MICROSOFT POWERPOINT 2007 BASICS

1. MICROSOFT POWERPOINT 2007 BASICS • Powerpoint Views • Slide Design Guidelines • Slide Layout • Slide Design • Slide and Title Masters • Differences between Templates and Masters • Moving from Slide to Slide Created by Robyn Harm for demonstration/notes 1

2. MICROSOFT POWERPOINT 2007 BASICS (cont) • Status Bar • Printing • Speaker Notes • Charts and Graphs • Diagrams and Organisational Charts • Inserting Tables • Importing • Graphic formats you may use Created by Robyn Harm for demonstration/notes 2

3. MICROSOFT POWERPOINT 2007 BASICS (cont) • Animations and Transitions • Choosing the right transitions/effects • Slide Show Action buttons • Insert/Remove Hyperlinks • Running your Slide Show • Actions during a Slide Show • Adding Sound and Movies Created by Robyn Harm for demonstration/notes 3

4. POWERPOINT VIEWS • Normal View • Can work with an outline • Can work on the slide • Can add speaker’s notes • Strip on left side can show thumbnails of slides or outline or presentation • Tab at top of left panel can be changed from Outline to Slides Created by Robyn Harm for demonstration/notes 4

5. POWERPOINT VIEWS (cont) • Slide Sorter View • See a miniature of each slide • Can see all slides at once • Can see how presentation flows • Can use to reorder/shift slide around Created by Robyn Harm for demonstration/notes 5

6. POWERPOINT VIEWS (cont) • Slide Show View • See actual slide show presentation • Each slide fills the screen • Can see effect of any transitions, timing, animations • Can use the mouse or page down button or space bar to progress through the slides if no automatic timing Created by Robyn Harm for demonstration/notes 6

7. VIEW NOTES PAGE • Choose View|Notes page • Useful for adding speaker’s notes which can be later printed Created by Robyn Harm for demonstration/notes 7

8. SLIDE DESIGN GUIDELINES • Simplicity • Use key phrases, one thought per line • 5 to 7 lines per slide – or fewer • Consistency • Layout format unified • Design and colour in harmony • Text colour should stand out – easily read over background colour and design Created by Robyn Harm for demonstration/notes 8

9. SLIDE DESIGN GUIDELINES (cont) • Clarity – explicit and to the point • Readability • Font size no smaller than 18 point • White space – enough for eye movement • Avoid overly crowded slides • Avoid lengthy text • Do not use whole sentences Created by Robyn Harm for demonstration/notes 9

10. SLIDE LAYOUTS • Choose Home, then Layout • Click on drop down arrow • Diagrams of various layouts are illustrated • Title Slide, Title and Layout, Section Header, Two Content, Comparison, Title Only, Blank, Picture with Caption, Content with Caption • Includes text layouts, content layouts, text and content layouts and other layouts • Allows user to present with bullets, tables, charts, graphics or combinations Created by Robyn Harm for demonstration/notes 10

11. SLIDE DESIGN • Choose Design Tab • Lots of designs to choose from – Backgrounds and Themes • Are really a type of template Created by Robyn Harm for demonstration/notes 11

12. SLIDE AND TITLE MASTERS • Choose View Tab • Useful if you want a logo/text on every slide • Applies backgrounds to a title slide at the beginning of a presentation (Title Master) or all slides (Slide Master) or to Handouts (Handout Master) or Notes (Notes Master) Created by Robyn Harm for demonstration/notes 12

13. DIFFERENCES BETWEEN TEMPLATES AND MASTERS Master Set of formatting characteristics, graphics, text placements and information which gives consistency to whole presentation Can be used in just one presentation or saved as a template to be used for all company presentations Template Presentation that has a set of colour and text characteristics that can be applied to your presentation Saved as a .potx file If setting up as a proper template, can access by selecting File|New, choosing Templates|On my computer and making a selection Created by Robyn Harm for demonstration/notes 13

14. MOVE FROM SLIDE TO SLIDE • Method 1 • Buttons with double arrows on lower right side of “slide” screen • If pointer is placed over each, small yellow pop-up shows description – previous slide, next slide • Method Two • Click on thumbnail at left side of screen in normal view Created by Robyn Harm for demonstration/notes 14

15. STATUS BAR • As you move from slide to slide, information shown at bottom of screen • This area is called the status bar • Gives which slide in the series • Gives design of the slide • Gives name of the slide Created by Robyn Harm for demonstration/notes 15

16. PRINTING • Choose File|Print or press Ctrl+P • Can print Slides, Handouts, Notes or Outline view • Need to select “print what” and choose preferred option • If printing handouts, can print 1, 2, 3, 4, 6, 9 slides to a page • Choice will depend on “why” you are printing • If printing as notes for an audience, 3 to a page gives area for participants to write notes Created by Robyn Harm for demonstration/notes 16

17. PRINTING (cont) • Can enter page numbers, headers and footers and dates • From Insert Tab, choose Date & Time, Slide No. or Header and Footer. • Select relevant requirements for slide number, date and time, etc • Can include on each slide, all slides or on speaker’s notes and handouts • If pronounced background may wish to print in grayscale or black and white (economises on ink and is read more easily) Created by Robyn Harm for demonstration/notes 17

18. CREATE SPEAKER NOTES • Use Normal View • At bottom of slide can see “click to add notes” • Click here and type • May wish to change to larger view by choosing View|Notes Page Created by Robyn Harm for demonstration/notes 18

19. INSERTING CHARTS/GRAPHS • Either: • Use Insert|chart or • Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption Created by Robyn Harm for demonstration/notes 19

20. CHARTS (cont) • When the datasheet window and chart appears, replace the data given with the information/data you wish to illustrate • Press ENTER or TAB to move from cell to cell • Colours, legend, axes etc can be modified similar to Excel charts Created by Robyn Harm for demonstration/notes 20

21. CHARTS (cont) • Chart types can also be changed according to needs • Datasheet window can be turned on and off via Chart Tools|Edit Data • Can also use View Datasheet Button • Can also click the chart and choose Edit|Data Created by Robyn Harm for demonstration/notes 21

22. DIAGRAMS AND ORGANISATION CHARTS • Many different types of diagrams can be added through SmartArt. • List • Process (progression or sequential tasks) • Organisation chart (hierarchical relationships) • Cycle diagram (continuous cycle of a process) • Relationships • Matrix (relationship of components to a whole) • Pyramid diagram (foundation-based relationships • Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption Created by Robyn Harm for demonstration/notes 22

23. INSERTING TABLES • Choose Insert|table or • Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption • Table can then be formatted according to needs Created by Robyn Harm for demonstration/notes 23

24. IMPORTING • Can import from Word (copy and paste or Insert from Outline View • Can import from Excel (Insert|Object) • Can import Slides (Home|Reuse Slides) Task Pane appears on right, Browse and select. Created by Robyn Harm for demonstration/notes 24

25. GRAPHIC FORMATS TO USE Created by Robyn Harm for demonstration/notes 25

26. ANIMATIONS AND TRANSITIONS • Can apply Animations or Transitions to some or all of your slides • Can insert from either Normal or Slide Sorter view • Choose Animations Tab and use More (bottom one) arrow in middle of Transition to This Slide section. • List of possibilities appears – fades & dissolves, wipes, push and cover, stripes and bars, random • If unfamiliar with these options, it is a good idea to run through and try out before making a choice • Can modify the speed and add sound • Can choose to advance to next slide automatically or by mouse click Created by Robyn Harm for demonstration/notes 26

27. ANIMATIONS AND TRANSITIONS (cont) • Once an option is selected, you may wish to slow it down to see effect properly • Once sure, click on “apply to all slides” or to “this slide only” • Click play to test out • Good idea to use same transition from Slide 2 onwards • Simple is best so that there is no distraction from your given message Created by Robyn Harm for demonstration/notes 27

28. CUSTOM ANIMATIONS • Choose Animations|Custom Animation • Information appears in Task Pane at right of screen • Select element/section to be “animated” • Click on “add effect” • Choose which section you wish to alter – entrance, emphasis, exit • Can show motion paths on screen if desired (not part of slide show) • Can add or remove effect (top of Task Pane) Created by Robyn Harm for demonstration/notes 28

29. CHOOSING THE RIGHT TRANSITIONS/EFFECTS • Is the message intended to be entertaining, instructional or motivational • Should the message be serious or lighthearted • Subdued transitions eg fades through black project a quiet, professional image • Dissolves and boxes project a more dynamic image • What level of technology is needed for your presentation • Are you using advanced transition effects – this adds more demands on the computer • Know your computer and the version of Powerpoint used Created by Robyn Harm for demonstration/notes 29

30. CHOOSING THE RIGHT TRANSITIONS/EFFECTS (cont) • Consider your presentation length • Realise that transitional effects appropriate for short presentations become tiring during long presentations • Use transitions as a pacing tool – divide your presentations into smaller sections like chapters in a book • Consider subdividing the presentation into sections with a sub-title slide before each section • Each sub-title slide can be introduced by a dramatic transition to signal to the audience that a new topic has been introduced Created by Robyn Harm for demonstration/notes 30

31. CHOOSING THE RIGHT TRANSITIONS/EFFECTS (cont) • Use the same transition effect for each slide in each section • Focus on function not decoration • Practise restraint with a minimum number of effects that contribute to the message/image you are projecting • The longer the presentation, the more restraint is important • Be consistent with animation – don’t have text builds left-to-right in one slide and top-to-bottom in the next Created by Robyn Harm for demonstration/notes 31

32. SLIDE SHOW ACTION BUTTONS • An action button is a ready-made button that you can insert into your presentation and define hyperlinks for. • Action buttons contain shapes, such as right and left arrows, and commonly understood symbols for going to next, previous, first, and last slides, and for playing movies or sounds. • Action buttons are most commonly used for self-running presentations  • Hyperlinks become active when you run the presentation Created by Robyn Harm for demonstration/notes 32

33. SLIDE SHOW ACTION BUTTONS (cont) • Select Insert tab, Illustrations Group, Shapes, Action Buttons and appropriate symbol • Move cross hairs to position where you want button to be • Draw diagonally to outline the size of the action button • Click mouse button to set new action button in place • In actions settings, choose to have button activated by mouse movement over the button or by mouse click on it • Set up required action Created by Robyn Harm for demonstration/notes 33

34. INSERT/REMOVE HYPERLINKS • Select item (slide in same or different presentation, email address, new file, page/file in web) you want to represent hyperlink • Select Insert/Hyperlink • Click on Place in this document • Select slide you want to go to • To remove, right click text/object representing the hyperlink • Click Remove Hyperlink Created by Robyn Harm for demonstration/notes 34

35. RUNNING YOUR SLIDE SHOW • Select first slide or start of presentation • Click Slide Show button (status bar) or press F5 • Can also choose Slide Show tab and make a selection • Click mouse, press PageDown key or press spacebar to move to next slide or next point unless slides have automatic transitions Created by Robyn Harm for demonstration/notes 35

36. ACTIONS DURING A SLIDE SHOW • Go to certain slide Number + Enter • Advance to next slide Spacebar or click mouse or press PageDown key • Return to previous page Backspace • Black screen on/off b or B • White screen on/off w or W • Show pointer on/off a or A • Stop/restart automatic show s or S • End Show Esc Created by Robyn Harm for demonstration/notes 36

37. ADDING SOUND TO SLIDES • Sounds • via transitions and animations (use drop down arrow) • Inserting from a CD or the Clip Organiser Created by Robyn Harm for demonstration/notes 37

38. SOUND VIA INSERTION • Insert|Sounds • Sound/Movies from Clip Organiser, from File, Play CD track or Record Sound • Set up as required • Sound icon appears on slide (unless you hide display) • Can be dragged into any position on slide • Movies can be inserted in a similar fashion Created by Robyn Harm for demonstration/notes 38