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More on Building a PowerPoint Presentation

Paul LeeOctober 14, 1999.

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Today’s Goals

Recap: How to Build a PowerPoint Presentation.What PowerPoint can and cannot do for you.Basic presentation design guidelines.Choice of template, background and color.The PowerPoint Help Tool.How to develop an animated slide show.The exercise.

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Last time…

How to get PowerPoint up and runningA 30 minute demonstration on how to prepare a

PowerPoint presentation using the Institute’s template.

Covers the basic elements of a PowerPoint Presentation.

How to deliver an interactive presentation.How to convert the presentation to a HTML web

presentation.

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What PowerPoint can do for you…

A tool to develop interactive presentation.A presentation tool (vs. transparencies).Help organize information and thoughts.A way to share information.A tool to help illustrate ideas and

concepts.

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What PowerPoint cannot do for you…

PowerPoint…… does not develop a presentation for you!… is not a word processor.… is not a database.… is not a web authoring program.… is not an information manager.

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6 Tips for developing a good presentation

The content should be center stage Remember that you are presenting your ideas

and concepts, and not PowerPoint’s. Efforts should be spent on developing the content, rather than the special effects.

The tools you use — such as animations and transitions — should emphasize your points and not to draw the audience’s attention to special effects.

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Tips #2

80% of the time should be spent on content development. 20% of the time should be spent on creating the PowerPoint presentation. PowerPoint is for simplifying your work

Content should capture key ideas, elements and concepts.

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Tips #3

If your audience reads from left to right, you might design your animated slides so that your points fly in from the left. Then to emphasize a particular point, try bringing it in from the right. The change will grab the audience’s attention and reinforce your point.

—from the PowerPoint Help

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Tips #4

The same principle works with sound. An occasional burst of music or sound during a transition or animation will focus the audience on the slide show. However, frequent use of sound effects can draw attention away from your main points.

—from the PowerPoint Help

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Tips #5

The pace of your presentation also affects audience response — going too fast exhausts audience members, and going too slow puts them to sleep. You can use PowerPoint features to rehearse your pace before you give a presentation.

—from the PowerPoint Help

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Tips #6

Check your slides’ visual impact. Too many words or pictures can distract the audience. If you find yourself using too much text, try turning one slide into two or three, and then increase the font size.

—from the PowerPoint Help

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Choice of template, background and color

PowerPoint has many different templates you can select from.

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Some template examples

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Some considerations

Light background vs. Dark textDark background vs. Light textAmbient light condition of the presentation

location affects the choice Light background and dark text resemble

what we use to read. Dark background and light text might be easy

to the eye in a dim environment.

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Learning PowerPoint

There are several ways to learn how to use PowerPoint Read a book on PowerPoint. Take a course on PowerPoint. Have someone show you how to use

PowerPoint.

Look at other people’s PowerPoint presentation!

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The PowerPoint Help Tool

Another way to learn how to use PowerPoint is by using the PowerPoint Help Tool. The Help Tool contains lots of searchable

information. Step-by-step guides are provided.

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The PowerPoint Screen

Standard ToolbarStandard Toolbar

Common Tasks ToolbarCommon Tasks Toolbar

SlideSlide

View ButtonsView Buttons

Drawing ToolbarDrawing Toolbar

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The PowerPoint Help Tool

To start the PowerPoint Help Tool, go under the Help menu, and select Microsoft PowerPoint Help

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The Help Tool Window

The Help Tool window looks like this, and you can type in the word(s) associated with your question or problem.

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An Example

Example: You would like to email your presentation to a friend, and when your friend opens the file, you want the file to go straight to the Slide Show mode.

Type in slide show and select the topic below, and then click Display

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An Example — continue

The Help Tool will then display the step-by-step guide on the topic you selected.

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How to develop an animated slide show — a quick demo

First, develop the content In this example, we will create a simplified

version of the organization chart animation presented by the director.

Just like any animation project, you will have to first develop a story board for the content you would like to animate.

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The story board

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Step #2

Create the animation components, and overlay them together. You will have to create separate objects and then group them together.

DirectorOffice

DirectorOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

Public OutreachPublic Outreach

Science PolicyScience Policy

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Step #2 cont’d

It will look like this after you overlay them.

DirectorOffice

DirectorOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

Public OutreachPublic Outreach

Science PolicyScience Policy

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Step #3a — Setup animation sequence

To set up the animation sequence, go to the slides where the animation components are.

Go to the Slide Show menu and select Custom Animation.

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Step #3b — Design your animation transitions

Decide your objects’ animation order.

Decide the effects. Timing Effects

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STScI Organization Chart

DirectorOffice

DirectorOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

Public OutreachPublic Outreach

Science PolicyScience Policy

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The Exercise

Create the following 2 slides with the associated effects. You can modify the effects according to your taste.

A hands-on session will be arranged.

Nemesis Computer Room, N409October 28, 1999

10-11:15am

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STScI Reorganization Plan

My vision of it, anyway…

By Edwin Hubble

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STScI Organization Chart

DirectorOffice

DirectorOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

ScienceOffice

ScienceOffice

HSTOffice

HSTOffice

NGSTOffice

NGSTOffice

Public OutreachPublic Outreach

Science PolicyScience Policy

Do you think this will work?