PowerPoint 2013 Introduction Participant s Guide

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1 PowerPoint 2013 Introduction Participant s Guide

2 PowerPoint 2013 Introduction Contents Creating Visuals Using PowerPoint... 2 Why are Visuals Important?... 2 Planning Your Presentation... 2 Guidelines for Visual Presentations... 3 Recommended Fonts... 3 Miscellaneous Guidelines... 3 Choosing Colors... 4 Rehearsing the Presentation... 4 Opening a Presentation/Exploring the Interface... 5 Views... 6 Creating a Blank Presentation... 7 Creating a Title Slide... 7 Adding a Subtitle... 7 Creating a New Slide... 7 Changing the Background... 8 Creating and Changing a Bulleted List... 9 Adding a Graphic to a Slide Resizing a graphic: Moving your graphic: Formatting the Picture Create a Chart Creating a Table Running a Slide Show/Using Slide Show Commands PowerPoint 2013 Participant s Guide Page 1

3 Creating Visuals Using PowerPoint Why are Visuals Important? As referenced in an article entitled Presenting Effective Presentations with Visual Aids by the U.S. Department of Labor, educators found the following statistics in reference to the impact of visual aids in a presentation: Three days after a presentation, retention of information is six times greater when information is presented by visual and oral means. Three days after a presentation, people retain 10% of what they heard from an oral presentation, 35% from visual presentations and 65% from a visual and oral presentation. 83% of human learning occurs visually. Planning Your Presentation The key to making a dynamic PowerPoint presentation is in the planning. Keep the following in mind before you begin your creating your presentation: Find out if the appropriate media will be available to view the presentation (personal computer, projector, etc.). Also make sure you have the correct version of PowerPoint available. Sketch out your presentation first. You may want to create a simple storyboard. You may sketch out a hand written storyboard or create a storyboard template (see example). Ask yourself how charts, graphics, videos, sound, etc. can help emphasize your main points. Title of Slide Show Slide - Title Slide TextTextTextText Picture/Photograph/Sound to include Speaker Notes PowerPoint 2013 Participant s Guide Page 2

4 Guidelines for Visual Presentations Presentations are not for the presenter to read from, they are for the audience to SEE. Too much on any one slide is distracting and hard for an audience to read. Here are some basic guidelines to follow when creating an effective visual presentation. Make the text large enough for the audience to read - 24 point size or greater. Use the 6x6 rule. No more than 6 lines down and 6 words across. Use bullet points instead of paragraphs. A list is easier to read. Use phrases not sentences. Express ideas with brevity and clarity, with no wasted words. Avoid using number lists unless depicting a hierarchy. Recommended Fonts Use simple fonts. Italics are hard to read on a slide. Recommended fonts to use in a presentation are below. These Sans-serif fonts are easily read. o Arial o Century Gothic o Helvetica o Tahoma o Verdana Miscellaneous Guidelines Too many graphics can be distracting. Limit your graphics to 1 to 3 per page. Remember to keep it simple. Too many bells and whistles can become irritating to the audience. Spell check your presentation. Proofread your presentation. Do not use ALL CAPS in a presentation. It is too hard to read. Be consistent in your formatting choices. PowerPoint 2013 Participant s Guide Page 3

5 Choosing Colors Color adds a professional look to your slides that black and white alone cannot do. There are however, guidelines to color: Keep it simple. The recommended number of colors per slide is four. The simple guideline is one color for each item: background, title text, slide text and bullet color. Use color or bold for emphasis only. Be consistent with color use the same background for every slide. This gives the presentation consistency and a professional look. Choose colors appropriate for the output. Color has a psychological impact on us. o o o o o o Yellow shows confidence and optimism. Blue is an Overall Favorite makes up feel calm and tranquil. Earth tones denote friendship. Red shows power, speed or debt. Black represents authority, strength or death Violet is dignified, conservative and frugal Rehearsing the Presentation Take time to practice your presentation. Rehearse the presentation aloud as you advance the slides. As you rehearse, jot down rough spots so you can go back and make revisions. After making revisions, go back and rehearse the presentation again. The audience can tell if you are prepared. PowerPoint 2013 Participant s Guide Page 4

6 Opening a Presentation/Exploring the Interface 1. Click on the Start button. 2. Point to All Programs. 3. Click on Microsoft Office 2013 and then click on PowerPoint Click Open Other Presentations. 5. Click Computer. Navigate to the drive and directory of your presentation Quick Access Toolbar Provides icons for the most frequently used office commands. 2. Ribbon A wide band that runs across the entire window. Each set of primary commands is identified by a tab. 3. Left Pane Displays your presentation as thumbnails. 4. Slides Pane Displays the current slide in your presentation. 5. Views Located on the status bar and provides different ways to view your slide show. These views include Normal View which shows you one slide at a time, Slide Sorter View which allows you to view all your slides and Slide Show View which allows you to view your slides as a show. 6. Notes Pane Allows you to type speaker notes for each slide. 7. Zoom Slider Located on the status bar and allows you to zoom in and out of slide to make it larger or smaller. PowerPoint 2013 Participant s Guide Page 5

7 Views 1. Click Normal View. Divided into three panes outline, slide and notes 2. You may place your mouse on the border of any of the three panes and your mouse will turn into a dual headed arrow. Hold down your mouse button and drag the edge to make any pane larger or smaller. There are many ways to move between slides in this view. They are defined below: Click on the double down arrows or the double up arrows on the vertical scroll bars. Press the PAGE DOWN or PAGE UP keys on your keyboard. Use the single up arrow or single down arrow on the scroll bar. Drag the slide indicator box on the vertical scroll bar. 3. Click on Slider Sorter View. This allows you to view all slides on one screen. 4. Click on Reading View. Click on the Next and Previous arrows to move from slide to slide. You may also click on the Menu button to go to a specified slide. 5. Click on Normal View and click on Slide #1. 6. Click on Slide Show View. This view is used to show your presentation There are many ways to move between slides as defined below: Press ENTER on your keyboard. Click the left mouse button once. Press the PAGE DOWN or PAGE UP keys on your keyboard. Press the N and P keys on your keyboard. You will learn other ways to move through a slide show later in this manual. 7. Click on Normal View. PowerPoint 2013 Participant s Guide Page 6

8 Creating a Blank Presentation 1. Click the File tab on the ribbon. 2. Click on New. 3. Click Blank Presentation. Creating a Title Slide 1. On the first slide of a new presentation, click in the box that says Click to add title. 2. Type your text. (Type The American Culture ) 3. After typing the text, you may wish to format the text. You must first select the text to be formatted. Drag your mouse across the text to select it or click on the outside perimeter. 4. Click on the Home tab and use the formatting features from the Font group. 5. Format your text as you wish. (Make it 48 point size and italic) Adding a Subtitle 1. Click in the area which says Click to add subtitle. 2. Type your text. (Type An in-depth look at unique trivia and statistics ) 3. Select the text and change the text attributes. (Make it 36 point size) Creating a New Slide 1. Click the Home tab on the ribbon. 2. Click New Slide in the Slides group. 3. Choose Title Slide under Office Theme. Exercise: Create Page 2 of the presentation on your own. Make formatting changes as you wish. PowerPoint 2013 Participant s Guide Page 7

9 Changing the Background 1. Click on the Design tab on the Ribbon. 2. Click on the More button in the Themes group. Move your mouse over the various themes to preview. End with Office Theme. 3. Click on Format Background icon in the Customize group. The Format Background pane will appear. 4. Under FILL, choose Solid fill and then click the down arrow beside Color. Click on the various colors to preview. End with Automatic (white). 5. Under FILL, choose Gradient fill. 6. Click on the down arrow beside Preset gradients. Explore the different color choices. (End with Top spotlight accent 1) 7. Click the down arrow beside Type. Explore the various selections. (End with Linear) 8. Click Apply to all. 9. Click Close button to close the pane. PowerPoint 2013 Participant s Guide Page 8

10 Creating and Changing a Bulleted List 1. Create a new slide by clicking on New Slide on the Home tab in the Slides group. Choose Title and Content. 2. Add a title by clicking on Click to add title. Type your text. (Type Largest Cities in the U.S. ) 3. Press Enter. (Type population ). 4. Click where it says Click to add text. 5. From the Home tab in the Paragraph group, click on the down arrow beside the bullet button. 6. Click on Bullets and Numbering. 7. You may choose an existing bullet or click on Customize to see a large selection of other bullets to choose from. 8. Click on the down arrow beside font and make a selection. (Choose Wingdings) 9. Choose a bullet by clicking on it. (Choose a star.) 10. Click OK. 11. Beside Size, change the % of text number. (Change to 65%) 12. After choosing your bullet, click on OK. Other Bullet Information Indenting a Bullet Use the TAB key on your keyboard. Unindenting a Bullet Hold down the SHIFT key and press TAB. Placing a Blank Line between Bullets Hold down the SHIFT key and press ENTER. 13. After changing the bullet, type your list. (Type the following list of items pressing SHIFT and ENTER between bullets) New York, NY 8.3 Los Angeles, CA 3.9 Chicago, IL 2.7 Houston, TX 2.1 Philadelphia, PA Resize the bullet list box to make room for a graphic. 15. Click on the File tab on the ribbon and click on Save As. Maneuver to the correct drive and directory. (Have participants save to the desktop) 16. Save the presentation as The American Culture. PowerPoint 2013 Participant s Guide Page 9

11 Adding a Graphic to a Slide 1. Click on Insert tab on the ribbon and click on Online Pictures in the Images group. The Insert Pictures dialog box will appear. 2. In the Search Office.com box, type a request. (Type New York ) 3. Press ENTER. 4. Click on a picture of your choice and then click Insert. (Try to find Manhattan cityscape at sunset) Resize and move the picture so it fits on the right side of the slide and under the other picture using the steps below. Resizing a graphic: 1. Click once on the picture until handles are around it. 2. Place your mouse on one of the handles until your mouse turns into a dual-headed arrow. 3. Hold down your mouse button and drag the mouse to make the image larger or smaller. Moving your graphic: 1. Click once on the picture until handles are around it. 2. Place your mouse directly on top of the graphic. Your mouse will turn into a four-headed arrow. 3. Hold down the left mouse button and drag the graphic anywhere on the page. 4. Release your mouse button. Formatting the Picture 1. Click on the picture to select it. 2. Click the Format contextual tab. 3. Click the More button in the Picture Styles group. 4. Choose a style of your choice. (Choose Reflected Perspective Right) Exercise: Create Slide #4 on your own. PowerPoint 2013 Participant s Guide Page 10

12 Create a Chart 1. Create a new Title & Content slide. 2. Type the title (Type Pets in the U.S. ) 3. Click the Insert Chart icon. The Insert Chart dialog box will appear. 4. Choose a Clustered Column and click on OK. 5. Type the information you want included in your chart in the Excel spreadsheet. (Type what you see to the right) 6. You may have to drag in the outside blue perimeter of the box. 7. Click the X to get out of Excel. 8. Click the Design contextual tab. Click the Change Colors button in the Chart Styles group and choose a color of your choice. 9. Click the Add Chart Element button in the Chart Layouts group. 10. Click Legend and make a selection. (Choose Right) 11. Click the Add Chart Element button in the Chart Layouts group. 12. Click Data Labels and make a selection. (Choose Outside End) 13. Click Change Chart Type in the Type group. 14. Make another selection. (Choose Pie, 3-D Pie) 15. Click OK. 16. Click the More button in the Chart Styles group and choose a style. (Choose Style 10) Exercise: Create Slide #6 on your own. PowerPoint 2013 Participant s Guide Page 11

13 Creating a Table 1. Create a new Title & Content slide. 1. Type the title. (Type Dog and Cat Names ) 2. Click the Insert Table icon. The Insert Table dialog box will appear. 3. Choose the appropriate number of columns and charts by using the up and down arrows. (Choose 2 columns and 6 rows) 4. Click OK. 5. Type your chart information by pressing TAB to move from cell to cell. (Type what you see below) 6. Click the Design contextual tab and click on the More button in the Table Styles group. 7. Choose a style. (Choose any style you wish) 8. You may wish to resize the table as well to fit nicely on the slide Exercise: Create Slide #8 on your own. PowerPoint 2013 Participant s Guide Page 12

14 Running a Slide Show/Using Slide Show Commands 1. Click on the first slide in the slide show. 2. Click on the Slide Show view icon in the status bar. Your show will begin to play. A B C D E PowerPoint 2013 Participant s Guide Page 13

15 3. Use the below to move through a show. Control Enter, Spacebar, PageDown, N, Down Arrow Key, Right Arrow Key Home, End H Up Arrow Key or PageUp W S B CTRL+P E CTRL+A Esc Description Advances to the next slide Moves to the first or last slide in the slide show Displays a hidden slide Returns to the previous slide Changes the screen to white Pauses the slide show; press again to continue Changes the screen to black Changes the pointer to a pencil to write on your slide Erases drawing Changes the pointer to an arrow Stops the slide show 4. While you are running the slide show, you will also notice a slide show menu bar at the bottom left of the screen. This bar is identified below: A. Pen Options Menu Used to create annotations on a presentation. B. See All Slides Click to view your presentation in its entirety. C. Zoom into the slide Used to Zoom in on an area of the slide. D. Black or unblack slide show E. More Click for additional menu options. 5. Click the X to return to Normal view. 6. Save and close the presentation. PowerPoint 2013 Participant s Guide Page 14

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