Center for Instructional Design and Development : Technology Tips : PowerPoint



		Technology Tips Archive: PowerPoint Presenting with PowerPoint: 10 Do's and Don'ts (opens in new window) Printing handouts Inserting Headers and Footers Inserting Pictures into your Presentation Inserting Slides from another Presentation Controlling PowerPoint Slide Shows Quick Launch your PowerPoint Show Reordering Slides using the Slide Sorter View Aligning objects on your slides Changing a Presentation's Default Print Setting Creating a Presentation from a set of pictures Printing Handouts So you've created PowerPoint presentations for your class. You want to print them out but you don't want one slide per page and you certainly don't want your students printing one slide per page. Solution - handouts that print 2, 3, 4, 6, or even 9 slides per page. PowerPoint on PCs: Select Print from the File menu In the lower left hand corner of the print dialog box is the Print What options - choose Handouts This activates the options to the right where you can choose how many slides to print per page - choose the options you want Click Print PowerPoint on Macs: Select Print from the File menu Click to the right of where it says Copies & Pages and change it to Microsoft PowerPoint In the Print What box select the option you would like Click Print Back to top Inserting Headers and Footers Interested in putting a footer on each of you PowerPoint slides? It's easy, Click the View menu and select Header and Footer... From the Slide tab: You can choose which items to include in the footer of each slide by clicking the corresponding Check Boxes. As you check or uncheck items they are highlighted or unlighted in the Preview window on the right side. Date and Time lets you select an automatically adjusting version (i.e. it changes based on the current date and time) or lets you specify fixed information. Slide number is essentially the same as a page number. The Footer area lets you type anything you want like your name or OSU Mansfield or whatever. You can choose not to display it on the first slide. On the Notes and Handouts tab you can include all of the above plus a header. Back to top Inserting Pictures into your Presentation Move to the slide that you would like to place the picture on and... Click the Insert Menu Choose Picture When the menu expands to the right choose From File... Locate the picture from you disk, hard drive, etc. and click on it Click the Insert button The picture should now be on the slide. If you need to, you can resize the picture by clicking one of the little squares (called handles) along the edge of the picture and dragging it to make is taller, shorter, wider, or more narrow. Back to top Inserting Slides from another Presentation Have you ever worked on a new presentation and had the desire to reuse slides that you already created in another presentation? Well it's relatively easy to copy slides from one presentation to another. While working in the new file... Click the Insert Menu Choose Slides From File... (this will open the Slide Finder seen at the right) Click the Browse... button to locate the presentation/file you want to copy the slides from (once you've done this you'll see the slides in the Slide Finder) Select the slides you want to insert a copy of by clicking on each of them Click the Insert button You can pick a single slide or multiple slides or just use the Insert All button to select them all. It's also important to note that the slides are copied from the original file and not removed (i.e. the original presentation file is unchanged). Back to top Controlling PowerPoint Slide Shows There are numerous tricks using the keyboard while you're in the slideshow view. The screen capture below summarizes all of them. Back to top Quick Launch your PowerPoint Show Simply right-click on any PowerPoint presentation file and then click Show. Your presentation will open and go directly to the slide show. Sorry Mac users, this only works on PCs. Back to top Reordering Slides using the Slide Sorter View Often times the need arises to change the order of your slides in PowerPoint. Using the Slide Sorter View is the most efficient means to do this. Click the View menu Select Slide Sorter This view shows you a thumbnail view of each slide in the order from left to right. To reorder simply... Click on a slide that you want to move Drag it (keeping the mouse button held down) to the position in the slide show that you desire As you drag you will see a vertical line that represents where the slide would be positioned should you release the mouse button Release the mouse button in the desired position. Back to top Aligning objects on your slides Has there ever been a time when you created a PowerPoint presentation, with multiple objects on the slide and you just couldn’t get them to line up? Follow these steps to make the objects line up: While holding down the Shift key on the keyboard, use the mouse to select the objects to be aligned. Click on the Draw button. A menu appears. On the PC the button is labeled Draw and is located at the bottom left corner of the screen On a Mac the button is along the left side of the screen and looks like this: Select Align or Distribute and the menu expands. Select one of the options in the menu depending on the alignment/distribution wanted, and the objects will be aligned or distributed automatically. Click here to see a demo of how this is done. Back to top Changing a Presentation's Default Print Setting I've sent Tech TIps in the past encouraging you all to educate your students on how to print PowerPoint presentations as handouts (i.e. 4 or 6 slides per page). If you've recently chosen to upgrade to Microsoft Office 2003, you now have the capability to insure students do this by changing the presentation's default print settings. Begin by opening up the presentation and then follow the following steps: Click the Tools menu Select Options Click the Print tab Under Default print settings for this document select Use the following print settings To save paper, in the Print what drop-down list select Handouts (6 slides per page) To save toner, in the Color/grayscale drop-down list select Pure Black and White Click Ok Save the file You must do this in each presentation individually and this only works in PowerPoint 2003 on the PC Click here to see a demo of how this is done. Back to top Creating a Presentation from a set of pictures Let's say you have a set of pictures and you want to quickly and painlessly put them in a PowerPoint presentation. Well, if you are using PowerPoint in Office 2003 on the PC it's easy (sorry Mac users, this feature isn't available until the forthcoming version office for the Mac later this year). Here's how: Open PowerPoint (this will open a new, blank presentation) Click the Insert menu Select Picture > New Photo Album... Click the File/Disk button Find the pictures you would like to use from whichever disk they're on Select them (hold the control key on your keyboard to select multiple pictures at one time) and click Insert Choose a Layout and Frame Click Create Click here to see a demo of how this is done. Sorry Mac users, this feature won't be available until the forthcoming version of Office for the Mac later this year. Back to top

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Technology Tips Archive: PowerPoint