LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE | 2017

PowerPoint 2016 INTRODUCTION

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CONTENTS

OVERVIEW ................................................................................................................................................................ 1

The Power Point screen ............................................................................................................................... 1

PowerPoint views ............................................................................................................................................ 2

Normal view ................................................................................................................................................... 2

Reading view ................................................................................................................................................. 2

Slide sorter view ......................................................................................................................................... 2

Slide show ....................................................................................................................................................... 2

CREATING A PRESENTATION ...................................................................................................................... 3

Adding text and graphics to slides ...................................................................................................... 3

Text ..................................................................................................................................................................... 3

Graphics ........................................................................................................................................................... 3

Adding Hyperlinks ...................................................................................................................................... 4

Headers and Footers .................................................................................................................................... 5

SLIDE MASTER ...................................................................................................................................................... 6

Creating your own slide layouts and slide templates in Master View ......................... 7

SLIDE SIZE .............................................................................................................................................................. 8

BACKGROUND STYLES .................................................................................................................................... 9

USING THEMES .................................................................................................................................................... 9

TRANSITION AND ANIMATION EFFECTS ........................................................................................... 10

Adding transitions ........................................................................................................................................ 10

Removing transitions .................................................................................................................................. 11

Adding animation ........................................................................................................................................... 11

SMARTART .............................................................................................................................................................. 13

ADDING CHARTS ............................................................................................................................................... 14

Creating a chart ............................................................................................................................................. 14

Modifying a chart ........................................................................................................................................... 15

Importing a chart from Excel or another source ...................................................................... 15

ADDING TABLES ................................................................................................................................................. 16

Modifying a table ........................................................................................................................................... 16

INSERTING MOVIES AND AUDIO FILES ............................................................................................. 17

Supported audio formats.......................................................................................................................... 17

Supported video formats .......................................................................................................................... 17

Inserting an audio file ................................................................................................................................ 18

Inserting a video file ................................................................................................................................... 18

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REHEARSING TIMINGS ..................................................................................................................................19

DELIVERING YOUR PRESENTATION ..................................................................................................... 20

Running your show and using Presentation Tools .................................................................. 20

Speaker notes ..................................................................................................................................................21

In PowerPoint there is an option for you to add speaker notes to each slide.

These are simply typed in the white notes area at the bottom of the screen.....21

IMPORTING REFERENCES FROM ENDNOTE X7 ............................................................................. 22

Inserting an in-text reference .............................................................................................................. 22

Inserting a bibliographic reference ................................................................................................... 23

PRINTING YOUR PRESENTATION ........................................................................................................... 24

SCHOOL TEMPLATE & SCHOOL LOGO ................................................................................................. 25

INTELLECTUAL PROPERTY ISSUES ....................................................................................................... 25

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OVERVIEW

This booklet is intended as an introductory guide for using PowerPoint

2016. It aims to take you through the basics of the PowerPoint interface

and commands, through to generating a simple presentation by creating

slides and applying layouts, adding text, images, and designs, inserting

audio and video files, and adding animation effects.

The Power Point screen

When you first open PowerPoint your document will be displayed in

Normal View.

Normal view Slide Sorter Reading View Slide Show

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PowerPoint views

Normal view

When you open PowerPoint the default view is

Normal View (shown above). Normal View is used

to create slides and add content to presentations.

On the left of the screen is a vertical display of all

your slides. In this panel you may click on

individual slides to view them, drag and drop them

into different positions, or delete them (by right-

clicking and selecting DELETE).

Reading view

Reading view allows you to display your

presentation in full screen for ease of reading on

your computer.

Slide sorter view

Slide Sorter View displays all your slides together on one screen allowing

you to view your whole presentation at once. You can re-order your slides

very easily in this view by clicking on them and dragging them to where

you want them.

Slide show

Slide Show View is used to preview your presentation and shows how it

will actually look when presented (i.e. full screen). Note that some

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features of PowerPoint e.g. hyperlinks, do not become active until you are

in slide show mode.

CREATING A PRESENTATION

By default when you open PowerPoint

you will have one pre-generated slide

with a ‘title slide’ layout.

You can add slides to the presentation in

the HOME tab by selecting the arrow

under NEW SLIDE and select the slide

layout you prefer.

You can change the format of a slide

that you have already inserted by

clicking on the LAYOUT button.

Adding text and graphics to slides

Text

Text and images are held by placeholders (e.g. text boxes). Simply click

in the box where you want the text to appear and type.

Graphics

You can insert graphics into PowerPoint from a variety of sources,

including files stored in a variety of picture formats (.gif, .jpg, .wmf, .bmp

etc).

To add a stored graphics file, place your cursor in the placeholder area of

the slide where you want the image to appear

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Click on the INSERT tab and

select the PICTURES icon

from the IMAGES group.

Browse to the graphics file and

click INSERT.

You can move images within the slide by clicking and dragging it. You

can also resize images by clicking on the image and then resizing it using

the square handles that appear alone the outside of the image.

Adding Hyperlinks

In PowerPoint you can also add a ‘live’ link to a web page (i.e. a

hyperlink). Note that the link does not become active until you are in

Slide Show View.

To add a hyperlink:

Place your cursor in your slide where you want the hyperlink to appear

On the INSERT tab select HYPERLINK from the LINKS group. The

Insert Hyperlink dialog box will appear.

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The cursor should be flashing in the ADDRESS box. Type the full web

page address (URL). HINT: It might be easier to browse to the web page

and then copy-and-paste the URL.

In the TEXT TO DISPLAY box, type the text you wish to appear in your

presentation which will link to the web page. You may wish to use the

URL address or an instruction such as ‘Click Here’.

Click OK.

Headers and Footers

To add a header or a footer in your slide presentation click on HEADER &

FOOTER on the INSERT tab.

The Header and Footer options will then appear. Tick the appropriate

check boxes (e.g. Footer) and add your text.

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You can apply footers to every slide (Apply to All) or just to the selected

slide.

SLIDE MASTER

Slide Masters are templates which control how information is displayed on

a slide. Editing the appropriate slide master will make the corresponding

changes to any slides which are based on that master, so this can often

save you a lot of time and ensure consistency across your slides.

You can use the Slide Master to control the following:

Background styles, image or fill effect

Colour scheme

Font styles for titles, body text and other elements

Placeholder positions

Text or graphic objects that you want to appear on several slides.

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To amend the slide master:

Click on the VIEW tab and select SLIDE MASTER.

To make changes to every slide in the

presentation, edit the slide master that appears

in the top left of the task pane.

To change templates for individual

slide layouts (e.g. Title Slides) select

and edit the layout from the ‘sub-slides’.

Creating your own slide layouts and slide templates in Master

View

To create your own slide layouts:

Click SLIDE MASTER in the VIEW tab.

Click on INSERT LAYOUT.

By default a slide with a title area and 3 footer

areas will appear.

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Use the options in the Master Layout

group to customise the layout with the

placeholders you require. The Title area

and the Footer areas can be removed by

unchecking the boxes in the SLIDE

MASTER tab.

When you close master view, your new slide layout will be saved and

appear as a custom layout whenever you insert a new slide.

SLIDE SIZE

When you first open a new PowerPoint presentation

the default slide size will be widescreen.

To change the slide size to standard size:

Click on the DESIGN tab and then click on

SLIDE SIZE and select STANDARD (4:3).

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BACKGROUND STYLES

You can change the background style of your

presentation by selecting FORMAT BACKGROUND

on the DESIGN tab.

You may choose to insert a SOLID FILL,

GRADIENT FILL, PICTURE OR TEXTURE

FILL, or PATTERN FILL.

USING THEMES

The new Themes in PowerPoint replace the colour

schemes and design templates in earlier versions.

Themes co-ordinate backgrounds, font style and

colour and graphics.

To apply them click on the DESIGN tab. Hover your mouse over each

theme to preview.

To modify or apply different colour schemes for a particular theme click

on the theme and then choose one of the variants which are displayed to

the right in the VARIANTS section of the tab.

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Other modifications can be made using

the options displayed in the drop-down

menu in the VARIANTS section.

TRANSITION AND ANIMATION EFFECTS

Transitions are effects that can be applied when your presentation moves

from one slide to the next.

Adding transitions

Click on the ANIMATIONS tab.

Select the transition effect and click on APPLY TO ALL (assuming you

want the same effect throughout the presentation).

You can change the speed, add sound or set the slides to advance

automatically after a set time

period by editing the effect using

these options on the ANIMATION

tab.

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Removing transitions

Click on NONE in the

TRANSITIONS tab and

select APPLY TO ALL.

Adding animation

In PowerPoint you can animate the various

objects and text that appear in your

presentation.

Click on ANIMATION PANE in the

ANIMATIONS tab. You should now see the

ANIMATION PANE at the right of your screen.

Click on the text/object on your slide that you

wish to animate.

Then click on the drop-down arrow at the side of the ANIMATION group

in the ANIMATIONS tab.

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You will now be able to choose an animation for the ENTRANCE and EXIT

of the text/object. You may also select and EMPHASIS animation which

will change how the text/object appears once it has appeared in your

presentation.

Once you have applied an animation(s) to your text/object you will see its

animation settings at the right of the screen. You can re-order the order

in which your animations will occur by dragging-and-dropping an element

up or down the list or by clicking on the UP and DOWN arrows.

To change the prompt for the animation (e.g. with a

mouse-click), the timing, or the effect options click

once on the text/object element in the list and click

on the drop-down arrow to the right.

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SMARTART

You can use the SmartArt feature in PowerPoint to produce diagrams to

illustrate processes, hierarchies, relationships etc. Basic shape templates

are provided which you can then customise to your own requirements.

SmartArt is also available in Word.

To add a SmartArt graphic, click on the INSERT tab and select the

SMARTART icon from the ILLUSTRATIONS group.

Click once on any of the templates in the centre window to preview them

in the right hand pane.

Click OK to insert into your slide.

When you click on a Smart Art element in your presentation two

SMARTART TOOLS tabs appear: a DESIGN tab and a FORMAT tab.

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The SMART ART DESIGN tab allows you to change the layout, colours

and style of your Smart Art.

The SMART ART FORMAT tab similarly allows you to modify the text

that you insert into your Smart Art.

ADDING CHARTS

Charts can either be created in PowerPoint or they can be inserted from

another program such as Excel.

Creating a chart

Click on the CHART icon in the Illustrations group

on the INSERT tab.

Select the type of chart you require and

click OK.

Replace the sample data in the

spreadsheet with your own data.

Close the spreadsheet window.

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Modifying a chart

When you click on a chart in your presentation two CHART TOOLS tabs

appear: a DESIGN tab and a FORMAT tab.

The CHART TOOLS DESIGN tab allows you to change the layout, colours

and style of your chart.

The CHART TOOLS FORMAT tab similarly allows you to modify the text

that you insert into your chart.

Importing a chart from Excel or another source

You may import a chart or graph created in Excel. You may either COPY

the chart/graph in Excel and then PASTE into your PowerPoint

presentation or you may do the following:

Click on the INSERT tab in PowerPoint.

Select OBJECT.

When the INSERT OBJECT pop-up box

appears select CREAT FROM FILE and

click BROWSE to browse to your

chart/graph (NOTE: click once on the

file when you browse to it).

When you browse to your Excel file and click once on it you will see a

preview on the right of the BROWSE pop-up box, you may use this

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preview pane to select the Excel worksheet from which you would like to

import a chart/graph.

Click OK.

ADDING TABLES

Click in the slide where you want the table to

appear and on the INSERT tab select TABLE.

Drag to draw out the table to the size you

require

Click in the cells to enter the data.

Modifying a table

When you click on a table in your presentation two TABLE TOOLS tabs

appear: a DESIGN tab and a LAYOUT tab.

The TABLE TOOLS DESIGN tab allows you to change the layout, colours

and style of your table.

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The TABLE TOOLS LAYOUT tab similarly allows you to modify the layout

of your table.

INSERTING MOVIES AND AUDIO FILES

Use the MEDIA group on the INSERT tab to add audio

and video clips to your presentation.

PowerPoint supports the following audio and video file

formats:

Supported audio formats

FILE FORMAT FILE EXTENSION

AIFF Audio file .aiff

AU Audio file .au

MIDI file .mid or .midi

MP3 Audio file .mp3

Advanced Audio Coding - MPEG-4

Audio file

.m4a or .mp4

Windows Audio file .wav

Windows Media Audio file .wma

Supported video formats

FILE FORMAT FILE EXTENSION

Windows Media file .asf

Windows Video file .avi

MP4 Video file .mp4, .m4v, .mov

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Movie file .mpg or .mpeg

Adobe Flash Media .swf

Windows Media Video file .wmv

Inserting an audio file

Select AUDIO in the INSERT tab.

Slect AUDIO ON MY PC.

Browse to your audio file and select INSERT.

To play the audio while in presentation mode click on the

audio icon.

Inserting a video file

Select VIDEO in the INSERT tab.

Slect VIDEO ON MY PC.

Browse to your audio file and select INSERT.

To play the video while in presentation mode click

on the black box.

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REHEARSING TIMINGS

PowerPoint has a built in feature which allows you to time your

presentation, recording how much time is spent on each slide.

To time your presentation click on the SLIDE SHOW tab and select

REHEARSE TIMINGS.

Your presentation will appear in full screen

mode and the timer will appear at the top

right of the screen.

Proceed with your presentation. When you reach the end you will be

informed of the total time.

Click NO.

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DELIVERING YOUR PRESENTATION

To go to Slide Show view, select the SLIDE SHOW tab and select FROM

BEGINNING.

Or alternatively, ensure you have slide 1 selected and press the F5 key

on your keyboard

Running your show and using Presentation Tools

You can advance your slides/return to the previous slide using a variety of

methods. The easiest way is to use the arrows buttons on your keyboard.

If you have USE PRESENTER VIEW

checked on the SLIDE SHOW tab

(NOTE: this will be selected by default)

you will see the presenter view on your

screen while the audience will see the slide presentation on the display

screen

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You may also advance your slides in the presenter view by selecting the

arrows at the bottom of the screen. You may also advance your slides

(and animations) in this view using your mouse (left-click).

Speaker notes

In PowerPoint there is an option for you to add speaker notes to each

slide. These are simply typed in the white notes area at the bottom of the

screen.

Speaker notes can be printed for your own use by selecting the print

option ‘notes pages’ (see below).

PRESENTER VIEW will display your speaker notes on your screen. Your

laptop will require multiple monitor capability. Many laptop computers

have this built in. You will need to turn on multiple monitor support and

turn on PRESENTER VIEW in the SLIDE SHOW tab.

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IMPORTING REFERENCES FROM ENDNOTE

EndNote allows you to insert references from an EndNote library into

PowerPoint presentations.

NOTE: This only works in Windows – this feature is not available for

Macs.

To insert references into your PowerPoint presentations:

Open your EndNote library and your PowerPoint presentation (you should

see the EndNote tab in PowerPoint).

Inserting an in-text reference

Click in the section of your PowerPoint presentation where you would like

the reference to be inserted.

In your EndNote library click on the reference(s) you wish to insert.

Go back to your PowerPoint presentation and select the referencing style

you wish to use (NOTE: you cannot change the referencing style once a

reference has been inserted).

Then click INSERT SELECTED CITATION(S).

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Inserting a bibliographic reference

Inserting references into PowerPoint does not automatically create a

consolidated bibliography at the end of your PowerPoint presentation.

However, you can insert bibliographic references manually. You may wish

to insert the full bibliographic reference into the slide with the in-text

reference, or at the end of your presentation as a consolidated

bibliography.

First, it may be best to create a text box in the section of your slide into

which you wish to have your reference(s) appear.

In your EndNote library click on the reference(s) you wish to insert.

Go back to your PowerPoint presentation and select the referencing style

you wish to use (NOTE: you cannot change the referencing style once a

reference has been inserted).

Then click INSERT SELECTED REFERENCE(S).

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PRINTING YOUR PRESENTATION

Because PowerPoint is a presentation package, it has been designed to

offer you several options in the way you print your presentation,

depending on your purpose. This includes printing copies as handouts (up

to 9 slides per page), printing text only, or printing with speaker notes for

your own use.

NOTE: Before you print slides you might want to change the background

of your slides to a lighter colour so that you do not waste ink!!

The default print option in PowerPoint is to print as slides (i.e. 1 slide per

page).

To select any of the other print options:

Click the black FILE tab in the top left of your

PowerPoint screen.

Click PRINT on the left menu.

In the PRINTER group select the printer to

which you wish to send your slides.

In the SETTINGS group click on the second

drop-down menu to see all of the layout and

handout print options.

Select one of the print options and click OK.

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SCHOOL TEMPLATE & SCHOOL LOGO

There is a School template for PowerPoint presentations. If you are a

member of the School (i.e. a student or staff) and are presenting research

that has been approved by the School you can use the School’s template.

The School template can be found on the U: drive at: U:\Style guides,

logo and templates\templates.

INTELLECTUAL PROPERTY ISSUES

It is against the law to take pictures, videos, or sound files that you find

on the internet. You can use materials that are in the public domain.

NOTE: You must check to see if the material you wish to include in your

presentation can be used in this way. Scroll to the bottom of the screen

to check on the licence agreement for your material.

There is a helpful website (www.creativecommons.org) which is

essentially a search engine for open source materials.