1 Chapter 16 Finalizing a Presentation

Practical Computer Literacy, 2 nd edition Chapter 16 2 What’s Inside and on the CD? In this chapter, you’ll learn how to: –Use different views included with PowerPoint –Use formatting techniques –Add animation and other visual effects –Print presentation script –Print handouts –Save presentations as Web pages –Use an overhead projector

Practical Computer Literacy, 2 nd edition Chapter 16 3 How do I use the Normal view? PowerPoint provides different views to build, modify, and display your presentations. Change views by clicking the buttons at the bottom of the PowerPoint window. In Normal view, you can work in any of the three panes. –Slide pane –Notes pane –Outline/slides tab pane

Practical Computer Literacy, 2 nd edition Chapter 16 4 How do I use the Normal view? Normal view is convenient for building the basic structure of your presentation. Use the Outline tab to easily add content to your slides. The Outline tab is also useful for revising and rearranging the contents.

Practical Computer Literacy, 2 nd edition Chapter 16 5 How do I use the Normal view? Use the Increase List Level button to indent a bullet. Use the Decrease List Level button to return a bullet to its previous level. Use the Slide tab to add graphics or visual effects to one slide at a time.

Practical Computer Literacy, 2 nd edition Chapter 16 6 How do I use the Normal view? You can navigate to other slides by clicking the slide icons. You can also use the scroll bar on the right side of the window to navigate to other slides.

How do I use the Normal view? Practical Computer Literacy, 2 nd edition Chapter 16 7

8 How do I use the Slide Sorter view? The Slide Sorter view gives you miniaturized versions of your slides It is easy to rearrange slides using the Slide Sorter view You can add special effects to your presentation using the Slide Sorter toolbar

Practical Computer Literacy, 2 nd edition Chapter 16 9 How do I use the Slide Sorter view? To use the drag-and-drop method to move a slide: –select slide –drag it to new location –a vertical line shows you proposed position before releasing mouse button

Practical Computer Literacy, 2 nd edition Chapter How do I use the Slide Sorter view? To delete a slide: –Right-click slide –Click Delete Slide Or delete slide by: –Selecting it –Pressing Delete key on keyboard

Practical Computer Literacy, 2 nd edition Chapter How do I use the Slide Sorter view? To duplicate slide: –Use Copy and Paste buttons on PowerPoint’s Home tab –Or right-click slide Select Copy from shortcut menu’s Copy and Paste options –Or use Duplicate Selected Slides option from New Slide button on the Home tab

Practical Computer Literacy, 2 nd edition Chapter How do I use the Slide Sorter view? You can hide a slide so it won't show during presentation –right-click slide in Slide Sorter or Normal view –click Hide Slide on shortcut menu –repeat process to make slide visible again This technique is handy if you need to shorten your presentation.

How do I use the Slide Sorter view? Practical Computer Literacy, 2 nd edition Chapter 16 13

Practical Computer Literacy, 2 nd edition Chapter How do I add transitions? A transition is an effect that determines how one slide replaces the previous slide. Transitions include: –Fades –Wipes –Other effects Also select sound effects

Practical Computer Literacy, 2 nd edition Chapter How do I add transitions? If no transition is specified, the new slide replaces the current slide all at once. The overuse of transitions can take attention away from the content of your presentation.

Practical Computer Literacy, 2 nd edition Chapter How do I add transitions? Animation icon indicates applied transition See icon in Slides tab (Normal View) or Slide Sorter View Click icon any time you want to see transition

Practical Computer Literacy, 2 nd edition Chapter How do I add transitions? View a transition by: –moving to the previous slide –clicking the Slide Show button –clicking the left mouse button to display the slide with the transition A transition icon is displayed under the slide in Slide Sorter view

Practical Computer Literacy, 2 nd edition Chapter How do I add transitions? To change a transition by selecting slide: –Clicking the Animations tab –Selecting a different transition from the Transition to This Slide group

Practical Computer Literacy, 2 nd edition Chapter How do I add transitions? In Slide Show View, presentation advances when mouse or key is pressed To advance slides automatically: –click Automatically After check box in Transition to This Slide group on the Animations tab –use spin box to set amount of time to delay transition to next slide Time is displayed as mm:ss (minutes:seconds)

How do I add transitions? Practical Computer Literacy, 2 nd edition Chapter 16 20

Practical Computer Literacy, 2 nd edition Chapter How do I format text on a slide? For font options: –select the text –click Font Dialog Box Launcher in the Font group on the Home tab –Select the desired font, font style, size, color, and effect –Click the OK button

Practical Computer Literacy, 2 nd edition Chapter How do I format text on a slide? Use large font size if presentation will be given in large room. In well lit room, use dark font color and light background color. In dark room, use dark background with light font colors.

Practical Computer Literacy, 2 nd edition Chapter How do I format text on a slide? The Slide Master is a template you can modify to create a consistent look to your presentation. For example: –Click the View tab –Click Slide Master from the Presentation Views group –Select the text styles and modify them –Click the Close Master View button

How do I format text on a slide? Practical Computer Literacy, 2 nd edition Chapter 16 24

Practical Computer Literacy, 2 nd edition Chapter How do I add animation effects to a bulleted list? The Animations tab provides options for adding animation and sound to items on a slide. Animation effects draw attention to bullets as they appear on a slide

Practical Computer Literacy, 2 nd edition Chapter How do I add animation effects to a bulleted list? For example, each bulleted item can "fly" in from the side when you click the left mouse button Sound can also accompany slide

Practical Computer Literacy, 2 nd edition Chapter How do I add animation effects to a bulleted list? Animation effects can be added to: –Text –Graphics –Charts –Tables

Practical Computer Literacy, 2 nd edition Chapter How do I add animation effects to a bulleted list? Test an effect by clicking the Animation icon next to the slide You can also select the slide and then switch to Slide Show view

Practical Computer Literacy, 2 nd edition Chapter How do I add animation effects to a bulleted list? Use After animation option to indicate whether object should change to different color or disappear after animation Use sounds sparingly – they can become distracting after a while Make sure presentation equipment contains sound system adequate for audience

How do I add animation effects to a bulleted list? Practical Computer Literacy, 2 nd edition Chapter 16 30

Practical Computer Literacy, 2 nd edition Chapter How do I check spelling in a presentation? PowerPoint's spelling checker is similar to Word’s Inline spell checker indicates possible error with wavy red line Right-click marked word to view correctly spelled alternatives

Practical Computer Literacy, 2 nd edition Chapter How do I check spelling in a presentation? Use Spelling button on Review tab to spell check entire presentation Wavy lines do not appear when you view presentation Always check spelling before final version is saved

Practical Computer Literacy, 2 nd edition Chapter How do I check spelling in a presentation? PowerPoint does not include grammar checker - proofread presentation Automatically correct common typing errors: –Click Proofing tab –Click AutoCorrect Options button –Select options from dialog box

How do I check spelling in a presentation? Practical Computer Literacy, 2 nd edition Chapter 16 34

Practical Computer Literacy, 2 nd edition Chapter How do I add and print speaker notes? Prepare and print speaker notes to help remember what to say about each slide Speaker notes contain printed versions of slides so better eye contact and rapport with audience is possible

Practical Computer Literacy, 2 nd edition Chapter How do I add and print speaker notes? Don't include exact text that appears on slide in speaker notes. Use speaker notes for additional comments you want to make.

Practical Computer Literacy, 2 nd edition Chapter How do I add and print speaker notes? To print speaker notes: –click Microsoft Office button –click Print –select Notes Pages from Print what section –click OK to print Each slide and its notes will be printed on a page

Practical Computer Literacy, 2 nd edition Chapter How do I add and print speaker notes? Speaker notes can be included in presentation viewed in Web browser This allows those not able to attend presentation to view it later

How do I add and print speaker notes? Practical Computer Literacy, 2 nd edition Chapter 16 39

Practical Computer Literacy, 2 nd edition Chapter How do I print handouts? Handouts help audience to remember content of presentation If presentation is brief, print two or three slides per page for handouts Two-slide layout prints each slide on one-half of page

Practical Computer Literacy, 2 nd edition Chapter How do I print handouts? Three-slide layout prints blank lines to right of each slide - this allows audience to write notes You can print four to nine slides per page to save paper Horizontal order prints multiple slides across page

Practical Computer Literacy, 2 nd edition Chapter How do I print handouts? Vertical order prints the slides down the page Handouts section of Print dialog box provides preview Handouts can be printed in black and white or color

Practical Computer Literacy, 2 nd edition Chapter How do I print handouts? Select Pure Black and White option to convert colors to most readable grayscales for black and white printer The Frame slides option draws black line around each slide Select Outline View from Print what list to print text-only version

How do I print handouts? Practical Computer Literacy, 2 nd edition Chapter 16 44

Practical Computer Literacy, 2 nd edition Chapter How do I save a presentation as Web pages? Converting your presentation to Web pages allows people who missed it or didn't take notes to view it later Each slide appears as separate Web page with navigation tools to move from slide to slide

Practical Computer Literacy, 2 nd edition Chapter How do I save a presentation as Web pages? Be sure to include a slide that contains the Web site address so those interested have the information In Save As Type box, use Microsoft’s Single File Web Page (*.mht, *mhtml) format or select the Web page (*.htm, *.html ) format

Practical Computer Literacy, 2 nd edition Chapter How do I save a presentation as Web pages? Some slide features cannot be converted by PowerPoint Transitions and animations might not be seen by viewer You will see notification if presentation cannot be duplicated

Practical Computer Literacy, 2 nd edition Chapter How do I save a presentation as Web pages? If there is a problem, you can continue with save or cancel Be sure to preview your presentation in Web browser If not satisfied, refer to Web Presentations in PowerPoint Help

How do I save a presentation as Web pages? Practical Computer Literacy, 2 nd edition Chapter 16 49

Practical Computer Literacy, 2 nd edition Chapter Can I show my presentation with an overhead projector? You can use transparencies to project your slides using an overhead projector Animation, transitions, and sound effects will be lost, but content can be shown Be sure to match transparency film with type of printer you intend to use

Practical Computer Literacy, 2 nd edition Chapter Can I show my presentation with an overhead projector? Some printers allow you to print directly onto transparency film. You may have to print on regular paper and use a copier to create the transparencies. A color printer will allow you to create color transparencies.

Can I show my presentation with an overhead projector? Practical Computer Literacy, 2 nd edition Chapter 16 52