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1 UA Technology in Motion ADVANCED POWERPOINT WORKSHOP Robert Mayben: 1 INTRODUCTION 1) The Technology in Motion Program 2) The UA In Service Center Site ( 2 A BRIEF REVIEW Basic PowerPoint Skills: 1) Creating your presentation 2) Slide Layout 3) Changing Background 4) Slide Design 5) Color Scheme 6) Inserting Graphics & Sound 7) Animation & Animation Schemes 8) Slide Transitions A handout with step by step instructions for these procedures can be found by visiting: > Training Site > Workshop Sites > 2005 Archive > PowerPoint Basics PowerPoint Tips & Tricks: Office Tips & Tricks including PowerPoint: 3 POWERPOINT TEMPLATES There are three great ways to utilize the free PowerPoint Templates provided by Microsoft: 1. When you first open PowerPoint, select Templates on Office Online in the Task Pane. 2. As you are working on your PowerPoint, click on Format, then Slide Design, and then scroll to the very bottom to select Design Templates on Microsoft Office Online. 3. Go to the Microsoft Office Homepage ( and search for a template. After you have downloaded it, PowerPoint will open automatically to view the presentation template. 4 STEPS FOR CREATING AN INTERACTIVE POWERPOINT GAME The following steps will present you with the skills necessary to create numerous types of games with PowerPoint. These are the exact steps that I used to create a Who Wants to be a Millionaire type game minus the lifelines. Plan before you begin: a. Write down your questions before beginning your interactive PowerPoint. Advanced PowerPoint 1

2 b. Use a storyboard if you would like to map out the transitions. 1. Start PowerPoint, select your desired design, and create a title slide. 2. Add an action button to the title slide. a. Pull down the Slide Show menu b. Click on Action buttons c. Click on the Forward or Next button d. Move the cursor to the bottom right hand corner of the screen e. Click and drag the mouse to draw the button f. Leave the Hyperlink To setting at Next Slide and click on OK g. Save the presentation as My Quiz 3. Create a Main Menu Slide. a. Click on the New Slide tool, and type Main Menu in the title box. b. Click in the Text box c. Click on the Bulleted List tool to turn it off d. Type Introduction, Questions, and Conclusion (Press Enter twice between each.) e. Add Action Buttons for Introduction, Questions, and Conclusion. f. Leave these Hyperlinked to Next Slide for now. We will return to link them later. 4. Create an Introduction Slide. a. Click on the New Slide tool, and type Introduction or a Creative Title. b. In the text box, type your directions. c. If you wish to include a link to the Internet, you may add an action button or hyperlink text. To hyperlink text, select the text, right click on it, and left click on hyperlink. You must then type the address into the address bar. To hyperlink an action button, select hyperlink to URL, and then type the address in the box. d. Next, add an action button that goes to Question 1. We will return to link this later. 5. Create Question #1 slide. a. Click on the New Slide tool b. Click in the Title and type Question 1 c. Click in the Text d. Click on the Bulleted List tool to turn it off e. Type: Your Question f. Press Enter g. Click on the Bulleted List tool to turn it back on h. Type: Answer 1 and press Enter i. Type: Answer 2 and press Enter j. Type: Answer 3 Advanced PowerPoint 2

3 k. Optional: We can add action buttons or hyperlinks for each answer. This will be your decision. I will demonstrate both methods. See pages 6 7 for instructions. l. Save the presentation It is good practice to save after creating each new slide. 6. Create Correct Answer Slide. a. Click on the New Slide tool b. Format this slide as you desire. c. Add an action button to move to the next question. 7. Create Incorrect Answer Slide a. Click on the New Slide tool b. Format this slide as you desire. c. Add an action button to return to the Last Slide Viewed. 8. Link action buttons to correct and incorrect answer slides. a. Click on the Desired Slide. The following steps will be performed for each button. b. Right click on the Action Button. c. Left click Edit Hyperlink. d. Select Hyperlink to Slide in the drop down menu. e. In the window that appears, select the appropriate slide, and click OK. 9. Repeat Steps 5, 6, & 8 for Each Question. Do not repeat #7. (Incorrect goes last!) a. Please note, you can copy and paste your slides. b. To do this, click once on the Slide in the Slide Pane on the left side of the screen that you wish to copy. c. Go to Edit, and then Copy. d. Next, click on the Slide that you wish to place the Copied Slide after, and go to Edit, and then Paste. e. This is good practice because it maintains the format for your question slides, and you do not have to create a correct answer slide each time. f. You can rearrange your action buttons so that you do not have to link the no slide on each slide. You will need to link the correct answer button each time. 10. Add Sound to Action Buttons a. As you are hyperlinking the Action Buttons as in step 9, place a check in the Play Sound box at the bottom of the Action Settings window. b. Select the desired sound effect. c. To choose a custom sound, select Other Sound. d. Locate the file, and click OK. e. Please Note: PowerPoint will only play.wav files. Resources for.wav files include: Advanced PowerPoint 3

4 dir.yahoo.com/computers_and_internet/multimedia/audio/archives/wav Create the Review Slide or Slides (Optional) a. Click on the New Slide tool b. Format this slide as you desire. c. Add an action button to move to the Conclusion Slide. d. This can be used to sum up the content of the interactive presentation. 12. Create Conclusion Slide a. Click on the New Slide tool b. Format this slide as you desire. c. Add an action button to return to the Main Menu Slide. d. You may also place an End Show or Quit Button on this slide. e. Add an action button and hyperlink it to End Show. 13. Return to Main Menu Slide to Link Action Buttons a. Click on the Desired Slide. The following steps will be performed for each button. b. Right click on the Action Button. c. Left click Edit Hyperlink. d. Select Hyperlink to Slide in the drop down menu. e. In the window that appears, select the appropriate slide, and click OK. 14. Turning off the Advance on Mouse Click Option The PowerPoint Presentation needs to be set to Kiosk in order to de activate [Page Up] and [Page Down] and to disable mouse click to advance slides. Setting a presentation to be browsed at a kiosk means that the PowerPoint Show will take up the entire screen and only Action Buttons or hyperlinks can be used to navigate. a. Pull down the Slide Show menu and choose Slide Transition b. In the Task Pane under Advance Slide, turn off the On Mouse Click option c. Click on the Apply To All Slides button d. Go to the Slide Show menu and select Set Up Show: Browsed at a Kiosk 15. Saving as a PowerPoint Show To make your interactive PowerPoint presentation easier for students to use, you can save it as a PowerPoint show, which creates a.pps file. When the.pps file is double clicked, instead of starting PowerPoint, you are taken directly to the show. Save your Presentation as a PowerPoint Show a. Make sure you have saved your presentation Advanced PowerPoint 4

5 b. Pull down the File menu and choose Save As c. In the Save As Type box at the bottom of the dialog box, choose PowerPoint Show d. Click on Save Viewing your Show a. Exit from PowerPoint b. Navigate to your PowerPoint Show and double click on it c. You can use your buttons as you did in the regular PowerPoint presentation d. To end the show prematurely, press the Esc key on your keyboard 16. Saving your Presentation for use on another Computer a. Office 2003: File > Package for CD > Name the CD > Select Location > OK > Close b. Office XP: File > Pack and Go > Follow Directions on the Screen 17. Game Templates a. My Jeopardy Game Templates can be downloaded at b. Many templates can be found by going to > Online Practice Modules > PowerPoint (Scroll to the bottom of the page.) c. Use Google to search for PowerPoint Games or PowerPoint Jeopardy d. This site has numerous game downloads: 5 INSERTING MOVIES INTO POWERPOINT Movies can be excellent resources for interactive PowerPoint games or presentations. The movie can be imbedded into or hyperlinked to a slide. In a quiz, students can watch the video, and then take the interactive quiz to review important information. In a presentation, video can enhance or illustrate a concept or idea. BEFORE WE BEGIN: 1. We will need to download a video to insert into PowerPoint. 2. A free and excellent resource for instructional videos is which is a partner of APTPlus. I will give you the code for your school in order for you to set up an account, and then I will walk you through downloading a video. 3. After downloading the video, we will explore both embedding and hyperlinking. HYPERLINKING 1. To insert a hyperlink, start by highlighting text, or selecting the picture or clip art image on the page that you wish to use for the link. 2. Go to Insert > Hyperlink. 3. Click Browse for File. Then click Select (different versions of PowerPoint may give you a different message). 4. Navigate to where you saved the downloaded clip. 5. If you do not see the video in your folder, click on the pull down menu at the bottom of the screen that says Files of Type. Select All Files to show all files in your folder. Advanced PowerPoint 5

6 6. Double click on the video. 7. Click OK when finished to close your hyperlink window. 8. The selected text should now be underlined and colored. 9. To test your link, you will need to go to the Slide Show view. Position the mouse over the link. The cursor will change to a pointing finger. Left click to activate the link and open the media player. EMBEDDING 1. To insert a video, go to Insert > Movies and Sounds > Movie from File (No text is needed to insert the video.). 2. Navigate and select the video and click OK. 3. Decide whether you wish to have the video play automatically or not. 4. To resize your video: a. Click once on the video. b. Position the cursor over one of the four corner handles of the image, hold down the mouse button, and drag to resize the image as needed. 5. To test your video clip, go to Slide Show > View Show. When you position the cursor over any part of the video image on the slide, the cursor will change from an arrow to a pointing finger. If you chose the option to start the video manually, left click to start the play. PROBLEMS WITH INSERTING A MOVIE INTO YOUR PRESENTATION This very simple task can create issues when transporting your presentation to another computer. Some simple ideas to help eliminate any headaches are: 1. Create a folder for all of your presentation files. 2. Place all of your files including your movie into this folder before inserting into the presentation. 3. If your movie will not play when you transport it to another computer, delete it from your presentation, and then insert it again. (Sound is often affected this way as well!) 4. Use Package for CD or Pack and Go options from step 15 in section 4 above. 6 INTERACTIVE POWERPOINT QUICK REFERENCE SECTION ADDING ANIMATION 1. Pull down the Slide Show menu or Right Click on the Graphic/Text and choose Custom Animation 2. Custom Animation appears in the Task Pane 3. Click on the item you want to animate 4. Click on the Add Effect button and choose Entrance 5. Choose an effect from the list or click on More Effects for a longer list. Once you have chosen an effect, click on OK. To preview effects, click play at the bottom of the task pane. Advanced PowerPoint 6

7 ADDING SOUND TO ANIMATIONS 1. After adding animation, click on the drop down arrow of the animation detail box in the Task Pane 2. Choose Effect Options 3. Click on the drop down arrow in the Sound box and choose a sound, and click OK. SETTING ANIMATION ORDER & DELETING ANIMATIONS 1. Notice in the Task Pane that each animation has a number beside it. These numbers correspond with a number on the slide. 2. To change the order, click on the animation that you would like to move on the Task Pane, and then click one of the reorder arrows at the bottom. 3. To delete an animation completely, click on the drop down arrow next to the animation you wish to delete, and then click remove. HYPERLINKING 1. Select the text, object, or button that you wish to hyperlink, right click on it, and then click Hyperlink. 2. Select the file, slide, or website that you wish to hyperlink to, and then click OK. SETTING SLIDE TRANSITIONS You can add transitions to slides as they move on and off the screen. 1. Pull down the Slide Show menu and choose Slide Transition 2. When you click on a transition in the Task Pane, it is applied to the current slide. 3. To Apply the transition to all slides, click on Apply to All Slides in the Task Pane. 4. The sound and speed can be changed by selecting one of these options on the Task Pane. 5. Check the box for change slides either on mouse click or after a selected amount of seconds to advance to the next slide. Click Apply to All Slides if you want all slides to transition like this. 6. For an interactive PowerPoint, you should deselect both choices. 7. To add sound, locate modify transition, and then select your sound from the drop down menu. ACTION BUTTONS To add Action buttons to a presentation: 1. Pull down the Slide Show menu 2. Choose Action buttons 3. Choose a button from the fly out menu Previous and Next buttons Beginning and End buttons Return to Previous button 4. The mouse pointer changes to a black cross. Advanced PowerPoint 7

8 5. Move the mouse pointer where you want the button and click and drag the mouse to draw the button Tip: You can use graphics (pictures) as action buttons: 1. Insert the graphic 2. Right click on the graphic and choose Action Settings 3. Choose Hyperlink to: 4. Choose an option 5. Click on OK 6. Choose the desired Action Setting and click on OK. Select relevant option to Hyperlink to, e.g. select Slide when wishing to select a specific slide within the presentation. 7. Sound can be added by checking the box at the bottom of the window, and then selecting your desired sound effect. 8. After returning to Normal View, action buttons can be formatted (change colors, add pictures, etc.) by right clicking on the button, and then selecting format button. 7 MORE ADVANCED FEATURES SOUND TIPS 1. To insert a sound, go to INSERT, Movies and Sounds, choose Sound from Clip Organizer or Sound from file. 2. If you do not want the speaker icon to appear in the show, you can drag it off of the slide, and it will still play as you have instructed. 3. You can also hide it behind clipart, buttons, or images by right clicking on the speaker, and choosing order, and then send to back. You can then drag the speaker behind a graphic. Be sure you are away from text placeholders because the speaker will not be able to be moved if it has been placed behind one of these. RECORDING SOUND 1. Make sure you have a built in microphone on your computer, or plug a microphone into the mic jack. If the mic has a switch, make sure it s turned on. 2. Pull down the Insert menu, point to Movies and Sounds, and then click Record Sound, and a dialog window will appear. 3. When you are ready to speak, click the Record button on the control panel. 4. Speak into the microphone. 5. When you re finished, click the Stop button. 6. Click the Play button to hear your sound. Advanced PowerPoint 8

9 7. When you are satisfied, click OK. A picture of a speaker will appear on your slide. Note: The sound is stored within the PowerPoint presentation; a separate sound file is not created. PLAYING A SONG THROUGHOUT YOUR PRESENTATION 1. Insert your desired song. 2. Click on Slide Show, and then select Custom Animation. 3. Locate your song in the Custom Animation Menu. 4. Click the drop down menu, and then select effect options. 5. Select Stop Playing After X number of slides. (A good practice is to put one more than the number of slides in the presentation.) Then Click OK. AUTOMATIC SLIDE SHOWS You can create presentations that will run automatically and loop repeatedly. To do this, you need to set a time that each slide will be displayed on the screen. Rehearse Timings 1. Pull down the Slide Show menu and choose Rehearse Timings 2. On the Rehearsal toolbar, click on the Next tool to advance to the next slide 3. At the end of the presentation, click Yes to accept the timings or No to start over. Set Timing on Individual Slides 1. Pull down the Slide Show menu and choose Slide Transition 2. Find Advance Slide in the Task Pane 3. Turn on Automatically After and set a time such as 00:05 for 5 seconds. This timing will be set for the currently displayed slide, unless you click on the Apply to All Slides button THE SLIDE MASTER Every presentation has slide masters that control the overall appearance and layout of each slide. The master slide contains all the formatting information that the template brings into the presentation. All changes made to the master slide will be reflected on each slide in your presentation. From a design aspect, it is best to change any text formatting from the Master Slide to maintain consistency throughout your presentation. To view the Slide Master: 1. Click view on the menu bar, then master, and then slide master. 2. Any formatting of text, bullets, or colors will be shown on all slides in your presentation. 3. Images placed on the master will also be on each slide. 4. Transitions and animations can also be placed on each slide from the master. Advanced PowerPoint 9

10 8 PRINTING SETTING UP COLOR SLIDES FOR BLACK AND WHITE PRINTING Most presentations are designed to be shown in color, but handouts are usually printed in black and white. Shaded fills, filled objects, and backgrounds that look great on screen can make printed handouts unreadable. PRINTING A PRESENTATION You can print your entire presentation the slides, outline, speaker's notes, and audience handouts in color or in black and white. When you print audience handouts, you can print one, two, three, four, six, or nine slides per page. No matter what you're printing, the process is basically the same. You open the presentation you want to print and choose whether you want to print slides, handouts, notes pages, or an outline. Then you identify the range of slides to be printed and the number of copies you want. 1. Pull down the File menu and choose Print 2. Under Print Range, choose All, Current Slide, or Slides and type in the slide numbers you wish to print. 3. Under Print what, click on the drop down arrow to choose Slides; this is the default; Handouts (and the number of slides per page); Notes Pages; or Outline View. Choosing Handouts with 3 slides per page gives you the lines on the side. 4. Click on Grayscale to print to a black and white printer. 5. If the slides are larger or smaller than the paper to be printed on, choose Scale to Fit Paper 6. To add a thin frame around the border of the slides, click on Frame Slides 7. When finished choosing options, click on OK. Advanced PowerPoint 10

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