Introduction to MS PowerPoint®

Workshop

Instructor Guide

Kenya FELTP

Department of Health and Human Services

Centers for Disease Control and Prevention
Coordinating Office of Global Health
Division of Public Health Systems Development
Table of Contents

About this Workshop...........................................................................................................3

Time.................................................................................................................................3
Instructional Goal – FETP Curriculum............................................................................3
Instructional Goal - Module.............................................................................................3
Learning Objectives.........................................................................................................3
Target Audience...............................................................................................................3
About this Instructor Guide.................................................................................................4
Training Techniques.........................................................................................................4
Assessment......................................................................................................................4
Materials and Equipment.................................................................................................4
Prerequisites.....................................................................................................................4
Resources.........................................................................................................................4
Preparing for the Module.....................................................................................................5
Incorporating the Training in a Broader Curriculum.......................................................5
Preparation activities.......................................................................................................5
Conducting the Workshop....................................................................................................6
Introduction......................................................................................................................6
Section 1 – How does PowerPoint help me in my job?...................................................6
Section 2 - Navigation in PowerPoint.............................................................................7
Section 3 – Creating a Presentation.................................................................................9
Section 4 – Running a Slide Show.................................................................................11
Section 5 - Creating Charts............................................................................................12
Section 6 – Creating Tables...........................................................................................13
Section 7 – Inserting an Object......................................................................................13
Section 8 – Format a Master Slide.................................................................................14
Section 9 – A Word about Drawing...............................................................................14
Section 10 – Class Exercise...........................................................................................15
Conclusion.....................................................................................................................15
Appendices........................................................................................................................16
Appendix 1 – Workshop Exercise..................................................................................17
Appendix 2 – Classroom Evaluation.............................................................................18

Use of trade names and commercial sources is for identification only and does not imply
endorsement by the Coordinating Office for Global Health, Centers for Disease Control and
Prevention, or the U.S. Department of Health and Human Services.
Introduction to MS PowerPoint Instructor Guide

About this Workshop

This training introduces MS PowerPoint® in the context of performing tasks related to
applied epidemiology. It assumes no prior knowledge of PowerPoint, but does assume
competency in basic personal computer navigation and Windows functions. If
participants have previously completed an Excel or Word workshop, encourage them to
bring a file containing a chart or table for inserting into the PowerPoint presentation.

Time
3 hours

Instructional Goal – FETP Curriculum

This module supports the following instructional goal:

Create and manipulate files in PowerPoint processing, spread sheets, and graphics

Instructional Goal - Module

The goal of this module is to familiarize learners with basic PowerPoint navigation and
features, with emphasis on tasks related to their job duties.

Learning Objectives

 Use the PowerPoint toolbars

 Navigate the environment
 Change views
 Create a presentation
 Run a slide show
 Create and format tables
 Create and format charts and graphs
 Format a master slide
 Use shortcut keys

Target Audience
This training is intended for public health professionals with basic knowledge and skill in
computer hardware, MS® Windows software and navigation. It is not assumed that
participants are proficient typists; therefore typing and keyboard requirements are kept to
a minimum.

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Introduction to MS PowerPoint Instructor Guide

About this Instructor Guide

This guide is designed to assist in conducting an MS PowerPoint workshop. It assumes
the instructor possesses an intermediate knowledge of PowerPoint.
Note that Click implies clicking the left button of a mouse. Actions requiring clicking the
right button of a mouse will be identified specifically.

Training Techniques
Hands-on: Demonstrations, walkthroughs and exercises

Assessment
Classroom assignment, field placement assignment

Materials and Equipment

Materials For the Instructor:

1. Instructor Guide
2. Exercises: Appendix 1
3. File: epi curve.xls to demonstrate inserting an object.
4. Kenya_Presentation_Design_Tutorial.pps to
distribute

For the Participants:

1. MS PowerPoint Quick Reference Card (QRC)
2. MS PowerPoint Student Guide
3. Class evaluation forms – Appendix 3
Equipment For the Instructor:
1. Computer with MS PowerPoint
2. Projector
3. Whiteboard/flip chart

For the Participants:

1. Computer with MS PowerPoint

Prerequisites
Introduction to epidemiology, basic computer navigation and MS Windows skills

Resources
North Carolina Center for Public Health Preparedness – The North Carolina Institute for
Public Health

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Introduction to MS PowerPoint Instructor Guide

Preparing for the Module

Incorporating the Training in a Broader Curriculum

This training should be conducted after learners have had some introduction to
epidemiology. In addition, this module should be taught before any sessions for graphics
software, such as MS PowerPoint. Tables that are created in this module should then be
incorporated into a Graphics workshop.

Preparation Activities

 Checklist
1. Identify room monitors to assist with the class. These individuals should
be familiar with the application, the training materials, and the exercises.
They should be willing and able to discreetly assist participants on an
individual basis. They should keep discussions to a minimum and focus
on making sure participants remain with the class.

2. Prepare a chart in MS Excel to demonstrate inserting an object, or use

the chart that is included with the materials.

3. If Excel or Word have been taught previously, instruct participants to

bring a file containing a chart or table with them to insert into
PowerPoint.

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Introduction to MS PowerPoint Instructor Guide

Conducting the Workshop

In This Section:
 Student Guide Page 5
Introduction  Expected Time: 5 minutes

Steps Details
1. Introductions  The session
 Yourself
 Participants
 Room monitors, if present
 Housekeeping: breaks, available facilities
2. Distribute materials  Student workbook
 Quick reference cards
3. Getting started  Have participants turn on computers and open MS
PowerPoint
 Make sure all participants access a blank
presentation

In This Section:
 Student Guide Page 5
Section 1 – How does PowerPoint help me in my Job?  Expected Time: 5 minutes

Steps Details
1. Ask: How does  Facilitate discussion. Write responses on board or
PowerPoint help you flip chart.
perform your job?  Focus will be on basics that can help accomplish the
tasks on the job. PowerPoint has many features and
there may be many ways to accomplish what you
want. As you discover useful features, share them
with your classmates.
 Lead to review of learning objectives
2. Introduce learning  Use the PowerPoint toolbars
objectives  Navigate the environment
3. Refer to corresponding  Change views
page in workbook  Create a presentation
4. Introduce quick  Run a slide show
reference card, which  Create and format tables
will be used throughout
 Create and format charts and graphs
the session
 Format a master slide
 Use shortcut keys

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Introduction to MS PowerPoint Instructor Guide

In This Section:
 Student Guide Page 6
Section 2 - Navigation in PowerPoint  Expected time: 20 minutes

Steps Details
1. Review main toolbars:  Make sure everyone has opened a new
Menu bar, standard, presentation
formatting & worksheet  Have participants follow along
2. Refer to corresponding  Point out compliance with MS standards: many
page in workbook features, menu choices and icons are identical
throughout the products
 Provide overview of choices on Main menu: do not
review each choice
 Provide overview of standard toolbar: icons for
common functions such as saving or printing a file
 Provide overview of formatting toolbar: icons for
changing font, slide background color, slide design
and layout.
 Point out that they are looking at a blank slide. By
default it is formatted to display the presentation
title.
3. Activity  Have participants Click Format>Slide Design

4. Workspace  The workspace can be divided in three sections.

 The blank slide displays in the majority of the
workspace.
 To its left you may see a panel, called the slide
pane.
 The slide pane displays small images of the slides in
the presentation. It can also display an outline of the
presentation
 The slide outline is helpful when you are beginning
to design your presentation, and are arranging the
order of the content.
 To the right of the blank slide you can see options
for slide design. This section is called the task pane,
and will also display options for slide layout and
Online help.
 At the very bottom of the screen you can see a
small white space. This is an area to add speaker
notes.
 You can use your mouse to resize any of the
sections.
5. Viewing Toolbars  Default toolbars are Standard, Formatting &
Drawing
 You can modify the toolbars you want to see: View:
Toolbars>click toolbars you want.
6. Views  Small icons in the bottom corner of the workspace
let you quickly switch views.
 Click Normal View.
7. Normal  Main editing view. Composed of 3-4 sections as
described above. May vary slightly depending on
your version.

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Introduction to MS PowerPoint Instructor Guide

Steps Details
8. Activity  Have participants create a title slide.
 Title: PowerPoint Class
 Subtitle: Their Name
 Show how to save the file as PowerPoint1.ppt.
Note this is the same as other MS products.
9. Slide sorter view  While you are creating a presentation you can use
this view to see multiple slides at once. You can
delete or move slides while in this view, but you
cannot change the content.
 Have participants change to slide sorter view, then
change it back.
10. Slide Show  The view to use when presenting the show. All text,
graphics and animation will display in their final
form.
 Press ESC to cancel out of a show.
 Have participants change view, then cancel out.
11. Additional information  Show all views are also available from the View
about Views Menu
 Show that the View Menu also provides Notes Page
view, for easy entry of speaker notes.
12. Questions?  Ask if there are any questions before moving to the
next topic

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Introduction to MS PowerPoint Instructor Guide

In This Section:
 Student Guide Page 7
Section 3 – Creating a Presentation  Expected time: 20 minutes

Steps Details
1. Introduce Creating a  PowerPoint contains many features that allow you to
presentation create professional presentations
2. Refer to corresponding  Many of these features are also available in the other
page in workbook MS products.
 We will review the major features of PowerPoint, but
there are many more.
 Use the QRC and Online Help to learn about other
features
3. Add a slide  Make sure participants are in Normal View.
 Show Insert> New Slide
 Have participants follow along.
 Show right click to display a list of options while editing.
4. Applying a slide layout  Point out that the slide layout displays automatically.
 Explain the difference between Text and Content
layouts:
 Content Layouts allows you to insert an object such as a
graph or photo
 You can choose the layout of each slide.
 Bulleted list is most common and displays by default.
 Note new slide is inserted after the current slide
5. Activity  Have participants:
o Fill in the new slide with a short list of their
favorite foods
o Insert another new slide and choose a different
text layout.
o Fill in the new slide with a list of the items they
ate yesterday.
 Refer to QRC for guidance
 Save the changes in PowerPoint1.ppt.
6. Applying a slide design  Explain that the slide design enables you to choose from
a variety of templates containing color and designs to
make your presentation more interesting.
 You can apply the design to the whole presentation or
just one slide.
 Show how to access the slide designs: Format>Slide
Design.
 Have participants follow along.
 Choose a slide design.
 Caution about choosing the right design for a
presentation: wrong design could distract from your
message.
7. Applying a color  You can make the presentation more interesting simply
scheme by changing the color scheme.
 Show how to access the slide designs:
Format>Background.
 Choose a background colour.
 Click Apply to All.
 Have participants follow along.

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Introduction to MS PowerPoint Instructor Guide

Steps Details
8. Activity  Have participants:
o Insert another new slide to their
presentation.
o Change the background of the new slide
only.
o Save the changes.
9. Questions?  Ask if there are any questions before moving to the next
topic

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Introduction to MS PowerPoint Instructor Guide

In This Section:
 Student Guide Page 8
Section 4 – Running a Slide Show  Estimated time: 20 minutes

Steps Details
1. Introduce running a show  Running the show is the purpose of creating the
2. Refer to corresponding presentation.
page in workbook  PowerPoint provides over 3 ways to run the show.
 Ask if anyone remembers how to start the show.
 Answer:Icon in bottom left corner.
 Other ways:
o View or Slide Show in Menu
o F5
 Have participants start a show with
PowerPoint1.ppt.
3. Navigating in a show  Show how to click or press N for next slide
 Moving to the next  Show how to press P for previous slide.
slide  Show right click to display options during a show.
 Moving to previous  Point out that choices during a show are different from
slide those in editing view.
 Moving to a  Show if you know slide number you can type the number
specific slide and press Enter
 Have participants jump to slide 1 in their show.
4. Special features in a show  Press F1 while in show to display Slide Show Help.
 Point out that this shows all the options just discussed.
 Additional feature: press B during a show to black out
the screen. Helpful to use before the show starts, or
during a show to focus their attention on your words.
Press B again to return to the show.
 Right Click. Choose Go To Slide
 Show how all slides are listed for easy navigation.
 With Slide Show Help displayed, ask: how do you end a
show?
 Answer: ESC. Slide Show Help displays additional
choices.
 Refer to QRC for hot keys.
5. Activity  Have participants:
o Insert another new slide to their
presentation.
o Run the slide show
o Access the first slide
o Access the last slide
o Move to the next slide
o End the show
 Save the changes.
6. Questions?  Ask if there are any questions before moving to the next
topic

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Introduction to MS PowerPoint Instructor Guide

In This Section:
Section 5 - Creating Charts  Student Guide Page 9
 Estimated time: 20 minutes

Steps Details
1. Introduce Charts  A feature to create a chart within PowerPoint.
2. Refer to corresponding  You can also insert charts from other applications.
page in workbook  We will talk more about importing a chart later in the
class.
3. Creating a chart  Insert a new slide
 Choose a content layout which includes a chart icon.
 PowerPoint displays a spreadsheet to allow you to
enter data.
 Changes are seen immediately in the chart.
 Have participants follow along.
4. Activity  Refer to Student Guide
 Have participants:
o Insert another new slide to their
presentation.
o Add a chart using the information in the
student guide.
o Save the changes.
5. Questions?  Ask if there are any questions before moving to the next
topic

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Introduction to MS PowerPoint Instructor Guide

In This Section:
Section 6 – Creating Tables  Student Guide Page 10
 Estimated time: 10 minutes

Steps Details
1. Introduce Tables  A feature to create a simple table within PowerPoint.
2. Refer to corresponding  You can also insert tables from other applications.
page in workbook  We will talk more about importing a table later in the
class.
3. Creating a table  Insert a new slide
 Choose a content layout which includes a table icon.
 PowerPoint displays a box to allow you to choose
number of rows and columns.
 Choose 2 rows and 2 columns.
 Have participants follow along.
 Highlight the table and right click to display format
options
4. Review  Ask if there are any questions before moving to the next
topic

In This Section:
 Student Guide Page 11
Section 7 – Inserting an Object  Estimated time: 10 minutes

Steps Details
1. Introduce Inserting an  PowerPoint allows you to insert objects from other
object applications, such as a chart you create in Excel or a
2. Refer to corresponding table you create in Word. Photos are also inserted using
page in workbook the same steps.
3. Insert a chart  Use file: epi curve.xls.
 Demonstrate: Insert>Object>Create From File>Browse
 Select File. Click OK
 If participants have a file to insert, repeat the directions
and have them try with their own file.
 Note this is the same as other MS products.
 Follow the same steps to insert a table or other object.
4. Review  Ask if there are any questions before moving to the next
topic.

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Introduction to MS PowerPoint Instructor Guide

In This Section:
 Student Guide Page 12
Section 8 – Format a Master Slide  Estimated time: 5 minutes

Steps Details
1. Introduce formatting a  The slide master is an element of the design
master slide template that stores information about the template,
2. Refer to corresponding including font styles, background design and color
page in workbook schemes.
 If you want an element to display on each slide, such as
a logo, add it to the slide master rather than having to
put it on each slide.
 Items that are added to the slide master can be edited in
the slide master, not in the standard editing mode.
3. Access the Master  Show View>Master>Slide Master
Slide  Change the font color of the slide title.
 Close master view: show the results in the presentation.
 Have participants follow along

In This Section:
 Student Guide Page 13
Section 9 – A Word about Drawing  Estimated time: 5 minutes

Steps Details
1. Introduce Drawing  Just a word about drawing: comprehensive tool to create
2. Refer to corresponding graphics.
page in workbook  You can make boxes, figures, arrows and much more.
 Drawing toolbar displays by default at the bottom of your
workspace.
 Not scheduled to go over in class today, but if interested,
complete the Extra Credit portion of today’s exercise.
 Use Online help to learn more about drawing.

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Introduction to MS PowerPoint Instructor Guide

In This Section:
 Estimated time: 20 minutes
Section 10 – Class Exercise

Steps Details
1. Introduce Exercise  Distribute exercise: Appendix 1
 Refer to Style & Usage tips in QRC.
 Use remainder of class time to assist with exercise.
 Refer participants to Online help for assistance.
 If time permits, have participants present their review of
things to remember about outbreaks.

In This Section:
 Student Guide Page 18
Conclusion  Estimated time: 10 minutes

Steps Details
1. Conclude the  Review exercise.
class  Use QRC to review the key points in the class, and selected
shortcut keys.
 Ask participants what they learned today that they can use in their
work.
 Review the learning objectives:
o Use the PowerPoint toolbars
o Navigate the environment
o Change views
o Create a presentation
o Run a slide show
o Create and format tables
o Create and format charts and graphs
o Format a master slide
o Use shortcut keys
 Distribute tutorial:
Kenya_Presentation_Design_Tutorial.pps and tell them
it will help them with design decisions.
 Ask if there are any additional questions.
 Thank everyone for participating.
 Distribute class evaluation forms.

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Introduction to MS PowerPoint Instructor Guide

Appendices

Appendix Title
Appendix 1 Workshop Exercise
Appendix 2 Classroom Evaluation

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Introduction to MS PowerPoint Instructor Guide

Appendix 1 – Workshop Exercise

Materials or Equipment Required

Requires:
 Microsoft® PowerPoint

Estimated Time to Complete

It is expected this exercise will take 20 minutes to complete.

This exercise is designed to give you an opportunity to practice your skills Microsoft®
PowerPoint in the context of your public health activities. Use the class materials and
Online Help for assistance. Follow the direction below.

1. Open a new MS PowerPoint presentation.

2. Title the presentation: Things to Remember about Outbreaks
3. Include your name in the title slide with a different font type and color.
4. Create at least 3 slides listing important points about outbreak investigations. Use
at least 2 slide layouts.
5. Save the file. Use your name as the file name.
6. Apply a design template.
7. Change the background colour of one slide.
8. Change the colour of the slide title font, using the slide master.
9. Review the file in Slide Sorter view.
10. Save the file.

Extra Credit
1. Using the Drawing tools:
a. Add a text box to one slide, to note the importance of a specific point.
Example: Note!
b. Add a line at the bottom of the master slide, so that it will display on each
slide.

2. Insert another new slide to the presentation.

3. Add a table using the following information:

Sick Well
Ate 12 7
Did not 4 22
eat

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Introduction to MS PowerPoint Instructor Guide

Appendix 2 – Classroom Evaluation

Introduction to MS PowerPoint

Help us improve the workshop by responding candidly to the following

statements about today’s class.

Scale Definition: 1-Strongly Disagree 2-Disagree 3-Neither Agree nor Disagree 4-Agree 5-Strongly Agree
1. The day’s objectives were well communicated and met 1 2 3 4 5

2. The subject matter was useful to my job or the job I hope to have 1 2 3 4 5

3. The schedule allowed enough time for explanations & practice 1 2 3 4 5

4. I feel more confident about completing tasks on the computer 1 2 3 4 5

5. Overall the class today was satisfactory 1 2 3 4 5

What did you like most about today’s class?

What did you like least about the today’s class?

How can we improve the class?

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