Microsoft PowerPoint TutorialYou will learn the following:Lesson started, selecting slide templates, slide masterCreating slides in slide view and outline viewCreating graphics and graphsInserting images, clipart and moviesBuilds, transitions and onscreen showsHelpful hints for PowerPoint usersSpecial notesIf you do not have your own copy of PowerPoint: The Department of Biochemistry currently has three general use Macintosh computers inroom 302 of the Biochemistry Addition. They are available to all Biochemistry studentsvia fob access.DoIT maintains a list of computer labs on campus that are open to all students. You canview the list at you would like to purchase Microsoft PowerPoint, it is available at a substantialdiscount from DoIT ( 81) as part of the Microsoft Office Suite, see more help?The Media Lab staff in rm 401 is there to help. They can teach you how to make, or consult andhelp you make, or completely create your PowerPoint talk for you. You can find out moreinformation on the web at The Media Lab’s web sitecontains many “How to’s” on popular problems you will run in to as you create your PowerPointpresentations, Posters and Research articles.Ready to give your talk?The Biochemistry auditoriums in rooms 175 & B1118, have built-in computers. These Macintoshcomputers have drives for floppies, CDs, zip discs, pen drives, and are also on the Department’snetwork. Feel free to bring your personal laptop in and connect it to the built-in projection system ineither of these rooms. Remember, to be safe, test your talk I N A D V A NC E of your presentationdate. The rooms are fob accessible.Whenever you intend to “show” your presentation on a computer other than the one it is developedon, it is a good idea to place a copy of the file, AND a copy of any included movies, into a specialtransfer folder, then use that folder to move the files to the second computer. Place a folder called “Movies” in the same transfer folder as your presentation. Place the movies you want to include into this “Movies” folder. Use the Insert/Movies mode of PPT to place those movies into your presentation. Now, when you move the transfer folder to any other computer, a copy of each required moviegoes too, AND, they are in a folder (relative path) that your presentation can recognize and use.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials153

For security reasons, the computers in rooms 175 and B1118 do not appear on the MacintoshChooser Appletalk menu. Instead, there is a separate server called “Maitre d” in the BiochemistryAppleTalk zone. Log on as “guest” via the chooser (no username or password required), or as“” via ftp (username: transfer, password: bioshow). Place a copy of yourtransfer folder (label with your name, please!) into the “pub” subdirectory of this server. You canretrieve it onto the auditorium Mac before your presentation. O R go directly to one of theauditoriums and link to your computer from there and then transfer your files.Note:The images and screen dumps throughout this tutorial are from Microsoft Office X on a Macintosh.The specific screens you see on YOUR computer will depend upon the version of PPT you arerunning and the current preference settings Don’t panic! The menus and options are pretty muchsimilar for any PPT version on Mac and PC.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials154

Lesson 1. Getting started Master & Template1) Open PowerPoint.Double click on the H a rd D r ive folder iconDouble click on the A pplic a tions folder then the M ic rosof t O f f ic e X folderDouble click on the M ic rosof t Pow e r Point program2)Startinganewpresentation. When you firstopen PPT, the program willshow you the project gallery,choose PowerPoint and a blankpresentation will open.3) Selecting a slidelayout. The next window topop up will ask you about thegeneral layout of the slides thatyou wish to use in thispresentation. Although there aremany options here (title slides,slides with or without additionaltext, slides with graphs, slides with clipart, etc) don’t let this bother you! Any particular slide can bechanged later, and you can insert images, graphs, or movies at any stage on any kind of slide. Youcan see all 24 possible layouts by scrolling within this dialogue box.Se le ct a generic slide layout with title and text called “BB ulle ted L ist”, as shown above.Click on the indicated slide template, then click O K . The chosen slide (blank) will now fill yourscreen.Note: depending upon how PPT is configuredwhen first installed, and the settings in the PPTcustomize folder (Tools/customize), the varioustoolbars and menus may look different fromplatform to platform.Don’t panic! All PPT functions are availablesomewhere in the menus and toolbars, you mayjust have to hunt a bit to find them.Key point: PPT can “work” with text in several different modes. If text is added into the titleobject box (“click to add title”), the program will forever recognize the particular information youplaced on this slide as a “title object”, which means that it and all other similar title objects can becollectively and uniformly formatted by the Master Slide (see below). Likewise, any outline textadded to the “body object” box (“click to add text”) can be collectively formatted for style, color,bullets, etc, on the master slide.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials155

4) Use the Master Slide!!! You may set the background color, text size, font and style for eachslide in your presentation by using the various menus at the top of the screen but it is much easier topick a common format by specifying your preferences on the Master slide. This format willautomatically be followed for all slides in your presentation, unless you turn it off for particularslides or chose to change any elements for a particular slide.Choose the “VV ie w ” menu, then “MM a ste r ” then “SS lideM a ste r ”Choose the “FF ormat” menu, and then explore thevarious options in the “MM a ste r layout”, “SS lide colorscheme”, “BB a ckground” and “ Apply design” menu.Insta ll any of these “looks” as your Master Slide, orchose your own fonts, colors, backgrounds and stylesfrom among the many selections (e.g., Format menu,Fonts).Contextual Menus are little menus that pop up when you click the mouse to show you manyuseful shortcuts. The Menu changes to fit whatever you click on.Windows users: The “right-click” on a Windows computer is achieved by clicking and holdingdown the control key on a Macintosh.Macintosh users: Start using the second mouse button! Hold down the control key and click onsomething with the mouse. You will find many useful shortcuts!Information Technology Media Center Department of Biochemistry UW–Madison Tutorials156

Lesson 2. Creating slides SlideView & OutlineViewThe presentation you are going to create is one that you and your colleague, Christopher Columbus,will use to convince Queen Isabella to finance your new venture, called New World Expeditions.There are three views one can use to create PPT slides: Normal, Outline and Slide. In Slide View yousee one slide at a time as you type the text and draw the graphics. In Outline view you see the outlineof all the text on your slide. In Normal View, you see the outline, the slide and a place for speakernotes.1) Return to the first blank slide in your presentation (NOT the Master slide), by c licking onthe Slide icon in the views button in the lower left corner of your screen (or select S lides from theV ie w menu)2) Type the title of the first slide into the title boxClick in the title box, then type: W e must a c t soonClick inside the Body text box, then type the following short list, pressing return as indicated:F avor able w e a the r r tn Inc r e ase in competition r tn Ava ilable c r e w (don’t press rtn !)Note : within a body box, the rtn key takes you to the next line, and also creates the bullet for thenext outline entry. If you ended up with an extra bullet, place the cursor after it, then press thedelete key.Click anywhere outside of the body or title boxes to deselect them.3) Save your work by choosing “SS ave ” from the File menu, and selecting an appropriate filename (e.g. P r a c tic e 1.ppt).4) Now we will make 2 more slides from the Normal View. This method is a really slickway to enter lots of nicely formatted text. You can easily use it to create a lot of slides for a lecture.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials157

Choose N ormal from the V ie w menu, or click the N o rma l icon in the lower left corner of thescreen.Now click the N e w S lide button, or select N e w Slide from the I nse r t menu. This will createanother “slide icon” in your outline and place the cursor next to it.Type the title of slide 2: E xpedition plan then press r tn Note: when you press return in Outline View, PPT moves to the next line, and keeps you at thesame level in the outline in which you were working (in this case, since you are at the title level,PPT presents the new slide icon, and is ready for you to type a new title).Click the “Demote” arrow (see image), to indent, or demote one level in the outline.Type the two bullet items:P r epa r e a f le e t o f thr e e ships r tn H and-se le ct a sta f f o f able o f f ic e rs and sailo r s (press Op tion r tn )Note: Option rtn is equivalent to the “Promote” button. If you had just hit return at thispoint, you could have added more bullets to slide 2, but now you are ready to begin slide 3,instead.Type in the following title for slide 3: B ene f its to Spain r tn Now press the T ab key to indent one level and type the following the same way you typed thebulleted items above.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials158

Note: The Tab key is the keyboard equivalent of the “demote” functionS ignif ic ant r ise in tr ade r tn M or e r ev enue fo r th e c rown (don’t press rtn !)Your outline should look something like this.5) Go back to Slide view to see the new slides you have made. If you click on the thick doublearrow icons at lower right of screen, you can shuffle back and forth among your slides.6) Reordering slides in SlideSorter view.Click on the S lideSor te r icon (lower left), or select SlideSorter from the View menu.Click on the picture of slide 3, hold down the mouse button and d r ag this slide to position 2 ofyour presentation. Note how the slide content remains exactly the same but the slide order is nowdifferent.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials159

Note: the SlideSorter view is an excellent way to cut and paste slides from one presentation intoanother, or to reorder and/or delete slides from within a presentation. Just remember that eachpresentation will take its master format from its own master slide, and if you transfer in slides fromanother PPT file, they will assume the new master’s format in font, size, color and background.Therefore, it may be a good idea to pick a layout and master slide “look” that you like, and stickwith it for many of your (and your lab-group’s) presentations. That way, you can mix and matchslides from various presentations without messing up their carefully chosen color schemes!Information Technology Media Center Department of Biochemistry UW–Madison Tutorials160

Lesson 3. Creating Graphics and GraphsPPT contains text and drawing tools so you can create your own graphics to illustrate yourpresentation. In these Lessons, we will draw some simple pictures, then create a graph for inclusionon a slide. In subsequent Lessons (D) we will expand these processes by importing pre-existinggraphics that you might already have prepared in another graphics program, or perhaps downloadedfrom the web.1) Return to Slide view, then i nse r t a n e w slide after slide 3.Click the N e w S lide button at the top of the screen (or Insert menu New Slide)Select a slide format “Title Only”, but with no other body or insert boxes (see next figure).2) Use the PPT drawing tools and drawing toolbars at the left or bottom of the screen to createsome images that Christopher C. can use to help convince the Queen that his ships are seaworthy andcan cross the ocean. These drawing tools are standard for most graphics programs. Explore a bit, andask for help if you have NEVER done anything like this before. A sample slide is shown below.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials161

Save your f ile ag a in, so this elegant piece of work is properly enshrined on the hard drive.Special note: it is a GOOD piece of advice to save your file frequently, especially when workingon irreplaceable artwork. Some systems can crash, and many a potential Picasso has ended up inelectronic vapor-land, when the file wasn’t properly saved!3) Now insert another slide (#5), in which we will create a graph to show the Queen how hercosts vs profits may stack up during the next 4 quarters of the fiscal year.Se le ct “Text and Chart” from the new slidewindow.When the slide opens, c lick tw ic e on t hegr aphbox,toinitiatethespreadsheet/graphing power of PPT.Note: PPT contains several automatic graphing, clipart, and organizational chart functions thatmake it easy to create these types of aids in your presentation. The chart function essentially containsa small spreadsheet and the projected chart is drawn from the data in this sheet. If you wish, you maylink the data to an external spreadsheet (preferably Microsoft Excel), or copy existing data into thePPT sheet. Either way, when you update the data in the spreadsheet, the displayed chart isautomatically updated too. The chart menu bar which appears when you initiate a chart (Insert a newslide, with a chart function, or choose “Chart” from the Insert menu) allows you to choose the typeof chart, color it, label the axis, title the graph, etc.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials162

Change the default data in the chart spreadsheet to indicate how much profit in gold and silver theQueen might expect, vs her costs for this voyage. To do this, just select each spreadsheet cell in turn,and change its label or value. Note how the graph changes too, when you enter new values.(Example values, below left)When you are finished playing with the data and the chart, c hoose Quit (Command orControl Q ) , to return to SlideView.Now you can add a title into the title box:P rofit vs CostsAlso a dd some text to the body box to explain your data:1st through 3rd Q tr costs may inc r e ase slightly until N e w Wor ldmines a r e ope r a tional r tn The r e a f te r , the looted gold and silve r should vastly exc e edexpedition costs.Note how the program automatically creates bullets to start each new body text object. If you wishto turn off the bullets, select the appropriate text with your mouse, then select the Bullet option in theFormat Palette or Format menu. This is also how you can change the shape of the bullets, or theirsize and color.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials163

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Lesson 4. Inserting Graphics, Clipart and Movies1) Inserting PPT clipartIf you have not already done so, S ave your file again.In Slide view, s c roll b a ck to the “My Ships” graphic slide you created earlier.In the Inse r t menu, select P ictur e then C lipa r t. The Microsoft Clipart Gallery will open.You may wish to explore the various categories and clipart figures so you know what isavailable here.Select the category “ww e a the r ” then highlight “tt h e storm” to add to your presentation. (Thismay help convince the Queen that your voyage will be exceedingly dangerous!).Your selected clipart will appear on the slide, and sometimes be too big or too small.To Resiz e click once on it to highlight it, then use the mouse to grab and move one of the cornerboxes in or out. If you hold down the Shift key while doing this, the picture’s height and widthproportions will remain unchanged.Alternatively, double-click the image and the F orma t Pic tur e window will appear so you can scaleyour object by a defined percentage. Type 1 20 in the dialogue box (120% of current size) then“OO K ”. Your clipart will grow in proportion. D r ag the storm with your mouse to a menacingposition above your boats.Click once on the storm to select it. Then c lick and dr ag it with the mouse w hile you holddown the option key, the storm will duplicate when you let go of the mouse. When usingthe o ption dr ag you must begin dragging the object before you hold down the option keyA N D you must let go of the mouse button first and then the option key.Add a bunch of rain clouds, draw some lightning, create a thunderstorm on your slide!Note: as with most computer programs, pictures, clipart or movies inserted into PPT can be resizedby clicking on their corner boxes and dragging to an appropriate shape. However, this method candistort the figure’s proportions, display the pixels of the image or in the case of movies or .pict files,can also impair their ability to be displayed in OnScreenShows. We recommend that you only use theObject/Scale method of resizing for clipart, N O T for images or movies. You may also use thisfeature to enlarge things by choosing a % that is 100 (e.g. 150%).Information Technology Media Center Department of Biochemistry UW–Madison Tutorials165

2) Inserting MoviesNote: Ann Palmenberg has provided some sample QuickTime movies for use in your tutorial PPTpresentation. Go to and click on Public Data, Class Resources todownload a quicktime movie file.Note: If you highlight an inserted movie you can select Loop from the Movie tools in theformatting palette. This way your movie will play over and over during your onscreen show.Note: PPT will use the QuickTime movie player that is installed on your Macintosh or PC. It doesNOT have its own internal movie player. Moreover, unlike images that can be inserted into your PPTpresentation, when you tell PPT to insert a movie, the program only really inserts a pointer to thelocation of that movie on your harddrive. That is, PPT remembers where you told it to find thatmovie and goes back to that location whenever you want to play the movie. This is an IMPORTANTconcept, because if you transfer your PPT presentation to another computer, you must also transferthe inserted movie files too, or the program can’t find them or play them.3) Inserting pictures into PPT is similar to the insertion of clipart.Cr e a te a ne w slides at the end of your presentation that contains only a title box. (Just likeLesson 3.1 above).Open this new slide in Slide view, then select “PP ic tur e / F rom File ” from the “II nse r t” menu. Inthe dialogue box choose an image from your hard drive or download one from the web.Se le ct a file then click O K . The picture will appear in your slide, where it can be dragged to afavorable location.Note: You can insert many popular graphics formats into your PPT presentation: JointPhotographic Experts Group (JPEG), Macintosh Picture (PICT), Macintosh paint (PNTG), PortableNetwork Graphics (PNG), Windows Bitmap (BMP), Portable Document Format (PDF), Encapsulatedpostscript (EPS), Graphics Interchange Format (GIF), and Tagged Image File Format (TIFF).Note: Images should be inserted into PPT at the correct size. You should not have to scale them upor down in size. Scaling images up in size may show their pixels and scaling them down in sizemeans the files are too large in size (bytes of information). There is a separate tutorial at under “How to” that goes over “getting images into PPTcorrectly”.Note: In the “Picture Palette” under “Tools” is a very useful element for working with pictures,). Should you only require a small portion of a figure, the rest can be removed bycalled “Crop” (judiciously cropping the edges of the inserted picture with this tool. You can also duplicate thepicture and crop different portions from each image.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials166

Lesson 5. Builds, Transitions & OnScreen Shows1) Slide to slide transitions.Use Slide View to go back to the first slide of your presentation. Then click on the “OO nS c r e en” icon(the one that looks like a movie screen) in the lower left corner of your screen. The slide shouldFILL your Macintosh screen.Click r tn , or click the mouse button, OR press the down-arrow key, to advance to the next slide.Note: There are 3 different ways to advance your slides sequentially during an “OnScreen” show:(1) by pressing the rtn key, (2) by pressing the “down-arrow” key, and (3) by clicking on yourmouse. As you advance through your presentation, you can reverse the direction with the up-arrowkey. Remember, some of these slides contain a lot of material, and each time you advance by any ofthe 3 modes, the computer must think a bit. Be patient.When you reach your movie slide, click twice on the movie to make it play. When you reach the endof your presentation, PPT will kick you out of OnScreenView and place you back into SlideView.You can end the OnScreen show at any time, by pressing the Escape (esc) key. Fun, isn’t it!If you wish, r e a r r ange th e o rde r of your slides using the SortViewer .While you are in the SortView mode, you can easily add animated transitions for the slides, so theyappear to morph into one another during your On Screen show. To do this, c lick on any slide, orgroup of slides to highlight it (them), then select a “SS lide t r ansition” from the S lideShow menu.Select “BB oxIn” “Checkerboard” or whatever else seems interesting.Save your file, then run it through the OnS c r e enShow again, to see what effects the varioustransitions have.If you like, you may select a different transition between every slide. but if you actually do this fora REAL presentation, your audience will probably find it distracting to the information flow.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials167

2) Building “body object” text.The entry of text into the “body-object” boxes that we practiced in Lesson 3, has two practicalpurposes. First, body-object text can be very easily entered in OutlineView, so it is directly formattedon new slides with almost no hassle. The second purpose for body text, is so text itself can be “built”or appear to be phased in, line by line, or point by point, during an OnScreenShow.Return to S lide V ie w , and select any of the 1st three slides we made (the slide should include a titleand also several lines of body-text). Click on the body text to highlight it.In the S lideShow menu, select A nimation then W ipe Right or any other effect, then return toSlideView.Now rerun your O nS c r e enShow and watch what happens when you hit this slide. Each click of themouse should have an effect.Note: When the text of a slide is “built” the first click of the mouse will launch the slide. The titleand any graphics will appear according to the “transition” mode that is selected. The next click of themouse will launch the first key point of the body text, and each subsequent click will launch thesubsequent points, so they appear on the screen one at a time, even though in reality they are all partof the same slide.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials168

3) Building graphics, movies and other objects.PowerPoint will also allow you to “animate” virtually any text, pictures, graphics, charts or movieson your slides and play them with desired effects during your presentations. If you have severalobjects you want to link as a unit, be sure to “group” them before doing the following Lesson.Go to any of your slides that contains a few items of text, and perhaps some graphics, like your boatslide.Open the S lideShow Custom animation menu.Choose an item on this slide (Group 3) that you wish to animate and then choose an E ntry E f f e c t:for that item.If you choose to animate more than one object make sure you s e le c t the o rde r fo r e a chanimation in the O rde r and T iming T ab . Decide whether you want that event to happen at aspecified timed interval, or at the next sequential mouse click.Remember also that you can t e st the e f f e c ts you have c r e a ted, by clicking on the P lay button.Information Technology Media Center Department of Biochemistry UW–Madison Tutorials169

Helpful hints for PowerPoint users1.Another way to “build” graphics is make successive slides, each with another part of the figure.Actually, it is easier to make the last slide (or the most complex slide) first, copy it successively inthe Slide Sorter, then “erase” stuff from the initial slides so that it seems as if you are graduallyadding more figures or text.2.Slide titles should never be less than 32 pt, for visibility. Text should never be less than 20 pt,and preferably larger.3.Remember the “Rule of 5 & 5”. In general, no more than five lines of text on a slide and nomore than five words in each line of text on the slide! Think about it if you use five lines oftext and five words in each line that is 25 words for an audience to read and comprehend whenthey should be paying attention to you!4.Although PPT will allow the use of millions of colors, in truth there are few colors that makeeffective slides. Dark backgrounds (blue or black) are OK if the projection room is dark. In thiscase, yellow, white or light blue text will show up better. Other darker colors like green, orange,red may detract from your talk. Be careful if you use red text on a dark background. It may lookfine on your computer but will project with poor contrast on the screen. Light backgrounds(white, grey) with dark text (black, dark blue, dark green), will always project nicely. Hint: thePPT default color schemes in F ormat/ Color S che mes are effective, attractive and easy to use.5.If your movies don’t play right. Delete them then reinsert them. Sometimes, the PPT pathpointers get screwed up.6.OnScreenShows require an LCD projector that can hook up to your computer. Properlyinstalled, whatever you then see on your computer screen will be projected for the audience.Several campus halls, including Biochem 175 and B1118 are equipped for this. If you areplanning to do a presentation elsewhere though, make sure you check out the equipment aheadof time in the Media Lab (rm 401 Biochem 98 rmation Technology Media Center Department of Biochemistry UW–Madison Tutorials170

1) Open PowerPoint. Double click on the HHardDrive folder icon Double click on the AApplications folder then the MMicrosoft Office X folder Double click on the MMicrosoft PowerPoint program 2) Starting a new presentation. When you first open PPT, the program will show you the project gallery, choose PowerPoint