2. Advanced Power Point ® Presentations Aaron J. Michelfelder, M.D., FAAFP, FAAMA Vice Chair of Family Medicine Assistant Professor of Family Medicine, Bioethics & Health Policy Loyola University Chicago Stritch School of Medicine Maywood, Illinois

3. Presentation Map Introduction Power Point Specifics Versions Limitations of Power Point Time Savers Wrap-Up

4. Introduction Introductions Introductions Technology Review Technology Review Utilizing the Internet for Presentations Utilizing the Internet for Presentations General Presentation Principles General Presentation Principles

5. Introduction Poll the Group Poll the Group – Version of Microsoft Office  97/98  97/98  2000  2000  XP/2002  XP/2002  2003  2003 – My Relationship with Microsoft ® – Why am I Here?

6. Technology Review USB Key (USB Mass Storage Device) USB Key (USB Mass Storage Device) – Windows 98 ® and Higher – Micro CD Slide Advancer Slide Advancer Computer Choice Computer Choice Computer Health Maintenance Computer Health Maintenance – Alpha Shield From Radio Shack – Free Adware Removing Software www.lavasoftusa.com www.lavasoftusa.com – Anti-Viral Software Microsoft ® Product Updates Microsoft ® Product Updates – Windows Updates: http://v4.windowsupdate.microsoft.com/en/default.asp http://v4.windowsupdate.microsoft.com/en/default.asp http://v4.windowsupdate.microsoft.com/en/default.asp – Office Home Page http://office.microsoft.com/default.aspx http://office.microsoft.com/default.aspx http://office.microsoft.com/default.aspx

7. Google for Professors Search for Full Text Articles on the Internet Search for Full Text Articles on the Internet – http://scholar.google.com http://scholar.google.com Search for Images Search for Images – From Google Home Page Click on Images Advanced Google Search – Can Search for Power Point Presentations Advanced Google Search – Can Search for Power Point Presentations

8. General Power Point® Principles Dark Background Dark Background Light Letters Light Letters – White or Green Arial is the Font of Choice for All Text Arial is the Font of Choice for All Text Maximum 1 Slide/Minute Maximum 1 Slide/Minute Maximum 6 Points/Slide Maximum 6 Points/Slide Key Points Explained in the Handout Key Points Explained in the Handout

9. General Power Point® Principles Do Not Hide Do Not Hide Leave Lights On- OK to Dim Leave Lights On- OK to Dim

10. General Presentation Principles Use high-tech only if it is the MOST effective way to present the material Use high-tech only if it is the MOST effective way to present the material KEEP IT SIMPLE!! KEEP IT SIMPLE!!

11. General Presentation Principles Keep it Simple

12. Presentation Map Introduction Power Point Specifics Versions Limitations of Power Point Time Savers Wrap-Up

13. Power Point® This is a Program with Tremendous Power Power to Wow Power to Drive You Insane This is a “Buggy” Program

14. Basics Open Power Point ® Open Power Point ® “Template” (Design) is the Background for Your Slides “Template” (Design) is the Background for Your Slides “Layout” is the Arrangement of Content on the Slide “Layout” is the Arrangement of Content on the Slide

15. Basics 4 Panes 4 Panes – Slide Preview – Notes – Slide Content – Layout/Template or Design 3 Ways to Get Anything Done In PP 3 Ways to Get Anything Done In PP – Use a Button (The Tool Bar) – Use the “Drop Down” Menu – Right Click on Whatever You Want to Change

16. Slide Layouts Title Title Lists Lists Graph Graph Art and Combos Art and Combos YOU CAN MODIFY THE SLIDE TO INCLUDE WHAT YOU WANT! YOU CAN MODIFY THE SLIDE TO INCLUDE WHAT YOU WANT!

17. Slide Master Use This to Change the Format of Your Slides Use This to Change the Format of Your Slides Select “View”, then “Master”, then “Slide Master” Select “View”, then “Master”, then “Slide Master” – Change Fonts and Colors – Can Change Background “Format”, “Background”, Click on Color Bar, then “Fill Effects” “Format”, “Background”, Click on Color Bar, then “Fill Effects”

18. Slide Master Can Have More Than 1 Slide Master Can Have More Than 1 Slide Master Can Apply Different Masters to Different Slides Can Apply Different Masters to Different Slides – Highlight Your Slide – On the Right- Select “Slide Design” – Hit the Down Arrow on the Master You Want – Click “Apply to Selected Slide” If you just click on the Design- it will change all of your slides to that design If you just click on the Design- it will change all of your slides to that design

19. Insert Photos Click on “New Slide” Click on “New Slide” – Click on “Insert” Then “Picture” then “From File” – Or Just Click on the Toolbar Icon – You Can Format the Picture I use “Crop” A lot I use “Crop” A lot

20. Images for Power Point ® JPEG is BEST format for PP JPEG is BEST format for PP – Joint Pictures Expert Group – 400X400 is Ideal GIF is second choice GIF is second choice – Graphics Interchange Format AVOID AVOID – TIFF – poor quality – BMP – too large

21. Images for Power Point ® Can do basic editing in PP Can do basic editing in PP If poor quality- can improve quality in Adobe Photoshop ® If poor quality- can improve quality in Adobe Photoshop ® – Select Adjust Resolution Can pull directly from internet Can pull directly from internet – Quality is adjusted for size to reduce download times

22. Graphics Table Table Organizational Chart Organizational Chart Clip Art Clip Art Chart Chart – You Format Each Aspect of the Chart – It is “Quirky” and Time Consuming – Right Click on Whatever You Want to Format Chart Type Chart Type Chart Options Chart Options

23. Graphics Linking Your Excel® Data Sheet Linking Your Excel® Data Sheet – Open a Chart Template – Select “Edit” From The Drop Down Menu Then “Import File” – Simple is Better (Because buggy, buggy, buggy!)

24. Graphics Free Hand Free Hand – Auto Shapes Can Format Can Format Can Make 3D Can Make 3D – Word Art – Clip Art – Text Box – Free Rotate

25. Action Buttons Link to Other Slides Link to Other Slides Link to Other Files or Presentations Link to Other Files or Presentations Link to Web Sites Link to Web Sites – Either on Click – Or on Mouse Over

26. Hyperlinking Power Point ® You can hyperlink any object or text to a program, the internet, or another part of your presentation You can hyperlink any object or text to a program, the internet, or another part of your presentation It can be linked by clicking on the object or waving the cursor over it during the presentation It can be linked by clicking on the object or waving the cursor over it during the presentation If you type an internet address in the text of your slide, it will be automatically hyperlinked If you type an internet address in the text of your slide, it will be automatically hyperlinked

27. Hyperlinking Power Point ® http://www.google.com http://www.google.com

28. Movies for Power Point ® Digital cameras typically have poor quality MPEG movies Digital cameras typically have poor quality MPEG movies You can improve quality by USB streaming from your digital video camera into a graphics program You can improve quality by USB streaming from your digital video camera into a graphics program Make sure that video software is on the presentation computer. Make sure that video software is on the presentation computer.

29. Movies for Power Point ® To Add A Movie: To Add A Movie: – Can Select from “Slide Layout” – Or “Insert” then “Movies and Sounds” – BE VERY CAREFUL ABOUT THE FORMAT OF THE MOVIE!

30. Custom Animations You can animate any object or text You can animate any object or text Select the object or text, right click and select Custom Animation Select the object or text, right click and select Custom Animation Or from the “Slide Show” menu select “Custom Animation” Or from the “Slide Show” menu select “Custom Animation” WARNING: Don’t make your audience nauseated! WARNING: Don’t make your audience nauseated!

31. Slide Transitions Not recommended Not recommended Very distracting Very distracting Select “Slide Show”, then “Slide Transitions” Select “Slide Show”, then “Slide Transitions” – Or Use “Slide Sorter” View You can add slide transitions to your Master so that all slides will have the same transition You can add slide transitions to your Master so that all slides will have the same transition

32. Saving Your Presentation – Compatibility issues Save as earlier version if needed, but DO NOT USE ANIMATIONS! Save as earlier version if needed, but DO NOT USE ANIMATIONS! – PDF – Slide Show Cannot be edited Cannot be edited – Pack and Go For computers which don’t have PP For computers which don’t have PP Compresses the files Compresses the files Can save files across multiple disks Can save files across multiple disks

33. Printing Slides Slides Handouts Handouts Notes Pages Notes Pages Outline View Outline View Preview Preview

34. Set Up Show Select “Slide Show” From Menu Bar Select “Slide Show” From Menu Bar – Can Record Narration and Set Timings – Can Set Online Broadcast – Select “Set Up Show” Can Choose How the Show Will Look Can Choose How the Show Will Look Can set to Loop Can set to Loop

35. Set Up Show Can Hide Slides Can Hide Slides – Select “View” then “Slide Sorter” Can Take The Same Basic Slides and Rearrange Into A Custom Show Can Take The Same Basic Slides and Rearrange Into A Custom Show – Select “Slide Show”, then “Custom Show” Can Insert Slides from Other Power Point Shows Can Insert Slides from Other Power Point Shows – Select “Insert”, then “Slides from Files”

36. Pointer Options Can Use the Mouse as a Pointer During Presentation Can Use the Mouse as a Pointer During Presentation – In Slide Show Mode – Right Click – Select “Pointer Options”

37. Presentation Map Introduction Power Point Specifics Versions Limitations Of Power Point Time Savers Wrap-Up

38. Versions I recommend Power Point XP ® Version 2002 Professional Edition, although Microsoft® released PP 2003. I recommend Power Point XP ® Version 2002 Professional Edition, although Microsoft® released PP 2003. Industry standard is quickly becoming version 2002. Industry standard is quickly becoming version 2002. You MUST Have the Master CD From Your Install You MUST Have the Master CD From Your Install

39. Power Point ® XP/2002 Why upgrade? Why upgrade? – Auto recovery – Multiple slide masters – Presenter view can be different than projected – Print preview function – Format individual components of group without ungrouping – Enhanced background templates

40. Power Point ® XP/2002 Enhanced Security Enhanced Security – Can Password Protect Your Slide Show “Tools” then “Options” the “Security” “Tools” then “Options” the “Security” Recipient Must Have Version 2002 or Higher Recipient Must Have Version 2002 or Higher – Can Convert Directly to PDF – Let’s Face It- Currently, There is No Reliable Way to Protect Your Power Point Slides as Your Own Intellectual Property

41. Power Point ® XP/2002 Can Compare and Merge Presentations Can Compare and Merge Presentations Can View Presentations Side-By-Side Can View Presentations Side-By-Side

42. Power Point ® XP/2002 Layouts Layouts – Text – Tables – Chart – Clip Art – Picture – Diagrams and Organizational Charts – Media Clips

43. Presentation Map Introduction Power Point Specifics Versions Limitations Of Power Point Time Savers Wrap-Up

44. Limitations of XP/2002 Cannot ungroup auto charts and diagrams Cannot ungroup auto charts and diagrams Does not always keep formatting Does not always keep formatting Will not transfer slide masters to another presentation Will not transfer slide masters to another presentation When using the speaker’s presentation, cannot access hyperlinks When using the speaker’s presentation, cannot access hyperlinks Cannot set animations from the master timeline Cannot set animations from the master timeline Creation of shadows with animations Creation of shadows with animations Still a “Buggy” Program Still a “Buggy” Program

45. Presentation Map Introduction Power Point Specifics Versions Limitations Of Power Point Time Savers Wrap-Up

46. Time Savers Fast Saves Fast Saves – Turn it off! – From Tool Bar: Tools/options/save Tools/options/save Control-Grab Control-Grab – Hold down control key and grab with mouse – Will copy anything in Power Point ®

47. Time Savers Changing from lower to upper case and reverse Changing from lower to upper case and reverse – Highlight text – Shift +F3 Insert quick symbols Insert quick symbols – Hold down Shift key then (r) for ® (r) for ® (tm) for ™ (tm) for ™ (c) for © (backspace will undo auto format) (c) for © (backspace will undo auto format)

48. Time Savers – Perfect squares, circles etc. Hold down shift while drawing object from AutoShapes Hold down shift while drawing object from AutoShapes – To rapidly change text size Highlight the text first Highlight the text first To scroll through larger: Control ] To scroll through larger: Control ] To scroll through smaller: Control [ To scroll through smaller: Control [

49. Time Savers To view a fast, small version of the slide show: To view a fast, small version of the slide show: – Hold control key and click on slide show icon at bottom left of screen

50. Presentation Map Introduction Power Point Specifics Versions Limitations Of Power Point Time Savers Wrap-Up

51. Wrap-Up Power Point® is a Skill Set Power Point® is a Skill Set MUST PRACTICE This Weekend MUST PRACTICE This Weekend Power, “Buggy” Program Power, “Buggy” Program Use Free Updates Use Free Updates – Select “Help”, then “Office on the Web”

52. Thank you all for being such a great class!