IT Services IT Training

IT Services IT Training PowerPoint

In this workbook you will learn to: use PowerPoint to create a range of visual aids enter the content of your presentation, edit and save it improve the design of your presentation by using Templates and Master Pages use the Drawing Toolbar and AutoShapes features to create simple diagrams create and run a slide show complete with slide transitions and build effects insert objects from other application programs Workbook conventions The instruction to choose Insert Text Symbol means choose the Insert tab, locate the Text group and use the Symbol command in that group. This material has been written to be used with Word 2010 on a University supported PC. Differences to Office 2007 will be highlighted. If you are using other versions, you may find variations to features described. Last updated: May 2011

Contents 1 Introduction to PowerPoint 1 1.1 Opening PowerPoint 1 1.2 The PowerPoint screen 1 1.3 Alternative views 2 2 Creating a presentation 3 2.1 New slides 3 2.2 Adding content to slides 4 2.3 Deleting slides 5 2.4 Moving and arranging slides 5 3 Presentation Appearance 7 3.1 Themes 7 3.2 Changing and customising themes 7 3.3 Master pages 7 3.4 Using the University of York PowerPoint templates 9 4 Using Effects 10 4.1 Transition effects 10 4.2 Animation schemes: PowerPoint 2007 11 4.3 Animation: PowerPoint 2010 12 4.4 Rehearse timings 13 5 Running and configuring a slide show 14 5.1 Controlling a Show 15 5.2 Presentation tools 16 6 Additional resources 17 6.1 Adding Notes 17 6.2 Printing 17 7 Inserting other content 19 7.1 Images as extra content 19 7.2 Inserting slides from other files 19 7.3 Inserting a hyperlink 19

1 Introduction to PowerPoint PowerPoint 2010 Using PowerPoint you can create and display sets of slides that combine text with drawn objects, clip art, sound, video and animated special effects. PowerPoint makes use of many word processing concepts such as cut and paste, text formatting, save, etc., and this workbook assumes a familiarity with such concepts. PowerPoint is often used to give electronic presentations using a large screen or projector, but you can then turn your work into transparencies, printed handouts or even 35mm slides. Because PowerPoint is part of the Microsoft Office suite, you can easily import Excel charts and Microsoft Clip Art illustrations. 1.1 Opening PowerPoint 1 Open PowerPoint by choosing Start All Programs Microsoft Office Microsoft Office PowerPoint 2010. 1.2 The PowerPoint screen PowerPoint opens in Normal view. This is the main editing view and here you can enter text, move, copy and/or delete slides. This is particularly useful for small presentations. In Normal view, the Outline pane allows you to edit text quickly and to develop content for the presentation, without the distraction of layout concerns. 2 Slide editing pane 1 Slides and outline pane 3 Notes pane 1 Slides and Outline pane The Slides tab in this pane displays thumbnail representations of each slide in order. Clicking on the Outline tab displays a list of all your slides and their text in outline form, allowing you to quickly develop and edit presentation text. The Title Slide is divided into two areas - or placeholders - for the title and sub-title. 2 The Slide area The Slide area of the screen displays the current slide here Slide 2. When you open a blank presentation in PowerPoint this area will display by default a blank title slide. 3 The Notes area The Notes area allows you to type notes as an aide memoire whilst delivering 1

your presentation. These notes can be printed, or viewed on screen when using Presenter view 1. 1.3 Alternative views PowerPoint has several other views; most of these may be accessed from the small controls on the status bar at the bottom right of the screen, which also includes the zoom slider: Slide show Zoom Autofit Normal Slide sorter Reading 2007 Users: The Reading view is not available. Normal Slide sorter Reading Slide show Allows easy navigation between slides, and is used to edit slide content. This view displays thumbnail miniatures of each slide in the presentation and can be used to move, copy, insert or delete slides. It is not possible to edit slide content in this view. Displays the current slide as it would appear in the presentation, but leaves the status bar controls and Windows task bar visible. Launches the presentation from the current slide. To exit this view before the end of the show, press escape (Esc) on the keyboard. Several of these views are also available on the View tab, which also includes the Notes Page view, allowing more convenient editing of slide notes. Notes Page Editable notes area 1 When running a show, Presenter view allows you to display an alternative view on your own screen, including notes, if your hardware permits this. 2

2 Creating a presentation To begin a new presentation: 2010: choose File New Blank Presentation Create. 2007: choose Office Button New Blank Presentation Create. A new blank presentation always includes a title slide. 2.1 New slides PowerPoint 2010 PowerPoint slides include a number of place-holders. These are frames into which you insert titles and content; using these enables you to take full advantage of the presentation formatting tools. When you insert a new slide, you therefore need to decide the type of layout required. To add a new slide: 1 Choose Home Slides New Slide. 2 Choose a layout for the new slide. Choose the slide layout most appropriate for the content you wish to include. 2.1.1 Changing Layout To change the layout of an existing slide: 1 In the Slides and Outline pane, select the slide you wish to change. 2 Choose Home Slides Layout and make your selection Note: Bear in mind that some content may be affected if the new layout does not include the same place-holders. 3

2.2 Adding content to slides Wherever possible use the provided place-holders. A content place-holder is designed for bulleted text, or inserted tables, charts and graphics. You should resist the temptation to format text content as you enter it, as this is the least efficient method of formatting in PowerPoint. Click here to insert bulleted list Select an icon here to insert a table, chart, picture, Clip Art, SmartArt Note: The items indicated in the content place-holder may also be inserted using the Insert tab on the ribbon. 2.2.1 Bulleted lists Bulleted lists work well in slide presentations because they deliver information in a concise, easy-to-understand way. To add a bulleted list: 1 On any slide with a content place holder, choose Click to add text this places an editing cursor next to the first bullet. 2 Type in your text, then press Return (Enter) to begin each new point. 3 If you wish to make a sub point under a bullet, choose Home Paragraph Increase List Level, either before or after typing in the text. 4 To return to the main bulleted list, choose Home Paragraph Decrease List Level. 2.2.2 SmartArt SmartArt allows you to create attention grabbing bulleted lists, flow diagrams, organisational charts and much more. 1 In an empty content place-holder, choose Insert SmartArt Graphic or on the ribbon select Insert Illustrations SmartArt. Make a suitable selection. 2 Note that SmartArt Format and Design tabs have appeared on the far right of the ribbon. Using tools on these tabs, you can customise your graphic with colours, animation and effects such as shadows, bevels and glows. 2.2.3 Adding footer text To add footer text to your slides: 1 With your cursor on any slide, choose Insert Text Header & Footer. The Header and Footer dialogue appears, with options to include date and time along with automatic update, slide numbering and footer text. 2 Tick the features you wish to display, selecting the appropriate options. Headers cannot be included on slides by this method. 4

PowerPoint 2010 3 If you intend footers to be used on all slides, first decide if you wish to suppress these on title slides, then choose Apply to All. Choosing Apply will display the footers only on the current slide. Tick to add date and time to footer. Includes option to update automatically. Choose these options to add numbering and footer text. Note: You can add headers and footers to notes and handouts by choosing Insert Header and Footer and clicking on the Notes and Handouts tab. 2.3 Deleting slides Slides can be deleted in both Normal and Slide Sorter view. To delete a slide: 1 Either in Slide Sorter or in Normal view in the Slides pane, select the slide to be deleted. 2 Either choose Home Delete or press the Delete key. 2.4 Moving and arranging slides Changing the order of slides is simplest to accomplish in Slide Sorter view. 1 In Slide Sorter view, drag the slide you wish to move to its new position. Note that a rectangle is attached to your cursor during this process and that a vertical line indicates where the slide will be placed when you release the mouse button. 5

Task Navigate to: Teaching (T:)\IT Training. Copy and paste the PowerPoint folder into Documents. 1 Begin a new, blank presentation, On the Title slide add the title Beanz Coffee Shop. Add the subtitle York s Premier Coffee House. 2 Add a Title and content slide and type in the following text under the title Presentation Overview: Beanz Coffees Drink Extras 3 Add another Title and content slide and type in the following text under the title Drink Extras Mocha syrup Whipped cream topping Chocolate and caramel topping 4 Add another Title and content slide and type in the following text under the title Beanz Coffees: Mild Costa Rican, Colombian, Panama Smooth Arabian, Mocca Java, Guatemalan Audacious Ethiopian, Italian Roast, French Roast 5 Add another Title and content slide and type in the following text under the title Beanz Cakes Coffee and walnut Coffee and caramel 6 Add the date and slide numbers to the presentation. 7 Delete the Beanz Cakes slide. 8 Move the Drink Extras slide to the end of the presentation. 9 Insert a Two content slide between Beanz Coffees and Drink Extras. 10 Add the following text in the left hand placeholder, under the Title More Beanz: Capuccino Latte. 11 In the right hand placeholder type: Americano Espresso. 6

3 Presentation Appearance PowerPoint 2010 Now that you have the basic structure of the presentation, you can begin to improve its appearance. The design should be appropriate for the presentation s topic and audience. 3.1 Themes PowerPoint provides a gallery of themes, which are pre-defined combinations of text, background, accent and hyperlink colours, allowing you to provide a consistent and professional presentation. To apply a PowerPoint theme: 1 Select the Design tab the themes occupy most of the ribbon. 2 Choose the More themes control to view the full range. Hover the mouse pointer over a theme, without selecting, and the live preview feature will temporarily format your presentation in this theme using default colours. More themes 3 Select the chosen theme to apply it. Note: The themes included with PowerPoint do not follow the University visual identity guidelines. If you need to produce a compliant presentation, existing PowerPoint design templates may be used as a theme visit http://www.york.ac.uk/communications/publications/visualidentity/templates/ for more details. 3.2 Changing and customising themes To change from one theme to another, simply click on another theme. However, should you wish, you may create your own colour scheme: 1 Choose Design, click on the arrow next to Colors and choose Create New Theme Colors. 2 In the Create New Theme Colors dialogue, click on the arrow next to the element of the presentation that you wish to change - the current colour is displayed in a box beside the element name. 3 Choose from the range of colours presented. Or, to display a full spectrum of colours, choose More Colors from any of the Theme Colors dialogues. 4 To save your customised scheme, enter a suitable title in the Name: box and choose Save. Your scheme will appear in the Custom section of the Colors menu. 3.3 Master pages Master slides control the visual formatting of a presentation. These can be used to modify an existing theme or create a new design from scratch. Making use of master slides is much quicker and more consistent than attempting to format each slide individually. Note: The main difference between a theme and a master is that masters are limited to PowerPoint, whereas themes are Office designs that can be used in other applications, such as Word and Excel. 7

3.3.1 Understanding masters Master slides are provided in sets that include one overall slide master, and separate masters for each slide layout. Changes made to the slide master will affect every layout master, and hence every slide. Changes to individual layout masters will affect only slides based on that layout. Any changes made should be formatting changes, not text changes. To use the Slide Master: 1 Choose View Master Views Slide Master. Office 2007: View Presentation Views Slide Master 2 The Slide Master tab appears with its associated commands, along with the master slides pane, displaying the slide master and layout masters. Changes to the slide master will affect every layout master, and potentially every slide Changes to layout masters will affect slides based on that layout only 3 Select the slide master or a layout master in the left-hand pane to view and edit the master in the main pane. Feature Placeholder text Backgrounds Edit method Place the cursor in the text to be formatted you do not need to select the placeholder text. Make the necessary format changes using text and paragraph tools. Text effects can be included but are not fully compatible with PowerPoint 2003. Choose Slide Master Background Background Styles to open a gallery to choose from. Format Background opens a dialogue with more fill and colour options. To apply the background to the current layout master only choose Close, or select Apply to All, as appropriate. 4 When done, choose Close Master View. 8

3.4 Using the University of York PowerPoint templates PowerPoint 2010 Many course participants will need to use the official University of York PowerPoint templates. These can be accessed from: http://www.york.ac.uk/communications/publications/visual-identity/templates/ 1 Open a web browser and type in the URL given above. 2 Scroll down to the PowerPoint templates. From the options shown, choose the design that you like best. 3 Click on Click to Download file and save where required. Task 1 Format your presentation using the Median Theme. 2 Insert a new Title and content slide at the end of the presentation, with the title Beanz Extras. Insert a Vertical Block List SmartArt graphic. 3 In the large text boxes type respectively: Beanz, World, Drink. 4 In the smaller text boxes type respectively: Costa Rican, Arabian, Ethiopian; Fair Trade, Organic, Rain Forest; Syrups, Toppings. 5 Experiment with the design of this SmartArt graphic using the tools on the Design and Format tabs. 6 In Master view, change the top level bullet style on all slides. 7 Change the title font colour on all slides. When done, close Master view and save the customised theme. 9

4 Using Effects PowerPoint slides can be animated to introduce or emphasise important points. Moving from one slide to another is a transition; building the content of a slide is called an animation. Use effects sparingly and consistently to give emphasis too much animation detracts from the content of your presentation. Remember less is more! 4.1 Transition effects Transitions are special effects applied when moving from one slide to another in a slide show. It is a good idea to use a limited range of transition effects throughout your slide show. Transition effects are added in either Normal or Slide Sorter view you will develop your preferred way of working. Advancing the slide can occur either manually or automatically after a specified time, and can be accompanied by sound effects (which can be irritating for the audience!). To apply a slide transition: PowerPoint 2010 1 From any slide, choose the Transitions tab. This tab includes an effects gallery, tools allowing you to configure transition sound and how the slide will advance. You can apply the transition to selected slides or to all slides. Preview effect Gallery of transition effects Effect options Apply to all slides Configure how the slide will advance 2 Hover your cursor over the different effects in the gallery each one will be previewed on the current slide. Select the required transition effect. 3 The Effect Options control enables you to select variations of the chosen transition such as the direction. This will depend on the chosen effect. 4 Set the length of time taken for the transition by setting the value in the Duration control; this number is in seconds. 5 Configure whether the slide is to advance manually (On Mouse Click) or after a specified time. Both may be selected, in which case a mouse click will advance the slide before the set time has elapsed. 6 The effect may be applied to all slides by choosing Apply To All. Note that a star appears alongside each slide thumbnail. Selecting this star at any time switches to the chosen slide using the selected transition. Note: To apply different effects to specific slides, select the required slides (sorter view is best for this) and the effect will then be applied only to these do not use Apply to All in this case. PowerPoint 2007 1 From any slide, choose the Animations tab. The Transitions group occupies most of the ribbon and includes an effects gallery, tools to 10

PowerPoint 2010 configure transition sound and how the slide will advance. You can choose to apply settings to all slides. Transition effects gallery More effects Click here to view more effects Apply to all slides Configure how the slide will advance 2 Hover your cursor over the different effects in the gallery each one will be previewed on the current slide. 3 Select the required transition effect, and set the transition speed to Slow, Medium or Fast from the Transition Speed drop down list. 4 Configure whether the slide is to advance manually (On Mouse Click) or after a specified time. Both may be selected, in which case a mouse click will advance the slide before the set time has elapsed. 5 The effect may be applied to all slides by choosing Apply To All. Note that a star appears alongside each slide thumbnail. Selecting this star at any time switches to the chosen slide using the selected transition. Note: To apply different effects to specific slides, select the required slides (Sorter view is best for this) and the effect will then be applied only to these do not use Apply to All in this case. 4.2 Animation schemes: PowerPoint 2007 Animation schemes allow you to introduce bullet points and other content in sequence. 4.2.1 To apply an animation scheme to a single slide: 1 Navigate to the slide and place the cursor in the first point do not select any text. 2 Choose Animations Animations Animate and choose from the range of pre-set animation schemes from the drop-down control. Hover your cursor over each scheme to see a preview of the effect. 11

3 Choose an Animation scheme, selecting By 1st Level Paragraphs to configure each first level bullet to be introduced separately. Note: The Custom Animation tool opens the Custom Animation pane on the right-hand side of the screen, which enables more complex effects to be applied to emphasise text and pictures. 4.2.2 To apply an animation scheme to all slides: Instead of applying a scheme to each slide individually, the Slide Master can be used to apply the scheme to all slides (see also section 3.3, Master pages). 1 Choose View Presentation Views Slide Master. 2 Place the cursor in the top level bullet point on the first slide master. 3 Configure an animation scheme as above. 4 Close the Slide Master view. 4.3 Animation: PowerPoint 2010 Animation allows you to introduce bullet points and other content in a predetermined sequence. Effects are divided into: Entrance: to introduce onto the slide Emphasis: the modify the appearance whilst visible on slide Exit: to remove from the slide Motion Paths: to move around the slide (use with care!) To apply an animation: 1 Select the Animation tab. The majority of the tab is taken up by the gallery of entrance effects. 12

PowerPoint 2010 Gallery of animation effects Effect options Configure how the slide will advance Preview effect Alternative access to effects Gallery 2 Place the cursor in the text, or select the object, to which you wish to add the animation effect. Text does not need to be selected. 3 Choose the desired effect from the gallery and set the Effect Options as required. This will vary between effects, but most include the option to introduce text all together or a line at a time. Note that second level bullets will be introduced along with first level. 4 Configure the timing controls to choose whether the animated items appear manually (On Click) or automatically (With Previous or After Previous) 5 You may also configure: Notes: The time taken (Duration in seconds) for the animation effect For an automated animation, any Delay (in seconds) before the effect begins Items are numbered on screen to show the order they will be introduced. Any items with the same number are introduced together. Using this method, items may have only one type of animation applied. For example, you cannot, add emphasis and/or exit effects to items that already use an entrance effect; the entrance effect will be lost. Multiple effects can be applied using Animations Advanced Animation Add Animation. 4.4 Rehearse timings Rehearse timings allows you to record the timings for transitions and animations whilst viewing the presentation. The timings are then stored to enable a fully automated presentation, with individual timings for each slide. 1 Choose Slide Show Set Up Rehearse Timings. 2 The Rehearsal Clock begins immediately. Read through each slide, clicking to advance after a suitable time has elapsed. 3 When you reach the end, you will be informed of the length of the show and asked if you wish to save the timings. 4 Saving these timings will overwrite any timings set manually and will result in a fully automated show. 13

5 Running and configuring a slide show Before you begin your show, you should check it is configured as required. Choose Slide Show Set Up Set Up Slide Show. The controls differ slightly between Office 2007 and 2010. PowerPoint 2007: PowerPoint 2010: 1 Selecting Loop continuously until Esc is used for a continuously repeating show. Timings must also be set for slides. 2 If you have set timings, ensure the Advance slides control is configured to use timings. 3 The colour of the Laser pointer can also be set here (new to 2010). 14

5.1 Controlling a Show There are several ways to start a show: PowerPoint 2010 Desired Result Run show from 1st slide Run show from current slide Methods Slide Show Start Slide Show From Beginning Press function key F5 Slide Show Start Slide Show From Current Slide SHIFT + F5 Status bar Slide show If you wish to exit your show at any time, press the Esc key. 5.1.1 Keyboard control Once the show is running, the following keys can be used to control the slide show: Advance to the next slide Go back to the previous slide Move to a particular slide End the slide show To blank the screen (black) To return to your presentation To blank the screen (white) To return to your presentation Click the mouse Press the space bar Press the right arrow Press the down arrow Press Page Down Type n Press backspace Press the left arrow Press the up arrow Press Page Up Type p Type the required slide number and press Enter Press Esc Press b Press any key Press w Press any key 15

5.2 Presentation tools During your slide show, some on-screen controls allow you to navigate between and annotate slides, and to modify pointer options. These features are controlled using some almost invisible controls that appear at the bottom left when the mouse is moved. Pointer and pen menu Slide control menu Note: When a pen or highlighter is chosen the Laser pointer feature is disabled. 5.2.1 Laser pointer This feature, new to PowerPoint 2010, attempts to imitate the use of a laser pointer on a screen by displaying a coloured dot at the mouse pointer location. To modify the laser pointer colour: 1 Choose Slide Show Set Up Set Up Slide Show and in the Show Options section choose a colour. To use the laser pointer feature during a show: 1 Hold down the CTRL key and drag the mouse (holding down the mouse button). Task 1 Apply the same transition to all of the slides in your presentation. 2 Change the transition speed to Medium for all slides. 3 Run your slide show. During the presentation, highlight a point with the highlighter pen, set to green. 4 Once you have run the presentation, set the timing to 2 seconds on each slide. 5 Change the timing on the Beanz coffees slide to 4 seconds. View the show again. 6 Apply an animation scheme to all slides. View the show. 7 Use Rehearse timings to configure new timings for the whole presentation. 8 Configure the presentation to loop continuously and check that this works. 16

PowerPoint 2010 6 Additional resources As well as creating slideshows, PowerPoint includes features for adding printable notes and creating slide handouts. Handouts Notes Handouts are a way of providing slide images for your audience. These can be reduced in size to fit up to 9 slides per page, but cannot include additional text. Notes display the slide but also include an area below this for additional text. The notes could be intended for the audience or could be used by the speaker. 6.1 Adding Notes Notes are intended to be printed out to guide and to prompt you when making a presentation. Notes are not visible on screen during a presentation. To add notes to your slides: 1 In Normal view you can enter text in the Notes area below the slide the boundary between the slide and notes is movable. However, the formatting options are limited in this veiw. For more flexible formatting options choose View Presentation Views Notes Page. 2 Enter your notes, applying formatting from the Home tab as required. 6.1.1 Notes Master The Notes Master works in the same way as PowerPoint s other master pages you can set default formats for the text you enter. Choose View Notes Master and change any formatting features in the Notes body area, as required. Text or images required on each notes page may also be added to the master. 6.2 Printing Slides, handouts and notes can all be printed. For this reason it is recommended that you check the appearance in print preview first. The methods differ between PowerPoint 2007 and 2010. PowerPoint 2007 Preview: 1 First ensure the correct printer is selected as this can affect you preview: choose Office Button Print and select the printer. 2 From the Print dialogue, choose Preview to open the print preview. 3 If the printer is already correct and you have not carried out step 1, choose Office Button Print Print Preview. 4 Select what you wish to preview: slides, notes or handouts, from the dropdown in Page Setup Print What. Printing: 5 In preview choose Print Options to modify the header and footer, among other things. 6 Choose Print to open the Print dialogue, check the settings and select OK. 17

PowerPoint 2010 Preview: 1 Choose File Print. This view provides printing controls and a document preview. 2 From the Printer drop-down ensure the correct printer is selected, as this will affect the preview. 3 In the Settings section, choose what you wish to print and check in the preview. 4 Configure other options, including the headers and footers, as required. Specify the number of copies Select the correct printer Choose what to print Other printer settings Modify header and footer content Printing: 5 Choose File Print and check the settings are correct. 6 Select the large Print button. This will send the document to be printed and does not open a Print dialogue box. 18

7 Inserting other content PowerPoint 2010 Whenever possible you should try to work with the content place holders provided by the range of slide layouts. However, there will be times this is not appropriate. 7.1 Images as extra content Images can be added to PowerPoint slides. These can be graphics created and saved in other applications such as Clip Art. PowerPoint will accept most common graphics formats (gif, jpeg, etc.). 1 To insert additional images, choose Insert Images Picture (PowerPoint 2007: Insert Illustrations Picture). 2 Navigate to where the graphic is stored, select the file and choose Insert. 3 You can re-size the graphic by clicking on it and dragging a corner out to enlarge it, or pushing a corner in to make it smaller. More precise sizing and positioning of the image can be achieved by right clicking on the image and choosing Size and Position. Note: If you have a graphic that you wish to appear on every slide, insert the graphic onto the Slide Master. 7.2 Inserting slides from other files Slides from another presentation can be inserted into the current one. This is useful if you wish to use existing content without re-typing. 1 In Normal (slides pane) or Slide Sorter view, place the cursor where you want to insert the slide or slides. 2 Choose Home Slides New Slide drop down and select Reuse Slides. The Reuse slides pane appears to the right of the screen. 3 Select the Browse... button, choose Browse File and navigate to the presentation that contains the slides you wish to insert. Select Open. 4 Hovering over a slide enlarges the preview. Select a slide to insert it. The slide should adopt the formatting and design of your current presentation, although this will depend to some extent on your consistent use of placeholders. 7.3 Inserting a hyperlink Hyperlinks may be inserted to another slide in the current presentation, to another presentation, to a web page or to a file in another application. 1 Select the text or image that you wish to become the hyperlink and choose Insert Links Hyperlink. 2 Choose from the Link To: options or type a URL into the Address box. 3 When done, click OK. You will see that the text you highlighted has changed colour and is underlined. The link will only be active when the show is running. 19

Task In this task you use the practice files in the PowerPoint folder that you saved earlier. 1 On the More Beanz slide, insert the coffeebeans image. Resize and position as appropriate. 2 In Slide Master View, insert the Beanz logo so it appears on all slides. Resize as appropriate and position to the top right. 3 Insert a new Title and Content slide at the end of the presentation. Give the slide the title Beanz is beautiful. Add the coffee-girl image as the only content on the slide. 4 Insert the following hyperlinks: On the Presentation Overview slide, insert a hyperlink from Beanz Coffees to: http://www.thecoffeecompany.co.uk/ Create a hyperlink to the same site from the coffee-girl image. 5 Add the following slides from the Beanz_extra presentation: Insert slide 9 (Kid s Beanz) after the More Beanz slide Insert slide 3 (Beanz Jobs) at the end of the presentation. 6 Run the show to confirm that everything works as expected. 20

Appendix: Planning your presentation PowerPoint 2010 If you are not accustomed to giving presentations, you may find the information shown below useful. You may wish to ask yourself the following questions: Where? If you do not have a laptop it is essential that you check the facilities provided, such as: Is PowerPoint installed and which version? Is this version compatible with yours? If you are unsure about any of these, you should seek further assistance. What? Who? Start by identifying the core ideas. Don t create your slides simply to repeat what you are going to say they should create a framework for your talk. A good rule of thumb is: introduce, elaborate, summarise. Make a list of the points you wish to make and the order in which you will cover them. Be clear about what you intend to cover and what you can afford to leave out. Keep your slides simple you should not include more than 6 points on each slide. The style and content of your presentation should reflect the type of audience to whom you are presenting what is suitable for students might not be suitable for managers. It is important that you find out as much as possible about your target audience: How many are likely to be present? Is there anything you should provide in advance, e.g. background papers? What are their expectations? What might they know already? 21