Unit VI: Microsoft PowerPoint Chapters 15 & 16

Learning Objectives 

In this unit, you will:  Create PowerPoint presentations.  Use different views included in PowerPoint.  Use formatting techniques.  Add animation and other visual effects.  Print presentation handouts.  Save presentations as web pages.

PowerPoint  Microsoft PowerPoint creates slide shows that can be presented

the following ways:  On a Computer  Via a Projection device  Printed on transparency film  Converted to HTML to be viewed through a Web browser  PowerPoint window includes several work areas called “panes.”  When presentation is opened in Normal View:  Current slide is displayed on right pane  Slides and Outline tabs in left pane  Panel near bottom provides space for speakers notes

PowerPoint  To create a presentation, select a theme:  Professionally selected slide color schemes, fonts,

graphic accents, and background colors  To change theme selection:  Click Design tab  Click any theme to apply new theme to all slides  To change only one slide or a select group:  Select slides  Right-click a theme in the Themes group  Select Apply to Selected Slides

PowerPoint  To change background color:  Click Design tab  Click Background  Choose style from the drop-down list  PowerPoint presentations are saved with .pptx extension.

Slide Layout  New Slide button adds a slide to the presentation.  PowerPoint gives you a choice of slide layouts.  Most slide layouts include at least one placeholder, in which

text or graphics can be entered.  Title Slide layout is typically used for first slide.  Use the Blank layout if you don’t like the predefined slide layouts.

Bulleted List  To present a list of bulleted or numbered points, use one of the following

layouts:  Title and Content  Two Content  Comparison  Bulleted lists focus an audience’s attention and should be brief.

 Numbered lists help audiences focus on sequences, priorities, and rankings.  Animation effects can be added to make bulleted items appear one by one.  Bullets are an effective overview or summary:  Use a maximum of five to seven per slide

Graphics  Graphics add visual interest to your slides.  Select a slide layout with media content from the New Slide

drop-down list.  You will replace the placeholder with a graphic.  SmartArt can be inserted to depict organizational charts and processes.  Insert pictures, clip art, or SmartArt into any layout, even with no graphic placeholder:  Click Insert tab  Click Picture, ClipArt, or SmartArt

Charts  PowerPoint provides slide layouts containing chart

placeholders.  A chart displays sample data in a datasheet which you change to reflect your data.  Some slide layouts provide an area for a large chart, others accommodate smaller charts, plus bullets or other text.  You change the sample data by clicking on the column headings, row labels, and value data.

Charts  To move data:  Select cells

 Right-click to display shortcut menu  Click Cut  Right-click cell where data is to be moved  Click Paste on shortcut menu  To insert row:  Right-click cell where row is to be inserted  Click Insert on shortcut menu  Click Table Rows Above

Tables  Use the Table icon on any new slide layout.  Enter data into rows and columns of table.  The Table Tools Design and Layout contextual tabs appear

when the table is inserted.  Use the buttons on these tabs to:  Format the table borders  Add color shading to cells  Adjust the alignment of text

Tables  To add text to a cell:  Click inside cell  Type your text  To add graphic:  Click cell  Click Insert tab  Select Picture or Clip Art

 Select file  To insert rows:  Click cell where you want to insert  Click Insert Above or Insert Below from the Rows & Columns group

on the Table Tools Layout contextual tab

Multimedia  You can launch an audio or video segment from a

PowerPoint slide:  Audio clips are most frequently added as sound effects.  Videos are typically Flash, ASF, AVI, MPEG, and WMV.  If QuickTime player is installed MOV can be played.  PowerPoint does not support clips from DVDs or other commercial films.  PowerPoint offers Video Tools for adjusting the way movies appear on slides and play during presentations.  Movies play within the movie window on the slide.

Viewing Your Presentation  Switch to Slide Show view when you are ready to see how

your audience will view your presentation.  Use buttons in lower-left of slide to:  Navigate through slides  Write on slide with pen or highlighter  Switch to another program presentation

Viewing Your Presentation  Navigation through the slides can be accomplished by:  pressing the left mouse button to display the next slide or

bullet  pressing the right arrow key or N key to display the next slide or bullet  pressing the left arrow key or the P key to move the previous slide or bullet  Press the Esc key to end a slide show and return to PowerPoint.

Normal View  PowerPoint provides different views to build, modify, and

display your presentations.  Change views by clicking the buttons at the bottom of the PowerPoint window.  In Normal view, you can work in any of the three panes:  Slide pane  Notes pane  Outline/slides tab pane  Normal view is convenient for building the basic structure of your presentation.

Normal View  Use the Outline tab for an overview of the text on all of your

slides.  The Outline tab is also useful for revising and rearranging the contents.  You can navigate to other slides by clicking the slide icons.  You can also use the scroll bar on the right side of the window to navigate to other slides.

Slide Sorter View  The Slide Sorter view gives you miniaturized versions of

your slides.  You can delete slides, hide slides, and duplicate slides.  The Slide Sorter view is especially useful for rearranging slides  You can hide a slide so it won't show during presentation:  right-click slide in Slide Sorter or Normal view  click Hide Slide on shortcut menu  repeat process to make slide visible again  This technique is handy if you need to shorten your presentation.

Transitions  A transition is an effect that determines how one slide

replaces the previous slide.  Transitions include:  Fades  Wipes  Other effects  The overuse of transitions can take attention away from the content of your presentation.

Formatting Text  Use large font size if presentation will be given in large

room.  In a well lit room, use a dark font color and light background color.  In a dark room, use a dark background with light font colors.  The Slide Master is a template you can modify to create a consistent look to your presentation.

Animations Effects  The Animations tab provides options for adding animation

and sound to items on a slide.  Animation effects draw attention to bullets as they appear on a slide.  Animation effects can be added to:  Text  Graphics  Charts  Tables

Animations Effects

 Use After animation option to indicate whether an object

should change to a different color or disappear after animation.  Use sounds sparingly – they can become distracting after a while.  Make sure the presentation equipment contains a sound system adequate for the audience.

Spelling

 PowerPoint's spelling checker is similar to Word’s.  Wavy lines do not appear when you view presentation.  PowerPoint does not include grammar checker, so proofread

the presentation.

Speaker Notes  Prepare and print speaker notes to help remember what to

say about each slide:  Speaker notes are not projected to the audience  Use speaker notes for additional comments you want to make.  To print speaker notes:  click File Tab  click Print  select Notes Pages in the Settings section  click Print

Printing Handouts

 Handouts help an audience to remember content of a

presentation.  If a presentation is brief, print two or three slides per page for handouts.  The two-slide layout prints each slide on one-half of page.  Three-slide layout prints blank lines to right of each slide this allows audience to write notes.

Distributing a Presentation  Several alternative ways to deliver a presentation:  Output slides as overhead transparencies

 Print slides on paper and distribute as handouts  Convert to PDF format to be view on any computer  Adobe Reader required  Can be displayed using PowerPoint Viewer  Can be packaged on a CD with the viewer to

distribute  Can save the presentation as a video and post on web