POWERPOINT - THE WOW FACTOR

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1 INFORM A TION TECHNOLOGY SERVICES POWERPOINT - THE WOW FACTOR LEARNING GUIDE

2 Course Overview Welcome Feedback Purpose Learning outcomes Format Learning guide Information Technology Services is happy to provide you with this training opportunity. We hope that you enjoy it and the time you invest in participating is valuable to your work here at Massey University. Upon course completion please fill out the online ITS Course Evaluation form. Your feedback is confidential and the information you provide allows us to deliver relevant and high quality ITS training for staff. This course follows PowerPoint Essentials and shows you how to captivate your audience using more advanced functions such as video, animations and transitions. By the end of this course you will be able to: Use animations in your slides Apply transitions to your slides Add action buttons Insert a video from YouTube for offline viewing Print multiple slides per sheet Export your presentation to MS Word for printing Package a slide show onto a pen drive, CD or DVD Hours face to face learning Please return printed material to the Trainer at the end of the session. A digital copy of this document is available online. ITS thanks you for considering the environment before printing. Help & information For help or information in addition to what is provided in this training please visit: Microsoft PowerPoint Tutorial Page of 16

3 Contents Slide Transitions... 4 Animations... 6 Adding buttons Playing Videos in PowerPoint... 1 Printing multiple slides per sheet (hand-outs)... 1 Exporting to MS Word Packaging a Slide Show Page of 16

4 Slide Transitions Introduction Slide transitions happen between slides. Applying slide transitions To apply a slide transition follow the steps below: 1 Select any of your slides. On the Transitions tab, select the More button to reveal the all transition options in the gallery. Select the transition that you would like to apply to your slide. You can change the slide transition duration You can add a transition sound, but this can be very distracting for your audience. Choose a transition Click the More button to see all available transitions. Click here to apply the transition to all of your slides. On mouse click next slide appears after one click After next slide appears after a set time. To remove a transition from a slide select Transitions > None. Page 4 of 16

5 Slide Transitions, continued Exercise 1 Transitions 1 Open the Massey Key Facts PowerPoint presentation. Change all slides to automatically advance after seconds. 1. Select the first slide.. Select Transitions and in the Timing group under Advance Slide select the tick box to the left of After, and using the direction arrows scroll to seconds.. Select the button Apply To All. 4. Test that this is working, by selecting random slides and looking at the Timing settings. 5. Change back the Advance Slide setting to On Mouse Click only by removing the tick in the After box and selecting Apply to All. Select random slides to test that this has worked successfully. Add the box transition to slides 4, 7 and 9 with a slide transition of.5 seconds. 1. In normal view, keep the control key down and select slides 4, 7 and 9.. Select Transitions > Box.. In the Timing group type 0.50 in the Duration box and press Enter. 4. Check that the duration of each of the selected slides has been changed to.5 seconds. 4 Select slide 1 and then change to Slide Show view to make sure the transitions display correctly. 5 From Slide Show view press Esc key to return to Normal view Page 5 of 16

6 Animations Introduction Adding animations to your PowerPoint slides can help to capture the attention of your audience and highlight key points in your content. They can also help to ensure a smooth transition between your topics. When a new slide appears, your audience tries to read the slide. If you start talking immediately, they may miss your explanations! Adding some movements on your slides helps your audience to be aware and motivated to your presentation. However, using too many animations can be distracting. Applying animations To apply an animation to your slide, follow the steps below: 1 Select the slide in which you wish to apply an animation. Select an object on your slide. Select an animation from the gallery, to apply to the selected object. Click here for more animations There are four categories of animations Click here for more effects in each category Removing animations To remove an animation follow the steps below: 1 Select the object you wish to remove the animation from. Go to Animations > and select None. Page 6 of 16

7 Animations, continued The Animation Pane Click on the Animation Pane to see an overview of the slides animations. Removing animations To remove an animation follow the steps below: 1 Open the Animations Pane. Select the animation you want to remove and press the delete key on the keyboard OR Right click on the animation and select Remove. Animating Multiple Objects You can apply the same animation to multiple objects: Select all the objects that you want to customise in the same way. 1 Tip: Hold down the Ctrl key and select each object you would like to apply the same animation to. Select an animation from the animation gallery that you want applied to the selected objects. Page 7 of 16

8 Animations, continued Applying custom animations You can apply animations to different objects/text on the same slide: 1 Select text or an object on your slide. Apply an animation to the selected text or object. Repeat steps 1 and above for each group of text or object to be animated. The custom animation order number appears on the objects that you selected. A star mark appears next to the slides that have animations and/or transitions applied. 4 Exercise - Animations 1 Select slide 5. Apply bullet points to each of the paragraphs. Select the first bulleted-list item and then select Animations > Add Animation and select the Float In animation. 4 Perform step for the next two paragraphs. 5 Select the first picture (Massey University sign) and add the Fly In animation. 6 Repeat step 5 above for the next pictures. 7 Change to Slide Show view to make sure the animations display correctly. 8 From Slide Show view press Esc key to return to Normal view Page 8 of 16

9 Animations, continued Modifying animations You may wish to change the type of effect after you apply the animation: 1 Make sure that the Animation Pane is being displayed. Select the animation to be modified. You can change the order of effects by dragging them up or down the list. Select a different animation. Page 9 of 16

10 Exercise Changing the order & timings of animations We are going to change the order and timing of the animations so that on the first mouse click, the first paragraph and its photo will appear. On the second mouse click the second paragraph and its photo will appear, etc. 1 Select slide 5. 4 In Animation Pane select the first picture (Picture ) and move it into the second position in the list of animations. Select the drop down arrow to the right of Picture in the animation pane and select Timing. In the Timing tab select the drop down arrow to the right of Start and select After Previous 5 Add a second Delay. 6 Click OK. 7 8 Repeat steps 1 5 above for the two remaining pictures to make each picture appear after each paragraph. In the Animation Pane, click the Play button. Make sure that the animations are displaying correctly. The next step is to reverse the order of the animations. 1 Change the order of the animations so that the last photo appears on the slide first and then after seconds, it s associated paragraph. Do this for the other two pictures as well. Note: Remember to check the settings for each animation to play appropriately. Play the slide, to test that the animations are appearing correctly Page 10 of 16

11 Adding buttons Introduction By adding a button to a slide you can make something happen whether it is playing a movie or sound or navigating to other slides in your presentation. General button Follow the steps below to insert a button. Insert > Shapes > Buttons > Choose a button 1 Once you have chosen your button you will notice the mouse pointer is now a +. Move your mouse to the slide and click and drag to make your button. Notice that there are tabs, Mouse Click & Mouse Over. Choose the tab for the option you would like to use. 4 5 Now you can choose the action. 6 Select OK. Note: You can get back to the settings Dialogue at any time by right clicking on the object you wish to change and choosing Edit Hyperlink. Page 11 of 16

12 Playing Videos in PowerPoint Introduction There are two different methods you can use to play a video in PowerPoint. A. Embed a video This inserts the video into the PowerPoint presentation (Insert > Video > Video from File), and increases the file size of the presentation. B. Link to a Video This is the recommended method as it allows you reduce the file size of your presentation, and does not have as many compatibility issues as embedding. Note: To prevent possible problems with broken links, it is a good idea to copy the videos into the same folder as your presentation, and link to them there. Link to a video Follow the steps below to link a button to a video. 1 Insert a custom button Insert > Shapes > Choose a button. Click and drag the button to the desired size / shape. Change on click to Hyperlink to > Other File (drag the scroll bar to the bottom of the list). 4 Select the movie from the Hyperlink to Other File dialogue box and select OK. 5 Select OK to close the dialogue box above. Exercise 4 Buttons In this exercise we are going to launch a video via an action button. 1 Insert an action button into slide 10. a. Select Insert > Shapes > button. Once you have chosen the button your mouse pointer is now a +. b. Move your mouse button to the slide and click and drag to make your button. Change the Mouse Click > on click radio button to Hyperlink to > Other File. Browse for and select the video clip Massey University Manawatu Campus. Click OK. 4 Test that the button works in Slide Show view. Page 1 of 16

13 Printing multiple slides per sheet (hand-outs) Introduction In PowerPoint, you can print out multiple slides to one sheet of paper. These make good hand-outs for presentations and also help to save paper. Print layout To select the number of slides per sheet follow the steps below: 1 Select File > Print. Select Full Page Slides. Select the number of slides you wish to be printed on each page. Page 1 of 16

14 Exporting to MS Word Introduction You may like to export your slides to MS Word. You have a variety of options to choose from. Export options Follow the steps below to export your presentation to Word: 1 Select File > Save & Send > Create Handouts. Select Create Handouts again. Choose an option and then select OK. Note: If you select the radio button Paste Link, when you make changes to the PowerPoint File you also have the choice of updating the Word file. This is a good choice if you are likely to make changes to the PowerPoint file. Page 14 of 16

15 Packaging a Slide Show Introduction You can package your slideshow, to include a PowerPoint slideshow viewer. If you need to use the slideshow on someone else s computer which doesn t have PowerPoint installed on it, you will still be able to display your slide show Packing for USB Follow the steps below to package your presentation for copying to a USB drive: 1 Select File > Save & Send > Package Presentation for CD. Select Package for CD again. Add any additional files you may need: a) If you have music or video included in your slideshow include these files. b) I always package with the PowerPoint viewer you never know when you will need it Page 15 of 16

16 Packaging a Slide Show, continued Packing for USB, continued Follow the steps below to package your presentation for copying to a USB drive: Select the button Copy to Folder. 4 Browse to your USB drive and press Select. 5 Then select OK. A dialogue box, asking if you want to include linked files in your package will display. Select Yes 6 Exercise 5- Export & Package 1 Export the Massey Key Facts PowerPoint presentation to Microsoft Word and save it. Package the Word document that you created in step 1 above together with the Massey Key Facts PowerPoint presentation and the linked video file (Massey University Manawatu Campus) to a folder. Note: Linked Files will (by default) be added to the packaged presentation. Page 16 of 16

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