PowerPoint Presentation Software and Office Integration PowerPoint 1. PowerPoint overview 2. PowerPoint Basics 3. Advanced PowerPoint 4. Tips for Effective Presentations 5. Office Integration Presentation Software Helps us prepare materials for making a presentation (talk, lecture, kiosk display) to an audience Slides (for projection) Handouts (for the audience) Speaker s notes (for the presenter) Provides tools for developing and presenting Views (Normal, Slide Sorter, Slide Show) Transitions between slides Animation of objects in a slide Hiding slides COMP 1270 Computer Usage II 1-1
PowerPoint 2010 Overview Quick Access Toolbar and Title Bar Ribbon Slides tab & Outline tab Slide Pane Status Bar View Buttons (Normal view shown) & Zoom Control Notes Pane Overview: The File tab Replaces the Office Button Shows Backstage View A document overview Commands affecting entire document New (shown), Open, Save, Print Send, Publish, Create Video Overview: Basic Terms 1. Slide: the basic unit of the presentation; each can contain 1 or more objects. 2. Object: a PowerPoint entity such as a text box, shape or graphic. Text is placed in a text box object. 3. Layout: preset combination of objects for a single slide 4. Theme/Template: a preset combination of background graphics, fonts, effects, and possibly content, that can be easily customized. 5. Views: Allow you to work on a presentation in several different ways COMP 1270 Computer Usage II 1-2
PowerPoint basics Making a basic presentation Adding slides Working with Layouts Views Making a basic presentation Ways to make a new presentation include: Blank presentation Templates and Themes Installed on your computer or search online New from existing Presentation Each has particular advantages Blank Presentation You get blank white slides You also get standard slide layouts You can do all the design work yourself background, colours, fonts, effects Use when you have specific design needs e.g. corporate logo, colour schemes You can apply a theme to a blank presentation COMP 1270 Computer Usage II 1-3
Templates Templates include predefined design elements and slides with boilerplate text The quickest way to make a presentation Just edit the text to create your presentation They replace the AutoContent Wizard from previous versions of PowerPoint e.g. Quiz Show template Contains slides with animations suitable for a question and answer presentation Themes Themes also have predefined design elements Slide background, fonts, colours Themes allow you to give Office documents a consistent look Simply apply a theme to change the look of the entire document (Design Themes) Use the installed themes or modify an existing theme to create a Custom theme You can download more themes from Microsoft Office Online New from existing Use this option when you want to recycle content from another presentation You can edit/copy/delete slides You can reorganize slides You can apply new themes COMP 1270 Computer Usage II 1-4
Adding Slides Go to the Home tab, Slides section Click the New Slide button Choose a different layout from the Layout list (shown) Working with Text Layouts Click the Title object to add the slide title The Text object produces bulleted text Or, click one of the icons to insert a nontext object Table, Chart SmartArt, Picture ClipArt, Media Clip Entering text Text is entered into the Slide pane in Normal view Or, enter text in the Outline tab Typing enter completes a point Typing tab produces a sub-point Typing Shift+tab elevates a point COMP 1270 Computer Usage II 1-5
Normal view Slide pane: edit slide objects Notes pane: add speaker's notes Slides tab: move & copy slides Outline tab: work with slide text Slide sorter view Shows slide miniatures to allow you to work with a presentation s organization Move slides (click and drag) Copy slides (right click and drag) Add Transitions and other Animations Hide slides (right click) Removes slide from slide show without deleting it from the presentation Cannot modify the slides content Slide Show View Slides are shown in full-screen mode Changing slides: Click the mouse or type down-arrow or space bar to go to the next slide Type up-arrow to go to the previous slide Type a slide number and enter to go directly to that slide Point near the bottom-left of the screen, click the rectangular icon to get this navigation menu COMP 1270 Computer Usage II 1-6
Advanced PowerPoint Advanced PowerPoint Modifying Themes Hiding slides Master slides Headers and Footers Transitions and Animations Transitions, Animation Effects, Advanced Animation Office tools Format painter, Drawing tools, Text boxes Printing a presentation Handouts and Speaker's notes Working with images Saving in other formats Modifying a Theme On the Design Tab: Colors: choose a new Color Set or Create New Theme Colors Fonts: choose a new Font Set or Create New Theme Fonts Effects: e.g. 3D or Shadow effects Background: Solid, Transparent or Gradient Color, Picture or Texture Fill Live Preview shows how changes will look before applying them COMP 1270 Computer Usage II 1-7
Hiding Slides Hidden slides are not shown in Slide Show view Why hide slides? To shorten a presentation without deleting slides To add extra slides (just in case) You may want slides containing detailed info to answer specific questions Hiding Slides (2) To Hide slides: On the Slides pane or in Slide Show view Right click a slide and choose Hide Slide To display hidden slides during a slide show: Use the Slide navigation menu If you know the slide number, type it and then the enter key Master Slides View - Master Views Master Slides control the format of all slides Font and style for Title and Text objects Font and bullet styles for Text objects Background, orientation, etc. Slide master view looks like Normal view, but instead of slides, you work with masters A Slide master, which affects all slides Layout masters (one for each layout), which affect only those slides using that layout Choose a Master on the left, edit the Master styles on the right COMP 1270 Computer Usage II 1-8
Headers and Footers Insert Text - Header & Footer Footers are included as objects in Masters This command allows quick access to headers/footers Date/time Slide number Footer text Handout Masters have both header and footer objects Formatting Headers and Footers Format these objects in the Slide Master Footer objects are there even if you have not added footers Select an object and apply formatting You can add text too Placeholders in the object show where the footer will be Just add your text to the placeholder Headers and Footers To get a different footer on Title slides: In the Header and Footer dialog, omit the footer from the Title slide Add a text box to the bottom of the Title slide Use Insert Text Box A "one-off" solution for that slide only Or, you can add the text box to the Title Slide Layout Master All Title slides will have the same footer COMP 1270 Computer Usage II 1-9
Transitions and Animations Transitions and animations tabs Are used to enhance your slide show Transition effects are applied when slides are changed Animation effects are applied to bullet points Advanced animation to provide sophisticated control over text and graphics effects Entrance, exit and emphasis effects Transitions In Slide sorter view, select slides Or use the Apply To All button Select the visual effect you want Select a Transition sound, if desired Use this sparingly! Select Transition timing, if desired On mouse click, or automatically Animation effects These allow bullet points (and their subpoints) to be displayed individually To apply to a single slide: Click in the text box you wish to animate In the Animations tab, choose an Animation effect from the Animation list To apply to all slides: Perform the above steps in Template Master COMP 1270 Computer Usage II 1-10
Animation effects (2) To animate sub-points separately: In Animations tab, select Animation Pane Apply an animation effect to the text box An entry will appear in the Animation Pane Click the down arrow on the entry and choose Effect Options Select the Text Animation tab Choose desired entry from the Group text list Advanced Animation Sophisticated animation for text and graphics Display the Animation Pane The objects in your slide are labeled with numbers Click on an object and choose an effect from the Add Animation tool Entrance, Emphasis, Exit, Motion Path effects An entry appears in the Animation Pane I love animation! Advanced Animation (2) You can animate the same object more than once Reorder or delete effects in the Pane Preview animation with the Play button Modify the animation Start: on click, with previous, after previous Duration and delay timings Effect options: sound, dim, repeat, rewind, etc. COMP 1270 Computer Usage II 1-11
Office Tools Format Painter: use it to paint text and graphic formats onto additional objects. Right-clicking on the slide background (i.e. a spot not occupied by an object) gives a context menu with the following choices: Slide layout Select a new layout Reset the layout i.e. undo any changes you made to a slide s layout Slide background Paste options (also on Home - Paste tool) Drawing Tools Home tab, Drawing group Use the tools to create simple shapes e.g. lines, rectangles, ovals, arrows, text boxes, callouts Add Fill, Outline and Shape Effects Arrange the shapes Order the objects in layers Group shapes together to create a new shape Position objects to a Grid, Rotate objects Text boxes Most layouts contain text boxes, but you can add others yourself For example, labelling an image (see Slide 4) Insert Text - Text Box also found in the Drawing Shapes Select the tool, then drag a box Type your text, then format as desired List style (default is none) Text direction and alignment The green circular handle is used to rotate the box COMP 1270 Computer Usage II 1-12
Shapes and Text Solid shapes (like the callout balloon shown) can also contain text Just create the shape, then start typing Note the diamond shaped handle on this shape to adjust the tail of the balloon Handouts For paper copies of your presentation e.g. 3-up with Notes Handouts are for the audience To Print: File Print choose Handouts in the Print Layout list Speaker s Notes Intended for the presenter only Notes Page view shown here View Presentation Views Notes Page To Print: File Print choose Notes Pages in the Print Layout list COMP 1270 Computer Usage II 1-13
Images Insert Images Picture from a file Clip Art Screenshot inserts an image of any window on your computer that is not minimized The tool lets you select the window you want Photo Album: a simple way to create a presentation containing several photo images (more later) Digital Camera Pictures Using digital camera pictures can produce very large file sizes Use the crop tool to trim unneeded parts Use compression Click on a picture, then click on the Picture Tools Format tab Click on Compress Pictures in the Adjust Group Click Options Photo Album Use this feature to quickly create a presentation containing several pictures Insert - Photo Album - New Photo Album Select the pictures, click Insert Select the desired Album Layout Select Captions below all pictures insert a Text Box slide after pictures for more detailed descriptions You can add other slides later COMP 1270 Computer Usage II 1-14
Other Formats PowerPoint supports many options for distributing your presentation File Save and Send Broadcast Slide Show: People can see the presentation in real time on the web Save as PDF file or Save as Images Create a video (.wmv file) Package to a CD Many others Tips for effective presentations Design Guidelines Light text on dark background is most readable Most important points in top third title first top down structure of main points and sub-points Use LARGE fonts >40 points for titles 24-36 point for points 5 or 6 points per slide KIS (Keep it Simple) fancy backgrounds just make for clutter animations can become annoying to audience COMP 1270 Computer Usage II 1-15
Use Word to write the text Write your presentation text in Word's outline view It avoids the distractions of PowerPoint; you concentrate on the content Heading levels become slides and points Level 1 heading starts a new slide Levels 2, 3, etc. become points, sub-points Home - New Slide, click the bottom of the button Choose Slides from Outline Topic #1: You Take a minute to introduce yourself to the audience before you start the presentation Don't forget to make eye contact Move across a large room Start with the conclusion A good presentation builds to a conclusion By writing the conclusion first, you give yourself a target to aim for State your conclusion at the beginning as well as at the end It will help your audience see where the parts of the presentation are leading COMP 1270 Computer Usage II 1-16
Personalize the presentation Whenever possible, speak about your personal interest or involvement in the topic An audience is more receptive to someone with a personal stake, as opposed to a spokesman Tell a story An anecdote illustrates how your topic affects people Think like a newspaper A slide is like a newspaper story The title should be short and catchy It should be about a single topic The most important information is at the beginning One slide per minute Budget one slide per minute for the time you have to make your presentation More than this and you will have to rush through slides, or worse, not finish all the slides It's easier to slow down than speed up! COMP 1270 Computer Usage II 1-17
Use graphics and charts Charts are much more effective than words or numbers for numeric information The use of images or diagrams can simplify the discussion of a complex topic Controlling the screen To get the audience's undivided attention, blank the screen Use the 'B' key to toggle to black (and back) Use the 'W' key to toggle to white (and back) Use Alt+tab to switch to other applications without exiting the slideshow Use Ctrl+esc to activate the Start button Office Integration Office applications working together COMP 1270 Computer Usage II 1-18
Microsoft Office Suite The Office applications are known as a suite A collection of applications designed to work together Different Office applications can communicate with each other Example from COMP 1260: mail merge OLE OLE: Object Linking and Embedding Used to place objects and text from an existing file into your presentation Can be used for: Word documents Excel spreadsheets and charts Graphics Hypertext (links work only in Slide Show) Select the link text, Insert Links - Hyperlink Embedding A copy of data from source document is embedded into the destination Can choose different data types: Object: can edit the data using the original application (double-click) not connected to the source document Picture: only an image of the source data is placed in the destination uses less resources than an object (smaller files) others (e.g. Formatted Text) as applicable COMP 1270 Computer Usage II 1-19
Linking Information from the source document is linked to the destination The linked information is dynamically retrieved from the source document If the source document changes, the linked data will change as well Resource-intensive (can be slow) Caution: if the source document is moved elsewhere on disk (or deleted), the link is broken Using OLE Copy an object Select Paste Special Home - Clipboard, - Paste - Paste Special... Paste (embedding) Paste link (linking) COMP 1270 Computer Usage II 1-20