Creating a Simple Presentation
The following step-by-step procedure helps you to organize and write down your thoughts for a presentation. This session is for the students who are not familiar with PowerPoint application.

After progressing through six dialog boxes, you'll have a skeletal framework for building a complete presentation.

1. Start Microsoft PowerPoint application.
   If Tip of the Day dialog box and/or Office Assistant appear close them by clicking on the Close button (X) in their right-hand corners.

2. The PowerPoint startup dialog box appears on your screen. Select AutoContent Wizard option button and click OK.
   If the startup dialog box does not appear on your screen do the following to initiate the AutoContent Wizard:
   • Select New from the File menu.
   • Click Presentations tab.
   • Double-click AutoContent Wizard icon.

   Note: A message may appear warning you that the wizard you are about to open may contain a macro virus. This is just a warning message and, in the college, doesn't mean that a virus exists. Because a virus can harm your data and program files, outside the college, ensure that the files you open come from reputable sources. If you don't want this message to display the next time you activate a wizard, clear the Always ask before opening presentations with macros check box. For now, click the Enable Macros button.

3. The AutoContent Wizard is launched and opens the initial AutoContent Wizard screen dialog box. On the left side of the dialog box, you see the steps the AutoContent Wizard will go through in order to format the final presentation. To skip to a particular step, you click its associated box. Otherwise, if you click Next, the next step will occur.

4. To proceed to the next screen (Presentation Type) click Next button.

5. In this step you select the type of presentation you want to give. PowerPoint presents seven categories of presentations. When you click a category, a list of related presentations appears in the list box to the right. Different presentations have different numbers of slides and contents. Select the appropriate category and presentation.

6. To define the output options for the presentation, click on Output options button and then click Next button. Select Presentations, informal meetings, handouts option.

7. To define the presentation style, click on Presentation style button and then click Next button. Make the following selections:

Select On-screen presentation option button.

Select No in the "Will you print handouts?" area.

8. To define the presentation options, click on Presentation options button and then click Next

   In this step, you enter the information you want to appear on the opening slide such as the title of your presentation, your name, and additional information such as your college, course title and/or any other personal information. Use the mouse or Tab key to move the cursor and to select text. After positioning the cursor, select the current text and then type the text you want to appear in the text box.

9. To continue, click Next button.

10. If you wish, review your selections by clicking the Back button. Otherwise click Finish button.

    The presentation is compiled and your presentation appears in Outline view. In this view, you see the text of your presentation and a slide miniature of the current slide. You can easily edit the text of your presentation in Outline view.
    Select each line of the text and simply type your own text. Note that the AutoContent Wizard also provides guideline about the text of your presentation and the correct order for the appearance of the slides.

11. After editing the complete text of your presentation, select Slide Show view from the View menu to view the presentation in slide show.
12. To advance through the presentation, click left mouse button continuously until you reach the end of the presentation and are returned to Outline view.
13. Save your presentation by selecting Save As from the File menu.

There are two masters for every presentation a slide master and a title master. The slide master controls the formatting on all slides. When you change any formatting on the slide master, such as when you increase the font size, the same change is made to the title master.

If you apply a new design template, modify the color or size of slide titles, or change the background color on the slide master, all slides reflect the change. If you add a graphic to the slide master, it appears on every slide. Likewise, if you modify the layout of the title master, the slides you've designated as title slides also change.

However, if you create unique slides for example, slides with backgrounds that differ from the master or fill colors that aren't part of the master color scheme, these slides retain their uniqueness even when you change the master. If you change your mind later, you can always restore a master format to slides you altered. For example, if you've hidden background items on a slide, you can display them again by clicking Background on the Format menu, and then clearing the Omit background graphics from master check box.

Slide Master
The slide that holds the formatted placeholders for the titles, main text, and any background items you want to appear on all slides in a presentation. If you make a change to the slide master, the change affects all slides in your presentation based on the master.

Master text
The slide text on the slide master. The master text determines the format of text on all slides such as the font, color, size, line spacing, and alignment as well as the shape of a text placeholder and its placement on a slide. The look of text you've added with the Text Box tool is not governed by the master text.

To set attributes for the master text, point to Master on the View menu, and then click Slide Master.

Title master
The slide that holds the formatted placeholders for a title and subtitle for your presentation. If you make a change to the title master, the change affects all slides in your presentation that are based on the title master.

Design template
A template whose format and color scheme you apply to a presentation. A large selection of professionally designed templates comes with PowerPoint, and you can also use any presentation as a template.

Background color
The underlying color of a PowerPoint slide. The background color of a slide is similar to the canvas of a painting. For example if the background color (the canvas) is white, you can paint any other color on top of it, but the underlying color remains white and appears anywhere you don't add paint.

Where to work on the slide master:
On the View menu, point to Master, and then click Slide Master.

1. On the View menu, point to Master, and then click Slide Master.
2. Add the object to the slide master.
3. To return to your slide, click Close on the Master View toolbar.

Note: If the objects don't appear on your slides, click Background on the Format menu and make sure the Omit background graphics from master check box is cleared.

1. In slide view, display the slide you want to apply the master text format to.
2. On the Common Tasks toolbar, click Slide Layout.
3. Click Reapply.

Linking an Excel Worksheet or a Word Document to a PowerPoint Presentation

To link an Excel worksheet or a Word Document to a specific slide of a PowerPoint presentation do as follows:

1. Display the slide to which the link has to be made in slide view.

2. Click Insert.

3. Click Object.

4. Click Create from file.

5. Navigate through the appropriate drive and directory and locate the Excel or Word file.

6. Double click the file name.

7. Click Link in the Insert dialog box.
   

   If you do not check the check box for Link, the worksheet or the Word document will be inserted as an image object without the possibility of being edited as a spreadsheet or Word document.

   If you prefer to have just an Excel or Word icon instead of the complete worksheet or Word document in your slide, then you should also check the check box for Display as icon.

8. Click OK.

Excel Worksheet or the Word Document will be inserted as a linked object on the slide having handles for resizing and repositioning.

To edit the worksheet or the Word Document:

1. Display the slide containing the link to the Excel worksheet or the Word Document in slide view.

2. Double click on the object.

3. Worksheet or Word document will be opened in Excel or Word application, respectively.

4. Start editing the worksheet or the Word Document. As you edit, the updates are reflected on slide.

PowerPoint reads many other file formats, including Microsoft Word documents Microsoft Write, Harvard Graphics 2.3 and 3.0, Freelance Graphics for MS-DOS®, Freelance Graphics 1.0-2.1 for Windows, Rich Text Format (rtf), and plain text.

Information transfer needs more experience since PowerPoint does not pick up the formatting elements and the styles of the original documents as they appear in the original documents.

When you insert the contents of a Word document in a PowerPoint presentation, slides are created using the outline structure.

While working in PowerPoint, you can insert outlines from Word or another application into your as new slide (s) in your presentation as follows:

• Click Insert menu
• Select Slides from Outline.
• Navigate and locate the required file and then click Insert.

To import an entire presentation:

• Create a new presentation from an outline in any file format that PowerPoint reads.
• Click Open on the File menu.
• Select All Outlines in the Files of type: list.
• Navigate and locate the required file and then click Open.

PowerPoint comes with music, sounds, and videos (Movies) you can play during your slide shows. Some sounds such as a typewriter or applause are available on the Animation Effects toolbar. Other sounds, as well as music and videos, are available in the Clip Gallery. To use the Clip Gallery, point to Movies and Sounds on the Insert menu, and then click either Movie from Gallery or Sound from Gallery.

You can insert a music, sound, or video clip on a slide where you want it to play during a slide show. By default, the sound or video starts when you click its icon during a slide show. To change how the clip starts or to add a hyperlink to the clip, click Action Settings on the Slide Show menu.

You can also add animation effects and change play settings by clicking Custom Animation on the Slide Show menu. For example you can set a sound or video to play automatically in an animation sequence.

Sounds, music, and videos are inserted as PowerPoint objects. To play a sound or video as a Media Player object instead, click Object on the Insert menu, and then click Media Clip. This method uses the Media Player installed with Windows 95/NT/98 to run the sound or video. The Media Player plays multimedia files and controls such playback devices as compact disc and video disc players.

Additional locations of clip art, pictures, music, sound, video clips, and animations
If you can't find a picture, music, sound, video clip, or animation in PowerPoint, here are some other places you can look for more clips:

• Windows Media folder
  Windows 95 has additional sounds and music you can use in a presentation. Just point to Movies and Sounds on the Insert menu, and then click Sound from File. Locate and open the Media folder (in the Windows folder), and then select the sound you want.

• Clip Gallery Live
  If Clip Gallery is installed, you can connect to Clip Gallery Live - a Web site where you can preview and download picture, sound, and movie clips. Click Insert. Select Picture. Click Clip Art to open Clip Gallery, and then click the Microsoft Internet Explorer Logo (on mouser over, it reads: Connect to Web for additional clips.)

• PowerPoint Central
  From the PowerPoint Central presentation, you can jump to Internet sites or to the Office 97 ValuPack on the CD-ROM for such resources as clip art, videos, sound clips, graphic effects, templates, and presentation tips. Just click PowerPoint Central on the Tools menu.

1. In Slide view, display the slide you want to add music or sound to.
2. On the Insert menu, point to Movies and Sounds.
3. To insert a sound from the Clip Gallery, click Sound from Gallery, and then double-click the sound you want.

To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want.
A sound icon appears on the slide.

Tip: By default, the sound will start when you click the sound icon during a slide show. To change how you start a sound for example, by positioning the mouse over the icon instead of clicking it, click Action Settings on the Slide Show menu.

Record a Voice Narration or Sound in a Slide Show
To record a narration, the computer needs a sound card and a microphone. If you don't want narration throughout the entire slide show, you can also record separate sounds or comments on selected slides or objects.

If you decide to change something in the narration you've recorded, you'll need to delete the entire narration and rerecord it. Because voice narration takes precedence over all other sounds, if you're running a slide show that includes both narration and other sounds, only the narration will be played.

1. On the Slide Show menu, click Record Narration.
   A dialog box appears showing the amount of free disk space and the number of minutes you can record.

2. To insert the narration on your slides as an embedded object and to begin recording, click OK.
   To insert the narration as a linked object, select the Link narrations in check box, and then click OK to begin recording.

3. Advance through the slide show and add narration as you go.
   At the end of the show, a message appears.

4. To save the timings along with the narration, click Yes. To save only the narration, click No.

A sound icon appears in the lower-right corner of each slide that has narration.

• When you run the slide show, the narration will automatically play with the show. To run the slide show without narration, click Set Up Show on the Slide Show menu, and then select the Show without narrations check box.

• Because you can't record and play sounds at the same time, while you're recording you won't hear other sounds you inserted in your slide show.

• During recording, right-click, and then click Pause Recording on the shortcut menu.

• To resume recording, right-click, and then click Resume Recording.

Record a sound or comment on a single slide
To do this procedure, you'll need a microphone.

1. In Slide view, display the slide you want to add a sound to.
2. On the Insert menu, point to Movies and Sounds, and then click Record Sound.
3. To record the sound, click Record.
4. When finished, click Stop.

A sound icon appears on the slide.

Tip: To animate the sound so it plays automatically in an animation sequence, select the sound icon, click Custom Animation on the Slide Show menu, and then select the options you want.

Hyperlink is a colored (not necessarily blue color) and underlined text or a graphic that you click on to go to a file, a location in a file, an HTML page on the World Wide Web, or an HTML page on an intranet. Hyperlinks can also go to Gopher, telnet, newsgroup, and FTP sites.

Creating Action Buttons
You can add an action button to your presentation and then define how you want to use it during the slide show for example, to jump to another slide or start a movie. To create an action button, click the Slide Show menu and then point to Action Buttons, click the button you want, and then click the slide to add the button at its default size. The Action Settings dialog box automatically appears, so you can define how you want to use the button. Each button has a default action setting clicking Cancel will cancel any action setting associated with the button. After you define how you want to use it, you can drag the button to move or resize it.

About Hyperlinks or Interactive Actions in a Presentation
You can add a hyperlink to your presentation and then use it to jump to a variety of locations for example, to a specific slide within your presentation, a different presentation altogether, a Word document or Microsoft Excel spreadsheet, a company intranet, or an address on the Internet.

You can create a hyperlink from any text or object, including a shape, table, or picture. When you jump within a presentation, you might want to create a return hyperlink. You can also set up an interactive action for any object for example, to start a macro or another program or to add a sound to a hyperlink. To create a hyperlink or interactive action for a selected object or text, click Action Settings on the Slide Show menu, and then select the options you want.

You can start an interactive action assigned to an object by clicking the object or by moving the mouse over it. Or, you can assign two different actions to an object, and then use the mouse-click method to start one action and the mouse-over method to start the other. For example you might move the mouse over the object to play a sound, and then click the same object to jump to another slide. To assign a mouse-click action to a selected object, click Action Settings on the Slide Show menu, click the Mouse Click tab, and then select the options you want. Click the Mouse Over tab to assign a mouse-over action.

When you set up a hyperlink, it's best to select the mouse-click method. If you select the mouse-over method, it's possible to jump when you really don't want to. The mouse-over method is good for feedback for example, playing a "Click here for more information" message.

If you have text within a shape, you can set up separate hyperlinks for the shape and the text. Text that represents a hyperlink appears underlined and in a color that coordinates with the color scheme. The color changes after you jump from a hyperlink, so you can tell which hyperlinks you've already viewed.

You insert hyperlinks by using the Action Settings dialog box (Slide Show menu) or you can click Insert Hyperlink on the Standard toolbar, which is also available in Word, Microsoft Excel, and Microsoft Access. PowerPoint also comes with a set of buttons (Action Buttons command on the Slide Show menu) that you can insert in your presentation as hyperlinks. These buttons appear pressed in when you click them, and they contain such common shapes as right and left arrows.

Add, Edit, and Remove Hyperlinks in a Presentation
Hyperlinks become active when you run your slide show, not when you're creating the show. You can edit or change the destination of a hyperlink or you can change the object that represents a hyperlink without losing the hyperlink. If you delete all of the text or the entire object, however, you will lose the hyperlink.

Set a Hyperlink Base for a Presentation
When you create a hyperlink, you can set the path to its destination as an absolute link a fixed file location that identifies the destination by its full address, such as h:\My Documents\My First Report.doc or you can set the path as a relative link. If you want to move or copy the file that contains the hyperlink or its destination file to a new location, use a relative link. To change the path of a relative link, set a hyperlink base for the presentation.

1. Open the presentation you want to set a hyperlink base for.
2. On the File menu, click Properties, and then click the Summary tab.
3. In the Hyperlink base: box, type the path of the relative link you want to use for all hyperlinks you create in this presentation.

1. Save the presentation you want to insert the hyperlink into. If you insert a hyperlink before you save a presentation, you can't create a relative link.
2. Select the text or object you want to represent the hyperlink.
3. On the Slide Show menu, click Action Settings. The Action Settings dialog box opens.
4. To jump by:
   • clicking the selected object, click the Mouse Click tab.
   • moving the mouse over the object, click the Mouse Over tab.

   To assign more than one action to the same object for example, both a hyperlink and a sound use the Mouse Click tab to set up the hyperlink and the Mouse Over tab to set up the sound.

5. Click Hyperlink to: and then select where you want to jump.
6. Select any other options you want, and then click OK.
7. To preview how a hyperlink will appear in the slide show, click Slide Show either on the View menu or at the lower left of the PowerPoint window.
   

   Tips:

   • To add a hyperlink to a ready-made shape, such as a button or arrow, point to Action Buttons on the Slide Show menu, and then select the button you want. The Action Settings dialog box automatically appears so you can quickly set up the hyperlink.
   • If you set up a hyperlink to a single slide, also add a hyperlink on that slide to return you to the original one.
   • To make sure the destination of the hyperlink is available if you plan to move files, select the Use relative path for hyperlink check box.

1. Select the text or object that represents the hyperlink.
2. On the Slide Show menu, click Action Settings, and then select the options you want.
   

   Tip:
   You can also edit a hyperlink by using the Insert Hyperlink dialog box. Right-click the hyperlink, point to Hyperlink on the shortcut menu, and then click Edit Hyperlink.

1. Select the text or object that represents the hyperlink you want to remove.
2. On the Slide Show menu, click Action Settings, and then click None.
   

   Tip:
   To remove a hyperlink and the display text or object that represents it in the presentation, select the object or all of the text, and then press the Delete key.

1. On the View menu, point to Toolbars, and then click Web.
2. On the Web toolbar, click Stop Current Jump.
   Note:
   The Stop Current Jump button is only available when you open or jump to a file located on the Internet, the World Wide Web, or an intranet not when you open or jump to a file on your hard disk or the network.