ACADEMIC TECHNOLOGY SUPPORT Microsoft PowerPoint 2013: Narrating a PowerPoint ats@etsu.edu 439-8611 www.etsu.edu/ats
Table of Contents: Overview... 1 Objective... 1 Create or Open a Presentation... 2 Preparing for Narration... 2 Rehearsing Your Timings... 2 Recording the Show... 2 Options Under the Share... 4 Exporting PowerPoints... 5 Password Protecting Your PowerPoint... 6
Overview Microsoft PowerPoint Creating Narrations in 2013, is an instructor lead handson, small group, interactive workshop. Templates, support material, and an opportunity to See and Try is the guiding methodology of this workshop. Participant experiences will include: Objective Opening a PowerPoint Show Testing a Microphone Recording a Narration for a PowerPoint Presentation Show Packaging a Presentation with Narration for transporting to CD, Memory Stick or Web Converting a Slide Shows to PDF, Video or Image File Support Contact: Barbara Knight Chamberlain (knightb@etsu.edu; 439-8615) 1
Create or Open a Presentation MS PowerPoint is located in the Microsoft Office Folder under All Programs. When PowerPoint is opened you will see the Microsoft Office Ribbon. On the left side view thumbnails of current slide(s) and the rest of the window contains the main editing area. On the left navigation pane, you can toggle from Thumbnail view to Outline View. Take a few minutes to click through the Tabs and become familiar with the groups and action icons. Preparing for Narration On the Ribbon (the Menu Bar at the top) in Office 2013 look for the Tab called Slide Show. Rehearsing Your Timings You can rehearse a presentation. PowerPoint starts a timer and records the length of the presentation. It will remember how many seconds or minutes were spent on each slide, and if requested will set the slides to advance automatically at that rate. Steps to Rehearse: Slide Show Tab > Rehearse Timings The Slide Show begins. Look for the small timer in the upper left hand corner that tracks your progress Click to transition past the last side and the timer stops. A dialog box displays the presentation length. Check the box to apply slide timings. IF you plan to convert this PowerPoint to a video or if editing will be required in the future I suggest timing and sound be linked to the Slide Show. Recording the Show Under the Slide Show Tab Record Slide Show Start Recording from Current Slide or From Beginning Select what you want to record before you begin recording o Slide and animation timings o Narrations and laser pointer o Start Recording 2
Tip: How to use the laser pointer in a presentation. While showing the presentation hold down the Control key and the mouse pointer will turn into a laser pointer. End the Recording by Right Clicking and Select End Show or Using the Escape Key. The default settings in the Set Up Group are: Play Narrations, Use Timings, and Show Media Controls. If Narration is unchecked, the associated Narration will not play during the Presentation. If the Narration is enabled (checked) but is more free flowing rather than clearly associated with a particular slide, you could uncheck the Use Timings. If the author does not want folks to pause or replay the Narration while viewing the Slide Show, uncheck Show Media Controls. Next, in the Set Up Group find a Command called Record Slide Show. TIP:Test the microphone you are using before beginning a Narration recording. To test a microphone in Windows go to the Control Panel from the Windows Button; Select Sound. Under the Recording Tab select Microphone. Your sound properties dialog box may look different than mine. Select Configure and use the 'Set up Microphone' to test. Support Contact: Barbara Knight Chamberlain (knightb@etsu.edu; 439-8615) 3
Options Under the Share Go to the File Tab and Select Share. The author can Invited People to view on SkyDrive, Email as an attachement, Send Adobe PDF for Sharing, Present Online or Publish the Slides to a Server. MS PowerPoint in Office 2010 Save & Send has several helpful methods for sharing a Slide Show. Under the Save & Send you can E-mail, save to the Web, save to SharePoint, Broadcast or Publish the Slides. Sending in an E-mail: The computer attempts to reduce and compress the Slide Show to a size that it can be E-mailed to other folks. The default E-mail software opens with the Slide Show attached to the message. The next option, creation of an E-mail with link assumes we have a Share Point server 4
environment, which ETSU does not have at this time. The last option under sending by E-mail converts the Slide Show to a PDF and sends it as an attachment. Saving to the Web: The Web Option enables a save as a htm type file so it can be added or viewed from Microsoft's SkyDrive. Save to Share Point: The SharePoint option requires the author to have access to a SharePoint server. This option would allow other folks in your organization to have access to files that are stored on the SharePoint server. At this time ETSU does not have an available SharePoint Server but it is in the works. Present Online: Broadcasting a Slide Show requires a Windows Live Account. Other folks who have a Windows Live account can log on and use the link you send to view the slide show. This method is for presenting a Slide Show only, not for collaboration and editing. Publish Slides: Send a Slide Show to a Shared Drive. Example, Slide Shows could be published to the departmental S drive. Exporting PowerPoints Create PDF: Slide Shows can be converted to PDF. Create Video: If the Narrated PowerPoint Slide Show will be presented to students and if the show will be uploaded into D2L, converting to Video is a great idea. A Narrated PowerPoint with saved timings can be converted by selecting the Create Video Button. Name the Video. The conversion happens while you continue to work at your computer. As long as you do not close PowerPoint the conversion continues until finished. The Video will be a Windows Movie Video. It can be sent to Academic Technology Support for uploading to a Streaming Server. You will be given a URL (link) to the video. Put the link to the video in D2L. This reduces the strain on D2L, on the Students trying to view the video and everyone is happier. Most PowerPoint Slide Shows and Videos are too large to send though E-mail. If you need to send the PowerPoint by email go to http://www.etsu.edu/dropbox. Type in your email and official ETSU password, add Jim Fulbright's address fulbrigj@etsu.edu and Browse to upload the file. Package Presentation for CD: Keeping track of several PowerPoint files can be difficult. A Slide Show may have photos, videos and sound. While preparing the Slide Show an author may store files in different areas on his or her computer. Creating and storing everything in ONE folder is best. Slide Shows are created for sharing. When taking the show on the road, you could accidentally forget to copy an audio file, for instance. Another way to be sure everything is packed for showing and sharing is to package a PowerPoint Slide Show. MS PowerPoint gathers everything needed to play the show and copies it to a folder for you. A PowerPoint Viewer is included in a packaged PowerPoint. This allows folks who do not have PowerPoint to view the Slide Show. To package a Slide Show: 1. Select the File Tab > Export > Package Presentation for CD. 2. Name the Presentation. 3. Click Copy to Folder or Copy to CD. Select a location on your computer for the folder to be created or follow the prompts in preparation to burn to CD. Support Contact: Barbara Knight Chamberlain (knightb@etsu.edu; 439-8615) 5
4. Under Options, if you need to reduce the file size you could elect to leave out the PowerPoint Viewer and leave out the Embedded fonts. Not all computers are equipped with the same fonts. Many people download fonts to improve the appearance of their documents or presentations. If you want to make sure your presentation looks the same on the viewer s screen as it does on yours, you may want to embed the fonts you have used within your presentation. Click the Office Button>Publish>Package for CD Click on the Options Button Check the box next to Embed TrueType fonts Create Handouts: The Create Handouts Button sends the Slide Show to Word where you select Notes aligned next to slides, or Blank lines, Notes below slides, etc. Password Protecting Your PowerPoint You may choose to password protect your PowerPoint Presentation. Click the Office File Tab > Protect Presentation. 6
The best advice I can give anyone creating a PowerPoint for distribution is to create a Folder and use that same folder throughout the entire process. Put every file being used in that same folder. In the creation process sounds, media, images etc. are linked to the slide, it is not always embedded. Once the Slide Show is moved, it is very possible that some of the media may or may not move along with the show. When finished with the creation Save as PPTX, then a PPSX and then Package it for transportation. IF a video is needed, that too ensures that all items are packaged with the PowerPoint. If assistance or questions arise, please contact ATS@etsu.edu, Knightb@etsu.edu or call at 439-8611. Support Contact: Barbara Knight Chamberlain (knightb@etsu.edu; 439-8615) 7