Creating the 21 st Century Presentation

Transcription

1 Handout Creating the 21 st Century Presentation Preconference Workshop STFM Annual Conference San Diego 2002 Presenters: Nancy B. Clark, M.Ed. Florida State University College of Medicine Frank J. Domino, MD University of Massachusetts Med Sch Robert A. Baldor, MD University of Massachusetts Med Sch Janet Raschke University of Wisconsin - Madison James A. Bobula, Ph.D. University of Wisconsin - Madison Screen captures included in this handout are from Microsoft PowerPoint version XP.

2 Part I - Creating text slides and making them pretty. A. Views: 1. Normal - Notes a place to type your talk word for word. Notepages - to print out and put on podium. Outline text can be entered and organized here or on the slide. Makes a good handout. 2. Slide Sorter 3. Outline, 4. Notepages 2

3 Creating the 21 st Century Presentation Microsoft PowerPoint XP Basic Concepts PowerPoint is a presentation graphics software program that lets you create a series of slides to use as visuals to accompany a lecture. All of the slides are saved together in one file which is referred to as a presentation. You normally give the presentation with a computer connected to a data projector. This way, you can take advantage of the animation features of the program, and create interest in your audience. However, you can have 35mm slides created from the file, or print out transparencies to use with an overhead projector. A. Views You use different views to accomplish different tasks in PowerPoint. The Normal (1.) View in PowerPoint XP shows you in frames a combination of several views that were single screens in version 97. It contains the Slide view top right, the slide sorter and outline panes on the left, and the speaker notes at the bottom. This is where you normally type in the words, add pictures, do your animation, etc. Notepages (4.) are designed to print out and place on the podium. They contain a single slide and the speaker notes that accompany that slide. This is where you type the words you will say while that slide is on the screen. You should never put every word you are going to say on the slide to be read by your audience. Only an outline of you talk should appear on the slide, which brings us to the Outline (3.). This shows you the text that appears on your slide. If there are images on the slide, they do not show up in the Outline. Text can be entered and organized in the Outline or on the Slide in the Normal view. Outlines can be printed out and make excellent handouts. The (2.) Slide Sorter view is used to order your slides. You can drag and drop slides into any order that suits you after you have created all of your slides in random order much like dropping 35mm slides into a slide carrousel. You can animate the text of the slide as well as add transitions between slides in this view. Normally, you animate objects like clipart in the slide frame of the Normal view. The Slide Show is what you show your audience, and fills the screen with one slide as you click through them. Version Differences One of the main differences between the versions 97, 2000 and XP (2002) is the way PowerPoint does menus. In XP we now have Task Panes for what were Dialog Boxes in the earlier versions. The same actions are there, it just looks a little different. There are also a lot more choices now in options like Slide Layouts and Animation Effects. There are many references to the differences in versions throughout this manual. You switch between views either by pulling down the View menu or by clicking on the little buttons at the bottom left corner of the PowerPoint window. You advance between slides by either clicking on a slide in the slide sorter frame, or using the scroll bar on the right of the window. 4/23/2002 3

4 A. Starting a new presentation from wizard or blank Or just start PowerPoint from the Start menu and you will get a new blank presentation. B. Saving the presentation C. Adding new slides D. Selecting a slide layout E. Click in the test box and start typing. 4

5 Creating the 21 st Century Presentation Microsoft PowerPoint XP A. Starting a New Presentation If you run PowerPoint, it will create a new blank presentation for you. You can also pull down the File menu and select New which will open the New Presentation task pane on the right. You can use the AutoContent Wizard. However, the scenarios it supports are largely business related. Most of the time you will get a Blank Presentation or New from existing presentation. B. Saving Your Presentation The first time you save your presentation using the Save button Standard Toolbar: on the Titles on slides are important. This is the way PowerPoint recognizes a slide. When you drag the elevator on the scroll bar at the right of the screen, PPT tells you both the slide number and the title of the slide to facilitate navigation around a presentation. or by pulling down the File menu and selecting Save As you give your presentation a name you can recognize and decide where to save it. It is a good idea to save your presentation by pressing CTRL-S, or clicking on the Save button after you create each slide. AutoSave will save your presentation every 10 minutes, just like Word, but only in the later versions. C. Adding New Slides When you are ready for the next slide, you click the New Slide button on the Formatting Toolbar: You can also add a slide using the Insert, New Slide menu. D. Selecting the Slide Layout PowerPoint XP gives you a bulleted list slide, Title and Text, when you get a new slide, and displays the Slide Layout task pane from which you can change the layout at any time by selecting a different one. Slide layouts contain combinations of text blocks and/or object blocks. Objects are anything from pictures to videos. E. Click in the box and type. You can not tab between text boxes. You must use the mouse to click inside a text box to begin typing. When you indent text, each indention makes the font smaller and applies a smaller bullet. This is called Paragraph Level. There are Increase Indent and Decrease Indent buttons on the Formatting toolbar to do this, or you can use Tab and Shift-Tab to do the same thing. View your Slide Show from time to time while you are developing your presentation to see how readable your slides are. Remember, 6 lines per slide, 6 words per line maximum. This is an outline of your talk, not a verbatim teleprompter for you. Minimum font sizes are 32 pt for titles and 20 pt for text. Cut words, not font size. Move overflow to a new slide. 4/23/2002 5

6 A. Deleting a slide Make sure you are on the slide you want to delete then B. Adding headers and footers C. Rearranging slides drag and drop in Slide Sorter View D. Apply Design 6

7 Creating the 21 st Century Presentation Microsoft PowerPoint XP A. Deleting a Slide To delete a slide that you don t need, select the slide in the Slide Sorter View, and pick Edit menu, Delete Slide. In the Slide Sorter view you can copy a slide and paste it, so as to create two copies of the same slide. B. Adding Headers and Footers Just as in Word, you can add headers and footers that show up on all slides. This is under the View menu, Headers and Footers. Complete the dialog box and click OK. You can put the slide number and the date on the footer along with Footer text like your name or the title of the presentation. C. Rearranging slides You can order the slides after you have created the presentation in the Slide Sorter view. You simply drag and drop them where you want them. D. Apply Design Links to Web Pages The 21 st century presentation takes advantage of connection to the vast resources of the web. If the computer you are giving your presentation from is connected to the internet, you can impress your audience by linking directly to a good resource for your topic. You simply have to type the URL like in your slide. PowerPoint will recognize this as a link and make it so. Then during your talk, you can click on this link, and Internet Explorer will be started and will go to this site. This is the easiest way to make the presentation attractive. PowerPoint gives you a selection of tasteful backgrounds that have the text style and text color set on matching background images. These apply to all files in the slide show to provide consistency. To select a design, click on the button on the Formatting toolbar. The Design task pane appears at the right. Look through and try out the designs. If there is nothing there you like, you can click on Browse at the bottom and go to additional designs on the CD provided in the workshop. Ask Help if you forget how to do anything. You can get detailed instructions by just typing in a question in the help box at the top right of the PowerPoint screen any view. 4/23/2002 7

8 A. Color Scheme B. Using the Master Slide to create your own template Or you can Edit Color Scheme A. Color Scheme If you don t like any of the designs that PowerPoint provides, you can pick a Color Scheme which will set background, text, and other object colors in pleasing combinations for the color challenged. The Color Schemes task pane can be accessed from the Slide Design task pane at the top, or by pulling down the Format menu and selecting Slide Color Scheme. You can edit these schemes to come up with your own color combinations. B. Using the Master Slide to create your own template. Design templates are actually Slide masters which have art work, color schemes, text formats, and so on set on a Master slide which becomes the background of all of the slides in the presentation. If for any reason you would like to create your own slide template, such as with your school colors and logo, you can do so by using the Master Slide. You access the slide master under the View menu. When you are through editing your custom master slide template, you must click Close Master to return to your Normal view. Save your Template You can then save this new background Master Slide as a template which will show up when you go to Slide Design. Here are the steps. You pull down the File menu, select Save as On the Save As dialog box, at the very bottom is Save as type: Here you pull down the arrow and select Design Template (.pot). In the same Save As dialog box you should pull down Save in at the top of the box and go to the following: c:\program Files\Microsoft Office\Templates\Presentation Templates. This is where all of those templates are stored by PowerPoint. 8

9 Creating the 21 st Century Presentation Microsoft PowerPoint XP Printing Stuff What you can print 1. Slides 2. Handouts 3. Notepages 4. Outline View 1 Handouts can have 1, 2, 3, 4, 6, 9, or 12 slides per page When you hit the Print button on the standard toolbar in PowerPoint, it will print out one page per slide in your presentation. You really never need to do this unless you want to make transparencies to use on an overhead projector. So instead of just hitting this print button, pull down the File menu and select Print (1) This will give you the Print dialog box which lets you choose between Slides, Handouts, Notes Pages, and the Outline View. This is under Print What. Handouts can be printed with 1, 2, 3, 4, 6 and 9 slides per page. The 3 slides per page layout is very popular because it puts lines at the right where the learners can take notes during the presentation. The slides in these handouts are very small. There is a Preview button at the bottom of the dialog box which will let you look at your printouts before you commit paper. 4/23/2002 9

10 Part II - Adding and adjusting objects to slides 1. Adding new slides 2. Selecting a slide layout Use a blank slide to draw on. Pick Tables, Charts, Clip art Images, charts, tables, designs, audios and videos are Objects Pictures from files, Designs, or Media (audio or Video) OR 4. For Pictures 3. Select the layout and Insert 5. Use Picture Toolbar to adjust color, contrast, brightness, crop, rotate left, adjust the line, compress, recolor, etc. Ask Help if you forget how to do anything. You can get detailed instructions by just typing in a question in the help box at the top right of the PowerPoint screen any view. 10

11 Creating the 21 st Century Presentation Microsoft PowerPoint XP Adding and Adjusting Objects to Slides Objects are what Microsoft calls any item you might put on a slide except pure text. These include clip art, pictures, video, sounds, Word Art, drawings you make, designs that have words and drawings like organization charts, charts, and tables. 2. Selecting a slide layout When you get a new slide (1) the Slide Layout task pane appears. If you scroll down past the text formats, you will see a variety of object slide layouts. OR 3. Select the Title Only layout You can always use the blank slide with title at the top, and insert any of these objects using the Insert Menu. 4. Pictures You insert pictures from files you have saved to your hard drive, floppy disk, CD or other storage media such as the compact flash card in your digital camera. You can also copy pictures from other applications and paste them into PowerPoint. Plus you can scan pictures directly into PowerPoint if you have a scanner attached to your computer. Another good place to get pictures is from web sites. When you find a picture you want on the web, you simply right-click on the picture and select Save Picture As.. from the menu that pops up. A good place to store these is in My Pictures in My Documents. Think of a picture as a separate file. Formats of picture files include.jpg which are usually photographs,.gif which are usually drawings,.bmp which are Windows files. There are hundreds of other formats. A good graphics program like Adobe Photoshop or Paint Shop Pro is handy for converting formats. However, the Picture Toolbar (5) in PowerPoint is useful for cropping, increasing and decreasing contrast and brightness, and rotating the picture. Compress all the pictures in your presentation. Version 2002 (XP) lets you compress your pictures to reduce the overall size of your presentation file. Unfortunately, the older versions do not. If you add a lot of pictures, especially scanned pictures from books, you can easily have a 32M file which potentially will crash an older computer. To reduce the size of all of the graphics in a PowerPoint presentation so as to post it on a web site like WebCT or Blackboard or send as an e- mail attachment: 1. Open the slide presentation and go to a slide with a photograph or scanned image. 2. Double-click on the image which pulls up the Format Picture dialog box. 3. Under the Picture tab, click on the Compress button. 4. Under Apply to, pick All Pictures in document. 5. Under Change Resolution, pick Web/Screen 6. Make sure Compress Pictures is selected. Click OK, then Apply, then OK again. 4/23/

12 A. Working with Images Rotate: Grab the green dot and roll. Resizing : Click on the picture. Grab it on a CORNER to resize NOT middle dots. It will warp the picture. B. Drawing The Draw Toolbar Using AutoShapes Text Box Fill Color, Pattern or Gradient Box 1 Line Color Arrow styles Dash Styles Line Styles Font Color Shape Atributes 12

13 Creating the 21 st Century Presentation Microsoft PowerPoint XP A. Working with Images Once you have inserted an image, you can move it around by just clicking inside the image and dragging it to a new location. See the illustration of the rib cage at left. Once you click on the image, a box appears around it with little squares at each corner and in the middle of each side. This means it is selected, much as highlighted text is selected. The green dot lets you rotate the image. To resize the image ALWAYS grab a corner of the image, not in the middle of a side. This maintains the aspect ratio (shape) of the picture. Otherwise, you will distort the image. B. Drawing You don t have to be an artist to draw in PowerPoint. You do need to become familiar with the different features on the Draw Toolbar which is at the bottom of the window. If you have ever drawn using Windows Paint, you are familiar with drawing lines, boxes and circles. Now there are all kinds of AutoShapes on this toolbar, from big block arrows to smiley faces. When you draw a shape, you click on the shape you want then move your cursor to the top left corner of where you want it to go, hold down the mouse button and drag the mouse down and to the right until you have it the size you want. All objects have attributes you can control. Look at the box in the illustration at left. These attributes include the Fill Color, Line Color, and Line style, for which there are buttons on the Draw Toolbar. When you draw an arrow, you can control the size of the line and the style of the arrow points with buttons on the same toolbar. Many of the AutoShapes have a little yellow dot that lets you modify the shape. The Text Box tool works great for labeling images you have captured from the web or from a CD. To add text to a shape you have drawn, you click on the shape, then click on the Text Box button on the Draw Toolbar, then click again inside the shape and start typing. About Toolbars To show a toolbar that you need, under the View menu select Toolbars. Click on a toolbar to have it appear. To close them, click on it again. You can move toolbars around and even add buttons to them. At the bottom of the Toolbar menu is Customize. This brings up a dialog box. Under Commands are additional buttons that can be dragged and dropped into toolbars. This is also true in Excel and Word. One button that comes in handy on the Formatting toolbar that is not there in the standard settings is Custom Animation. Other useful buttons are the Increase and Decrease Paragraph Spacing. When you only have two or three lines of bullets, you can space them out without having to add Enters. 4/23/

14 A. Word Art On the Draw toolbar. B. Tables Pick number of Column and Rows, type in data Format Cells and Borders Angiogram V/Q scan category PE present PE absent High probability Intermediate probability Low probability Near normal/normal 5 50 Total

15 Creating the 21 st Century Presentation Microsoft PowerPoint XP A. Word Art Word art lets you take words and make them artistic bend them and give them 3 dimension. It is easy to use. You simple click on the Word Art button on the Draw Toolbar, then draw a box where you want to words to be. You then select a style, type in your words into the dialog box, pick a font and click OK. If you adjust the size and shape of the box, the words automatically adjust to that new shape. B. Tables Tables are very much like working with tables in Word. If you are good at tables in Word, you might want to make your table in Word, copy and paste it into a PowerPoint Title Only slide. There are neat table AutoFormats in Word that are not available in PowerPoint. In PowerPoint, you need to plan your table carefully before you construct it. Keep your font sizes within the recommended limits of a minimum of 20 pt. If you need to use smaller fonts on the table, consider making the table in Word and distributing it as a handout instead of trying to cram all that information on a slide. You have to input the number of columns and rows in the dialog box that will pop up when you Insert a Table or pick a table from a slide layout. To change the borders or fill cells with color, you have to pull down the Format menu and Format Table There is also a Tables and Borders Toolbar that makes changing the fill color and drawing the borders easier. It will show up when you are working on the table. 4/23/

16 A. Charts and Graphs B. Delete sample data from the Data Table and enter your data. On Title Only Slide Insert a Chart This starts Microsoft Graph C. Pick Chart Type from Chart Menu to change the type of chart and Chart Options to add or adjust the titles, gridlines, legend, data labels, etc. 16

17 Creating the 21 st Century Presentation Microsoft PowerPoint XP A. Charts and Graphs Charts are graphical illustrations of data that can be represented in tables with headings across the top and down the left side. Charts are best used to illustrate change over time or differences between groups. All Microsoft Office products use the same charting program, Microsoft Graph. If you are familiar with making charts in Excel, again, you probably would be better off creating your chart in Excel, and then copy and pasting it into a PowerPoint Title Only slide. If you do them in PowerPoint from scratch, you will either get a Title Only slide and Insert a Chart or select a chart in an object slide layout. A Data Table will appear containing dummy data. B. Delete sample data fro the Data Table and enter your data. You will need to put in your heading names a well because it is these that the chart will use as labels. You may need to delete a column or row in the Data table if you have fewer columns or rows than the sample data. C. Pick the Chart Type from the Chart Menu to change the type of chart and Chart Options to add or adjust the titles, gridlines, legend, and data labels. PowerPoint will assign colors to the chart based on the color scheme of the template or color scheme you have selected, so it is important to select these before making your chart. When you have it like you want, click outside of the chart area on the slide to finish it. You can double-click on the chart to modify it later. The Help menu really comes in handy when working on charts in PowerPoint. 4/23/

18 Part III - Animating and presenting the presentation 1. Adding Transitions 2. Animating Text 3. Animating Objects 4. Running a slide show 1. Adding Transitions (effect between slides) In Slide Sorter View Setect 1. Adding Transitions Transitions are the effects that appear when you are changing slides. You add transitions in the Slide Sorter view. The Transitions button on the Slide Sorter Toolbar shows up in this view. Click it and you will see the Slide Transitions task pane. Select a slide. Under Apply to selected Slides, as you click on the different transitions like Dissolve or Fade, you can see what it will look like by watching the selected slide. You can Modify the speed of the transition and add a sound if you wish. You can set it to Advance on mouse click or automatically after a time you set. Using this feature, you can make a presentation that is self-running which can be set up in a kiosk at a recruitment fair. Then you can Apply to all slides, or make each slide different. It is best to use the same transition throughout the slide show. 18

19 Creating the 21 st Century Presentation Microsoft PowerPoint XP 2. Animating Text Text animation makes each line of text appear as you mouse click. This feature focuses your audience on just what you are talking about at that moment. It makes the presentation interesting, and really justifies having it projected using a data projector over using an overhead and using a piece of paper to uncover lines as you talk. This is sometimes called progressive disclosure. There are two ways to add animation. You can use an Animation Scheme or a Custom Animation. Both of these are under the Slide Show menu. In version XP, Animation Effects include not only Entrance effects but Emphasis, Exit and Motion Paths. Older versions of PowerPoint only include Entrance effects. To animate the entire presentation s text at once, in the Slide Sorter View, select all slides (CTRL-A) then pull down the Slide Show menu and select Animation Schemes and pick a scheme in the Animation Schemes task pane. At the bottom you can click the Apply to all slides button. It will preview this for you so you can decide if you like it. To apply animation effects to one text block at a time, use the Normal View. Right-click inside a bulleted list and select Custom Animation from the menu that appears, or use the Slide Show Menu to open the Custom Animation task pane. Click on the text box you want to animate, then click on Add Effect. You can choose Entrance effects, Emphasis, Exit or Motion effects. As you click on these, it will preview the effect in the slide. The Custom Animation task pane shows you each object that has an effect assigned and lets you edit these to your heart s content. You can change the order they occur by clicking on the line with the effect, and using the Re-Order up and down arrows at the bottom of the task pane. You can adjust the Direction of some of the effects and the Speed of all of the effects. If you have indented bullets that you want to animate individually, you must change the Paragraph Level of the animation. Right click on the item in the Custom Animation task pane you want to change and select Effect Options. Under Paragraph Level, select 2 nd or 3 rd level paragraph based on how many indentions you used. 3. Animating Objects Animate objects the same way you animate text. In the Normal view, click on the object then pull down the Slide Show menu and select Custom Animation. Pick the effect and adjust the timing, and so forth. With charts, you can make different parts appear one at a time. You can animate the labels to appear one at a time. This is a nice way to label a drawing, like the parts of a picture of anatomy. Preview the effects as you add them. Then look at your animation in the Slide Show. This is the acid test. 4/23/

20 2. Animating Text In normal view Or Right Click on the text box. Select Custom Animation Add Effect - pick Select one text box at a time and add an effect. Adjust direction and speed. All the animated test boxes will be listed and the order that they occur can be adjusted. 20

21 Creating the 21 st Century Presentation Microsoft PowerPoint XP 4. Running a slide show View Show starts the slide show Record Narration lets you record the talk Action Buttons let you branch the order of the show Action Settings lets you make a self running slide presentation. Hide Slide lets you pick slides you don t want to show but will not delete the slides. 4. Running a slide show Once your presentation is finished with all of the animation effects added, you are ready to give your presentation. You will need a data projector and a computer attached to the projector that contains the same version of Power Point or higher that you created your presentation with. Ideally you would have your own laptop and portable data projector. Then you would have the luxury of knowing everything will work. The data projector plugs into the auxiliary monitor port on the back of the laptop. On most laptops you have to press Fn-F8 once or twice to activate the monitor port and show the presentation on both the data projector and on your laptop screen at the same time. Many conference rooms and classrooms these days have data projectors installed in the ceiling and a desktop computer permanently attached to it. In that case, you would need to bring your presentation on a floppy, zip disk or burned to a CD to run it on that computer. If you anticipate encountering an earlier version of PowerPoint at the site of the presentation, you should Save As, then Save As Type, and scroll down until you find PowerPoint or even PowerPoint 95. You should give it a different name indicating that it is saved in an earlier version, because you will lose all the neat animation effects that only XP has. Ask the coordinator that arranges audiovisual equipment what version is on the computer before you do this. While on the phone, ask how you should bring your presentation: disk, zip or CD. Once you are there, start PowerPoint and Open (File menu) your presentation. From the Slide Show menu, View Show. If your presentation is on a floppy disk, Save it to the desktop of the 4/23/

22 computer before starting the Slide Show because reading from the floppy can slow down everything. See the list of keystrokes at right for advancing slides and going back. You can draw with the mouse on the slide during the presentation. These scribbles are not saved. You can also black out or pause your presentation if you need to, such as to do a group activity. Keyboard Controls during the show include Next Slide: N, Page Down, Enter, or Mouse click Previous Slide: P, Page Up, or Backspace Stop The Show: Escape Draw with a pen: Ctrl-P Get Arrow Back: Ctrl-A Black Screen (Pause): B Also on the Slide Show menu are features you may want to play with. There is a Projector Wizard in version 2000 that talks you through setting up the equipment. In XP you have to use the Help menu. You can Record Narration which allows you to let students view the presentation without you at a later time. Using Action Buttons, you can make an interactive teaching module what allows branching such as a multiple choice test. You might need to get the Help instructions to use this. You can also Hide Slides in a previously created presentation that are inappropriate for different audiences or in case you need to make the presentation more brief. Before you give your presentation, PRACTICE. Get comfortable with the technology. As you give your presentation, look at the audience. Don t talk to the projection screen, or bury your nose in your monitor. Welcome to the 21 st century. 22