01 powerpoint - Department of Computer Science · Object: a PowerPoint entity such as a text box, shape or graphic. Text is placed in a text box object. 3. Layout: preset combination

PowerPoint Winter 2012

COMP 1270 Computer Usage II 1-1

PowerPoint

Presentation Software and Office Integration

PowerPoint

1. PowerPoint overview2. PowerPoint Basics3 Advanced PowerPoint3. Advanced PowerPoint4. Tips for Effective Presentations5. Office Integration

Presentation SoftwareHelps us prepare materials for making a presentation (talk, lecture, kiosk display) to an audience• Slides (for projection)• Handouts (for the audience)• Speaker’s notes (for the presenter)

Provides tools for developing and presenting• Views (Normal, Slide Sorter, Slide Show) • Transitions between slides• Animation of objects in a slide• Hiding slides



PowerPoint 2010 OverviewQuick Access Toolbar and Title Bar

Ribbon

Slides tab

Status BarNotes Pane

View Buttons (Normal view shown) & Zoom Control

Slide Pane

Slides tab&

Outline tab

Overview: The File tab

Replaces the Office ButtonShows Backstage View

• A document overview• A document overview• Commands affecting

entire document• New (shown), Open,

Save, Print• Send, Publish, Create

Video

Overview: Basic Terms1. Slide: the basic unit of the presentation; each can

contain 1 or more objects.2. Object: a PowerPoint entity such as a text box,

shape or graphic. Text is placed in a text box object. 3 Layout: preset combination of objects for a single3. Layout: preset combination of objects for a single

slide4. Theme/Template: a preset combination of

background graphics, fonts, effects, and possibly content, that can be easily customized.

5. Views: Allow you to work on a presentation in several different ways



PowerPoint basics

Making a basic presentationAdding slides

Working with LayoutsViews

Making a basic presentationWays to make a new presentation include:• Blank presentation

Templates and Themes• Templates and Themes• Installed on your computer or search online

• New from existing PresentationEach has particular advantages

Blank PresentationYou get blank white slides• You also get standard slide layouts

You can do all the design work yourself• background colours fonts effects• background, colours, fonts, effects

Use when you have specific design needs• e.g. corporate logo, colour schemes

You can apply a theme to a blank presentation



TemplatesTemplates include predefined design elements and slides with boilerplate text• The quickest way to make a presentation

Just edit the text to create your presentation• Just edit the text to create your presentationThey replace the AutoContent Wizard from previous versions of PowerPoint

e.g. Quiz Show template• Contains slides with animations suitable for a

question and answer presentation

Themes

Themes also have predefined design elements• Slide background, fonts, colours

Themes allow you to give Office documents a consistent look• Simply apply a theme to change the look of the

entire document (Design – Themes)• Use the installed themes or modify an existing

theme to create a Custom theme• You can download more themes from Microsoft

Office Online

New from existing

Use this option when you want to ‘recycle’ content from another presentation• You can edit/copy/delete slides• You can reorganize slides• You can apply new themes



Adding Slides

Go to the Home tab, Slides section• Click the New Slide

b ttbutton• Choose a different

layout from the Layout list (shown)

Working with Text Layouts

Click the Title object to add the slide titleThe Text object produces bulleted textproduces bulleted textOr, click one of the icons to insert a non-text object

• Table, Chart• SmartArt, Picture• ClipArt, Media Clip

Entering text

Text is entered into the Slide pane in Normal view• Or, enter text in the Outline tabTyping enter completes a pointTyping tab produces a sub-pointTyping Shift+tab elevates a point



Normal view

Slide pane: edit slide objectsNotes pane: add speaker's notesSlides tab: move & copy slidesOutline tab: work with slide text

Slide sorter view

Shows slide miniatures to allow you to work with a presentation’s organization • Move slides (click and drag)( g)• Copy slides (right click and drag)• Add Transitions and other Animations• Hide slides (right click)

• Removes slide from slide show without deleting it from the presentation

• Cannot modify the slides’ content

Slide Show View

Slides are shown in full-screen modeChanging slides:

• Click the mouse or type down-arrow or space bar to go to the next slidespace bar to go to the next slide

• Type up-arrow to go to the previous slide

• Type a slide number and enter to go directly to that slide

• Point near the bottom-left of the screen, click the rectangular icon to get this navigation menu



Advanced PowerPoint

Advanced PowerPointModifying ThemesHiding slidesMaster slidesHeaders and FootersTransitions and Animations

• Transitions, Animation Effects, Advanced Animation

Office tools• Format painter, Drawing tools, Text boxes

Printing a presentation• Handouts and Speaker's notes

Working with imagesSaving in other formats

Modifying a ThemeOn the Design Tab:• Colors: choose a new Color Set or Create New

Theme Colors• Fonts: choose a new Font Set or Create New

Theme Fonts• Effects: e.g. 3D or Shadow effects• Background: Solid, Transparent or Gradient Color,

Picture or Texture Fill• Live Preview shows how changes will look before

applying them



Hiding Slides

Hidden slides are not shown in Slide Show viewWhy hide slides?Why hide slides?• To shorten a presentation

• without deleting slides• To add extra slides (just in case)

• You may want slides containing detailed info to answer specific questions

Hiding Slides (2)

To Hide slides:• On the Slides pane or in Slide Show view• Right click a slide and choose Hide SlidegTo display hidden slides during a slide show:• Use the Slide navigation menu• If you know the slide number, type it and then

the enter key

Master Slides

View - Master ViewsMaster Slides control the format of all slides

• Font and style for Title and Text objects• Font and bullet styles for Text objectsy j• Background, orientation, etc.

Slide master view looks like Normal view, but instead of slides, you work with masters

• A Slide master, which affects all slides• Layout masters (one for each layout), which affect only

those slides using that layout• Choose a Master on the left, edit the Master styles on the

right



Headers and Footers

Insert – Text - Header & Footer

• Footers are included as objects in Mastersj

• This command allows quick access to headers/footers

• Date/time• Slide number• Footer text

• Handout Masters have both header and footer objects

Formatting Headers and Footers• Format these objects

in the Slide Master• Footer objects are

there even if you have not added footers

• Select an object and l f ttiapply formatting

• You can add text too• Placeholders in the

object show where the footer will be

• Just add your text to the placeholder

Headers and Footers

To get a different footer on Title slides:• In the Header and Footer dialog, omit the footer

from the Title slideAdd a text box to the bottom of the Title slide• Add a text box to the bottom of the Title slide

• Use Insert – Text Box• A "one-off" solution for that slide only

• Or, you can add the text box to the Title Slide Layout Master

• All Title slides will have the same footer



Transitions and Animations

Transitions and animations tabsAre used to enhance your slide show• Transition effects are applied when slides are

changed• Animation effects are applied to bullet points• Advanced animation to provide sophisticated

control over text and graphics effects• Entrance, exit and emphasis effects

Transitions

In Slide sorter view, select slides• Or use the Apply To All buttonSelect the visual effect you wantSelect the visual effect you wantSelect a Transition sound, if desired• Use this sparingly!Select Transition timing, if desired• On mouse click, or automatically

Animation effects

These allow bullet points (and their sub-points) to be displayed individuallyTo apply to a single slide:To apply to a single slide:• Click in the text box you wish to animate• In the Animations tab, choose an Animation

effect from the Animation listTo apply to all slides:• Perform the above steps in Template Master



Animation effects (2)

To animate sub-points separately:• In Animations tab, select Animation Pane• Apply an animation effect to the text boxpp y

• An entry will appear in the Animation Pane• Click the down arrow on the entry and choose

Effect Options• Select the Text Animation tab

• Choose desired entry from the Group text list

Advanced AnimationSophisticated animation for text and graphicsDisplay the Animation Pane• The objects in your slide are labeled with numbers

Click on an object and choose an effect from the jAdd Animation tool

Entrance, Emphasis, Exit, Motion Path effects

• An entry appears in the Animation Pane

I love animation!

Advanced Animation (2)

You can animate the same object more than onceReorder or delete effects in the PanePreview animation with the Play buttonModify the animation

• Start: on click, with previous, after previous• Duration and delay timings• Effect options: sound, dim, repeat, rewind, etc.



Office ToolsFormat Painter: use it to “paint” text and graphic formats onto additional objects.Right-clicking on the slide background (i.e. a spot not occupied by an object) gives aspot not occupied by an object) gives a context menu with the following choices:• Slide layout

• Select a new layout• Reset the layout – i.e. undo any changes you made to a

slide’s layout• Slide background• Paste options (also on Home - Paste tool)

Drawing Tools

Home tab, Drawing groupUse the tools to create simple shapes• e.g. lines, rectangles, ovals, arrows, text boxes, calloutsg gAdd Fill, Outline and Shape EffectsArrange the shapes• Order the objects in layers• Group shapes together to create a new shape• Position objects to a Grid, Rotate objects

Text boxes

Most layouts contain text boxes, but you can add others yourself

• For example, labelling an image (see Slide 4)Insert – Text - Text BoxInsert – Text - Text Box

• also found in the Drawing Shapes• Select the tool, then drag a box• Type your text, then format as desired

• List style (default is none)• Text direction and alignment• The green circular handle is used to rotate the box



Shapes and Text

Solid shapes (like the callout balloon h ) l ishown) can also contain text

• Just create the shape, then start typing• Note the diamond shaped handle on this

shape to adjust the “tail” of the balloon

Handouts

For paper copies of your presentation• e.g. 3-up with NotesHandouts are for the audienceTo Print:• File – Print• choose Handouts in

the Print Layout list

Speaker’s NotesIntended for the presenter only

• Notes Page view shown here

• View – Presentation Views – Notes Page

To Print:• File – Print

• choose Notes Pages in the Print Layout list



Images

Insert – Images• Picture from a file• Clip Artp• Screenshot inserts an image of any window

on your computer that is not minimized• The tool lets you select the window you want

• Photo Album: a simple way to create a presentation containing several photo images (more later)

Digital Camera Pictures

Using digital camera pictures can produce very large file sizes• Use the crop tool to trim unneeded partsp p• Use compression

• Click on a picture, then click on the Picture Tools Format tab

• Click on Compress Pictures in the Adjust Group• Click Options…

Photo Album

Use this feature to quickly create a presentation containing several pictures• Insert - Photo Album - New Photo Album

• Select the pictures, click Insert• Select the desired Album Layout• Select Captions below all pictures• insert a Text Box slide after pictures for more

detailed descriptions• You can add other slides later



Other Formats

PowerPoint supports many options for distributing your presentationFile – Save and Send • Broadcast Slide Show: People can see the

presentation in real time on the web• Save as PDF file or Save as Images• Create a video (.wmv file)• Package to a CD• Many others

Tips for effective presentations

Design Guidelines

Light text on dark background is most readableMost important points in top third

• title first• top down structure of main points and sub-pointsp p p

Use LARGE fonts • >40 points for titles• 24-36 point for points

5 or 6 points per slideKIS (Keep it Simple)

• fancy backgrounds just make for clutter• animations can become annoying to audience



Use Word to write the text

Write your presentation text in Word's outline view

• It avoids the distractions of PowerPoint; you concentrate on the contentconcentrate on the content

Heading levels become slides and points• Level 1 heading starts a new slide• Levels 2, 3, etc. become points, sub-pointsHome - New Slide, click the bottom of the button

• Choose Slides from Outline

Topic #1: You

Take a minute to introduce yourself to the audience before you start the presentation• Don't forget to make eye contact• Move across a large room

Start with the conclusion

A good presentation builds to a conclusion• By writing the conclusion first, you give y g y g

yourself a target to aim forState your conclusion at the beginning as well as at the end• It will help your audience see where the parts

of the presentation are leading



Personalize the presentation

Whenever possible, speak about your personal interest or involvement in the topic

A di i i• An audience is more receptive to someone with a personal stake, as opposed to a spokesman

Tell a story• An anecdote illustrates how your topic affects

people

Think like a newspaper

A slide is like a newspaper story• The title should be short and catchy• It should be about a single topicg p• The most important information is at the

beginning

One slide per minute

Budget one slide per minute for the time you have to make your presentation• More than this and you will have to rush y

through slides, or worse, not finish all the slides

It's easier to slow down than speed up!



Use graphics and charts

Charts are much more effective than words or numbers for numeric informationThe use of images or diagrams can simplify the discussion of a complex topic

Controlling the screen

To get the audience's undivided attention, blank the screen• Use the 'B' key to toggle to black (and back)y gg ( )• Use the 'W' key to toggle to white (and back)Use Alt+tab to switch to other applications without exiting the slideshowUse Ctrl+esc to activate the Start button

Office Integration

Office applications working together



Microsoft Office Suite

The Office applications are known as a suite• A collection of applications designed to work pp g

togetherDifferent Office applications can communicate with each other• Example from COMP 1260: mail merge

OLEOLE: Object Linking and EmbeddingUsed to place objects and text from an existing file into your presentation Can be used for:• Word documents• Excel spreadsheets and charts• Graphics • Hypertext (links work only in Slide Show)

• Select the link text, Insert – Links - Hyperlink

EmbeddingA copy of data from source document is embedded into the destinationCan choose different data types:• Object: can edit the data using the original• Object: can edit the data using the original

application (double-click)• not connected to the source document

• Picture: only an image of the source data is placed in the destination

• uses less resources than an object (smaller files)• others (e.g. Formatted Text) as applicable



LinkingInformation from the source document is linked to the destinationThe linked information is dynamically retrieved from the source document• If the source document changes, the linked data

will change as well• Resource-intensive (can be slow)

Caution: if the source document is moved elsewhere on disk (or deleted), the link is broken

Using OLE

Copy an objectSelect Paste Special• Home - Clipboard, -

Paste - Paste SpecialPaste Paste Special...

Paste (embedding)

Paste link (linking)

Documents

01 powerpoint - Department of Computer Science · Object: a PowerPoint entity such as a text box, shape or graphic. Text is placed in a text box object. 3. Layout: preset combination