Dr. C.P.Bansal, MD, FIAP*
Secretary, IAP CMEG cpbansal@gmail.com*
Create your first presentation
Working with slides and text
a. AutoContent Wizard

The wizard includes content templates that contain suggested text content for slides, and it has a design already in place. To open the wizard
  • On the File menu, click New.
  • In the New Presentation task pane, click From AutoContent wizard.
  • Step through the wizard and click Finish when you're done.

The presentation you've chosen opens in Microsoft PowerPoint®, and you fill in the sample content with your own content.

b. Insert slides from another show

To copy slides by using the slide finder:
  1. With your current presentation open, position the pointer on the Slides tab at the point where you want to insert the new slides.
  2. Click Slides from Files on the Insert menu.
  3. Use the Browse button to find the presentation whose slides you want to copy, select the presentation, and click Open
  4. Hold down CTRL as you click the slides you want to copy.
  5. To keep the slides' current formatting after they're inserted, select the Keep source formatting check box.
    Click Insert to include selected slides;
  6. Click Insert All to include all slides.

c. AutoFit text

When the amount of text exceeds the space available in the placeholder, by default the text will reduce in size to fit, and you'll see the
AutoFit Options button . This button offers options for sizing the text and remains there until you perform a different action on the slide.

Points to Remember:
  • To undo the text resizing that's been applied, click Stop Fitting Text to This Placeholder.
  • To turn AutoFit Options off altogether, click Control AutoCorrect Options. In the AutoCorrect dialog box, clear these check boxes on the AutoFormat As You Type tab: AutoFit title text to placeholder and AutoFit body text to placeholder.

Working with notes and other printouts:

a. View notes pages
On the View menu, click Notes Page. Add more notes in this view and apply additional text formatting
Preview and print
To preview slides, notes, and handouts before printing, click the Print Preview button on the Standard toolbar. In print preview, do any of the following:
  • To select a type of printout, select from the Print What box.
  • To set color or black and white printing options, or to access the Header and Footer dialog box, click the Options menu
  • To print, click the Print button

b. Send notes to Word

Microsoft Word gives you unlimited room for notes. To print your notes and your slides in Word:
  • On the File menu, point to Send To, and click Microsoft Office Word.
  • Select either of two options: Notes next to slides or Notes below slides.

Word opens and inserts your slides and any notes you've written. You can edit the notes and print from Word.

Layout and design

a. Apply a design template

To apply a design template:
  1. On the Format menu, click Slide Design. (Or: Click the Slide Design button on the Formatting toolbar.)
  2. If you want the design template to apply to all slides in the show, select one slide thumbnail, and then click the design template to apply it.

If you want the design template to apply to only some of the slides, select those slides (press and hold CTRL as you click the slide thumbnails to select them), and then click the design template you want.

b. Apply a slide layout
To apply a slide layout:

  1. On the Format menu, click Slide Layout. (Or: right-click a slide thumbnail on the Slides tab, and then click Slide Layout on the shortcut menu.)
  2. Be sure that the slide thumbnail you want the layout for is selected; then click a layout thumbnail to apply it

Tip: To insert a new slide with the layout you want, point to the layout thumbnail you want, click its arrow, and then click Insert New Slide in the list.

c. Insert a picture or other content
Using icons in a layout:
  1. In the Slide Layout task pane, apply a content layout (look for placeholders that contain icons).
  2. On the slide, click the icon for the content you want.

Using the Insert menu:
  1. Apply the content layout you want. Then click the content placeholder that you'll insert the content into to select it.
  2. On the Insert menu, click the type of content you want to insert.

Getting ready to present

a. Preview a slide show

To switch to slide show view:
  1. Press F5 (to start on the first slide) or SHIFT+F5 (to start on the current slide). Or:
  2. Click the slide you want to start from, and then click the Slide Show button in the lower left of the window.

Press ESC to return to your last view.

b. Package your presentation
Use the Package for CD feature, new in Microsoft Office PowerPoint 2003, to bundle and then copy all your presentation files to a folder or CD.
To package and then copy to a CD from PowerPoint, you must have Microsoft Windows® XP or later and a CD burner. If you have Microsoft Windows 2000, you can still use this feature to package the presentation files to a folder, and then use a third-party program to burn the folder to a CD.

Tip If you're not sure whether the presenting computer will be running PowerPoint 2003, include the Microsoft Office PowerPoint 2003 Viewer when you run Package for CD.

Few Important PowerPoint features
Browse for a template

To browse:
  1. Open the Microsoft® PowerPoint® presentation you want to apply a design template to.
  2. Select the slide or slides that should get the template (see guidelines for selecting under "How the template gets applied," below).
  3. In the Slide Design task pane, click Browse, and select the .pot, .ppt, or .pps file that has the template you want.
  4. Click Apply

How the template gets applied
  1. Select one slide: The design template is applied to all the slides that currently use the same template as the selected slide.
  2. Select multiple slides: The template is applied to just those slides

If there's a group of slides using the same design template, and you want to browse for a template that will apply to just one of those slides, do the following. First apply a unique template to the one slide-select just that slide, point to any template in the Slide Design task pane and click its arrow, then click Apply to Selected Slides. With that slide thumbnail selected, click Browse and follow the process for applying the design template. It will affect just your selected slide.
Click this link to get more information about customizing templates and saving them as .pot files. Use title master styles; to get title master styles on a slide, insert the Title Slide layout.
  1. Select the slide thumbnail you want to get the layout, and display the Slide Layout task pane ( Format menu, Slide Layout command or, right-click a slide thumbnail and click Slide Layout).

Click the Title Slide layout (it's the first one) in the pane. The ScreenTip tells the layout type. Customize the title master To make changes directly to the title master:
  1. On the View menu, point to Master, and click Slide Master.
  2. Click the title master thumbnail to display the title master.
  3. Make the changes you want to the title master.

If there is no title master in master view, insert one:

In master view, on the Insert menu, click New Title Master. Optimize images To use Compress Pictures:
  1. Select the picture you want to optimize.
  2. On the Picture toolbar, click the Compress Pictures button .
  3. Select options.
    1. Change resolution : Reduces resolution to 96 dots per inch (dpi) for Web or screen output and 200 dpi for printed output; can reduce image quality
    2. Compress pictures : Reduces color format, if possible, without loss to image quality.

Delete cropped areas : Tosses out parts you've cropped from an image so extra information doesn't inflate the image's file size

Package to a CD or folder To bundle files to a CD or folder:
  1. Open the presentation you want to package.
  2. On the File menu, click Package for CD.
  3. Add files you want and select and clear any options for the package.
  4. Click either Copy to folder or Copy to CD.

Good uses for copying to a folder:
  1. Makes the presentation portable so that it can be shared on a file server.
  2. Enables you to burn to a CD if you have Windows 2000 instead of Windows XP or later. You can package your files to a folder and burn the folder to a CD using a third-party CD-burning program.

Lets you check the size of your packaged files before you begin burning to the CD. After copying to a folder, you'd check its properties (right-click the folder, click Properties, General tab) to see the disk space used.

Embedding fonts: If you want to know whether a font you're using can be embedded or not, you can choose an option in the Options dialog box ( Tools menu) to always embed fonts. Then, if a font won't embed, you'll get a message about that when you save your file

  1. On the Tools menu, click Options.
  2. On the Save tab, select the Embed TrueType fonts checkbox.

For more about embedding fonts, see PowerPoint Help Scenarios for how packaged presentations play There are a couple of different scenarios to consider for how your packaged presentations will play, depending on whether the package is copied to a CD or folder and what automation is in place.

If you package your files to a CD and include the PowerPoint Viewer, and you've selected to either play the presentations automatically or play the first one automatically, then the CD, when inserted, automatically plays your presentations in the order you've specified. That's assuming the Windows "autoplay" setting for the CD drive is not turned off. If "autoplay" for the CD drive is turned off, a person double-clicks the play.bat file that's included in the package to launch the viewer and automatically play the presentations.

If you've included the viewer and chosen the option to let the user select which presentation to view, and "autoplay" is on for the CD drive, the viewer is automatically launched and offers a prompt for which presentation to view. If "autoplay" is off, double-click the viewer file, pptview.exe, to start the viewer.

If you package your files to a folder or network share; you include the viewer; and you specify that presentations should play automatically or at least the first one should, the play.bat file is included in the package. A person can simply double-click that to start the presentations playing in the viewer.
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