JUNE 1 IS THE DEADLINE TO HAVE YOUR POWERPOINT AND AUDIO COMPLETED AND UPLOADED TO

THE VIRTUAL PLATFORM

WORKSHOP ORGANIZERGUIDE

Presented by

University of Maryland

OVERVIEWPOWERPOINT SHOW• Allpresentationswillbea“PowerPoint

Show”thatis converted to an MP4

• ClickHEREtoaccessthePowerPoint templatefortheASEEvirtual conference

• You can use this template for all your PowerPoint presentation, if you’d like

MODERATOR• Workshop organizers will also act as

The moderator. You will need to field questions from the “virtual audience“ who will be able to text in questions.

SESSION TIME SLOTS• Thetimeslotthatyouareassigned

toisa90minutelivesessionforaninteractiveQ&A

• Yourpre-recordedpresentationwithembeddedaudiowillbeavailableasastaticlinkforattendeestoviewbefore,duringandafteryourlivesession

LIVE SESSION FORMAT• The90minutetime-slotwillbebroken

downasfollows

• The presenter will be live, the audiencewill be virtual.

• Alllivesessionswillberecordedandavailabletoallattendeesaftertheconclusionofthesession

SESSION DETAILS • Sessiondetailscanbefoundat

www.asee.org/oslACCESSIBILITY Pleaserefertothelinksbelowtoadd

captionstoyouraudiopresentation.

CaptionsandSubtitles-LINK1

CaptionsandSubtitles-LINK2

MakeyourPowerPointaccessibletopeoplewithdisabilities-LINK3

• A link to upload your presentation/sto the virtual platform will be emailedto you directly

• Please do not contact ASEE for yourupload link. ASEE HQ will not havethis information

LINK TO POWER POINT TEMPLATE - HTTPS://BIT.LY/2W4GDDT

ASEE‘S VIRTUAL CONFERENCEWORKSHOP ORGANIZER GUIDE

HOW TO CREATE A POWER POINT SHOW - 20 MINUTES MAXVideo L ink: https://b i t . l y/2z9xGXg

RECORD NARRATION AND TIMINGS1. SelectSlide Show > Record Slide Show.

2. Choosefromtwooptions:

• Start Recording from Beginning-torecordfromthebeginningofapresentation.

• StartRecordingfromCurrentSlide-torecordfromaspecificslide.

3. Selectorclearwhatyou’dlikeforyourrecording,andthenselectStart Recording.

4. Startspeakingoraddmarkingstoyourpresentation.

Note:Audiowon’trecordwhenslidetransitionshappensolettheseplayfirstbeforeyoustartspeaking.

MANAGE RECORDINGSThere are different ways to manage recordings in your presentation:

• Pause-topausearecording.

• Close-toendarecording.

• Laser Pointer, Pen, Highlighter, or Eraser- tousethepointer,ink,eraser,orhighlightertoolsinyourrecording.

REMOVE RECORDINGSA sound icon appears on a slide to show when a recording is available.

You can also remove recordings from slides.

1. SelectRecord Slide Show > Clear.

2. Choosefromfouroptions:

• Clear Timing on Current Slide-todeletetimingsonthecurrentslide.

• ClearTimings onAllSlides-todeletetimingsfromallslidesatonce.

• ClearNarrationonCurrentSlide-todeletenarrationonthecurrentslide.

• ClearNarrationonAllSlides-todeletenarrationonallslidesatonce.

SAVE RECORDINGSWhen you’re done recording, save and share your presentation as a PowerPoint Show. Your recording will automatically play when someone opens the presentation.

1. Select File > Save As.

2. Selectwhereyou’dliketosaveyourpresentationto.

3. UnderSaveastype,selectthedropdownarrowandthenselectPowerPointShow.

4. SelectSave.

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ASEE‘S VIRTUAL CONFERENCEWORKSHOP ORGANIZER GUIDE

HOW TO TURN A POWER-POINT SHOW INTO A MP4 VIDEO FILE1. CreateyourPowerPointpresentation

asnormalandsaveit.

2. Ifyou’reusingnarrationforyourpresentation,record the narration andadd timings to the slideshow.

3. SelecttheFilemenuandclick on export

4. UndertheSave&Sendmenu,findandclick onCreate a Video.

5. ClickontheFullHDDisplaysoptiontocustomizethevideosizeandquality(small,mediumandlargesize&quality).

6. ClicktheUseRecordingTimingsandNarrations.Remember 15 minute max

7. ClickCreate Videoandanotherdialogueboxopens

8. Enterappropriatefilenameandsavinglocationtosaveyournewlycreatedvideo.

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ASEE‘S VIRTUAL CONFERENCEWORKSHOP ORGANIZER GUIDE

TIPS AND TRICKSBEST PRACTICES• Makesureyouknowhowtouseall

necessary hardware and software.Taketimebeforethemeetingtofamiliarizeyourselfwiththeequipmentyouwillneed.

• Use a headset. Thesoundqualitywillbebetterforeveryoneinvolvedifyoudon’tusethemicrophoneandspeakersonyourlaptop

• Rememberspeak slowly and enunciateclearly,withoutpausing.

• Don’tovercrowdslideswithtext

• Usebulletpoint

ALIGN ALL YOUR GRAPHICS• Selectalloftheobjectsyouwantbyclicking

onone,thenholdshiftandselecttherestofthem.

• Atthetop,findandclickAlign.ItalsomaybelabeledDistribute.

• Choosewhatevertypeofalignmentyou’dlike.Theimagesshouldlineupappropriatelyinawaythatyoujustcan’tdobyeyealone.

FORMAT YOUR PICTURES• RightclickonanimageandselectFormat

Picture.

• Ontherightside,abarwillpopupwiththeformattingoptions.

TRANSITION DURATION• ClickontheTransitiontab.

• Inaboxtotherightsideistheabilitytochangethetimeonthetransitions.

CONTACTFOR QUESTIONS EMAIL US AT CONFERENCES@ASEE.ORG

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ASEE‘S VIRTUAL CONFERENCEWORKSHOP ORGANIZER GUIDE

HOW TO EMBED A VIDEO IN A POWERPOINTVIDEO FROM A FILE 1. Inthetopmenubargotoinsert,

click Video > Video from PC.2. Findthevideoyouwant

toaddandclick Insert.

VIDEO FROM YOUTUBE• Copy the Embed code.Makesureit’stherightcode—if it starts with “http”, it’s the

wrong code,findthebuttonmarkedEmbed.Make sure it starts with <iframe>

• Switch toPowerPointandselecttheslideyouwanttoaddavideoto.Click onthe video Icon,andselectonlinevideo.Pasteyourcodehere.

You need to Be online when you hit Play. You’ll need the Internet for your video to work.

ASEE‘S VIRTUAL CONFERENCEWORKSHOP ORGANIZER GUIDE

1. Elect Insert>Audio.Select Audio on My PC.

HOW TO ADD/DELETE AUDIO TO YOUR POWERPOINTADD AUDIO FROM YOUR PC

2. SelectInsert.

RECORD AUDIO

1. SelectInsert>Audio>RecordAudio 2. Typeinanameforyouraudiofile,selectRecord,andthenspeak.

3. Toreviewyourrecording,selectStopandthenselect Play.

4. Select Recordtore-recordyourclip,orselect OKifyou’resatisfied.

5. Tomove your clip,selectanddrag the audioicontowhereyouwantitontheslide.

6. SelectPlay.

NOTE: You will need a microphone in order to record audio.

ASEE‘S VIRTUAL CONFERENCEWORKSHOP ORGANIZER GUIDE

CHANGE PLAYBACK OPTIONS1. WiththeIconselectedgo

toPlaybackatthetop2. Totrimtheaudio,select Trimandthenusethered

and green sliderstotrimtheaudiofileaccordingly.

3. To fade in or fade out audio,changethenumberintheFadeDurationboxes.

4. Toadjustvolume,selectVolumeandselectthesettingyouprefer.Inthesamepanel,youcanchoosehowtheaudiofilestarts,selectthedropdownarrowandselectanoption:

• In Click Sequence:Playstheaudiofileautomaticallywithaclick.

• Automatically:Playsautomaticallyonceyouadvancetotheslidethattheaudiofileison.

• When Clicked On: Playsaudioonlywhentheiconisclickedon.

5. Tochoosehowtheaudioplaysinyourpresentation,selectanoption:

• Play Across Slides:Playsoneaudiofileacrossallslides.

• Loop until Stopped: Playsanaudiofileonloopuntilit’sstoppedmanuallybyclickingthePlay/Pausebutton.

6. Tohavetheaudio play continuouslyacrossallslidesinthebackground,selectPlay in Background.

DELETE AUDIO1. Todeleteanaudioclip,select the audio iconontheslideandpress Delete.