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1 PowerPoint Basics July 10, 2012 Presented by Robley M. Hood Welcome! I m glad you found us! We will start promptly on the hour and end on the hour. To view the recorded workshop, please click the link: 1

2 Today, we ll explore some basic information and tips about Microsoft s PowerPoint, found within the Microsoft Office suite of programs. Here s what we ll be discussing. 2

3 PowerPoint is a presentation program consisting of separate slides that combine text, image, and sometimes sound and animation. These slides are projected onto a screen in a conference hall or meeting room to audiences of varying sizes. Sometimes, the PowerPoint is viewed on a computer screen as part of a display, in a trade show, for example. Usually, the PowerPoint is only one component of the presentation, with the other being a presenter who speaks to that audience using the slides that offer key points. Typically, the presenter controls the slides. Sometimes, however, the PowerPoint presentation may run automatically with recorded narration, for instance at a trade show booth. Other times, the viewer may click through slides at his or her own pace. At Kaplan, PowerPoint presentations are familiar from course Seminars and Writing Center workshops. You re viewing a PowerPoint now. 3

4 A PowerPoint and an essay are both compositions. Both have a purpose to persuade, explain, or instruct, for example. Both are written to appeal to specific audiences. A dentist s office may use a PowerPoint presentation or picture book to instruct children on brushing their teeth, while a corporation may use a PowerPoint presentation or brochure to sell a product. PowerPoint presentations and essays are composed within their own special contexts. An article about a new employee, for example, might appear in a corporate newsletter or on a reception-area welcome screen in PowerPoint format. It is important to consider your purpose, audience, and context whenever you prepare a PowerPoint presentation. 4

5 It is important to remember that a presentation, like an essay, must offer the viewer a smooth journey, with a beginning, middle, and end. A thesis or focused main idea or topic governs the content and organization of the presentation. Because the presentation is accompanied by text delivered by a speaker or recording, each slide should stick to one main point. Graphics are an important aspect of a PowerPoint because the presentation will be viewed by the audience. However, pictures, clip art, charts, and the like should be used only if they illustrate a point. All material borrowed from outside sources text and image must be cited on the slides and in a references list. Unless otherwise instructed, you should use 6 th -edition APA format. 5

6 Always begin with a title slide (like a title page) that helps to orient your viewers. Next depending upon your purpose, audience, and context you will need an introductory slide. It may be an agenda, like the introductory slide in this presentation, or a statement of another kind. Think of slides in the way you think of paragraphs: they create a logical chain from beginning to end of the presentation or composition. Remember to connect the slides in the same way transitions connect paragraphs in an essay. At the end, include a concluding slide that helps to close the presentation. A references list in APA format offers complete, correct citations for all sources used, including all graphics. Finally, please remember to include notes for you to use when presenting your PowerPoint. The notes can also be printed along with the slides and then distributed to your audience. (Notes are not seen by the viewers when the presentation is shown.) 6

7 A PowerPoint presentation should be visually pleasing. Which of these is more effective and why? Slide A is almost impossible to read. The paragraph format makes finding the main points difficult; the title is not specific; the exclamation points are unnecessary and unprofessional; the design is distracting; the white font against the bold background is hard to see clearly; and the graphics do not help to make the point clear. Slide B is much more effective. Its information is broken into key points and presented in bulleted lists; the slide title is specific; the design does not detract from the content; the font is easy to read against the calm background; and the graphics help to make the point. 7

8 Here are some design tips to help guide your PowerPoint design. Respect your audience and let simplicity guide your choices. Remember that the presentation is only one small part of your presentation: your live or recorded comments flesh out the slides points. 8

9 Microsoft has preloaded a number of different templates. When you create a new PowerPoint, you may choose one of these, solving many problems associated with design. Open the PowerPoint program and then select New from the Office Button at the top left of the screen. Explore the templates already installed and/or those available to you online. You don t have to be a great designer to create a great PowerPoint. 9

10 From the same menu after clicking New, you may select a theme as the basic design of all your slides. A theme ensures a uniform and attractive style for all the slides in your presentation. 10

11 In the Design menu, you will find various color schemes. These also make designing your PowerPoint quite simple. Choose one color scheme, and all your slides will be consistent throughout your presentation. 11

12 Each time you select New Slide from the Slides menu, you can also choose from several different layout designs. You might wish to vary your slides, but remember that the goal is to match the slide layout to the content on the slide. Variation for the sake of variation can be distracting. The purpose of the PowerPoint is to share information. Keep that goal in mind. 12

13 You may add several different kinds of images to a PowerPoint presentation. You may select from your own pictures stored on your computer or portable media, use pre-loaded Clip Art, create a graph or chart, add shapes like squares or arrows, and create special font treatments called SmartArt. Always remember that images should complement a slide s main idea and must be cited. 13

14 To see your PowerPoint as you compose, revise, and edit your work, you may select from several different views. The Normal view shows thumbnails of the slides on the left and the current slide with the Notes area to the right. Slide Sorter lets you see thumbnails of all slides in the presentation. Notes Page shows a slide and its notes on a single page. Printing a PowerPoint in the Notes Page view is a good option if you want to distribute your presentation after a meeting or session. Slide Show lets you see what your audience will see when you present your PowerPoint. 14

15 Always use your spelling checker. Click the Office Button, choose Proofing, and make sure your spelling checker will automatically check for errors in your slides. Proofread not once, but many times to make sure you check for errors the spelling checker can t see. Personally, I like to proofread in both Normal and Presentation views. I also proofread by reading aloud as my ears often hear errors my eyes do not see. 15

16 Don t forget one of the program s most useful tools: Help. Click the round question mark button at the top right of the Ribbon. Then search by keyword or browse the table of contents. PowerPoint Help addresses every issue a presenter can imagine. 16

17 You will find helpful tutorials in the Writing Center Reference Library as well as online within Microsoft s web site. Resources KUWC Tutorial: /WritingReferenceLibrary/WritingTypesAndTools/CreatingEffectivePowerpointPr esentations.aspx Microsoft Office Training: FX aspx?CTT=97 Microsoft PowerPoint Tutorials : 17

18 I d be happy to answer any of your questions! 18

19 The best time to do a paper review in the Kaplan University Writing Center is after you have written your first draft. When you come to us early, we can help you the most by helping you with the structure of your paper. Many students send papers at the last minute because they want us to simply proofread their paper. However, KUWC writing tutors do not simply proofread the paper for you; we want to help you learn to write and proofread your own papers. Since you can come to the Writing Center 6 times a term, you can submit a first draft, then submit a later draft if you need further help on an assignment. If you need help before you write the first draft, you can use live tutoring. During live tutoring, you can ask questions and brainstorm with a tutor. Live tutors can help you with other stages in the paper writing process as well. Come visit us. We can be found under the My Studies tab, then under Academic Support Center. 19

20 On the main Academic Support Center page, you will see the Writing Center links. These include Live Tutoring, Paper Review Service, the Writing Reference Library, Citation Guidelines, Workshops, English Language Learner, and Fundamental writing help. Notice, you can access the Kaplan Guide to Successful Writing on the right hand side in both print and audio form. Come visit us. 20

21 21

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