Microsoft PowerPoint 2000

Presentation Technique and Skill: A Practical

Approach

for beginner
By Zulakmar Hazwan Zulkhefli
 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Content Content Page 2

Overview Page 3

Course Aim Page 3

Introduction to Microsoft PowerPoint Page 4

Create, Save and Open Presentation Slide Page 7

Setting Up Slide Display Page 10

Insert Drawing Object Page 12

Insert Sound Page 14

Setting up Animation Page 15

Presentation Technique Page 17

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Overview Microsoft has several versions of Microsoft Office, such as Microsoft Office 97,
Microsoft Office 2000, Microsoft Office 2003 and Microsoft Office XP. In office
there are a few type of application available for common use but for developer
application also available. Common use applications in Microsoft Office are
Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft Outlook, Microsoft
FrontPage and Microsoft PowerPoint.

This paper is concentrating on basic technique and skills of using

Microsoft PowerPoint. Throughout this paper, all the technique will be explained
in step-by-step method. Exercises will help in understanding. Trying and
practicing amplify technical knowledge.

Explanation will cover Introduction to Microsoft PowerPoint, Create, Save

and Open Presentation Slide, Setting up Slide Display, Insert Picture, Insert
Drawing Object, Insert Sound, Setting up Animation and doing presentation in
order.

Of course, these are only very basic techniques and skills yet that will be
enough to have an effective presentation. Creativity is extremely important in
order to produce an attractive presentation.

Minimum of 4 hours is needed to complete this course and it is

recommended to have this course with computer.

Table 0.1

Introduction to Microsoft PowerPoint 30 minutes

Create, Save and Open Presentation Slide 30 minutes
Setting Up Slide Display 30 minutes
Insert Drawing Object 30 minutes
Insert Sound 30 minutes
Setting up Animation 30 minutes
Presentation Technique 60 minutes

Total Minutes 240 minutes = 4 hours

Course After this course, you should be able to:

Aim ü Know and differentiate between all button function
ü Use the utilities effectively
ü Set background
ü Recolor text and object
ü Make attractive slides with sound and movie
ü Animate slide components.
ü Attend Microsoft PowerPoint Intermediate Techniques and Skills course.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Introduction In this section, you will be introducing to Microsoft PowerPoint 2000. After this
section, you should know to handle the interface and manage to re-arrange the
to Microsoft tool bars for your own convenience.
PowerPoint
Microsoft has change the concept of its Office software from one version to
another. This improves the handle availability of the software. With these
features, you are able to click, drag and drop the toolbars.

Figure 1.1 shows the interface of Microsoft PowerPoint 200

Standard
tool bar Menus Formatting
tool bar

Outline panel

Slide panel
View panel

Extra tool bar

(Drawing)

Handle Expand tool bar

It is better to define some term before we proceed:

Click – Use mouse enter key (usually left button of the mouse for right handed
mode)

Hold – Keep doing. Usually represent by + sign. E.g. Alt + F

Drag – Click and hold, then it is able to move and bring it anywhere.

Drop – Release hold key.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Generally, in Windows Operating System, there are standard shortcut keys (key
used to do a specific job). However, in Microsoft PowerPoint, there are specific
shortcut keys that specified for Microsoft PowerPoint use.The shortcut keys are
listed in Table 1.1 and the Windows standard shortcut keys are listed in italic.

Keyboard Shortcut Keys

Activity Shortcut Keys

Insert a new slide CTRL+M
Switch to the next pane (clockwise) F6
Switch to the previous pane (counterclockwise) SHIFT+F6
Make a duplicate of the current slide CTRL+D
Start a slide show F5
Promote a paragraph ALT+SHIFT+LEFT ARROW
Demote a paragraph ALT+SHIFT+RIGHT ARROW
Apply subscript formatting CTRL+EQUAL SIGN (=)
Apply superscript formatting CTRL+PLUS SIGN (+)
Open the Font dialog box CTRL+T
Repeat your last action F4 or CTRL+Y
Find CTRL+F
View guides CTRL+G
Delete a word CTRL+BACKSPACE
Capitalize SHIFT+F3
Bold CTRL+B
Italicize CTRL+I
Insert a hyperlink CTRL+K
Select all CTRL+A
Copy CTRL+C
Paste CTRL+V
Undo CTRL+Z
Save CTRL+S
Print CTRL+P
Open CTRL+O

i Tips and Trick

If you find that something had been happened to your works and unfortunately,
you do not know what you pressed or your mistake, kindly use Undo from menus
or standard tool bar. If you think the last work is correct, you can use Redo.

} Do you know?
Microsoft Office 2000 provides a very talkative and helpful assistant. Whenever
you are doing you work, it will be there for you and free to serve you, unless you
hide it. Its name is Office Assistant. Talk to it if you need any assistant regarding
Microsoft Office.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Ó Exercise 1
1. Change the position of standard tool bar to the Left Vertical and
formatting tool bar to Right Vertical

2. Explore and find out how to get this menu(Figure 1.2) appear.

Figure 1.2

3. Why this menu (Figure 1.2) is helpful?

4. Whose talking is that (Figure 1.3)?

Figure 1.3

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Create, Save In this section, you will learn how to create, open and save slide. After this
section, you should be ready to create your own presentation slide.
and Open
File
Figure 2.1 Common algorithms used to create a presentation

Create New File

Editing Open

Save

Create New There are several ways to create a slide file, which are explained as follow.
File
By default a dialog box appear every time you run Microsoft PowerPoint. In the
dialog, Microsoft PowerPoint ask you whether you want to create new file by:

Auto Content Wizard – A guide that asking you what type of

presentation, presentation style and presentation option. It is step-by-
step way to create presentation. However, by using this type of file
creation, you are limited yet not time consuming.

Design Template – This is one of popular way. Over 20 ready-made are

ready to use. You just have to choose any of them.

Blank presentation – You have to create everything. But Auto Layout is

supplied to guide you.

Figure 2.2:
Opening Dialog Box

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

When you have run Microsoft PowerPoint, if you want to create new slide file,
you have to do it manually since there is no more dialog box as explained above.
Manual ways are:

Using Menu – File à New à Choose General, Design Template or

Presentations.

Using Shortcut key – Ctrl + N, the same dialog box as using menu will
appear.
Using Standard Tool bar - The icon button is .

Save File By referring Figure 2.1, we usually in editing stage before save the file we edit.
Two type of save file method available and there are big different between them.
Two type of save file are:

Save – For the first time, Microsoft PowerPoint will ask the location you
want to place your file. After save the first time, Microsoft PowerPoint will
not ask anymore and will use the same location. For the second time and
more, Microsoft PowerPoint will overwrite the current file opened.

Save As – Save at different place as different file. Every time you use
this option, you will be ask for the location. Only if, you going to save to
an exist file, Microsoft Office will ask whether you want to overwrite the
file.

The techniques of saving a file are explained as below:

Using Menu – File à Save or Save As..

Using Shortcut key – Ctrl + S, the same dialog box as using menu will
appear.

Using Standard Tool bar - The icon button is .

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Open File To open a file, there are a few ways available and all of them are explained as
below:

Using Opening Dialog Box – When you just run Microsoft PowerPoint,
the opening dialog box will appear, choose open existing file. If your file
is in the list, just click on it and press ok. If your file is not in the list,
choose more files then press ok.

Using Menu – File à Open..

Using Shortcut key – Ctrl + O, the same dialog box as using menu will
appear.

Using Standard Tool bar - The icon button is .

Directly Open from Location – Go to the location and open.

Ó Exercise 2

Create a file by using layout 2 columns text, and save the file as Exe2.ppt to a
location C:\Latihan\

Close Microsoft PowerPoint

Open Exe2.ppt by using directly open from location method.

Save Exe2.ppt as a new file(Exe3.ppt)

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Setting Up In this section, you will be a graphic designer. In order to proceed with this
section, it is recommended for you to have an idea how you want your
Slide Display presentation to be, in your mind. In this course, we will cover only two major
things for designing, which are setting background and slide layout. After this
section, you should able to set background and layout of your presentation and
discover two more setting option available in Microsoft PowerPoint, which are
slide color scheme and apply design template.

Figure 3.1: Common algorithm uses in designing presentation.

Idea

Plan

Edit

To set slide background; by using menu go to Format à Background. A dialog

box will appear.

Figure 3.2
Background dialog box.

You have two choices, which are:

Use color – Choose any color from the pull down menu of the dialog or
choose more color for other color. If you choose more color, the chosen
color will be available in the pull down menu.

Fill Effects – This is an advanced feature, but it is easy. There are four
more option in this type of background.

Gradient – Use color, mix and special effect the color you
choose.

Texture – Use ready-made pattern that are actually pictures.

Pattern – Use plain pattern of line or dot.

Picture – Choose your own picture.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Beside that, there are several ways to apply the setting you had been made.

Apply to all – All slides will change to your new setting.

Apply – Only current slide will be affected.

Omit background graphic from master – Overwrite the template

setting with your new setting.

Ó Exercise 3

Create one file of presentation contains two slide pages.

Set the slide page 1 and slide page 2 background similar with Figure 3.3 and
Figure 3.4, respectively.

Figure 3.3

Figure 3.3

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Insert This section is the most important section. Write in you diary, “ Today, I learned
how to create a real presentation”, because it is the heart of the course. If you
Drawing miss this part, please learn it. In this section, you will learn how to use drawing
Objects tool bar to help you put information on the slide. Yes, you are right if you think
that you can do the similar thing by using slide layout samples. But you will reach
nowhere if you keep using it all the time. The making of a customize slide
presentation will begin now.

Figure 4.1 shows the drawing tool bar and explanation are as follow.

Drawing Panel 3D
Select Object Shadow
Rotate Arrow styles
Autoshape Line settings
Line Font color
Line with arrow Line color
Shape Fill color
Text box Clip art
Word Art

Drawing panel – An editing menu where basic drawing tools are

available. It is used to rotate, reshape and many more.

Select object – Make sure you click this before you select an object

Rotate – Before rotate an object, click here first and you will find the
object select indicator has round shape at all the edges, usually they are
green. Click + <the round shape> + move to rotate.

AutoShape – Contains basic ready-made shape you need to draw.

Line – To draw a line. Usually after draw a line, set the line to the line
style you need by using line color, and line settings.

Line with arrow – To draw a line with an arrow. Usually after use it, use
arrow styles to get better shape.

Shape – Ready-made shape, as shortcut.

Text box – Use this to add text in your presentation

Word Art – A guide to get better way of writing text.

Clip Art – Use ready-made picture clips.

Fill color – Set the shape color.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Line color – Set the line color.

Font color – Set font color

Line settings – Set line styles

Arrow styles – Set arrow styles

Shadow – Create shadow to the shapes

3D – Make the shapes look like 3D

i Tips and Trick

After select an object, right click on selection indicator to get more features. Plus,
while you select such as 3D and shadow, usually one smaller tool bar will appear
and the tool bar is allow you to make some changes and settings.

Ó Exercise 3

Re-draw the picture below:

Purple
RED

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Insert Sound Sound is useful if only if it is not disturb the presentation. Usually, people prefer
to put background music yet in the end, it is really disturbing during presentation.
However, sound, which is play smartly, will be attractive. In this section, you will
learn how to put sound clips in presentation. In the end of this section, you
should be able to use sound smartly and make your presentation attractive.

Sounds are available digitally in various formats. To recognize the format, their
file extension are also written in various way that able to guess. As example,
sound format in .mp3 is known as mpeg layer 3 file. But Microsoft PowerPoint
only support a few format for presentation, which some of them are, midi(.mid),
wave(.wav), audio(.au), and also mpeg layer 3(.mp3).

To put sound as an object in slide:

1. Use menu, Insert à Movies and sound à Sound from gallery or sound from
file.

Sound from gallery – add sound file from Windows default library

Sound from file – add your own sound file

2. A dialog box will appear and ask you if you want to play the sound
automatically. It is up to you. If you think you want to do that, you are free to
choose. If you do not want to play it automatically, you need to click on it in order
to play.

3. A small speaker picture will appear on your slide. Place it smartly. Hide it if you
can. You need to click on this picture in order to play it manually.

4. Right click on the speaker picture to get more feature at edit sound object. In
here, the option will be different depending on which sound format file you are
using. Typical wave file will only allowed to loop the sound.

i Tips and Trick

Resize the icon as small as you can if you want to hide it. Place it at a corner and
place a square shape on it. Fill the square with background color. Now it is
invisible.

} Do you know?
Add a movie technique is just similar to add a sound file technique.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Setting up After add all the objects you need to present, you are free to decide either you
are going to have a static presentation or animate presentation. Animate
Animation presentation will help the audience to concentrate and help the audience to
understand. But static presentation may help in some kind of lecture which need
long explanation.

In this section, you will learn how to animate all the objects and make your
presentation attractive. After this section you should be able to build an attractive
and informative presentation slide.

After add all the objects needed, you are now ready to animate them. However, it
is recommended to not animate all the objects for effectiveness reason. Decide,
which objects are going to animate.

There a few ways to begin set the animation:

Using Menu – Slide Show à Custom Animation

Using Animation Effect Tool bar – The tool bar is like Figure 6.1 and
Click icon .

Figure 6.1

Then, a dialog box as shown in Figure 6.2 will appear. Use the dialox box to set
up your animation. Set the objects you wish to animate by check the object in the
list.

Preview
List of available Slide
objects, select
the objects you
want to animate
here.

Set either
you want the
object
The animate by
selected click the
object will mouse or
appear here. automatic

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Then go to tab effect, set animation effect for each object.

Choose
Effect
Set textbox
animation,
how
animation
effect will
Direction/ effect the
Sub setting, letters,
how the words and
effect you whole
choose to textbox.
be animated

Set sound to make After animated,

the presentation what will be the
more attractive. setting?

If you use sound or movie, you need to set the multimedia settings as well.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Presentation In this section, you will learn how to make your presentation effective and
attractive. After this section, you should be ready to create presentation and
Technique present it.

Here is do and don’t for creating your presentation:

Do
Use common Windows font - to avoid error and the display will be
different then what you had set.

Use good contrast color for your fill and objects - If you are going to
use projector, this will be extremely important due to projector will not
project your slide as clear as your monitor. What your audience will see
is not necessary as same as what you see in your monitor.

Font size - Should be big enough for those who are sitting at the back to
see your presentation.

Do not
Use too many sound and color - This will reduce the audience
concentration.

Use too many animations - Plan carefully and be precise.

Use too many picture, sound and movie - The file size will be big and
probably you will need 2MB or more.

Below are the tips that you can follow to have an effective presentation

Before the Presentation:

Understand - Be very familiar with the material you are presenting. Do the
research you need to get your facts straight.

Decide - What are your objectives for the presentation? Your audience will
only go away with a few key messages, so choose your objectives wisely
and carefully.

Plan - Who is your audience? What type of presentation is best to reach this
audience? Would activities be better than straight lecture? Think carefully as
you plan out your presentation.

Practice - Rehearse your presentation. Practice using the audiovisual aids

you will be using during the presentation.

Be Early - Arrive earlier than the appointed time so that you can make sure
the room is set up appropriately and all audiovisual equipment is working.

During the Presentation:

KISS - Keep It Short and Simple.

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 Microsoft PowerPoint 2002
Presentation Technique and Skill: A Practical Approach

Make Your Points Strong - Get to the main conclusions and

recommendations quickly.

Use Visuals - Use bullet lists, graphics, charts, and tables where possible to
support your key points (make sure overhead transparencies and flipcharts
have large enough pictures or text for your audience to see easily).

Make Eye Contact - Look at the audience while you talk. Don't bury your
head in your notes.

Build in Extra Time - Allow additional time for your audience to ask
questions and discuss points either during the presentation or afterwards.

After the Presentation:

Evaluate - Have participants fill out an evaluation form so you can learn what
you did well and what needs improvement.

Be Kind to Yourself - Don't worry if the presentation didn't go exactly as you

planned! You will improve each time you make a presentation!

Ó Exercise 4

Create a presentation about your self and family. The presentation may have at
least 5 slide pages – include text, sound and animation. Any extra material is
most welcome.

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