PowerPoint 2007/2010 Part II. Goal: Add a sound file to a presentation and have it play in the background for the entire presentation.

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1 PowerPoint 2007/2010 Part II Working with Multimedia Sound/Audio Goal: Add a sound file to a presentation and have it play in the background for the entire presentation. In 2007: Click on the Microsoft Office button and Open an existing PowerPoint presentation. In 2010: Click on the File tab, an Open an existing PowerPoint presentation. Navigate to the Insert tab, Media Clips/Media group and click on Sound/Audio. Click on the drop down arrow for sound/audio file options: Sound from File Clip Organizer/Clip Art Audio Record Sound/Audio Play CD audio track (must have CD in player) (2007 only) Sound/Audio from File From the insert Sound/Audio dialog box, navigate and select one of the supported file types: wma Windows Media Audio Mp3 MPEG Audio 3 wav Windows Wave Form mid or midi Musical Instrument Digital Interface au Unix Audio aiff Audio Interchange File Format 1

2 PowerPoint 2007 will ask how to play the sound file, Automatically or When Clicked. When a sound file is inserted, a sound icon will display, usually in the middle of the slide. Move the icon to the lower right or left of the slide New to 2010, you can trim the audio in PowerPoint. The Ribbon should display a context sensitive tab when the sound icon is selected. 2007: Sound Tools: Options: 2010: Audio Tools: Playback By default, the Sound/Audio icon will display on the slide when in Slide Show View. Select the sound icon and move it to the bottom corner of the screen and select the option in the Ribbon to Hide During Show. Clicking on the Preview/Play icon will play the sound file. The Slide Show Volume/Volume icon will allow various settings. In 2007, adjust the option for Play Sound to Play across slides, if you want the audio to continue during all slides. In 2010, adjust the option for Start to Play across slides. Remove Sound/Audio File Remove the Sound/Audio file by clicking on the sound icon and pressing the delete key. 2

3 Inserting a Sound/Audio from Clip Organizer Inserting sound/audio from Clip Organizer/Clip Art Audio is similar to adding ClipArt. However, when you insert a sound/audio from the Clip Organizer/Clip Art Audio, you will only see sound/audio files and not images. Select a sound/audio file from the Clip Art Organizer and choose to play on click. The Sound icon will display on the slide. Choose as to whether or not the sound icon should be hidden (see previous page). Tip: right-click the mouse on the sound icon to see Sound Properties Inserting Movie/Video Adding a Movie/Video file works much the same as inserting a sound file. Position the cursor on the slide where you want to insert the video. Some slide layouts provide an icon option to add a video. From the Insert tab on the Ribbon, select the Movie/Video icon. Navigate and point to one of the selected movie/video file types: asf Windows Advanced Streaming format avi Windows Audio Video Interleave mpg or mpeg Moving Picture Experts Group movie file wmv Windows Media Video swf Adobe Flash Video (NOTE: 2010 only) Select the video on the slide and notice the context sensitive tab on the Ribbon. 3

4 Tip: Resizing a video window may cause loss of quality. New to PowerPoint 2010: Insert Video from Web site Launch a Web browser and navigate to the video-sharing Web site (e.g., YouTube or Hulu). Locate the video and click on Embed: Copy the entire embed code for the video. Switch to PowerPoint. From the Insert tab, Media Group, Video drop-down, choose Insert Video from Web site. Copy and paste the embed code and click on Insert. NOTE: this option may not work in all situations. Computer must be connected to the Internet and allow access to the Internet site. You are not actually embedding the video; just supplying a link. 4

5 Animating Objects In PowerPoint, you can animate any object on a slide and/or the slide itself. Tip: Depending on your presentation audience, you may or may not want/need animation. Select the object to be animated and switch to the Animation tab in the Ribbon. Looking at the ribbon, I can see in the Animation Group that I currently do not have any animation for the selected object. Animate: No Animation. Select the drop-down for Animate and notice some available options or you can choose Custom Animation. Custom Animation/Add Animation Select Custom Animation/Add Animation and a task pane will be displayed. Each object on the slide can have one or more effects added to it. Again, options will depend on your presentation and your audience. Select the Add Effect button and view the options listed. When an animation is selected, you will see a preview of the animation on the slide. For every animation added to a slide, a reference to it will be displayed in the Custom Animation task pane. Each custom animation will be numbered and appear on the slide during the slide show in its numeric sequence on the slide. If you mouse over and click on the drop down arrow for any given animation, you will get a menu displaying additional options. 5

6 Should the custom animation start on click?? With previous (another effect or animation)? After what? Effect Options will supply details of the custom animation and allow you to tweak the settings for the selected object. Adding Custom Animation to Smart Art Select the Smart Art on the slide. From the Animation tab, select the Animate drop-down arrow and choose Custom Animation. Add an Entrance effect and look at the properties for Start, Direction, Speed. If all objects in the SmartArt appears as one object, then for the selected object, go to Effect Options, click on the SmartArt Tab and choose Group Graphic one by one. Go to the Slide Show View to see the custom animation. Adding Custom Animation to a Bulleted List Select the place holder containing the bulleted list. From the Animation tab, select the Custom Animation button. Add Effect, Entrance, and choose a style. Next, change the appearance of the bullets so that they appear one at a time. From the Effect Options menu, select the Text Animation tab, click on the drop-down arrow for Group Text by: and choose the level of Bullets. This change will allow the presenter to control the bulleted list and display one item at a time instead of a list or all at once. 6

7 Slide Transitions A slide Transition is a type of animation as you move from one slide to the next. Slide Transitions can use some of the same type of animations applied to objects. Navigate to the Animations/Transitions tab and look at the available options. Click on a transition to see a preview of the effect on your slide. Each slide can have a unique transition or apply one transition to all slides in the presentation. Once a transition has been applied to a slide, determine if a Transition Sound should be used and/or if the Transition Speed should be changed. Again, you can apply these setting to one slide, slide by slide, or you can Apply to All. Test the PowerPoint Show and see how the transitions work in your presentation. Tip: Because the advance to next slide is set to mouse click, you will need to click the mouse to navigate from one slide to the next. Tip: if you set the Advance Slide option to Automatically After and set a specific time (usually seconds), PowerPoint will automatically advance from slide to slide while in the PowerPoint show based on the time settings. NOTE: use the Apply To All option to easily add the timing to each slide in the presentation. Setting up a Kiosk There are two steps to complete when setting up a kiosk for a PowerPoint presentation. One, timings must be recorded for each object and its special effects, along with instructions of when to transition between slides. Second, the presentation must be set up in a kiosk mode where it loops through the presentation over and over again using existing transition, effect and timings. Rehearsing Timings Record Timings PowerPoint enables you to set both fixed slide transition timings, as well as to rehearse the time it takes to deliver your presentation. After you rehearse a presentation, you can save those timings to deliver automatically. 7

8 Slide Show Tab, Rehearse Timings. From the Slide Show tab, select Rehearse Timings. This will switch you to rehearsal mode and will display a Rehearsal toolbar in the upper left corner of the screen. Next Pause Slide Time Repeat Elapsed presentation time While rehearsing the slide show left click the mouse button to advance to the next slide or to insert objects, transitions, effects, and animations. When finished rehearsing your presentation, a dialog box will appear asking if you want to save the timings. If you choose yes the presentation opens in Slide Sorter View with the timings displayed under each slide. To turn off the timings, deselect the Use Rehearsed Timings in the Set Up Group on the Slide Show tab. If the timings aren t quite right, go through the Rehearse Timings, again. Note the Slide Transition can be displayed from the Slide Sorter View or the Normal View. Planning a Show Setting Up the Kiosk Mode Choose Set Up Show from the Slide Show Tab From the Set Up Show dialog box select the show type. Presented by a speaker (full) is the default viewing option for slide shows. Browsed by an individual (window) enables an individual to control and view the presentation in PowerPoint s Browser. Browsed at Kiosk (Full Screen) creates a self-running show that loops continuously. Loop continuously until Esc is only available with the Presented by speaker (full screen) option. 8

9 Specify the slides you want to include in your presentation. Tip: Select an advanced slide option. Note: you can t advance slides manually if it is set up in kiosk mode. Also, choosing Manually in this field overrides any timing you previously set. PowerPoint 2010 Set Up Show Other PowerPoint Features Hide a Slide The Hide Slide feature is located on the Slide Show tab, Set Up Group. The purpose of the Hide tool is to temporarily hide a slide within a presentation. Hide a slide by first selecting a slide and then selecting the Hide Slide icon. The hidden slide will be identified in the Slide Sorter View/Normal View with a slash through the slide number. Remove the Hide tool from a slide by first selecting the hidden slide and then selecting the Hide Slide icon (this tool uses a toggle on/off feature). 9

10 Custom Shows Custom Shows enable you to create customized PowerPoint presentations designed for different audiences without having to create multiple presentations. Open the presentation in which you want to generate a custom show. Navigate to the Slide Show Tab and select Custom Slide Show. From the Custom Shows dialog box choose the New button. From the Define Custom Show dialog box name the custom show in the Slide show name field. Next, select a slide from the Slides in Presentation field and click the ADD button to copy it to the Slides in Custom Show field. When finished choose OK. The Custom Shows dialog box displays all custom shows within the presentation. This dialog box can be used to create, edit, remove, copy or show custom shows. 10

11 Hyperlinks Hyperlinks can be a great tool to use in PowerPoint while lecturing or giving a presentation. A Hyperlink is a quick and easy way to navigate from one place to another during a presentation. Examples of hyperlinks can be to a web site, another slide in the presentation, another file, a graphic, a sound file, a movie, , and several others options. Creating a Hyperlink to a Web Page Start by selecting the text or object that will be used as the hyperlink. Next, select the Insert Tab and choose the Hyperlink icon. From the Insert Hyperlink dialog box, position the cursor in the Address field and type the web site URL (complete web address) or copy and paste a URL from a web browser in the field. Example: if wanting to connect to the CSU web page, then your address would be: Press OK when finished. Edit a Hyperlink Edit a hyperlink by right-clicking with the mouse on the object setup as a hyperlink and choosing Edit Hyperlink from the menu. Remove a Hyperlink Remove a hyperlink by right-clicking with the mouse on the object setup as a hyperlink and choosing Remove Hyperlink from the menu. Tip: Hyperlinks become active when you run your slide show, not when you're creating the show. 11

12 Tip: Text hyperlinks appear underlined and in a color that coordinates with the color scheme. If your hyperlink colors don t match your presentation, then modify your hyperlink colors by choosing the Slide Design tab, Colors drop down menu. Either select a new color scheme or choose Create New Theme Colors to launch the dialog box. Click on the Hyperlink/Followed Hyperlink icon to modify the color scheme. Creating a Hyperlink to a File Start by selecting the text or object that will be used as the hyperlink. Next, select the Insert Hyperlink icon from the Insert tab. Navigate to the drive/folder and select the file for the hyperlink. Press OK when finished. 12

13 Creating a Hyperlink using an Action Button An Action button is an object that can be drawn on a PowerPoint slide and then set up as a hyperlink. The Action Shapes are located on the Insert Tab, Shapes icon drop down menu. From the Shapes drop down menu, select the appropriate Action Button for the slide. Draw the shape by positioning the cursor on the slide, left-click and drag the mouse to draw the shape. Once the shape has been drawn, the Action dialog box will display for hyperlink options. Action Settings Under Action on click click on Hyperlink to: Choose the destination slide for the link click on OK when finished. To resize the Action Button on the slide or move it, make sure the Action Settings dialog box is closed and then select the object and move/resize. Edit the Action Settings by selecting the object and clicking on the Action icon on the Insert tab. Modify the color scheme of the Action Button by double clicking on the Action Button. The ribbon will switch over to Drawing Tools, Format where the formatting attributes can be modified. 13

14 Controls and Tools for Giving Your Presentation Next slide Previous slide End show Display Pen click the left mouse button; use the right or down arrows; or press the space bar use the left or up arrows; press Backspace press the Esc key press CTRL-P to change pointer to a pen; CTRL-A returns to arrow New PowerPoint Slide Show Tools Slide Show Shortcut Keys Selecting Help from the Slide Show tools will display the shortcut dialog box for Slide Show View. 14

15 Printing Handouts In 2007, go to the Office Button, Print Menu. Printing Handouts is an option under the Print What section. In 2010, go to the File tab, Print. Office 2010 offers a preview pane on the right side of the window that clearly shows what will be printed for each option. When you print audience handouts, you can print one, two, three, or six slides on a page. Tip: Be sure to change the Color/grayscale option to Black and White to save toner and make handouts more readable. Another way to print handouts is to send your file to MSWord. Select the Office Button, Publish, Send to Word from the menu. When you send the presentation to MSWord, you have even more options for printing. New in PowerPoint 2010 Go to File, Save & Send to find new tools for sending, packaging and sharing your PowerPoint presentation. Explore Create a Video for sharing to the Web. Package Presentation for CD creates a secure way to present your presentation on another computer. All files (audio and video) can be imbedded and linked files can be included in the package. Also, the process will create a PowerPoint Viewer application that ensures your presentation can be played on any computer. 15

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