SANDAG Technical Workshops Creating Presentations: Intro to … · 2006. 3. 22. · Creating a Presentation When first opening Power Point you will see choices listed in the Task

SANDAG Technical Workshops 1 Intro to MS PowerPoint

SANDAG Technical Workshops

Creating Presentations: Intro to PowerPoint November 2002

Workshop Contents:

What’s New in PowerPoint XP: an Overview.............................................................................. 2

Getting Started.............................................................................................................................. 2

- Guidelines for Planning a Presentation................................................................................. 2

Types of Presentations .................................................................................................................. 3

- On-screen Slide Show.............................................................................................................. 3

- Slide Show using Overheads .................................................................................................. 3

- Printed Slide Show (or handouts).......................................................................................... 3

The PowerPoint XP Interface..........................................................................................................

Creating a Presentation ................................................................................................................ 3

Getting Around PowerPoint......................................................................................................... 6

PowerPoint Help.......................................................................................................................... 17

Controlling Your View.................................................................................................................. 7

PowerPoint Objects....................................................................................................................... 8

- Objects...................................................................................................................................... 8

- Text and Font Characteristics ............................................................................................... 10 - Diagrams

- Clip Art ................................................................................................................................... 15 - Charts

Transitions and Animations........................................................................................................ 11

Changing Design Templates ...........................................................................................................

The Show...................................................................................................................................... 13

Other Topics ................................................................................................................................. 14

- The Slide Master .................................................................................................................... 14 - Multiple Masters

Saving and Delivering Your Presentation................................................................................. 17

- PowerPoint Presentation...................................................................................................... 17

- PowerPoint Show.................................................................................................................. 18

- Pack and Go........................................................................................................................... 18 Printing your Presentation


Getting Started Planning a Presentation Before we begin PowerPoint, here are a few tips you should consider about any presentation: Planning

• Determine your message. What are the topic(s) to be covered? • Know your audience. What is their level of experience with your topic (e.g.

is it ok to use acronyms?) • Know the schedule. How long do you have to present? • Analyze the location. Where is it? How long will it take to get there? How

big is the room? • Will you have handouts? Always a good backup plan, especially when

you're using someone else's equipment or presenting in a new location. Design – These are guidelines, not rules.

• Formatting should complement your message and not be distracting. • Keep bulleted items concise: key points that you verbally explain in greater

detail. • Use the same elements consistently. Have similar bullets, fonts, and colors

for all slides. • Keep fonts large and readable. One font is generally sufficient. • Use italic sparingly. • Don't overuse animations and transitions. Generally no more than one or

two different effects throughout the presentation is a good rule. • Don't clutter a slide. If needed, split it into two slides.

Personal

• Plan! • Prepare! • Practice!

Taken from: How to Create Compelling Microsoft PowerPoint Presentations, CareerTrack, 1999. Opening PowerPoint To begin PowerPoint you can either double-click on the PowerPoint XP icon on your desktop or the Microsoft toolbar (if you have one), or select it from the Start Menu, under Programs.


Types of Presentations

The same PowerPoint file can be output in several different formats. Be sure to select the appropriate format in the page set-up dialogue box. Choices are: On-screen Slide Show The on-screen slide show is the most common and most flexible way to use PowerPoint and show the results. This type of presentation is shown either on a computer screen, or with the use of a projector. On-screen shows feel more interactive, and generally help to keep the viewers interest. On-screen shows also have the added benefit of being easy to update and correct – even away from the office. Slide Show using Overheads Overheads are generally used when a computer or projector is not available for an on-screen show. An overhead presentation is designed very similar to an on-screen presentation. The main difference is the use of colors and background elements. Once a presentation is complete, it can be printed (or photocopied) directly to acetate for use on the overhead projector. Printed Slide Show (or handouts) Handouts are most often a simple print of one slide to a page. But you can also print a number of smaller images to a page, or print notes associated with a slide on a page with a scaled-down slide image. Handouts can be used in place of an on-screen, or overhead slide show, or as handouts for the audience to follow along with and take notes on.

35mm Slides To produce slides, the PowerPoint file needs to be imaged onto film, using a film recorder. Then the film is developed into 35mm slides. Most commercial film developing labs can produce slides from PowerPoint files. Today we will focus on developing on-screen presentation

What’s New in PowerPoint 2000 XP The XP version of PowerPoint includes many improvements and several completely new features. The following are highlights of these changes.

• New user interface: - Task Panes - Outline/Slides view Pane visible to left in slide view - Notes Pane visible below in slide view

• Multiple masters • New, more flexible design templates • Improved diagram and organizational chart tool


• More complete guides and grids • Easier to use rotation tool • More control over tables and borders • More options for page layout • Print preview and more layout options for printing • Automatic clip are search feature • “Play” an individual slide to see animated content in action • New transitions and animations

The PowerPoint XP Interface

Like all of the Office applications, the menus appear along the top. Beneath the menu and toolbars, the left area of the screen is dedicated to two different ways of looking at the whole presentation: Outline and Slides. Just beneath the main slide is a small area for notes. These Panes replace the Notes and Outline View in PowerPoint 97. Perhaps the biggest change in XP is the Task Pane area to the right. There are many task panes to choose from, each one organizing tasks related to a certain category of operation. For example, there is a task pane for revisions, searching for and placing clip art, and applying design templates.


Creating a Presentation

When first opening PowerPoint you will see choices listed in the Task Pane. The program wants to know if you would like to use the AutoContent Wizard, a PowerPoint Template, open a Blank Presentation, or Open an Existing Presentation. What should you choose? That depends on what type of presentation you are designing, and whether or not you will be using an existing presentation. The AutoContent Wizard is very helpful when you are learning PowerPoint. The Wizard will ask you simple questions in 4 topic areas, and will then create a bare-bones presentation for you. Then you go in and fill in the blanks, and add slides where needed. This will get you up and running fast. Choosing Template will bring up a dialog box for you to choose a slide template to base your presentation on. By selecting different templates, the preview will change, helping you to make a choice. Don’t worry if you decide later that you don’t like your choice. You can change the template design of a presentation ANY TIME and more than once if you need to. The Blank Presentation choice will load up an empty presentation with a white background. You can always go back later and apply a template to the presentation. Working this way keeps you from being distracted by the background. But remember that some backgrounds may cause you to have to re-format some slides. The Open an Existing Presentation choice brings up an OPEN dialog box for you to navigate to the file you wish to open. Now let’s use AutoContent Wizard to develop a presentation.


Getting Around PowerPoint PowerPoint is designed with the same look and feel of the other products in the Microsoft Office Suite. Because of this, users should be able to easily find the tools they need, or have an idea of where to look for them.

Above is the Menu Bar. Clicking on a menu pops down a list of choices related to that menu topic. Most of the commands in the drop-down menus, can also be found on buttons, or are available through keystrokes. The choice of which method to use is up to each user, the end results will be the same.

Under the Menu Bar is the Standard Tool Bar (shown above). This tool bar should be visible when you start the program. These buttons give you one-click access to the most often used commands in a standard presentation. Other tool bars are available for specialized tasks. These other tool bars are accessible by right clicking in the empty gray area to the right of a menu or button bar. The pop-up menu shown to the right will appear, and you can select the button bar you wish to view. A check mark (ü) will show next to the Tool Bars currently shown. Under the Standard Button Bar is the Formatting Tool Bar (shown below). This tool bar is very similar to the ones found in Word or Excel. And the buttons found here work the same way.

Moving from slide to slide. Near the bottom right of the screen you will see two double arrow symbols, one pointing up, the other down. These buttons will move you to the next full slide. The single arrow buttons on the scroll bars (right side and bottom) move you around the current slide.


Controlling Your View Near the bottom left of the screen you will see 3 buttons, plus the scrolling arrow. These three buttons control the main way you view the information on your slides. From the left are the Slide View, the Slide Sorter View, and the Slide Show View. There are also 2 Panes to the left of the Slide Pane that provide additional ways to view the information on your slides: the Slide Pane and the Outline Pane. (Sometimes called the Slide Tab and Outline Tab). The Slide View shows a single slide in the full screen. This view is often used for over 90% of the work in designing your presentation. Here you can see all of the slide objects, and edit them. The Slide Sorter View is used the same way we would use traditional slides on a light table. In this view we see thumbnail images of all the slides. We can then reorder the slides, add transitions to all or some of the slides, or do many other things that affect the presentation as a whole. This view is not used a lot during the presentation design, but plays a crucial role and it is good to understand its use. The Slide Show View expands the slides to full-screen, just as they will be seen during the actual presentation. This allows you to preview the slides at a larger size, to get a better feel for how the finished product will look. The Outline Pane (or Tab) to the left of the Slide Pane shows a textual outline of the entire presentation, along with a thumbnail view of the selected slide. Working in this view is a quick way to get ideas for a presentation laid out. You can also import a Word outline into PowerPoint, and the program will create a slide for each item in the outline. The Slide Pane (or Tab) to the left of the main Slide Pane shows thumbnails of all the slides. Slides can be moved around here, like in the Slide Sorter view. The Notes Pane is displayed in a small area under the Slide Pane. (This feature replaces the Notes View that was a separate view in PowerPoint 97). This new feature allows you to view your slide while composing your notes, which can be very helpful. There are at least 2 good reasons for using notes. The presenter can type in the actual text of the presentation, and have a slide picture for reference (helpful if you drop the stack of sheets!).Or, you may choose to write notes for the audience here, and hand them out before or after your presentation. You may also choose to hand these sheets out blank, so that the participants can take their own notes while viewing the show. This way they have the slide image to refer to as well as their notes. All of these commands are also found under the View pull-down menu on the PowerPoint menu bar.


Let’s Get Started …

1. Create a new presentation using a PowerPoint Template. Find one you like by using the Preview box.

2. At the New Slide dialog box, choose the Title Slide. 3. Add the title, Welcome to the World Famous San Diego Zoo. 4. Add the subtitle, yourname Your Tour Guide

PowerPoint Objects Creating Objects Objects can either be inserted from other programs (or the clipboard), or created within PowerPoint. There are many tools available to you for creating objects. These tools are available from the Drawing and Picture button bars. These button bars include tools for adding text boxes, drawing shapes, modifying or adding fills, out lines and color, adding shadows, making something 3D, adding pictures, modifying picture elements, etc. If you are going to be adding graphics and/or pictures to your slides, these 2 button bars will be helpful.

Add an object

1. Add a Sun to the title slide using the AutoShapes palette on the Drawing toolbar.

2. Save the presentation.

Rotate an object – New method in XP

1. Add a rectangle to the title slide using the AutoShapes palette on the Drawing toolbar. A green dot appears above the object.

2. Place the cursor over the green dot above the rectangle. When the Rotate Tool appears, click and drag to rotate the object.


Editing Objects In PowerPoint, everything you add to a slide is an Object. Therefore, text, graphics, charts, spreadsheets, clip art, movies, etc are all considered an Object. Each type of Object has different editing characteristics, and different properties that can be modified. If you have ever used even a simple graphics program you should be familiar with the basics of editing objects in PowerPoint. The graphics below will help describe some of the basic editing elements.

Objects on a slide can overlap each other, can be cut, copied, and pasted to other slides, or can be grouped together so that they act as one element. Depending on the type of element, you may be able to change the colors, or the brightness, or many other features.


Editing Text and Changing Font Characteristics To edit a text object, click on the object and an insertion point will appear. You can use similar editing techniques as Microsoft Word (e.g. backspace, delete key). To change the font characteristics, you must first select the text you want to change using the same selection techniques as Microsoft Word (e.g. drag, double click). Once selected, use the font buttons on the formatting toolbar or use Format, Font from the menu bar.

Changing Fonts

1. Change the font used for the Title using either Format, Font or the formatting toolbar.

2. Italicize your name and change the color. 3. Run the slide show to preview these changes. 4. Return to slide view (e.g. ESC key).

Bulleted Lists – New options in XP

1. Add a new slide. 2. Add a bulleted list slide. 3. Add the title, Exhibits featured this month: 4. Type in a list of 3 -4 zoo exhibits 5. Select the bulleted list object. Resize it and move it to the

bottom of the slide. 6. Change the bullet by first selecting the items in the bulleted

list object and then use Format, Bullet to change the bullet type, size, and color.

7. Run your slide show to preview. 8. Save your work.


Adding Diagrams and Organizational Charts In addition to Organizational charts, which were available in PowerPoint 97, PowerPoint XP provides several new types of diagrams to help you display information: a Cycle, Radial, Pyramid, Venn and a Target Diagram. Using various menu options, these diagrams can be modified, recolored, resized, or changed to a different type of diagram.

Adding Diagrams to Slides – Improved in XP

1. Add a new slide. 2. Click on the Insert Diagram tool in the drawing toolbar, and

select a Radial chart. Click OK to insert. 3. By clicking on the text placeholder, insert the text “Exhibits”,

“Funding”, and “Research” in each of the text blocks, placing ”2020 Zoo Vision” in the center.

4. Insert Shape adds another item to the diagram. Add the text “Visitors”.

5. Save your work.


Transitions and Animations The way one slide ends and the next begins is called a Transition. Objects that appear or move on the screen are called Animations. Both can be effective ways to keep your audience interested in the presentation. But they can also be over done. You don’t want the audience remembering the flashy slide show, and not what the presentation was trying to cover (at least, not normally!). Animations bring a slide to life. Animations and actions on a slide can reinforce an idea, or focus the viewer to a certain part of the slide. Transitions make the presentation more pleasant to view. Something simple is usually the best method, and be consistent throughout the slide show. Use Slide Show, Transitions and edit the dialog box. Animation can be used to “build” a bulleted list, so that each element of the list comes in one after the other, building the complete list. You can also choose to have each list item dim as the next comes in. This technique is called progressive disclosure – elements of the list are disclosed only when the presenter is ready to move on. This helps the audience follow along with you, and pay better attention to your presentation. Use Slide Show, Custom Animations and edit the dialog box to the left. There are many new choices for transitions and animations in PowerPoint XP. Have fun experimenting with them, but remember that less is more in this case. The effects should not be distracting, but should enhance and focus audience attention on your message.


Adding transitions and animation …more options in XP

1. At slide #2, change the transition using Slide Show, Transition and choose a transition.

2. Go back to slide #1. Preview the slide show to see the transition.

3. Go to slide #2, select the bulleted list. 4. Use Slide Show, choose a Custom animation for Entrance,

Emphasis and Exit.

Add another slide:

1. Create the following as Slide #4:

Wild Animal Park Exhibits

• Photo Caravans • Kids Classes • Festival of Lights

The Show The final product of your work is the on-screen show. This is where it all comes together. There are multiple ways to actually run a slide show, but the results are the same – a complete, fun to watch presentation. The most direct way to start the slide show is to click on the Slide Show button. This will start the slide show from the slide you are currently working on. You can also time your slide show so that you don’t even have to be at the computer. The slide show progresses as planned and you just worry about saying the right thing.


Other Topics The Slide Master The Slide Master is your key to the overall look of the slides in your presentation. The Master Slide defines the colors and look of the basic elements of your slides. If there are any elements you want to have show on all the slides of your presentation, place it on the Master Slide. This is the proper place to add the logo of your organization.

Edit the Slide Master: - New Toolbar in XP

1. Use the View, Master, Slide Master command. 2. Click anywhere on the Master title style placeholder. 3. Change the style to Bold or Italic, and change the font. 4. Click Close on the Master View toolbar. 5. Run the slide show to see the change.


Multiple Slide Masters – New in XP PowerPoint XP supports multiple masters. Due to the many new design templates and their flexibility, multiple masters is not a feature you will need to use very often. An example of using a second master might be: you are working on a very customized presentation and want about half of the slides to have a format in which to place photos, you could create a second master for this purpose. Or you are working with 3 separate presenters and they each want a different look; you could use 3 masters. To create a multiple master, Select the View menu and choose Master. The Slide Master View toolbar will appear. The first button is Insert a New Slide Master. Click on it, and a blank slide appears. In the Slide Pane to the left you will see a second set of linked slides; these will be blank. Click on the Design button and navigate to the desired template. Right click on the desired template and select Apply to Selected Slides. This creates the second master. Make any changes to it and then close Slide Master View toolbar. When creating new slides, choose the desired Master from the choices in the Apply Design Task Pane. The masters will appear at the top of the pane. Clip Art There are many other little tricks and extras that you can easily work with, and add to your slides. Charting, Organizational Charts, Clip Art, Word Art, etc are all available to you. Many of these elements are available from the Insert menu (shown at left). A great deal of Clip Art comes standard with PowerPoint. Clip art adds a little fun, but can also be used to get a point across without the use of large, slow loading graphics. Word Art adds zing to text used in titles, or as part of the slide elements. Word Art is great for flyers as well. Charts help make raw numbers more understandable. AutoShapes let you drag your cursor on the screen and create many shapes. These elements can then easily be modified for your use. Look under the Insert/Object menu choice for a complete list of the element types you can add to a slide presentation.


Add ClipArt: - New Search Feature in XP

1. On Slide #3, change the Slide Layout to "Text & Clip Art". 2. Double-click on the ClipArt placeholder to add a picture. 3. Type your selection into the Search window and click search. 4. When search results appear, choose one and click to insert it

onto your slide.

5. Save the presentation.

Other Edits …

1. Change to another slide template using the Design button on the formatting toolbar.

3. Change your view to the Slide Sorter. 4. Move slide #3 to be slide #2 by dragging it to the new position. 5. Save your work.

Adding Charts PowerPoint’s charting feature allows you to choose from many types of charts. After you have inserted a chart, there is a spreadsheet in which to enter or import your data. Many parts of the chart can be manipulated: font size, color, line thickness, etc. You can also choose 3D charts. Below is a screen capture showing the chart, spreadsheet and one of many dialogue boxes that allow you to modify the chart.


PowerPoint Help

PowerPoint’s on-line help is very complete. Be sure to use it if you get stuck, or want to learn if something you want to do is possible. Use the HELP menu, or press the F1 key to start the “Office Assistant”, Microsoft’s new helper tool. You will be greeted by the assistant, and asked for a topic to search for. By typing in text, and pressing the SEARCH button (or hitting ENTER), the assistant will return with topics for you to explore, or to ask for further instructions. Single click on topics to get more information. The Office Assistant is designed to understand topic ideas. So hopefully you will be able to find the help you need, without having to know the name of the exact command you are looking for.

Saving and Delivering Your Presentation Now that you know how to create and edit PowerPoint presentations, there are several ways to save the presentation for viewing: PowerPoint Presentation This is the normal type of file (file extension .ppt) and what is saved when you use the File, Save command. With this file, you'll need a copy of Microsoft PowerPoint on the computer you're giving the presentation with.


PowerPoint Show Save your presentation as a PowerPoint Show (file extension .pps) in order to automatically open the presentation in Slide Show View. Saving in this format is also useful if you want to run the show directly from the Windows desktop as a shortcut and not have to worry about opening PowerPoint first. For example :

Create a PowerPoint Show to run from Windows …

1. Use the File, Save As command and save your zoo presentation to a PowerPoint Show named SDZOO (remember to change the file type to .pps). Save this file in the C:\WORKSHOP folder.

3. Close PowerPoint. 4. Open the Windows Explorer. Navigate to the C:\WORKSHOP

folder. 5. Hold the <Ctrl> key down and drag the SDZOO.PPS file over

to the windows desktop. Close Windows Explorer. 6. Double-click on the SDZOO.PPS shortcut to run the show.

Pack and Go When you want to run a slide show on another computer, you can use the Pack and Go Wizard. The wizard packages together, on a disk, all the files and fonts used in the presentation. When you intend to run your show on a computer that doesn't have PowerPoint installed, it also packages the PowerPoint Viewer on the disk. If your presentation needs more than one disk, you'll be prompted.

Pack and Go creates a file on the disk called PNGSETUP. To unpack, double-click on this file in Windows Explorer. To run the slide show with the PowerPoint Viewer, double-click on the file, PPVIEW32 and then the presentation you want to run.


Printing Your Presentation Print preview This is a new feature of XP. If you have used Word or other Microsoft applications, you will be familiar with this option. Will handouts printed 6 up on the page be readable? Print preview will allow you to see how your handouts will reproduce in various configurations, before printing. Printing Options PowerPoint XP has several new options for printing your handouts. Choose File, Print. In the Print What pull down menu, you will see new choices for the number of slides printed on a page. These new choices are useful for proofs and also help save resources!


Other New PowerPoint XP Features

Here’s a brief description of several new features of PowerPoint XP. To find more complete information, please consult the sources listed below. Compressing Photos – Using this feature can reduce the file size of an image. Photos are notorious for slowing down a presentation. If you press this button on the Picture toolbar it compresses the image. (Remember though, that if you need to print your photos, compressed images may not reproduce well.) Multiple Animations for one object – Several animations can be added to a single object. For example a different animation for entrance, emphasis and exit, and can occur at the same time. Automatic clip art search on the Design Gallery Live Web site at Microsoft.com – PowerPoint automatically goes to this site. Sources: Exploring Microsoft Office XP, John Breeden II and Michael Cheek, Prompt Publications, 2001. Microsoft Office XP, 8 in 1, Joe Habraken, Que Corporation, 2001.

Documents

SANDAG Technical Workshops Creating Presentations: Intro to … · 2006. 3. 22. · Creating a Presentation When first opening Power Point you will see choices listed in the Task