Agency PowerPoint Presentation Fund Drive PowerPoint, Slide 1Copyright © 2004, Jim Schwab, University of Texas at Austin

Agency PowerPoint Presentation

Fund Drive PowerPoint, Slide 1 Copyright © 2004, Jim Schwab, University of Texas at Austin

Preview

In this exercise, we will create a PowerPoint presentation that might be used in a presentation to a funding source.

We will include information from the synopsis of our hypothetical agency, and charts profiling our clients and outcomes.

We will look at alternatives for incorporating animation in the presentation.

Finally, we will add a link to a hidden page of supplementary information in the workbook and a link to a web page with supporting information.

I created a new Excel workbook called PresentationMaterials.xls which contains the charts needed for this exercise.


The initial appearance of PowerPoint many vary on your computer. Mine opens with a blank initial slide.

I will use the AutoContent Wizard to start my presentation.

Open a new PowerPoint Presentation


To access the AutoContent Wizard, select the Task Pane command from the View menu.

To initiate a new presentation, select New Presentation from the drop down menu on the task pane.

Initiate a new presentation


On my computer, the task pane opens on the right side of the window.

Click on the link to create the new presentation From AutoContent Wizard.

Use the AutoContent Wizard


The task pane for a New Presentation is displayed.

The Opening Screen for the AutoContent Wizard

Click on the ‘Next’ button to go to the next step.


This is the opening screen for the AutoContent Wizard. It merely introduces the AutoContent Wizard.

First, click on the ‘General’ button if necessary and select the ‘Generic’ type of presentation. This creates a default set of slides that we will modify for our presentation.

Second, click on the ‘Next’ button to go to the next step.

Select the Generic Style of Presentation


On this screen, we choose the type of presentation we want. This will create a starting presentation that includes the type of slides normally included in this type.

First, mark the On-screen presentation option button, if necessary.

Second, click on the Next button.

Specify the Type of Output for the Presentation


On this screen, we choose the type of media we will use for the presentation.

First, in the Presentation title text box, type the title for the presentation: Hypothetical Home for Children Funding Campaign.

Second, type the footer text, Funding Campaign, in the Footer text box.

Third, clear the check box for Date last updated, and mark the check box for Slide number so that each slide is individually numbered.

Fourth, click on the Next button.

Add Text for the Title and Footer


On this screen, we include information for titles and the slide footer.

Click on the Finish button to have PowerPoint create the template for the presentation.

Complete the AutoContent Wizard


The final screen is provided to inform us that we have finished our work with the wizard.

To save the new presentation which PowerPoint created, select the Save As command from the File menu.

Save the Newly Created Presentation


First, navigate to the folder where we want to save the presentation.

Second, type in a name for the PowerPoint file.

Third, click on the Save button to complete the dialog box.

Complete the Save As Dialog


While we can use the design template selected by PowerPoint for the slides, we are free to change to a different template if we would like.

Changing to a different template affects only the appearance of the slides; it does not change their content.

To change to a different template, select Slide Design from the Format menu.

Change the Design Template


First, scroll through the list to locate the Blends.pot design template from the list of thumbnail sketches.

Second, click on the template to apply it to the presentation.

Select the “Blends” Design Template


Since I am satisfied with the selected template, I close the Slide Design panel by clicking on its close box.

Close the Slide Design panel


When we clicked on the design template, PowerPoint applied that format to our slides.

We will make some changes to the title slide which PowerPoint created to improve its appearance.

The Title Slide in the Selected Design Template


First, split the title over two lines by clicking an insertion cursor after the word Children and hitting Enter.

Second, select the text of the title and reduce its font size to 40.

Third, with the title still selected, click on the Center tool button to center the title on the slide.

Fourth, in the textbox below the title, select the text JS and change the text to Prepared for ABC Foundation.

Revise the Title Slide


Next, navigate to slide 2, the first content slide.

The Autocontent Wizard creates a title and some suggestions of what we might include on the slide.

The template for the introductory slide


I copied two paragraphs briefly highlighting some historical highlights from my description of the Hypothetical Home and pasted them into the text box.

Revising the text of the introductory slide


Navigate to the third slide in the presentation titled Topics of Discussion by using the scroll bar to go to the next slide or by clicking on the slide 3 icon in the outline pane.

Again, the Autocontent Wizard has created a title and some suggestions of what we might include on the slide.

Edit the Topics of Discussion Slide


First, change the title of the Topics of Discussion slide to Funding and Governance.

Second, replace the text box with the two paragraphs shown from the synopsis of my agency.

Revise the Topics of Discussion slide


Navigate to the fourth slide in the presentation titled Topic One by using the scroll bar to go to the next slide or by clicking on the slide 4 icon in the outline pane.

Again, the Autocontent Wizard has created a title and some suggestions of what we might include on the slide.

The Topic One slide


Change Topic One to Mission and Goals

First, change the title of the slide from Topic One to Mission and Goals.

Second, replace the text for the first bullet with the mission statement from the agency description.

Third, replace the second and third bullets with a brief phrase from the first and second stated goals of the agency. Add a fourth bullet and add a phrase for the third stated goal of the agency.


I want the mission to appear as an introductory statement to the objectives rather than as a bulleted item.

To remove the bullet, select the text for the mission statement and click on the Bullets tool button.

Convert first bullet to regular text


The bullet removed

While the bullet tool removed the bullet, it did not change the hanging indentation for the first line.


To remove the hanging indent, we need to access the tabs for the text boxes. These are available on the ruler. To make the ruler visible, select Ruler in the View menu.

Make the ruler visible in the slide pane


Before we can move the left indent marker to the left edge of the text box, we need to position the first-line indent marker directly above the left indent marker.

Mode the first-line tab marker


With the first-line indent marker directly above the left indent marker, move the left indent marker to the ruler position corresponding to the left edge of the text box.


With the left indent marker moved, the text for the mission is evenly justified on the left margin.

Next, I would like to increase the indentation of the bulleted items. Select the bullet items and click on the Increase Indent tool button.

Increase the indentation of the bulleted items


When PowerPoint increased the indentation for the goals, it also changed the color of the bullets from blue to red, and reduced the size of the font. These changes correspond to the specifications for the slide design.

The indented goals


I want to replace the content of the next several slides with information about the children at the home.

First, change the title of the chart from Topic Two to The Children We Serve.

The Topic Two slide


We will copy a chart from our Excel workbook to this slide.

First, open the Excel workbook that contains the charts for the profile of the agency's clients. Click on the ClientProfile worksheet tab to activate it.

Second, click on the chart to select it.

Third, click on the Copy tool button to copy the chart to the clipboard.

Copy the breakdown by sex chart from the client profile


We have a choice about whether the chart is pasted into the slide as a Microsoft Excel Chart Object which can be edited and changed or a static Picture. Assuming that I am satisfied with the appearance of my chart, I usually choose to paste it as a picture.

Return to the PowerPoint slide and select Paste Special from the Edit menu.

Paste the chart on the PowerPoint slide


First, click on the Picture (Enhanced Metafile) item in the Paste As list of options.

Second, click on the OK button to complete the dialog.

Complete the paste special dialog box


To improve the visibility of the chart for the audience, we will increase its size.

Right click the mouse on the chart picture and selected Format Picture from the popup menu.

Improve the readability of the chart


First, in the Format Picture dialog box, click on the Size tab.

Second, increase the height of the picture to 120% by clicking on the spinner. With the Lock aspect ratio check box marked, PowerPoint will adjust the width by the same amount.

Third, click on the OK button to complete the dialog.

Increase the size of the chart picture


Resize the text box as needed and type the text describing the gender breakdown. When the text is complete, remove the bullet and hanging indent in the text box.

Format the text


Line up the tops of the text box and the chart picture to finalize the appearance of the slide.

Position the text box and chart picture


Insert a duplicate slide

We will add two other demographic slides to the presentation. Since much of the slides appearance will match the slide for gender breakdown, we can save time by duplicating the gender breakdown slide.

Select Duplicate Slide from the Insert menu.


Paste a picture of the Breakdown by Age chart from the Excel workbook containing the client demographics in place of the Breakdown by Gender chart. Type in the text describing this slide.

Create the Breakdown by Age slide


Insert another duplicate slide

To add the third demographic slide, select Duplicate Slide from the Insert menu.


Paste a picture of the Breakdown by Conservator chart from the Excel workbook containing the client demographics in place of the Breakdown by Age chart. Type in the text describing this slide.

Create the Breakdown by Conservator slide


The Topic Three slide

I want to replace the content of the next several slides with information about the outcomes for children at the home.

First, change the title of the chart from Topic Three to How Our Children Succeed.


Copy the breakdown by outcome chart from the client profile

First, open the Excel workbook that contains the charts for the profile of the agency's clients. Click on the ClientProfile worksheet tab to activate it.

Second, click on the chart to select it

Third, click on the Copy tool button to copy the chart to the clipboard.


Paste the chart on the PowerPoint slide

We have a choice about whether the chart is pasted into the slide as a Microsoft Excel Chart Object which can be edited and changed or a static Picture. Assuming that I am satisfied with the appearance of my chart, I usually choose to paste it as a picture.

Return to the PowerPoint slide and select Paste Special from the Edit menu.


Complete the paste special dialog box

First, click on the Picture (Enhanced Metafile) item in the Paste As list of options.

Second, click on the OK button to complete the dialog.


Improve the readability of the chart

To improve the visibility of the chart for the audience, we will increase its size.

Right click the mouse on the chart picture and selected Format Picture from the popup menu.


Increase the size of the chart picture

First, in the Format Picture dialog box, click on the Size tab.

Second, increase the height of the picture to 120% by clicking on the spinner. With the Lock aspect ratio check box marked, PowerPoint will adjust the width by the same amount.

Third, click on the OK button to complete the dialog.


Format the text

Resize the text box as needed and type the text describing the outcomes. When the text is complete, remove the bullet and hanging indent in the text box.


Position the text box and chart picture

Position the chart in the top half of the slide, with the text box beneath it.


Slide showing outcomes by conservator

Replace the contents of the next slide, originally titled Real Life, with a slide showing the breakdown of outcomes by conservator.


The “What This Means” slide

Navigate to the tenth slide in the presentation titled What This Means by using the scroll bar to go to the next slide or by clicking on the slide 10 icon in the outline pane.

On this slide we want to summarize our points telling why the Hypothetical Home for Children deserves foundation support.

Replace the bulleted text as shown on the slide and reduce the font size of the bulleted text to 28 to match the text on the other slides.


The “Next Steps” slide

Navigate to the eleventh slide in the presentation titled Next Steps by using the scroll bar to go to the next slide or by clicking on the slide 11 icon in the outline pane.

On this slide we want to test whether or not the foundation is receptive to more detailed proposals.


Replace the bulleted text as shown on the slide and reduce the font size of the bulleted text to 28 to match the text on the other slides. Remove the bullet and hanging indent from the first item, and increase the indentation of the three areas where we might prepare more specific proposals.

Animating the Slide ShowThere are two types of animation we can use on our slides:

animation when we move from one slide to the next (slide transitions) and animation on individual slides (animation effects) that control how content appears on the slide.

When you present a slide show, you want to keep the user on track with you. As presenter, you want them looking at the same slide or same object on a slide. Animation draws viewers’ attention to the focal point of the slide so it is one of the techniques used to keep our audience focused.

The first rule of animation is to use it deliberately, uniformly, and sparingly. Animating all of the objects on a slide simply causes confusion because the viewer is not sure what you want them to focus on.

I have two basic types of slides in my presentation: slides with bulleted lists on them and slides with charts on them. On my slides with bulleted lists, I would like my items to appear one at a time when I click the mouse. I don’t want my users reading ahead or lingering on the last point too long. On my slides with charts, I want to draw their attention to the chart by animating it into focus.

Since I will have animation on individual slides, I will remove the transition animation between slides.


While the slide sorter view was created to make it easy to rearrange the order of the slides, it is also a handy tool for adding and testing animation effects.

If your are not in the slide sorter view, click on the slide sorter tool button to display the view.

Using the Slider Sorter View to Edit Animation Effects


Open the slide transition pane

To access the slide transition pane, select Slide Transition from the Slide Show menu.


If the first slide, the title slide, is not selected, click on it to activate it.

When the AutoContent Wizard created by slides, it did not assign a transition to the first slide. Since this is usually the title screen, we probably will have it displayed on the screen before our presentation starts, so a transition to the slide does not have any practical effect.

In addition to seeing “No Transition” in the slide transition list, the slide does not have a transition icon beneath it.

Our other slides have a transition icon.

The slide transition for the title slide


If the second slide is not selected, click on it to activate it.

When slide 2 is selected, we see that it has the ‘Cut’ transition, which quickly moves to the next slide.

The slide transition for the second slide


We will change all of our slides to ‘No Transition.’

Select all of the slides so that they have a blue highlight outline around them by choosing the Select All command from the Edit menu.

Select all of the slides to remove the cut transition


With all of the slides selected, select ‘No Transition’ from the list of slide transitions.

The slide transition icon has disappeared beneath all of the slides, indicating that there will be no transition effect when the slide changes.

The Slide Show with No Transitions


I want to animate my bulleted slides so that the items on the list appear one at a time.

First, select slide 2, to return to the first bulleted slide.

Second, I click on the Normal View tool button to return to the full size view of that slide.

Animating the First Bulleted Slide


Create a custom animation

To change the behavior of the text on this slide, we will create a custom animation.

Select Custom Animation from the Slide Show menu.


Add the effect to the second bullet.

I want the first bulleted item to appear on the slide when we navigate to that slide in the presentation. I do not want the second bulleted item to appear until I click the mouse during the presentation.

The text for the second bullet should fly in across the slide from the right when I click on the mouse.

In the Custom Animation pane, select Entrance > Fly In from the Add Effect drop down menu.


The default direction for the fly in is from the bottom of the slide. To change it to fly in from the right, select From Right in the Direction drop down menu.

Note that PowerPoint adds the number of the effect in a gray box next to the text. This number is for reference and will not appear in the presentation.

Change the direction of the fly in


Click on the Play/Stop button to see a preview of the animation.

When I click on the Play button, its caption changes to Stop, and the block of text enters the slide from the right.

Apply the same animation to the other slides with bulleted blocks of text.

Test the fly in


Animating the charts

I want to draw my audiences attention to the charts, when we navigate to a slide which contains a chart. I want to use an animation that makes it look like the chart is being drawn on the slide.

For a pie chart, I decide to use the Wedge effect.

First, select slide 5 which contains a pie chart. Second, click on

the chart to select it.

Third, choose Entrance> More Effects from the Add Effect drop down menu.


First, in the Add Entrance Effect dialog box, click on Wedge to select it.

Second, click on the OK button to apply the effect to the chart.

Select the wedge entrance effect



When I click on the Play button, its caption changes to Stop, and the chart is drawn with a circular motion that I think fits the type of the chart.

Test the wedge entrance effect


Animating the bar charts

I don't think the wedge is a particular effective animation for bar charts. Though I should be cautious in using too many different animation effects, I decide to use the Wipe effect for bar charts, with the direction going from top to bottom.

First, select slide 6 which contains a bar chart.

Second, click on the chart to select it.

Third, choose Entrance> More Effects from the Add Effect drop down menu.


First, in the Add Entrance Effect dialog box, click on Wipe to select it.

Second, click on the OK button to apply the effect to the chart.

Select the wipe entrance effect


Change the direction of the wipe

The default direction for the wipe effect is from the bottom to top. To change it to wipe from the top to bottom, select From Top in the Direction drop down menu.


Slow down the wipe effect

The wipe effect occurs more quickly than I would like. To slow it down, I choose Fast rather than Very Fast from the Speed drop down menu.



When I click on the Play button, its caption changes to Stop, and the bar chart appears as though being drawn from top to bottom.

Apply the wipe animation to the other bar charts in the presentation.

Test the wipe entrance effect


Hyperlinks and Supplementary Information

It is not uncommon to need supplementary information in our slide show that we may want to have available, but not necessarily include in the normal sequence of slides for our presentation. For example, I would like to include a slide with budget information on it that I might or might not go to, depending on how the presentation was proceeding.

To accomplish this, we will put the additional information on a slide that is hidden from the other slides in the presentation. To be able to reach this slide when we want to, we will put a hyperlink on other slides.

After viewing the hidden slide, we return to the slide we were on when we decided to show it by using a return action button.


First, navigate to the last slide in the slide show.

Second, select the New Slide… command from the Insert menu.

Insert a New Slide


First, highlight the slide layout for a title only slide, since the contents of the slide will be the budget information.

Select the Type of the New Slide


We will copy the budget table from our workbook as the content for this slide.

First, open the PresentionMaterials.xls workbook, if necessary, and go the worksheet titled AgencyBudget.Second, select the

cells containing the budget, A1 through B15.

Third, click on the Copy tool button to copy the table to the clipboard.

Copy the budget information to the clipboard


First, return to the presentation and click on the Paste tool button to copy the clipboard to the slide.

Second, click on the close button to close the slide layout pane, if necessary.

Paste the budget into the slide


Change the title of the slide to Budget Summary.

Change the title of the slide


The budget information is pasted in the slide.

We do not want this slide to be shown in the normal presentation. To prevent it from being shown, make it hidden.

Select Hide Slide from the Slide Show menu.

When the slide is hidden, a diagonal line is drawn over the slide number in the outline pane.

Make the slide hidden


While we are on this slide, we will add the button that will return us to whatever slide we were on when we decided to view the budget.

Select the Return style of Action button from the Slide Show> Action Buttons menu.

Add the return action button


Position the action button on the slide

When we selected Action Button: Return, the cursor became a cross-hair in anticipation of sizing a button on the slide.

Click the cross-hair cursor near the bottom of the slide and drag a button size as shown.


Accept the action for the button

When we release the mouse button to draw the button, the Action Settings dialog box opens. In this dialog we indicate what action we expect to occur when the button is pressed. We want to return to the slide we were on prior to navigating to the budget slide.

Since we created a return action button, the default behavior is the one we want, so we click on the OK button.


Change the appearance of the button

The colorful background for the button which PowerPoint generated does not fit well with the slide design scheme. We will make the background of the button the typical gray for a Windows command button.

Right click again on the action button, and select Format Autoshape from the popup menu. Microsoft Office refers to many graphic objects as autoshapes.


Set the fill and line color of the button

First, change the line color of the button from None to Automatic to draw a border around the button.

Second, select a light gray fill color for the button from the Fill Color palette.


The completed return button

The Return button is complete. Before we can test it, we need to create a link to this slide that we can return back from.


We want to be able to navigate to the budget page from any other slide in the presentation. While we could put a navigation button on each slide, it is much more efficient to put the button on the Slide Master which is the template for each content slide.

First, navigate to the first content slide, slide 2.

Second, to access the slide master, select Master > Slide Master form the View menu.

Activate the slide master


Since none of the built-in action buttons have the action we want, we will create a custom action button.

Select the Custom style of Action button from the Slide Show> Action Buttons menu.

Select an action button


When we select the Action Button menu command, the cursor becomes a cross-hair in anticipation of sizing a button on the slide.

We want to create a large invisible button over the slide footer that we can use to navigate.

Click the cross-hair cursor near the bottom of the slide and drag a button size as shown.

Position the action button on the slide


When we release the mouse button to draw the button, the Action Settings dialog box opens. In this dialog we indicate what action we expect to occur when the button is pressed – navigating to the budget slide.

First, click on the Hyperlink to option button. The destination list under the option is activated.

Second, select Slide from the list of destinations so we can specify a specific target.

Set the action for the button


When we click on Slide in the list of destinations, the Hyperlink to Slide dialog box opens.

We scroll down the list and highlight slide 12 which contains the budget summary. The parentheses around the 12 indicates that the slide is hidden.

Click on the OK button to complete the dialog.

Select the destination for the hyperlink


PowerPoint enters the title for the destination slide in the Hyperlink to list.

Click on the OK button to complete the dialog box.

Complete the action dialog box


By default, PowerPoint creates a green opaque button. Since we want a transparent button, we will change its format.

Right click on the action button and select the Format Autoshape command from the popup menu.

Change the appearance of the button


First, in the Format Autoshape dialog box, click on the Colors and Lines tab.

Second, click on No Fill in the color palette.

Third, click on the OK button to complete the dialog box.

Set the color to no fill


To test the button, we close the Slide Master view by clicking on Close Master View on the Slide Master View tool bar.

Close the Slide Master view


Test the link

To test the hyperlink, click on the Slide Show tool button to display the presentation.


The link to the budget

Click on the text Funding Campaign in the footer.

Remember that we are really clicking on the transparent button positioned over the text.


The budget slideWhen we click on the invisible button over the footer text, we navigate to the budget page.

To return to the slide that we left to go to budget page, we click on the return button.


Return to the introduction page

We clicked on the invisible button on the Introduction slide to go to the budget slide. The return button on the budget slide brought us back to the Introduction slide.


Demonstrate skipping the hidden page

Navigate to Slide 11, the last visible slide in the presentation.

Click on the slide to do the default action of going to the next slide.


Our normal presentation without presenting the budget ends on slide 11. To demonstrate that slide 12 is really hidden, we will click on the next button when we are on slide 11.

Skipping over the hidden page

When we went to the next slide from the last visible slide, PowerPoint took us to the slide telling us that the presentation has ended, skipping over the hidden budget slide.


Create a hyperlink to a web site

We can link our presentation to web sites as well as create links between our presentation slides. We will add a link to our reference to licensing by the state to the home page for the Department of Family and Protective Services.

First, navigate to the second slide in the presentation that contains a reference to licensing.

Second, select the text the state that we will use for the hyperlink.

Third, click on the Insert Hyperlink tool button to create the hyperlink.


Complete the Edit Hyperlink dialog box

First, in the address text box, type the URL for DFPS: http://www.dfps.state.tx.us/

Second, click on the OK button to complete the dialog box.


Test the hyperlink

To test the hyperlink, click on the Slide Show tool button to display the presentation.


The linked site in the web browse

The hyperlink will be underlined in red text if it has not been visited before and in underlined blue text if it has been visited.

When the arrow cursor is positioned over a link, it changes into the hand cursor.

Click on the link the state.


The linked web page in the browser

When the link on the slide is clicked on, PowerPoint opens the destination in the web browser.

To return back to the presentation slide, click on the browser's Back button.


Documents

Agency PowerPoint Presentation Fund Drive PowerPoint, Slide 1Copyright © 2004, Jim Schwab, University of Texas at Austin