PowerPoint 2011 Basics for Mac

PowerPoint 2011 Basics for Mac

PowerPoint 2011 Basics for Mac Training Objective
To learn the tools and features to get started using PowerPoint more efficiently and
effectively.

What you can expect to learn from this class

How to access and use PowerPoints Help Index

How to navigate Powerpoints new Ribbon interface
How to Open, Save, Close, and Print a new or existing PowerPoint presentation
How to access PowerPoints Templates
How to use the Master Slide to modify defaults
How to work with text in PowerPoint (color, font, size)
How to customize Bullets
How to create a Chart in PowerPoint
How to add Clip Art, pictures and other multimedia objects to a PowerPoint
presentation
How to change Backgrounds in PowerPoint
How to use Animations to apply special effects to individual slides
How to set a Transition between slides

Who should take this class

Any person with a basic knowledge of computers and is interested in learning how to use
Microsoft PowerPoint 2011 to create great presentations.

PowerPoint Tips and Shortcuts

Command-Z to Undo.
Command-S to perform frequent Quick Saves.
Home/End keys to get to a beginning/end of a line.
Command-C to Copy.
Command-X to Cut.
Command-V to Paste.
Command-B to Bold.
Command-I to Italicize.
Command-U to Underline.
Command-A to Select All.

Getting Started
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When you launch PowerPoint, by default, a blank presentation will load. You can also
bring up the Powerpoint Presentation Gallery through the File to allow you to select a
blank presentation, a template, or an existing presentation. For example selecting a
presentation template will bring up a preformatted presentation ready for you to begin
entering in content.

Online Help
Use the Help tool by clicking once on it
to display the Powerpoint Help where
you can browse for topics or search by
keyword.

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The New Interface of Powerpoint 2011

This version of Powerpoint introduces a new way to navigate through your tools to edit
your presentation: the Ribbon. Instead of toolbars, there is the ribbon with tools
reorganized into the various tabs.

There are the basic Tabs (Home, Themes, Tables, Charts, SmartArt, Transitions,
Animations, slide Show and Review) which have a default set of tools. Note that there
are only two toolbars that are embedded in the frame of the application, the Standard and
Formatting toolbars.

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PowerPoint Views

Slide Show
View

Normal View

Slide Sorter
View

The 3 buttons in the bottom left corner of the PowerPoint window help change how
information is displayed on the screen:

Normal View organizes the layout in three parts: outline on left, slide on right,
and notes section on bottom.
Slide Sorter displays miniature versions of a slide for changing the order,
transition and timing of your slide show.
Slide Show plays the slide show from the currently selected slide.

Slide Masters
Use the Masters feature in PowerPoint to help develop consistency in your presentation by
adding a new style/format to one slide and have it apply to all slides in the presentation.

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With the Masters feature you can:

Change the default typeface style and color for all slides in a presentation
Add a company logo, name, department or date to a presentation
Add headers, footers and notes to all slides in a presentation

To open Slide Master mode:

1. Go to View > Master > Slide Master (OR hold down the Shift key and click on
the Normal View button in the bottom left corner of the screen).
2. Click again on the Normal View button to exit Masters.

Saving
Save versus Save As: use Save to save a previously saved presentation; use Save As to save a
new presentation or to save a copy of the presentation under a different name.
1. Select Save As from the File menu.
2. Type in a name for the file in the Save Presentation As text box.
3. Click Save to save the file.
Save: Click once on the Save tool in the Standard Toolbar or press Command-S to
perform a quick save.

Undo
Click on the Undo tool or use Command-Z to reverse the last change.

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Navigating in PowerPoint
Use the Previous Slide /Next Slide buttons at the bottom of the vertical scroll bar or the
thumbnail list on the left side to move from one slide to the next. The Page Up/Page
Down keys will do the same thing. In addition, you can also click on a specific
thumbnail/list view of the slide in the left-hand column to open a specific slide.

Adding/Deleting Slides
To add a new slide:
1. In the Home tab, click on the
arrow for the dropdown menu
of the New Slide tool in the
Slides group.
2. In the layout theme menu,
select a layout thumbnail icon
to insert a new slide.

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NOTE: You can also go to Insert > New Slide in the menu bar. A
new slide will be added, but in order to change the layout you must
go to the Home tab and click on the Layout tool to bring up the
layout themes and select a new layout for the selected slide.

Themes and Templates

Themes are preformatted designs involving fonts, colors and
backrounds that can be applied to any existing presentation.
Templates are pre-formatted documents that are setup for users to begin their
presentation creation process without having to start from scratch.
Themes are preformatted styles for text coloring and backrounds that you can apply to
any existing presentation.
To change the theme of your presentation:
1. Click on the Themes tab and choose a theme from the gallery.
2. Click on the desired theme in the list to apply the change.

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To begin a new presentation with a template:

1. Click on the File menu and select New from Template.
2. In the presentation gallery select a design from either the Templates section or
the Online Templates section.
a. The Templates section contains a limited amount of locally installed
templates.
b. The Online Templates section contains a listing of predesigned
presentations under the topic Powerpoint Presentations that download to
your Mac.

3. Select a design and press Choose.

4. Your predesigned presentation will open ready to edit for your needs. Note that if
you choose a template from the online listing, Powerpoint will ask you to agree to
terms for using online resources and then the template will download and open,
ready to edit and use.

Working with Text

To add text to a PowerPoint slide, click once where you see Click to Add Title/Text or
highlight existing text and begin typing. Click outside of the text box when you have
finished typing.

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To add an additional text box:

1. Click on the Insert menu and select Text Box.
2. Click and drag on the slide to draw a text box.
3. Begin typing in the text box to add text.
OR
Click on the Text tool in the Home tab and select Text Box. Click and drag on
the slide to create a text box. Begin typing in the text box to add text.
Use the Return key when you want to end short lines, or create blank lines.
Tips for using text:
Be clear and concise
Use Bullet Points to list items
Consider your audience
Modifying Text:
Double-click on a word to select it.
Triple-click to select an entire paragraph.
To select everything on a slide: Go to Edit > Select All or press Command-A.

Cut/Copy and Paste in Documents and Between Programs

Use the Cut/Copy and Paste capability to move and copy text and graphics from one document
or program to another.
1. Select/highlight text to cut/copy.
2. Go to Edit > Cut (Command-X) to Cut or go to Edit > Copy (Command-C) to Copy.
3. Position the cursor in the desired position and go to Edit > Paste (Command-V) to Paste.

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Formatting Text
Change the color, size and spacing between lines using PowerPoints text formatting tools.
The Home Tab provides access to many of the commonly used text format tools.

Font Group: The Font group contains

tools to edit the font type, sizing,
styling, color, and effects.

Paragraph Group: Here you can manage

the tools for text alignment, text direction,
line spacing, bullets and lists and columns
within a text box.

Format Group: Here you can manage the

tools to do quick formatting of the text box
itself, using the preformatted Quick Styles
or by using the Fill and Line tools.

Format Painter
With the Format Painter you can easily copy formatting that includes bold,
italics, font, point-size, etc. by using the Format Painter.
NOTE: this tool copies formatting, not text.
1. Select the formatted text that you want to copy.
2. Click once on the Format Painter tool In the Standard Toolbar to copy the formatting
to one other selection; double-click on the tool to copy it to many other selections.
3. Click and drag across the text you want to format.
4. Repeat as needed, otherwise click once on the Format Painter tool to close.

Spelling
Use the Spelling tool to scan an entire presentation or a particular word(s) (by
selecting it), to check for capitalization errors or duplicate occurrences of a word.
NOTE: To do a spellcheck, select the
Spelling tool from the Tools menu or press
Option-Command-L on the keyboard.

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Graphics
Clip Art
Use Clip Art in your presentation to add a graphic theme for added personality, color and
imagery.
To Add Clip Art:
1. Click on the slide you would like to insert the image. Click
on the Picture tool in the Home tab and select Clip Art
Browser. You can also open the Media Browser from the
Standard toolbar and select Clip Art.
2. In the Media Browser, select a category from the dropdown
menu or scroll through the gallery of images.
3. Click and drag the clip art item from the gallery to the slide to
add the item.

Images from a file

To insert scanned, camera, or other image files into a presentation:
1. Click on the Insert menu and select Picture From File Photo
or click on the Picture tool in the Home tab and select
Picture from file.
2. Locate the image file and double click on it to insert it into the
slide.
Note: scanned images will become distorted if resized too large.

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AutoShapes
Click on the AutoShapes tool in the Home tab to
reveal the Auto-Shapes palette. From the palette click
on a shape then click and drag the shape on a slide.
Double click in the shape to type text into the shape.

Working with Powerpoint Objects

Inserted objects like text boxes, images and shapes can be manipulated in the same way
to resize, move, rotate and crop that object.
Move/Resize an Object:
Click anywhere in the object to reveal the object borders. Click on the gray shaded border
of the object to select the object.

Move an object by clicking on the border and dragging the box to a new location.

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Resize an object by clicking on the border of an object. Position the mouse over one of the
box handles until you see a double-headed arrow, then click and drag the box border to
resize.

Note that resizing the image from the side handles will
distort the image while resizing from the corner handles
will resize proportionally.
Delete an object by clicking on the text box border and
press the Delete key on your keyboard until the box is
deleted.

Rotate an Object: Powerpoint

objects that can be rotated will
have a green rotational handle at
the top of the object. Click
once on the object to select it
and then click and hold on the
rotate handle to rotate the object
to any angle.

Formatting a Powerpoint Object

When you select any object, like a text box, image, chart, or shape, an additional tab
appears called a Contextual Tab. Here you can format the objects properties, such as
fill and border color, effects and styling.

Text Box Format Tab

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Picture Format Tab

Autoshape Format Tab

To Crop a Picture:
For inserted pictures and clip art you can crop out parts of images to fit your needs.
1. Click once on an image to select.
2. Click on the Crop tool in the Format Picture contextual tab.
3. With the cropping tool, click on once on one of the eight handles and drag inward
to crop and image.
4. Click on the crop tool once more to finish the crop.

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Charts
Add a chart to your presentation to graphically represent comparisons, trends and activity.
To add a chart to your presentation:
1. Select the slide in which you would like to insert the chart.
2. Click on the Chart tab and click on one of the chart categories.
3. Select one of the chart types from the chart palette to insert the graphic.

4. Excel will open and

show the data to edit for
the chart. Double click
on any cell to edit the
data.
5. Close Excel to finish the
editing.
6. You can always go back
to edit the data by single
clicking on the chart and
then clicking on Edit in
the Charts tab. Excel
will reopen, ready to edit
the data.

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Smart Art
The Smart Art tab allows you to insert
preformatted graphics to illustrate cycles,
hierarchies, processes, simple org charts
and lists. Click on a category to view a
palette of Smart Art styles for that
category. Select one to insert it into the
slide.

After inserting the graphic, you can add text, change the color scheme, styles, fill and
border effects through the Smart Art and the Smart Art contextual Format tab.

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Customizing Slide Backgrounds

To change the Color Scheme:
1. Go to the Themes
tab and click on
Colors in Theme
Options to
customize the
color schemes of a
slide or theme.
2. Selecting a scheme
will apply the
change to the
entire presentation.

To change the Slide Background:

1. Go to the Themes tab and click on Background in
Theme Options to bring up the preformatted gallery
of backrounds.
2. Selecting a backround will apply the change to the
entire presentation.
3. To make a custom change to the backround, select
Format Backround under the preformatted gallery to
bring up the dialog box to create customized
backrounds.
4. Here you can apply the change to the
selected slide or to all slides.

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Custom Animations
The Animations tab contains groups for the tools relating to adding custom animations to
slide objects within a slide. Custom animations allow the presenter to control how and
when the content is shown on a slide.
To add an animation to a slide object, select the object to apply the animation.
Click on the Animations tab and select the animation of your choice. In this
tutorial we will look at Entrance Effects only.

Once the animation is selected, you can adjust how the animation behaves in the

slide. Click on Reorder to bring up the Custom Animation palette.

If you have multiple animations, each one is numbered in the order they will occur
in the slide. Selecting the animation number allows you to adjust:

o Effect Options: Some animations have

additional options that you can change.

o Start: You can set the start behavior of

the animation, either on the click of the

mouse, with a previous action, or after a
previous action.

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o Duration: Duration determines how quickly or slowly the animation

occurs. The longer the duration, the slower the effect of the animation.

o Animation Order: In the Custom Animation palette you can

change the order the animations occur by selecting it in the list and
then using the arrow buttons in the palette to move the selected
animation in the list.

Slide Transitions
Use the Slide Transition tool to set the format for transitioning from one slide to the
next. The default transition doesnt involve any special effects.
1. Select the slide you would like to apply the transition to. Remember that the
transition applies to the selected slide and the slide before it.
2. Select a series of slides by holding the Command key and clicking on the slides to apply
the transition to.
3. Go to the Transitions tab and select a transition to apply.

4. The selected Transition

may have some additional
Effect Options, which can
be selected from the
pulldown list.
5. The speed of the transition
can be adjusted in
Duration. Shorter durations produce
quick transitions while longer durations produce
slower transitions.

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6. In the Advance Slide group select whether or not you want to advance the slide
with a Mouse Click or automatically After a # of seconds.
7. Once the transition is selected in the gallery, it is applied to the current slide. To
apply the transition to the entire presentation, select All Slides.

Slide Show
The Slideshow tab contains tools to manage how your presentation shows. You can
customize the presentation based on your needs.

Set Up Show: Select whether or not you want to show your slide show manually or
automatically.
1. Go to the Slide Show tab and select Set Up Show.
2. From the Set Up Show dialog, choose which slides you want to show, and
whether or not you want to use the Manual Advance or Use the Slide Timings if
defined in the Transition dialog above.
3. Click on the OK button to save the settings.
Play Slideshow: You can play the presentation from the beginning or from a selected
slide.
Presenter View: Usually a presentation is mirrored on the computer and on the
projected screen. Presenter View allows the presenter to see, on the computer, the
current slide, the next slide, the lineup of all of the slides in the presentation, and any
notes accompanying the slides.

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Previewing and Printing

Select Print from the File menu to choose from various printing options.
1. In the Print dialog window there are choices to
print the presentation as slides, handouts or
slides with notes.
2. From the Print What pop-up, select what you
would like to print (i.e. Slides, Handouts,
Notes, . . .).
3. After setting the layout for the print job, select
Print for the hard copy or select Save as PDF
from the PDF menu.

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