Foundations of Information Science I 10 Lesson 9 10.1 PowerPoint Essentials and Enhancing Presentation 10.1.1 Objectives Upon completion of this lesson, you should be able to: (1) Identify the parts of the PowerPoint screen and navigate through a presentation. (2) Create a new presentation with effective planning. (3) Apply a theme for consistent formatting and styles. (4) Create charts and tables using Excel and Word features. (5) Animate objects on a slide to draw attention and add emphasis. (6) Insert sound and video clips to add an extra dimension to a slide show. Data Files Step10 1.pptx Photo1.jpg Photo2.jpg Video1.wmv 10.2 Parts of the PowerPoint Screen In PowerPoint, the document file is called a presentation. The presentation window in Fig.10 1 comprises three areas: the Slide pane is the area in the presentation window that contains the slide content, and the dotted borders in the slide pane identify placeholders where you can insert text and graphics on the slide. The Notes pane provides space for adding notes to which you can refer while preparing for and giving your presentation. When active, the Slides tab shows a thumbnail for each slide in the presentation file. The Outline tab shows the text on each slide and it enables you to organize the content of the presentation. PowerPoint offers four different ways to view your presentation. Normal view is the default view and the one you ve seen in PowerPoint so far. The view can be changed by clicking the buttons in the Presentation Views group on the View tab. In Normal view, text can be added to a slide by entering text in a placeholder. 10 1
Outline tab Slides tab Slide Pane Notes Pane Figure 10 1 The PowerPoint application Window 10.3 Creating a New Presentation PowerPoint provides several options for creating a new presentation. You can create a new blank presentation and apply preformatted colors, styles, and layouts. PowerPoint provides several presentation templates which already contain formatted content, which you can modify to customize the presentation for your needs. When you create a presentation, it is important to keep in mind a few basic principles for effective design. Following are a few design guidelines to keep in mind when you are creating a presentation. Include only essential information to keep your message clear and concise (don t overload a slide with too much content) Select only one or two fonts that are easy to read to use in each slide. 10 2
Use bullets to present lists of information when the data does not need to be in any particular order. Use numbered lists to show the steps in a process or data that should be examined in order. Limit the number of special futures, such as bullets, graphics, or numbered items, on a single slide. Tables and charts can illustrate numerical data or trends, but keep the charts simple and easy to read. Use graphics or charts only to highlight relevant information. Don t use graphics just to decorate a slide. Add elements such as a company name for consistency from slide to slide. Exercise10 1 1. Launch PowerPoint. A new blank presentation is created. The slide pane shows a layout for a Title Slide. Click the text Click to add title in the title placeholder and enter A New Country,. Press Enter, and then enter A New Experience. 2. Click the text Click to add subtitle in the subtitle placeholder and enter your first and last names. 3. Click the New Slide button arrow. Select the Title and Content layout. A new slide is created with two placeholders. 4. Click the title placeholder text Click to add title and enter Open your door to the future. 5. Click the content placeholder text Click to add text and enter An international education is important. And press Enter. The line of text is formatted with a bullet. 6. Enter Fluency in another language is more important than ever. and press Enter. 7. In the Notes pane at the bottom of the presentation window, click Click to add notes and enter Begin by asking how many in the audience can speak a foreign language. And press Enter. Click the Outline tab, and you will see that the notes do not appear in the slide outlines either. 8. Click the Normal View button and then click the Home tab. Click the New Slide button. A new slide 3 opens with the same slide layout as the previous slide. 9. In the title placeholder, enter Get Involved. Then enter the following three lines of text in the content placeholder: Become a volunteer. Become an exchange student. Become a host family. 10. Save the presentation as Global and leave the presentation open. 10.4 Applying a Theme Your presentation can be given a professional look by applying a theme, which specifies a color scheme, fonts, and effects. Exercise 10.2 1. Open Global. Click the Design tab. In the Themes group, select the Flow scheme. 10 3
2. In the Themes group, click the Theme Colors button to show the built in color options. Also check the Theme Fonts and Theme Effects. As you move the mouse pointer over some of the options, you see that there is no change in Theme Effects group. That s because the theme effects are sets of lines and fill effects, which apply to graphics such as AutoShapes, WordArt, and SmartArt. Click outside of the list without making any changes. 3. To change the background color, click the Background styles button. Select Style 7. Click the Dialog Box Launcher in the Background group to open the Format Background dialog box. Click Apply to All at the bottom of the dialog box. 4. Click Undo twice to restore the graphic on all slides. 5. Save the changes. 10.4.1 Editing Slides When you add and edit text, the contents that appear on the Outline tab are automatically undated. You can also change the slide layout to accommodate the text you want to add. When you use a theme, the format of the text on each of the slides is predetermined. There may be occasions, however, when you want to alter the text format. You may want to change the font style of point size. Exercise10 3 1. If necessary, open Global. 2. Move to Slide 3. Select all the text bulleted item Become a volunteer. Drag the selected text down and position the insertion point in front of the third bulleted item, then release the mouse button. 3. Click the Outline tab. On the outline tabe, select all the text forr the third bulleted item Become a host family. Drag the selected text up so it is the second item in the list. 4. On the Outline tab, select the text exchange student and use the Mini tootlbar to apply the bold format. 5. Select the host family and click the Repeat button on the Quick Access Toolbar. Select the text volunteer and press F4 to repeat the bold format edit. 6. On the slide, select the title Get Involved. In the Drawing group on the Home tab, click the Shape Quick Styles button. Then, click one of the Colored Fill styles to create a new looking title. 7. In the slide pane, click anywhere in the bulleted list to show the placeholder boundaries. Point to the lower right corner of the placeholder, and reshape the placeholder until the width of the placeholder does not extend Get Involved Become an exchange student. Become a volunteer. Become a host family. 10 4
beyond the word Involved in the placeholder. 8. Select all the text for the three bulleted items. In the Paragraph group, click the Bullets button arrow and then click the Star Bullets option. 9. Save the changes. 10.5 Working with the Slide Masters A slide master is the main slide that stores information about the theme and layouts of the presentation. The information can include fonts, backgrounds, effects, placeholder sizes, and even text or graphics. The slide master ensures consistency on each slide. When you update one or more of the elements, such as the company logo, you can make a universal change and the edits will be reflected on all the slides in the presentation. Exercise 10 4 1. Open Global. In the Title slide, click the View tab. In the Presentation Views group, click the Slide Master View button. The slide master opens in the Slide pane. 2. Click the Insert tab. In the Text group, click the Header & Footer button. Include the Date and time, and then click the Footer check box and then in the text box, enter Copyright 2011, Riko OZAO. Click Apply to All. 3. Click Close Master View button. Save the changes. 10 5
10.6 Enhancing Presentations with Multimedia Effects A good presentation holds your audience s attention without distracting them from understanding the information you are presenting. PowerPoint allows you to use color, design, graphics, sound, and video to illustrate your points effectively. Graphics can help your audience remember your message. Graphics include shapes, clip art, photographs, text art, SmartArt graphics, tables, and charts. To play a sound during a presentation, the sound clip must be in one of the following formats:.aiff,.au,.mid or. midi,.mp3,.wav, or.wma. To play a video during a presentation, the video must be in one of the following formats:.asf,.avi,.mpg,.mpeg, or.wmv. Adding audio and video clips is similar to adding graphics. Ehen you insert the video and sound files into the slide presentation, the files are either embedded or stored with the presentation, or the files are linked to the presentation. By default,. wv sound files under 100 kilobytes (KB) are embedded. All other media file types and.wav sound files that are 100 KB or over are linked and stored outside the presentation file. Move files are always linked and stored outside the presentation file. Exercise 10 5 1. Open Step10 1, and save the presentation as Dogs. 2. In the Title slide, enter your name in the subtitle placeholder. 3. Go to slide 3. In the content placeholder, click the Insert Table button. The Insert Table dialog box opens. Change the settings to 4 columns and 6 rows. Enter data as shown below to complete the Table. 4. Go to slide 4. If necessary, maximize the presentation window. In the content placeholder, click the Insert Chart button. The Insert Chart dialog box opens. 10 6
5. In the worksheet, replace the sample data with the data shown below. 6. Save the worksheet as DogData. 7. Go to Slide5. In the content placeholder on the left, click the Insert Picture from File button. Navigate to the data files, click Photo1.jpg, and then click Insert at the bottom of the dialog box. In the text placeholder above the picture, enter Taffy. 8. In the content placeholder on the right, click the Insert Picture from File button. Navigate to the data files, click Photo1.jpg, and then click Insert at the bottom of the dialog box. In the text placeholder above the picture, enter Blue. 9. Save the changes. 10. Go to slide2. In the content placeholder, click the Insert Media Clip button. The Insert Movie dialog box opens. Navigate the data files and click Video1.wmv. Then click OK to link the video file to the presentation file. 11. A prompt appears. Click Automatically. The video starts as soon as the slide becomes active in Slide Show view. 12. In the Movie Options group, enable the options Hide During Show and Play Full Screen. 13. Go to slide 6. Click the Insert tab. In the Media Clips group, click the Sound From File button arrow. Click Sound From Clip Organizer. In the Clip Art task pane, in the Search box, enter dog. Click the Results should be box list arrow. Notice that Sounds is the only media selected. Click Go. 14. Click a sound clip of a dog barking. When prompted, click Automatically. 15. Go to slide1. Click the Slide Show view button in the status bar to preview the presentation. 16. Save the changes. 10 7
10.6.1 Vocabulary Review Define the following terms: Slide master Slide pane graphics 10.6.2 Review Questions Multiple Choice Select the best response for the following statements: 1. When planning slide content, use to illustrate numerical data or trends. a. Bulleted lists b. annotations c. font styles d. tables and charts 2. The view gives you an overall picture of the presentation. a. Slide Show b. Slide Sorter c. Normal d.main 3. To provide consistent format for universal elements, add the text or graphics to the. a. Theme template b. slide master c. slide layout d. design template 4. provide guides for adding text, tables, charts, pictures, SmartArt, and media to a slide. a. Quick Styles b. Slide guides c. Slide organizers d. Placeholders Fill in the Blank Complete the following sentences by writing the correct word or words in the blanks provided. 1. The document file in PowerPoint is called a(n). 2. refers to the arrangement of text and graphics on a slide. 3. A(n) specifies a color scheme, fonts, and effects for the slide designs. Project 10 1 1. Create your self introductory presentation for 3 minutes using PowerPoint. 2. Make use of the file you created in Project 5 1. 10 8