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25 PowerPoint Tips
Microsoft's PowerPoint is a powerful presentation tool with which you can create professional slide shows. The following tips are my favorites for students in my online classes. For even more tips about PowerPoint, visit Microsoft's Office Web site: http://www.microsoft.com/office/powerpoint or search the Web for +PowerPoint +tips. To read an interesting article about PowerPoint, check out the following Web site: http://www.teach-nology.com/tutorials/powerpoint/ The tips below are divided into four categories: Tips 1-7 are basic PowerPoint tips for beginners. Tips 8-14 are tips for more advanced PowerPoint users. Tips 15-25 are tips to work with graphics. Finally, four extra tips have been added for when you are presenting your slide show in person.
NOTE that PowerPoint slide shows can be very big in file size. Be sure to compress graphics before saving your final slide show!
PowerPoint Basics
1. Basic Rules & Configuration
Use the PowerPoint Light Bulb to guide slide-show mechanics; be sure no light bulbs are remaining on any slides. To set the "light bulb" to preferred settings, go into the Tools > Options > Spelling & Style tab. Be sure the checkbox for "Check Style" is marked then click the "Style Options" button. Set the configuration for the following:
Case and End Punctuation tab: o [X] Slide title style: Title Case o [X] Body text style: Sentence Case o [ ] Slide title punctuation (no mark in this checkbox) o [X] Body punctuation: Paragraphs have consistent punctuation Visual Clarity tab: o [X] Number of fonts should not exceed 3 o [X] Title text size should be at least 36 o [X] Body text size should be at least 20 o [X] Number of lines should not exceed 6 o [X] Number of lines per title should not exceed 2
Then be sure your light bulb is turned on: In the Help menu, turn on the Office Assistant. As you are creating a slide, the light bulb may appear. If it does appear, you are breaking a rule for good slide show mechanics. Click on the light bulb to see the error. In many cases PowerPoint will fix the error for you if you allow it. When I score (grade) your PowerPoint slide show, I will deduct one mechanics point for each light bulb remaining in your show.
NOTE that PowerPoint slide shows can be very big in file size. Be sure to compress graphics before saving your final slide show!
Hold down the SHIFT key when drawing a line to get a perfectly straight line. Hold down the SHIFT key when drawing an oval to get a perfectly round circle. Hold down the SHIFT key when drawing a rectangle to get a square. Hold down the SHIFT key while clicking on the normal view icon to get the Master slide. Hold down the SHIFT key while clicking on the slide sorter view to get the handouts master. Hold down the SHIFT key while pressing Enter to get a blank line without a bullet. Hold down the SHIFT key to select multiple objects on a slide at the same time. Hold down the SHIFT key while resizing a graphic to retain the same proportions in the resized graphic. Hold down the SHIFT key while pressing F3 to change the case of letters.
Hold down the CTRL key while clicking the slide show view button when you are editing a slide show. This will open a preview window so you can see that slide in slide show mode. Hold down the CTRL key while dragging an existing Guide to create a new guide. Hold down the CTRL key while turning the wheel on the mouse to zoom in and out of the slide Hold down the CTRL key plus the HOME key to go to the first slide Hold down the CTRL key plus the END key to go to the last slide in your presentation CTRL + A (on the Slides tab) to select all objects CTRL + A (in slide sorter view) to select all slides CTRL + A (on the Outline tab) to select all text in your slide show
CTRL + B to apply bold formatting CTRL + C to copy the selected object CTRL + D to duplicate (make a copy of) the selected slide CTRL + E to center a paragraph CTRL + F to find text CTRL + G to open the grids and guidelines dialog box CTRL + H to replace text CTRL + I to apply italic formatting CTRL + J to justify a paragraph (full alignment) CTRL + K to insert a hyperlink CTRL + L to left align a paragraph CTRL + M to insert a new slide CTRL + N to create a new presentation CTRL + O to open an existing presentation CTRL + P to print a presentation CTRL + Q to quit PowerPoint CTRL + R to right align a paragraph CTRL + S to save a presentation CTRL + T to change the formatting of characters between sentence, lowercase, and uppercase CTRL + U to apply underline formatting CTRL + V to paste a cut or copied object CTRL + W to close a presentation CTRL + X to cut a selected objected CTRL + Y to redo or repeat an action CTRL + Z to undo the last action CTRL + Equal Sign to apply subscript formatting CTRL + SHIFT + Plus Sign to apply superscript formatting CTRL + Space Bar to remove subscript and superscript
4. Function Keys
Function Pressed Alone with SHIFT with CTRL with ALT Key Displays the What's This? or Office Assistant F1 Contextor the Help sensitive help Window Select a text box if the text F2 Save As inside is selected Change the case F3 of letters F4 Repeat the last Repeat the last Close the Close the
F5
action -orfind action Open the Look In list (if in help) Start the slide show from the beginning slide (or in file view, refresh the file list)
active Window
active application
F6
F7
F8
F9
F10
F11 F12
When more Move than one Move counter clockwise window is clockwise among panes of open, switch among panes normal view to the next window If window is not maximized, Find the next Check spelling allows you to misspelling move the window If window is not maximized, Macros allows you to size the window Toggles the Toggles the grid Minimize the guides on and on and off active window off Open the shortcut menu Maximize the Activate the Maximize the (same as rightapplication menu bar active window clicking the window mouse) Visual Basic Editor Save As Save Open
To insert the copyright symbol, enter (c) To insert the Trademark symbol enter (tm)
To insert the registered symbol enter (r) You can make your own special symbol shortcuts in Tools > AutoCorrect (copy from character map and paste into replace with...)
Use a traditional color scheme that has been proven to be easy on the eyes. Remember that the information in your slide show is more important than the colors. Information, not flashy colors, should attract your viewers' attention. Limit the use of animations. Excessive animations will distract your viewers' from the information in your slide show. If you choose to use animations, use the same types of animations on all slides--a professional slide show is not the time to see how many different animations you can use. Limit the transitions between slides. If you choose to use a transition, use the same transition between all slides. A professional slide show is not the time to see if you can use a different transition between every slide. Keep the slide show short, simple, and sweet. Concentrate on the message of the presentation rather than on the glitz available in PowerPoint. Create a title slide and a THE END slide in your presentation. Also, create a CREDITS slide if you use information or graphics other than clip art provided with PowerPoint. Using information or graphics without citing your source is considered plagiarism. Don't use multiple backgrounds. A professional slide show will be consistent. Don't use excessive graphics and text effects. A professional slide show will be subtle and will not detract from the message. Use sound and moving graphics only if the message of the presentation will be enhanced by it.
NOTE that PowerPoint slide shows can be very big in file size. Be sure to compress graphics before saving your final slide show!
7. Notes Pages
In an online classroom, we cannot give our presentation in person. As such, there is often additional information that should not be placed on a slide but should be disseminated to your audience. This additional information is the message you would give orally if you were to present your slide show in person. PowerPoint has a feature where you can place these extra notes--called Notes Pages or Speaker's Notes (depending upon the version of PowerPoint you are using). In order to receive full credit for your PowerPoint presentation, I will expect to see most Notes Pages with additional information on them.
To enter notes on a slide, type text in the pane below the slide. Graphics and other objects can also be placed on the Note Pages. To place graphics on the Notes Pages, you must be in Notes View (in the View menu, select Notes Pages). To print the notes pages, bring up the printing dialog window. Near the bottom of the window where it says, "Print What," select "Notes Pages."
Use Save As (in the File menu) and save your file using a different name. Insert a blank slide at the start of your presentation. If you are using the same graphic on several slides, don't insert the graphic on each of the slides. Insert it only once, then copy it from slide to slide. If you are using the same graphic on ALL slides, place the graphic on the master slide (in the View menu. Look again at each graphic and other objects in your presentation. Do they add to the presentation or are they simply "window dressing?" Consider reducing the size of the slide show by simplifying the extra effects. Remember: the information on your slides should not be overshadowed by the graphics and special effects.
NOTE that PowerPoint slide shows can be very big in file size. Be sure to compress graphics before saving your final slide show! Here is how to compress graphics:
1. Go to any slide that has a graphic on it--not an AutoShape from the Drawing Toolbar, but an inserted picture or clip art. 2. Right click on the graphic and choose "Format Picture" 3. On the Picture tab, click the COMPRESS button, which will open the "Compress Pictures" dialog box that you see to the right. 4. Mark "All pictures in document" in the "Apply to" section. 5. Mark "Web/Screen" in the "Change resolution" section. 6. Check both boxes in the "Options" section. 7. Click OK 8. Click OK again 9. Your slide show file should be up to 75% smaller now.
1. On the View menu, click Slide Sorter. 2. Select the slides you want to use. To select multiple slides, hold down CTRL and click the slides you want. 3. Copy the slides and paste them into Word (CTRL-C in PowerPoint and CTRL-V in Word). You'll only see the first slide in your Word document, but you can double click on that first slide to run the slide show.
16. Guidelines
CTRL + G will display the Grid and Guides dialog window where you can turn on one vertical and one horizontal guideline which can be dragged into position and used as an alignment aid. Press CTRL + G again to turn off the guidelines. Hold down the CTRL key while dragging a guideline to create additional guidelines.
17. Grid
CTRL + G will display the Grid and Guides dialog window where you can turn on the grid, which can be used as an alignment aid. Press CTRL + G again to turn off the grid.
Or to move objects in even smaller increments: Select the graphic, hold down the CTRL key, then simply press the UP, DOWN, LEFT, or RIGHT arrow keys to move the graphic in the desired direction.
1. Insert any AutoShape from the Drawing Toolbar. 2. Select the AutoShape. 3. On the Drawing Toolbar choose the down arrow next to the Fill button. 4. Select Fill Effects. 5. Click the Picture Tab. 6. Add the desired photo
NOTE that PowerPoint slide shows can be very big in file size. Be sure to compress graphics before saving your final slide show!
4. Avoiding Interruptions
When you are in the middle of the slide show, you don't want your computer to interrupt the presentation:
Disable screensavers. (Right click on the desktop, choose Properties, click the Screensaver tab, choose NONE). PowerPoint is supposed to disable any screensavers automatically, but it is wise to be safe and do it yourself. If you are using your laptop computer, disable any power saving features. Hide the arrow pointer (cursor) during your presentation. Right click on the screen, choose Pointer Options, then click on Hide Now or Hide Always. Hide Now turns off the pointer until you move the mouse. Hide Always turns off the pointer for the rest of the slide show.