B USINESS C OMPUTER A PPLICATION Eyad M. AlMassri BGMS4101 Introduction 1

BUSINESS COMPUTER APPLICATION

Eyad M. AlMassri

BGMS4101

Introduction

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POWER POINT TUTORIAL

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POWERPOINT

PowerPoint is a powerful communication tool for presenting information to a group. This section covers:

Communicating with Microsoft PowerPoint Adding pictures to a presentation Adding charts to a presentation Adding movies and sound to a presentation Adding simple animations to a presentation Adding transitions to a presentation Adding web links to a presentation Publishing PowerPoint onto the web PowerPoint overview

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COMMUNICATING WITH MICROSOFT POWERPOINT

In this section you will learn the basics of creating PowerPoint presentations.

With PowerPoint you can create:

On-screen presentations 35mm slides or

overheads Speaker's notes, outline

pages, and audience handouts

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You can project your PowerPoint presentation onto a lecture theater screen directly from a computer.

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You can create 35mm slides or overheads for presenting your ideas. You can print your slides to overhead transparencies if you do not have a data projector available.

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You can print handouts to help your audience follow your presentation.

You can choose to print one, three or six slides per page, with or without additional notes, depending on how much detail you would like to provide.

You can also print speakers notes to help you deliver your presentations

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PowerPoint can help you be prepared and confident in the quality of your presentation. PowerPoint gives you an environment in which to outline your thoughts, turn those thoughts into slides, and then add interesting visuals to amuse and inform your audience. Often a picture can be used to convey ideas or information quickly and effectively to your audience.

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To create a presentation in PowerPoint you have three choices:

Use the AutoContent Wizard Build your presentation from a

template Start from scratch

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The AutoContent Wizard

The Wizard helps you with the structure and the layout of the presentation. It will step you through the process of creating a presentation based on any of the 23 preset presentation types.

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Use a Template PowerPoint

provides a range of templates giving you a choice of different layouts and backgrounds for your presentations.

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Start from scratch PowerPoint also gives

you the choice to create your own background and design your own layouts. This gives you the greatest flexibility but requires more time and effort.

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MAIN FEATURES

Create SLIDES to project on a screen, from PC to print-out as transparencies & use with overhead

projector Integrate text and multimedia content Deliver presentations

in formal or informal settings in classrooms or conferences

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TODAY’S MENU Entering and formatting text Working with the user interface Printing slides Saving your work Running a slide show

approximately 15 mins. per topic,with time to experiment

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WHY BOTHER LEARNING PPT?

Is it just a glorified word processor?

yes, but…

PPT (and other similar software titles)ISN’T (aren’t) JUST FOR MANAGING TEXT

to use Microsoft’s jargon:

“you can easily organize, powerfully illustrate, and professionally deliver your ideas”; PPT gives you “the tools you need to communicate with impact”

found somewhere on the Microsoft.com website 15

WORD PROCESSORS

Designed for entering large amounts of text And for printing text, or displaying it on a small

computer screensmall fonts, aligned

left, portrait orientation

can manage incorporation of multimedia objects, but can’t display them well

keyboard commands great for entering and formatting text, but not necessarily ideal for presentations

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PRESENTATION SOFTWARE Designed for making slides

default font sizes are big

default alignment and spacing of text varies, depending on slide layout

default image is orientedas landscape

ideal for overhead projectors

with data projectors, takes advantage of screen size

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PRESENTATION SOFTWARE Designed for running slide shows

features to maximally use screen when running a presentation

keyboard commands to simplify presentation tasks

browsing from slide to slide

changing color of screen

using a pen or a pointer

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PRESENTATION SOFTWARE AND you can associate a

slide with notes, an outline, etc. simplifies making handouts

and summaries helps organize ideas improves efficacy of

presentation

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PRESENTATION SOFTWARE

FINALLY, you can save presentations as HTML files, to upload to the web

for asynchronous delivery oflectures / talks

PPT has features to set up “Online Broadcasts”

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HOW DOES IT WORK?

A PPT file = a sequence of “slides” screens with text and/or multimedia content each associated with an outline (generated

automatically) and notes (generated by author)

Multi-panel user interface workspace (slide) outline or thumbnails of slides notes scrollbars, menus, toolbars

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MULTILANE (“NORMAL”) VIEW

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SLIDE SORTER VIEW

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FINDING THE PROGRAM

In my machine: somewhere in the Start button menu C:\Program Files\Microsoft Office\Office\

POWERPNT.EXE

Find it in your lab machines now

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WORKING WITH THE USER INTERFACE

Menusfile, edit, view, insert, formattoolsslide show

Toolbarsstandard, formattingoutlininganimation

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ENTERING TEXT

Adding slides: default layout Title slide Bulleted list 2 column text Table etc.

Advantage of using default layouts: generates outline automatically

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FORMATTING TEXT

“Format” menu “Formatting” toolbar

change font size change line spacing, paragraph alignment changing / adding / deleting bullets

also, “Slide Layout” and “Apply Design”

Remember to right click for formatting(and other such) options

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CHANGING THE DEFAULT FONT

For a given text box, or part of text box: select text, change font

For all the text entered so far: “Format” > “Replace Fonts...” > “Replace”

For any text to be entered: “Format” > click on “Default for new objects”

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PRINTING SLIDES

As overheadson plain paperon transparencies

As handoutsthe black-and-white print-outthe outline print-out

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SAVING YOUR WORK

“Save” & “Save As…”presentation (*.ppt)show (*.pps)outline (*.rtf)set of slides (*.gif, *.jpg, *.tif, etc.)

“Save As HTML…”

(possibly next session) Embedding true-type fonts “Pack and Go…”

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RUNNING A SLIDE SHOW

the “full screen” viewkeyboard v. mouseblack-outs, white-outsnavigating through slidesthe mouse as pointer or pen

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KEYBOARD SHORTCUTS

Advance to next slide:space, N, right or down arrow, enter,

page down

Return to previous slide:backspace, P, left or up arrow, page up

Go to slide number “#”:“#” + enter

End show:esc, ctrl+break

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MORE KEYBOARD SHORTCUTS

Black-out:B White-out: W

Show / hide arrow pointer: A

Pointer-to-pen: ctrl+P Pen-to-pointer: ctrl+A

Hide pointer & button: ctrl+H Erase drawing: E

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PUBLISHING POWERPOINT ON THE WEB

PowerPoint allows you to save your presentations in HTML format so it can be published on the World Wide Web. Each slide in your presentation is saved as a separate HTML file, and navigation buttons are automatically added so that the user can easily move from one slide to the next. The only drawback is all the fancy transitions, movies and sounds that you may have added to your presentation in PowerPoint will not be a part of your 34

PUBLISHING POWERPOINT ON THE WEB PowerPoint allows you to save

your presentations in HTML format so it can be published on the World Wide Web. Each slide in your presentation is saved as a separate HTML file, and navigation buttons are automatically added so that the user can easily move from one slide to the next. The only drawback is all the fancy transitions, movies and sounds that you may have added to your presentation in PowerPoint will not be a part of your Web presentation.

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HOMEWORK:

Make your own PPT presentation… focus on making the text appear the way you

want it to save it in various formats and see what

happens print out some slides, a handout, an outline

As a reference, download a copy of this presentation: http://www.up.edu.ps/~test.html

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FINISHING A PRESENTATION

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UNDERSTAND MASTERS

Changes made to the Slide Master will appear on all the associated layouts

Layouts can be individually modified as well

Slide Master layouts

Slide Master

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CUSTOMIZE THE BACKGROUND STYLE

The background, which is on every slide, is the area behind the text and graphics

A background graphic is an object placed on the slide master

You can modify the background with images and color to enhance slides

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You can also apply a background style which is a set of color variations derived from the theme colors

Theme colors are a set of twelve coordinated colors that determine the colors for all slide elements in your presentation

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Every theme has it own theme colors

Theme colors are used for text, lines, hyperlinks, shadows, accents, and backgrounds

Theme colors

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To view Background Styles, click the Design tab, choose a theme, then click the Background Styles button

Background Styles button (in the

Background group)

Selected theme Backgrounds available for

selected theme

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Click the Format Background button to modify the background

The Format Background dialog box opens

Format Background button

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In the Format Background dialog box, you can change Fills Textures Tiling options Transparency

Format Background dialog box

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USE SLIDE SHOW COMMANDS

With PowerPoint, you can show a presentation on any compatible computer using Slide Show view

Slide Show view fills the entire screen

In Slide Show view, you can annotate slides (draw on them) or jump to specific slides

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To get started click the View tab, then click the Slide Show button in the Presentation Views group

The Slide Show toolbar buttons are semitransparent and blend in with the background color on the slide

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Slide Show

toolbar

Navigation options

Annotation tools

Previous slidebutton

Next slidebutton

Pen Options

menu button

Slide Show menu button

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Other useful Slide Show commands include:Esc key – to end slide showSpacebar – to advance to next slideLeft and right arrow keys – to

advance or go back one slide

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SET SLIDE SHOW TRANSITIONS AND TIMINGS

Slide transitions determine how a slide moves in and out of view during the slide show

Transitions are organized by type into five groups

Click the Animations tab on the Ribbon, then choose a transition

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Animations tab

Click More button to see more

transition choices

Transition settings

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Transition categories

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Slide timing refers to the amount of time a slide is visible on the screen

Each slide can have a different slide timing

Use the Advance Slide settings in the Transition to This Slide group

Number of seconds slide will appear

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SET SLIDE ANIMATION EFFECTS

Animation effects define how the objects in your presentation appear on the screen during a slide show

For example, you can have each bullet in a list appear one at a time

You can animate text, graphics, sounds, hyperlinks, SmartArt diagrams, charts and chart elements

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Standard animation effects:FadeWipeFly In

Custom animation effects:EntranceEmphasisExitMotion Paths

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To set animation, select object, then click the Animation tab on the Ribbon

Click the Animation list arrow, then click Fade, Wipe, Fly In, or Custom Animation

Animation tag—indicates order that objects will animate

on slide

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Animated objects appear in the

Custom Animation list

This information refers to the

sunshine clip art

Type of animation applied

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SET SLIDE ANIMATION EFFECTS To choose a custom animation, choose one of

the four types in the Custom Animation task pane

Exit categoryTypes of Exit

animations

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Custom AnimationEntrance—causes an object to enter

the slide with an effectEmphasis—already visible object has

an effectExit—causes an object to exit slide

with an effectMotion Paths—causes object to

move on specified path on slide58

INSPECT A PRESENTATION

Before you post a presentation, you should inspect it using the Document Inspector

The Document Inspector looks for hidden data and personal information stored in the file itself or in the document properties

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Document properties are also known as metadata and includes specific data about the presentation

Document properties include:Author’s nameSubject matterTitleWhen file was created 60


Document Inspector can also find and remove:Presentation notesCommentsInk annotationsInvisible on-slide contentOff-slide contentCustom XML data

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To use the Document Inspector, click the Office Button, point to Prepare, then click Inspect Document

The Document Inspector dialog box opens

Results will appear in a new window

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Choose options, then click Inspect

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To create a read-only file, click the Office Button, point to Prepare, then click Mark as Final

A read-only file cannot be edited or modified

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EVALUATE A PRESENTATION

To evaluate a presentation means to look at its design as well as its content

Evaluate your presentation to determine how well your audience will receive it

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Audience impact from a visual presentation

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Important points about evaluating your presentationKeep your message focusedKeep your text conciseKeep the design simpleChoose attractive colors

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Important points about evaluating your presentationChoose fonts and styles that are easy

to readEmphasize important textUse visuals to help communicate your

message

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CREATE A DESIGN TEMPLATE

You are not limited to using just the standard themes PowerPoint provides

You can use a template, a type of presentation file that contains custom design information

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Documents

B USINESS C OMPUTER A PPLICATION Eyad M. AlMassri BGMS4101 Introduction 1