This worksheet will help you to produce a PowerPoint presentation ...

Using PowerPoint to Make a Presentation (ECDL compatible) 

This worksheet will help you to produce a PowerPoint presentation. Please save 

your presentation to the H: drive regularly as you work through the presentation. 

Open a PowerPoint application by selecting 

Start > Programs > Microsoft Office > Microsoft Office PowerPoint 2003 

A blank PowerPoint template document will open 

PowerPoint comes with a variety of templates but 

you can also create your own. Starting from a blank 

design you can apply backgrounds and colour 

schemes and different layouts, font styles and 

graphics/art. 

We will now look at creating a master slide for your 

presentation. A master slide allows you to create 

your own template design and apply it to the 

whole of your presentation. 

To create a master slide select 

View > Master > Slide Master 

The slide master view will then open. 

1. Applying a design to your presentation 

Now you can apply a design for the template and add colour and animation 

schemes from the options given in the top right corner 

(shown right). You will need to select Design from the top 

toolbar. Adding animations and slide transitions will be 

looked at later. Apply a template from the list by clicking 

on a colour scheme available in the list and see how it 

changes your slide master. This will be the design for the 

whole of your presentation. 

h:\newterm\new workbooks\ppsolo.doc 

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Wednesday, 20 June 2007

Once you have tried several different designs and decided which one to use and 

have finished applying colours and backgrounds return to your presentation by 

selecting View > Normal 

You can now start entering text into the text boxes on your slides. 

2. Adding text to a slide 

The Title Slide layout contains text boxes for a title and a subtitle. 

a. Click in the Title text box. A thick grey border appears around the text box 

indicating that it is selected. 

b. Type Presentations as a title for your presentation. 

c. Click the Subtitle text box and type your name as a subtitle for your 

presentation. 

3. Adding another slide 

a. Click the New Slide button on the Common Tasks 

toolbar. 

b. A new slide will appear. It will choose Title and Text as the next appropriate 

slide, though you could choose a different slide from the panel on the right, stick 

with this one for now. 

c. Now type Slide Types in the title line and add the following text for the bullet 

points putting each on a separate line: Building by bullets, Text only, Clip art, 

Scanned images, Charts 

4. Adding a title only slide and creating a text box 

Sometimes, you may want to add text to a slide without using a built-in text box. 

For example, you may want to type a label for a drawing, or you may want to 

add text to a blank slide layout. In PowerPoint, you can add your own text boxes 

to any slide using the Text Box tool on the drawing toolbar. 

a. Click the New Slide button on the Common Tasks toolbar again and this time 

choose the slide titled Title Only on the top row. 

b. For the Title type Text Only 

c. On the drawing toolbar at the bottom of the screen, click the Text Box 

button. The pointer will change to a cross. 

d. Click on the slide where you want to place the text. A small text box will 

appear. 


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e. Type the following italic text into the text box and notice as you type, the box 

will expand to fit the text 

Make up your notes, design the slides and put them in order. Remember not to 

put too many words on one slide. 

f. After you finish typing, click outside the text box. The border around the box 

will disappear. The text may appear to go off the slide and across the screen, so 

you will need to resize the text box to fit it onto the slide. 

5. Resizing a text box 

You can also resize the text box. The grey border that appears around an object 

when you select it has square handles on its corners and on its sides. These are 

called selection or resizing handles. You can click and drag these handles to 

resize text boxes. 

a. Click the text box to select it. A grey border will appear around the text box. 

b. Place the pointer on a resizing handle (The circles on the text box border). 

The pointer will change into a two-headed arrow. 

c. Hold down the mouse button and drag the resizing handle until the box fits on 

the slide. Drag outwards to make the box larger. Drag inwards to make the box 

smaller. 

You can also resize the box so the height and width change at the same time, 

click on a corner handle and drag the box. 

6. Moving a text box 

If you don't like where a text box is positioned on a page, you can move it to a 

new location. First you select it, and then you move it. 

a. Click the text box created above. A thick grey border will appear around the 

text box. 

b. Place the pointer on the border. The pointer will change into a four-headed 

arrow. 

c. Hold down the mouse button and drag the box to the new location.then 

release the mouse button 

7. Copying a text box 


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a. Click the text box to select it. 

b. Place the pointer on the box's border and right click. 

c. Select Copy Here from the drop-down menu. 

d. Right click again, and then click Paste. A copy of the text box is now pasted on 

top of the original box. You won’t see it because it is placed perfectly on top of 

the other, but it is there. 

e. Click and drag on the border of the new text box to move it to the location 

you want. 

8. Deleting a text box 

You can delete your text boxes using the Delete key on your keyboard. 

a. Click the text box to select it. A grey border will appear around the text box. 

b. Click the box's border. The insertion point will disappear from the text box. 

c. Press the Delete key on your keyboard. The text and the border both 

disappear. The entire text box is deleted. 

9. Adding a clip art slide 

a. Add a new slide and choose Title only as the slide you want. We will be using 

this slide a lot from now on. 

b. Click in the Title box and type Clip art then click outside the box to deselect 

it. 

You can add clip art to any slide using the Insert button on the Standard Toolbar. 

Try adding a cartoon image to your 3 rd slide. 

b. Click on the Insert menu and select Picture then Clip Art… A clip art box 

appears on the right hand side of the screen. 

c. It has a search facility so click in the search box and type person and then 

click on an image that appears below to choose an image. 

f. The image is inserted on your slide. You can drag the image to the appropriate 

size and position using the mouse 

10. Adding your own works of art 

You are not restricted to using clip art or pictures from the Clip Art gallery. 

PowerPoint lets you insert images from other sources. 


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Let's say you've used a digital camera to create an amazing picture for your 

presentation, and you want to insert it into your PowerPoint presentation. Here's 

how to do it: 

a. Add a new slide and choose Title only as the slide you want. 

b. Click in the Title box and type Scanned Image then click outside the box to 

deselect it. 

c. Click the Insert menu, point to Picture, and then click From File. The Insert 

Picture dialog box will appear. 

d. In the Look in box, find the S drive and folder 

hsc then the folder STUDENT then the one called 

matt or person, you have a choice. This is where 

the artwork is located. (S:\hsc\STUDENT\matt) 

c. Double click on the one you want to use and the picture will be inserted onto 

your slide. 

The picture will need to be resized so resize the picture as you did with the text 

box using the handles at the edge of the picture. 

11. Adding a slide with a chart 


b. Click in the Title box and type Chart then click outside the box to deselect it. 

Please note: The chart facility is not as comprehensive as the one in MS Excel 

so I recommend designing your chart in Excel and copying it as a picture into 

your slide. If you wish to see an explanation of how to paste a chart from 

Excel then go to section 12. Otherwise carry on: 

c. Click the Insert menu and then click 

Chart…. 

When you insert a chart, a sample data sheet and corresponding bar chart will 

appear on your slide. PowerPoint has included some sample data in the first four 

columns. The bars in the chart are the graphical representation of the numbers 

in the data sheet. Notice how a higher number in the data sheet results in a 

taller corresponding bar. 

To create your own chart, you can replace the data in the sample data sheet with 

your own. Try adding a number to the chart to see how it changes the 

corresponding bar on the chart. 


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Note: If the datasheet is not visible double click on the chart and it will 

reappear. 

a. On the data sheet, click in the first row of column A. 

b. Type in the number 50, then press Enter. The corresponding bar on the chart 

increases in height. 

c. Try adding other numbers into the data sheet to see how they affect the bars 

After you've finished entering data, exit the work window by clicking anywhere 

outside the chart or the data sheet. The data sheet will disappear. 

If you need to make any revisions to the chart, double-click the chart and the 

data sheet will appear again. 

If the data sheet doesn't appear after you double-click the chart, click the View 

Data Sheet button on the Standard Toolbar. 

12. Inserting a chart from MS Excel into a slide 

If you are happy with using the chart feature in MS PowerPoint then you can go 

to section 13, If you skipped the above section then carry on here 

a. Create a chart in MS Excel using the chart worksheet and save it onto your H: 

drive or use the chart already prepared for you. 

b. Make sure you have the slide titled Chart open on the screen 

c. Insert a text box into the slide as you did before and ensure a flashing 

cursor is in the box 

d. On the Insert menu, click Object and then click on Create from file. 

e. Click Browse to select from a location. Find the S drive and the folder hsc 

then the folder STUDENT then the file you want is called chart, you have a 

choice. This is where the artwork is located. (S:\hsc\STUDENT\chart) Select the 

file and then click the OK button 


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f. To create a linked object, select the Link check box. 

Note When you create a linked or embedded object from an existing Microsoft 

Excel workbook, the entire workbook is inserted into your slide. Only one 

worksheet is displayed at a time. To display a different worksheet, double-click 

the Excel object, and then click a different worksheet. 

This might seem complicated but does give you more chart options. 

13. Adding a slide with a table 


b. Click in the Title box and type Table then click outside the box to deselect it. 

c. Click the Insert menu and then click Table. 

This box will appear so that you can select how many 

columns and rows to have in your table. Select 2 columns 

and 2 rows when you have decided. 

A table will appear in your slide. Click in the boxes and fill 

in some text, make it up or just put a list of things you want to do. You can make 

changes to see how it affects the table. Also try merging and splitting cells. 

Once you have inserted your table this box will appear which allows you to add 

more rows and columns, merge cells and change the colour and text distribution. 

14. Moving from slide to slide 

From the list on the left of your PowerPoint screen select the slides 

you want to look at by clicking on them with the mouse. 

15. What are the Other Views? 

In PowerPoint you can view your slides in 4 different views. We 

have been working in the Normal View, but you can also look at 

your slides in Slide Sorter, Slide Show and Notes Pages. 

You can change the view from the top tool bar by selecting view and 

then the view that you would like, or 

by using the 

buttons in the bottom left of the 

screen. 


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Normal View 

Normal view, with 

either Slides (left) or 

Outline (right) 

selected. 

In normal view you 

can design and edit 

slides 

Slide Sorter View 

In Slide Sorter View you can reorder slides and apply 

slide design and animations, which we will cover 

later. 

Slide Show View 

Slide show view displays your slides as a 

presentation. This lets you see what it all 

looks like when put together. 

Notes Page 

In the Notes Page view you can write notes to 

accompany each slide. This means that you 

can print it off so that when you do your 

presentation you can have a copy of the slide 

and your notes on the same page. 


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16. Presentation Effects: Animation 

Please note: Save your presentation at this point if you have not already done 

so. 

Slide Animation 

Once you have created your presentation you can also add animations to the text 

on your slides by using the custom animation option from the slide transition 

drop down menu. Here you can add motion paths, entrance and exit styles and 

emphasis. 

Select the element on the slide that you would like to animate for example; title 

text or bulleted text 

a. Click on the Slide Show menu and then select the 

Custom Animation option 

b. In the Custom Animation task pane on the right 

hand side of the screen click Add Effect and select the 

effect that you would like to apply, and then select 

More Effects. 

c. Select an effect (a preview of the effect will be shown if the Preview Effect 

box is ticked) and then click OK. The animation effect will appear in the list in 

the Custom Animation task pane. 

d. To alter effect options click on the drop down menu arrow and select 

Effect Options 

e. Experiment with these options until you are happy with the results. 

If you would like to see examples of PowerPoint animations go to the following 

website: 

http://pptheaven.mvps.org/tutorials.html#SBSA 

Remember to keep your animations simple so that your presentation viewers 

listen to what you are saying, rather than watching your presentation 

animations. 

Don’t just read out your slides, they are there for clarification for your audience 

and don’t forget above all don’t rush. 

17. Presentation Effects: Slide transition 

Slide Transitions are the way in which the slides appear on the screen. 

You can apply a slide transition to your master slide, or create one for each slide, 

or apply to all slides. 


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a. Select Slide Show from the Standard Toolbar and then select Slide 

Transition. 

The column on the left will be displayed. From this you can 

select what sort of transition you would like and whether you 

want to apply it to all the slides or just one. Once you have 

chosen a transition you can set the speed and add sounds. You 

can also set the trigger for the slide transition. 

b. In the Slide Transition task pane click an effect (a preview 

of the effect will be shown) and the speed. Click Apply to All 

Slides. 

You can now view your presentation 

Remember to have Slide One selected before you click here or it 

will start from the current slide! 

Select Slide Show from the menu bar and then choose view 

show 

To advance through the presentation click either the left mouse 

button, or press 

the space-bar or the right arrow key. The left arrow key will 

take you back. 

Press the escape key (Esc) to exit your presentation at any point 

18. Deleting a built in text box 

If you want to delete a built-in text box (one that came with the original slide), 

you need one additional step more than an ordinary text box. 

1. Click the text box to select it. 

2. Click the box's border and then click the Delete key. The text disappears, but 

the border remains. 

3. Click the border again and press the Delete key. The entire text box is 

deleted. 


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This worksheet will help you to produce a PowerPoint presentation ...

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