PowerPoint III 2007 Tutorial

Transcription

1 Part of this tutorial was adapted from a tutorial by see its complete version at PowerPoint III 2007 Tutorial Slide animation... 1 Adding Animation to Slides... 2 Adding a Custom Animation... 2 Reordering Animations Using the Custom Animations Pane... 3 Animate a SmartArt graphic... 4 Adding Transitions to Slides... 6 Removing Transitions... 7 Removing Animation: Custom Animation Pane Option... 7 Removing Animation: Group Option... 8 Creating a Photo Album... 8 Reordering Slides Creating Presenter s Notes Normal view Notes pages Adding Action Buttons Using the Pen Tool in a Slide Show Adding Sound to a Presentation Adding a Recorded Sound Adding a sound file from a CD Adding a sound file from File Adding Narration Rehearsing a Slide Show Setting Up the Slide Show Rehearsing the Slide Show Saving a Presentation as a Web page Slide animation Last Updated: 4/11/08 Page 1 of 18

2 Animation refers to the movement and sound accompanying text or slides in your presentation. Using animation with your lists and slides can often add excitement to your presentation by displaying text at crucial moments and making smooth transitions between topics. You can use preset animations or customize the animation to achieve the desired result. Adding Animation to Slides Power Point 2007 allows you to easily and quickly animate any object in your presentation. Objects include images, charts, text, and SmartArt. Animations may also contain sounds. The following directions will explain how to use the animations that are built into PowerPoint. 1. From the View tab, in the Presentation Views group, select Normal. The Normal view appears. 2. Select the slide to which you want to apply an animation 3. Select the object you want to animate 4. From the Animations tab, in the Animations group, click Custom Animation. 5. After that you will notice that a Custom Animation tab appears to the right of your presentation. 6. Then from the Animate pull-down list, select an animation HINTS: Available options will vary depending on what you have selected. To preview an animation, with the desired object selected, hold your cursor over the name of the animation. 7. OPTIONAL: Repeat steps 2-4 for each slide to which you want to apply animation. Adding a Custom Animation By using the Custom Animations pane, you can have more control over your animations. There are more animations available through the Custom Animations pane, as well. 1. From the View tab, in the Presentation Views group, select NORMAL. The Normal view appears. 2. Select the slide to which you want to apply an animation. 3. Select the object you want to animate. Last Updated: 4/11/08 Page 2 of 18

3 4. From the Animations tab, in the Animations group, click CUSTOM ANIMATION. The Custom Animation pane appears. 5. From the Add Effect pull-down list, select the desired type of effect» select your effect 6. OPTIONAL: For more animation choices in each category, a. From the Add Effect pull-down list, in the submenus, select More Effects... The Add (Animation type) Effect dialog box appears. b. Select the desired animation. c. Click OK. 7. On the Custom Animation pane, in the Modify: Effect section, use the pull-down lists to customize the animation specifications. NOTE: The pull-down lists in the Modify: Effect section change depending on the animation you selected in step OPTIONAL: To have your animation automatically preview when you make a selection, select Auto Preview. 9. Repeat steps 2-8 for each object you wish to apply animation to. Reordering Animations Using the Custom Animations Pane The Custom Animations pane also lists all animations for the slide you are currently viewing. You can use this list to control the order of animations. To do so, follow these steps: 1. Select the slide you want to change. Last Updated: 4/11/08 Page 3 of 18

4 2. If the Custom Animations pane is not visible, from the Animations command tab, in the Animations group, click CUSTOM ANIMATION. The Custom Animations pane appears. 3. From the Modify: Effect list, select the animation for which you want to change the order. 4. Click and drag the animation to the desired place in the list. 5. Release the mouse. The order of the animations is changed. Animate a SmartArt graphic Animations that you apply to a SmartArt graphic are different from animations that you can apply to any other objects (shapes, text, or WordArt). And that appear clearly in the following items: Connecting lines between shapes are always associated with the second shape and are not animated individually. If you apply animation to shapes in a SmartArt graphic, the animation plays in the order that the shapes appear. The order can be reserved only as a whole. For example, if you have six shapes and each contains a single letter A through F, you can play the animation from A to F or F to A. you cannot play the animation out of order, such as A to C and then F to D. When you convert a diagram that was created by using a version of PowerPoint earlier than Microsoft Office PowerPoint 2007 to a SmartArt graphic, you may lose some animation settings, or the animation may appear differently. When you switch to a different layout; an animation that you have added is transferred to the new layout. You can animate a smartart quickly by selecting from the Animations pull-down list, or using the Custom Animations pane for more control over your SmartArt. Aside from the animation options built into SmartArt, they animate just like other objects on your slides. For more information on working with animations, refer to the section Adding a Custom Animation. Animating SmartArt: Ribbon Option 1. Select the entire SmartArt graphic you want to animate by left clicking once on the borders 2. From the Animations tab, in the Animations group, from the Animate pull-down list, select the desired animation. Your SmartArt graphic is animated. Last Updated: 4/11/08 Page 4 of 18

5 Animating SmartArt: Custom Animations Pane Option 1. Select the SmartArt graphic you want to animate 2. From the Animations tab, in the Animations group, click CUSTOM ANIMATION. The Custom Animation task pane appears. 3. From the Add Effect pull-down list, select the desired type of effect» select your effect 4. To select how you want your SmartArt graphic to animate, right click the animation in the animation list» select Effect Options... The (Effect) dialog box appears. 5. Select the SmartArt Animation tab 6. From the Group Graphic pull-down list, select how you want your SmartArt grouped NOTE: For more information on the three SmartArt animation options, refer to SmartArt Animation Options. 7. OPTIONAL: If you selected One by One, to reverse the order in which the pieces of your SmartArt graphic animate, select Reverse order NOTE: The option is selected if a checkmark appears. 8. Click OK. Your SmartArt graphic is animated. When you animate your SmartArt graphic, depending on the layout that you use, you can choose from among the following options: SmartArt Animation Options Animation As one object All at once One by one By branch one by one Description The animation is applied as though the entire SmartArt graphic is one large picture or object. All of the shapes in the SmartArt graphic are animated at the same time. The difference between this animation and As one object is most notable in animations where the shapes rotate or grow. With All at once, each shape rotates or grows individually. With As one object, the entire SmartArt graphic rotates or grows. Each shape is animated individually, one after the other. All of the shapes in the same branch are animated at the same time. This animation works well with branches of an organization chart or a hierarchy layout and is similar to One by one. Last Updated: 4/11/08 Page 5 of 18

6 By level at once All shapes at the same level are animated at the same time. For example, if you have a layout with three shapes that contain Level 1 text and three shapes that contain Level 2 text, the three shapes that contain Level 1 text are animated together first and then the three shapes that contain Level 2 text are animated together. By level one by one The shapes in the SmartArt graphic are animated first by level and then individually within that level. For example, if you have a layout with four shapes that contain Level 1 text and three shapes that contain Level 2 text, each of the four shapes that contain Level 1 text are animated individually first, and then each of the three shapes that contain Level 2 text are animated individually. NOTES: When you apply All at once, some animations behave differently that they do when you apply As one object. For example, with the All at once option applied to the Fly In animation, shapes that have farther to fly will fly at a faster speed so that all of the shapes arrive at their destinations at the same time. With As one object applied, all parts of the SmartArt graphic are animated at the same way. (in the case of the Fly In example, at the same speed). If you apply any animation to your SmartArt graphic other than As one object, then any other animations you apply to that same SmartArt graphic cannot be As one object. Multiple animations applied to SmartArt graphics must be all As one object or all not As one object. If you apply any animation (except As one object) to a SmartArt graphic, the background for the SmartArt graphic is always visible on the slide. It is not possible to animate the background, although the background may not be apparent to you if it does not have a fill or lines applied to it. If you apply an animation, such as Fly In, to your SmartArt graphic and then delete the animation for a particular shape, the shape from which you deleted the animation will start out visible on the slide. If you copy a SmartArt graphic that has an animation applied to it to another slide, the animation is also copied. Remove a smartart animation 1. Click the SmartArt graphic with the animation that you want to remove. 2. On the Animations tab, in the Animations group, in the Animate list, click NO ANIMATION. Adding Transitions to Slides Last Updated: 4/11/08 Page 6 of 18

7 Transitions perform an effect as you move from one slide to the next. In PowerPoint 2007 transitions can be easily added to a slide using the Transitions Gallery. HINTS: It may be tempting to use a different transition for each slide, but doing so may be distracting and appear unprofessional. You should use few slide transitions to provide consistency in your presentation. 1. On the View tab, from the Presentation Views group, select NORMAL. The Normal view appears. 2. From the Slides tab, select the slide you would like to add a transition to NOTE: The transition you apply will affect how the selected slide appears, not how it disappears. 3. From the Animations tab, in the Transition to This Slide group, from the Transitions Gallery, select the desired transition. NOTE: You can preview any transition by hovering your cursor over a transition icon in the Transitions Gallery. 4. To set the speed of the transition, from the Transition Speed pull-down list, select a speed 5. OPTIONAL: To add a sound to the transition, from the Transition Sound pull-down list, select a sound. 6. OPTIONAL: To apply this transition to all of your presentation's slides, click APPLY TO ALL. Removing Transitions 1. Select the desired slide(s) 2. From the Animations tab, in the Transition to This Slide group, from the Transitions Gallery, select NO TRANSITION. Transitions are removed from the selected slide(s). Removing Animation: Custom Animation Pane Option Animations can be removed from objects all at once using the Animations group, or one at a time using the dynamic Custom Animations pane. The following steps show how to remove one animation at a time. 1. Select the slide containing an animation you want to remove 2. If the Custom Animation pane is not visible, from the Animations tab, in the Animations group, click CUSTOM ANIMATION. Last Updated: 4/11/08 Page 7 of 18

8 3. In the Custom Animation pane, from the Modify: Effect list, select the animation you want to remove. 4. Click REMOVE. The animation is removed. Removing Animation: Group Option The following steps show how to remove all animations from an object at once. 1. Select the desired slide 2. Select the object you want to remove animation from 3. From the Animations tab, in the Animations group, from the Animate pull-down list» Select No Animation. Animations are removed from the object. Creating a Photo Album A photo album is created as a means of assorting pictures you have on your computer in order to view them neatly and in a professional way. To create the album, go to insert tab, in the Illustrations group, click on Photo Album. Note that you don t have to have a new presentation open. PowerPoint will automatically create The photo album in a new presentation. The Photo Album dialog box appears, allowing you to set the preferences for your photo album. To create a photo album, the first step is to save the pictures you are going to use in the album. These pictures can be in your hard drive, in a floppy disk or a CD inserted in your computer, or even in a scanner or camera connected to your computer. Assuming you have your pictures on your hard disk, click on File/Disk button from the Photo Album window. The Insert New Pictures dialog box appears allowing you to search for your pictures. Find the folder containing the pictures then select the pictures you want to add to the album, by Last Updated: 4/11/08 Page 8 of 18

9 highlighting them. Note: To highlight a series of adjacent pictures: select the first one, hold down the SHIFT key on the keyboard, and click on the last one. To highlight individual pictures: hold down the CTRL key on the keyboard as you click once on each desired picture. After making your selections, click on the Insert button. You will go back to the Photo Album dialog box with a list of pictures in the album, and the names of the pictures you selected under Pictures in album, and you can preview each one of them by clicking on it once to let its automatic preview appear to the right-hand side. The numbers to the left of the pictures indicate the order according to which the pictures will appear in the album. Here you have some control over the album and the pictures in it: Click on the arrows to move a picture Up or Down. Click Remove to remove a picture from the album. Click Rotate Counter/Clockwise to rotate the highlighted picture. Click on the Contrast/Brightness buttons to change the contrast/brightness of the highlighted picture. From the Album Layout section, you can select how the slides look like. You have many options: 1, 2, or 4 pictures, with/without titles. You can add a variety of Frame shapes; try each one and check the preview to the right. From the Picture Options section, you can include Captions below ALL pictures. This option is not available if Fit to slide layout is selected. You can also set ALL pictures black and white. An additional option is to add a New Text Box from the Insert text section. Click on the Create button to create the photo album. PowerPoint creates the appropriate slides with the selected framing option. The Title Slide will automatically have a title that says "Photo Album" and a sub-title that says "by (name of Author)". To modify a photo album, go to Photo Album > Edit Photo Album in the Insert tab, Illustrations group to open the Photo Album window. When you are done with modifying the album, click on the Update button. Last Updated: 4/11/08 Page 9 of 18

10 Reordering Slides Dragging and dropping selected slides is an easy way to move slides anywhere in your presentation. 1. From the View tab, in the Presentation Views group, click SLIDE SORTER OR In the lower right corner of the window, click SLIDE SORTER 2. Select the slide(s) you want to move HINTS: To select contiguous slides, press and hold [Shift] while clicking the first and last slides in the desired range. To select non-contiguous slides, press and hold [Ctrl] while clicking each desired slide. 3. Click and hold the selected slide(s) 4. Drag the slide(s) into the appropriate position A line appears between the slides indicating the placement of the selected slide(s). 5. Release the mouse button The slide(s) appear in a new location Creating Presenter s Notes You can create notes that contain the ideas you want to discuss for each slide in your presentation. You can add your notes in two views: the Normal view and Notes pages. Normal view First, display the slide you want to create notes for. Second, click on the window below the slide, where you find the line Click to add notes. You can use the scroll bar to go up or down in the area. Notes pages From the View tab in the Presentations Views, click Notes pages to display notes pages. The notes page for the current slide appears. Here you see a thumbnail preview of the slide and the area for your notes. You can type in your notes. Last Updated: 4/11/08 Page 10 of 18

11 To make the notes page bigger so you can clearly view the notes. Click on the Zoom area, next to the shortcuts of the Document Views, in the Status bar. Select the magnification level you want to use. The notes page appears in the new magnification. You can edit and format the text on the notes pages as you would any text in your presentation. When you finish writing your note pages, click the Normal view icon to return to the standard layout of PowerPoint. Adding Action Buttons An action button can be linked to any slide within the presentation. Moreover, an action button can run a program, or play a file. This can help make your presentation easier to browse through. Adding action buttons to slides is useful if people will view your slide at a kiosk, on a website, or in a conference. To add an action button to a slide, display the selected slide. Go to Slide Show > Action Buttons. Select the action button you want to add from the list by clicking on it, and then draw (click and grad) that button anywhere on you slide. The Action Settings dialog box appears, allowing you to set how the action button performs its function. Here, you can choose to Hyperlink to a certain slide and choose a specific slide to hyperlink to from the drop-down menu right below the Hyperlink to option. Once you have made your choice, click on OK. To move, resize, and rotate an action button, just treat it as a normal picture by using the nine fill handles around it, and the green rotation handle above it. You can also use the yellow button to change the shape of the action button. Test the action buttons during the slide show to make it is working properly. Using the Pen Tool in a Slide Show During a slide show, you can use the pen tool to manually mark objects in the slide. First, you need to start the slide show. Second, select the first slide then click on View tab, Presentations Views, the Slide Show to start the slide show. Once you reach the desired slide, right-click anywhere on the slide, and from the produced menu choose Pointer Options > Pen. You can emphasize certain parts of the slide, or even add some text to it. When you want to resume your slide show normally, right-click at any place on the slide, and select Pointer Options >Arrow and resume the presentation. Last Updated: 4/11/08 Page 11 of 18

12 Adding Sound to a Presentation Adding a Recorded Sound 1. View the appropriate slide in Normal view 2. From the Insert tab, in the Media Clips group, click the below SOUND» select Record Sound... The Record Sound dialog box appears. 3. In the Name text box, type an appropriate name 4. Click RECORD and record the sound 5. When finished recording, click STOP 6. To hear your recording, click PLAY 7. Click OK A sound icon appears on the slide Adding a sound file from a CD 1. View the appropriate slide in Normal view 2. From the Insert tab, in the Media Clips group, click the below SOUND» select Play CD Audio Track... The Insert CD Audio dialog box appears. 3. To start music at a specific track, in the Clip selection section, in the Start at track text box, type the appropriate track number OR Use the nudge buttons to select the appropriate track number 4. To start at a specific time within the starting track, in the time...seconds text box, type the time you want the track to start OR Use the nudge buttons to select the appropriate time Last Updated: 4/11/08 Page 12 of 18

13 5. To stop music at a specific track, in the Clip selection section, in the End at track text box, type the appropriate track number OR Use the nudge buttons to select the appropriate track number 6. To end at a specific time within the ending track, in the time...seconds text box, type the appropriate time you want the track to end OR Use the nudge buttons to select the appropriate time 7. To have your clip selection play repeatedly from beginning to end, in the Play Options section, select Loop until stopped 8. To adjust the volume at which the music will play, click SOUND VOLUME» use the slider bar to select the appropriate volume 9. When you are done setting the sound options, click OK An alert box appears asking how you want your sound to start. 10. If you want your sound to play automatically, click AUTOMATICALLY OR If you want to start your sound by clicking the mouse, click WHEN CLICKED A CD audio icon appears in your presentation. NOTE: For the CD to play during your presentation, it must be in the CD-ROM drive of the computer you are presenting on. Adding a sound file from File 1. View the appropriate slide in Normal view 2. From the Insert tab, in the Media Clips group, click the below SOUND» select Sound from File... The Insert Sound dialog box appears. 3. From the Look in pull-down list, navigate to and select the desired sound 4. Click OK An alert box appears asking how you want your sound to start. 5. To play the sound automatically, click AUTOMATICALLY OR To start your sound by clicking the mouse, click WHEN CLICKED 6. A sound icon appears on your slide. Adding Narration You can record voice narration and add it to a slide show. This is ideal for a presentation that will run on the web or a self-running slide show at a kiosk. Last Updated: 4/11/08 Page 13 of 18

14 After creating your presentation, select the View tab, and click on Slide Sorter. Now select the first slide in your presentation by clicking on it once. Then, select the Slide Show tab, and click on Record Narration. The Record Narration dialog box appears: The recording quality, amount of hard disk space required for each second of narration, amount of free space available on your hard disk, and amount of time available, the maximum recording time. In the lower left corner you can see a check box to link a narration to a source outside of the presentation, the default source is C:\My Documents, you can change it by clicking on the Browse button. Two buttons to adjust the quality of the sound (Set Microphone Level and Change Quality ). To start recording the narration, click on the OK button. The first slide in the show appears. Speak clearly via the microphone to record narration for the slide. To display the next slide, click the current slide or press the Spacebar. To pause recording the narration at any time, right-click the current slide and then click Pause Narration from the menu that appears. To resume recording the narration, right click the current slide and then click Resume Narration. When you finish the slide show, a dialog box appears. Click the Save button, to record the time you spent narrating each slide and use the timings when you later view the slide show. Select the View tab, the click on the Slide Sorter, the time you spent narrating each slide appears below the slides. When you view the slide show, you will hear the narration you recorded. PowerPoint also allows you to delete the narration for a specific slide. Display the slide you no longer want to play a narration in the Normal view. To delete a narration, click the speaker icon that appears at the bottom-right corner of the slide after the narration is recorded, then press on the DELETE key on the keyboard. Notes: Last Updated: 4/11/08 Page 14 of 18

15 You can temporarily turn off the narration for a slide show without deleting the narration you recorded for the slides. Select the Slide Show tab, and click on Set Up Show, then check the Show without narration option from the dialog box that appears, then click OK. To preview the narration you added to a slide in Normal view, double-click the speaker icon at the bottom-right corner of the slide. Rehearsing a Slide Show Rehearsing is just as important as the work you put into creating your presentation. It is especially important if you have applied builds, transitions and/or other elements, and are working in the automatic advance mode because you will need to keep control of the timing of all these elements to prevent mistakes. PowerPoint has a rehearsing feature that can time you while you practice your presentation. Each slide displays the number of seconds that elapses while that specific slide is displayed during the presentation. Setting Up the Slide Show 1. From the Slide Show tab, in the Set Up group, click SET UP SLIDE SHOW. The Set Up Show dialog box appears. 2. Under Show type, select Presented by a speaker (full screen) 3. To rehearse using all of the slides in your presentation, in the Show slides section, select All. To rehearse using only a range of slides, in the Show slides section, select From and specify the range. 4. To manually advance the slides, in the Advance slides section, select Manually. To have the slides advance automatically, under Advance slides, select Use timings, if present. The Use timings option will automatically advance your slides according to the times you have preset. 5. Click OK. Last Updated: 4/11/08 Page 15 of 18

16 Rehearsing the Slide Show When you are rehearsing your slide show, the Rehearse Timings option allows you to rehearse your PowerPoint slide and/or record timings. 1. From the Slide Show tab, in the Set Up group, click REHEARSE TIMINGS The slide show starts and the Rehearsal dialog box appears recording the time. 2. Rehearse your presentation 3. When you want to change slides click the mouse NOTES: After clicking to the next slide, PowerPoint automatically records the time spent on that slide. If you know the time you want to spend on each slide, in the Rehearsal dialog box, type the times. When you are finished, an alert box appears asking if you would like to record timing. 4. To discard the recorded timing, click NO. To save the recorded timing, click YES NOTE: To preview your slide show with the recorded timing, from the View tab, in the Presentation Views group, click SLIDE SHOW. Saving a Presentation as a Web page A PowerPoint web presentation is a presentation that is converted to a web page (i.e., an HTML document) and graphic files. The web page and graphic files can then be copied to a web server and accessed as a regular web page. After you have created a presentation in PowerPoint, you have the option of saving it as a web page. By saving the presentation as a web page, you may copy it to a web server for online viewing. Web presentations are opened in internet browsers, so you do not need PowerPoint installed on your computer to view a web presentation. NOTE: Copying files to a web server is beyond the scope of LTS Online Help Documentation. However, documentation is available for certain web publishing software titles. 1. Create your presentation 2. To save your presentation as a web page, a. From the Office Button, select Save as...» Other Formats. The Save As dialog box appears. b. In the Save as type pull-down menu, select Web Page (*.htm; *.html) 3. OPTIONAL: To change the title of your presentation as it appears in a web page, Last Updated: 4/11/08 Page 16 of 18

17 a. Click CHANGE TITLE... The Set Page Title dialog box appears. b. In the Page title text box, type the title of your presentation. c. Click OK. The Set Page Title dialog box closes. 4. Click PUBLISH... The Publish as Web Page dialog box appears. 5. To publish your full presentation, in the Publish what section, select Complete presentation OR To publish a series of slides, select Slide number and use the nudge buttons to select the range of slides 6. To format your web presentation's Outline frame, a. Click WEB OPTIONS... The Web Options dialog box appears. b. Select the General tab c. To format the types of colors to include in your frames, from the Colors pull-down list, select your color preference OR To remove the Outline frame, deselect Add slide navigation controls. The option is deselected if a check mark does not appear. d. When finished, click OK 7. Under the Browser support section, select the desired compatibility setting. The following table describes the settings in detail. Last Updated: 4/11/08 Page 17 of 18

18 Option Microsoft Internet Explorer 4.0 or later (high fidelity) Microsoft Internet Explorer 3.0, Netscape Navigator 3.0, or later All browsers listed above (creates larger files) Description This option allows your presentation to be viewed only by the later versions of Internet Explorer. It also enables the viewer to resize the window and view the presentation in the Slide Show view (i.e., full screen); however, fewer people may be able to view your presentation in this format. This option allows your presentation to be viewed by most versions of Internet Explorer and Netscape. However, users may not resize the window or view the presentation in the Slide Show view. NOTE: More people will be able to view the presentation than the above option. This option combines the other two options, which will create a larger file size than the other options. NOTES: This option allows the greatest number of people to view your presentation. If the user's browser is able to display advanced features, the presentation will be displayed. If not, the user will view a simplified version of the presentation. 8. From the Publish a copy as section, click BROWSE... The Publish as dialog box appears. 9. In the File name text box, type a name for your presentation 10. Navigate to the location where you want to save your presentation 11. Click OK. You are returned to the Publish as Web Page dialog box. 12. OPTIONAL: After saving the file, to make the presentation appear in a web browser, select Open published Web page in browser. The option is selected if a checkmark appears. 13. Click PUBLISH. Your presentation is now saved as a web page. NOTE: If you selected the Open published Web page in browser, the file will open in your web browser. **********************END********************** Last Updated: 4/11/08 Page 18 of 18