You can make your own layout / theme for your PowerPoint project.

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1 About the PowerPoint Intermediate Workshop The purpose of the PowerPoint Intermediate workshop is to inform users more about the design aspect of making presentations. We will build on the skills learned in the PowerPoint Basics workshop, and you will be able to make a presentation that is aesthetically pleasing and visually organized. Here, you will learn how to make your own theme, insert media, use SmartArt, insert tables and graphs, and gain knowledge about helpful shortcuts. Creating Your Own Layout You can make your own layout / theme for your PowerPoint project. Under the View tab, click on Slide Master button. This will bring you to the slide master view with Slide Master Tab. Once in the slide master view, you can either modify already existing slide master to be used as the core design of the presentation, or create a new slide master from the scratch. Insert Slide Master button will add a complete new set of slide master. Insert Layout button will add a new slide with basic slide elements such as title box and footer. If you do not see what you like in the already existing layout slides in the slide master, you can use this option to add more text boxes, or object boxes. To modifying slide layout, you will use Insert Placeholder button. When clicked, there will be a drop down menu with different layout elements including textbox, content box, and picture, chart, table, smart Art, media, and clip art elements. (Content box include text and all other elements). To

2 use this option, you first click on which placeholder you would like to insert, and then draw a box on the actual slide. Also, in the slide master tab, you can modify the color theme provided by PowerPoint to your own color scheme. First, choose a scheme that you would like to modify by going to Themes dropdown menu. Then, choose a new color scheme by going to Colorsdropdown menu. Setting a picture as a background While in the Slide master view, you can set the background with pictures using Background Styles button on the Design tab. In the Background Styles drop-down menu, choose Format Background. In the Format Background dialogue, choose Picture of texture fill, and choose image file by clicking File. You can also change the transparency of the image file. Once you are set, click the Apply to All button. In addition, in the Format Background dialogue, under Picture Tab, you can modify the background image. Using Recolor option, you can change the image colors to black&white and more. Here you can also modify the brightness and contrast of the image.

3 Once you are done with the Slide Master View, you can exit out of it by clicking the Close Master View button. Your master design will automatically be applied to the already existing presentation. Illustrations made simpler SMARTART The SmartArt tool allows you to explore a variety of templates available for illustrating graphical lists, chart flows, organizational charts, and hierarchies. Smart Art is found in the Illustrations section of the Insert tab (left figure). The SmartArt dialogue box will be similar to the right hand figure. EXCEL GRAPHS & TABLES To insert a new chart into your presentation Use the Chart option in the Illustrations section of the Insert tab to illustrate and compare data (left figure). Different types of such representations include line, pie, bar and surface area plots (right figure). To open an existing data set/ chart in your presentation

4 You may decide to copy and paste desired tables and charts into PowerPoint. A smarter option, however, which will automatically update your chart, should there be any changes to the data set is explained below. 1. Insert a new chart in the presentation. This new chart has the default name, Chart in Microsoft Office PowerPoint. 2. Copy and paste the relevant data into the active range in the Chart in Microsoft Office PowerPoint Excel sheet. The move / copy option in Excel is also helpful. 3. To edit the data set, select the inserted chart by clicking on it. The Chart Tools bar appears. Click on the Design button to enter the Design Tab. Select the Edit Data button which will open the excel sheet with the data for the chart. You are now free to make any desired alterations. Inserting Media The Video button gives you the choice of uploading a movie file from your hard drive, using a movie from the clip organizer (which is the equivalent of the clipart gallery) or IF YOU ARE WORKING WITH A 32-BIT operating system (most recent Windows computers use a 64-bit operating system) grabbing a video from the web.

5 As with the movies you can either upload your own sound or used included sounds from the clip organizer. A small icon appears. During the slide show, when you hover over this icon, a playback strip appears you can play, pause, move forward or backward, and change the volume. PowerPoint assumes you wish the media to play when clicked. You may change these options in the Audio or Video Tools: When a media clip is embedded in the PowerPoint slide, new tabs appear on the ribbon. These tabs appear only when the media clip is selected (by clicking on it). Here you can preview the clip and change volumes and other setups for the media play during the slideshow. Editing a linked or embedded object Right-click the object, and choose the options you want to change from the contextual menu. Creating and delivering an excellent presentation EFFECTIVE & PROFESSIONAL PRESENTATIONS Before beginning your presentation note the following and double check that you have done the following: Use the more common and simple fonts to ensure compatibility with different operation systems on different machines. For legibility, all text must have a font size of at least 20. Do not put too much material on one slide A PowerPoint presentation is a visual medium for communication. Therefore the use of visual aids such as schematics, diagrams, pictures, micrographs, and if relevant, graphics and video clips, make the most effective presentations. ALL forms of media used must not be distracting; the media must be directly relevant to the point you are trying to convey. So, when inserting any form of visual aids, ask yourself:

6 Is this object only for decorative purposes OR is it illustrating a relevant concept? The pace of the presentation should be controlled by the presenter (me) rather than by individuals in the audience. EMPHASIZING PARTS OF YOUR PRESENTATION using pointers & markers You can emphasize a section of a slide by using Pointer Options such as highlighter, ballpoint pens, and felt tip pens. In order to do this, right click on any part of the monitor screen during the presentation to get a window like the one shown. Then select the desired option. New in Powerpoint 2013! You now have an additional pointer option with laser pointer! PRINTING YOUR PRESENTATION: Slides, Handouts & Notes During a formal presentation, you may want to print out your presentation for your audience so that they can better follow you as you proceed. All the different options for printing by selecting Print from the File menu. Selecting Print will give you different alternatives for rendering your presentation on paper. Settings: Allows you to determine how you want the slides to appear on paper Print All Slides allows you to specify the pages you would like to print, all of them, or specific pages. Page Layout allows you to determine how you want to print your slides: Full Page Slides: allows you to print slides only, one per page. Handouts: allows you to print several slides per page, with different formats. Notes Pages: allows you to print each slide with its notes on one page. Properties allows you to change printer settings. This is where you go to print double-sided. Click Preview to see what your printed documents will look like. Always preview before printing.

7 PACKAGING THE PRESENTATION FOR DELIVERY It is important to package your presentation appropriately if you would like it to be displayed as desired. Packaging involves saving your presentation in the right format, with the right supporting files, in the right location. Depending on the contents and your desired mode of display, you can save your presentation in different formats. You can access available formats by going to File Save As Save As Type. Click the arrow for the drop down menu, and select your preferred format. Important: Make sure to include copies of the movies, sound tracks and any other external media sources that you have inserted into your presentation on the storage device (e.g. USB drive or CD) you are using to deliver your presentation. Some Common formats PowerPoint Presentation (.pptx) - default, XML-based presentation format for PowerPoint 2011 for Mac and PowerPoint 2010 for Windows PowerPoint Show (.ppsx ) simple presentation that opens up in the Windows Slideshow viewer, presenting a simple slideshow version of your presentation, sans music or effects.

8 PACKAGING YOUR PRESENTATION To package your presentation so that others may watch it from most computers, go to File -> Save & Send -> Package Presentation for CD. Name the CD with a short name version of your presentation. Before immediately clicking Copy CD, click on the Options button. Ensure that Linked Files and Embedded TrueType fonts is checked so that your presentation will be seen as it was supposed to be seen. It is suggested that you use only basic fonts so that you do not have to worry about compatibility, but with this feature the fonts you have custom downloaded should also be packaged up nicely. You can also choose to password protect your CD. Now you can hit okay, and Copy your CD. You will notice that when your CD is burned, there is not just one file zipped up tightly on it. PowerPoint 2010 includes all the files, uncompressed, on the CD, but also includes a nice viewer so that it can still be watched. A WORD TO THE WISE: HOWEVER YOU PACKAGE YOUR PRESENTATION, TEST the package BEFORE you walk away from your wonderfully creative and saved on YOUR computer in South Hadley presentation, and into your presentation space in DALLAS! TAKE it to a lab system and see if it runs properly. TAKE IT TO A MAC and see if it runs properly you MAY not know what equipment will be available be ready for anything. Other Special Formats: Web Page (HTML) (.htm) - for display on the web. PowerPoint automatically creates the main filename.htm file and a companion filename_files folder that holds all the supporting elements of your presentation (eg. slides, graphics, and media pieces). For your presentation to work as desired, be sure to always move the companion folder to wherever you relocate your main file. To view your web presentation in a browser, open the main filename.htm file. GRAPHICS - To save your slides as graphics, use the following formats: PNG (Portable Network Graphics) (.png), JPEG (Joint Photographic Experts Group) (.jpg), GIF (Graphics Interchange Format) (.gif), BMP (Windows Bitmap) (.bmp), and TIFF (Tagged Image File Format) (.tif) Note: The PNG and JPEG formats are great for Web presentations, and for slides with scanned images

9 Useful Keyboard Shortcuts IN PREPARING A PRESENTATION CTRL+X = Cut selected object. CTRL+V = Paste cut or copied object. CTRL+Y = Redo the last action. CTRL+SHIFT+C = Copy formatting only. CTRL+ALT+V = Paste special. CTRL+C = Copy selected object. CTRL+Z = Undo the last action. CTRL+A = Select all objects. CTRL+SHIFT+V = Paste formatting only. DURING A PRESENTATION You can find these by pressing F1 during the course of a presentation: SHIFT+F10 = Display the shortcut menu during a presentation. TAB = Go to the first or next hyperlink on a slide. SHIFT+TAB = Go to the last or previous hyperlink on a slide. ENTER while a hyperlink is selected = Perform the "mouse click" behavior of the selected hyperlink. HELP There are several ways to get help in PowerPoint should you get stuck. PowerPoint Help menu: Click the F1 key on your keyboard or, the Help button (at the end of the Ribbon) to browse through a collection of help topics for any topic you would like further clarification about. Selecting Help from the File menu shows many options for support for Powerpoint. Google is also an excellent resource. When you search though, be careful to be as specific as possible. For instance, PowerPoint 2013 inserting charts. Technology Assistants and Consultants and Peer2Peer teachers: We can be found in the Info Commons and the MEWS. If we don t know the answer to your question, we know someone else who does! Prepared by the the LITS Campus Technology and Media Support Peer2Peer Team, October Revised Spring 2015.