Produced by: Flinders University Centre for Educational ICT

Transcription

1 Produced by: Flinders University Centre for Educational ICT Introduction to PowerPoint 2010

2 Contents Getting Started... 1 Layout... 2 The Ribbon bar... 3 File Tab... 3 The Views... 6 Normal View... 6 Slide Sorter View... 6 The Slide Show... 6 Pointer... 7 Speaker's Notes View... 8 Creating Slides... 9 Creating a new Presentation from Scratch... 9 Master Slide Opening the Master Slide Working within Text Boxes Text Box Changes Changing Bullet styles Formatting Text Checking your spelling Backgrounds Printing your Presentation Handouts Working with Images and Shapes ClipArt Images Working with Charts Adding a chart SmartArt Working with Tables Adding a table Animation and Transitions Transitions Adding a Transition Animation Dim Animated Text or Objects Tips to using Animation Adding Movies and Sound to your Presentation Adding sound files Recording your own sound files Playing your sound files from the slide Making music play automatically Adding Videos Embedding YouTube videos Flinders University Centre for Educational ICT Updated 11/10/2013

3 Getting Started 1. Plan the Content Decide on the PURPOSE, MESSAGE and AUDIENCE Build a rough outline of the presentation using the OUTLINE VIEW tool Write the outline summary in bullet points Build the SPEAKER'S NOTES 2. Look and Feel Manipulate the MASTER SLIDE to accommodate these features Choose background design Choose colours to complement the message and audience Choose global graphics as bullets Choose font 3. Customize each Slide Go through each slide and check spelling and layout Make sure you have a distinct heading and the information doesn t over crowd the slide Check to see whether a graphic, graph or chart would not explain things better than words 4. Multimedia Add multimedia to enhance the message only. If a slide can function without it, leave it out! Keep it simple! 5. Movement Transitions (Animate movements between slides) How do you want the next slide to appear? Will you use sound? Animations (Animate elements of a slide) 6. Test Check to see that all works and can be easily seen from all areas of the presentation hall Make necessary changes Practice delivering the presentation and check the timing of slides and speech Flinders University Centre for Educational ICT 1

4 Layout Once you know your way around the screen you ll find it much easier to use. The screen is made up of a number of different elements. Some of these elements are the File Tab, Ribbon and Status bar.office application such as Word, Excel, PowerPoint, Access & Outlook have the same layout The File Tab is used to access file management functions such as saving, opening, closing, printing, etc. Options is also available here so that you can set your working preferences for the application (this replaces Tools > Options in 2003). 2. The Ribbon bar is the tabbed band that appears across the top of the window. It is the control centre of all office 2010 applications. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. The commands include galleries of formatting options that you can select from, such as the Styles gallery shown here. 3. The Quick Access Bar also known as the QAT is a small toolbar that appears at the top left-hand corner of the window. It is designed to provide access to the tools you use most frequently and includes by default the Save, Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. 4. Outline/Slide view. 5. Main Slide area. 6. Notes area 7. The Status Bar appears across the bottom of the window and displays application information, eg. page number, slide number, cell count, dictionary, and so on. It can also be customised to have more functions showing by right-clicking on the bar and choosing the options. The View buttons and the Zoom Slider are used to change the view or to increase/decrease the zoom ratio for your document Flinders University Centre for Educational ICT 2

5 The Ribbon bar The Ribbon is the new command centre for Office. It provides a series of commands organised into groups and placed in relevant tabs. Tabs are activated by clicking on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. The Ribbon is intended to make design more intuitive. File Tab The File Tab is one the major changes in Office This replaces the File menu in 2003 and the File Tab in The File Tab provides access to all of the file-related commands such as Open, Save and Print. What the Commands and Buttons do Save Saves your current document using the default file format. Save As Saves the current document with the option to change the file format, name or location. Open Opens an existing document. Close Closes your existing document. Info Displays different commands, properties, and metadata depending on the state of the document and where it is stored. Commands on the Info tab can include Permissions, Versions & Convert document. Recent Displays the recent documents and recent places that have been saved or opened. New Creates a new document, based either on a blank template, an installed template or an online template. Print The Print panel now combines print preview and print options into one screen. Save & Send Sends your document via or Internet fax. Help Opens the help menu. Options Opens the Word Options dialog box so that changes to the default settings can be made. Exit Exits from Microsoft Word. If any unsaved documents are open, you will be prompted to save them. Flinders University Centre for Educational ICT 3

6 The Quick Access Toolbar The Quick Access Toolbar, also known as the QAT, is a small toolbar that appears at the top left-hand corner of the window. It is designed to provide access to the tools you use most frequently and includes by default the Save, Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. The Quick Access Toolbar is positioned immediately to the right of the File Tab. Customising the Quick Access Toolbar The Quick Access Toolbar can be customised by adding buttons or removing buttons. This is the only part of the office interface that you can modify you can t add buttons to the ribbon or command groups. There are two methods that can be used to customise the toolbar The Customise Quick Access Toolbar tool displays a list of commonly used commands that you can add to the toolbar. Click on the items that you want to add. The tick on the left of the word indicates what is active in the list. 1. You can add any command you like to the toolbar by selecting More Commands to display the Options dialog box. From here you can choose commands or tabs to add to the toolbar. Once in the QAT Toolbar you can place the icons into an order that suites your work by highlighting the icon and using the arrows on the right side to move up or down. You can even shift the Quick Access Toolbar below the ribbon if this suits the way you work. Flinders University Centre for Educational ICT 4

7 2. By right clicking on a function (eg page break) you can add it to the Quick access bar. Flinders University Centre for Educational ICT 5

8 The Views PowerPoint offers a variety of ways of looking or "viewing" your presentation, depending on what you need to do. To switch between views, you can use the View menu or by using the buttons in the bottom right of the screen. PowerPoint will start up in Normal view. Slide Show View Normal View Normal View In Normal View, your presentation appears in all views, made up of Outline/Slide view, Main Slide view and Notes. Because you can see all your presentation in one window, rather than one slide at a time, it's an ideal place to plan, organize, or edit your presentation. Slide Sorter View When you go to Slide Sorter View, you see miniatures of all the slides in the presentation, complete with text and graphics. This view is useful for rearranging, copying, deleting and for adding transitions to slides. Moving slides around Let's say you have four slides in your presentation, and you decide that Slide 2 should really appear after Slide 3. Here's what you do to move the slides around: 1. Click Slide 2 and hold down the mouse button. A small grey rectangle appears on the pointer. 2. Drag the pointer to the slide's new position after Slide 3. A vertical line should appear after Slide Release the mouse button. Slide 2 should now be positioned after Slide 3. The Slide Show Slide Sorter View In a Slide Show, all the slides of your presentation are displayed in sequence. The Slide Show is controlled either automatically or manually. You can preview the presentation you are working on at anytime by clicking the Slide Show button. If you have applied timings to all the slides in your show, the Slide Show runs automatically. If you haven't applied timings to the slides, you must advance the slides manually. When to use Slide Show Use this view when you want to test your presentation. It is also from this view that the presentation will ultimately be delivered. Watching the Slide Show Let's take a look at how you can preview a Slide Show by advancing the slides manually. 1. Click the Slide Show button in the Slide Show tab or in the lower right corner of the PowerPoint window. The selected slide of the show will appear. Note: The slide show will start from whatever slide you are viewing when you click the Slide Show button. 2. To advance to the next slide of the show, click the left mouse button. The next slide will appear onscreen. You could also use the SPACEBAR or ENTER keys on the key board to advance the presentation. 3. Continue clicking the left mouse button until the show is complete. 4. To go back to the previous slide press the letter P or the Left Arrow 5. To blank the screen, press the letter B for a black screen or W for a white screen. This will not remove your slides or close the show down. To bring your slide back press B or W again. Flinders University Centre for Educational ICT 6

9 Stopping the Slide Show PowerPoint lets you stop the slide show for any reason. Follow these steps In the bottom left- hand corner of the screen there are some transparent images. By clicking the box you can select End Show. 2. Right Click your mouse, and then click End Show. 3. Or press the ESC button. Pointer When running the slide show, you can use the Pointer by clicking the right mouse button, and selecting Pointer. Select Pointer Options and select an option from the list. Hold down the mouse button and draw, releasing the mouse button when you finish a line, depressing when you want to start another. Click the right mouse button again, select Pointer Options and select Arrow to deselect the pen. Press the letter E to erase the pen marks. Flinders University Centre for Educational ICT 7

10 Speaker's Notes View When you give your presentation, you may need to refer to notes to elaborate on a slide's material, or to remind you to mention some detail. You can create your notes in Normal View and there is a view that allows you see more notes and to edit and format your notes Once you've written your notes, they can only be seen in Note Page View. They will not be displayed during the Slide Show. 1. In Normal View, display the slide you want to create notes for. 2. Click the View tab, and then click Notes Page. A page will appear containing the slide and a text box. Type notes here 3. Adjust the Zoom to 100% on the Standard toolbar. This will make your text easier to see. 4. Click in the text box and type your notes. Printing your notes The best way to use your speaker's notes is to print them out and have a copy handy while you give your presentation. When you print your notes, you have the option of printing both the slide and the notes, or just the notes. The following steps show you how to print just the speaker's notes. 1. Click the File Tab, then click Print. The Print dialog box will appear. 2. In the 'Print what' drop-down list, click Notes Pages. Click OK to print the notes. You now have speaker's notes to refer to when you give your presentation. Flinders University Centre for Educational ICT 8

11 Creating Slides Creating a new Presentation from Scratch When you start PowerPoint a new presentation will open up with a title page. From here you can modify the look, add new slides and text. Adding text to a slide The Title Slide layout contains text boxes for a title and a subtitle. 1. Click in the Title text box. A border appears around the text box indicating that it is selected. 2. Type a title. 3. Click the Subtitle text box and type a subtitle. Adding another slide 1. Click the New Slide button on the Home Tab. A new slide will be produced based on the default layout. If you want a different layout select the layout button and choose from the options. Adding a slide in Outline View You can add a new slide in Outline View the same way that you did above or you can also add new slides quickly by using the Enter key. To add a new slide right after the last slide: 1. Place your cursor at the end of the slide title. 2. Press the Enter key. A new slide icon will appear in your outline. 3. Press the TAB key to convert the new slide to a text object. 4. Type your text. 5. To add another bullet point, press Enter. 6. To create a new slide hold the Shift Key and press the TAB Key till a new slide appears. Flinders University Centre for Educational ICT 9

12 Adding text to your outline If you want to add text to a slide that you created previously, click an insertion point in the outline and start typing. Note: With the exception of the title slide, any text you add will be formatted as a bullet point. To remove bullets, click the Bullets button on the formatting toolbar. Moving from slide to slide Let's say you've created several slides for your presentation. You've finished working on the last slide, and now you want to take a look at your other slides. Here's how you move from slide to slide. To move to another slide 1. Click on Slides tab on left hand side of PowerPoint window. 2. Click on required slide. To move to a previous slide: 1. Click the upper double-arrow button on the lower right corner of the PowerPoint window. The previous slide will appear. To move to the next slide: 1. Click the lower double-arrow button on the lower right corner of the PowerPoint window. Flinders University Centre for Educational ICT 10

13 Master Slide PowerPoint comes complete with several masters or design templates that contain the formatting information for the whole presentation. Understand how the masters work and how to change them. If you don t like the font or bullet style, change it on the master, not on individual slides. That way, your whole presentation carries a consistent format. To make a change that will affect multiple slides, change the slide master (slide master: The slide that stores information about the design template applied, including font styles, placeholder sizes and positions, background design, and colour schemes.). Typical changes include: inserting art such as a logo; changing the font or bullet style; and changing placeholder (placeholders: Boxes with dotted or hatch-marked borders that are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.) formatting, size, and position. To change slides that use a Title Slide layout (layout: The arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, AutoShapes, and movies, on a chart.), change the title master (title master: The slide that stores information from the design template pertaining to styles on title slides, including placeholder sizes and positions, background design, and colour schemes.). Opening the Master Slide 1. On the View menu, point to Master, and then click Slide Master. 2. In the thumbnails on the left, click the master slide to which you want to make a change. If you don't see the master you want you need to insert it. Flinders University Centre for Educational ICT 11

14 3. On the slide masters, make the change you want. 4. To return to normal view, on the Slide Master View toolbar, click Close Master View or click on a view button. Note: If there is more than one slide master in your presentation, you will need to make your change to each master in order to affect all slides. Note: If you want an object to repeat on every slide (e.g. a logo or other graphic), make sure you place it on the master. The audience will notice if the logo jumps from side to side as you move between slides. Working within Text Boxes Text boxes are the areas in which text is placed. They are designated when you choose which layout you will be working with Text Box Changes If you want to make the following changes to text boxes, make sure you're in Normal View, if you wish to make a change to one slide. If you want the changes to be throughout the presentation, make the changes to the Slide Master, so that they are carried throughout. Remember that a small change on your computer screen is magnified if you are using a data projector in a large hall. Moving a text box If you don't like where a text box is positioned on a page, you can move it to a new location. First you select it, and then you move it. 1. Click the text box you want to move. A dotted border will appear around the text box. 2. Place the pointer on the border. The pointer will change into a four-headed arrow. 3. Hold down the mouse button and drag the box to the new location. 4. Release the mouse button. Resizing a text box The dotted border that appears around an object when you select it has square handles on its corners and on its sides. These are called selection or resizing handles. You can click and drag these handles to resize text boxes. 1. Click the text box to select it. A dotted border will appear around the text box. 2. Place the pointer on a resizing handle. The pointer will change into a two-headed arrow. 3. Hold down the mouse button and drag the resizing handle until the box is the size you want. Drag outwards to make the box larger. Drag inwards to make the box smaller. Changing Bullet styles 1. Click anywhere in the bulleted text to select it. 2. Click the Home tab, and then click either the Bullets button or the Numbering button. The Bullets and Numbering dialog box will appear. This can also be done by Right Clicking your Mouse. 3. Select the type of bullet or number from the options. 4. If you want a different bullet select the Bullets and Numbering option at the bottom and choose from the different options. 5. Click OK. The new bullet style will appear in your bulleted text. Flinders University Centre for Educational ICT 12

15 Formatting Text Stick to one or two fonts, used consistently throughout the slides The best fonts to use are the sans serif fonts (those without the flick at top and tail). Examples include Arial, Tahoma and Gill Sans. They are clean and easy to read. Avoid scripted fonts that are hard to read, and only use "fun" fonts such as Comic Sans MS in informal settings Use a large font - minimum of 24 points for Theatres and 18 points for small meetings. This is the easiest size for most people to read. To change fonts 1. Click the text box to select it. 2. Place the pointer on the box's border, and click again. The insertion point disappears, indicating that the entire text box is selected. 3. Click the Format menu, and then click Font. The Font dialog box appears. 4. Make your changes to Size, Colour etc. 5. Click OK to close the font dialog box. Checking your spelling It's a good idea to check the spelling in your presentation before the audience sees it. Let PowerPoint's spelling checker check the presentation for you. When you activate the spelling checker, it checks the spelling in all of your slides. 1. On the Review Tab, click the Spelling button. 2. If a spelling error is detected a Spelling dialog box appears. 3. The Spelling Checker suggests an alternative spelling in the Change To box. An additional list of suggestions may also appear below the box. 4. If you want to continue without changing the spelling, click Ignore. 5. If you want to change the spelling, enter one of the suggested alternatives in the Change To box, then click Change. After you've made your selection in the spelling dialog box, the spelling checker will continue checking the remaining slides. When it has checked all the slides in your presentation, a message box will appear telling you that the spell check is complete. Backgrounds Don t try to make your message fit your choice of design. Add the basic slides and then add a design template and other graphics to suit the message and the audience. Choose colours that convey an appropriate message - for example, a figure in red on a financial presentation would indicate a problem. Flinders University Centre for Educational ICT 13

16 Changing your background colour In PowerPoint it's easy to change the background colour of the slide you are working on. Let's say you want to change the colour of the slide to light blue. 1. Click the Slide Master tab, and then click Background Styles. 2. A dropdown option of different layouts will appear. 3. For a customised option Click Format Background. 4. Chose the type of fill. 5. Click the colours button to change the background colour. 6. Click the Apply to All button. This will apply the background you have selected. Flinders University Centre for Educational ICT 14

17 Printing your Presentation PowerPoint lets you print the whole presentation or just selected slides. It also lets you choose what slide contents to print. For example, you can print the slides with or without the animations. If you are printing handouts, you can specify how many slides are included in a page. And if you want, you can print just the speaker's notes or your presentation outline. 1. Click the File Tab menu, and then click Print. The Print options with show along with a preview or the slide layout you choose. 2. To choose what slides to print change the Print All Slides box to Custom range. 3. The types of print layouts are available in the Full Page Slides dropdown window. 4. Choose color to print the background or Greyscale to remove the background. 5. Click the Print button. Handouts You can choose which handout layout you prefer in the print window. Some of the layouts you can choose are: One-slide-per-page layout with a horizontal orientation. Notes page. This has a slide at the top and notes printed below Three-slides-per-page layout. This option has a vertical orientation and comes with blank lines for audience notes. A handout with six slides per page, oriented horizontally. For four or more slides per page, choose between a horizontal (read across) or vertical (read down) order. Flinders University Centre for Educational ICT 15

18 Working with Images and Shapes Graphics on your slides should be there only to enhance your message. Graphics should be relevant to the slide, otherwise you risk changing the audience s focus away from your point. Adding a shape PowerPoint lets you add a variety of shapes to the slides of your presentation. 1. Click the Insert tab. Click on Shapes, a dropdown will appear with all the shapes, click the 5-point star shape in the Stars and Banners section. 2. Click anywhere on the slide. A star of predefined size will be inserted. Flinders University Centre for Educational ICT 16

19 3. To make the shape larger (or smaller), drag a resizing handle. To resize the shape proportionally, hold down the SHIFT key as you drag. Adding colour and texture to a shape 1. Click the star shape to select it. 2. Click the Drawing Tools Format tab. Click on Shape Fill. A Theme Colours dialog box appears. Choose from these colours or click on More Fill Colours for others This will open the Colors dialog box 3. Click either the Standard or customised tab, then under Colours, click the colour you want. 4. Click OK to close the Colours dialog box. Flinders University Centre for Educational ICT 17

20 ClipArt Adding clip art You can add clip art to any slide using the Clip Art screen. 1. Click the Insert tab and select Clip Art. 2. A search screen will show. Type in a search word and click GO 3. Click an image to select it. The image is inserted on your slide. Images Note: Some Auto Layout slides in PowerPoint already have placeholders for clip art. To insert clip art into one of these slides, simply double-click the placeholder and the clip art gallery will open. Adding your own works of art You are not restricted to using clip art or pictures from the Clip Art gallery. PowerPoint lets you insert images from other sources. Let's say you've used a graphics program to create an amazing image and you want to insert it into your PowerPoint presentation. 1. Click the Insert tab, then click Picture. The Insert Picture dialog box will appear. 2. In the Look in box, find the drive and folder where the artwork is located. Flinders University Centre for Educational ICT 18

21 3. In the File name box, enter the name of the file. Then click the Insert button. 4. The drawing is inserted on the slide. 5. To edit the picture a new tab called Picture Tools - Format will appear. This has various options on how the picture is placed and how it can look. Working with Charts Adding a chart To add a chart to any slide, click the Chart button in the Insert Tab. You can also insert a chart by copying it from Excel and pasting it into the page. With this method you may need to change the font and chart size to make it more readable. When you insert a chart with PowerPoint, a chart will appear on your slide and Excel will open up with the data range. PowerPoint has included some sample data in the first four columns. The bars in the chart are the graphical representation of the numbers in the data sheet. Notice how a higher number in the data sheet results in a taller corresponding bar. To create your own chart, you can replace the data in the sample data sheet with your own. By changing a number to the chart it changes the corresponding bar on the chart. Note: Some slide Auto Layouts have placeholders for charts. To insert a chart into one of these layouts, just double-click the chart placeholder. After you've finished entering data, exit the work window by clicking anywhere outside the chart or the data sheet. The data sheet will disappear. If you need to make any revisions to the chart, double-click the chart and the data sheet will appear again. If the data sheet doesn't appear after you double-click the chart, click the View Data Sheet button on the Standard Toolbar. Adding and deleting information The default chart has four sets of bars, and its data sheet has four columns of information filled in. To add more data click in a new column or row and enter the extra information on your data sheet. Flinders University Centre for Educational ICT 19

22 You can also remove columns or bars from your data sheet and chart by selecting the column or row and deleting it. Changing the type of chart The default chart in PowerPoint is a bar chart. If you think your information would be better as a different type of chart, you can change the chart type. 1. Click the chart you want to change. A border appears around the chart. 2. Click the Chart Tools Design tab, then click Change Chart Type. A Chart Type dialog box appears. 3. In the Chart Type list, select the type of chart you want, and then click OK. The information in your data sheet will now be displayed in the new chart. SmartArt A SmartArt graphic is a visual representation of your information that you can quickly and easily create, choosing from among many different layouts, to effectively communicate your message or ideas 1. Click on the Insert Tab and select the SmartArt button 2. Double click on the type of art you want to use and fill in the text boxes depending on what you choose. Flinders University Centre for Educational ICT 20

23 Working with Tables Adding a table You can add a table to a slide using the PowerPoint Table button in the Insert tab or you can also insert a table by copying it from Excel or Word and pasting it into the page. With this method you may need to change the font and table size to make it more readable. 1. On the Insert tab, click the Table button. 2. In the drop-down box, click and drag the pointer across the number of rows and columns you want for your table. For example, three rows and three columns. 3. Release the mouse button. The table work window will appear with the Table Tools Design tab. Note: The work window is where you enter and edit information, and where you format the table. If you click outside of the work table, the table will disappear. To make the work table reappear, place the pointer on the slide until it changes into a four-headed arrow, then double-click. Adjusting the height and width of cells A cell is the box that is formed in a table where a row and a column intersect. In PowerPoint you can adjust the height and width of the cells. 1. Double-click the table to enter the table work window. A work table will appear. 2. First, try making the cells in the first column narrower. (a) Place the pointer on the gridline between the first and second column. The pointer will change into a two-headed arrow. (b) Click and drag the gridline to the left. The cells become narrower. (c) Click and drag the gridline to the right to make the cells wider again. 3. Now, make the cells in the first column taller. (a) Place the pointer on the gridline between the first and second rows. The pointer will change into a two-headed arrow. (b) Click and drag the gridline downwards. The cells become taller. (c) Click and drag the gridline upwards to make the cells shorter again Flinders University Centre for Educational ICT 21

24 Animation and Transitions Transitions Slide transitions are a subtle way to reinforce psychologically the message of a slide. Transitions should not be applied at random, but with deliberate, conscious purpose. Use a single transition for most of your slides, applying a special transition on the slides whose message you want to reinforce. Don t use PowerPoint s random transition feature, where the transitions will probably not be aligned with the message, and the different transition per slide is distracting. For a positive effect, choose any transition that contains Right or Up in the name e.g. Wipe Right With a negative message, choose any transition that appears from the centre out, such as Box Out, Fade Through Black, or Split Vertical Out When closing or starting again, choose transitions that appear from the outside inward, such as Box In, Dissolve, Split Horizontal In Choose either Cut or Cut Through Black to speed up the pace. Adding a Transition A transition is a special effect used to introduce a slide during a slide show. In Slide Sorter View, click the slide you want to add the transition to. 1. Select Animations. Then expand the Transition options box by clicking the dropdown arrow. 2. In the options select the type of transition you want. 3. Select the speed for the transition. 4. A slide transition icon appears under the slide's left corner, indicating that the transition has been applied. If you want the same transition to apply to all the slides in your presentation, click the Apply to All button in the Slide Transition screen. Checking a transition In Slide Sorter View, click the slide transition icon. The transition effect you applied should be displayed. Flinders University Centre for Educational ICT 22

25 Timing a transition If you want your slide show to run automatically, you must add timing to the slides. When you add timing to a slide, you specify the number of seconds to remain on each slide. If you apply a time you need to make sure it is long enough for people to see the slide. Animation When you animate an object, you add special visual effects to it. This is done in Normal View. 1. On the slide you want to animate, click the image or text box to select it. 2. Select the Animation Tab. In the Animate dropdown box select what type of animation you want to use. This is now applied to the slide. If the animations aren't in the dropdown choose the Customise Animation option. This will open a new window. 3. Click on Add Effect and chose from these options The Animation pane will show you in order the type of animation that the selected slide will do. These can be changed by selecting the label and clicking the arrow at the end. From here you can play the slide which will give you a quick display of what will happen or you can select the Slide Show button to see it in real time. Change the order the animations happen, by selecting the action and clicking the Re-Order arrows depending on which direction you want to move it. Animating a chart You can make charts more interesting by animating them. In a Slide Show, an unanimated chart appears onscreen all at once. When you animate a chart, the chart appears "bit by bit". You specify the way the elements of the chart will appear in the Appear box. 1. Try animating a chart so that the elements of the chart are introduced onscreen by category. 2. In Normal View, click the chart you want to animate. 3. In the Custom Animation window, select the type of effect. On the effect description, click the blue arrow and then Effect Options. This will open the Appear Box. 4. Select the Chart Animation Tab and change the Group Chart dropdown box to the effect you want. 5. Click OK. The Appear box closes and the animation effect is applied to the chart. Flinders University Centre for Educational ICT 23

26 Dim Animated Text or Objects In PowerPoint, you can add a dimming effect to animated text or objects. To create this effect, you apply a colour change that will make the text or object seem to dim after it appears. For example, for black text, you could apply a grey colour change. For the effect to show, the animated text or object that you want to dim must be followed by another animated item, either text or an object. 1. Display the slide with the animated text or objects that you want to dim. 2. On the Custom Animation window, click the blue arrow of the effect you want to dim. 3. Under Effects Option, select the Effect Tab and click on the After Animation dropdown then apply the dimming effect you want. By selecting a colour it will dim to the colour. So the best one would be a light grey. To apply the effect to other animated text or objects on this slide, repeat steps 2 and 3. Remember that the animated text or object must be followed by another animated item. Note: To take away the dimming effect click Don't Dim. Tips to using Animation Apply animations with a light hand Just like any fine herb or spice, animations should be used sparingly. You don't want to make your audience dizzy with too many whirling images. Think carefully about what the animation tells your audience. One good, relevant animation is a lot more satisfying than four cool-looking ones that don't necessarily add concrete information to your presentation. Consistency, Consistency, Consistency Don't provide too many different varieties within the same presentation. If you use the same animation as a transition between each page, your audience will understand what is going on. They will see your transition animation and think, "Aha! There's that animation again. Now I know a new page is on the way." It could also be good to use your animations even more sparingly - for example, to introduce entirely new sections within the presentation. To introduce question and answer clips In this case, imagine you are doing a presentation on how to avoid barbecue disasters. The following image and text slides into view from the left: A charcoal-black steak with the caption: "What's wrong with this steak?" Your answer slides into the bottom of the slide from the left. Then you can verbally give out pointers on how to avoid burning food over the flames. Any type of question and answer presentation will work well this way. Flinders University Centre for Educational ICT 24

27 Adding Movies and Sound to your Presentation Note: To hear the sound effects, make sure you have a sound card installed in your computer and speakers! All sound and Video files must be saved with the presentation as they are linked to the presentation not embedded. Eg put the sound, video and presentation in the same folder and copy the folder to your memory stick or CD Adding sound files You can add sound files to your presentations from a variety of sources. For example, you can add sound files you find on the Internet or special sound effects CDs. However, PowerPoint does not recognize all sound file types. WAV and MIDI are two of the types it does recognize. Let's say you've downloaded some WAV sound files from the Internet to your hard drive. 1. Click the Insert tab, Click Audio. 2. In the Look in box, specify the drive and folder where the sound file is located. 3. In the file list, click the sound file you want, then click OK. 4. PowerPoint will add a speaker icon to your slide. Click this icon in Slide Show mode to play the sound. Recording your own sound files To record sound files, you need to plug a microphone into the mic jack on your computer's sound card. The following steps show you how to record a narration for a slide. 1. Go to Normal View and display the slide you want to add a recording to. 2. Click the Insert menu, select the Audio dropdown box then click Record Sound. 3. When the Record Sound dialog box appears, type a name for your recording in the Name box. 4. Below the name box are three buttons. The first button, with the arrow, is the Play button. The middle button, with the square, is the Stop button. The last button, with a red dot, is the Record button. 5. To start recording, click the Record button, then begin talking into your microphone. 6. When you finish talking, click the Stop button. 7. Click the Play button to play back your recording. If it s not what you want click the cancel button. 8. If you want to add another segment to your recording, simply click the Record button and start talking again. When you're finished, click the Stop button. The new segment will be added to your previous one. Playing your sound files from the slide You've added some snazzy sound files to your presentation, now try playing them directly from the slides. 1. In Normal View, double-click the speaker icon. The sound file will begin to play. 2. If you want to stop the sound file before it finishes playing, click anywhere on the slide. Flinders University Centre for Educational ICT 25

28 Making music play automatically You can make the music play automatically if you give the sound icon an animation order. This is done the same as adding animation in the previous section. Adding Videos You can add a video to your presentation from sources such as CDs, hard drive or the Internet. All videos must be saved with the PowerPoint as they are not embedded. Eg put both in the same folder and copy the folder to your memory stick or CD Let's say you've found a cool video clip on the Internet that you want to add to your presentation and you have downloaded it to your computer. Here's what you do: 1. Click the Insert Tab, Click Video then click Video from File. The Insert Video dialog box will appear. 2. In the Look in box, locate the drive and folder where you have saved the video clip. 3. Select the video clip file from the file list, then click OK. A video screen icon is added to the slide. You can resize the icon or move it to other areas of the slide. Embedding YouTube videos Enable the Developer tab. The Developer tab will allow you to insert objects that aren t typically available. This will allow you to embed a YouTube video. 1. Select the Developers Tab (If not visible follow below steps) a. Click File and select Options. b. Select Customize Ribbon. c. In the Choose commands from dropdown menu, select Main Tabs. d. Highlight the Developer entry and click the Add button. e. Click OK. The Developer tab will appear at the top of the window with your other tabs. 2. Click the More Controls button. This is located in the Controls section of the Developer tab. 3. Select Shockwave Flash Object. You will have to scroll down to find this in the list. 4. Click and drag to create the embedded object. The size of the box that you create will be the size of the movie on your slide. The box will have an X going through it. 5. Prepare your YouTube URL. Find the YouTube video that you want to embed in your web browser. Copy the address of the video into Notepad. a. Remove the watch? and replace the = sign with a / For example, becomes b. If you want the video to play automatically when you open the slide, add &autoplay=1 to the end of the address. For example, becomes c. Copy the adjusted URL and return to PowerPoint. 6. In PowerPoint, Right-click on the object box you created. Select Properties from the menu. 7. Find the Movie entry. When you open the Properties for your Flash object, a table will open in a new window. By default, the table is alphabetized. Copy the adjusted URL into the Movie field. Close the Properties window. Flinders University Centre for Educational ICT 26