OFF106: MS PowerPoint for Legal Aid Advocates October 17 th, 2008

Todays Presenter Jeff Narabrook, NTAP Training Coordinator

Our audience This is an intermediate training, which assumes you can construct a basic presentation The training will focus on versions of PowerPoint earlier than 2007, but most information is transferable

Six PowerPoint Topics Part I Create a master template Part II Embedding and linking Creative cut and paste Basic animation Part III Tools for distributing your presentation Using Word and PowerPoint together

PART 1 Building a presentation template

Why build a common template? Save time in the long run Standardize your materials Brand your presentations and discourage infringement Make it less intimidating to your colleagues

Did you know… Every presentation comes with a template The default template is intentionally bland so that users can define their own design and style PowerPoint comes with pre-made templates that can be applied to yours There are high-quality, pre-made templates to be found online

Defining our terms Slide Master A pre-formatted slide template that can be applied to slides in a presentation

Slide Master View

Live Demo

Matching colors in PowerPoint PowerPoint understands RGB color codes Instant Eyedropper Will reveal RGB codes of web pages Online color scheme generator

Finishing touches on your slide template Choose to enable/disable: Footer Slide number Date/time

Design title master A template for your first title slide

Saving your design as a template

Using your template Start a new presentation, open slide design toolbar

Find your template

Slide Layout

Getting started with pre-made templates Templates Wise Microsoft Office Live Presentation Helper

Questions? Raise your hand, please!

PART II Embedding and linking Creative cut and paste Basic Animation

Linking to slides You can link to other slides that you might need to refer back to Select object or text to serve as anchor

Linking to slides

Custom show A show within a show

Custom show

Linking to media Embedding audio and video Very large files will be problematic Plays directly from your slideshow

Linking to external files

Opening the external link

Link to external file Dont forget to bring that file with you if you switch computers or the link will be dead! Pack and Go (2003) or Package for CD (2007)

Link to an online source Type in URL as a regular hyperlink YouTube linking instructionslinking instructions

Should I include audio or video? Embedding a file is generally reliable, but you are more limited in the range of files you can do this with Linking a file requires that the linked file reside on the computer or disc you present from If linking to an online file, be sure to verify You will have a reliable internet connection The online video does not require extra software to play (such as Flash)

Creative Cut and Paste Print Screen Great for pictures, graphs, logos, and text that wont copy and paste the conventional way

How can I get this pie chart?

Enlarge your view

Paste into your slide thumbnail

Crop

…and resize

Creative Cut and Paste When copying formatted text, use Paste Special

Copy and Paste Slides from other presentations Select slide thumbnails on right-hand side Hold Shift to select multiple slides Paste them into your presentation on thumbnail view Does not work well between different versions of PowerPoint

Animation Keep audience focused on one line at a time Synch what you say with what your audience sees Makes the structure of your argument more clear

Animation Animate all slides

Animate one slide

Animation You can also set your slide master to have animation Go easy! Only use this if it will help you present more effectively!

Questions? Raise your hand, please!

PART III Tools for distributing your presentation Using Word and PowerPoint together

Tools for distributing your presentation Printing with notes Slides Handouts Notes Outline

Should I even print at all? Keep your audiences attention better Save resources Consider printing the following: A resource page with important outside resources Information on how to obtain the entire PowerPoint later A general notes page

Share your work electronically Upload your presentation to a website Online Broadcast (2003) Record Narration (2007) SlideShare PDF Free PDF Convert PDF995

Using Word and PPT Together Formatting translation:

When to build your presentation in Word You already have a lot of text in a document You work better in Word than in PowerPoint during the creation process Switch to Outline view in PowerPoint

Using Word and PPT Together Utilize Outline view in Word to best visualize how PPT will display text You can also export PTT into Word Save as Outline/RTF

Word 2007 and Compatibility 2007 file extensions:.pptx (.docx,.xlsx) Download this compatibility pack to view 2007 documents in previous versionsthis compatibility pack If you use 2007, make sure you Save As PowerPoint Presentation to ensure universal compatibility More options to lock your work to prevent unwanted changes

Making your presentation smoother Keyboard shortcuts in presentation mode Go to specific slide (Slide number + enter) Display black screen (b or period) Display white screen (w or comma) End presentation (Esc) Pointer to pen (Ctrl + p) Pointer to back to arrow (Ctrl + a) Erase drawing (E) Wireless slide advancers $30-60

Thanks for joining us! You will be receiving a post-training survey, please help us gather feedback from you! Contact information: Jeff Narabrook