1 More on Building a PowerPoint Presentation Paul Lee October 14, 1999.

2 Today’s Goals zRecap: How to Build a PowerPoint Presentation. zWhat PowerPoint can and cannot do for you. zBasic presentation design guidelines. zChoice of template, background and color. zThe PowerPoint Help Tool. zHow to develop an animated slide show. zThe exercise.

3 Last time… zHow to get PowerPoint up and running zA 30 minute demonstration on how to prepare a PowerPoint presentation using the Institute’s template. zCovers the basic elements of a PowerPoint Presentation. zHow to deliver an interactive presentation. zHow to convert the presentation to a HTML web presentation.

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5 What PowerPoint can do for you… zA tool to develop interactive presentation. zA presentation tool (vs. transparencies). zHelp organize information and thoughts. zA way to share information. zA tool to help illustrate ideas and concepts.

6 What PowerPoint cannot do for you… zPowerPoint… z… does not develop a presentation for you! z… is not a word processor. z… is not a database. z… is not a web authoring program. z… is not an information manager.

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8 6 Tips for developing a good presentation zThe content should be center stage yRemember that you are presenting your ideas and concepts, and not PowerPoint’s. yEfforts should be spent on developing the content, rather than the special effects. yThe tools you use — such as animations and transitions — should emphasize your points and not to draw the audience’s attention to special effects.

9 Tips #2 z80% of the time should be spent on content development. 20% of the time should be spent on creating the PowerPoint presentation. yPowerPoint is for simplifying your work zContent should capture key ideas, elements and concepts.

10 Tips #3 zIf 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

11 Tips #4 zThe 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

12 Tips #5 zThe 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

13 Tips #6 zCheck 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

14 Choice of template, background and color zPowerPoint has many different templates you can select from.

15 Some template examples

16 Some considerations zLight background vs. Dark text zDark background vs. Light text zAmbient light condition of the presentation location affects the choice yLight background and dark text resemble what we use to read. yDark background and light text might be easy to the eye in a dim environment.

17 Learning PowerPoint zThere are several ways to learn how to use PowerPoint yRead a book on PowerPoint. yTake a course on PowerPoint. yHave someone show you how to use PowerPoint. Look at other people’s PowerPoint presentation !

18 The PowerPoint Help Tool zAnother way to learn how to use PowerPoint is by using the PowerPoint Help Tool. yThe Help Tool contains lots of searchable information. yStep-by-step guides are provided.

19 The PowerPoint Screen Standard Toolbar Common Tasks Toolbar Slide View Buttons Drawing Toolbar

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

21 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.

22 An Example Example: You would like to 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

23 An Example — continue The Help Tool will then display the step-by-step guide on the topic you selected.

24 How to develop an animated slide show — a quick demo zFirst, develop the content yIn this example, we will create a simplified version of the organization chart animation presented by the director. yJust like any animation project, you will have to first develop a story board for the content you would like to animate.

25 The story board

26 Step #2 zCreate the animation components, and overlay them together. You will have to create separate objects and then group them together. Director Office Director Office Science Office Science Office HST Office HST Office NGST Office NGST Office HST Office HST Office NGST Office NGST Office Public Outreach Science Policy

27 Step #2 cont’d zIt will look like this after you overlay them. Director Office Director Office Science Office Science Office HST Office HST Office NGST Office NGST Office Science Office Science Office HST Office HST Office NGST Office NGST Office Public Outreach Science Policy

28 Step #3a — Setup animation sequence zTo set up the animation sequence, go to the slides where the animation components are. zGo to the Slide Show menu and select Custom Animation.

29 Step #3b — Design your animation transitions zDecide your objects’ animation order. zDecide the effects. yTiming yEffects

30 STScI Organization Chart Director Office Director Office Science Office Science Office HST Office HST Office NGST Office NGST Office Science Office Science Office HST Office HST Office NGST Office NGST Office Public Outreach Science Policy

31 The Exercise zCreate the following 2 slides with the associated effects. You can modify the effects according to your taste. zA hands-on session will be arranged. Nemesis Computer Room, N409 October 28, :15am

32 STScI Reorganization Plan My vision of it, anyway… By Edwin Hubble

33 STScI Organization Chart Director Office Director Office Science Office Science Office HST Office HST Office NGST Office NGST Office Science Office Science Office HST Office HST Office NGST Office NGST Office Public Outreach Science Policy Do you think this will work?