1. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.
Exploring Microsoft Office PowerPoint 2010
by Robert Grauer, Cynthia Krebs, and Mary Anne Poatsy
Chapter 2
Presentation Development
In this chapter we will discuss how to get started creating a PowerPoint presentation by using templates, themes and outlines.
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Objectives
Create a presentation using a template
Modify a template
Create a presentation in Outline view
Modify an outline structure
Print an outline
Import an outline
After reviewing this chapter you will know how to:
Create a presentation using a template
Modify a template
Create a presentation in Outline view
Modify an outline structure
Print an outline
Import an outline
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3. Objectives (continued)
Add existing content to a presentation
Use sections
Examine slide show design principles
Modify a theme
Add existing content to a presentation
Use sections
Examine slide show design principles and
Modify a theme
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4. Creating a Presentation Using a Template
Predesigned with formatting elements
Fonts
Colors
Text boxes
Offers suggestions on modifying
Many available on Office.com
A template is a file that incorporates a theme, a layout, and content that can be modified. Templates are a great way to create a professional looking PowerPoint presentation if help is needed. Templates are predesigned with formatting elements and can offer suggestions on how to modify the content. Office.com is a great source to look for sample templates. If you are in a place of business, you may want to check with your supervisor to see if they have a recommended template to use.
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5. Creating a Presentation Using a Template
This slide shows some of the templates that are available.
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6. Creating a Presentation Using a Template
To use templates, click on the File tab, New, click a category in Home or Office.com Templates, and then locate the template you would like to use and click Create or Download.
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Modifying a Template
Easily modify
Fonts
Colors
Save
Reuse
Save time
Remember, one of the advantages of using a template is that they are easy to modify. Modify it, make it your own, save it, reuse it and save time! This slide shows another sample template – Classic Photo Album.
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8. Creating a Presentation in Outline View
By creating a storyboard as discussed in the previous chapter, you are essentially creating an outline. An outline is a method of organizing text in a hierarchy to depict relationships. A hierarchy indicates levels of importance in a structure. You can promote or demote items to higher or lower levels as needed.
The Outline view shows the presentation in an outline format displayed in levels according to the points and any subpoints on each slide. An advantage to using the Outline view is the focus on the overview of your presentation. You can view the content, without being distracted by the design of your presentation.
To use the Outline view, click on the Outline tab while in Normal view.
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9. Modifying an Outline Structure
Sample of a Collapsed Outline
The Outline view only shows the structure of your presentation. An advantage to this view is the ease of moving content from one slide to the next. You also have the ability to collapse and expand your outline.
A collapsed outline displays only the slide number, icon, and title of each slide in Outline view.
An expanded outline displays the slide number, icon, title, and content of each slide in Outline view.
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10. Modifying an Outline Structure
Sample of a Expanded Outline
This slide demonstrates how to collapse an expanded outline view. Right click in the Outline view pane, and then choose the Collapse option.
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Printing an Outline
It can be beneficial to print out your outline out for proofing or editing purposes. At times you may want to give your audience the overview of what was covered during the presentation. You can provide them with either the collapsed view or the outline view.
To print the outline, click Full Page Slides or Outline, and then Outline and Print.
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Importing an Outline
Rich Text Format (.rtf)
Retains structure
Retains most text formatting
Plain Text format (.txt)
Retains only text
Transferable among operating system platforms
PowerPoint provides the tools to import outlines already created in Rich Text Format or in Plain Text format. Rich Text Format (.rtf) is a file format that retains structure and most text formatting when transferring documents between applications or platforms. Plaint Text format (.txt) is a file format that retains only text, but no formatting, when you transfer documents between applications or platforms. By using documents of these types, you can easily move documents from a Macintosh to Windows.
To create a presentation from an outline with these file types, click on the File tab, Open, All PowerPoint Presentations arrow, Select All Outlines and double-click the document you wish to import.
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13. Adding Existing Content to a Presentation
PowerPoint also provides the ability to add an outline to slides that are currently open. The new slides will be created after the current slide, and by default, the slides will take on the same formatting of the slides in use.
To reuse slides from another file, go to the Home tab, Slides group, click the downward arrow on New Slide, and then Reuse Slides options. In the Reuse Slides pane, Browse to the location of your file that holds your outline. Click the slides to insert them into the current presentation.
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Using Sections
Dividing into sections
Layout
Background
Typography
Color
Animation
Microsoft realizes that you may not be a graphic designer and therefore provides the ease of templates. However there are other things you should keep in mind. When creating your presentation, it is recommended that you should evaluate the visual aspects of your design. Your text may be perfect, however, if your design is wrong, it could defeat your presentation. Keep in mind the elements listed on this slide; this is not a conclusive list.
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Using Sections
Using sections in your presentation will help you group your slides in a more meaningful way. For example, if your presentation is on Geothermal Energy (thermal energy generated and stored in the Earth), you may have a section for Earth, Plate Boundaries, Plate Tectonics, and Thermal Features.
Another way to look at sections is to think about tabs in a notebook. When giving the presentation, someone may have specific questions on a certain topic and since you have them in sections, you can quickly jump to the correct topic.
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16. Examining Slide Show Design Principles
Choose design elements appropriate for the audience.
Keep the design neat and clean.
Create a focal point.
Use unified design elements.
Choose appropriate fonts.
Do not underline text.
Universally accepted design principles can increase your presentation’s appeal and professionalism.
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17. Examining Slide Show Design Principles
Avoid using all capital letters.
Use italics and bold sparingly.
Avoid creating lines of text that leave a single word hanging on a line of its own.
Use just one space after punctuation in text blocks.
Make text readable.
You may not always be able to follow these guidelines and principles, however, it is highly recommended. The next few slides will provide more details for these design principles.
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18. Examining Slide Show Design Principles
Choose design elements appropriate for the audience.
Are you presenting to a board room or to kindergarteners? For adults, use muted earth tones and photographs. For kids, it is recommended to use primary colors and clip art.
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19. Examining Slide Show Design Principles
Keep the design neat and clean.
In a presentation, multiple fonts on the same slide are a distraction. The general rule is to use no more than three fonts and font colors on a slide. Avoid using multiple clip arts or pictures. White space is recommended to present a clean design.
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20. Examining Slide Show Design Principles
Create a focal point that leads the viewer’s eyes to the critical information on the slide.
This slide demonstrates an example of not using a focal point correctly. The first picture on this slide shows the people pointing away from the text. When viewing the slide, your eyes are drawn off the slide. The second one shows the people pointing to the text.
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21. Examining Slide Show Design Principles
Use unified design elements for a professional look.
Unity gives the viewer a sense of order and peace. If you start out with pictures, use the same type of pictures. This slide demonstrates a consistent style when using ClipArt.
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22. Examining Slide Show Design Principles
Choose fonts appropriate for the output of your presentation. Use the Serif fonts to help guide eyes across the screen.
When a presentation is to be delivered through a projection device, consider using sans serif fonts with short text blocks. Serif fonts help guide the
reader’s eyes across the page. The picture on this slide displays an example of a sans serif font—a font that does not have serifs, or small lines, at the ends of letters. It also shows an example of a serif font with the serifs on the letter S circled.
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23. Examining Slide Show Design Principles
Do not underline text.
DO NOT USE ALL CAPS.
Use bold and italics sparingly.
Avoid text that leaves one word on a line alone.
Avoid using many spaces after punctuation.
The recommended text guidelines are as follows:
Do not underline text because it is hard to read.
Avoid using all capital letters because it is perceived as “yelling”.
Use bold and italics sparingly because it can be difficult for the audience to interpret what is important.
Avoid text that leaves one word on a line alone- it looks strange and can be distracting.
Avoid using many spaces after punctuation because it can create distracting spaces and to much white space in the text block.
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24. Examining Slide Show Design Principles
Make text readable
Text should be in title case and at least 36 pt or higher. Bulleted text should also be in sentence case and be 28 pt or higher. If it is smaller, the text may not be readable when displayed, depending on the size of the room.
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Modifying a Theme
Themes consist of:
Colors gallery
Fonts gallery
Effects gallery
Background Styles gallery
As discussed in the previous chapter, themes are a set of colors, fonts and effects. The Colors gallery provides a set of colors for every available theme. The Fonts gallery contains font sets for title text and bulleted text. The Effects gallery includes a range of effects for shapes used in the presentation. The Background Styles gallery provides both solid color and background styles for application to a theme.
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Modifying a Theme
This slide demonstrates the location of the theme elements on the Design tab.
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Modifying a Theme
This slide demonstrates the Angles theme with the background graphics showing and then hidden.
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Summary
Templates and themes can be created, modified and reused.
The Outline view can be used for faster data entry and allows more focus.
Follow the design principles when possible.
PowerPoint is a great tool to help aid you in a presentation. Templates are provided to help get you started on a presentation when needed. You can change the themes, and modify layouts in the templates. To save time, reuse the templates!
If you have an outline of your presentation, import them into PowerPoint. Also, for faster data entry, use the Outline view. You will be able to concentrate on the text, not the design elements.
Finally, whenever possible, follow the design principles as a guideline. It will help add to the professionalism of your presentation.
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Questions
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