MS PowerPoint 2003 – Tutorial

Displaying the grid

Working with a presentation in MS Word

Adding a comment

E-mail a presentation

More into other Masters

Cropping pictures

Editing images

Image control

Creating a hyperlink

Creating a custom slide show

Set up a slide show

PowerPoint shortcuts

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Displaying the Grid

The grid helps you place objects in slides. Whenever you insert, move, or resize an object, it
will automatically be snapped to the grid by PowerPoint, even if the grid is not displayed.

To show the grid click on the Show/Hide Grid button on the

Standard toolbar.

Note:
If you want to be able to position an object on a slide without
having PowerPoint snap the object to the grid, press and hold
down the Alt key on the keyboard as you add, move, or resize
the object.

Working with a presentation in MS Word

You can send your presentation to MS Word and

work with it as a Word document.
This is very useful when you want to print the
presentation as a handout.

After saving the presentation, go to File > Send To >

Microsoft Word.

From Send To Microsoft

Word dialog box choose a page layout and click OK.

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Microsoft Word opens and your presentation
appears as a Word document with the layout
previously specified.

Notes:
You can treat your presentation like any Word
document.

Adding a comment
You can insert comments inside your presentation. A comment can be a note, an explanation
or a reminder.

To insert a comment go to the slide you want to insert a

comment to and choose Insert > Comment.

The Reviewing toolbar appears, as well as a yellow box,

displaying your name and the current date.

Type the comment you want to add, and then click outside
the comment box to hide it.

The comment now is minimized. You can only see a little box
containing your initials and the number of the comment.

To view your comment places your mouse over

the little box.
Now if you move the mouse pointer away from
above the comment, it will be hidden.

Notes:
-To edit a comment, double click on the little box that represents your comment, and when
you are done, click outside the box.
-To delete a comment, click on it and press the DELETE button on your keyboard.

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Email a Presentation
You can e-mail a presentation from MS PowerPoint. Before you can do this, an email
program such as Microsoft Outlook must be set up on your computer.

Click on the E-mail (as Attachment) button on

the Standard toolbar, or go to File > Send To
> Mail Recipient (as Attachment).

If Choose Profile dialog box appears, click

OK to close it.

A window appears for the e-mail message with the

name and size of the presentation displayed in the
Attachment area.
Type in the address(s), the subject, and the
message body, then click Send to send the
message.

Note:
The recipient must have PowerPoint 2000 or a later version of PowerPoint installed to open
the file.

More into other Masters

You can change the style of all slides in the presentation by changing the properties on the
Slide Master. PowerPoint provides three other Master features: Title Master, Handout
Master, and Notes Master.

The Title Master

Just like the Slide Master, you can use the Title Master to make changes affect the

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Title slides.

Go to View > Master > Slide Master. The Slide

Master view appears.

Now you can edit either normal slides (Slide Master)

by clicking on the first slide in the outline, or the Title
slide (Title Master) by clicking on the second.

All the changes you make in this view will affect all
the Title slides throughout the presentation.

The Handout Master

You can prepare hard-copy handouts from your PowerPoint slide presentation where you can
print up to nine slides on the same page. Using the Handout Master you can edit the format
of your handouts and insert additional information, such as a company logo.

To view the Handout Master and its toolbar, go

to View > Master > Handout Master.

You can modify the layout of the handout.

The Handout Master toolbar can be very
helpful in designing the format of the
handouts.

The Notes Master

You can include a space for your slide notes. Each page contains a picture of the slide below
which you have the slide notes. The Notes Master view allows you to edit the information on
this page.

To view the Notes Master, go to

View > Master > Notes Master.

Notes:

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At any time, if you delete one of the placeholders (date, page number, footer…) and want to
have it back, go to Format > * Master Layout.
Where * can be Master, Title, Handout, or Notes.
Cropping pictures
If you insert a picture and only want a specific part of it,
then you can crop it.
After selecting the picture, click on the Crop button from
the Picture toolbar.

Note: if the toolbar does not appear right-click the picture

and select Show Picture toolbar.

The round, white fill handles surrounding the picture will

change into solid-black fill handles. Each one of these can be
used to “squeeze” the edge of the picture inwards so that less
area of the picture shows. The fill handles can be controlled by
clicking and dragging.

When you’re done cropping the image, click on

the Crop button again.

Note:
Cropping a picture only reduces the parts of that picture that are visible. It has no effect on
the scale of the picture.

Editing images
Additional control of images can be applied using the Picture toolbar. Two of the attributes
of an image that can be controlled are
Brightness and Contrast.

After selecting the picture, you can use the

More/Less Contrast and More/Less
Brightness buttons on the Picture toolbar.

Note: if the toolbar does not appear right-

click the picture and select Show Picture
toolbar.

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Image Control

The Image Control / Color command provides four options to

change the way a picture looks.
After selecting the picture, click on the Image Control / Color
button on the Picture toolbar to choose one of the four available
options.

Automatic: returns the picture to its default color.

Grayscale: uses shades of gray.

Black & White: creates a monochrome image. Uses only the colors black and
white.

Watermark / Washout: creates a faded effect for a background.

Note:
A watermark could be used on every slide of the presentation as a background. It is
particularly used with logos. To place a company logo, for example, on each page of a
presentation, go to View > Master > Slide Master, and insert the picture there.

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Transform it into a watermark from the Picture toolbar, and do the same for the Title
Master.
Creating a Hyperlink
You can link a file or a webpage on your computer or on the internet by creating a hyperlink
inside your PowerPoint presentation.

This way you can quickly display the file or Web page connected to the hyperlink during the
slide show.

To open a hyperlink, simply click on it during the

Slide Show.

To insert a hyperlink, highlight the text or click on the

object you want to link to another file or Web page and
then click on the Insert Hyperlink button from the
Standard toolbar.

The Insert Hyperlink dialog box appears.

Now click on Existing File or Web Page.

To create a hyperlink to a file on your computer,

select that file. Otherwise, to create a hyperlink to a
Web page, type the FULL address of that page in
the Address box.

Click OK to create the hyperlink.

When the hyperlink is created, the text in the slide

becomes colored and underlined. Click on any empty
space in the slide to deselect the text.

Notes:
- Once you type an address of a webpage, it will be automatically changed into a hyperlink
once you press the SPACE BAR or the ENTER key.
- To remove the link from an object, highlight it, right-click, and choose Remove Hyperlink
from the menu. If you want to delete the whole object, highlight it, and press on the
DELETE button on the keyboard.

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Creating a Custom Slide Show
Creating a custom slide show allows you to include only some slides, or even reorder your
slides to suit specific audiences without changing the sequence of slides in the original
presentation.

Go to Slide Show > Custom Shows. The Custom

Shows dialog box appears.

Click the New button to create a custom slide show.

The define Custom Show dialog box appears.

In the “Slide show name” text box type a name for

the custom slide show.

To add a slide to the custom slide show, select it and

click the Add button (or you can simply double click
its name). To remove a slide from the custom slide
show, select it and click the Remove button (or
double-click its name).

To change the order of the slides in a custom slide show, select the
slide you want to move and click on one of the Move buttons.

When you finish creating the custom slide

show, click OK to confirm your changes.

The name of the custom slide show you

created appears in the Custom Shows box.

Notes:
- From one presentation you can create many custom slide shows. For example, you may
want to use a presentation of a chapter in a book to create a detailed custom slide show to
your students and a shorter custom slide show for your fellow faculty members.
- To view, edit or delete a custom slide show, go to Slide Show > Custom Shows, select its
name from the Custom Shows dialog box, and click on the Show, or Edit, or Remove
button consecutively.

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- The slides in the custom slide show are automatically updated when you make changes to
the original presentation.

Set up a Slide Show

You can set up how you want to present a slide show. You can deliver the slide show or allow
the audience to browse it.

Go to Slide Show > Set Up Show. The Set Up Show

dialog box appears.

To specify how the slide show will be presented, click

on one of the Show type radio buttons.

From the Show options section, you have some other

options of controlling the slide show. You can also
control the default color of the pen if it is used during
the slide show.

Note: if the “Browsed at a kiosk” option is chosen

from the previous step, the “Loop continuously
until ‘Esc’ ” option will automatically be selected
here.

From the Show slides section, you can specify which

slides you want to include in the slide show.

From the Advance slides section, you can specify how

you want to advance through the slides.

The Multiple monitors section is used to control a

slide show presented using a multiple monitor display
system.

Check the “Use hardware graphics acceleration”

option from the Performance section to have the
computer tries to improve the performance of the
slide show (if it supports hardware graphics
acceleration).

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This could be useful when you have complex graphics or animations in your slide show.

You can also change the screen resolution PowerPoint will use to display the slide show.

Note: the Tips button opens the Microsoft

PowerPoint Help document, and it gives
you some tips and hints on improving the
performance of your slide show.

Notes:
- If you want to deliver the slide show to the audience, select the
“Presented by a speaker” option
- If you want the audience to browse the show, select “Browse by an Individual” option.
- If you want the show to be automatically delivered in a shopping mall, select the “Browsed
at a kiosk” option.

PowerPoint Shortcuts

PowerPoint contains many shortcuts that can help you conduct your presentations more
smoothly and efficiently. The most effective of these are keyboard shortcuts which enable
users to perform commands by pressing keys rather than selecting options from the drop-
down options.

A useful selection…

Shortcuts using function

keys…

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Hotkeys when
running a slide
show…

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