Mastering PowerPoint: Enhance Presentations with Graphs, Links, and Animation Techniques

1. PowerPoint Topics:Graphs, Links and More Michele Schwartzman Center for Information Technology Division of Customer Support Training Program 301-594-6248

2. PowerPoint Training • 823 Creating Presentations with PowerPoint • Slide master, templates, backgrounds, clip art, graphics, printing, animation schemes, transitions • 824 PowerPoint Topics: Graphs, Links, and More • 792 Improve Your Public Speaking When Using PowerPoint • Free online classes at lms.learning.hhs.gov • PowerPoint, Excel, Access, Word, Outlook • Register at http://training.cit.nih.gov/

3. Show me theNCI home page The Basics of Today’s Class • Building an Organization Chart • Custom Animation • Building a 3-D Graph • Importing and Working with Movie Files • Setting Up Links to Other Sources

4. Working With Text and Graphics • Text Boxes and Auto Shapes • Auto Shapes • 3-D Objects • Order • Align or Distribute

5. Creating Shapes • Drawing Toolbar at bottom of window • AutoShapes – choose a shape • Once select, click and drag to draw • Shift will maintain aspect ratio • Begin typing to include text • Paint bucket changes fill color • Fill Effects gives more options • Paint brush changes outside line color • "A" changes text color • Shadow box adds shadow effect • 3D box adds 3D effect • Green button above shape allows to rotate

6. Organizing Shapes • View, Grid and Guides gives absolute center • To move, use arrow keys on keyboard • Hold down Ctrl for finer control • To duplicate a shape, use Ctrl-D • Does not work if within text, click on outside edge of shape • To distribute shapes evenly between two points • Draw, Align or Distribute, Distribute Horizontally or Vertically • To align shapes with each other • Draw, Align or Distribute, Align • To group shapes • This allows you to work with them as a unit • Select the shapes (Use Ctrl key if not adjacent) • Draw, Group

7. Lines and Connectors • Within AutoShapes • Choose Lines • Hold Shift key to maintain straight line • Go to Draw, Order, Send to Back to place behind other items • Choose Connectors • Click on each shape connecting • These will stay connected even if move shapes • Enhancing • Can use line width, type, color, and arrow type in Drawing Toolbar

8. Graphic Formats • TIFF (.tif) - non-compressed, large file • GIF (.gif) - compressed file, good for large swatches of same color (logos, cartoons, bar charts) • JPEG (.jpg) - compressed file, good for items with many colors

9. Custom Animation • Add Effect: • Entrance – brings object in, More Effects brings more options • Emphasis – at any time, can be in conjunction with other animation • Exit – exits item from slide • Motion Paths – allows to move within slide • Timelines available – drag to change • Effect Options gives more control

10. Animation Timing • Start • On Click – waits for mouse click • After Previous – immediately after previous animation (can add time between) • With Previous – simultaneous with previous animation • Speed – how fast the animation will take place • Check slide show to test

11. Select entire sheet Turn data sheet on/off Creating a Graph • Insert, Chart • Takes you into Microsoft Graph • If leave chart and need to return, double-click • Data Sheet is where enter data

12. Formatting a Graph • Right click on whatever want to format and then select format • If you can click on it, you can change it • To change type of chart, go to Chart, Chart Type • For labeling options, go to Chart, Chart Options • If lose some labels on x-axis, try switching to a smaller font, or tilting text

13. Animating a Graph • Add an entrance effect • Right-click on effect, Go to Effect Options, Chart Animation • Can animate • By series • By category • By element in series • By element in category

14. Movie Files • Insert, Movies and Sounds, Movie From File • Movies never embed, Sounds sometimes • Bring movie along if moving to new computer so can reinsert • Or choose File, Package for CD • Includes all linked files and presenter • If choose Copy to Folder, can then transfer with any media (recommended)

15. Linking to Other Sources • Hyperlink using existing object (image or text) • Slide Show, Action Settings • Create button for hyperlink • Slide Show, Action Buttons • If hyperlinked text is an unwanted color • “Slide Design-Color Schemes” task pane, Edit Color Schemes Link to web page (url) Link to other presentation Link to other slide