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What you will do:

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  Explore PowerPoint 2001
  
  
  
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  Create and design presentation slides
  
  
  
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  Add graphics to slides
  
  
  
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  Add video, animation, and audio to slides
  
  
  
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  Save your presentation as a QuickTime movie or to the Web
  
  
  

owerPoint 2001

Creating dynamic presentations to meet all your educational needs is effortless and fun with Microsoft® PowerPoint® 2001. You and your students can use the templates in the Project Gallery to create effective presentations for delivering lectures, presenting class projects, and facilitating meetings, among other things. You can also add graphics, movies, sounds, and animation to communicate information effectively to students with different learning styles.

Suppose, for example, that your class has been conducting a detailed investigation of water preservation in the local community. They’ve participated in field studies on water pollutants and used Excel 2001 to chart and analyze their findings. They’ve written research papers on water regulation using the term paper template in Word 2001. Now, they plan to share their findings with the community in a public forum. Your students can use PowerPoint 2001 to organize and format their presentations.

With PowerPoint 2001, you and your students can:

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  Create presentations using templates from the Project Gallery.
  
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  Customize the format of the presentation.
  
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  Add multimedia content to slides.
  
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  Use slide masters to design templates and make universal changes throughout a presentation.
  
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  Turn your presentation into a PowerPoint Movie.
  

New for PowerPoint 2001

PowerPoint 2001 offers several new features that will help you and your students create compelling presentations that communicate ideas effectively and keep audiences engaged.

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  Tri-pane view. PowerPoint 2001 combines slides, outlines, and notes in one view. This makes it easy to perform many actions, including adding new slides, editing text, entering notes, and navigating through the slide show.
  
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  Animated GIFs. Add animated GIFs (pictures) to your slide show. Select an animated GIF from the Microsoft Clip Gallery or from the Web to insert in your presentation. Animated GIFs are great for adding humor to a presentation and engaging young students.
  
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  AutoFit Text and Fit to Window. When you have a few lines of text that don’t fit in the text placeholder, PowerPoint 2001 automatically resizes the text to fit so that it doesn’t “fall off” the slide. Also, slides automatically resize to fit the display resolution and window, so that you no longer need to adjust slides or screen resolution manually.
  
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  Native tables. You can create tables directly in PowerPoint 2001 or import them from Microsoft Word or Microsoft Excel. The tables you create in PowerPoint are composed of Office Art shapes, which make them consistent with styles and themes. The Excel tables are much like tables in Word, which makes them easy to edit.
  
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  QuickTime™ movies. Add interest to your presentation by inserting a QuickTime movie from the Clip Gallery or from your own collection. You can also convert your presentation into a PowerPoint Movie that your audience can view with a QuickTime player. Imagine the value of saving lecture presentations as PowerPoint Movies so that students who miss class can view lectures electronically!
  
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  Multiple slide masters. Using a slide master is great for controlling the style and elements you want on every slide; sometimes, though, you want a different look in part of the presentation to distinguish speakers or particular content. Now, with multiple slide masters, you have the flexibility to use more than one template in a presentation.
  
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  Types of output. PowerPoint 2001 provides you with multiple output options: slides, black-and-white or color overheads and handouts, speaker’s notes, and on screen electronic presentations. In addition, you can record your voice over a presentation, or deliver the presentation as a PowerPoint Movie. This is a great way to share your presentation with other users—even if they aren’t using PowerPoint or a Macintosh computer!
  
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  QuickTime Transitions and Entry and Exit Animations. Add a QuickTime transition to use throughout your slide show, or customize the entry and exit effects and sounds for individual slides. Click Animation Preview on the Slideshow menu to preview the transitions.
  
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  AutoNumber Bullets. When you start typing a bulleted or numbered list, PowerPoint 2001 continues the bullets or numbers for you in the appropriate format. As you type the first item in the list and press RETURN, the next bullet or number is automatically inserted.
  

Exploring PowerPoint 2001

Before you create a presentation, it is helpful to understand the five ways to view presentations in PowerPoint. You can choose a view from the View menu or from the icons in the lower-left corner of the PowerPoint 2001 screen.

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  Normal view is used when you are designing a presentation slide by slide. In Normal view, you see the outline in the left pane, the slide in the upper right pane, and the notes in the lower right pane. Normal view makes it easy to organize a presentation in outline format and to add notes to each slide.
  
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  Outline view shows the content of your presentation. From Outline view, you can rearrange text and add or delete content. Outline view is available only by clicking the Outline View icon from the lower left corner of the PowerPoint 2001 screen.
  
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  Slide view shows you the content on each individual slide. With Slide view, you can add graphics, movies, sounds, hyperlinks, and animation to slides. Slide view is available only by clicking the Slide View icon from the lower left corner of the PowerPoint 2001 screen.
  
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  Slide Sorter view shows the entire set of slides on the screen, so that you can check the order and consistency of the slides.
  
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  Slide Show view puts the presentation together as a slide show, so that you can view the finished presentation complete with sound and animation.
  

The following illustration shows a presentation in Normal view. From this view, also called a tri pane view, you can easily organize your presentation, add slides, and add content to slides.


Outline pane

Click these icons to change views.

Slide pane

Notes pane

Normal View

Outline View

Slide View

SlideSorter View

Slide Show

Creating a New Presentation

When you open PowerPoint 2001, the Project Gallery appears unless you clear the Do Not Show at Startup check box from your Preferences. For more information on this feature, see the Overview chapter of this book. From the Project Gallery, you can create a new presentation or open an existing one.

You have four options for creating new presentations from the Project Gallery:

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  AutoContent Wizard. Creates a slide set in the theme you select.
  
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  My Templates. Creates slides from templates you have designed.
  
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  Design Template. Creates slides from pre designed slide sets.
  
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  Blank Presentation. Creates slides that you design from scratch.
  

You can save time by using a wizard or design template to create a new presentation.

You can also open an existing presentation by clicking Open from the Project Gallery, or by clicking Open from the File menu.

Using design templates

You will find design templates and content templates for PowerPoint 2001 by clicking the Presentation folder in the Project Gallery. Design templates provide slides with pre designed formats and color schemes. Content templates also provide slides with pre designed formats and color schemes, along with an organizational outline for text.

The outlines provided with the content templates can be especially useful in an educational context, because they prompt students to address topics systematically and think about effective rhetorical strategies for delivering their ideas. You may find the following templates particularly useful:

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  Technical Report. Provides students with tips for effective speaking strategies in any context.
  
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  Project Overview and Reporting Status. These templates help students think through the various components of a project and develop plans for achieving their goals.
  
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  Business and Marketing Plans. Introduce business students to the fundamentals of building a business with presentations based on these templates.
  

To create a presentation using a template

1. 
   From the Category list in the left pane of the Project Gallery, click Presentations.
   
2. 
   Select Content if you want a template containing strategies for organizing ideas.
   -or-
   Select Designs if you want a template with a predefined style.
   
3. 
   In the Preview pane, select the template you want by double-clicking it. For example, for the water preservation presentation, your students could use either the Japanese Waves or Whirlpool design template.
   
4. 
   If you selected a Designs template, select the slide layout you want, and then click OK.
   

Using the AutoContent Wizard

Another tool for creating a presentation is the AutoContent Wizard. This is a great option when you want to tailor the design and content to your specific needs. The AutoContent Wizard leads you through some basic questions and uses your answers to format the presentation. PowerPoint 2001 then selects the best style and built in outline for the presentation.

To create a presentation using the AutoContent Wizard

1. 
   Open PowerPoint 2001.
   
2. 
   From the Project Gallery, double-click AutoContent Wizard.
   
3. 
   Select the type of presentation you want, and then click Next.
   
4. 
   Select the presentation media you want, and then click Next.
   
5. 
   In the Presentation title text box, type your title for the presentation.
   
6. 
   In the Name of presenter text box, type your name.
   
7. 
   In the Footer text box, type any text that you want to appear at the bottom of each slide, and then click Finish. The first slide in your presentation appears in Normal View.
   
8. 
   On the File menu, click Save. Select a folder, type a name for the presentation, and then click Save again.
   

A

Waiting on some data to complete your presentation? Flag the file for follow-up, and then set the date when you want to receive a reminder to get back to work on the presentation.

dding content to slides

Adding content to slides is easy in PowerPoint 2001. Placeholders on each slide identify where you can enter text. If you type more text than fits in the placeholder, AutoFit automatically modifies the line spacing and text size to fit in the allotted space.

To add text to a slide

1. 
   Open the presentation you created. The first slide already contains the title and your name. Also, note that the footer text that you selected is on the slide.
   
2. 
   In Normal View, click in the text placeholder and type the text you want to appear on the slide. You must delete any template text in the placeholder that you do not want in your slides.
   
3. 
   Continue by replacing text in each of the slides. You can edit slides at any time by clicking the text you want to change, and then making the modifications you want.
   

Adding notes

Use the Notes pane to add cues and reminders to yourself for the presentation. After you have finished preparing the presentation, you can print your slides with notes. The notes will not appear in the final slide show, but you can use the printed version to help you with your delivery. Your students may find notes especially useful for coordinating speaking cues in collaborative presentations.

To add notes to a slide

1. 
   On the View menu, click Notes Page.
   
2. 
   Use the scroll bar to move to the slide where you want to add notes.
   
3. 
   Click in the Notes pane in the bottom right corner of the slide.
   
4. 
   Type your notes for that slide.
   
5. 
   Continue to add notes to each slide by selecting the slide with the scroll bar, clicking in the Notes pane, and then typing the notes.
   
6. 
   When you are finished adding notes, on the File menu, click Save.
   

Adding information from other Office 2001 programs

B

If you frequently use slides in class, learn which colors do not contrast well for persons with partial color blindness. In a lecture hall with 100 people, the wrong choice of colors could make slides unreadable for a dozen or more people.

ecause the Microsoft Office 2001 programs are fully integrated with each other, you and your students can use text, graphs, data, and charts that you created in Word 2001 and Excel 2001 in your PowerPoint presentations. For complex charts, such as one showing the relationship between weather patterns and water quality, you and your students will want to use Excel 2001 because it has more advanced and flexible charting capabilities. You can then select specific parts of an Excel 2001 data file and simply cut and paste the specific cells or chart from Excel into PowerPoint to create a PowerPoint 2001 chart.

To import an entire file into PowerPoint, simply open the file in PowerPoint. When PowerPoint recognizes the file format, it converts the text to a PowerPoint presentation. PowerPoint 2001 can import Word documents, and documents in Rich Text Format (.rtf), plain text format (.txt), or HTML format (.htm). Alternatively, you can simply drag and drop the Excel 2001 or Word 2001 file into an open presentation to import it.

When you import a Word 2001 document, PowerPoint uses the outline structure from the styles in the document. Heading 1 text becomes slide title; Heading 2 becomes the first level of text, and so on. If the document contains no heading styles, PowerPoint 2001 uses the paragraph indentations to create an outline. The slide master in the open presentation determines the format for the title and text.

Customizing Your Presentation

You’ve probably talked to your students at some point about writing papers with a particular audience and purpose in mind. You can also teach them to customize presentations for a particular audience and purpose. An informal design may be appropriate for classroom presentations, but a presentation for a conference or an academic competition calls for a more polished style. With PowerPoint 2001, you can create custom templates to suit the context of the presentation. You can also use slide masters to customize a series of presentations or handouts for several class projects or for a single presentation.

To customize a presentation, you can choose from many different colors, backgrounds, styles, fonts, formats, bullets, headers, and footers. The easiest way to change the look of a presentation is to use the Formatting Palette. The Formatting Palette provides options for changing the font, color scheme, adding bullets, modifying the layout, and more.

There are two ways to open the Formatting Palette:

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  Select Formatting Palette on the View menu.
  
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  Click the Formatting Palette button from the Standard toolbar.
  

The following illustration shows some of the options available on the Formatting Palette for customizing your PowerPoint presentation.



Customizing the background

Depending on how you use a presentation, a change in the background may make it easier to see and read the information. As a rule, it is best to use a color that matches the lighting in the room in which you are presenting. Dark blue is excellent for showing a presentation in a darkened room, and a lighter background is better for a lighted room. PowerPoint 2001 enables you to change the background color of every slide.

To change the background color for each slide

1. 
   O
   
   Textures, gradients, and patterns can help highlight your topic and communicate ideas. For example, your class may want to use the Water Droplets texture to keep the idea of water and weather in front of their audience. You can also use pictures as backgrounds.
   
   n the Format menu, click Background. In the Background drop-down menu, you will see several color squares and the options More Colors and Fill Effects.
   
2. 
   To select a color in the color scheme, click one of the eight colors below Automatic. To select a color that isn’t in the color scheme, click More Colors, and in the Color Picker dialog box, click Crayon Picker, select the color you want, and then click OK.
   

3. 
   If you want to add a texture, gradient, or pattern to the background color of your slide, or insert a picture in the background, click Fill Effects. Select the appropriate options, and then click OK.
   
4. 
   Click Apply To All to make your changes apply to the entire presentation,
   -or-
   Click Apply to make your changes apply to the current slide only.
   

Selecting colors

When you or your students want to create a presentation with more impact, consider changing the color scheme. There are two ways to change colors: use a preset color scheme or customize your own color scheme. You can make changes to almost all parts of a presentation, including the notes and handouts.

To apply a preset color scheme

1. 
   Open the Formatting Palette.
   
2. 
   Under Theme, click the arrow next to Color Scheme.
   
3. 
   Select a color scheme from the available rows. The new color scheme is applied to the entire presentation automatically.
   

To create your own color scheme

1. 
   On the Formatting Palette, under Theme, click the arrow next to Color Scheme, and then click Custom Scheme.
   
2. 
   Click the Custom tab. Under Scheme Colors, click a slide element that you want to change, and then click Change Color.
   
3. 
   In the Color Picker dialog box, click Crayon Picker, click the color that you want, and then click OK.
   
4. 
   Repeat steps 2 and 3 for each slide element that you want to change.
   
5. 
   To save your color scheme with the presentation, click Add As Standard Scheme.
   
6. 
   To apply the new color scheme to only the current slide, click Apply. To apply the new color scheme to the entire presentation, click Apply to All.
   

S

Using different fonts makes information stand out from the rest of the text; however, using too many fonts can make a presentation look confusing and messy.

electing fonts

Another step in customizing a presentation is to select an appropriate font. Let your students know that they can easily change some or all the fonts in a PowerPoint 2001 presentation at any time. It is a good idea to complete a practice presentation when the content is complete and have the audience assess the presentation design.

To replace fonts in your presentation

1. 
   Select the text you want to format. If you want to format the entire presentation, on the Edit menu, click Select All.
   
2. 
   If it is not already open, open the Formatting Palette, and then select Font. Select the font type and size that you want to use from the pop up menus. Your selections are automatically applied to the selected text.
   
3. 
   If you want to change the format or color of the text, select the appropriate options.
   
4. 
   When you have formatted the text to your satisfaction, save your work.