Professional PowerPoint Presentations

1
Professional PowerPoint Presentations

• Technical Writing
• Lesson 4

2
Professional PowerPoint Presentations

• Audience Setting
• Getting Started
• Tools and toolbars
• Different slide views
• Gimmicks youll never use in the real world

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Audience and Setting

• Know whos in the audience
• Know whether there will be a speaker or if the
  slides will run just for viewing alone
• Know the medium on which the slide show will run
  (TV? Screen projector?)
• Know the room lighting if possible determines
  your background.

4
Getting Started

• Open MSPPT
• Click on BLANK PRESENTATION
• Notice the choices in the Auto Layout menu
• Choose the correct layout for the information
  youre going to put on the slide
• Learning the mouse and PPT
• Lines vs. dots (highlighting a text)
• Changing shape vs. moving a block
• Click and type

5
Tools and Toolbars

• Go to VIEW, then TOOLBARS
• There are 4 toolbars that should always be
  checked
• Standard
• Formatting
• Draw
• Animation Effects

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Standard Toolbar

• Opens, saves, prints, cuts, copies, pastes,
  edits, creates new slide
• Begins a new presentation (not used often)
• Increases size of slide for easy viewing of small
  fonts
• Other less used buttons

7
Formatting Toolbar

• Changes fonts (style and size)
• Bolds, italicizes, underlines, shadows fonts
• Aligns fonts (left, center, right)
• Inserts bullets numbers (not used often because
  of auto layout)
• Increases/decreases font size with a shortcut
• Indents paragraphs or bullets
• Inserts new slide or changes slide layout

8
Drawing Toolbar

• Inserts AutoShapes, lines, arrows, squares,
  circles
• Draws new text box
• Inserts Word Art (not used in this class)
• Inserts Clip Art
• Changes colors of fill, lines, fonts
• Controls look of lines and arrows
• Inserts shadows and 3-D look

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Animation Effects Toolbar

• Controls when and how texts, pictures, and
  objects appear on the screen
• Important for presentations that require a
  speaker
• Controls sounds (WILL NOT BE USED IN THIS CLASS!)

10
Different Slide Views

• Normal view slide and text both show
• Slide view Only the slide shows gives more
  room to work
• Slide show for viewing presentation
• Slide sorter view used for making transitions
  between slides and timing slides
• Outline view Used to create a fast outline from
  your presentation for handouts

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Gimmicks Youll Never Use in the Real World

• Word Art
• Sound effects
• Animated gifs
• Certain animation effects
• Swivel
• Crawl
• Random effects

12
Basic PPT Rules

• Always use a font without seraphs such as Arial
  or Tahoma
• Never use more than 4 colors, including black
• Font size for a large screen no smaller than 28
  pt.
• Font size for a TV screen no smaller than 40
  pt.
• Always change at least 2 things to distinguish
  the title from the text
• No more than 4-5 words per bullet if speaking
  with presentation

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Advanced PPT

• Backgrounds
• AutoShapes
• Clip Art
• Ungrouping
• Re-coloring
• Regrouping
• Slide transitions
• Shortcuts only if the layout is going to be the
  same

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Guidelines for Backgrounds

• Should be the same on all slides
• Should not detract from message
• Counts as part of the 4-color rule
• Avoid too colorful backgrounds

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How to Insert a Background

• Right click on the outside edges of the slide
• Click on Background
• Scroll down to select color or fill effect
• Apply to all slides
• Avoid gradients of bright colors

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AutoShapes

• Go to Draw toolbar
• Click on AutoShapes
• Click on shape desired
• Draw it on slide with your mouse
• Fill it with appropriate color for slide color
  scheme

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Clip Art

• Go to Draw toolbar
• Click on Face of little man
• Type art desired in search bar, enter
• Choose clip art and insert it

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Re-coloring Clip Art

• Click on artwork go to draw toolbar click on
  grouping
• Click on ungroup clear white dots by clicking
  anywhere else on the slide
• Recolor using fill bucket on draw toolbar
• Using mouse, draw a box around the newly colored
  art white dots reappear
• Go to Draw grouping click either group or
  regroup

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Slide Transitions

• Go to slide sorter view (baby slides)
• Click on button to the LEFT of no transition
  box a Cow screen appears
• Select a transition style it will preview on the
  screen
• Apply to all.
• Transitions should be the SAME ON EVERY SLIDE

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PPT. Assignment 2 due Thurs.

• Make a slide that has a colored text block,
  colored text, colored line. Use any animal as
  your title.
• Insert 1 clip art that relates to your title,
  copy it, and color one of them to match the rest
  of the slide. Leave the other one in its original
  form so that you have a before and after.
• Insert a background that is color coordinated to
  your slide
• Save the slide in your directory
• Going through MY COMPUTER, copy it and paste it
  in the folder named Assignment 2

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Monkeys