Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows

Transcription

1 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows This document introduces technique to add interest to your presentation using graphics, audio and video. More detailed training material for using more features in PowerPoint can be found on the Microsoft website: Apply a theme to your presentation Themes are pre-formatted colour schemes to make your presentations look more professional. When choosing a theme, keep your audience in mind and also think about printing. Bright colours will be good for a light-hearted presentation. Too many colours may make it difficult for some people to read your slides. A black background will take up a lot of ink when printing and may not show up too well. 1 Click on the Design tab and click on the to see the themes available. Simply click on the one you like to change the theme of your presentation.

2 Using images Images add interest to your presentation. You must consider copyright when using images. If in doubt, only use clip art images or images that you have taken yourself. When choosing an image, consider your topic and your audience. Cartoon clip art may be inappropriate in some circumstances. To add a Clip Art image (PowerPoint 2010 and earlier) Clip Art is Microsoft s database of open-source (copyright-free) images. To add a clip-art image to a slide: 1 On the slide you are updating, click on the Clip Art icon (if available) or click on the Insert tab and click on the Clip Art icon. 2 The Clip Art pane will appear on the right. 3 Type a search word in the Search for box and press Enter. 4 The pictures available on that computer will appear. 5 Click on a picture once to add it to your slide (you may need to wait a couple of seconds before it appears). To add an image from your files 1 On the slide you are updating, click on the Picture icon or. If this is not available, click on the Insert tab and click on the Picture icon. 2 Windows Explorer will appear. 3 Locate the picture file you want, click to select it and then click OK or Insert. To search for an image in google 1 Type your search terms into google as normal. 2 Above the search results, click on Images to restrict the results 3 Click on the icon at the top right and choose Advanced Search 4 In the Usage Rights box, choose one of the free to use options. 5 Right click on the image you want and choose Save As to save the image to a location on your computer, then use the To add an image from your files instructions below to insert the image into PowerPoint. Page 2 Last updated 05 August 2015

3 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows To search for and insert an online image (PowerPoint 2013 only) PowerPoint 2013 has an inbuilt search function that lets you search for images online. The default search results will be suitable for use from a copyright perspective, but Microsoft does stipulate that you are responsible for checking the licence for images you use. 1 On the slide you are updating, click on the icon (if available) or click on the Insert tab and click on the Online Pictures icon. 2 Type a search term in the search box (you may have several, depending on the set up of your machine) and press ENTER. 3 Click on an image to select it and click on Insert You can also link PowerPoint 2013 to image sites such as Flickr and Facebook. To do this you will first need to connect to your accounts for these services. To do this: xxxx 1 Click on the File tab and click on Account. 2 In the User Information section, click on Switch Account. 3 Click on Add Account to set up your personal account details such as a personal Hotmail account, for example. xxxx Now, with your personal account selected, you can connect to services such as Facebook and Flickr. To do this: 1 Click on the Add a service button. 2 Choose a service. Eg within Images & videos you can link to Facebook and Flickr. 3 Follow the on-screen instructions to log onto the chosen service. Once you have set this up, you should then be able to access images from the services you have connected. For example, to add an image from facebook: 1 On the Insert tab and click on the Online Pictures icon. 2 At the bottom of the Insert Pictures window, click on the Facebook icon. 3 Follow the on-screen instructions to log into your Facebook account. xxxx 4 Facebook will then appear as one of the options in your Insert Pictures window. Click on it to use images from that account. Printed Wednesday, 05 August 2015 Page 3

4 When using images from social media, in addition to normal copyright considerations, as a general rule you should have written permission from anyone who can be identified in images you use, for data protection purposes, It is not considered acceptable to use images of children, unless there is a specific teaching/research need and you have written permission from the child s parent/guardian to use the image in that context. To add a screen shot With PowerPoint you can insert a snap-shot of one of your windows. You could use this to insert an image of a web page on a slide, for example. 1 Click on the Insert tab. 2 Click on the Screenshot icon. 3 Click to select the window you want to include on the slide. 4 The screen shot appears on the slide as an image. To move a picture 1 Click on the picture so that it is surrounded by a border, as shown on the right. 2 Move your mouse pointer to the centre of the picture. 3 Hold down your left mouse button and keep it held down whilst you move your mouse to move the picture to the desired location on the slide. 4 Release your mouse. To resize a picture 1 Click on the picture so that it is surrounded by a border, as shown above. 2 Move your mouse pointer to one of the corners of the border. Your mouse pointer will change to be a double-headed arrow as shown on the left. 3 Hold down your left mouse button and keep it held down whilst you drag the border to make it bigger or smaller. 4 Release your mouse. Page 4 Last updated 05 August 2015

5 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows To add a hyperlink to an image 1 Right-click on the image. 2 Click on hyperlink. 3 In the Address box, type or paste the URL of the webpage. 4 Click OK. 5 The hyperlink will be active in Slide Show mode. Smart Art Smart Art helps you to add professional-looking graphics to your presentations. Click on the Insert tab. To add Smart Art to your presentation: 1 Click on the Smart Art icon 2 Choose the type of Smart Art graphic you want from the list of options on the left of the pop-up window. A preview of the graphic appears on the right. This is an example of Smart Art Smart Art is a collection of preformatted diagrams and charts. Smart Art adds visual impact to your reports and presentations Office 2010 has Picture Smart Art so you can insert photos 3 Click to choose a layout from those displayed in the middle 4 Click OK. 5 The Smart Art graphic appears. Click the icon to choose a picture from file (only for Picture Smart Art). Click on [Text] to edit the text associated with an image. Printed Wednesday, 05 August 2015 Page 5

6 Animation Animation is used to add movement to your slides. It is mostly used: To control the timing of when bullet points of text appear on the screen. This build technique allows you to talk about each point without the audience being distracted trying to read the entire slide behind you. To make pictures appear/disappear from the slide. Use animation sparingly. It can distract your audience and, where overused, make them lose interest in your presentation. To animate bullet points of text Only use this where you have something to say about each bullet point individually and want to focus your audience s attention on that point. Do not use it where you need the full list of bullet points on screen before you start to talk about them. 1 Click anywhere in the text on the first bullet point. 2 Click on the Animations tab. 3 Click on Add Animation. 4 Click to choose which type of the green Entrance animations you want. 5 A quick demo of the animation is shown and then numbers appear next to each bullet point. 6 To see the full effect of the animation, click on the Slide Show icon at the bottom right of the PowerPoint window. Your slide will appear with just the title showing. Click your left button once and the first bullet point will appear. Click again and the second will appear and so on. 7 Press Esc or right-click and choose End Show to exit slide-show mode. To animate sub-bullets individually 1 Animate the bullets as shown above. 2 Click anywhere in the text on the first bullet point. 3 On the Animations tab, click on the below Effect Options. 4 Click on the Text Animation tab and choose By 2nd Level Paragraphs in the Group Text drop-down box. 5 Click OK. Page 6 Last updated 05 August 2015

7 Use this to: Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows To animate an image make an image appear or disappear from a slide when you click your mouse make images move from one position to another on the slide 1 Click on the image so that it is surrounded by a border. 2 Click on the Animations tab. 3 Click on Add Animation. 4 Click to choose which type of animation you want: o Entrance animations will make the image appear when you click. o Emphasis animations will make the image change in some way when you click. o Exit animations will make the image disappear when you click. o Motion path animations will make the image move from one position to another. 5 A quick demo of the animation is shown and then numbers appear next to the image. 6 To see the full effect of the animation, click on the Slide Show icon at the bottom right of the PowerPoint window. Click your left button once will show the animation effect. 7 Press Esc or right-click and choose End Show to exit slide-show mode. To apply a motion path animation 1 Click on the image so that it is surrounded by a border. 2 Click on the Animations tab. 3 Click on Add Animation. 4 Choose one of the Motion Paths animations (note that there is a More Motion Paths option at the bottom of the window) Printed Wednesday, 05 August 2015 Page 7

8 5 The image will move as a preview of the animation, then a number and an arrow will appear next to the image. The green arrow-head indicates the starting point. The red arrow-head indicates the end point for the motion path. 6 Drag and drop the arrow-heads to change the start and end points and the direction of the motion path. The animation pane The animation pane is useful when you have more than one animation effect on a slide. It allows you to: Change the order in which animations are applied. Change the trigger for animations (on a click of the mouse or with a previous effect). Change the duration and speed of an animation effect. To use the animation pane: 1 Click on the Animations tab 2 Click on the Animation Pane icon. 3 The Animation Pane will appear on the right. Each animation effect in the slide will be in the list, with a number which corresponds to the number that appears next to the graphic or text in the slide to which that animation effect applies. The animations will appear in the order in which they appear in the list, with the first animation occurring first. Page 8 Last updated 05 August 2015

9 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows To change the order of the animation effects 1 In the Animation Pane, click once on the animation effect you would like to change the position of. 2 Use the Re-Order buttons (bottom of the pane in PowerPoint 2010) or (top of the pane in PowerPoint 2013) to move the selected animation effect up and down the list. To change the trigger for an animation effect You can control what triggers an animation effect to appear. Animation affects can appear: On the click of the mouse or when the right arrow key on the keyboard is pressed. (Start On Click) At the same time as a previous animation effect. (Start With Previous) At a set time after a previous animation effect. (Start After Previous) 1 In the Animation Pane, click once on the animation effect you would like to change and click on the drop-down arrow 2 Choose the trigger you require (see above). 3 If you choose the Start After Previous option, you will need to then click on Timing to then set the Delay to indicate how long you want PowerPoint to wait before running the animation effect. To change the speed of an animation effect 1 In the Animation Pane, click once on the animation effect you would like to change and click on the drop-down arrow 2 Click on Timing to then set the Duration to your preferred setting. Printed Wednesday, 05 August 2015 Page 9

10 To remove an animation effect 1 In the Animation Pane, click once on the animation effect you would like to delete and press the Delete key on your keyboard. Build animations to create a cartoon Using the entrance, exit and motion path animations in combination with images layered on top of each other, you can create basic cartoons in your presentation. You will need to use the Animation Pane for better visibility of which effect appears when. For a demonstration of this, see the video on To animate Smart Art graphics 1 Click on the Smart Art graphic to select it. 2 On the Animation tab, click on Add Animation and click to choose which type of animation you want. 3 Click on the Effect Options icon and choose One By One. 4 To see the full effect of the animation, click on the Slide Show icon at the bottom right of the PowerPoint window. Click your left button once will show the animation effect. 5 Press Esc or right-click and choose End Show to exit slide-show mode. Adding audio You can add audio to a PowerPoint presentation. When adding audio, take copyright into consideration. There are open source audio clips available in the Clip Art gallery. You could also borrow a voice recorder from one of the university media centres to record your own. To add audio from Clip Art (PowerPoint 2010 and earlier) 1 Click on the Insert tab. 2 Click on the Audio icon and choose Clip Art Audio. 3 The Clip Art pane opens on the right. 4 Right-click on one of the Clip Art files and choose Preview/Properties to hear what it sounds like. Then click Close. 5 Left-click once on a Clip Art file to add it to the slide. The audio file will appear as a speaker icon with play controls underneath. Page 10 Last updated 05 August 2015

11 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows To add audio from File 1 Click on the Insert tab. 2 Click on the Audio icon and choose Audio From File. 3 The Insert Audio window opens. 4 Locate your audio file, click to select it, then click Insert. The audio file will appear as a speaker icon with play controls underneath. To record audio (PowerPoint 2013 only) To use this function you will need to have a microphone connected to your computer. 1 Click on the Insert tab. 2 Click on the Audio icon and choose Record Audio. 3 The Record Sound window opens. 4 Give the recording a name. 5 Press the record button 6 When you have finished your recording, press To hide the audio icon from the PowerPoint slide 1 Click on the audio icon in the slide. 2 Click on the Audio Tools Playback tab on the ribbon. 3 On the ribbon, click to select the Hide During Show checkbox. To make the audio repeat on a loop 1 Click on the audio icon in the slide. 2 Click on the Audio Tools Playback tab on the ribbon. 3 On the ribbon, click to select the Loop until Stopped checkbox. Printed Wednesday, 05 August 2015 Page 11

12 To change the trigger for the start of the audio 1 Click on the audio icon in the slide. 2 Click on the Audio Tools Playback tab on the ribbon 3 Click on the drop-down in the Start: box 4 Choose which option you require from the list. Audio clips will appear in the Animation Pane, so you can use the same technique shown on page 8 to control the timings, trigger and position of the audio amongst the animations on a particular slide. To assign audio to a picture on a slide 1 Add the picture to the slide. 2 Add the audio to the slide. 3 Open the Animation Pane (click on the Animations tab and click on the Animation Pane icon). 4 Click on the audio in the Animation Pane to select it. 5 Click on the drop-down arrow and click on Timing 6 In the Start effect on click of: box, click on the drop-down and select the picture. 7 To test your settings, click on the Slide Show icon at the bottom right of the PowerPoint window. Click on the picture you have chosen. 8 Right-click and choose End Show to exit slide-show mode. Page 12 Last updated 05 August 2015

13 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows Adding video You can add videos to a PowerPoint presentation. When adding video, take copyright and data protection into consideration. In Office 2010 and earlier, there are open source video clips available in the Clip Art gallery. You could also borrow a hard drive camera from one of the university media centres to record your own. To add video from Clip Art (Office 2010 and earlier) 1 Click on the Insert tab. 2 Click on the Video icon and choose Clip Art Video. 3 The Clip Art pane opens on the right. 4 Right-click on one of the Clip Art files and choose Preview/Properties to see what it looks like. Then click Close. 5 Left-click once on a Clip Art file to add it to the slide. 6 The video file will appear as an image on the slide. To add video from File 1 Click on the Insert tab. 2 Click on the Video icon and choose Video From File or Video on My PC. 3 The Insert Video window opens. 4 Locate your video file, click to select it, then click Insert. 5 The video file will appear as a black screen with play controls underneath. 6 Resize and move the video file in the same way that you would with any normal image. To embed a video from a website (Office 2013) 1 Click on the Insert tab. 2 Click on the Video icon and choose Online Video. 3 The Insert Video window opens. 4 To search YouTube, click in the Search YouTube box, type your search term and press ENTER. 5 Click on the video you want and click Insert. Printed Wednesday, 05 August 2015 Page 13

14 As you cannot see previews of the videos in the search results, you may find it better to find the video on, for example, YouTube and use the videos embed code to insert the video into PowerPoint. Finding the embed code differs from site to site, but using YouTube as an example: 6 Find the video you need and click on the Share icon. 7 Click on the Embed link. 8 Triple click on the embed code (starts with <iframe), then right-click and choose Copy. 9 In PowerPoint 2013, click on the Insert tab. 10 Click on the Video icon and choose Online Video. 11 The Insert Video window opens. xxxx xxxx 12 Click in the Paste embed code here box. 13 Right click and choose Paste to paste the embed code 14 Click on the arrow to the right of the Paste embed code here box. It may take a few moments for the video to embed in your presentation. You may need to switch to slide show view to see the video. Page 14 Last updated 05 August 2015

15 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows To embed a video from a website (Office 2010 and earlier) Currently this feature is not working on some machines. To check if it is working on your machine, click on the Insert tab in PowerPoint, click on the Video icon and check whether you have the option to Insert Video from Website. If this option is not available you will need to follow the instructions at the bottom of the page. 1 Copy the embed code for the video from your website. E.g. to do this in YouTube: Find the video you need and click on the Share icon. Click on the Embed icon. Click to select Use old embed code.* Click on the code in the box underneath the Embed icon. Right-click on the link and choose Copy. 1 In your PowerPoint slide, click on the Insert tab. 2 Click on the Video icon and choose Video from Web Site. 3 The Insert Video from Web Site window opens. 4 Right click in the white box and click on Paste to paste code into the box. Click Insert. *PowerPoint 2010 will only accept embed code that starts with <object, code starting with <iframe will not work. Printed Wednesday, 05 August 2015 Page 15

16 Workaround if Insert Video from Web Site is not available If the Insert Video from Website option is not available your version of PowerPoint, the only (legal) thing you can do is insert a hyperlink to the YouTube video. This means that you will be taken to the YouTube website to play the video. To insert a hyperlink: Click on the Insert tab Click on the Hyperlink icon Type the text to be displayed on your slide in the Text to display box Type the URL in the Address box Click OK The link will become active in slideshow mode. If you want it to look better, you could insert a picture or screenshot of the video and add the hyperlink to that image (see page 2) To make a video repeat on a loop 1 Click on the video on the slide. 2 Click on the Video Tools Playback tab on the ribbon. 3 On the ribbon, click to select the Loop until Stopped checkbox. To change the trigger for the start of a video 1 Click on the video on the slide. 2 Click on the Video Tools Playback tab on the ribbon 3 Click on the drop-down in the Start: box 4 Choose either to start the video automatically when the slide appears or to start the video when you click the play control underneath. Video clips will appear in the Animation Pane, so you can use the same technique shown on page 8 to control the timings, trigger and position of the video amongst the other animations and audio on a particular slide. Page 16 Last updated 05 August 2015

17 Adding emphasis to a presentation in PowerPoint 2010 and 2013 for Windows Transitions Transitions are animation effects when moving from one slide to another. To add a transition effect to one slide 1 Click on the Transitions tab. 2 Click on the icon to open the Transitions gallery. 3 Click on a transition to select it. 4 To see the full effect of the transition, click on the previous slide and then click on the Slide Show icon at the bottom right of the PowerPoint window. Click your left mouse button once will see how the transition appears when you move from one slide to the next. 5 Right-click and choose End Show to exit slide-show mode. To add a transition effect to all slides in a presentation 1 In the slide sorter at the left of the PowerPoint screen, click on the first slide to select it. 2 Press the CTRL and A keys together on your keyboard to select all of the slides. 3 Click on the Transitions tab. 4 Click on the icon to open the Transitions gallery. 5 Click on a transition to select it. 6 To see the full effect of the transition, click on the first slide in the slide sorter on the left and then click on the Slide Show icon at the bottom right of the PowerPoint window. Click your left mouse button once will see how the transition appears when you move from one slide to the next. 7 Right-click and choose End Show to exit slide-show mode. Printed Wednesday, 05 August 2015 Page 17