Introduction. PowerPoint Outputs

Transcription

1 Introduction Microsoft PowerPoint is a presentation software package that enables one to create a collection of slides sorted in a computer file where each slide is an individual screen of the presentation. Generally the PowerPoint slides are either viewed on a screen by connecting the computer to a special projector or viewed on a large-screen monitor. Usually the presentation runs in consecutive order but one can also set it up so that the slides can be chosen by category or section. While PowerPoint 2010 is not as different from the 2007 version as the 2007 version was from the 2003 version, there are still some changes and updates. Here are some of them: You can create a new ribbon tab or a new group on an existing ribbon The office button is gone and replaced by the File tab clicking on the tab brings up a whole page rather than a menu this area is referred to as the backstage view Work with separate PowerPoint presentations files in different windows Organize slides into sections Embed larger sound and video files Trim audio or video clips Use bookmarks in your audio or video clips Apply artistic textures and effects to pictures Remove the background and other unwanted portions of a picture Transitions with 3-D motion graphic effects Copy and paste animated effects from one object to another Add a screenshot to a slide Turn your presentation into a video PowerPoint Outputs PowerPoint will enable you to output your information in several formats. You can create on-screen presentations, outline pages, speaker notes, audience handouts and videos. The PowerPoint can also be published to the Web or broadcast. We will primarily learn the most used function: on-screen presentations. Output On-screen presentations Speaker notes Audience handouts Outline pages Video Method Run a slide show directly from your computer using a monitor and/or a projector Print notes that help you remember points about each slide when you speak Print handouts with 2, 3, or 6 slides on a page Print the outline of your presentation to show the main points. Use the Save & Send command to create a video with animations, transitions, media, timings, narrations and laser pointer gestures April 2011 PowerPoint 2010-Page 1

2 Planning a Presentation A successful presentation is carefully planned before it is created. Planning a presentation is a three-step process: 1. Carefully plan the presentation Identify the purpose Identify the audience Keep your remarks short Summarize information for slides Detail information for presentation Look for visual and auditory images during research on Internet 2. Sketch out the slides using pencil and paper Slides should emphasize the points to be made Avoid putting too many concepts/points on one slide 3. Create the presentation using PowerPoint Limit your design to no more than three fonts and two styles Avoid UPPERCASE Keep text short Use light colored text on a dark background Use dark colored text on a light background Recommended text size: Title 34 characters per line Text 40 characters per line 8 lines of text Activating PowerPoint As with many computer applications, the software can be activated in a variety of ways. If you have a shortcut on your desktop, simply double click the icon. You may activate PowerPoint by single clicking on START > ALL PROGRAMS > MICROSOFT OFFICE folder > MICROSFOT POWERPOINT 2010 Closing PowerPoint When you are finished working on your presentation, you will need to save your work and close the software. You may use your ribbon or your title bar. To use the ribbon, click on the File tab and then choose Exit on the bottom left. You may be prompted to save your changes, and click on YES. To use your title bar, click on the X in the upper right hand corner. Again, you may be prompted to save your changes, and click on YES. April 2011 PowerPoint 2010-Page 2

3 File Tab PowerPoint Window Quick Access Toolbar Title Bar Close Button Ribbon Slide Pane Notes Pane Status Bar View Buttons Zoom Slider Title Bar Displays the program name and contains control menu box and resizing buttons (minimize, maximize/restore, close). Ribbon Contains the PowerPoint commands arranged on separate tabs which are then divided into groups. File Tab Replaces the Office Button found in 2007 version. Click this tab to find the Save, Open or Print commands. Called the Backstage this area holds the commands for what you can do to the file. Notes Pane - This is where the presenter may add any additional notes needed for the presentation. View Buttons Includes 4 ways you may view your PowerPoint presentation. Normal view is the default view (what you see above); slide sorter view displays all the slides in the April 2011 presentation; the slide show view displays the presentation PowerPoint as an 2010-Page electronic 3 slide show in full screen; the reading view displays the slide show in a window.

4 Creating a PowerPoint Presentation Using a Design Theme PowerPoint contains files called design themes to assist you in creating a presentation. A design theme is an already formatted presentation background that you can use to enhance your presentation. Each design has a different color scheme and layout. To create a new presentation using a design theme, select the Design tab to bring up the Design Ribbon. In the Design Ribbon you have a list of themes to choose from. You may also choose from a selection of pre-defined Color Schemes, Fonts, and Effects. Click on the theme of your choice first (hover the mouse over the theme to preview what it will look like) and then scroll through the color schemes and fonts to change the design of your background. Creating a PowerPoint Presentation from an Existing Presentation To open an existing presentation, click on the File tab in the top left hand corner of the screen. Then click on Open and browse to choose the presentation listed that you would like to open. Creating a PowerPoint Presentation from Blank Presentation To create a new blank presentation click on the File tab in the top left hand corner of the screen, select New, and click Create on the right side of the screen. (Or double click the Blank Document icon.) Click on the desired layout from the Home Ribbon There are 9 design layouts to choose from. Several layouts make it easier to add objects to the slide. You can also click on the Design tab and choose a theme from the Design ribbon. Using the Help Feature PowerPoint has an extensive online help system that gives you immediate access to definitions, reference information, and feature explanations. Most of the help features are accessed online. Click on the blue question mark located on the top right hand side under the control buttons. April 2011 PowerPoint 2010-Page 4

5 Adding a New Slide A new slide can be added to a presentation that is being viewed using Normal View. New slides are added after the displayed slide. There are pre-designed slide layouts to choose from or you can choose a blank slide. To insert a new slide, select the Home tab on the ribbon and click NEW SLIDE. The slide layout options will appear if you click on the small arrow located under NEW SLIDE option. Choose the desired layout by clicking the design. Text, graphics, and effects can then be added to the new slide. You can also create a new slide by right clicking a slide under the slide tab located on the left hand side of the slide pane area and choosing NEW SLIDE. Remember that the new slide will be placed directly after the slide on which you right clicked. Deleting a Slide As you edit a presentation, slides may also need to be deleted. Individual slides can be deleted from a presentation by first displaying the slide in Normal View, then right clicking the slide under the slide tab located on the left hand side of the slide pane area and choosing delete. You can also choose the slide under the slide tab and then press the delete key on the keyboard. The previous slide is then displayed and the Slide Indicator at the bottom on the window is updated. Slides can also be deleted in the Slide Sorter View by clicking on the slide and pressing the delete on the keyboard. April 2011 PowerPoint 2010-Page 5

6 Viewing Your Presentation PowerPoint can display your presentation numerous ways. Each way allows you to manipulate your presentation differently. See the table below for an overview of four of the options. View Normal View Slide Sorter View Slide Show View Reading View Notes Page Description Displays one slide at a time and is the main editing view used to modify and enhance the slide s appearance. Displays a miniature picture of each slide in the order in which they appear in your presentation. This view is used to rearrange the slide order. Displays your presentation as an electronic slide show for an audiance. Uses the full screen of the computer. You can see how all your graphics, timings, etc. will look during a presentation Can be used to view the PowerPoint show in a widnow so that you still have access to other controls Shows the current slide and an area for typing notes that apply to that slide. PowerPoint Views can be accessed in two places: On the View tab in the Presentations Views and Master Views groups On the bar at the bottom right of the PowerPoint window where there are icons for the fout main views View Icons from left to right: Normal View, Slide Sorter View, Reading View, Slide Show View Normal View A new PowerPoint presentation is initially displayed in Normal View where slides can be edited and formatted. See the figure on page 3. In Normal View, you can display the next or previous slide by: clicking on the down scroll arrow or the up scroll arrow. using thehe Slide Controls located below the vertical scroll bar on the right of the window Slide Controls using the Page Up and Page Down keys clicking on the slide thumbnail under the slide tab The Slide Indicator at the bottom left of the window indicates the current slide and the total number of slides in the presentation. April 2011 PowerPoint 2010-Page 6

7 Slide Sorter View Slide sorter view allows you to get an overall view of your presentation by displaying the slides in thumbnail form. The Slide Sorter View allows the user to rearrange the order of the slides, as well as insert transitions and add sections and then sort the slides accordingly. However, you may not change the text or graphics on an individual slide in the Slide Sorter View. Notes Page The Notes Page view displays reduced slide images with a box for you to type notes that you can print to use during your presentation. (These notes can also be added in the Notes Pane on the bottom of the Normal View) Slide Show View The Slide Show View is the view used to show your presentation to an audience. It fills the screen with the currently displayed slide. The Title Bar, Tool Bar, Menu Bar, Ribbon, and the rest of the window disappear. By going to this view you can see how your presentation will look to your audience with all the graphics, transitions animations, sound and/or video. To access the Slide Show View: click on the slide show icon in the bottom right of the screen; click on the Slide Show tab and then choose the From Beginning or From Current Slide icon; press the f5 function key on the keyboard. April 2011 PowerPoint 2010-Page 7

8 The table below show some keystrokes that can be used to control the presentation while in Slide Show view. Description Control End Slide Show <Esc> Jump to Slide <Slide #> + <Enter> Toggle Screen Black <B> Toggle Screen White <W> Pause Show <S> Show/Hide Pointer <A> Change Arrow to Pen <Ctrl> + <P> Change Pen to Arrow <Ctrl> + <A> Erase Doddles <E> Adding Clip Art Images to a Slide Clip art images can be placed on an individual slide and then moved and resized as needed. To place clip art on a slide: first display the slide in Normal View then select the Insert tab on the ribbon select ClipArt on the Insert Ribbon the ClipArt task pane will come up on the right side of the screen type in what type of ClipArt you want to search for (in the example, science is shown) you can also specifty what collections you want to search and what types of clip art/media you would like to have click go it takes a minute or two for the items to appear because most of them are loading from the Internet scroll through the choices and double click on the one you want to insert it on the slide Once the clip art has been inserted onto a slide, it can be dragged to a new position or resized by dragging the clip art handles. A contextual ribbon will appear when the clipart is selected so that you can add effects and format it. Similar steps can be used to insert a Photo Album, Shapes, SmartArt, Pictures, Movies, and Sound to enhance your presentation. Different contextual ribbons will appear for these. Insert Ribbon ClipArt Pane April 2011 PowerPoint 2010-Page 8

9 Slide Transitions One way to make a presentation look more professional is by using Slide Transitions. Slide Transitions refer to the way slides change from one to the next during a presentation.you can have one slide appear to be wiped off the screen while the next slide appears from underneath, or the effect of window blinds being rotated to show the next slide. There are many different effect options and in 2010 new 3D effects have been added. Also in 2010 you have more control over the speed and properties of the effects. It is customary to have the same slide transition between all the slides in the presentation or in each section of a presentation. To add a slide transition: Choose Normal or Slide Sorter View Click on the Tansitions tab Select the slide(s) to which you want to add the transition Click on the transition that you want (click the down arrow at the end of the transition choices to uncover more choices) Once the transition is chosen there are several other settings that can be adjusted 1. Click the down arrow by the Effect Options button to choose the direction of the effect 2. Add a sound to the effect 3. Set how long you want the effect to take 4. Decide if you want the slide to advance on mouse click or automatically after a set amount of time 5. The Preview button will let you see how the effect will look 6. The Apply To All button will let you use the same transition for all slides in the presentation 5 Transition Choices This icon idicates that a transition has been added to the slide. April 2011 PowerPoint 2010-Page 9

10 Animation Another way to add professionalism to a presentation and make it more dynamic is to use animation. Animation adds effects to the objects (pictures, text, sound) on the slide. These effects include entrances, exits, emphases and motion paths. While animations make the presentation more dynamic and help emphasize points, it is best to use them judiciously too much of a good thing can be distracting. You want it to enhance your presentation so that the information will be remembered rather than distract from the content. How to add animation to an object: You must be in Normal View to add animation Choose the Animations Tab Select the object to be animated In the Animations Group click an animation effect from the gallery - click the More arrow to see more options you can click the More icons on the bottom to see even more choices. In the gallery entrance effects icons are green, emphasis effects are yellow and exit effects are red By clicking the Effect Options button you can make choices about how it animates the choices vary depending on which animation was chosen Once the effect is chosen in the Timing group you can modify 1. When it starts: On Click, With Previous, After Previous 2. The speed or duration of the effect 3. If you want the animation delayed Effects Gallery Timing Group More arrow Animation Pane Down arrow to access effects dialog box April 2011 PowerPoint 2010-Page 10

11 Other Options You can add more than one effect to an object Click on the Add Animation button in the Advanced Animation Group if you pick another animation out of the gallery it will replace the first animation not add a second one Add a trigger make the animation happen when you click a specific object Bring up the Animation Pane by clicking the Animation Pane button the animation pane lets you reorder the animations and access more specific directions for the effect If you click on the down arrow next to the effect in the task pane you can choose how the effect starts, to change effect options, tp change the timing or to remove the effect. Effect Options o Direction from which it comes o Add a sound to the effect o After animation have the object Change color Hide Hide on next mouse click o Animate text all at once, by word or by letter Timing Options o When to start o Delay by a specific number of seconds o Speed of effect o Whether to repeat the effect Text Animation o Group Text as one object all paragraphs at once by 1 st level paragraphs, 2 nd level paragraphs, 3 rd level paragraphs, etc. o Set levels of text to come in automatically you can also set the timing o Set levels to appear in reverse order April 2011 PowerPoint 2010-Page 11

12 In PowerPoint 2010, there are several ways to incorporate action settings into your projects. One way is to use the AutoShape buttons found on the Insert Ribbon. These allow you to control the sequence of the slides in a slide show. They can be used to direct the user back to a previous slide, forward to the next slide, or to go directly to the first or last slide, or anywhere in between. Action settings can also be added to graphics or text. Action Buttons Action Settings Click on the Insert Tab to show the Insert Ribbon Click on the Shapes icon in the Illustrations group At the bottom of the choices you will see Action Buttons Select the shape (screen tip will give a clue as to use) Choose any size button by clicking on the button from the menu and choosing a spot on your slide with the crosshair and then left clicking, holding and dragging the shape A dialog box will appear asking for Hyperlink to: Either use the indicated option or: o Use the little down arrow to scroll and view options o Select slide and choose the slide you want to travel to. o Ok should finish the process Hyperlink From a graphic Insert a graphic from clipart or from a file Select the graphic by clicking on it Handles appear on the graphic Right click and choose Hyperlink from the menu The Insert Hyperlink Dialog Box will appear o Use the Side Menu bar to choose a destination to link the graphic to o Select Place in this document and choose the slide you want to travel to o OK should finish the process Hyperlink From Text Select the text by dragging across and highlighting it. Right click and select Hyperlink from the menu. The Insert Hyperlink Dialog Box will appear o Use the Side Menu bar to choose a destination to link the graphic to o Select Place in this document and choose the slide you want to travel to o OK should finish the process ** NOTE. Use the Slide Show View to check to see if the button works properly. It will not travel in Edit mode. You can also select an object and from the Insert ribbon choose hyperlink or action to do the same as above. April 2011 PowerPoint 2010-Page 12

13 Adding Sound for Entire Presentation To add sound that plays throughout the whole presentation: 1. Insert the sound that you want (Insert Ribbon Audio (click the down arrow)choose Audio from File or Clip Art Audio depending on where the sound is that you want Find your sound click to insert your sound choose automatically if asked) 2. With the sound icon selected (it will have circles around it) Click on the Playback ribbon under AudioTools in the Audio Options group: a. click a check mark in the Loop until Stopped box b. If you like, choose to hide the sound icon here it will be hidden during the slide show but you will see it on your slide screen in edit mode so that you can still work with it c. Choose automatically in the Start box 3. Choose the Animations Ribbon and click on the Animation Pane button in the Advanced Animation group 4. In the Animation Pane make sure the sound icon is highlighted 5. Click on the drop down menu arrow in the box that is highlighted for the sound choose effect options. 6. The effect tab should be chosen under start playing, click from beginning under stop playing, click After slides click in the number of slides through which you want the sound to play. 7. Click OK 8. Save the slide show and test it out. NOTE: All sound files are now embedded into the PowerPoint by default. This can create a very large file. You may want to save the sound in a folder with the PowerPoint presentation before inserting it. When you insert the sound insert it from that folder and chose Link to File by clicking the arrow next to the Insert button in the Insert Audio dialog box whenever you show your presentation you must have the entire folder with you. April 2011 PowerPoint 2010-Page 13

14 Adding and Playing a Movie in a Presentation Movie files (.avi,.swf,.asf,.mpg,.mpeg,.wmv) and animated GIF files can be added to a PowerPoint presentation. Movie files can be linked to the presentation or embedded. In Office 2010, embedding is the default option. If you embed a video you do not need to be concerned about lost files when you make the presentation. However embedding increases the size of the presentation and you may rather link to the video. If you link to a file on your local drive, it is a good idea to copy the the files into a folder with your presentation before inserting it. To link to a movie to play in the PowerPoint window: 1. Copy the movie file to the same folder as your presentation. (This prevents possible problems with broken links.) 2. In the normal view, click on the slide to which you want to add a movie 3. On the Insert ribbon, click the arrow under Video in the Media group. 4. Click Video from File browse to find the file that you want click the file 5. Click the down arrow on the insert button in the bottom right corner of the Insert Video dialog box Choose Link to File To embed a video from a file: 1. In the normal view, click on the slide to which you want to add a video 2. On the insert ribbon, click the arrow under Video in the Media group. 3. Click Video from File 4. In the Insert Video dialog box, locate and click the video that you want to embed. 5. Click Insert Note: You can also click the Video icon in a content placeholder to insert a video Once you have inserted the video in your presentation, if you have the video selected two contextual ribbons will be available. These ribbons will allow you to format and edit the video and set playback options. April 2011 PowerPoint 2010-Page 14

15 Video Tools Format Ribbon: This ribbon allows you to change the appearance of the video. You can add a border, change the shape, apply effects, make image corrections, adust the color and a poster frame. The poster frame is the image your audience will see before the video starts playing. It can be a frame from the video or a different image Video Tools Playback Ribbon C A B D E F G The Playback ribbon allows you to edit the video and set playback options as well as preview the movie 1. Editing Options A. Trim the video B. Fade the video in or out C. Add a bookmark 2. Playback Options D. Adjust volume E. Change it to play either automatically or when clicked F. Play full screen G. Loop it until stopped Keep the movie playing over several slides: 1. Make sure the movie is set to play automatically select the movie > on the Playback tab under Video Tools in the Video Options group select Automatically in the Start options box 2. Make sure that it is not set to play in full screen 3. On the Animations ribbon click the animation Pane button in the Advance Animation group 4. In the Animation Pane click the line that represents the move play effect 5. Click the down arrow and choose Effect Options 6. Under Stop Playing click After and insert the total number of slides over which you want it to play April 2011 PowerPoint 2010-Page 15

16 Rehearse Timings and Record Slide Show This feature launches a full screen slide show in which you can rehearse your timings. It times not only the amount of time on each slide but the amount of time between animations as well. The timings are recorded and can be saved to run the show automatically in the future. A second featue allow you to add narration (you must have a microphone) and laser pointer. To Rehearse Timings: 1. On the Slide Show tab click on Rehearse Timings in the Set Up group. 2. When you do this the presentation opens in full screen with a small timing window in the upper left hand corner 3. Click through the presentation and the timer will record the timings that you set by how long you wait to click. 4. When you finish a message will come up asking if you want to keep the timings choose Yes or No 5. If you choose Yes your presentation will now run automatically with the timinigs that you set. To Record Slide Show with narration and laser: 1. On the Slide Show tab click on Record Slide Show 2. Click Start Recording 3. Run through the presentation adding the narration and laser pointer marks that you want 4. When you finish a message will come up asking if you want to keep the timings choose Yes or No April 2011 PowerPoint 2010-Page 16

17 Printing a Presentation All printing is done from the Backstage View. There are several options that can vary the way the PowerPoint slides are printed. Choices include what slides to print, what type of arrangement of the slides to use, whether to have the pages collated and whether to use color. To access the options and print the slides click on the File Tab to get to the Backstage view and the click on Print in the left column. 1 - Copies to Print You can specify the number of copies you want to specify in the copies area of the dialog box What slides to Print Click on the down arrow next to Print All Slides and the other options come up. You can choose to print selected slides(if you have already highlight slides), the current slide, or create a custom range. If you are printing specific slides a comma must separate the slide numbers. If the range is continuous, it must be joined by a dash. 3 - Page Layout You can choose to print slides, notes, outline or handouts. The options are displayed when you click the down arrow next to Full Page Slides. Other Choices 4. Collated or uncollated 5. Color, Grayscale, Pure Black and White If you want to print: Range Copies Print what: 2 copies of slides 1 and 3 1,3 2 Handout 1 slide 1 copy of the presentation with 6 slides to a page Print All Slides 1 Handouts (6 slides per page) 3 copies of note pages of 2-4, 7 3 Notes Pages slides 2,3,4, and 7 1 copy of the outline view Print All Slides 1 Outline of the entire presentation 2 copies of all slides in the presentation on single sheets Print All Slides 2 Full Page Slides April 2011 PowerPoint 2010-Page 17

18 Creating One PowerPoint Slideshow from Several Different PowerPoint Files All of your students have created short PowerPoint files, and you would like to combine them (or parts of them) into one comprehensive PowerPoint file. Here are the steps to combine several different PowerPoint slides into one presentation. Dragging slides to master presentation: 1. Open one student s file. This will be the master file. 2. In Normal view click the Slides tab in the left hand pane and then click where you want the slide inserted in that pane 3. On the Home tab, in the Slides group, click the arrow below New Slide > select Reuse Slides at the bottom 4. In the Reuse Slides pane, click Open a Power Point File. 5. In the Browse dialog box, locate the presentation you that has the slide you want and open it. 6. In the Reuse Slides pane, do one of the following o To add a single slide, click the slide o To add all slides, right click any slide, and then slect Insert All Slides 7. NOTE: If you want the slide to keep the formatting of the original presentation, select the Keep source formatting check box before you add the slide 2 3 April 2011 PowerPoint 2010-Page 18 7