How to Use PowerPoint XP

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Note: PowerPoint XP is part of the Microsoft Office XP. Many of the basic directions for PowerPoint are the same as the directions for Microsoft Word. See the “How to Use Microsoft Word” for help with these basics.

How to Start PowerPoint

1. Login using your login name and password.

2. Double click on the PowerPoint icon.

3. PowerPoint will start.

How to Start a New PowerPoint Presentation

1. When PowerPoint starts, a blank slide show appears.

2. Click on “Blank Presentation” in the box on the right.

3. A box of slide layouts appears on the right. Click on the slide layout you want for the first slide.

1. Click on FILE at the top of the screen and choose NEW

2. Click on “Blank Presentation” in the box on the right.

3. A box of slide layouts appears on the right. Click on the slide layout you want for the first slide.

How to Open an Old PowerPoint Presentation

1. When PowerPoint starts, a blank slide show appears.

2. A box appears on the right. Click on the “More Presentations” folder.

3. Open the proper folder and find the presentation icon of the slide show you want to open. Double click the presentation icon.

1. Click on FILE at the top of the screen and choose OPEN.

2. Open the proper folder and find the presentation icon of the slide show you want to open. Double click the presentation icon.

How to Choose a Slide Layout

1. After choosing “Blank Presentation” or after choosing a new slide, a slide layout box appears on the right of the screen.

2. Choose the slide layout you want for that slide. Click on the layout.

1. Choose FORMAT at the top of the screen. Click on SLIDE LAYOUT.

2. A slide layout box appears on the right of the screen.

3. Choose the slide layout you want for that slide. Click on the layout.

How to Add a New Slide

1. Click on INSERT at the top of the screen. Click on NEW SLIDE.

1. Click on the “New Slide” icon (the card with the starburst in the upper right corner of the screen).

How to Move From Slide to Slide

1. In single-slide view, find the slide you want in the box to the left of the screen. Click on the slide you want to view.

2. In the multi-slide view (see below), click on the slide you wish to view.

How to Change to the Multi-Slide View

1. Find the small icons in the lower left of the screen.

2. Click on the icon with the 4 small squares. The multi-slide view will appear.

How to Run the Slide Show (from the Beginning)

1. Click on SLIDE SHOW at the top of the screen. Click on VIEW SHOW.

2. The presentation will run starting with slide #1.

How to Run the Slide Show (from the Slide on the Screen)

1. Find the small icons in the lower left of the screen.

2. Click on the last (right) icon.

3. The presentation will run starting with the slide you were viewing.

How to Stop the Slide Show

1. Right click the mouse anywhere on the screen.

2. Click on END SHOW.

How to Add a Background to a Slide

1. Click on FORMAT at the top of the screen.

2. Click on BACKGROUND. The backgrounds box appears.

3. Click on the small down arrow.

4. Choose the color you want or click on “more colors” or “fill effects” for more choices.

5. Click on APPLY to add background to your slide.

6. Click on APPLY TO ALL if you want to add the background to all your slides.

How to Add a Design Template (Background) to Your Slides

1. Click on “Design” in the tool bar at the top right of the screen.

2. The list of design templates appears on the right of the screen.

3. Choose the design you want and click it.

4. The design will appear on all your slides.

5. NOTE: You can not put a different design on each slide.

How to Add a Picture to a Slide

1. Click on INSERT at the top of the screen.

2. Click on PICTURE.

3. Click on CLIP ART to choose pictures from the clip art files.

4. Click on FROM FILE to choose a saved picture from your files.

5. Find the picture you want. Double click the picture.

6. The picture will appear on your slide.

7. NOTE: Pictures can also be copied from other places and pasted onto a slide.

How to Add Autoshapes to a Slide

1. Click on INSERT at the top of the screen.

2. Click on PICTURE.

3. Click on AUTOSHAPES to choose shapes from the computer files.

4. Click on the type of shape you want. A shapes list appears.

5. Double click on the actual shape you want.

6. The AutoShape will appear on your slide.

How to Add Word Art to a Slide

1. Click on INSERT at the top of the screen.

2. Click on PICTURE.

3. Click on WORD ART. The list of Word Art choices appears.

4. Double click on the type of Word Art you want.

5. Type in the words you want to put on your slide and click OK.

6. The words you typed will appear on your slide.

How to Add Text to a Slide

1. Click on INSERT at the top of the screen.

2. Click on TEXT BOX.

3. On your slide you must draw the text box.

a) Put the cursor where you want the words to start.

b) Hold the mouse button and drag the mouse down and to the right.

c) When the box is the right shape, let go of the mouse.

d) NOTE: The computer shows only the first line of the box. As you type it gets longer.

4. Choose the font, text size, color, etc. you want.

5. Type in the text you want.

How to Add Sounds to a Slide

1. Click on INSERT at the top of the screen.

2. Click on MOVIES AND SOUNDS.

3. Click on SOUNDS FROM GALLARY to choose from the computer sound list.

4. Click on SOUNDS FROM FILE to choose saved sounds from your files.

5. Find the sound you want to use. Double click on the sound icon.

6. The computer asks if you want the sound to play automatically. Click YES if you do. Click NO if you want the sound to play only with a mouse click.

7. The sound will appear on your slide. (You will see a sound icon.)

How to Add Movies to a Slide

1. Click on INSERT at the top of the screen.

2. Click on MOVIES AND SOUNDS.

3. Click on MOVIES FROM GALLARY to choose from the computer movie list.

4. Click on MOVIES FROM FILE to choose saved movies from your files.

5. Find the movie you want to use. Double click on the movie icon.

6. The computer asks if you want the movie to play automatically. Click YES if you do. Click NO if you want the movie to play only with a mouse click.

7. The movie will appear on your slide. (You will see a the first frame of the movie.)

How to Resize and Object on a Slide

1. Point the mouse to the object and click one time.

2. Handles will appear around the object.

3. Use the handles to resize the object (larger or smaller).

How to Animate Objects on a Slide

1. Right click the object to animate. Click on CUSTOM ANIMATION.

2. The animation screen will appear to the right of your slide.

3. Click on the ADD EFFECTS tab.

4. Select the type of effect you want (Entrance, Emphasis, Exit, or Motion Path).

¨ Entrance – how an object comes onto a slide.

¨ Emphasis – makes an object move slightly so readers notice it.

¨ Exit – how an object goes off a slide.

¨ Motion Paths – how an object moves from one place to another on a slide.

5. Choose the animation effect you want.

6. Click on the PLAY button at the bottom to see the animation work.

7. NOTE: You may choose more than one effect for any object.

How to Modify (Change) an Animation Effect

1. Right click on the object you want to change. Choose “Custom Animation.”

2. The animation appears to the right of the slide.

3. Find the animation you want to change in the box on the right (in the middle.)

4. Click on the small arrow beside the animation name.

5. Choose EFFECT OPTIONS. A box appears on the screen.

6. Change the options you want to change. (The list is different for each effect.)

7. Click OK to keep your choices.

8. NOTE: EFFECT OPTIONS includes adding sound to an animation

How to Change the Timing of an Animation on a Slide

1. Right click the object to animate. Click on CUSTOM ANIMATION.

2. The animation screen appears to the right of the slide.

3. Find the animation you want to change on the animation screen. Click on the small arrow beside the animation name.

4. Click on the TIMING button. A box appears with several options.

5. For START, click on the arrow in the START box and:

¨ Choose “On Click” if you want the animation to wait for a mouse click.

¨ Choose “With Previous” if you want the animation to happen at the same time as the one before it.

¨ Choose “After Previous” if you want the animation to happen after the one before it.

6. For DELAY, set the number of seconds you want the computer to wait before the animation runs.

7. For SPEED, set how fast the animation runs. (5 choices)

8. For REPEAT, set how many times the animation runs

9. Click OK to keep your choices.

How to Change the Order of Animation on a Slide

1. Right click the object to animate. Click on CUSTOM ANIMATION.

2. The animation box will appear to the right of the slide.

3. In the animation box, click on the animation you want to move.

4. Find the “Reorder” arrows below the box.

5. Click on the UP arrow to move the animation up the list. Click on the DOWN arrow to move the animation down the list.

6. Click OK to keep your choices.

How to Add Sounds and Movies to the Animation Order

1. When you insert a sound or movie, the computer asks if you want the sound or movie to play automatically. Answer YES.

2. Right click on the sound or movie object.

3. The animation screen appears to the right of the slide.

4. Find the sound name or movie name on the animation screen. Click on the small arrow beside the name.

5. Click on EFFECT OPTIONS. The Play Sound or Play Movie box appears.

6. Choose the effect options you want from the list.

7. NOTE: “Hide While Not Playing” hides the sound icon or movie box on your slide. The movie box appears only when the movie is playing.

8. Click on the TIMING tab at the top of the Play Sound or Play Movie box.

9. Choose the timing options you want. (See the Timing instructions above.)

10. Click OK to keep your choices.

How to Create Slide Transitions

1. NOTE: It is wise to finish making all your slides before setting up transitions!

2. Click on the slide you want to have a transition (or start at slide #1).

3. Click on SLIDE SHOW at the top of the screen. Click on SLIDE TRANSITIONS.

4. The transitions box appears to the right of the slide.

5. Click on the transition you want.

6. Choose the speed of the transition (slow, medium, fast, etc) in the Speed box.

7. IF you want a sound, choose the sound you want in the sound box.

8. IF you want the slide to change automatically, click on the “AUTOMATICALLY” button in the advance slide box. Also type in the number of seconds the slide should stay on the screen before changing.

9. Click APPLY TO ALL if you want your choices to happen to all your slides.

How to Make a Slide Show Loop (Run Continuously)

1. Be sure all animations and slide transitions are set to run automatically. (No mouse clicks are needed.)

2. Click on SLIDE SHOW in the tool bar at the top of the page. A box pulls down.

3. Click on SET UP SHOW. Another box appears.

4. Click on LOOP CONTINUOUSLY UNTIL ‘ESC’.

5. Click OK to keep your choices.

6. When the slide show is run, it will repeat over and over until ESCAPE is pressed.

How to Find Other Directions

1. PowerPoint can do many more things.

2. To find other directions, point to HELP at the top of the screen and click the left mouse button. Click on “Contents and Index”. The on-screen instruction book appears.

3. You can:

a) Just read the instructions (but there are a lot of pages). Click on the CONTENTS tab at the top of the screen.

b) Look up a topic. Click the INDEX tab at the top of the screen and click on the topic you want to read. You may now read about that topic.

c) Search for information on what you want to know. Click the INDEX tab at the top of the screen and type in the subject you want help with. Then click DISPLAY.

4. To close the HELP box, click on the X symbol in the top right corner of the instruction box. The instructions disappear.

NOTE: You can also get help from the Office Assistant (the little paper clip guy). Click on the question mark in the tool bar to make him appear. Click on his box and follow the directions.