Instructions in Microsoft PowerPoint - Software Capabilities

Microsoft PowerPoint is a program that lets users create their own multi-media presentations. It is sold both by itself and as part of Microsoft Office. The program is the leader in presentation software and is available for both PC and Mac. Since its development in 1984, PowerPoint has worked to fulfill its original objective: to provide users with the ability to create auditable and pictographically enhanced slides as well as text based handouts from one master file.

As we continue this series, we’ll look at both what this program can do for us and how to use it in our everyday lives. The instructions in this guide are based on the 2003 version of Microsoft PowerPoint.

Create Slide Presentations

Microsoft PowerPoint 's main function is the creation of slides to use in conjunction with business presentations and/or academic lectures, and the program is designed to give the creator complete control over their presentations. It is important to remember that, while PowerPoint has a lot of features to keep your audience tuned in, the presenter is still the main focus, so don’t read directly from your slides or handouts unless you want your audience to tune out. Keep presentations focused on human interaction and let the multi-media and print presentations serve as tools of enhancement.

Creating Master Slides

The “Slide Master” option allows users to customize the background, graphic, and bullet style of each slide. To create master slides select the View Menu from the top right tool bar and choose the Master Menu option. From here users can access the following preferences: Slide Master, Handout Master, and Notes Master.

Enhance Slides with Audio and Video

Presenters can add audio and video to their slides in the form of narration, musical accompaniment, or applicable third-party commentary. Audio and video enhancements can add an extra layer of communication when face to face interactions are not available, but when the presenter is available it is important not to rely on audio narration and to engage the audience with interludes of back and forth dialogue.

Uploading Audio and Video

Users can add audio to individual slides by selecting the Insert Menu located at the top right of the screen and choosing the “Movies and Sounds” option. From this menu you can choose from the following options: Movie from Clip Organizer, Movie from File, Sound from Clip Organizer, Sound from File, and Play CD Audio Track, Record Sound. To record slide show narration, select “Slide Show” from the top right drop menu and choose “Record Narration.”

Enhance Slides with Graphics

It was the original intent of PowerPoint creator Bill Gaskins to enable users to quickly edit and easily add photographs, graphics, and logos to their presentations. It was his vision that all customers whose business depended on presentations have access to templates, borders, clip-art graphics, as well as be able to upload their own photographs and digital images.

Uploading Graphics

To add graphics to a slide, select the Insert Menu located at the top right of the screen and choose the Picture Menu. From here, you can choose from the following options: Clip Art, From File, From Scanner or Camera, New Photo Album, AutoShapes, WordArt, and Organization Chart.

Create Handouts

Microsoft PowerPoint slides are created to enhance the creator's presentation with audio and visual stimulants, but it is important to provide audience members with physical handouts that reiterate the thesis of the presentation. Many different types of handouts can be printed from the one PowerPoint master file and each provides different augmentations.

Creating Handouts

To view the various handout options, select the View Menu from the top right tool bar and choose the Master Menu. From here users can access the following preferences: Slide Master, Handout Master, and Notes Master.

Slide Master

See “Create Slide Presentations.”

Handout Master

In this viewing, users can create handouts of their presentation from their slide masters in their choice of 1, 2, 3, 4, 6, or 9 slides per page, but remember not to dictate each multi-media slide in this view – the goal is to summarize the thesis of each slide in order to provide the audience with as many tangible foundations as possible.

Notes Master

Inserting additional notations such as citations, further readings, and pertinent web-links can be done from the master slide view by clicking the white bar below the slide that reads “Click to add notes.”

Printing Handouts

Printing from your newly created master file can be done from any viewing option by selecting the File Menu option on the top right tool bar and choosing the Print Menu. From here you can choose what to print by selecting the “Print What” option located on the bottom right of the menu. Users can print slides, handouts, notes pages, or an outline view in their choice of color, grayscale, or pure black and white.