Adding emphasis to a presentation using PowerPoint 2011 for Mac This document introduces technique to add emphasis to your presentation using graphics, audio and video. More detailed training material for using more features in PowerPoint can be found on the Microsoft website: https://support.office.com/en-gb/article/Office-training-and-tutorials-b8f02f81-ec85-4493-a39b4c48e6bc4bfb?ui=en-US&rs=en-GB&ad=GB
This document follows on from the Creating a presentation in PowerPoint document.
Apply a theme to your presentation Themes are pre-formatted colour schemes to make your presentations look more professional. When choosing a theme, keep your audience in mind and also think about printing. Bright colours will be good for a light-hearted presentation. Too many colours may make it difficult for some people to read your slides. A black background will take up a lot of ink and may not show up too well.
1
Click on the Themes tab and expand the themes gallery to see the themes available. Simply click on the one you like to change the theme of your presentation.
Using images Images add interest to your presentation. You must consider copyright when using images. If in doubt, only use clip art images or images that you have taken yourself. When choosing an image, consider your topic and your audience. Cartoon clip art may be inappropriate in some circumstances.
To add a Clip Art image Clip Art is Microsoft’s database of open-source (copyright-free) images. To add a clip-art image to a slide:
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On the slide you are updating, click on the Home tab and click on the
icon (if available) or click on the
Picture icon in the Insert group and then click on
2
The Clip Gallery window will appear. Type a search word in the Search box and press Enter. The pictures available on that computer will appear.
3
Click on a picture once and click on Insert to add it to your slide (you may need to wait a couple of seconds before it appears).
To add an image from your files 1
On the slide you are updating, click on the Home tab and click on the
icon (if available) or click on the
Picture icon in the Insert group and then click on
2
The Finder window will appear.
3
Locate the picture file you want, click to select it and then click Insert.
To add a screen shot To copy part of the screen:
1
Display the window you want to include in your presentation.
2
Hold down ⌘ + ctrl +SHIFT + 4
3 4
Click and drag your mouse to select the area of the screen you want to copy. Click on your PowerPoint slide and press ⌘ + V .to paste it into your presentation.
To move a picture 1
Click on the picture so that it is surrounded by a border, as shown on the right.
2
Move your mouse pointer to the centre of the picture.
3
Hold down your left mouse button and keep it held down whilst you move your mouse to move the picture to the desired location on the slide.
4
Release your mouse.
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To resize a picture 1
Click on the picture so that it is surrounded by a border, as shown above.
2
Move your mouse pointer to one of the corners of the border. Your mouse pointer will change to be a double-headed arrow as shown on the left.
3
Hold down your left mouse button and keep it held down whilst you drag the border to make it bigger or smaller.
4
Release your mouse.
To add a hyperlink to an image 1
Ctrl and click on the image.
2
Click on hyperlink.
3
In the Address box, type or paste the URL of the webpage.
4
Click OK.
5
The hyperlink will be active in Slide Show mode.
Smart Art
This is an example of Smart Art
Smart Art helps you to add professional-looking graphics to your presentations.
Smart Art is a collection of preformatted diagrams and charts.
To add Smart Art to your presentation:
Smart Art adds visual impact to your reports and presentations
1
Click on the Smart Art tab Office 2011 has Picture Smart Art so you can insert photos
2
Click to choose the type of Smart Art graphic you want from the gallery.
3
The Smart Art graphic appears.
4
Click the
5
Click on [Text] to edit the text associated with an image.
icon to choose a picture from file (only for Picture Smart Art).
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Animation Animation is used to add movement to your slides. It is mostly used:
• •
To control the timing of when bullet points of text appear on the screen. This “build” technique allows you to talk about each point without the audience being distracted trying to read the entire slide behind you. To make pictures appear/disappear from the slide.
Use animation sparingly. It can distract your audience and, where overused, make them lose interest in your presentation.
To animate bullet points of text Only use this where you have something to say about each bullet point individually and want to focus your audience’s attention on that point. Do not use it where you need the full list of bullet points on screen before you start to talk about them.
1
Click anywhere in the text on the first bullet point.
2
Click on the Animations tab.
3
Click to choose an entrance effect from the Entrance Effects gallery.
4
A quick demo of the animation is shown and then numbers appear next to each bullet point.
5
To see the full effect of the animation, click on the Slide Show icon at the bottom left of the PowerPoint screen. Your slide will appear with just the title showing. Click your left button once and the first bullet point will appear. Click again and the second will appear and so on.
6
Press esc to exit slide-show mode.
To animate sub-bullets individually 1
Animate the bullets as shown above.
2
Click anywhere in the text on the first bullet point.
3
On the Animations tab, click on Reorder
4
Click to select the animation in the list at the top of the box and then click on Text Animation at the bottom.
5
Choose 2nd Level in the Group Text drop-down box.
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To animate an image Use this to:
• •
make an image appear or disappear from a slide when you click your mouse make images move from one position to another on the slide
1
Click on the image so that it is surrounded by a border.
2
Click on the Animations tab.
3
Click to choose an entrance effect from of the Effects galleries:
• • • •
Entrance effects will make the image appear when you click. Emphasis effects will make the image change in some way when you click. Exit effects will make the image disappear when you click. Motion path effects will make the image move from one position to another.
4
A quick demo of the animation is shown and then numbers appear next to the image.
5
To see the full effect of the animation, click on the Slide Show icon at the bottom left of the PowerPoint screen. Click your left button once will show the animation effect.
6
Press esc to exit slide-show mode.
To apply a motion path effect 1
Click on the image so that it is surrounded by a border.
2
Click on the Animations tab.
3
Click on Motion Paths.
4
Choose one of the Motion Paths effects.
5
The image will move as a preview of the animation, then a number and an arrow will appear next to the image. The green arrow-head indicates the starting point. The red arrow-head indicates the end point for the motion path.
6
Drag and drop the arrow-heads to change the start and end points and the direction of the motion path.
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The animation pane The animation pane is useful when you have more than one animation effect on a slide. It allows you to:
• • •
Change the order in which animations are applied. Change the trigger for animations (on a click of the mouse or with a previous effect). Change the duration and speed of an animation effect.
To use the animation pane:
1
Click on the Animations tab
2
On the Animations tab, click on Reorder.
3
The Custom animation Pane will appear. Each animation effect in the slide will be in the list, with a number which corresponds to the number that appears next to the graphic or text in the slide to which that animation effect applies. The animations will appear in the order in which they appear in the list, with the first animation occurring first.
To change the order of the animation effects 1
In the Custom Animation Pane, click once on the animation effect you would like to change the position of.
2
At the bottom of the Custom Animation Pane, use the Re-Order buttons move the selected animation effect up and down the list.
to
To change the trigger for an animation effect You can control what triggers an animation effect to appear. Animation affects can appear:
• • •
On the click of the mouse or when the right arrow key on the keyboard is pressed. (Start On Click) At the same time as a previous animation effect. (Start With Previous) At a set time after a previous animation effect. (Start After Previous)
1
In the Custom Animation Pane, click once on the animation effect you would like to change.
2
Click on Timing at the bottom of the Custom Animation Pane.
3
Click on the drop-down arrow in the Start box to choose the trigger you require (see above). If you choose the Start After Previous option, you will need to specify a Delay to indicate how long you want PowerPoint to wait before running the animation effect.
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To change the speed of an animation effect 1
In the Custom Animation Pane, click once on the animation effect you would like to change.
2
Click on Timing at the bottom of the Custom Animation Pane.
3
Click on the drop-down arrow in the Speed box to choose the speed you require.
To remove an animation effect 1
In the Custom Animation Pane, click once on the animation effect you would like to delete and press the Delete key on your keyboard.
Build animations to create a cartoon Using the entrance, exit and motion path animations in combination with images layered on top of each other, you can create basic cartoons in your presentation. You will need to use the Animation Pane for better visibility of which effect appears when. For a demonstration of this, see the video on https://staff.brighton.ac.uk/is/training/Pages/PowerPoint/Powerpoint.aspx This video uses PowerPoint 2010 for PC but the sequence is the same on the Mac.
To animate Smart Art graphics 1
Click on the Smart Art graphic to select it.
2
On the Animation tab, click to choose which type of animation effect want.
3
Click on the
4
To see the full effect of the animation, click on the Slide Show icon at the bottom left of the PowerPoint window. Click your left button once will show the animation effect.
5
Press esc to exit slide-show mode.
you
Effect Options icon and choose One By One.
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Adding audio You can add audio to a PowerPoint presentation. When adding audio, take copyright into consideration. There are open source audio clips available on the internet – search for Microsoft clip art audio. You could also borrow a voice recorder from one of the university media centres to record your own.
To add audio from File 1
Click on the Home tab.
2
Click on the
3
The Choose Audio window opens.
4
Locate your audio file, click to select it, then click Insert. The audio file will appear as a speaker icon with play controls underneath when you click on it.
icon and choose Audio From File.
To hide the audio icon from the PowerPoint slide 1
Click on the audio icon in the slide.
2
Click on the Format Audio tab on the ribbon.
3
On the ribbon, click on During Show checkbox.
and then click to select the Hide Icon
To make the audio repeat on a loop 1
Click on the audio icon in the slide.
2
Click on the Format Audio tab on the ribbon.
3
On the ribbon, click on Stopped checkbox.
and then click to select the Loop until
To change the trigger for the start of the audio 1
Click on the audio icon in the slide.
2
Click on the Format Audio tab on the ribbon
3
Click on the drop-down in the Start: box
4
Choose which option you require from the list.
Audio clips will appear in the Custom Animation Pane if the trigger is to play them automatically, so you can use the same technique shown on page 5 to control the timings, trigger and position of the audio amongst the animations on a particular slide.
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To assign audio to a picture on a slide 1
Add the picture to the slide.
2
Add the audio to the slide and set it to play automatically.
3
Open the Custom Animation Pane (click on the Animations tab and click on the Reorder icon).
4
Move the audio so that it appears after the picture in the list.
Click on the audio in the list and click on Timing… at the bottom of the pane.
5
In the Start box, click on the drop-down and choose With Previous.
6
To test your settings, click on the Slide Show icon at the bottom left of the PowerPoint window. Click on the picture you have chosen.
7
Press esc to exit slide-show mode.
Adding video You can add videos to a PowerPoint presentation. When adding video, take copyright into consideration. There are open source video clips available internet – search for Microsoft clip art audio. You could also borrow a hard drive camera from one of the university media centres to record your own.
To add video from File 1
Click on the Home tab.
2
Click on the
3
The Choose a Movie window opens.
4
Locate your video file, click to select it, then click Insert.
5
The video file will appear with play controls underneath.
6
Resize and move the video file in the same way that you would with any normal image.
icon and choose Movie From File.
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To add video from a website (e.g. from YouTube) PowerPoint does not have the Insert Video from website option that is available in Office 2010 for PC. The only (legal) thing you can do is insert a hyperlink to the YouTube video. This means that you will be taken to the YouTube website to play the video. To insert a hyperlink:
1
Click on the Insert menu.
2
Click on Hyperlink.
3
In the Address box, type or paste the URL of the webpage.
4
Click OK.
5
The hyperlink will be active in Slide Show mode.
To make the video repeat on a loop 1
Click on the video on the slide.
2
Click on the Format Movie tab on the ribbon.
3
On the ribbon, click on Playback Options and then to select the Loop until Stopped checkbox.
To change the trigger for the start of the video 1
Click on the video on the slide.
2
Click on the Format Movie tab on the ribbon
3
Click on the drop-down in the Start: box
4
Choose either to start the video automatically when the slide appears or to start the video when you click the play control underneath.
Video clips will appear in the Animation Pane if the trigger is to play them automatically, so you can use the same technique shown on page 5 to control the timings, trigger and position of the video amongst the other animations and audio on a particular slide.
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Transitions Transitions are animation effects when moving from one slide to another.
To add a transition effect to one slide 1
Click on the Transitions tab.
2
Click on the arrow at the bottom of the transitions gallery to see available transitions.
3
Click on a transition to select it.
4
To see the full effect of the transition, click on the previous slide and then click on the Slide Show icon at the bottom left of the PowerPoint window. Click your left mouse button once will see how the transition appears when you move from one slide to the next.
5
Press-esc to exit slide-show mode.
To add a transition effect to all slides in a presentation 1
In the slide sorter at the left of the PowerPoint screen, click on the first slide to select it.
2
Press the ⌘ and A keys together on your keyboard to select all of the slides.
3
Click on the Transitions tab.
4
Click on the arrow at the bottom of the transitions gallery to see available transitions.
5
Click on a transition to select it.
6
To see the full effect of the transition, click on the first slide in the slide sorter on the left and then click on the Slide Show icon at the bottom left of the PowerPoint window. Click your left mouse button once will see how the transition appears when you move from one slide to the next.
7
Press-esc to exit slide-show mode.
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