Advanced Design for PowerPoint …making it work for everyone! Cara Clark Visual Information Specialist Jill Rees Public Affairs Specialist Champaign,

Advanced Design for Advanced Design for PowerPointPowerPoint

……making it work for everyone!making it work for everyone!

Cara Clark Cara Clark

Visual Information SpecialistVisual Information Specialist

Jill ReesJill Rees

Public Affairs SpecialistPublic Affairs Specialist

Champaign, IllinoisChampaign, Illinois

USDA is an equal opportunity provider and employer.USDA is an equal opportunity provider and employer.

What We’ll Talk AboutWhat We’ll Talk About

Benefits & Challenges of Animation, Video Benefits & Challenges of Animation, Video & Audio& Audio

Accessibility & EffectivenessAccessibility & Effectiveness AnimationAnimation SoundSound VideoVideo

When ToWhen To vs.vs. When Not ToWhen Not To & a little& a little How ToHow To

Benefits & ChallengesBenefits & Challenges

Benefits Benefits

Dynamic presentations on a limited Dynamic presentations on a limited budgetbudget Offers some of the benefits of videoOffers some of the benefits of video

““Ready to go” presentationsReady to go” presentations Takes pressure off your presentersTakes pressure off your presenters

Consistency amongst presentersConsistency amongst presenters Provides uniformity for multiple presentersProvides uniformity for multiple presenters

ChallengesChallenges AccessibilityAccessibility

Can everyone in the audience hear and see?Can everyone in the audience hear and see?

Agency ImageAgency Image Do you maintain a professional look consistent with Do you maintain a professional look consistent with

NRCS standards?NRCS standards?

Clarity and SimplicityClarity and Simplicity When does design overshadow content?When does design overshadow content?

Challenges Challenges (continued)(continued)

Equipment SuitabilityEquipment Suitability Will your equipment project sound or animation Will your equipment project sound or animation

adequately? adequately?

TroubleshootingTroubleshooting Can the presenter deal with unexpected problems?Can the presenter deal with unexpected problems?

Accessibility

Accessibility

Section 508Section 508

What is it?What is it? Set of general guidelines for reasonable accommodation Set of general guidelines for reasonable accommodation

for persons with disabilitiesfor persons with disabilities

What does it do?What does it do? Improves the effectiveness of our products for all Improves the effectiveness of our products for all

audiencesaudiences


Accessibility AwarenessAccessibility Awareness Know your AudienceKnow your Audience

Learn in advance if anyone will need accommodations.Learn in advance if anyone will need accommodations. (Ask the meeting planner for this.)(Ask the meeting planner for this.)

People with Hearing ImpairmentsPeople with Hearing Impairments People with Visual ImpairmentsPeople with Visual Impairments

Accessible Alternate FormatsAccessible Alternate Formats


Hearing ImpairmentsHearing Impairments Use sound clips only when necessary. Use sound clips only when necessary. Announce or make reference to sound/video clips.Announce or make reference to sound/video clips.

Display a sound icon on screen.Display a sound icon on screen.

Provide handouts and scripts for audio/video clips.Provide handouts and scripts for audio/video clips. Be Prepared to:Be Prepared to:

Speak slower and/or louder. Speak slower and/or louder. Look toward audience and not at your notes or screen.Look toward audience and not at your notes or screen. Use a pointer.Use a pointer.


Visual ImpairmentsVisual Impairments Color DeficiencyColor Deficiency

Handouts and Alternative Formats Handouts and Alternative Formats


Color DeficiencyColor Deficiency – Protanopia– Protanopia A form of red and green deficiencyA form of red and green deficiency

Original Image Protanopia Simulation


Color Deficiency – DeuteranopiaColor Deficiency – Deuteranopia Another from of red and green deficiencyAnother from of red and green deficiency

Original Image Deuteranopia Simulation


Color DeficiencyColor Deficiency – Tritanopia– Tritanopia Blue and yellow deficiency – very rareBlue and yellow deficiency – very rare

Original Image Tritanopia Simulation


Color Deficiency Color Deficiency (continued)(continued)


Rules of Thumb for Color DeficiencyRules of Thumb for Color Deficiency Blues and yellowsBlues and yellows work well in most cases. work well in most cases.

Color schemes with Color schemes with high contrasthigh contrast between light between light and dark work well.and dark work well.

Photographs that represent well in black and white Photographs that represent well in black and white as well as in color work best.as well as in color work best.


Color Deficiency Web siteColor Deficiency Web site http://www.vischeck.com/http://www.vischeck.com/

Section 508Section 508 Accessible Alternate FormatsAccessible Alternate Formats

Presentation handoutsPresentation handouts Include scripts for video/audio clips.Include scripts for video/audio clips.

CD-RomCD-Rom

Braille and/or Large Print copies if requested in advanceBraille and/or Large Print copies if requested in advance Contact the USDA TARGET center for Braille assistance.Contact the USDA TARGET center for Braille assistance. Large Print handoutsLarge Print handouts

Web site or contacts for accessible formatsWeb site or contacts for accessible formats

NOTENOTE:: You do not have to provide ALL of these options, but You do not have to provide ALL of these options, but must have ACCESS to them if a request is made.must have ACCESS to them if a request is made.

Section 508Section 508 More information on Section 508More information on Section 508

Disability Employment Program Manager Disability Employment Program Manager (DEPM)(DEPM)

DEP Web site: DEP Web site: www.il.nrcs.usda.gov/about/civilrights/dep/dep.htmlwww.il.nrcs.usda.gov/about/civilrights/dep/dep.html

AnimationAnimation

Animating ObjectsAnimating Objects

Always:Always: Use infrequently and carefully Use infrequently and carefully

Opening sequence to get attentionOpening sequence to get attention

Section breaksSection breaks

Before or after particularly boring contentBefore or after particularly boring content

Never:Never: Use Flashing Animation Use Flashing Animation

Animating ObjectsAnimating Objects Select object or text boxSelect object or text box

Slide show / custom Slide show / custom animationanimation

Add effectAdd effect

Effect optionsEffect options

SoundSound

We Americans have been the greatest destroyers of land

of any race or people, barbaric or civilized.

Unless immediate steps are taken to restore grass

to millions of acres of these sun-scorched,

wind-eroded lands, we shall have on our hands

a new man-made Sahara where formally was rich grazing land.

Script for Audio ClipScript for Audio Clip

“We Americans have been the greatest destroyers of land of any race or people, barbaric or civilized. Unless immediate steps are taken to restore grass to millions of acres of these sun-scorched, wind-eroded lands, we shall have on our hands a new man-made Sahara where formally was rich grazing land.”

Sound Clips & NarrationSound Clips & Narration

Recording SoundRecording Sound EquipmentEquipment

Microphone for your PC or MacMicrophone for your PC or Mac Quiet work areaQuiet work area SoftwareSoftware

Windows Sound RecorderWindows Sound Recorder PowerPointPowerPoint


Recording SoundRecording Sound Windows Sound Windows Sound

RecorderRecorder Located under: Located under:

Programs / Accessories / Programs / Accessories / Entertainment / Sound Entertainment / Sound RecorderRecorder

Record, then “Save As”Record, then “Save As” WAV fileWAV file


Recording Sound Recording Sound in PowerPointin PowerPoint

Insert / Movies Insert / Movies and Sounds / and Sounds / Record SoundRecord Sound

Jill Rees

Sound Clips & NarrationSound Clips & Narration Recording Sound Recording Sound

with other with other programsprograms WAV WAV MP3MP3 MIDMID RMIRMI AIFAIF AIFCAIFC AIFFAIFF AUIAUI

Sound Clips & NarrationSound Clips & Narration Programming SoundProgramming Sound

PowerPoint icon PowerPoint icon

Custom animationCustom animation


Programming SoundProgramming Sound Custom animationCustom animation

VideoVideo

VideoVideo

Insert & program same as soundInsert & program same as sound Compatible formatsCompatible formats

AVIAVI CDACDA ASFASF ASXASX M1VM1V M3UM3U MP2MP2

VideoVideo

Incompatible formatsIncompatible formats Files saved in QuickTimeFiles saved in QuickTime Files saved in Windows Media PlayerFiles saved in Windows Media Player Files saved in Windows Movie MakerFiles saved in Windows Movie Maker

Link to Quick Time or Windows video Link to Quick Time or Windows video clips saved on hard driveclips saved on hard drive Opens external program Opens external program

Script for Video ClipScript for Video Clip

(Music)

“We Americans have been the greatest destroyers of land of any race or people, barbaric or civilized. Unless immediate steps are taken to restore grass to millions of acres of these sun-scorched, wind-eroded lands, we shall have on our hands a new man-made Sahara where formally was rich grazing land.”

Troubleshooting

Troubleshooting

Preventing ProblemsPreventing Problems Always do a Always do a test runtest run with the equipment you with the equipment you

will use to present.will use to present.

Use Use shortshort sound/video clips. sound/video clips.

Watch Watch file sizefile size..

Choose Choose narratorsnarrators carefully. carefully.

Use Use handoutshandouts..

Preventing ProblemsPreventing Problems Link vs. InsertLink vs. Insert

LinkedLinked photos and sound/video clips photos and sound/video clips do not show updo not show up if if the presentation is moved from parent location.the presentation is moved from parent location.

InsertedInserted photos and sound/video clips photos and sound/video clips travel withtravel with the the presentation.presentation.

Rules of ThumbRules of Thumb

1.1. Keep images, sound/video clips, and fonts in the same Keep images, sound/video clips, and fonts in the same folder as your presentation.folder as your presentation.

2.2. Always copy all files pertaining to your presentation Always copy all files pertaining to your presentation onto your CD or USB jump drive.onto your CD or USB jump drive.

3.3. Use your own equipment.Use your own equipment.

TroubleshootingTroubleshooting

Animation does not work in a different Animation does not work in a different version of PPT version of PPT OROR timings are off when run timings are off when run from another computer:from another computer: Program animation from the laptop used to present.Program animation from the laptop used to present.

My fonts do not show up:My fonts do not show up: All of your fonts may not be installed on another computer. All of your fonts may not be installed on another computer.

Always copy the fonts you use in your presentation folder. Always copy the fonts you use in your presentation folder. Advise the person setting up your system to install the Advise the person setting up your system to install the fonts before opening the file.fonts before opening the file.


Sound/video clips do not work on another Sound/video clips do not work on another computer:computer: Save sound/video clips on computer’s hard drive. Shut Save sound/video clips on computer’s hard drive. Shut

down. Restart.down. Restart.

My video clip plays on my computer but does My video clip plays on my computer but does not project:not project: There is a conflict between the computer and the video There is a conflict between the computer and the video

projector. Try switching the screen view from your projector. Try switching the screen view from your computer to go directly through the projector. (Function computer to go directly through the projector. (Function Key + F8, F4, or F3 look for this icon or the Key + F8, F4, or F3 look for this icon or the LCD/CRT on your computer keypad.LCD/CRT on your computer keypad.


More troubleshooting help available at More troubleshooting help available at the Microsoft support site at:the Microsoft support site at: http://http://support.microsoft.comsupport.microsoft.com/select/?target=hub/select/?target=hub

More InformationMore Information Download this presentation on the ftp site:Download this presentation on the ftp site:

ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/PPT_NRCS_IL.pptftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/PPT_NRCS_IL.ppt ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/PPT_NRCS_IL.docftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/PPT_NRCS_IL.doc

How to Link Video Clips to Power Point & How to Play How to Link Video Clips to Power Point & How to Play a DVD from Your Computer to PowerPoint :a DVD from Your Computer to PowerPoint : ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/LinkVideo2PowerPoint.docftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/LinkVideo2PowerPoint.doc

NRCS PowerPoint Templates:NRCS PowerPoint Templates: ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/templates/ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/templates/

Equal OpportunityEqual OpportunityThe U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or family status. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA's TARGET Center at (202) 720-2600 (voice and TDD).

To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Ave. Avenue SW, Washington D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

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Advanced Design for PowerPoint …making it work for everyone! Cara Clark Visual Information Specialist Jill Rees Public Affairs Specialist Champaign,