files into your presentations. We will discuss the simplest:

  1. Click Insert
  2. Click Movies and Sounds
  3. Click Sound From File
  4. Go to the drive and directory in which your image is stored (ex. h:\\)
  5. Click on the file name
  6. Click Insert
  7. It will ask Do you want your sound to play automatically in the slide show? If not, it will play when you click it. Choose Yes or No.
  8. It will now add a little horn to signify that there is an audio file loaded there. When you view the slide show, it will appear and will play automatically.

IMPORTANT: You need to save the audio file in the same folder that your PowerPoint presentation is in. If it is moved, the audio will not work. It is also extremely important to have the audio file in the right folder BEFORE you insert it into your PowerPoint presentation. Otherwise, the presentation will always look in the original folder, whether it is there or not.

Formatting the audio in your presentation:

Your audio file will be set to play one time through. If you would like to have it loop continuously:

  1. Click on the horn (in the Normal view)
  2. Right-click on the horn
  3. Click Edit Sound Object
  4. Check the box next to Loop Until Stopped
  5. Click OK

Your audio file will also be set to only play for the slide you are on and then quit when the slide advances. To fix this:

  1. Right-click on the horn icon
  2. Click Custom Animation
  3. On the Multimedia Settings tab, click Continue slide show
  4. Click After # slides and change the # to reflect how many slides are in the presentation
  5. By clicking on the Order and Timing tab, you can also set when the audio file will start on the slide (for example, after a picture appears or as soon as the slide appears)

If you would like to hide the horn from view:

  1. Right-click on the horn
  2. Click Order
  3. Click Send to Back
  4. Insert a picture or graph over the top of it (Remember, however, if you do this, you will not be able to click on it. You will have to have the horn showing if you would like to be able to click to activate the sound)

Finding and Using Midi, MP3, and WAV Files online to use in your presentation:

  1. You can do a search online (I use http://www.google.com) to find audio files. Usually .wav files work the best, but others may work as well.
  2. Most sites have examples. When you click on it, it will play it for you. The problem is that most places don't let you download their files. You can, however, save the file onto your computer (in most cases) and then use it. To save the file to your computer in Netscape Navigator:
    • Right-click on the link to the file (not the file itself)
    • Click Save Link As
    • Find the folder you would like to save the file in
    • Click Save
    To retrieve it and save it in Internet Explorer:
    • Right-click on the link to the file (not the file itself)
    • Click Save Link As
    • Find the folder you would like to save the file in
    • Click Save

L. Showing Your Presentation

To show the presentation you have created:

  1. Click Slide Show
  2. Click View Show
  3. Click your mouse once to advance the slides OR
  4. Press the right arrow key on your keyboard to advance the slides
  5. Press the left arrow key on your keyboard to move back to a previous slide
  6. Press the Esc key to stop the presentation

M. Saving your Presentation as a Web Page

In order to save your PowerPoint 2000 file as a Web page:

  1. Open the PowerPoint file
  2. Click File
  3. If you do not have all of the options open to you, click the down arrows at the bottom of the menu. Otherwise:
  4. Click Save as Web page
  5. Find the folder you would like to save the web version of your PowerPoint in by moving to the correct drive and folder on your computer
  6. Type a file name for your file next to the words File Name: VERY IMPORTANT: DO NOT ADD SPACES TO YOUR FILE NAME. WEB PAGES DO NOT WORK IF THEIR NAMES HAVE SPACES IN THEM!
  7. Click Publish
  8. Choose whether you would like to include the whole presentation or just certain slides in your web version by clicking in the appropriate radio button. If you are going to only add certain slides, add those numbers in the appropriate boxes.
  9. If you would like to display the speaker notes, leave the option checked. Otherwise, remove the checkmark.
  10. Click Web Options for more options to choose from. While there are many options there, none of them are incredibly important for you at this point. It is suggested, however, that you at least browse through these.
  11. If you have clicked Web Options, click OK or Cancel to close that window.
  12. Under Browser Support, choose which browsers you would like the PowerPoint to be read in. The second option, Microsoft Internet Explorer or Netscape Navigator 3.0 or later, is suggested. The first option will only work in Internet Explorer, and the last option has extremely large files. The middle option will cover all normal users.
  13. Once you have made these adjustments, click Publish
  14. It will now save your PowerPoint as a Web page. It saves both an .htm file and a folder of other files. It is important that the file and folder remain together at all times since the main file will not open without its' supporting files. When linking to this file, always link to the main .htm file.

N. PowerPoint Specifications for Hymns and Choruses:

It is very important that you follow these specifications whenever you are creating PowerPoint slides for Hymns and Choruses to be used on campus. You will find a list of specifications as well as a few examples for you to follow. If you have any questions, please feel free to contact Media at mediadept@olivet.edu.

Specifications:

  1. Always use a black background with white text. (see below)
  2. The text should be in Arial font, size 48, and should be bold. (see below)
  3. The title of the song should be underlined. (see below)
  4. Limit your slides to between four and six lines of text per slide. (This means that you may have to put a song on more than one slide) (see below)
  5. Never allow just one word to wrap to a new line. If the line does wrap, try to even the distribution of the words so that the top line is slightly longer than the bottom line.
  6. Make sure to use exact spelling, punctuation and capitalization as it appears in the written music.
  7. Always capitalize the word You if referring to God, Jesus, or the Holy Spirit.
  8. The first word of every line should be capitalized.
  9. Place a blank black slide between each song and at the beginning and end of the PowerPoint. (see below)
  10. If you know that the worship leader will repeat the song, and it is on one slide, place a "(repeat)" underneath the song text.
  11. If you know that the worship leader will repeat the song (or part of the song), and it is on more than one slide, copy and paste the repeated slides at the end of the song. You should never have to go back to find a part of a song.
  12. Make sure that the top words of the second slide are even with the top words of the original slide, not even with the title. (see below)
  13. Verify that the words, spelling, capitalization etc., are accurate before submitting it for use.
  14. For clarification, view the slides below or look at an actual PowerPoint example: hymns.ppt

This page created by the assistant to the director of
media and technical support.  If you have any questions,
call (815) 939-5234 or e-mail mediadept@olivet.edu.
Last updated 02/25/03