Creating Interactive Tutorials with Keynote or PowerPoint

Transcription

1 Marla Yoshida UC Irvine Extension International Programs IALLT Conference, June 21, 2011 University of California Irvine Creating Interactive Tutorials with Keynote or PowerPoint Examples and links: What is a tutorial? A tutorial is a stand-alone, interactive slideshow that is used to present, reinforce, or review information. It can combine words, images, narration, sounds, videos, and animation. How can you use tutorials? Let students preview material at home before class. Provide extra practice, review, and reinforcement. How is a tutorial different from a normal slideshow presentation? It doesn t just accompany a presentation; it is the presentation. It has to stand alone. It will usually be viewed close up on a computer monitor, not projected on a screen. It can benefit from using spoken narration along with written words. It s interactive. Movement within the tutorial is controlled by the viewer, not the creator of the presentation (who probably isn t even present when the tutorial is being used). Keynote and PowerPoint: Know the tools you have available so you can combine them wisely. In both Keynote or PowerPoint you can: Show words (in paragraph or bullet point form), pictures, charts, etc. Make words or objects appear, disappear, or replace each other. Make objects move from one place to another. Make objects get bigger or smaller. Use hyperlinks to link one slide to another clicking on an object on one slide can trigger a transition to another slide. Add narration, music, or other sounds. Add video. 1

2 These types of elements are available in both programs. Changes within one slide: Make something appear Make it change or move Make it disappear What is it called in PowerPoint? Animations: Entrance effects Emphasis effects Exit effects What is it called in Keynote? Builds: Build in Actions Build out Where is it? Under the Animations tab In the Inspector, under the Build tab Move from one slide to the next Transitions Transitions Where is it? Under the Transitions tab In the Inspector, under the Slide tab Click a word, picture, or object in one Hyperlinks Hyperlinks slide to move to any other slide Where is it? PC version: Insert > Hyperlink Mac version: Home > Insert >Text > Hyperlink In the Inspector, under the Hyperlinks tab See the appendices for detailed instructions on using the elements in each of these programs. PowerPoint 2011 for Mac 2

3 PowerPoint 2010 for Windows Keynote 09 for Mac 3

4 In any of these programs The Help function can get you back on track if you ever get lost. If you realize you ve goofed, use the Undo command. (Edit > Undo) Save your work often. You won t regret it. Now plan an effective tutorial by combining these elements Think about your topic and objective. What should the viewer know or be able to do after viewing the tutorial? What are the steps or pieces you need to present to get to the objective? Divide the steps into small, slide-sized chunks. Think carefully about what you want the finished product to look like and do. How can you use words, pictures, and movement to make the information clear to the viewer? Analyze each slide in terms of what elements or actions it needs to include. Figure out how to combine these to get the effect you want. Plan how the user will navigate around the tutorial. Going through the slides from beginning to end is easiest, but you may want to include links between different slides or sections. Think about what will work the most naturally and logically for the user. You can add practice activities and review games to a tutorial. The simplest way is just a sequence of slides. The students see a question, say or think their answer, and go to the next slide to see the correct answer. Question 1 Answer 1 Question 2 Answer 2 Question 3 Answer 3 Quiz games can be made using a series of slides with complex hyperlinks. Templates are available online for making quiz games on the pattern of Jeopardy, Concentration, and others hen Here are a few sources of game templates for PowerPoint:

5 Points to remember: Keep it simple, especially at first. Experiment with more ambitious builds, transitions, and movements as you get used to the program and its possibilities. Use movements and special effects judiciously. No gratuitous flying things or explosions. All those fancy themes and slide designs can be tempting, but they can also seem distracting and junky if you re not careful. There s a lot to be said for a simple, solid colored background. Fonts: Will the end-user s computer have the same fonts you do? Stick to standard fonts. Keep in mind your vision for how you want each slide to look and act, and think of how the viewer will interact with it. It s OK to use more words on one slide than you would in a typical PowerPoint presentation. Viewers will see them close up, and they can spend as much time as they like reading them. Be prepared to do a lot of experimentation and fiddling. Timing the different elements so they fit together properly can take a lot of trial and error. Try not to get frustrated. If you create a slide or series of slides with movements or effects that you especially like, save it to use as a template for future tutorials. Keep the last slide as a holding area for notes, pictures you might use later, reminders, etc. If you decide to delete something but you think you might change your mind, copy and store it here. When the tutorial is finished, delete this slide. Getting the finished product to your students Use your finished tutorial in class just as it is, on a classroom computer. Export your tutorial as a movie (Or Flash, if you re using Keynote 08. You can t do this in Keynote 09 or PowerPoint.). Upload the movie to your own website 1 or store it on Posterous ( Dropbox ( etc. Upload PowerPoint or Keynote tutorials to a slideshow-sharing website, such as Slideshare ( SlideSix ( or AuthorSTREAM ( With Keynote 09, you can also upload your presentation to iwork.com ( or YouTube ( These exporting methods may result in losing some of the interactivity of your tutorial and produce a different experience for the user. Try them out to see which one suits your purpose best. Suggestion: After you ve done a couple of slides, export your unfinished slideshow in the method you plan to use and test it on other computers. You don t want to make 50 slides and then realize that something isn t working and needs to be adjusted or redone. Be aware of fonts and margins fonts might be slightly bigger or smaller on another computer or platform or when uploaded to Slideshare, etc. 1 If you don t already have a website but would like to make one quickly and easily, PBworks is a good way to go. ( It s easy to set up, very user friendly, and the free basic academic version offers all the features you re likely to need. 5

6 Web-based alternatives to PowerPoint or Keynote There are lots of websites that let you create slideshows (or tutorials) online. Students can view the finished product on the website, or you can embed it into your own website. These sites have relatively limited capabilities, but they may be enough if you need something simple and basic. For some, you ll have to be sure your computer has the right plug-ins. Here are a few: Google Docs ( Set up a gmail address and get access to the many functions of Google Docs. Go to Google > More > Documents > Presentation. No transitions or animation effects. Zoho Show ( Fairly basic, but with more variety of themes and more ability to draw shapes. No transitions or animation effects yet, but they say they re going to introduce transitions soon. Empressr ( A wide variety of transitions from one slide to the next, but no animations. ThinkFree ( An online Office replacement with 1 GB of storage space. It can also be used with Android, Windows Mobile, and iphone operating systems. VCASMO ( Make slideshows with a video on the left and synchronized slides on the right see the teacher and slides or illustrations at the same time. Prezi ( The zooming presentation editor. Instead of having separate slides, Prezi presentations are non-linear. The user can see the whole subject at once, then zoom in on different sections, either following a set path or at random. 6

7 Websites for creating animation or talking heads Here are some websites that let you create simple animation. Choose the background and characters, type in some dialog, and the website produces an animated movie with digital voices. You can also record your own narration to go with the animation (if you don t like the digital voice) or add music. GoAnimate ( or Free version available. Xtranormal ( Free version available, but you have to pay to publish your animations and keep them permanently. Voki ( You can create an avatar (a talking head) and add a digital voice, although the characters don t move around. There s a new feature called Voki for Education aimed at classroom use. 7

8 In case you register with any websites today, here s a space to write your user name and password. Site User Name Password Resources: Online tutorials on using Keynote and PowerPoint: (I didn t make these!) Keynote tutorials: PowerPoint tutorials: Office for Mac tutorials: (If you don t want to type all that, click on the links at A useful book on making good PowerPoint or Keynote presentations (from a design point of view): Robin Williams. The Non-Designer s Presentation Book: Principles for Effective Presentation Design. Peachpit Press, Berkeley, CA ISBN:

9 Appendix 1: Using the elements with PowerPoint 2011 for Mac To see how your slide show looks at any time, go to the Slide Show tab and click From Start or From Current Slide. There are also Play or Preview buttons here and there. Start a new slide show Open a new PowerPoint slide show. (File > New Presentation). Save it on the desktop. Pick a theme using the Theme tab. Keep it simple. Plain white or black is fine. Type a few words in the text box that you see. Change the font and size. (Home > Use the Font and Size drop-down menus.) Move the textbox around (Drag it by the border of the box.) Add a picture. (Home > Insert > Clip Art Browser) Choose a picture and drag it onto the slide. Drag the corner of the picture to make it bigger or smaller. Animations: Making objects on a slide appear, disappear, or change To add an animation, click on the picture you just added. Then click on the Animation tab. Click on some of the Entrance Effects to see how they look. Choose one you like. Try some of the Emphasis Effects and Exit Effects too. In the Animation Options section (top right), you can adjust speed, duration, and other variables. You can also decide if you want the animation to start automatically or when you click the mouse or arrow keys (On Click/With Previous/After Previous), and whether you want it to start right away or wait a given time (Delay). Make an object move along a selected path Click on an object and choose Motion under the Animation tab. Click on Path and choose one of the preset paths, or choose Draw Freeform to create your own path. Add sound or video If the sound or video file you want to add is already on your computer, click on the Media Browser icon in the top row. Find the file you want and drag it onto the slide. You can also find the file you want on your computer s hard drive and drag it onto the slide. To record sound directly onto a slide, go to the Home tab > Insert > Media > Record Audio. A window with tape recorder-like symbols will appear. If you have a microphone, you can record sound that will play with the current slide. Transitions: Controlling movement from one slide to the next Add another slide. (Home > New Slide) Add something interesting to it words or clip art. While looking at the second slide, click the Transitions tab. (In PowerPoint, the transition controls the movement from the previous slide to the one you re looking at.) 9

10 Click on some of the transition types to see how they look. Choose one you like. Adjust Effect Options and Duration until they look the way you want them to. Decide if you want the user to click to go to the next slide, or if it should change automatically. Under Advance Slide, click on On Mouse Click or After (number of seconds). Hyperlinks: Click on an object to jump to any other slide Hyperlinks allow the user to click on an object, a text box, or a word and move to any slide you specify not necessarily the next slide in the sequence. Some uses for hyperlinks are: The user can choose which section of the tutorial to look at, or return to a section he/she wants to study again. One slide becomes a table of contents, using words or pictures to link to other slides or sections. The user can click on an unfamiliar word to be taken to a glossary, then click to go back to the previous location. You can create games similar to Jeopardy or others. (See links to templates later in the handout.) To create a hyperlink to another slide, click once on the object or highlight the text that will become the hyperlink. Go to Home > Insert > Text > Hyperlink. Choose Document from the tabs in the middle of the text box that appears. Then, lower down in the box, next to the space that says Anchor, click on Locate. A box will appear that says First Slide, Last Slide, Next Slide, etc. Choose the slide you want to link to. If you click the triangle to the left of Slide Titles, you can choose any slide in your slideshow. When you re finished, click OK. Action Buttons (Navigation Buttons) Action buttons are pre-programmed hyperlinks that can be added to let the user navigate around the slide show. To add an action button, go to Home > Insert > Shapes > Action Buttons > (Choose the one you want). Click a spot on the slide and drag to make the button the size you want. A dialog box will pop up. Choose what the button should link to. The default is the function that typically matches the symbol. If that s what you want, just click OK. The pre-programmed functions available in Action Buttons are: Home (First Slide), Help, Information, Back/Previous Slide, Beginning, End, Return, Play Sound, Play Movie. 10

11 Appendix 2: Using the elements with PowerPoint 2010 for Windows To see how your slide show looks at any time, go to the Slide Show tab and click From Beginning or From Current Slide. There are also Play or Preview buttons here and there. Start a new slide show Open a new PowerPoint slide show. (File > New > Blank Presentation). Save it on the desktop. Pick a theme using the Design tab. Keep it simple. Plain white or black is fine. Type a few words in the text box that you see. Change the font and size. (Home > Use the Font and Size drop-down menus.) Move the textbox around (Drag it by the border of the box.) Add a picture. (Insert > Clip Art) In the Search for box, type in a word, click Go, and choose a picture. (Or leave the box blank and click Go to see all the clip art.) Double click a picture to make it appear on the slide. Drag the corner of the picture to make it bigger or smaller. Animations: Making objects on a slide appear, disappear, or change To add an animation, click on the picture you just added. Then click on the Animations tab. Click on some of the Entrance Effects to see how they look. Choose one you like. Try some of the Emphasis Effects and Exit Effects too. You can also click Add Animation to see a window with all the animation effects and choose the one you want. In the Effect Options section, you can adjust speed, duration, and other variables. You can also decide if you want the animation to start automatically or when you click the mouse or arrow keys (On Click/With Previous/After Previous), how long you want the effect to last (Duration), and whether you want it to start right away or wait a given time (Delay). Make an object move along a selected path Click on an object and choose Lines or Arcs from the Animation effects under the Animation tab. Click on one of the preset paths or choose Custom Patch to draw your own path. Add sound or video If the sound or video file you want to add is already on your computer, go to Insert > Video or Audio. Find the file you want and double click on it. To record sound directly onto a slide, go to the Slide Show tab > Record Slide Show. Choose Start Recording from Current Slide. Choose Narrations and Laser Pointer, then click Start Recording. If you have a microphone, you can record sound that will play with the current slide. When you re finished, right click the slide and click End Show. 11

12 Transitions: Controlling movement from one slide to the next Add another slide. (Home > New Slide) Add something interesting to it words or clip art. While looking at the second slide, click the Transitions tab. (In PowerPoint, the transition controls the movement from the previous slide to the one you re looking at.) Click on some of the transition types to see how they look. Choose one you like. Adjust Effect Options and Duration until they look the way you want them to. Decide if you want the user to click to go to the next slide, or if it should change automatically. Under Advance Slide, click on On Mouse Click or After (number of seconds). Hyperlinks: Click on an object to jump to any other slide Hyperlinks allow the user to click on an object, a text box, or a word and move to any slide you specify not necessarily the next slide in the sequence. Some uses for hyperlinks are: The user can choose which section of the tutorial to look at, or return to a section he/she wants to study again. One slide becomes a table of contents, using words or pictures to link to other slides or sections. The user can click on an unfamiliar word to be taken to a glossary, then click to go back to the previous location. You can create games similar to Jeopardy or others. (See links to templates later in the handout.) To create a hyperlink to another slide, click once on the object or highlight the text that will become the hyperlink. Go to Insert > Hyperlink. Choose Place in This Document from at the left side of the text box that appears. Then, on the right, choose the slide you want the hyperlink to link to (First Slide, Last Slide, etc.) Action Buttons (Navigation Buttons) Action buttons are pre-programmed hyperlinks that can be added to let the user navigate around the slide show. To add an action button, go to Insert > Shapes > Action Buttons > (Choose the one you want). Click a spot on the slide and drag to make the button the size you want. A dialog box will pop up. Choose what the button should link to. The default is the function that typically matches the symbol. If that s what you want, just click OK. The pre-programmed functions available in Action Buttons are: First Slide, Last Slide, Last Slide Viewed, End Show, Custom Show, Slide, URL, Other PowerPoint Presentation, Other File. 12

13 Appendix 3: Using the elements with Keynote 09 for Mac To see how your slide show looks at any time, click the Play button in the top left corner. It will start playing from the current slide. You can also choose Play Slideshow under the Play menu. Many of the functions are controlled through the Inspector, a window with tabs for different types of controls. Open it by clicking on the Inspector icon in the top bar (a blue circle with a white italic letter i. ). Start a new slide show Open a new Keynote slide show. (File > New). Save it on the desktop. Pick a theme from the box the box that appears. Keep it simple. Plain white or black is fine. Type a few words in the text box that you see. Change the font and size using the Font and Size drop-down menus. (You can also work with fonts by opening the Fonts icon in the top right corner. Move the textbox around (Drag it by any part of the box.) No clip art is included with Keynote. You can add pictures from outside the program by copying and pasting them or by dragging them onto a slide. Add a shape instead. Click on Shapes at the top of the main window and choose one. It will appear on the slide. Drag the corner of the picture to make it bigger or smaller. Use the Graphic tab in the Inspector to change the color, line weight, etc. Builds (Animations): Making objects on a slide appear, disappear, or change To add a build, click on the shape you just added. Then click on the Build tab in the Inspector. (Its icon is a yellow diamond.) Click on Build In, Build Out, or Action and try some of the effects to see how they look. Choose one you like. In the same window you can adjust speed, duration, and other variables. Click More Options at the bottom of the window to choose whether the effect should start On Click, Automatically After Build 1, or Automatically With Build 1, and whether there should be a delay. Make an object move along a selected path Click on an object and choose Action in the Build Inspector. Under Effect choose Move. Click the straight line or curve icon to choose the type of path. You can add points in the path or change the shape or curviness. Add sound or video If the sound or video file you want to add is already on your computer, click on the Media icon in the top row. Find the file you want and drag it onto the slide. You can also find the file you want on your computer s hard drive and drag it onto the slide. 13

14 To record sound directly onto your presentation, go to the Document Inspector > Audio and click on Record. If you have a microphone, you can record sound that will play throughout the slideshow. You can also record the narration for each slide using Audacity or another recording program and drag the sound file onto the slide. Transitions: Controlling movement from one slide to the next Add another slide. (Home > New Slide) Add something interesting to it words or shapes. While looking at the first slide, click the Transitions Inspector. Its icon is a small rectangle inside a rounded rectangle. (In Keynote, the transition controls the movement from the slide you re looking at to the next one.) Choose some of the transitions in the Effect pull-down menu to see how they look. Choose one you like. Adjust the options and Duration until they look the way you want them to. Decide if you want the user to click to go to the next slide, or if it should change automatically. Under Start Transition, choose On Click or Automatically, and set the delay. Hyperlinks: Click on an object to jump to any other slide Hyperlinks allow the user to click on an object, a text box, or a word and move to any slide you specify not necessarily the next slide in the sequence. Some uses for hyperlinks are: The user can choose which section of the tutorial to look at, or return to a section he/she wants to study again. One slide becomes a table of contents, using words or pictures to link to other slides or sections. The user can click on an unfamiliar word to be taken to a glossary, then click to go back to the previous location. You can create games similar to Jeopardy or others. (See links to templates later in the handout.) To create a hyperlink to another slide, click once on the object or highlight the text that will become the hyperlink. Click on the Hyperlink Inspector. Click Enable as a Hyperlink and in the drop-down menu, choose what it should link to. There aren t any pre-programmed Action buttons, but you can make them using hyperlinks. 14