Building interactive presentations

Transcription

1 L E S S O N 5 Building interactive presentations Lesson objectives Suggested teaching time To become familiar with interactive presentations, you will: minutes a b c Create internal and external hypertext links by using the Insert Hyperlink dialog box. Create interactive presentations by using action buttons. Create custom slide shows by using the Set Up Show dialog box. 5-1

2 PowerPoint 2000: Advanced Ashbury Training a Concepts > Creating hyperlinks The Internet and PowerPoint If you have access to the Internet, you can open presentations on the Internet, browse Web documents, and create Web presentations in PowerPoint. You can open presentations on the Web or anywhere on the Internet from the Open dialog box by clicking on the Search The Web button. The Web toolbar The Web toolbar enables you to browse through presentations, and open a start page or a search page in your Web browser. When you find presentations on the Web that you want to keep, you can use the Web toolbar to add them to your Favorites folder so you can quickly find them. To display the Web toolbar, click on the Web Toolbar button located on the Standard toolbar, or display the toolbar shortcut menu and choose Web. PowerPoint comes with templates that will help you publish a presentation for use on the Web. You can also save any existing presentation in HTML format for viewing on the Web. Hyperlinks Hyperlinks are connections that you create in your presentation that enable you to jump to another location within your presentation, to another presentation, to a Word document, or to an address on the Internet. You can create a hyperlink from any text or from any object that includes a shape, table, or picture. You can activate your hyperlink by either a mouse click or by moving the mouse over the object. After you have created a hyperlink, run the slide show to test the effects of the hyperlink. You may want to include a hyperlink to return to the original location. Task A-1: Inserting an internal hyperlink Before you begin: No presentations are open. 1. Open Interactive Presentation Move to Slide 3 2. In the third bullet, select the text (see sample) 5-2

3 Ashbury Training Lesson 5: Building interactive presentations 3. On the Standard toolbar, click on the Insert Hyperlink button To display the Insert Hyperlink dialog box. This dialog box enables you to link to existing Web pages, to a location in the current document, or to an address. You can also create a new document. 4. Under Link To, click on Place In This Document To display the Select A Place In This Document list box. 5. In the Select A Place In This Document list, select 4. Agent Contact Information Click on ScreenTip To display the Set Hyperlink ScreenTip dialog box. 6. In the ScreenTip Text text box, type Kim Woo 7. Deselect and observe (see sample) To create the Hyperlink ScreenTip. To close the Insert Hyperlink dialog box. It is underlined and in a different color because it is a hyperlink. 5-3

4 PowerPoint 2000: Advanced Ashbury Training 8. Run the slide show To display Slide 3. Point to (see sample) To display the Kim Woo ScreenTip. 9. Click on the (see sample) hyperlink End the slide show To display the Agent Contact Information slide containing the information for Kim Woo. (Right-click and choose End Show.) 10. Save the presentation as My Interactive Presentation Concepts > External hyperlinks External hyperlinks connect your presentation to a location on the Web. Clicking on an external hyperlink opens Internet Explorer and displays the designated page in the browser. Inserting an external hyperlink into your presentation is helpful if you want viewers to be able to access Web pages on their own. For example, you may want potential clients to be able to access your company Web site while they are viewing a PowerPoint presentation running in a kiosk. A kiosk is a show type that enables the audience to advance the slides or click on hyperlinks and action buttons, but they cannot modify the presentation. Task A-2: Inserting an external hyperlink q Objective: To create an external hyperlink to the Yahoo! Web site. Before you begin: My Interactive Presentation is open. 1. Move to Slide 5 2. Select the text maps.yahoo.com Click on the Insert Hyperlink button To display the Insert Hyperlink dialog box. 5-4

5 Ashbury Training Lesson 5: Building interactive presentations 3. Under Link To, click on Existing File Or Web Page 4. In the Type The File Or Web Page Name text box, type Click on ScreenTip To display the Set Hyperlink Screen Tip dialog box. 5. In the ScreenTip Text text box, type Yahoo Home Locator To create the ScreenTip. To close the Insert Hyperlink dialog box. 6. Save the presentation Practice Task 1. View Slide 5 in Slide Show view and test the hyperlink. 2. Close Internet Explorer and return to Normal view in PowerPoint. (End the slide show.) Concepts > Linking to an external file In addition to linking to slides within a single presentation and linking to pages on the Web, PowerPoint enables you to create links to files located on your hard drive. This feature is particularly useful if you need to open a file created in another Office application, for example, Excel, without leaving your presentation. When a link to an external file is activated, the application associated with the file is opened. The file is then opened in the application. You can edit the file in its associated application, save the changes, and return to the presentation because PowerPoint continues to run in the background while the second application is open. 5-5

6 PowerPoint 2000: Advanced Ashbury Training Task A-3: Linking to an external file q Objective: To create a link that opens the file Home Sales in the Excel application. Before you begin: Complete the Practice Task at the end of Task A-2. My Interactive Presentation is open. 1. Move to Slide 6 2. Select the text Quick Loan Calculator 3. Click on the Insert Hyperlink button To display the Insert Hyperlink dialog box. 4. Under Browse For, click on File To display the Link To File dialog box. 5. Select Calculate (This is an Excel file.) To close the Link To File dialog box. To create the link and close the Insert Hyperlink dialog box. 6. View Slide 6 in Slide Show view Move your mouse pointer over the Quick Loan Calculator link If there is time, allow the students to experiment with the Calculate workbook. Observe the ScreenTip 7. Click on the Quick Loan Calculator hyperlink Close Excel The ScreenTip shows the location of the file you are linking to. To run Excel and open the Calculate file. (Click on the Close button.) The PowerPoint application is displayed. 8. Return to Normal view (Right-click and choose End Show.) 9. Save and close My Interactive Presentation 5-6

7 Ashbury Training Lesson 5: Building interactive presentations b Concepts > Creating interactive objects Action buttons Action buttons are used to create a consistent, professional interface within a single presentation or across multiple presentations. The most common action buttons resemble a Web browser s interface. For example, the following buttons are used to move home, to the previous slide, and to the next slide, respectively. Figure 5-1: The bullet slide showing the Home, Previous, and Forward action buttons. Placing action buttons on the Slide Master ensures that each slide within a presentation contains the same interface, allowing for a common look and feel for each slide. Multiple presentations sharing a common interface Perhaps the most useful application for action buttons is sharing a common interface across multiple presentations. There are times when you may need to create multiple presentations that are linked together. For example, if you need to display financial information in the Business Plan Presentation and upcoming project information in the Project Plan Presentation, you cannot use one presentation because only one design is allowed for each presentation. To remedy this, you can create two presentations and link them together. Using consistent action buttons within each presentation ensures that the presentations will be linked physically and visually because the action buttons provide a common user interface between each presentation. Task B-1: Observing action button settings q Objective: To demonstrate the use of action buttons. Before you begin: There are no presentations open. 1. Open Menu Presentation The slide contains hyperlinks. 2. Run the slide show 5-7

8 PowerPoint 2000: Advanced Ashbury Training 3. Point to New Services The location of the Relocation presentation is displayed. 4. Click on New Services To display the Relocation presentation in Slide Show view. 5. Move to the next slide (Click the mouse button.) Slide 2 contains action buttons located in the bottom-right corner of the slide. 6. Click on the Forward action button 7. Move the mouse pointer over the Home action button To move to the next slide. To display the location of the Menu Presentation. Make sure students realize that the only open presentation is Menu Presentation. 8. Click on the Home action button 9. End the Menu Presentation slide show End the Relocation slide show The Menu Presentation is displayed. (Right-click and choose End Show.) Concepts > Inserting action buttons A consistent user interface is important if you are creating a presentation for a kiosk or the Web. Those interacting with the presentation do not have a presenter leading them through the presentation. Therefore, a user interface that is consistent across each slide and across multiple presentations, if used, is necessary. Placing action buttons on the Slide Master ensures that the buttons are located in the same place on each slide. This helps to create a consistent user interface. 5-8

9 Ashbury Training Lesson 5: Building interactive presentations Task B-2: Inserting an action button Before you begin: Menu Presentation is open. 1. Open Financial Presentation Move to Slide 2 2. Change to Slide Master view Slide 2 contains an action button located in the lower-right corner of the slide. (Hold down the Shift key and click on the Slide View button.) 3. Choose _Slide_Show Action_Buttons Action_Button:_Back_or_Previous_ The action button the students insert may not be the same size as the button already in the slide. Tell students that they will resize and reposition the button later. 4. Draw an action button to the left of the Forward button Release the mouse button 5. Under Action On Click, in the Hyperlink To dropdown list, verify that Previous Slide is selected The mouse pointer changes to a crosshair. To display the Action Settings dialog box. To accept the settings and close the dialog box. 6. Choose _Slide_Show Action_Buttons Action_Button:_Home_ Draw the Home action button to the left of the Back button Release the mouse button 7. Under Action On Click, in the Hyperlink To dropdown list, select Other PowerPoint Presentation Double-click on Menu Presentation To display the Action Settings dialog box. To display the Hyperlink To Other PowerPoint Presentation dialog box. To select it and return to the Action Settings dialog box. To close the dialog box and create the link. 5-9

10 PowerPoint 2000: Advanced Ashbury Training Concepts > Action button properties Like most of the objects in PowerPoint, action buttons have properties that can be changed. Double-click on the object, or right-click on the object and choose Format AutoShape, to display the Format AutoShape dialog box. Settings that you can change include color and lines, size, and position. You can also click on the Preview button to see how the object will look before you leave the dialog box. Task B-3: Changing action buttons properties q Objective: To make the action buttons the same size. 1. Double-click on the Back Or Previous action button To display the Format AutoShape dialog box. 2. Select the Size tab 3. Under Size And Rotate, make the Height and Width.5 (Double-click in the Height and Width text boxes and type.5.) The size and color scheme match the initial buttons. 4. Change the height and width of the Forward action button to.5 Practice Task 1. Change the Home action button properties to match the other action buttons. Align the buttons as needed. 2. Save the file as My Action Presentation Task B-4: Testing action buttons q Objective: To perform the function of action buttons in Slide Show view. Before you begin: Complete the Practice Task at the end of Task B-3. My Action Presentation is open. 1. Switch to Normal view Move to Slide 1 To start the slide show at the beginning of the presentation. 5-10

11 Ashbury Training Lesson 5: Building interactive presentations 2. Run the slide show Observe the title slide 3. Why are there no action buttons located on the title slide? The title slide does not contain action buttons. The action buttons were added to the Slide Master, not the Title Master. 4. Move to Slide 2 (Click the left mouse button.) M If students click on the Home button, the Menu Presentation will be displayed in Slide Show view. Remind students that they will have to end this show to return to Normal view. 5. Click on the Forward and Previous action buttons to experiment with each 6. End the slide show and return to Normal view 5-11

12 PowerPoint 2000: Advanced Ashbury Training c Concepts > Slide show options You can set up slide shows to be displayed in various ways. You are not limited to displaying a presentation in the default Slide Show view. For example, you can use a modified Internet Explorer interface to display a presentation. You may want to consider changing slide show options depending on how and to whom you are delivering the presentation. For example, if you are delivering a presentation in a kiosk, you can change the display options for such a situation. In addition, you can set the presentation display options to use or disregard slide timings. Figure 5-2: The Set Up Show dialog box. Task C-1: Setting slide show options Before you begin: My Action Presentation is open. 1. If necessary, move to Slide 1 2. Choose _Slide_Show Set_Up_Show _ To display the Set Up Show dialog box. This dialog box enables you to control the type of show you are presenting, which slides you present, and the way in which slides are advanced. 5-12

13 Ashbury Training Lesson 5: Building interactive presentations 3. Under Show Type, select Browsed By An Individual (Window) Under Advance Slides, select Manually 4. Run the slide show The slide show is displayed in a window. Those viewing your presentation have more control over the presentation because of the Web toolbar and scroll bars located in the window. 5. Move to Slide 2 (On the scroll bar, click on the Next Slide button.) 6. End the slide show (Right-click and choose End Show.) Concepts > Slide timings If you are creating a presentation that takes advantage of slide timings, PowerPoint enables you to rehearse slide timings so that slide timings and slide narration are synchronized. For example, you can rehearse reading notes associated with a slide while keeping track of the time it takes to read them. Once you have rehearsed slide timings, PowerPoint inserts the time recorded into the Slide Sorter view. Task C-2: Rehearsing slide timings q Objective: To time the narration and animation on a slide. Before you begin: My Action Presentation is open. 1. On Slide 1, observe the Notes pane 2. Move to Slide 2 and observe the Notes pane The Notes pane contains speaker notes that are read while the slide is displayed. Only Slides 1 and 2 contain speaker notes. 5-13

14 PowerPoint 2000: Advanced Ashbury Training 3. Move to Slide 1 Choose _Slide_Show Rehearse_Timings_ 4. With Slide 1 displayed, wait 5 seconds To begin the slide show. The Rehearsal toolbar is displayed. The Rehearsal toolbar counts the seconds during which the slide is displayed. On the Rehearsal toolbar, click on the Next button To move to Slide 2. The Rehearsal toolbar counts the seconds during which Slide 2 is displayed, as well as the total number of seconds used in the presentation. 5. With Slide 2 displayed, wait 5 seconds On the Rehearsal toolbar, click on the Next button To move to the next slide. 6. On the Rehearsal toolbar, click on the Close button Click on Yes To close the Rehearsal toolbar. To display the presentation in Slide Sorter view. The times listed for each slide will be different for each student depending on how long it took to read the slide notes. 7. Observe the timing for Slides 1 and 2 The timings are applied to Slides 1 and Return to Normal view (Click on the Normal view button.) 9. Run the slide show Slide 2 is automatically displayed after the time set by the Rehearsal toolbar. 10. End the slide show (Right-click and choose End Show.) Custom slide shows Concepts > You create custom slide shows based on a current slide show. When you customize a current slide show, you decide which slides are included in a presentation and in which order they will be displayed. 5-14

15 Ashbury Training Lesson 5: Building interactive presentations You can create multiple custom shows, all stored within the same presentation. This feature is useful when you have a sales presentation that you show potential customers. By customizing your slide show, you create customized shows targeted at individual customers, all contained within a single presentation. In addition, you can create custom slide shows based on how you are delivering a presentation. For example, if you are creating 35mm slides from a presentation, you do not want to include certain multimedia objects (movies) because they cannot be displayed within a static 35mm slide. With a custom presentation, you can keep multimedia slides in a presentation but create a custom presentation in which they do not appear. Task C-3: Creating a custom slide show q Objective: To eliminate a slide from the slide show. 1. Choose _Slide_Show Custom_Shows _ To display the Custom Shows dialog box. 2. Click on New To display the Define Custom Show dialog box. 3. In the Slide Show Name text box, type No Animation Show 4. Under Slides In Presentation, select 1. Financial Performance Click on Add 5. Add Slides 3 through 5 6. In the Custom Shows dialog box, click on Show 7. Move to Slide 2 End the slide show To add the slide to the Slides In Custom Show text box. (Select each slide and click on Add, or use Shift + click to select a range of slides.) To create the No Animation Show in the Custom Shows dialog box. To display the No Animation Show as a slide show. The Slide 3 of the original show is displayed as Slide Save and close the presentation 5-15

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17 Ashbury Training Lesson 5: Building interactive presentations ( Practice Unit for Lesson 5 In this activity, you will add hypertext links and action buttons to a presentation. 1. Open the file Links Practice. 2. Add hypertext links to the following text items: Visit Our Company - a link to the Web site Search Yahoo - a link to Contact Us - an internal link to the last slide in the presentation 3. Insert an action button to link to the end of the presentation. 4. Insert an action button to link to the start of the presentation. 5. Save the presentation as My Links Practice 6. Close the presentation. 5-17

18 PowerPoint 2000: Advanced ) Wrap-up for Lesson 5 a Describe the difference between internal and external links. Internal links connect pages or parts of a single presentation. External links link the presentation to a Web page or an external file; for example, an Excel worksheet. b Describe the function of action buttons. Action buttons are used to create a graphical interface with which those viewing a presentation can move between slides or to other presentations. Action buttons create a standard user interface that can be shared across multiple presentations. c List two ways to run a slide show without having to manually advance slides. 1. Set a time manually for each slide and then run the slide show. 2. Rehearse the slide show and record timing automatically; then run the show. 5-18

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