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An essential part of any presentation is the organization of ideas. You can help your students arrange their speaking points in a logical, concise fashion by teaching them to use bulleted and numbered lists effectively. Be sure to point out that lists help an audience stay focused on a speaker’s main points.

1. 
   Select the text to which you want to add numbers or bullets.
   
2. 
   On the Formatting Palette under Bullets, click Bullets to add bullets, or Numbers to insert numbers.
   
3. 
   Click Color if you want to change the color of the bullets or numbers, and select the color that you prefer.
   
4. 
   Set the size of the bullets or numbers by clicking the up or down arrow next to Size.
   

T

Picture bullets can help tie together the theme of a presentation. Make sure that your bullets match the style and theme already in your presentation.

o insert picture bullets

To make your presentation more visually appealing, you can substitute pictures for bullets.

1. 
   Select the text or placeholders with the bullets that you want to replace.
   
2. 
   On the Format menu, click Bullets and Numbering.
   
3. 
   Click Picture, browse to the picture that you want to use, and then double-click the picture. Note that this will only change the bullets on the current slide, not throughout your presentation.
   

Headers and footers are useful when you need to keep track of multiple versions of a presentation or the contributions of different authors, or when you need to credit sources for material in your presentation. For example, when a group of students are working together on a presentation, footers can help keep track of changes to the presentation made by different students. You can also add text to footers that you want your audience to see on every slide of the presentation.

1. 
   On the View menu, click Header and Footer.
   
2. 
   On the Slide tab, under Include on slide, select Date and time and Update automatically if you want the date to reflect the last date the slides were modified. You can also complete one of the following steps:
   

• 
  Select a date format from the date list.
  
• 
  Select Fixed and type the date that you will be giving the presentation, so that it reflects when the presentation will be given instead of when it was updated.
  

3. 
   Select Slide number to print a number on each slide.
   
4. 
   Select Footer and type in the text box the text that you want in the footer.
   
5. 
   Select Don’t show on title slide if you want the footer to appear on all slides except the title slide.
   
6. 
   Click Apply to All to apply the changes to the entire presentation.
   

Graphical elements used effectively are the key to an innovative presentation. They engage visual learners and hold the audience’s attention during a presentation. PowerPoint 2001 gives you and your students the option of adding pictures, tables and charts, animated images, and clip art to your presentations. You can also import text, graphics, and charts from other Office 2001 programs. Your students will enjoy the creative process of adding images and multimedia content to their presentations, so much so that they may focus on flash at the expense of providing substance. Consider giving them the following guidelines for using graphics responsibly and effectively:

• 
  Emphasize that images are just as much intellectual property as writing is, so failure to cite the source of a graphic or any material from the Web is as serious an error as failing to cite the source of a quotation. Spend some time explaining the way in which you want them to cite graphics, sound files, and other multimedia content.
  
• 
  Note that too many graphics is akin to wordiness: an audience may overlook the substance if they are distracted by special effects. Give students an expectation for using graphics, such as one picture per slide, or no more than five special effects in a ten minute presentation.
  
• 
  Remind students that using multimedia graphics in a presentation increases file size. A large file is slow to load and can be difficult to view over the Web.
  

One way to add impact to your presentation is by adding art from the Clip Gallery. The Clip Gallery contains a variety of pictures, videos, sounds, and photographs. You can also add your own scanned pictures and digital photographs to the Clip Gallery and use them to personalize presentations. For example, your students could include pictures of themselves conducting field research in the presentation in which they share their findings.

The Clip Gallery has a search feature to help you locate the right clip for your presentation. You can also use the categories in the left pane to explore the graphics in a particular field.



To insert clip art

1. 
   View the slide to which you want to add clip art.
   
2. 
   On the Insert menu, point to Picture, and then click Clip Art.
   
3. 
   Select the category that you want from the Category list or conduct a search for the type of image that you want.
   
4. 
   Select the image that you want, and then click Insert.
   
5. 
   Position the clip art on the slide by dragging it to the desired location.
   
6. 
   Resize the graphic by selecting it, and then moving the handles until the graphic is the desired size.
   

You can also use pictures stored on your hard disk in a PowerPoint presentation.

1. 
   View the slide to which you want to add a picture.
   
2. 
   In the Insert menu, click Picture, and then click From File.
   
3. 
   Browse to the location of the picture, and then click the picture filename.
   
4. 
   Click Insert to embed the picture in the file.
   -or-
   Select the Link to file check box and then click Insert to link the picture in your presentation to the picture file on your hard drive. Linking to a file reduces the overall size of your presentation, but may mean the file is not readily available when you are not connected to the network where it resides.
   
5. 
   Position the picture by dragging it to the desired location.
   
6. 
   Resize the graphic by selecting it, and then moving the handles until the graphic is the desired size.
   

Frequently, you may find drawings or pictures that would be perfect for your presentation if only you could enhance or adjust them in some way to suit the purpose of your presentation. One option is to use the Picture toolbar to improve your photos or the Drawing toolbar to change the look of drawing objects. You can add lines, change the color, and adjust the contrast in graphics, and much more.

To open the Picture toolbar, from the View menu, point to Toolbars, and then click Picture.

From the Picture toolbar, you can complete the following tasks:

• 
  Use Color Adjustment to add or remove tinges of color in a digital photo.
  
• 
  Remove red eye discoloration from photos by using Fix Red Eye.
  
• 
  Cover up scratches or blemishes in a photo by using Remove Scratch.
  
• 
  Use Image Control to make your picture black and white, shades of gray, or insert a watermark.
  
• 
  Adjust the brightness or contrast of a picture by using the Brightness and Contrast commands.
  

• 
  Fill drawing objects with a solid color, gradient, pattern, texture, or picture by using Fill Color.
  
• 
  Change the depth of the drawing object and its color, angle, direction of light, and surface reflection by using 3 D.
  

In previous versions of PowerPoint, the only way to insert tables and charts was to create them in other Office applications and then copy them to the slide show. PowerPoint 2001 enables you to create tables in the actual slide.

1. 
   O
   
   You can create tables right in PowerPoint 2001 now. You no longer have to import them from other Office 2001 programs!
   
   n the Insert menu, click Table.
   
2. 
   Select the number of columns and rows that you want in your table, and then click OK.
   
3. 
   Enter text in the table.
   

When you insert a table in a slide, the Table toolbar opens. You can use the toolbar to format the table, for example, to change the fill color or the border style.

You and your students can modify the style of your presentations by adding transition effects between slides. For example, you can have one slide fade into the next, or the new slide can “push” the old slide off the screen. You can also add sound effects to your transitions. However, you can only hear sounds if you have a sound card and speakers.

A word of caution: Nifty transitions and sound effects can be fun and tap into your students’ creativity, but they can also be a time-consuming diversion. Counsel your students in priorities when creating their presentations. Make sure they focus on the content of a presentation before they get carried away with special effects.

To add transitions to a slide show

1. 
   In Normal View or Slide Sorter View, select the slide to which you want to add a transition.
   
2. 
   On the Slide Show menu, click Slide Transition.
   
3. 
   In the Effect box, click the transition that you want, and then select any other options you want. If you selected a QuickTime transition, click the type of transition that you want in the Select Effect dialog box, select any other options you want, and then click OK.
   
4. 
   To apply the transition to a selected slide, click Apply.
   -or-
   To apply the transition to all slides in the presentation, click Apply to All.
   
5. 
   To view the transitions, on the Slide Show menu, click Animation Preview.
   

Creating Multimedia Presentations

When you create a presentation, you may discover that a slide with just a few lines of text is insufficient to communicate complex material. You can add video or sound to your presentation to liven it up. Sounds, music, videos, and animated GIF images are available in the Clip Gallery. You can insert a music segment, a sound, or even a QuickTime movie. You can set the movie to play automatically when you move to the slide or to play only when you click its icon during the slide show presentation.

As mentioned earlier, you will need speakers and a sound card on your computer to play music and sounds. To find out what’s installed on your computer and which settings are in use, check the Multimedia and Sounds categories in the Control Panel.

To insert a video on a slide

1. 
   Display the slide to which you want to add the video.
   
2. 
   On the Insert menu, point to Movies and Sounds.
   
3. 
   Complete one of the following steps:
   

• 
  To insert a video from the Clip Gallery, click Movie from Gallery, locate the video that you want, and then click Insert.
  
• 
  T
  
  Keep in mind that voice narration is not always the best way to communicate information. Consider using slide notes for each slide for the benefit of people with hearing disabilities.
  
  o insert a video from another location, click Movie from File, locate the folder that contains the video, and then double-click the video you want.
  

4. 
   A message appears. If you want the movie to play automatically when you move to the slide, click Yes. If you want the movie to play only when you click the movie during a slide show, click No.
   
5. 
   If you added .mov files, you can preview your movie in Normal View by double-clicking the movie.
   

1. 
   Display the slide to which you want to add a picture.
   
2. 
   On the Insert menu, point to Picture, and then click Clip Art.
   
3. 
   Select All Motion Clips from the Show drop-down menu.
   
4. 
   Click the animated GIF that you want to insert, and then click Insert.
   
5. 
   To preview how the animated GIF will appear in the slide show, click Slide Show in the lower left corner of the PowerPoint presentation window.
   

You might want to add narration to a slide show for the following scenarios:

• 
  Creating Web based presentations
  
• 
  Archiving class lectures so that students who are absent can review it later and hear questions asked during the presentation
  
• 
  Creating self-running slide shows
  
• 
  Recording student presentations for a competition or for a parent to listen to later
  

If you don’t want narration throughout the entire slide show, you can record separate sounds or comments for selected slides or objects.

You can’t record and play sounds at the same time, so while you’re recording the narration, you won’t hear other sounds that you inserted in your slide show. Also, voice narration takes precedence over other sounds. If you are running a slide show that includes voice narration and other sounds, you will hear only the narration.

The narration automatically plays when you run the slide show. To run the slide show without narration, select Set Up Show on the Slide Show menu, and then select the Show without narration check box.

Note that a presentation file with a recorded narration can be very large, which makes it difficult to share with other users. One way to work around this is to save the file to a server so that users do not need to save the file to a local computer.

T

Linking lengthy narrations to your slide show instead of embedding them improves presentation performance.

o record a voice narration

For this procedure, you need a sound card installed in your computer and a microphone.

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 that you can record.
   
2. 
   Complete one of the following steps:
   

• 
  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 (which saves the sound file on the server and preserves your hard disk space), 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.
   
4. 
   When you are finished, a message appears indicating that narrations have been saved with each slide. You will also be asked whether you want to save slide timings. To save the timings along with the narration, click Yes. To save only the narration, click No.
   

1. 
   Display the slide to which you want to add music or sound.
   
2. 
   On the Insert menu, point to Movies and Sounds and complete one of the following steps:
   

• 
  To insert a sound from the Clip Gallery, click Sound from Gallery, locate the sound and then click Insert.
  
• 
  To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound that you want.
  

3. 
   A message appears. If you want the sound to play automatically when you go to the slide, click Yes. If you want the sound to play only when you click the sound icon during a slide show, click No.
   
4. 
   To preview the sound in Normal View, double-click the sound icon.
   

T

Before inserting a CD audio track into a presentation, make sure that you are not violating any copyright laws.

o insert a CD audio track on a slide

1. 
   Display the slide to which you want to add a CD audio track.
   
2. 
   On the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track.
   
3. 
   Select the track and timing options that you want, and then click OK. A CD icon appears on the slide.
   
4. 
   A message appears. If you want the CD to play automatically when you move to the slide, click Yes. If you want the CD to play only when you click the CD icon during a slide show, click No.
   
5. 
   To preview the music in Normal View, double-click the CD icon.
   

If you or your students use PowerPoint 2001 on a regular basis for creating related presentations, you may want to use slide masters or create a custom template for this purpose. With slide masters or a custom template, all your presentations will have a consistent look, and you won’t need to customize each presentation layout separately. This can save a lot of time if, for example, you use a similar format for all your class lectures or you want your students to use the same format for their class projects.

Slide masters allow you to customize the look of each slide and ensure consistency across your presentation. Each design template provided with PowerPoint 2001 uses a slide master, which you can customize to suit your needs. The information you put on a slide master and any changes you make to the layout and style of the slide master appear on all the slides in your presentation, unless you use multiple masters.

Use your slide master to complete the following steps for every slide in your slide show:

• 
  Add a picture
  
• 
  Change the background
  
• 
  Adjust the size of the placeholders
  
• 
  Change font style, size, and color
  
• 
  Add header and footer information
  

The following procedure tells you how to change the font style and size of text in the slide master. You can add bullets, change the footer, and make other style modifications from the Formatting Palette in the same way. Experiment to see which combinations you like best.

1. 
   On the View menu, point to Master, and then click Slide Master.
   
2. 
   Open the Formatting Palette, and then click anywhere in the Click to edit Master title style placeholder.
   
3. 
   Open the Font menu on the Formatting Palette, select Arial in the font name drop-down menu, and then select 40 in the font size drop-down menu.
   
4. 
   Close the Formatting Palette. On the View menu, click Normal to return to the presentation. The title of the slide appears in 40 point Arial typeface.
   

With PowerPoint 2001, you can use more than one slide master in a presentation. You can apply a different design template to a selection of slides or add slides from a different presentation that uses a different design template. Using multiple slide masters is a great way to differentiate between sections of your presentation or to bring attention to a particular set of slides, such as slides containing data to support your students’ theories about weather affecting water quality. To use multiple slide masters in a presentation, you need to enable multiple master formats.

1. 
   On the Edit menu, click Preferences, and then click the Advanced tab.
   
2. 
   To allow your presentation to use more than one master format, select the Enable multiple designs per presentation check box.
   
3. 
   To retain the format of slides that you add to a presentation from a presentation that uses a different design template, select the Keep design when copying slides between presentations check box.