Microsoft Office PowerPoint Add the Pizzazz to Your Presentation. Anjal Smidt Computing Services

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1 Microsoft Office PowerPoint 2003 Add the Pizzazz to Your Presentation Anjal Smidt Computing Services

2 Table of Contents ADDING GRAPHICS TO YOUR PRESENTATION... 1 DRAWINGS... 1 CLIPART... 2 PICTURES... 2 DIAGRAMS... 3 WORDART... 3 EQUATIONS... 4 WORKING WITH GRAPHICS... 5 POSITIONING GRAPHICS ON THE SLIDE... 5 Using Connectors... 5 Aligning Objects... 5 Stacking Objects... 5 Grouping Objects... 6 GRAYSCALE VIEW FOR PRINTING... 6 USING A GRAPHIC AS A BACKGROUND... 6 GIVE YOUR PRESENTATION SOME MOTION... 7 ANIMATING SLIDES... 7 Animating Text and Graphics... 8 Animating Charts... 8 SLIDE TRANSITIONS... 9 HYPERLINKS... 9 Using Text or Graphics... 9 Using Action Buttons MULTIMEDIA...11 READY SET PRESENT!...11 RECORDING NARRATION...11 SET UP THE SHOW LIVE OR RECORDED...12 PACKAGING THE SHOW...12 PPT vs. PPS Save to CD... 13

3 Adding Graphics to Your Presentation Drawings Drawn objects begin as AutoShapes. The AutoShapes toolbar is found on the Drawing toolbar and can be dragged to become a standalone toolbar. To create a perfect square or circle, hold the Shift key while drawing the shape. When resizing a graphic, use the corner handle to maintain the dimensions of the drawing. To resize and change the dimensions, use one of the side handles. Some of the AutoShapes can be adjusted. Use the yellow handle to customize the shape. Page 1

4 Clipart Insert clipart from the Drawing toolbar at the bottom of the screen. A task pane will open that will allow you to search for clipart based on keywords. Selecting a clipart will place it on the current slide. Pictures You can insert pictures on a slide using one of the content layouts, from the Insert menu, or from the Drawing toolbar at the bottom of the screen. You can directly apply shadows to pictures. However, to use 3D effects, you need to place the picture as a Fill Effect in a shape. Then the effects can be applied to the shape. Page 2

5 Diagrams Rather than creating a diagram using drawing tools, use one of the auto-formatted diagrams included in PowerPoint. The Diagram Gallery can be opened from the Insert menu. Begin by choosing one of the layouts. A basic template will be inserted on your PowerPoint slide. Fill in text in the available boxes. Use the Diagram toolbar to add shapes, or use the delete key on your keyboard to remove shapes. Organization Charts are much easier than using the drawing tools, yet you can maintain control of the chart layout. WordArt WordArt creates a graphic made out of text. Insert WordArt from the Toolbar or the Insert Menu. You must first choose a style then enter the text. Page 3

6 You now have a WordArt graphic. You can customize the graphic using the WordArt toolbar. Equations Microsoft Office comes with a program called Equation Editor, which can be used to create complex equations in Office applications. To insert an equation in PowerPoint, choose Object from the Insert menu, then select Equation Editor. Once in equation mode, you will get a toolbar that contains various mathematical elements to build your equation. Page 4

7 Working with Graphics Positioning Graphics on the Slide Tool to position graphics can be found on the right-click shortcut menu or the Drawing toolbar. To select multiple items for grouping, etc. use the Shift key as you click on each object. Using Connectors When creating flowcharts and handmade diagrams, you need to use lines to connect the drawn elements. If you use only standard lines and arrows, you will need to fix these connections every time you need to move one of the elements. Instead use connectors. Connectors attach themselves to the individual shapes and will move and adjust as along with the shape. When working with a connector, a red circle at the end indicates the line is connected to a shape. A green circle is unconnected. Unconnected lines and arrows will not adjust themselves with the shape. Aligning Objects The Align or Distribute submenu contains tools to position objects in relation to each other or the slide itself. Select multiple items, and then choose the type of alignment, such as aligning the bottoms of the objects. Stacking Objects The Order submenu allows you to adjust the order of stacked items, creating overlaps. You can also use the Alignment tools to create overlapped drawings. For example, to create a bullseye, draw a number of circles of different sizes. Select them all then use the Order menu items to stack them with the smallest on top and the largest on the bottom. Use the Align tools to center them vertically and horizontally. Page 5

8 Grouping Objects When you layer and align shapes and objects, you will want to group them into one item. Otherwise, every time you move the objects, you will have to fix the drawing, unless you remember to select all of the objects to be moved. To adjust individual elements, use Ungroup once the adjustments have been made, use Regroup to recreate the grouping without having to select the items again. Grayscale View for Printing Graphics can add interest to the screen presentation, but may be distracting in printed handouts. To change how graphic elements will print, first switch to Grayscale view from the toolbar or the View menu. Select the object then choose a setting from Grayscale settings on the Grayscale toolbar or the right-click shortcut menu. Note that PowerPoint views equations as graphics, so you will need to format the grayscale and color settings like other graphics. Using a Graphic as a Background You can use a picture as the background to your slide. One way is to insert the picture then resize it to fill the slide. Hold the shift key down as you resize the picture to maintain its proportions. The background picture will show on printed handouts using this method, unless you adjust the Grayscale settings. Page 6

9 The other way is to format the background as a picture. Select Background from the Format menu or the right-click shortcut menu. From the dropdown, choose Fill Effects. Go to the Picture tab and click the Select Picture button. The picture will not print on handouts unless you have Background Printing selected in the PowerPoint options. Give Your Presentation Some Motion PowerPoint was designed to create dynamic presentations a far cry from the old slide show projectors and transparencies. But when adding the zing to your presentation, be sure the audience won t be so dazzled by the special effects that they miss your message. Make sure your animations and effects have purpose and keep them simple. Animating Slides PowerPoint has built-in animation schemes, which can be found under the Slide Show menu. However, since these animations include sound effects, they are meant for fun, not for a business presentation. For more professional animations, choose Custom Animation from the Slide Show menu. Page 7

10 Animating Text and Graphics You can bring in text and graphics one line or object at a time. Select the object or text and choose an entrance animation. Set the timing for the animation and adjust the order of animation in the Custom Animation task pane. You can also set exit animations or an emphasis, such as having an object enlarge or spin. Motion paths allow you to have an object or text move across the screen. You can use a preset movement, or draw your own path. Animating Charts PowerPoint and Excel charts can be animated by having each data series or category show up one at a time. While a chart is a powerful visual aid, animation helps the audience focus on each piece of data on the chart, which makes your message super powerful! When animating your chart, deselect Animate grid and legend. Now the chart grid and legend will be on the slide, but the various elements will come in as you present them. Page 8

11 Slide Transitions Open the Slide Transitions task pane from the Slide Show menu. Transitions between the slides are not necessary, but if you want that extra motion when moving between slides, apply the transition to the slide master. This way, the motion will be consistent throughout the presentation. Hyperlinks Using Text or Graphics Select the text or graphic you wish to use as a hyperlink. Right-click and choose Hyperlink, select the Hyperlink button on the toolbar, or choose Hyperlink from the Insert menu. Page 9

12 Browse to the file or enter the web address you wish to open and click OK. Using Action Buttons Action Buttons can be used like a graphic for hyperlinks, or can be used to jump to different slides in the presentation. Action Buttons can be found in the AutoShapes menu on the Drawing toolbar or from the Slide Show menu. After inserting the Action Button, the Action Settings dialog window will open so you can set the action to be performed. Action settings can be used instead of hyperlinks by choosing Action Settings from the Slide Show menu or the right-click shortcut menu. Page 10

13 Multimedia You can insert a movie clip or sound bite in a presentation through the Insert menu. You will be asked if you would like the sound or movie to run automatically or by clicking. This choice will be added to the slide s animation. If you will be showing your presentation on a different computer than it was created on, there may be issues with inserted movies. A foolproof workaround is creating a hyperlink to open the movie file as opposed to inserting the movie on the slide. Action Buttons are a perfect way to guarantee the success of your movie. Choose Other file from the Hyperlink To dropdown and browse to your movie file. To keep the button somewhat hidden, change the fill color to the background color set in your color scheme. Ready Set Present! Recording Narration Using Record Narration from the Slide Show menu allows you to record through the entire presentation. The narrations will be saved with each slide and you have the option to save the timings of the presentation. Page 11

14 If the narration on an individual slide needs to be redone, you can narrate that slide. First delete the sound icon at the bottom corner of the slide. When you access Record Narration, choose to record from the current slide. Be sure to press Esc at the end of the slide to avoid interfering with the narration on the next slide. Set Up the Show Live or Recorded If the entire presentation was narrated with timings saved, you can skip this step. However, if narrations were recorded on individual slides and you want to run the show automatically, run Rehearse Timings to prepare the presentation. Once narrations and timings are set, go to Set up show from the Slide Show menu to prepare the show to run either manually or automatically. Packaging the Show PPT vs. PPS A PowerPoint file has an extension of.ppt. Opening a ppt file first opens the PowerPoint application so you can edit the presentation or run the show. If the presentation is complete, you can save it with an extension of pps. A pps file is a PowerPoint show, which opens directly as a slide show. Unless you will be presenting from your own computer, if you used custom fonts and multimedia or hyperlinked to files, you will want to burn the presentation with embedded fonts and all of the associated files to a CD. Page 12

15 Save to CD Once your presentation is complete, choose Package for CD under the File menu. Choose your options, such as embedding fonts or including the PowerPoint Viewer. Next choose Save to folder. This folder will contain all the files needed for your presentation, so you can burn the entire folder onto a CD. The Copy to CD feature is not as reliable as using your CD burning software. Page 13

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