You can make your own layout / theme for your PowerPoint project.

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1 About the PowerPoint Intermediate Workshop The purpose of the PowerPoint Intermediate workshop is to inform users more about the design aspect of making presentations. We will build on the skills learned in the PowerPoint Basics workshop, and you will be able to make a presentation that is aesthetically pleasing and visually organized. Here, you will learn how to make your own theme, insert media, use SmartArt, insert tables and graphs, and gain knowledge about helpful shortcuts. Creating Your Own Layout You can make your own layout / theme for your PowerPoint project. Under the View tab, click on Slide Master button. This will bring you to the slide master view with Slide Master Tab. Once in the slide master view, you can either modify already existing slide master to be used as the core design of the presentation, or create a new slide master from the scratch. Insert Slide Master button will add a complete new set of slide master. Insert Layout button will add a new slide with basic slide elements such as title box and footer. If you do not see what you like in the already existing layout slides in the slide master, you can use this option to add more text boxes, or object boxes. To modifying slide layout, you will use Insert Placeholder button. When clicked, there will be a drop down menu with different layout elements including textbox, content box, and picture, chart, table, smart Art, media, and clip art elements. (Content box include text and all other elements). To use this option, you first click on which placeholder you would like to insert, and then draw a box on the actual slide. 1 P age

2 Also, in the slide master tab, you can modify the color theme provided by PowerPoint to your own color scheme. First, choose a scheme that you would like to modify by going to Themes dropdown menu. Then, choose a new color scheme by going to Colors dropdown menu. Setting a picture as a background While in the Slide master view, you can set the background with pictures using Background Styles button on the Design tab. In the Background Styles drop-down menu, choose Format Background. In the Format Background dialogue, choose Picture of texture fill, and choose image file by clicking File. You can also change the transparency of the image file. Once you are set, click the Apply to All button. In addition, in the Format Background dialogue, under Picture Tab, you can modify the background image. Using Recolor option, you can change the image colors to black&white and more. Here you can also modify the brightness and contrast of the image. 2 P age

3 Once you are done with the Slide Master View, you can exit out of it by clicking the Close Master View button. Your master design will automatically be applied to the already existing presentation. Illustrations made simpler SMARTART The SmartArt tool allows you to explore a variety of templates available for illustrating graphical lists, chart flows, organizational charts, and hierarchies. Smart Art is found in the Illustrations section of the Insert tab (left figure). The SmartArt dialogue box will be similar to the right hand figure. EXCEL GRAPHS & TABLES To insert a new chart into your presentation Use the Chart option in the Illustrations section of the Insert tab to illustrate and compare data (left figure). Different types of such representations include line, pie, bar and surface area plots (right figure). 3 P age

4 To open an existing data set/ chart in your presentation You may decide to copy and paste desired tables and charts into PowerPoint. A smarter option, however, which will automatically update your chart, should there be any changes to the data set is explained below. 1. Insert a new chart in the presentation. This new chart has the default name, Chart in Microsoft Office PowerPoint. 2. Copy and paste the relevant data into the active range in the Chart in Microsoft Office PowerPoint Excel sheet. The move / copy option in Excel is also helpful. 3. To edit the data set, select the inserted chart by clicking on it. The Chart Tools bar appears. Click on the Design button to enter the Design Tab. Select the Edit Data button which will open the excel sheet with the data for the chart. You are now free to make any desired alterations. Inserting Media The Movie button gives you the choice of either uploading a movie file from your hard drive or using a movie from the clip organizer (which is the equivalent of the clipart gallery). 4 P age

5 As with the movies you can either upload your own sound or used included sounds from the clip organizer. If you choose to get the movie or sound file from the Clip Organizer, you may also preview the movie / sound clip. Once you ve selected a sound or movie file, PowerPoint will ask if you wish for the media to play Automatically or when clicked. For sound, if you choose to begin the media when clicked, a small icon appears. During the slide show, you can click on that icon to play the sound clip. When a media clip is embedded in the PowerPoint slide, new tabs appear on the ribbon. These tabs appear only when the media clip is selected (by clicking on it). Here you can preview the clip and change volumes and other setups for the media play during the slideshow. EMBEDDED FILE VS. LINKED FILE In the case of sound file, under the options tab, there are Sound Options. Here, you can change the Max Sound File Size. By default, it is set to 100Kb, but you can increase it up to 50Mb. Max Sound File Size set to 100Kb means that, if the inserted sound file is less than 100Kb, it is embedded in the PowerPoint presentation. On the other hand, if the inserted sound file is bigger than 100Kb, it is linked to the presentation. To check whether the inserted sound file is linked or embedded, you can click on the small icon on the bottom right hand corner to bring up the Sound Options dialogue. Here, under Information, you can check either the 5 P age

6 path for the linked file (as shown in the captured image here), or see [Contained in Presentation] for embedded file. You can check the same information for video files similarly. INSERTING VIDEOS FROM YOUTUBE Among several methods to insert a video from YouTube, the easiest way is to use the YouTube Wizard plug-in from From this website, you can download the plug-in (here, we will focus on PowerPoint 2007, but there is one for 2003 as well). Once you ve downloaded the file, extract all the files by double-clicking on the zip file and choosing extract all files from the column on the left side of the window. Then, open Microsoft Office PowerPoint 2007, and click on the Office Button. Then click on PowerPoint Options at the bottom. In the PowerPoint Options dialogue, select Add-ins tab. Select PowerPoint Add-ins from the Manage drop-down and click Go. 6 P age

7 On the Add-ins dialog, click Add New. Navigate to the folder where the contents of the zip files were extracted and select YouTubeVideo2k7 and click OK. If you are prompted with the macro virus warning, click on Enable Macros. The new button named YouTube Video should have appeared on the Insert tab / ribbon. Now, you can add a video from YouTube. Click on the YouTube Video button, which will lead you to the Insert YouTube Video Wizard. Click Next. Copy the URL of the video into the address bar, and Next. Choose options for how to play the video during presentation Next. Choose video size and position of the video within the slide Next. Click Finish. You may not see the video right away, but instead, see a white box with diagonal X-mark across the box. If you click play the slide show, you will be able to see that the video is embedded. Editing a linked or embedded object Press SHIFT+TAB to select the object that you want. Press SHIFT+F10 for the shortcut menu. Press the DOWN ARROW to select Worksheet Object, and then to select Edit. 7 P age

8 Creating and delivering an excellent presentation EFFECTIVE & PROFESSIONAL PRESENTATIONS Before beginning your presentation note the following and double check that you have done the following: Use the more common and simple fonts to ensure compatibility with different operation systems on different machines. For legibility, all text must have a font size of at least 20. Do not put too much material on one slide A PowerPoint presentation is a visual medium for communication. Therefore the use of visual aids such as schematics, diagrams, pictures, micrographs, and if relevant, graphics and video clips, make the most effective presentations. ALL forms of media used must not be distracting; the media must be directly relevant to the point you are trying to convey. Thus, when inserting any form of visual aids, ask yourself: Is this for mere decorative purposes OR is it illustrating a relevant concept? Is the pace of the presentation controlled by the presenter (me) rather than by individuals in the audience? EMPHASIZING PARTS OF YOUR PRESENTATION using pointers & markers You can emphasize a section of a slide by using Pointer Options such as highlighter, ballpoint pens, and felt tip pens. In order to do this, right click on any part of the monitor screen during the presentation to get a window like the one shown, or use Shift + F10. Then select the desired option. 8 P age

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10 PRINTING YOUR PRESENTATION: Slides, Handouts & Notes During a formal presentation, you may want to print out your presentation for your audience so that they can better follow you as you proceed. All the different options for printing are available in the Print dialogue box. To go this box, you may either: 1. Click the print button if it is displayed, or 2. Access the print button from the Office button Various options in the print dialogue box will give you different printing options 1. Print Range allows you to specify the pages you would like to print, all of them, or specific pages. 2. Print What allows you to determine what style you would want to print your pages as, namely: a. Slides: allows you to print slides only, one per page. b. Handouts: allows you to print slides only while specifying how many pages per sheets you are allowed to print. Upon selecting handouts in the print what section, the handouts section is activated to allow you to make this number specification. c. Notes Pages: allows you to print pages together with notes. This however does not allow you to print multiple pages on a sheet. 3. Properties allows you to change printer settings. This is where you go to print double-sided. 4. Click Preview to see what your documents will look like when they are printed. Always preview before printing. 10 P age

11 PACKAGING THE PRESENTATION FOR DELIVERY It is important to package your presentation appropriately if you would like it to be displayed as desired. Packaging involves saving your presentation in the right format, with the right supporting files, in the right location. Depending on the contents and your desired mode of display, you can save your presentation in different formats. You can access available formats by going to File Save As Save As Type. Click the arrow for the drop down menu, and select your preferred format. Important: Make sure to include copies of the movies, sound tracks and any other external media sources that you have inserted into your presentation on the storage device (e.g. USB drive or CD) you are using to deliver your presentation. Some Common formats PowerPoint 2008 Presentation (.pptx) - default, XML-based presentation format for PowerPoint 2008 for Mac and PowerPoint 2007 for Windows. Cannot store Visual Basics for Applications (VBA) macro code. PowerPoint 2008 Slideshow (.ppsx ) simple presentation that opens up in the Windows Slideshow viewer in order to watch a simple slideshow version of your presentation, sans music or effects. PowerPoint Pack and Go a fully packaged PowerPoint Presentation on a CD that can run on any computer, regardless of whether it has PowerPoint 2007 installed. 11 P age

12 PACKAGING YOUR PRESENTATION In order to use the Pack and Go feature on PowerPoint, go to File -> Publish -> Package for CD. Name the CD with a short name version of your presentation. Before immediately clicking Copy CD, click on the Options button. At the top you will see Viewer Package checked (and make sure that it always is) with four ways to pack your CD underneath: Play all presentations automatically in the specified order. This is the default. If you have added any other presentations onto the CD, it will play them as you have ordered them. Play only the first presentation automatically. Only the first presentation will play unless you tell it to play the others. Let the user select which presentation to view. You will be prompted to pick which presentation. Don t play the CD automatically. This means you will have to search for the CD in My Computer and start the presentation yourself. Under that, ensure that Linked Files and Embedded TrueType fonts is also checked so that your presentation will be seen as it was supposed to be seen. It is suggested that you use only basic fonts so that you do not have to worry about compatibility, but with this feature the fonts you have custom downloaded should also be packaged up nicely. You can also choose to password protect your CD. Now you can hit okay, and Copy your CD. You will notice that when your CD is burned, there is not just one file zipped up tightly on it. PowerPoint 2007 includes all the files, uncompressed, on the CD, but also includes a nice viewer so that it can still be watched. A WORD TO THE WISE: HOWEVER YOU PACKAGE YOUR PRESENTATION, TEST the package BEFORE you walk away from your wonderfully creative and saved on YOUR computer in South Hadley and into your presentation space in DALLAS! TAKE it to a lab system and see if it runs properly. TAKE IT TO A MAC and see if it runs properly you MAY not know what equipment will be available be ready for anything. 12 P age

13 Other Special Formats: Web Page (HTML) (.htm) - for display on the web. PowerPoint automatically creates the main filename.htm file and a companion filename_files folder that holds all the supporting elements of your presentation (eg. slides, graphics, and media pieces). For your presentation to work as desired, be sure to always move the companion folder to wherever you relocate your main file. To view your web presentation in a browser, open the main filename.htm file. GRAPHICS - To save your slides as graphics, use the following formats: PNG (Portable Network Graphics) (.png), JPEG (Joint Photographic Experts Group) (.jpg), GIF (Graphics Interchange Format) (.gif), BMP (Windows Bitmap) (.bmp), and TIFF (Tagged Image File Format) (.tif) Note: The PNG and JPEG formats are great for Web presentations, and for slides with scanned images Useful Keyboard Shortcuts IN PREPARING A PRESENTATION CTRL+X = Cut selected object. CTRL+V = Paste cut or copied object. CTRL+Y = Redo the last action. CTRL+SHIFT+C = Copy formatting only. CTRL+ALT+V = Paste special. CTRL+C = Copy selected object. CTRL+Z = Undo the last action. CTRL+A = Select all objects. CTRL+SHIFT+V = Paste formatting only. DURING A PRESENTATION You can find these by pressing F1 during the course of a presentation: SHIFT+F10 = Display the shortcut menu during a presentation. TAB = Go to the first or next hyperlink on a slide. SHIFT+TAB = Go to the last or previous hyperlink on a slide. ENTER while a hyperlink is selected = Perform the "mouse click" behavior of the selected hyperlink. 13 P age

14 HELP There are several ways to get help in PowerPoint should you get stuck. PowerPoint Help menu: Click the F1 key on your keyboard or, the Help button (at the end of the Ribbon) to browse through a collection of help topics for any topic you would like further clarification about. The Get Started tab is a comprehensive interactive resource which provides excellent information on power point and even has links to a myriad of Microsoft online training sites and demos. The Training and Up to Speed with PowerPoint 2007 buttons, which are direct links to the Microsoft official website, have helpful demos. A visit to these pages is highly recommended! Google is also an excellent resource. When you search though, be careful to be as specific as possible. For instance, PowerPoint 2007 inserting charts. Technology Assistants and Consultants and Peer2Peer teachers: We can be found in the Info Commons and the MEWS. If we don t know the answer to your question, we know someone else who does! Prepared by the the LITS Campus Technology and Media Support Peer2Peer Team, October P age

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