PowerPoint Instruction

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PowerPointInstruction
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Presentation Basics

• Presentation software can be used while giving a
  talk to provide
• Visual aids while talking
• Handouts listing the key points
• Visual Aids reinforce and complement what you
  say, not duplicate
• Should include images (pictures, graphs, charts
  and diagrams)
• Text should be kept to a minimum
• Use headlines bullet points

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Presentation Basics

• The basic building blocks of presentations are
  slides
• A slide is equivalent to a page in a printed
  document it can contain both text and graphics

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How much should you put on a slide

• As little as possible
• Write economically
• Use headlines and bullets
• Dont give the audience the opportunity to read
  ahead
• They wont listen to you
• They wont retain your message
• No more than 8 or nine bullets
• If you have more divide into logical groups and
  split over several slides

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What font?

• Sans serif fonts work well for projected images
• E.g. Courier, Arial or Helvetica
• Font size depends on two things
• The size of the screen that the slide will be
  shown on
• The distance the audience will be from the screen
• How to work it out
• Calculate the ratio of the screen size to the
  viewing distance
• Apply this to you computer screen and view from
  the appropriate distance
• If in any doubt make the font bigger

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What Colors

• Colors for text and background must be sharply
  contrasting
• Reversed type is often the best
• Reversed type is light colored text on a dark
  background
• The opposite is true of printed documents so bear
  this in mind if you are printing handouts
• A plain slide that is legible is far better than
  a fancy slide that is not

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PowerPoint basics

• There are several views in PowerPoint
• Slide lets you see one slide at a time. This is
  the normal viewing mode when you create a
  presentation
• Outline shows the text of all the slides without
  formatting or graphics
• Slide sorter shows a miniature version of the
  entire slide show. You can use this to check the
  consistency of the layout and color scheme, along
  with the order of the slides
• Notes Page shows the slides one at a time,
  half-sized, with a space below for speakers notes
• Slide Show shows the slides full screen as they
  would be projected. Press Esc to exit the slide
  show

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Navigating a presentation

• All Views these keys work in all views
• Next Slide Page Down
• Previous Slide Page Up
• First Slide Home
• Last Slide End
• You can also use the scroll bar at the right of
  the screen to move forwards or backwards, except
  in the Slide Show view

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Navigating a presentation

• In Slide Show view
• Next Slide Left mouse click
• Spacebar
• N
• Right arrow
• Down arrow
• Enter
• Page Down
• To go to a particular slide type the number of
  the slide and press Enter

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Navigating a presentation

• In Slide Show view
• Previous slide Backspace
• P
• Left Arrow
• Up Arrow
• Page Up
• To go to the first slide hold down both mouse
  buttons for two seconds
• To blank out the screen B for black, W for white
• To return to the presentation B or W again
• To end the slide show press ESC
• Press F1 to display a list of commands

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Printing

• You can print out a presentation in a number of
  ways
• Slides
• Notes Pages
• Outline View
• Handouts
• 6 slides per page, which is the default
• 3 slides per page
• 2 slides per page

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AutoLayout / Slide Layout

• PowerPoint has a number of preformatted layouts
  that you can use
• Each typically includes placeholders for text and
  other objects such as images and charts
• A placeholder is a frame or box within a slide
  for holding text or graphics
• Click on the placeholder to edit it, click
  outside it to deselect
• You can choose landscape or portrait formats in
  the Page Setup. Landscape is the default.

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Adding Slides promotion/demotion

• Add slide
• Insert- New slide
• Click the new slide button
• Ctrl M
• Use the demote button to create a second, third
  level of bullet points
• 2nd level
• 3rd level
• 3rd level
• 4th level
• 4th level

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Adding Graphics and Pictures

• There are a number of ways to add graphics to a
  presentation
• PowerPoints drawing tools
• AutoShapes ready made shapes, including lines,
  geometric shapes and flowchart elements
• Organizational Charts A diagram used to
  illustrate units in an organization, represented
  by boxes, and the relationship between them
  represented by lines
• Clip Art
• Word Art Text with a graphical format
• From File

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PowerPoints drawing tools

• Consists of several drawing tools
• Line and arrow tool
• Rectangle tool hold shift to draw a square
• Ellipse tool hold shift to draw a circle
• Line color and style Edit the lines used in the
  previous tools
• Fill color fill a shape with a color
• Text Box
• Options for rotating and flipping drawings

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Organizational Charts
The Alcohol Pyramid Example
1 unit a day
2 units a day
3 units a day
5 units a day
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Organizational Charts

• Insert-Picture-Organizational Chart or
• Format-Slide Layout, choose Organizational Chart
• PowerPoint opens a new window that displays the
  Organizational Chart template and offers new
  commands
• Choose from different types of chart
• Format the Text, Boxes and Lines

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Adding Charts

• You can add charts to presentations by clicking
  the chart button
• Unlike Word, PowerPoint doesnt support Excel
  objects and the inserted chart and associated
  datasheets doesnt support the functions found in
  Excel
• It is generally best to import an Excel chart
  rather that create one in PowerPoint

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Presentation designs

• PowerPoint is supplied with a variety of
  presentation designs that you can use in you
  presentations
• You can use them directly
• You can change them to your tastes
• You can create a new presentation using one of
  these designs
• Or you can apply a design to a presentation you
  have already created

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Presentation designs

• Presentation designs are kept in templates
• These templates have the extension .pot
• These are usually kept in C\Program
  Files\Microsoft Office\Templates\Presentation
  Designs\template name.pot
• When you open a new presentation access the menu
  on the right and open general templates
• Alternatively choose Format-Slide Design

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Presentation designs

• When you access the slide design menu via Format
  you are given options to modify you colour scheme
• PowerPoint has a number of built in color schemes
• Each scheme consists of 8 coordinated colors
• When you select a scheme, PowerPoint applies the
  different colors of the scheme to specific slide
  elements, such as Title text, normal text,
  background, etc.

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Presentation designs

• PowerPoint allows you to create your own color
  scheme
• In the slide design menu choose color schemes
• Click Edit Color Schemes and click the Custom tab
• Choose the colors you want to use for the eight
  colors
• This can now be saved as a new color scheme that
  you can apply to your slides

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Presentation designs

• PowerPoint also gives you the opportunity to
  create you own background effects
• This is best done on a plain background to begin
  with. Some slide designs use graphics and cannot
  be overwritten easily
• Choose Format-Background and click on the drop
  down list next to the colored bar
• You can now choose the color of your background
• Choose Fill Effects for more options

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The Slide Master

• The Slide Master stores all the default
  attributes that you want to apply to new slides,
  including text formatting and positioning,
  background, and standard graphics.
• Every Slide in the presentation is based on the
  Slide Master
• Anything inserted on the slide master
  automatically appears on every slide on the
  document
• This is useful for company logos or graphic
  elements such as lines and borders

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The Slide Master

• To view the Slide Master, choose
  View-Master-Slide Master
• Consists of two placeholders
• Title Placeholder
• Determines the format and positioning of text in
  every title placeholder
• Object placeholder
• Determines the format and positioning of text in
  every non-title placeholder

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The Slide Master

• Select a placeholder to reformat it
• You can change the Font
• The Bullet points
• Line Spacing
• Size and positioning of the placeholder
• The Design, Color Scheme and the Slide Master set
  the defaults for your slides. You may deviate
  from these on individual slides if you wish

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Slide Transitions

• A transition is a visual effect, such as a
  dissolve or fade out, that determines how one
  slide in a presentation is replaced by another.
• To apply a transition to your presentation choose
  Slide Show-Slide Transition
• Choose the transition you wish to apply and
  choose the speed you wish it to run at. Either
  fast, medium or slow
• You can also choose to advance a slide
  automatically after a given amount of time is
  elapsed
• Transitions can be applied to individual slide or
  to the whole slide show

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Build Slides

• A Build Slide is a slide in which different
  elements are revealed at different times
• You can highlight each point in turn, to focus
  your audiences attention.
• You can dim previous points to highlight your
  current point
• You can control how each element arrives on screen

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Build Slides

• Choose SlideShow-Animation Schemes and choose
  the animation you wish to use
• Alternatively, choose Slideshow-Custom Animation
  to build your own customized animations

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Music and Noises

• You can add sound to the transitions and build
  animations
• In the slide transition menu select a sound from
  the drop down menu and click apply
• In custom animation click on the arrow to the
  right of the text listing and choose Effect
  Options from the drop down menu
• Choose the sounds from the drop down list and
  click apply
• PowerPoint supports sounds with the .wav
  extension