Using Microsoft Office PowerPoint

PowerPoint is a powerful tool for creating engaging presentations. Whether you are preparing for a business meeting, an academic lecture, or a personal project, mastering PowerPoint can significantly enhance your ability to communicate ideas effectively.

Creating a Presentation

1. Choose between a blank presentation and a template. When you start a new PowerPoint file, you can either create a blank presentation or use a template. Blank presentations allow you to apply your own style, but this can be a time-consuming process. Templates provide a uniform style but may not suit your exact needs.

   • You can edit any aspect of a template, so feel free to select one that closely matches your vision and adjust it as needed.
   • After adding content, you can apply themes by clicking the Design tab and selecting a theme. It will be immediately applied to your project, and you can easily undo it (Ctrl + Z) if you don’t like it.
   • Access templates from the File tab by clicking New and browsing the available options. You can also download additional templates from various online resources.

2. Create your title slide. Your title slide is the first thing your audience will see, so it should be clear and provide an overview of your topic. Most presenters include their name or their group’s name on this slide.

3. Add new slides for content. Press Ctrl + M to add a new slide. A blank slide will be added after the current one, containing a title box and a text box. You can choose to use these or insert additional objects using the Insert tab.

   • When adding a text box, click and drag to create it in your desired size, which you can adjust later if needed.
   • You can click on any text box to start typing and format the text using the options available in the Home tab.

4. Navigate your presentation. Use the frame on the left side of the window to scroll through your slides quickly. Clicking any slide will open it for editing. You can also click the Outline tab to view an outline of your presentation, with each slide labeled by its title.

5. Preview your presentation. To get a feel for the flow of your presentation, press F5 to start the slide show. Click the mouse to advance the slides. Use this preview to gauge the length of your presentation and how well the information transitions from one slide to the next.

Jazzing It Up

1. Add transitions between slides. Once you have content in your slides, consider adding transitions to make your presentation more engaging. Select a slide and click the Transitions tab to view a list of available transitions.

   • Choosing a transition will affect how that slide appears. For example, adding a transition to Slide 2 will influence how Slide 1 transitions into Slide 2. You can preview each transition in the slide editing window.
   • Avoid overusing transitions, as too many can distract your audience from your content.

2. Add backgrounds. A plain white background can be dull. To maintain your audience’s interest, consider using subtle backgrounds to add visual appeal.

   • Right-click on a blank section of your slide and select “Format Background,” or go to the Design tab to access background options.
   • Choose your fill type, such as a solid color, gradient fill, picture background, or pattern fill. Experiment with different backgrounds to find one that complements your presentation while ensuring text readability.

3. Add images. Incorporating pictures, diagrams, and other visual aids can help your audience grasp your ideas and maintain their attention. Visuals can break up text-heavy slides.

   • Click the Insert tab and explore options for inserting objects. Use the Picture button to add images from your computer or the Photo Album button to insert an entire album.
   • You can use the Charts button to create easy-to-read charts that help convey your data. After selecting your chart type, Excel will open for data entry.
   • Be cautious not to overcrowd your slides with images, as this can make it difficult for your audience to focus on the content.

4. Add links. You can enrich your slides by adding links that direct viewers to websites or email addresses. This feature is especially useful if you plan to distribute your presentation.

   • To add a link, place your cursor in a text box and click the Hyperlink button on the Insert tab. You can link to a file on your computer, a webpage, an email address, or even another slide in your presentation.

5. Embed video. Incorporating video files can enhance your presentation, making it more dynamic and engaging. The video will play when the slide appears.

   • You can drag video files from your PC or use the Insert menu by clicking the Video button in the Insert tab to browse your computer for video files. Ensure the video is in a supported format.
   • While embedding YouTube videos is less straightforward, it’s possible. Refer to relevant guides for detailed instructions.

Making It Memorable

1. Keep the number of slides to a minimum. Long presentations can bore your audience, even if they are interested in your topic. Avoid extraneous slides with little content, and aim to keep your presentation concise while maximizing the use of each slide.

2. Choose a good font size. Ensure your audience can easily read your text. Although a 10-point font may look acceptable on your computer, it can be challenging to read when projected.

   • Additionally, select a readable font style. Avoid overly decorative fonts that may hinder comprehension.

3. Apply a consistent, subtle style. Effective presentations have a cohesive and deliberate style. Use minimal colors and design elements to enhance your presentation without overwhelming your audience. Templates can provide a helpful guide in this regard.

4. Triple-check for spelling and grammar errors. Spelling mistakes can undermine your credibility. Carefully proofread your presentation to catch any errors that may slip through during your review.

   • Enlist a friend or colleague to help proofread your work; a fresh set of eyes can catch mistakes you might overlook.

5. Practice! Your PowerPoint is just one part of your presentation; your delivery is equally important. Practice your talking points and familiarize yourself with navigating the slides. Work on your timing and ensure each slide effectively summarizes your key points. Avoid reading directly from your slides during the presentation.

Reader Success Stories

• {width=“36” height=“36”} Shawn Wittman

  May 22, 2018

  “It reminded me of a few things and taught me a few. The first time I learned PowerPoint was for Windows 98. Now I'm disabled and I see a job opening that I'm able to get, so I need to get a heads up on Word too.”