http://www.gerrykruyer.com IT & Research Skills for Study & Job Search Task 6: PowerPoint Transitions, Animations and Printing Last week you had an introduction to PowerPoint producing a seven slide presentation. You will continue to improve your PowerPoint skills this week using last week s presentation as a starting point. We will look at adding effects to your presentations by including transitions, sound effects and timing, animations as well as look at printing options. Open your Microsoft PowerPoint presentation that you were working on last week. (If you have inadvertently lost or deleted your version then you can get a copy from me.) Animation Part 1: Slide Transitions Transition are special effects that determines how slides appear as they open and when they close in your presentation. There are many different types of transition effects that can be applied to slides and these can be applied to all slides in your PowerPoint presentation or alternatively each slide could have a different type of transition effect. To see all of the transition options: Click on the Transitions tab in the ribbon. Click on the drop-down arrow in the Transition to This Slide group (as shown on the right) to see a listing of all of the available transitions. These are shown below. Your selection of transitions may vary depending on your version of MS Office. Click on any one of the transition effects that you want to use. Notes: 1/ There are some really cartoonish transitions like Origami, Airplane, Fracture and Crush which may be considered to be unprofessional in certain circumstances so be careful to ensure that it suits your audience when making your transition selection. 2/ Many of the transition effects have options that allow you to change the direction of the transition swipe (top down, bottom up, left to right, right to left etc.) using the Effect Options button in the Transition to This Slide group. In the Timing group click on to apply the transition effect to the entire presentation. Save your additions. Run your presentation to see if you are happy with it so far. Question 1. Were you happy with the timing of your transitions? Explain. C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 1
As you clicked through the various types of slide transitions did you notice that transition timing varied depending on the transition effect? Some effects are much slower than others. Some transitions take four or more seconds good grief! This could get annoying so keep that in mind when you are preparing your PowerPoint presentations. If you are not happy with the timing of your preferred transition effect then you can alter it be reducing (or increasing) the time the transition takes using the Alter the timing of your transition. arrows in the Timing group. In the Timing group click on to apply the transition effect to the entire presentation. Save your change. Run your presentation to see if you are happy with it so far. You can also add sound effects to your transitions. For the sake of a demonstration that you can easily hear (if you have your computer speakers or headphones turned on and set to medium-high volume) but does not seem very professional: Still in the Transitions ribbon, Timing group, choose a Sound effect such as Applause. Click on to apply the transition sound effect to the entire presentation. Save your change. With your headphones or computer speakers on, run your presentation to see if you are happy with it so far. If you like you could simply click on the Preview button over on the left side of the Transitions ribbon to get a preview of your presentation transition for the current slide and this can save you a bit of time switching between the development of a slide and viewing of your PowerPoint presentations. Try some of the other sound effects. You do not have to click on the button. You might like a different transition effect for each slide but beware as this does tend to make your presentation unprofessional but then again maybe that is exactly what you want! It all depends on the situation. Try applying a different transition effect including a different sound to each of your slides and see what you think about that. Save your changes. If you are not happy just click on the button and the problem is fixed. C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 2
Skills Check 2a 1. Add a new slide between slide 3 and 4 using a Two Content layout. 2. Heading = Different Ways of Learning. 3. Lower left placeholder contains: a. Content = Bullets star shaped. b. Text: i. 1 st line = Visual ii. iii. iv. 2 nd line = Aural 3 rd line = Verbal 4 th line = Social v. 5 th line = Solitary vi. vii. 6 th line = Logical 7 th line = Physical c. Give the seven lines of text the same font colour as what you used in Slide 2 so that it is easily readable against your background. 4. Lower right placeholder: a. Copyright-free image from the web of a class watching a PowerPoint presentation on a screen. b. Format the image with a nice border 5. Ensure that this new slide uses the same transition including sound effect as the previous slide. 6. Save your additions. 7. Check your presentation for any spelling or formatting errors fixing up any problems. 8. The slide that you just added should be the second-last slide in your presentation. Move it to that position. 9. Save your change. 10. View your presentation in Slide Sorter view. Your presentation should look much like this as shown on the right in Slide Sorter view: C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 3
Animation Part 2: Animating Objects Within a Slide You can animate any object on any of your PowerPoint slides including text, pictures, tables, charts, SmartArt and video. Follow these steps to add animation effects to each line of Slide 2: Make sure you are using Normal view. Click on Slide 2 (heading is: Before You Start ). Now click on the first dot point. (Determine the purpose of your talk.) Click on the Animations ribbon. Click on the drop-down arrow in the Animations group (as shown on the right) to see a listing of all of the available animations. These are shown below. Your selection of animations may vary depending on your version of MS Office. Animations are grouped into three types here: 1. Entrance: This group of animations occur as the slide opens. 2. Emphasis: This group of animations occur after the slide opens and before it closes. 3. Exit: This group of animations occur as the slide closes. In the Animations group click on one of the animations in the Entrance section. Notice that you get a preview of the animation on all of the text within the placeholder that you clicked on. Also notice that you get numbers to the left of each text object within the placeholder indicating the order in which the animation plays. Click on the Preview button on the left of the Animations ribbon (and shown on the right) to see the animation in action again. Notice that a number of animations have extra Effect Options that can alter the way an animation works. For example: Horizontal In/Horizontal Out, Swipe Left/Swipe Right. C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 4
Note: The image on the Effect Options button changes as you move between effects. You can add even more effects to objects within a placeholder by clicking on the Add Animation button which is in the Advanced Animation group and then choosing another animation effect. Try adding more than one animation effect. Save your additions. View your presentation to see if you like it all together so far. Notes: 1/ There are a number of options you can play with in the Timing group such as altering the time it takes for an animation to play, adding a delay time before an animation starts, determining what starts an animation and reordering your animation effects. 2/ Opening the Animations Pane by clicking on the button lets you control timing, animation effect order, animation repetition etc. 3/ There are even more animation effects than those shown in the screen shot given on the previous page. To see these animation effects, choose one of the More options at the bottom of the window shown on the right: The Animations ribbon Animation group has a Show Additional Effects Options tiny square as shown highlighted below and clicking here allows you to include even more animation effects such as adding sound. Clicking here opens up the window shown on the right: Add a sound effect to your animations. Save your addition. Run your presentation to see how your PowerPoint presentation is progressing. Warning: Animations including sound effects can distract and detract from a presentation so pay particular attention to your audience needs. C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 5
Skills Check 2b 1. Add animation effects to the second last slide (Different Ways of Learning) where: a. The bottom-left placeholder text uses two types of animations. b. The image in the placeholder on the bottom-right uses a shape animation that looks like a plus sign expanding out. 2. Save your additions. 3. Make sure your entire presentation plays as expected. Hiding Slides Occasionally you may want to use your PowerPoint presentations to a number of different audiences and one or more of your slides may be appropriate to one group but not to others. Rather than delete a slide or create two different versions of your PowerPoint presentation you can simply hide the slides that you don t want to see. You can un-hide (is that a word?) them later. Let s assume that the slide that you just created is inappropriate to your next audience and so you want to hide it. Follow these steps: In either Normal view or Slide Sorter view, right-click on the slide that you want to hide from your presentation. Choose Hide Slide which is at the bottom of the short-cut menu as shown on the right: Hidden slides show their slide number with a line through them indicating that they are hidden. Save the change to your presentation Run your presentation to make sure that your hidden slide does not show up. To include that slide again repeat the process. Bring back your hidden slide. Save the change. Using Notes In PowerPoint, you can create slide notes that you can print out and use as a guide during your presentation. Each printed page contains an image of the corresponding slide as well as its notes. This can assist you when delivering your presentation. Notes can be viewed either in Normal view or Notes view. View your presentation in Normal view. At the bottom-right of the PowerPoint window you will see: Click on Slide 7 (Different Types of Learning). C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 6
If you cannot see the notes pane, then click on the Notes button. You will see the Notes pane at the bottom of the PowerPoint window as shown on the right: Click in the notes pane below the slide where it says Click to add notes. This is where you type in some notes for the presenter. Add the following as dot points: o Visual Learns best when shown using pictures, images, colour o Aural Learns best when this involves music, sound recordings, rhyme, mnemonics o Verbal Learns best when using speaking, writing, scripting, reading aloud, role playing o Social Learns best in groups, role playing, sharing with others o Solitary Learns best on their own, likes to read about how to do something, self-driven o Logical Learns best when they know the reasons behind an idea, likes to analyse o Physical When learning prefers to use their body, hands, sense of touch Close the Notes pane by clicking on the Notes button again Save the additions to your presentation. Printing To Print: Click on the File tab. Click on Print. Under Settings click on Print All Slides and select one of the following options to print: Print All Slides Prints entire presentation. Print Selection Only prints the selected slides. Print Current Slide Only prints the current selected slide. Custom Range Enter specific slides to print. C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 7
To Print Handouts, Notes and Outline Click on Full Page Slides as shown on the right: Choose from the following options: In the Print Layout section choose from: 1. Full Page Slides. 2. Notes Pages. 3. Outline. In the Handouts section choose from: 1. Choose between 1 9 slides per page (horizontal or vertical) 2. If you choose the 3 slides Handouts option, then this provides lines on which your audience can write notes. This can be very useful when you are giving a presentation at a seminar or to a class. Question 2. Question 3. What is the file extension used for PowerPoint files? What is the difference between a PowerPoint transition and a PowerPoint animation? We will wrap up our PowerPoint lessons next week with a few tips on headers and footers, adding comments, saving your presentations in formats other than files with a.pptx extension, creating a photo album, hints on delivering a presentation and finally packaging your presentation to a CD or DVD. We will continue to learn how to use PowerPoint next week. Have you backed up all of your work at the end of this lesson to your USB thumb drive? Have you been saving your work to the Melbourne Polytechnic drive every 10 minutes? Show your work to Mr Kruyer. Also we will discuss your answers to the questions next week. If you had any problems, then let Mr Kruyer know and we can either discusses these together or if you have interesting problems then they could be discussed with the entire class. Due Dates: All questions from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\pnh\IT-and-Research-Skills\learning-tasks\level-2\tasks\task6\TYITRS6.docx Page 8