PowerPoint 2007 Creating & Giving Presentations

Introduction to PowerPoint Common User Interface Series of Slides ◦ Can include text, tables & graphs, formatted lists, art / photos, sound, video, etc. Multiple Delivery Methods ◦ Show on computer / projector ◦ Distribute on disk ◦ Overhead transparencies Prepare speaker notes & handouts

PowerPoint 2007 Screen

PowerPoint Views Normal Slide Sorter Notes Page Slide Show

PowerPoint Normal View Slide Pane Outline Pane Notes Pane

Normal: Outline View The Outline Tab pane is the fastest way to type & edit text for a presentation Allows you to review organization, sequencing, & flow Offers a global overview

Expand or Collapse the Outline Expanded Outline ViewCollapsed Outline View

Normal: Outline View

PowerPoint Notes Page View

PowerPoint Slide Sorter View

PowerPoint Slide Show View

Creating a Presentation: Templates

Creating a Presentation: Import Outline Recall that you can also import outlines that you’ve saved in Word On the Home Tab, Slides Group, choose “New Slide” and then “Slides from Outline”

Creating a Presentation: Blank

Creating a Presentation No matter the starting the point there are four key elements in creating a presentation ◦ Content ◦ Slide Layouts ◦ Design Themes ◦ Enhancements

Slide Layouts A new slide show automatically begins with a title slide After that, content slides are added Pre-defined layouts determine the position of objects or content

Slide Layouts Placeholders hold content Placeholders control element location Placeholders can be deleted Placeholder size can be changed Placeholders can be moved

Design Themes Easy way to format Adds unity & visual appeal to the presentation Includes colors, fonts, theme effects Can modify & create your own

Modify a Theme Can modify a theme or create your own Customize backgrounds, colors, fonts, shape effects, etc. “Hide Backgrounds” Button ◦ Background can be turned off if shapes / colors don’t work with the other objects in the slide

Modify a Theme Top = Title Font Bottom = Body Font

Hands-On Exercise Hands-On Exercise 2: “Creating a Presentation” Pages Skills covered: Create a new presentation; Add slides; Check spelling; Modify text and layout; Reorder slides; Apply a design theme

Transitions The way slides move from one slide to the next on screen 58 transitions available Gallery on the Animations Tab Live preview to view before applying

Transitions After you choose a transition effect: ◦ Select a sound (be cautious of using this) ◦ Select a speed ◦ Apply to all slides or only selected slides ◦ Have the slide transition progress on your command or on an automatic timer Use sparingly! Especially in academic and professional settings

Animation Affect individual objects Objects can move into & out of the slide using different animations Select an object On the Animations Tab, click the Animate drop- down menu Choose an animation scheme or custom

Animation Choose Custom Animation and a task pane opens on the right Click Add Effect to animate the entrance, emphasis, exit, or motion path (in & out of slide) for objects The number next to the clip indicates the order of animation Preview before adding Use to enhance; don’t overwhelm audience

Hands-On Exercise Hands-On Exercise 3: Steps 3 & 4 Pages 526 – 529 Skills: Apply a transition; Animate Objects

Enhancing a Presentation Embedded objects Linked objects Sound ◦ WAV file ◦ MIDI file WordArt Comments (on Review Tab)

Adding a Table

Adding Clip Art & Images Use the buttons on the Insert Tab, Illustrations Group to add Pictures, Logos & other images, or Clip Art Clip Art task pane (search, add) Move & resize pictures, images, objects ◦ Click object for editing handles to resize ◦ Use “Drawing Tools” ribbon to format

Drawing Group & Tools On the Home Tab, the Drawing Group allows you to add shapes ◦ Shapes like arrows, boxes, or dialog call-outs are useful for illustrating points on your slides The Drawing Tools formatting ribbon contains more formatting options

Headers & Footers

Setting Up a Footer Insert Tab, Text Group, Header & Footer Button For date & time: update automatically or fixed “Footer” box to enter text Apply to All slides or just current slide

Copy an Image from your Desktop Often, it’s useful to illustrate a program or on-screen operation Open the program to the image you want to use Hit the “Print Screen” button your keyboard once ◦ This copies an image of whatever is open on your desktop at the time

Copy an Image from your Desktop Next, paste the image… Directly into a “content” Power Point slide ◦ To edit, use the “Picture” toolbar In any image processing program (Paint, Photoshop, Illustrator, etc.) ◦ Modify as needed ◦ Then, copy and insert into the Power Point slide

Useful Formatting Buttons The buttons in the Slides Group and Paragraph Group on the Home Tab are used most often “New Slide” to add a slide & Layout to format that slide Decrease and Increase Indent for bullet points Add or remove bullet points

Custom Designs & Layouts Open a new blank document Select the “Slide Master” view Customize the slides for each layout ◦ Logos, colors, fonts, etc. In the Office Menu, click “Save As” Type a name for your template & choose file type: “PowerPoint Template”

APPROPRIATE STYLE & CONTENT Creating a Presentation

Planning for a Presentation Consider your audience Storyboard your ideas Complete research Prepare the presentation ◦ Add content ◦ Make design decisions Review the presentation Prepare to give the presentation

Slide Content Edit to short phrases Use bullet points Use active voice Be clear and concise Elements should support not distract Be consistent

7 X 7 Guideline Seven words per line Seven lines per slide 7 7 Edit to short phrases Use bullet points Use active voice Be clear and concise Elements should support not distract Be consistent Decisions, Decisions

Visual Design Appeal and professionalism Neat and clean Focal point Simpler is better ◦ Select one font or font set ◦ Select a group of colors & use throughout ◦ Avoid clutter ◦ Avoid excess use of transitions & animations

Design for Audiences

Content: Academic Setting Information presented in same order as an academic paper ◦ Typically limit amount of background, literature – get in the main points ◦ More information on results/conclusions ◦ Be cautious of the amount of data you attempt to put on tables – can be hard to read  Print larger tables / analyses in handouts

Content: Business Setting Information presented varies greatly by purpose, but often follows similar pattern as business reports ◦ Problem/Issue  Research  Proposed Solution (or Outcome) ◦ Can be “flashier” in style than academic settings (i.e. more color, graphics) ◦ But don’t go overboard – be professional

Appropriate Style & Content #1 mistake: putting too much information on a slide ◦ Don’t overwhelm the audience ◦ Make sure all text and content can be easily seen #2 mistake: moving through slides too quickly ◦ Don’t rush – especially something with a lot of information

Appropriate Style & Content If possible, “know” the room ◦ How big is the room you’re speaking in? ◦ What is the lighting like in the room? ◦ What is the seating like in the room? ◦ What equipment is available? Impacts decisions about how well the slides can be seen, color schemes, voice modulation, and style of presentation

APPEARANCE, DEMEANOR, & TONE Giving a Presentation

Dress appropriately – business attire Engage the audience, but don’t be too familiar … keep an appropriate “tone” Make eye contact – don’t stare exclusively at your notes

Giving a Presentation Move towards the screen to point out items, or move away from the podium if possible (i.e. don’t be stationary) ◦ But don’t “fidget” or “wander” ◦ Don’t talk “to the screen”

Giving a Presentation Pacing – steady (take longer when needed to explain more complicated issues, move more quickly through less detailed material) Speak loudly enough to be heard at the back of the room, but not to overwhelm those in front ◦ Try to sound confident in the material

NAVIGATING THE SLIDESHOW Giving a Presentation

Navigating through the Slide Show Moving through slides: ◦ Next Slide (N), Previous Slide (P) ◦ Click the mouse button ◦ Enter key ◦ Arrow keys Ending or stopping the presentation ◦ Black (B) or White (W) ◦ ESC key

53 Navigation Short Cut Menu Shortcut menu

54 Using Go To for Navigation Slide titles

55 Annotations on Slides Annotations Color choices Pen options

Slide Show Tools Hidden Slide

Slide Show Tools The ‘Set Up Slide Show’ button allows you to pre-define elements of your presentation Especially important if you won’t give the presentation ◦ Kiosk, computer, etc.

58 Print Options for Handouts

Questions?