Unit VI: Microsoft PowerPoint. Chapters 15 & 16

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1 Unit VI: Microsoft PowerPoint Chapters 15 & 16

2 Learning Objectives In this unit, you will: Create PowerPoint presentations. Use different views included in PowerPoint. Use formatting techniques. Add animation and other visual effects. Print presentation handouts. Save presentations as web pages.

3 PowerPoint Microsoft PowerPoint creates slide shows that can be presented the following ways: On a Computer Via a Projection device Printed on transparency film Converted to HTML to be viewed through a Web browser PowerPoint window includes several work areas called panes. When presentation is opened in Normal View: Current slide is displayed on right pane Slides and Outline tabs in left pane Panel near bottom provides space for speakers notes

4 PowerPoint To create a presentation, select a theme: Professionally selected slide color schemes, fonts, graphic accents, and background colors To change theme selection: Click Design tab Click any theme to apply new theme to all slides To change only one slide or a select group: Select slides Right-click a theme in the Themes group Select Apply to Selected Slides

5 PowerPoint To change background color: Click Design tab Click Background Choose style from the drop-down list PowerPoint presentations are saved with.pptx extension.

6 Slide Layout New Slide button adds a slide to the presentation. PowerPoint gives you a choice of slide layouts. Most slide layouts include at least one placeholder, in which text or graphics can be entered. Title Slide layout is typically used for first slide. Use the Blank layout if you don t like the predefined slide layouts.

7 Bulleted List To present a list of bulleted or numbered points, use one of the following layouts: Title and Content Two Content Comparison Bulleted lists focus an audience s attention and should be brief. Numbered lists help audiences focus on sequences, priorities, and rankings. Animation effects can be added to make bulleted items appear one by one. Bullets are an effective overview or summary: Use a maximum of five to seven per slide

8 Graphics Graphics add visual interest to your slides. Select a slide layout with media content from the New Slide drop-down list. You will replace the placeholder with a graphic. SmartArt can be inserted to depict organizational charts and processes. Insert pictures, clip art, or SmartArt into any layout, even with no graphic placeholder: Click Insert tab Click Picture, ClipArt, or SmartArt

9 Charts PowerPoint provides slide layouts containing chart placeholders. A chart displays sample data in a datasheet which you change to reflect your data. Some slide layouts provide an area for a large chart, others accommodate smaller charts, plus bullets or other text. You change the sample data by clicking on the column headings, row labels, and value data.

10 To move data: Select cells Charts Right-click to display shortcut menu Click Cut Right-click cell where data is to be moved Click Paste on shortcut menu To insert row: Right-click cell where row is to be inserted Click Insert on shortcut menu Click Table Rows Above

11 Tables Use the Table icon on any new slide layout. Enter data into rows and columns of table. The Table Tools Design and Layout contextual tabs appear when the table is inserted. Use the buttons on these tabs to: Format the table borders Add color shading to cells Adjust the alignment of text

12 Tables To add text to a cell: Click inside cell Type your text To add graphic: Click cell Click Insert tab Select Picture or Clip Art Select file To insert rows: Click cell where you want to insert Click Insert Above or Insert Below from the Rows & Columns group on the Table Tools Layout contextual tab

13 Multimedia You can launch an audio or video segment from a PowerPoint slide: Audio clips are most frequently added as sound effects. Videos are typically Flash, ASF, AVI, MPEG, and WMV. If QuickTime player is installed MOV can be played. PowerPoint does not support clips from DVDs or other commercial films. PowerPoint offers Video Tools for adjusting the way movies appear on slides and play during presentations. Movies play within the movie window on the slide.

14 Viewing Your Presentation Switch to Slide Show view when you are ready to see how your audience will view your presentation. Use buttons in lower-left of slide to: Navigate through slides Write on slide with pen or highlighter Switch to another program presentation

15 Viewing Your Presentation Navigation through the slides can be accomplished by: pressing the left mouse button to display the next slide or bullet pressing the right arrow key or N key to display the next slide or bullet pressing the left arrow key or the P key to move the previous slide or bullet Press the Esc key to end a slide show and return to PowerPoint.

16 Normal View PowerPoint provides different views to build, modify, and display your presentations. Change views by clicking the buttons at the bottom of the PowerPoint window. In Normal view, you can work in any of the three panes: Slide pane Notes pane Outline/slides tab pane Normal view is convenient for building the basic structure of your presentation.

17 Normal View Use the Outline tab for an overview of the text on all of your slides. The Outline tab is also useful for revising and rearranging the contents. You can navigate to other slides by clicking the slide icons. You can also use the scroll bar on the right side of the window to navigate to other slides.

18 Slide Sorter View The Slide Sorter view gives you miniaturized versions of your slides. You can delete slides, hide slides, and duplicate slides. The Slide Sorter view is especially useful for rearranging slides You can hide a slide so it won't show during presentation: right-click slide in Slide Sorter or Normal view click Hide Slide on shortcut menu repeat process to make slide visible again This technique is handy if you need to shorten your presentation.

19 Transitions A transition is an effect that determines how one slide replaces the previous slide. Transitions include: Fades Wipes Other effects The overuse of transitions can take attention away from the content of your presentation.

20 Formatting Text Use large font size if presentation will be given in large room. In a well lit room, use a dark font color and light background color. In a dark room, use a dark background with light font colors. The Slide Master is a template you can modify to create a consistent look to your presentation.

21 Animations Effects The Animations tab provides options for adding animation and sound to items on a slide. Animation effects draw attention to bullets as they appear on a slide. Animation effects can be added to: Text Graphics Charts Tables

22 Animations Effects Use After animation option to indicate whether an object should change to a different color or disappear after animation. Use sounds sparingly they can become distracting after a while. Make sure the presentation equipment contains a sound system adequate for the audience.

23 Spelling PowerPoint's spelling checker is similar to Word s. Wavy lines do not appear when you view presentation. PowerPoint does not include grammar checker, so proofread the presentation.

24 Speaker Notes Prepare and print speaker notes to help remember what to say about each slide: Speaker notes are not projected to the audience Use speaker notes for additional comments you want to make. To print speaker notes: click File Tab click Print select Notes Pages in the Settings section click Print

25 Printing Handouts Handouts help an audience to remember content of a presentation. If a presentation is brief, print two or three slides per page for handouts. The two-slide layout prints each slide on one-half of page. Three-slide layout prints blank lines to right of each slide - this allows audience to write notes.

26 Distributing a Presentation Several alternative ways to deliver a presentation: Output slides as overhead transparencies Print slides on paper and distribute as handouts Convert to PDF format to be view on any computer Adobe Reader required Can be displayed using PowerPoint Viewer Can be packaged on a CD with the viewer to distribute Can save the presentation as a video and post on web

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