Communication in Administration

Transcription

1 Communication in Administration POWERPOINT NOTES Higher Administration and IT

2 PowerPoint Success Criteria You may already be aware of some of the following features of PowerPoint. However, you need to make sure that you are able to do the following: Adding slides and content to a presentation: Promote and demote slides and text within slides Import data from Spreadsheet or database applications Create notes Complex features: Advance slides automatically timed to accommodate speakers notes Create a hyperlink within the presentation, to URL and electronic documents Customise animations and transitions Create a loop presentation Embed multimedia P 2

3 Presentations PowerPoint presentations are commonly used in both business and schools/college to communicate information to an audience in an interesting and eye-catching way. In order to keep your audience s attention and ensure effective communication presentations need to be interesting, readable and easy to understand. Microsoft PowerPoint is one of the many presentation packages available. Advantages of using presentation software Important information can be emphasised through the use of various formats Slides can be created quickly and easily using the slide master to set up a template Information from other software applications, e.g. charts from spreadsheets can be included in your presentation. Presentations can be printed out in handout format, allowing the audience to take additional notes throughout the presentation and to provide them with a written document to refer back to. Presentations can also be printed out in Note format in order to assist the employee delivering the presentation. 3

4 Promote and demote text within slides Promoting text within a slide moves it up one level. Demoting a paragraph moves it down one level. Select the Outline View from the view tab. Go back to the home Tab and highlight the text you wish to promote/demote. Select the Increase List Level or the Decrease List level. The layout of the slides will now have changed. These options are also available by right clicking on the text within the outline view. 4

5 Advance slides automatically timed to accommodate speaker s notes When speakers practice their presentation they can record how much time is needed to present each slide. The timings recorded can then be used to advance the slides automatically during their actual presentation. Select the Rehearse Timings option from the Slide Show Tab. A recording timer will appear in the top right hand corner of the screen. When you are finished practicing the content of each slide click on the arrow to advance to the next slide. When you reach the final slide in your PowerPoint you are asked if you wish to save the timings. If you want to use the timings as you present you need to ensure the use timing option is selected before you start the slide show. Create a hyperlink within the presentation, to URL and electronic 5

6 documents Hyperlinks create a link from one document to another, activated by clicking on a highlighted word, sentence or picture. Right click on the word/image and select Hyperlink. The following window will appear: Key in the URL of the required webpage. e.g. Click OK! Test out your hyperlink remember you need to run the slide show to test the hyperlinks! Customise animations and transitions Custom animation is a set of effects that can be applied to individual objects in a PowerPoint presentation. Highlight the object within the slide that you wish to animate. Select the Animate Tab, followed by Add Animation. Select an animation. Transitions are effects applied to individual slides as they change from one slide to another. Using the Transitions tab, select a transition effect. Create a continuous loop presentation 6

7 The sets the PowerPoint presentation to continually play over and over again on a loop. In order to set this up, select the set up slide show option from the Slide Show tab. The following window will appear: Select Browsed at a Kiosk, and Loop continuously until Esc will automatically be highlighted. Select OK. Press F5 function key to start the presentation. Embed multimedia In order to inset a video into a new PowerPoint slide click on the insert video icon. This brings up 4 different sources of inserting videos. To insert video files saved on your computer use the option Insert video from a file option. Click on Browse and it will show you the available video files. Double click on the required video and it will be inserted into your PowerPoint. The You Tube option is handy for inserting videos from You Tube. 7

8 Useful Websites for further online tutorials: HA aspx Embed multimedia Ribbon and Tool bars 8