1. Training & Instructional Design
In part B of this unit you will learn how to add movies, images, charts to your PowerPoint Presentation. Adding stills and movie screen captures of a user interacting with the Electronic Health Records (EHR) can be an effective introduction to the various functions and processing when presenting an overview of an EHR. A short stand-alone PowerPoint presentation of this type can be used as a quick reference or review after hands-on user training.
Building an Effective PowerPoint Presentation
Lecture b
This material (Comp20_Unit5b) was developed by Columbia University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number 1U24OC

2. Building an Effective PowerPoint Presentation Learning Objectives
Embed graphics and video in a presentation (Lecture b)
Demonstrate the appropriate use of ‘builds’ and ‘actions’ (Lecture b)
Use the PowerPoint graph and chart functions for designing instructional materials (Lecture b)
Demonstrate how to deliver an effective PowerPoint presentation (Lecture b)
By the end of this unit learners will be able to:
By the end of this unit you should be able to:
1. Embed graphics and video in a presentation
2. Demonstrate the appropriate use of ‘builds’ and ‘actions’.
3. Use the PowerPoint graph and chart functions for designing instructional materials.
4. Demonstrate how to deliver an effective PowerPoint presentation.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

3. Charts, Graphs and Tables
PowerPoint includes many different types of data charts and graphs including column charts, line graphs, pie charts, bar graphs, area graphs, scatter graphs, stock charts, surface charts, doughnut charts, bubble graphs, and radar graphs. We will discuss a few these in this unit.
Screenshot from Microsoft PowerPoint
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Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

4. Adding Charts, Graphs & Tables: Click on the chart or table icon in placeholder
In your presentation select a blank Slide. To add a chart or graph, click on the icon in the Slide placeholder. If you don’t see this image in your PowerPoint Slide you may need to change the Slide Layout.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

5. Adding Charts, Graphs & Tables (cont.)
After clicking on the icon a window will open for you to select a chart type to insert into your slide.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

6. Using Charts and Graphs in Your Presentation
Overview of data charting and graphing
Insert a chart or graph into your presentation
Watch the demo: Insert a chart or graph into your presentation
Paste an Excel chart or graph into your presentation and link to data in Excel
Create some other type of chart (flow chart, organization chart, timeline)
Microsoft provides an online tutorial on working with graphs and charts.
If Microsoft Office Excel 2007 isn't installed on your computer, you will not be able to take advantage, of the advanced data charting capabilities in the 2007 Microsoft Office system. For more information, see the article Overview of charting.
If Office Excel 2007 is not installed, when you create a new data chart in Microsoft Office PowerPoint 2007, Microsoft Graph opens. A chart then appears with its associated data in a table called a datasheet. You can enter your own data in the datasheet, import data from a text file to the datasheet, or paste data from another program to the datasheet.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

7. Presenting Data in a Chart
Learn about formatting charts
Insert a chart by embedding it into your document
Change the layout or style of a chart
Change the format of chart elements
Add or remove titles or data labels Add a chart title
Add data labels
Show or hide a legend Step
Display or hide chart axes or gridlines
This document from Microsoft will give you step-by-step instruction for creating and modifying basic charts.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

8. SmartArt Graphics: Convert slide text to a SmartArt graphic
SmartArt graphics are a new way to add visual interest to your text by converting your bulleted list to a graphic.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

9. Converting Text to SmartArt
To convert a block of text in your Slide to SmartArt first select the Insert Tab then select the text and then select the appropriate design to enhance the meaning of your text.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

10. My Presentation
This Slide illustrates two ways to represent, make a bulleted list of steps or concepts more meaningful to your learners. The graphic on the left is a SmartArt Basic Cycle, which can be used to represent a sequence of steps that loops back to the first step – just like our ADDIE model. The second graphic on the right is a Simple Pyramid SmartArt design and be used to show how concepts build upon on another – for example the Food Pyramid.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

11. Images, Graphics and Video
Inserting images and graphics into a PowerPoint presentation
Now we will learn how to insert images, graphics, and videos into a PowerPoint presentation. In this unit we will use the term Images to represent photograph, screen captures or highly detailed visual representations of an object. The term Graphics is used to refer to line drawings and simple graphic drawings such as logos and cartoons. These graphics have a limited number of colors and are simple or abstract representations of objects or concepts.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

12. Photographs – Stock Photos
Photos and illustrations are a great way to convey your message and enhance your presentation. You can take your own screen captures or photographs and insert it into PowerPoint or get an image from a commercial photo service. This way you ensure that your image is free of copyright restrictions. Corbisimages.com is one example and gettyimages.com is another stock photo agency.
Getty Images:
Corbis Images
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

13. Compress Images
Often your image files from a digital camera are much larger than needed for a PowerPoint presentation. You should always compress or reduce the images you embed into a PowerPoint presentation to optimize the file size. This is a very easy step using PowerPoint’s built-in image compression and you don’t need to compress each image separately using photo-editing software.
To compress an image or even to all the images in a presentation, double click on an image and choose Compress Pictures in the Image Edit menu bar on the top left. This feature is only available in PC or non-Macintosh versions of PowerPoint.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

14. Compress Images (cont.)
The Compress picture dialog popup window appears and you now click the options button.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

15. Compress Images (cont.)
Choose screen resolution for onscreen presentations.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

16. Compress all Images in File
To compress the entire PowerPoint file you should: 1. Open your PPT file 2. Click the SAVE floppy icon in the upper left hand corner 3. Click the Tools drop down menu besides the Save button 4. Select Compress Pictures 5. Click Options 6. Check the Automatically perform basic compression on save 7. Check Delete cropped areas of pictures 8. Check the appropriate target output (print, screen, or ) 9. Click OK 10. Click OK to the Apply compression settings now dialog
Another option is to compress all images in a single file.
To compress the entire PowerPoint file you should:
1. Open your PPT file
2. Click the SAVE floppy icon in the upper left hand corner
3. Click the Tools drop down menu besides the Save button
4. Select Compress Pictures
5. Click Options
6. Check Automatically perform basic compression on save
7. Check Delete cropped areas of pictures
8. Check the appropriate target output (print, screen, or )
9. Click OK
10. Click OK to the Apply compression settings now dialog
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

17. Crop Images
To crop an image choose the cropping tool on the Image Editing menu bar and use the guides (black lines and angles in the corner of the image to crop the image and see only a portion of the original image.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

18. Cropped Image
This cropped image shows one penguin instead of the original image of three penguins.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

19. Adding Video Add video to your PowerPoint presentation
Now you will see how to add a video or movie to your PowerPoint presentation.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

20. Adding Video
To add a movie to your PowerPoint presentation click on the movie icon in the Slide placeholder. The Insert Movie window will appear and you can insert a movie on your computer if it is one of the file types that PowerPoint can embed. Quicktime, wmv, .mp4, and .avi, are some of the movie file types that you can play in PowerPoint. You cannot embed a Flash video in a 2007 PowerPoint file.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

21. Adding Video (cont.)
When you click on the movie in your Slide you can change the Move Options and set the movie to play automatically when the Slide is opened or play when the mouse is clicked and other options such as play the movie in full screen.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

22. Adding Video (cont.)
When you add a movie to a presentation, it is added to the Slide as a link and not embedded as photos and other objects. It is usually a good idea to copy your movies to the presentation folder before you insert the link into the Slide and make sure that you copy the entire folder, including the presentation and movies when transferring the presentation to another computer so that the presentation finds the movie when it is called to play it.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

23. Animation and Interactivity
Approaches to adding animation and interactivity to your presentation
This next section will cover PowerPoint animation and approaches to adding interactivity to your presentation.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

24. Animation effects to control text
When introducing a topic
Line by line
Animation effects are used to control when the text and objects appear on the screen. When used effectively they can help the learners understand how steps or concepts are built or related to one another. If animations are improperly used they’re distracting and impair the learner’s ability to concentrate on the important concepts in the Slide.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

25. Animation Effects (cont.)
Click on the Animation tab on the menu bar to select the effect. You must click on the Slide placeholder object to begin.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

26. Animation Effects (cont.)
One commonly used effect is introducing a list, line-by-line, so you can lead the learner. By introducing each point, one at a time, the leaner is not reading ahead of you.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

27. Animation Effects (cont.)
You can also have arrows and other objects appear to highlight aspects of your Slides if it is important to show the entire list and then speak about each step.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

28. Hyperlinks Create a basic presentation - tutorial
Use hyperlinks to access additional information that cannot be embedded directly into your PowerPoint file. You can link to an existing file, such as a file such as .pdf or even another PowerPoint file. You can also link to sites on documents and websites on the Internet. Let’s say that you wanted to create a link to a tutorial on Microsoft’s web site. Simply highlight the text, “Create a basic presentation - tutorial” and in the insert tab chose insert hyperlink.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

29. Hyperlinks (cont.)
In the address bar type or paste the URL of the website.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

30. Hyperlinks (cont.) Create a basic presentation - tutorial
Your link will appear in blue and underlined. You must be in the Slide show mode to click on the link and go to the website.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

31. Hyperlinks (cont.)
When you click on the link, PowerPoint will open Internet Explorer and go directly to the URL you inserted in the address bar.
Screenshot from Microsoft PowerPoint
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

32. Printing and Handouts Handouts Notes Pages Outline Slides
Once you have completed your presentation remember you have various print options for audience handouts, speaker notes, and Slides. The appropriate use of these print materials where discussed in Unit 4.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

33. Final Review Check the spelling in your presentation
Press CTRL+HOME to move to the top of your presentation
On the Review tab, in the Proofing group, click Spelling
Preview your presentation as a slide show
Be sure to proof read your presentation. Check for spelling errors even after using PowerPoint’s spell check feature. In addition do a quick run through the presentation in the Slide Show view to ensure that all the animations, builds and movies work correctly. Of course you will want to rehearse your presentation before giving it live and always make sure you check your presentation on the computer and projector you will be using for training.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

34. Copyright HIPAA/HITECH Final, Final Words
Always respect the intellectual property of others. If you use material created by someone else, give him or her credit and ask for permission if the copyright requires you to get permission before using. Check with your EHR vendor to make sure you can use screen captures. And finally make sure you have not included any protected health information in your presentations.
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

35. Building an Effective PowerPoint Presentation Summary
The topics covered in two parts of this unit were:
How to construct a script or storyboard for a presentation
Designing a custom slide background for a training program
The appropriate use of color and text in a presentation
Embedding graphics and video in a presentation
Making appropriate use of the ‘builds’ and ‘actions’ in PowerPoint
Using the PowerPoint graph and chart functions in your instructional materials
Tips on how to deliver an effective PowerPoint presentation
The performance outcome you should achieve after completing this unit is to:
Create a custom PowerPoint presentation using the principles of effective PowerPoint design, given a particular training program and learner population.
In order to achieve this outcome this unit covered the following topics:
1. How to construct a script or storyboard for a presentation
2. Designing a custom Slide background for a training program
3. The appropriate use of color and text in a presentation
4. Embedding graphics and video in a presentation
5. Making appropriate use of the ‘builds’ and ‘actions’ in PowerPoint
6. Using the PowerPoint graph and chart functions in your instructional materials
7. Tips on how to deliver an effective PowerPoint presentation
Health IT Workforce Curriculum Version 3.0/Spring 2012
Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b

36. Building an Effective PowerPoint Presentation References – Lecture b
1. Clark, D. R. (2004), Instructional System Design (ISD). Retrieved July 4, 2010 from
2. Kawasaki G. (2005). What is good PowerPoint Design. Retrieved on August 12th, 2010 from:
3. Overview of charting [for PowerPoint]. Microsoft Corporation. Retrieved on August 12th, 2010 from:
4. Reynolds G. (2005). Presentation Tips. Retrieved on August 16th, 2010 from
No audio
Images
Slide 3, 4 & 5: Overview of charting [for PowerPoint]. Microsoft Corporation. Retrieved on August 12th, 2010 from:
Slide 8, 9 & 10: Retrieved on August 12th, 2010 from
Slide 12: Retrieved on August 12th, 2010 from Getty Images: and Corbis Images
Slide 13-15, 17, 18, 20-22, 25-27, 29 & 31 : Retrieved on August 12th, 2010 from
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Training & Instructional Design Building an Effective PowerPoint Presentation Lecture b