Using PowerPoint - 1

Transcription

1 Using PowerPoint - 1 Introduction to the course. Before we start, we need to know what power point is. I m sure most of you know about ppt, but for those of you who may be new to this: [1a-c] When you are working with ppt, you create slides the word slides is a reference to the 35 mm slides from film cameras and projectors from the past. [2a-h] To these slides, you can add text, graphics, photos, sound and video, and use them to help you present your ideas to the audience. Creating those slides is not difficult. Deciding what to create, how to present it, and then presenting it well, is difficult. But before we can get creative, we need to understand how to use ppt. which is what this part of the course is about. In this course we are going to create a presentation from the beginning, adding slides, bullets and photos to help show our ideas. [3a-d] We will learn how to use the built-in themes, diagrams and photo-effects to create profession presentations. Then we will look at animating the slides [4 ], and making transitions between. Well look at importing videos and trimming them down to just the segment you need, and add fading and volume control. Then, when we have a good presentation, I ll show you how to share your work with others on the internet, on dvd, and on paper. You can even upload to YouTube and include your voice-over narrations, animations and any videos you have embedded. Embedded means that the video (or anything else) is part of the presentation and not a separate item that is called in from outside. As you might expect, ppt works well with other MS Office products, for example, spreadsheets created with Excel can be copied and pasted into a ppt slide. So, let s begin. First you will need PowerPoint on your computer I guess you all have it. Then you will need the exercise files. These are zip files and you can find them on my Asia website. If you haven t already done so, please download them now. Only the files we will be using today can be down-loaded. There is also another folder, called Assets, in which you will find other items we shall be using. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

2 The rest of this lesson refers to PowerPoint 2010 running on Windows 7/10 and using the exercise files I provided. Intro to interface File menu now called back stage but it s still the file menu. Here you can; save, open, close, etc. review info, find recent files and folders (now places ) and pin items so they will stay there forever. You can also start a new presentation and choose from many templates. A template is a pattern that has already been prepared for you, there are many templates available, and we ll talk about these later. Let s open a file, so go to open and choose the file from Chapter 1. Now look at the File menu again. It opens directly into info where you can see well, the info about the file Home tab notice pull-down menus where you can find additional options often they are shown in galleries. Insert tab demo smart art, change and revert- the insert tab contains all the commands we would use to insert something into our presentation. If we want to change the design, the overall look of the slide, we choose the Design tab here we can change the page size and orientation, as well as apply a variety of themes. For example. I can click on the technic theme and that theme is applied to all the slides. Notice there is a live preview giving you a preview of what you change will look like before you choose it. Transitions set up how you change from one slide to the next. But be carful using this function, too many transitions can become difficult to watch. And if I want to see the effect a few times, I can use the preview button. We can also add sounds, but again be careful, most sounds are distracting. Animations tab - allows me to control how objects fly in to the slide, and how they leave. We can make this quite complicated by having items leave and arrive together, fading in and out and moving around the slide. We ll see more of this later. [4] Here s an example from a presentation I made about crosswords. Slide Show Tab Review Tab View Tab Outline tab

3 How to modify quick access tool bar and the ribbon. Right clips just about anywhere on the ribbon and choose customize the ribbon. A dialogue box appears showing all of PowerPoint s command, filtered by this menu in this case Popular Commands. On the right you will see a listing broken down in to TABS, GROUPS and COMMANDS. e.g. Home Tab - Font group and all the Commands available in the font group. Deleted rearrange Create New tab Minimize ribbon ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Open PowerPoint, go to File (back stage), select NEW, you may see something like my example here. We are going to use BLANK PRESNTATION, but first click on SAMPLE TEMPLATES. Clicking once on any template will give you a larger image on the right. Templates are pre-created slide shows, with both design and content, these are great if you need some ideas to start with. SAMPLE TEMPLATES comes with PPT and each one has a few slides you can customize. Let s have a quick look at PROJECT STATUS REPORT. This template has 11 slides all with place-holder text, diagrams, photos ready for you to change. Let s go back to FILE and Choose CLOSE do not save. Now go again to FILE > NEW and choose BLANK PRESENTATION. Click in the top place-holder and type the title of your presentation A Tale of Two Trees, don t tap enter as you would in Word, but move the mouse to the box below, click once and at a subtitle, or some other information. New Hire Orientation. We ll talk about colors and fonts a little later. Now, let's ad a second slide. From the HOME tab, pull down the NEW SLIDE MENU.

4 If you click on the NEW SLIDE BUTTON above you will get a new slide, but without the choices. These layouts use placeholders, like the ones we ve just used, to give a variety of way of presenting information. Let s choose TITLE AND CONTENT. Click in the upper place holder and add a title, then click in the lower square and add some text. Thus placeholder is already formatted to use bullets. Type a few words. Then press ENTER top start a new bullet. Note, bullet points rarely have complete sentences, just use brief phrases. Let s add another slide, this time with a more complex layout. HOME > NEWSLIDE Comparison and put some text into each place holder. Notice that you can move between your sides and edit any slide at any time. DELETING SLIDES CHANGING LAYOUT First insert a new slide between slides 2 and 3 HOME NEW SLIDE Add a title and some content. To change layout, pull down the HOME > LAYOUT menu and experiment. PPT will re-position everything for me DEMO RESET command DELETE and UNDO immediately to reverse your decision. REARRANGING SLIDES. OPEN Exercise files > Chapter 2 > Rearranging Slides. There are more slides in the ppt. The easiest way to move slides is to drag-and-drop the thumb nails in the gallery on the left. Try moving INTRODUCTIONS up to between Tile and Testimonial. If you are moving a long way auto scrolling

5 But if you have lots of slide a better way my be to use the SLIDE-SORTER in the VIEW TAB, or click on ICON at bottom right. Try moving a few around. DEMO OUTLINE MODE OPEN Exercise files Chapter 2 >Saving Time With Outline Mode Add new slides to end, after slide 14 Add bullets press RETURN (new slide) press TAB indents a bullet Add text and bullets are created each time I press ENTER. We can also OUTDENT. That is take a bullet and promote to being its own slide. Go to slide 8 Photo Album Just as TAB pushes in, SHIFT TAB pushes out. DEMO SECTIONS if you prepare lots of slides, you may want to break them up into small groups. Like the chapters of a book, which power point refers to as sections. Open Exercise Files> Chapter 2> Separating your Show into Sections. I ll show you two things we can do with sections, inserting a specially formatted section slide, and logical dividing our presentation so we can work with all the slides in a section together. Beginning with slide No 4, we introduce the story of our company. We show [to slide 8] then slide 9 starts a new topic our products, and later on in slide 13 we begin to wrap-up our presentation. So lets create a section. Place your cursor between slides 3 and 4, then pull down the New Slide Menu and choose section header. The new slide works just like any other, and I can proved a title and options subtitle. First history Lets do this again for my other two sections Between 9 and 10 products and between 14 and 15 we ll wrap it up (conclusion) With these section headings it s clear to my audience when I m heading into another chapter of my story.

6 Now let s tell power point that I m heading into a new chapter. With the cursor on the section slide, pull down the section menu and chose add section. Repeat this with the other sections. The audience will not see these section, but as we edit our presentation it can make our lives a lot easier. Now let s give our sections names. Right click on the name bar and rename. Also notice that now we have some section, power point insets another section right at the top (if you don t). So, what s the benefit of this. Well, when working with long presentations it may help to collapse (or hide) slides we don t need to see. We can do that by clicking on the small arrow to the left of the section name. Notice how this looks in slide sorter mode. Here s my introduction collapsed, and the other slides are displayed. I can collapse these sections in this view too. It s an easy way to move out groups of slides around our presentation, just drag and drop. I ll move the history section to above the products section, collapsed or not. You can also copy a section into the clipboard of pasting later, but not the section header. Also notice that in Outline mode you just see the section slides, as slides. This is a really useful part of power point especially for long presentations.