Presentations that Rock Robin Fay 2008

Brief tips for good presentationsGetting started

ExerciseDesignColor schemesDuplicating slides and Slide MasterTextAligning boxesBackgrounds and graphicsCustomizing Text boxesGrouping and layeringMusicWordArtHyperlinksEmbedding web based mediaTransitionsNavigation (Action Buttons & Action Settings)

Kitchen Sink (more tips, tricks & problem solvers)Embedding a movie from a fileAnimated image across the whole slide showInserting a document, PDF, spreadsheet, etc. Embedding a ‘real’ webpage Font resizing problems (AutoCorrect)Embed fontsAdding text to a shapeRemoving elements (Slide Master tips)Edit an image in PowerpointSetting up a show (Autoplay)Saving a presentationLost or corrupt presentation filesPassword protectionResources

OverviewPowerPoint is a powerful communication tool which can be used to build kiosk presentations, quizzes, games, tutorials, and even multimedia displays… and yes conference presentations.

In this mini-workshop, we will build a brief PowerPoint presentation with a front slide (e.g., an introduction slide) with music and a background image, clone slides, add clickable hyperlinks, action buttons (navigational elements) and embed a YouTube video into the presentation. Additionally, we’ll discuss some common problems in PowerPoint (trouble with font resizing?) and discuss ways to embed real time webpages into PowerPoint.

We’ll look at some examples of different types of PowerPoint presentations from tutorials to games.

A few basicsKnow your audience (as much as possible)Use your PowerPoint to communicate; not as a substitute for notes Proofread, spell-check, review & testConsider the overall readability (font size, spatial layout, too much content on one slide, etc.)Keep it simple -- don’t overuse effects, graphics, etc.Avoid the edge of the slide, if possible.Use bullets and short to the point blurbs For oral presentations and lectures:

Be mindful of the back rowDon’t read from the slides; the slides should illustrate the topicDo include highlights – the most relevant or pertinent informationDo make handouts and provide additional information online or in a separate handout

Finally, save often when creating a presentation AND always make numerous backups.

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Four ways to start a presentation or PowerPoint project:Start new and design from scratch Use a templateUse a guided wizardUse a template or guided wizard and modify it (quickest!)

For the purposes of this exercise, we’ll start from scratch, but use some pre-built features such as color schemes and graphics.

STARTFile> NewThe New document sidebar menu should popupChoose New> Blank Presentation

Note: From Design Template will bring up a list of pre-designed templatesFrom AutoContent Wizard will bring up preformatted PowerPoint presentations, which can serve as good examplesNew from Existing Presentation will clone a presentation on your computer/disk/flash drive that you have already created Any of these can be used and then modified to suit your content

DESIGN

Choose a slide layout that is text based.

Text layouts are layouts designed for written content such as bulleted lists, written hyperlinks, quotations, etc.Content layouts are layouts designed for basic visual elements such as images, photographs, screenshots, video, graphs, tables, and more. Other layouts provide a variety of specific layouts to make multimedia and other content easy to embed.

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COLOR SCHEME

Use the side menu pop-ups OR use Format>Slide Design to choose colors. Under the arrow on the Slide Layout Side menu>Slide Design – Color Templates; From the main menu>Format>Slide Design>Color Schemes

Choose a color scheme. We will make it more unique (or easier to read!) next.

From this menu we can change the colorsfor every part of our presentation.

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Let’s make our own background color. Click on Custom.

For help developing a color palette, try this website: http://www.colorschemer.com/online.html

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Check your color scheme in the preview, and change any other colors needed.

CREATING SLIDES QUICKLY

Now we are ready to create the rest of our slides and add in even more media!

Using the Slide Master vs. duplicating slides

Two quick ways of populating your slides with the same layout, headers, etc. are using the Slide Master and duplicating slides. PowerPoint always creates a master slide, when either a design template or color scheme is chosen.

A Slide Master will apply whatever elements you assign to the master slide to each and every slide, except for the first slide (if you choose to skip that one). Additionally, to change an element placed on the master slide, you only edit the master slide. The master slide can be very helpful when setting up multimedia, kiosk displays, or in adding in some elements to a presentation, such as the title to every slide.

A second means (and in some ways, easier) is to duplicate slides.Duplicating slides is very easy to do.

Duplicate slides easy wayControl + DORMain menu: Edit>Duplicate

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Working with the Master Slide

View>Master>Slide MasterNote: When you are done editing to return to the Normal view. View>Normal

If you use a master slide and are having trouble removing a box or graphic, double-check to see if it is on the actual slide or the master slide.

Duplicate/create 4 slides.

INTRODUCTION SLIDE (SLIDE 1): BACKGROUND IMAGE, TEXT, AND MUSIC

Add a title.

Click on the top box, and type in your presentation title.Choose a font and size.

Notes about nonstandard fonts: While it is acceptable to use a nonstandard font (e.g., one that is not a commonly used on the web or in Microsoft applications), using a common font (Arial, Times New Roman, Comic sans, etc.) will alleviate potential problems. If you will be using a computer that is not yours (and may not have the font loaded), you will need to embed the fonts during the final saving of the presentation. Another option is to create your font as a graphic (gifs) and add it as a graphical element. Kind of boring, but it’s a start! Let’s live it up!

ALIGNING BOXES

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Click on one of the text boxes. The box will highlight and the cursor turns to

Move your boxes where you would like them to be.

BACKGROUND GRAPHICS

Now, let’s give this a background image and some style.Right click on the slide.

Check Omit background graphics from master unless you want to include the background image on each slide. Click on the color dropdown, which will popup to Fill Effects.

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More effects include backgrounds, gradients, and patterns!

We are going to add in a photograph (or graphic) as a background.

Click on Picture. Browse to find the picture.

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Select picture. Now we see a preview. Looks terrible! We will need to move our text boxes around, change font, etc. Click Apply to save background.

Move your text boxes around and change your font colors as desired.

Next, we will give the title box a background color to make it stand out more.CUSTOMIZING TEXT BOXES

Double-click on the textbox which needs a new background.

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Format AutoShape is an excellent tool to crop, create transparencies, and more. A white fill with a percentage of transparency will emphasize our title without losing our graphic completely.

Let’s look at some of the options.

GROUPING AND LAYERINGBoxes can be layered; brought to the front or sent behind another, or grouped (uniting two or more images together). Grouping is helpful when placing multiple objects on more than one slide, such as a forward and backward button. By grouping them together, they can be applied to any slides, with the same alignment to each other (e.g., spacing, location, etc.) Another option is to put them on the Slide Master.

Under the Draw menu>Order

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Arrange everything as you’d like.

MUSICNow let’s add some introductory music.

Insert>Movies and Sounds>Sound from Clip Organizer

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Movies and sounds> For movies and sounds on your computer (Note: Be very careful when using movies on your computer to ensure that you also take the movie file with you when you present; otherwise, you may have broken links!)

SLIDE 2: WORDART and HYPERLINKS

Insert>Picture>WordArtChoose a format.

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Choose font and type.Right click to pull up the properties menu and edit the WordArt appearance.

Hyperlinks can be added to any object in PowerPoint. Hyperlinks can be added from the Properties menu (Right click) or under the Main Menu Insert>Hyperlink

After editing your WordArt text, click Hyperlink.

Type in a URL and click ok. 14

SLIDE 3: EMBEDDING MEDIA (YouTube and other web based media)

One of the advantages of embedding YouTube (or other flash files hosted on the web) into PowerPoint is that as long as there is an internet connection, everything should run correctly.

The technique shown below will also work for other multimedia hosted on the web with a little bit of tweaking. Note: Embedding movies and other multimedia works, too, as long all files are saved on the same disc/flash drive/computer.

The Control Box is where all kinds of scripting action can happen and it is very powerful.

Go to View>Toolbars>Control Box

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Return to the blank slide and draw a square.

Right click on the square, Click on the popup Property box.

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A few library related movies are located at http://del.icio.us/powerpoint_tools/video_clips/

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YouTube URLs must be reformatted. Non-YouTube URLS may or may not need formatting.

Example:http://www.YouTube.com/watch?v=0aIUra9pSr4http://www.YouTube.com/v/0aIUra9pSr4

In other words remove watch? Change = to /

Do NOT Embed Movie.You can change the alignment, the background color behind the movie, and other visual elements. Done!

TRANSITIONS AND NAVIGATIONTransitions between slides (You can’t get there from here)Now we will add a nifty transition from one slide to the next.

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Apply to All Slides.

ACTION BUTTONS AND ACTION SETTINGS

Action Settings provide a means of providing some interactivity through telling PowerPoint to do a specific task, such as open a website. An Action Button is a preconfigured graphic which is packaged with a choice of Action Settings. Action Buttons include clickable forward/backward navigation, a help button, and even a customizable button. Action Settings can be added to most any graphic or sound by using the Right Click properties menu.

Main Menu > Slide ShowAction Buttons> Choose

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As you can see there are a lot of choices including: Link to:

o a slide within the presentation (e.g., navigational elements such as next slide, previous slide, a specific slide within the presentation for navigation, end, etc),

o another PowerPoint presentation Examples: Using one PowerPoint presentation for a menu structure

(only navigational elements) and then mini presentations linked from there, see the Cataloging Tutorial, http://www.libs.uga.edu/catalog/tutorial/

o a link outside of PowerPoint Examples: Launch GIL Client, the GIL OPAC, GALILEO, etc. with a

single button click Run program

o In order to run a program, it must be loaded on the user’s (or presenter’s) machine; however, this feature will not always work due to security settings

Play Soundo Add in an effect based upon a mouse click.

Other choices are grayed out, because they are not really suited to Action Buttons, but are for use other objects.

NOTE: To place an Action Button on every slide, you could add it to the Master Slide. If you only want it to appear on some slides, copy and paste.

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Choose Hyperlink to Next Slide.

Click OK.

Now let’s view our presentation!

MORE TIPS, TRICKS & PROBLEM SOLVERS (The Kitchen Sink)

EMBEDDING A MOVIE FROM YOUR COMPUTER/DISC/FLASHDRIVEThe most important thing to remember is that the file locations must match. If you move your presentation from one computer (or flash drive to another, take the movie with you!)

Insert>Movie and Sounds>Movie From File

ANIMATED IMAGE ACROSS THE WHOLE SLIDESHOW

View>Master>Slide Master

From the Master Slide, right click on slide background.

Small animation on a slide

To play a small animation on all slides (such as a small corner graphic), Insert>Movies and Sounds> Movie from Clip Organizer (to find one from Microsoft)or Movie from File (from your own files)

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Put the animation onto the Master Slide. It will appear in this location on all slides.

INSERTING A WORD DOCUMENT, PDF, SPREADSHEET, ETC.

Main Menu Insert>Object

Note: The entire Word document (or other file type) content will be put into one slide.Another option is to create a link to the document using a Hyperlink or an Action Button.

EMBEDDING A LIVE WEB PAGE INTO POWERPOINT

Embedding a live webpage is amazingly easy but: Must have an internet connection for the slide and website to work properly May receive security warnings by users (users must also have LiveWeb installed) Machine must have the free (and approved by Microsoft) PowerPoint Add-in, LiveWeb

installed (no administrative authority needed) INSTALLATION INSTRUCTIONS FOR LIVEWEB

o Close PowerPoint.o Download LiveWeb from http://skp.mvps.org/downloads/lwsetup.exeo Save the file (lwsetup.exe) to your computer (saving it to the desktop makes it easy to

locate). o Double-click on the saved file, lwsetup.exe, to begin the installation. If you receive any

security warnings during loading this add-in, not to worry (it's been approved for use)! Click OK, if a security warning pops up.

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Click Next.

USING LIVEWEB IN POWERPOINTo Main Menu>Insert>Web Pages

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TURNING OFF AUTOCORRECT (RESIZING FONT PROBLEMS)Under Tools>AutoCorrect Options

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Choose Run show, for a preview. Otherwise, Click Finish.

EMBED YOUR FONTSUnder Tools>Options

ADDING TEXT TO A SHAPERight click on shape for Properties pop-up Click>Add Text

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Type in text

REMOVING OR ADDING ELEMENTS (SLIDE MASTER)View>Master>Slide Master

If you use a master slide and are having trouble removing a box or graphic, double-check to see if it is on the actual slide or the master slide. If it is on the Slide Master and you do not wish to include it on every slide, you will need to remove it from the Slide Master. Conversely, if you wish to include an element on each slide, the Slide Master is extremely helpful.

Note: When you are done editing to return to the Normal view. View>Normal

An excellent overview of the Slide Master with step by step instructions is located athttp://tinyurl.com/yqt5w5

EDIT AN IMAGE IN POWERPOINT

Although not sophisticated, PowerPoint can do some basic image editing.

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Word and other Microsoft products also contain this functionality.

Right click on image>Format picture

SETTING UP A SHOW (Autoplay kiosks, movies, etc.)

Setup timings between slides under Transitions. SlideShow>Slide Transition

Then set up the show.Under SlideShow>Set up Show

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SAVING A PRESENTATION Saving a presentation as a Show (.pps) will create a presentation that runs as a Show,

concealing the editing features. The .ppt extension will include editing functionality. PowerPoint allows the user to save the presentation as a website, which can be

uploaded to a website. However, the website created is hard to navigate. Loading a presentation to a website such as Slideshare might be more beneficial.

Embed fonts. For very large ppt file sizes, consider compressing pictures. However, this is not

recommended for screenshots and other photographic images.

LOST OR CORRUPT PRESENTATION Open a new presentation Insert>Slides from File Insert individual files from the corrupted

Powerpoint Search for *.tmp files on your computer. Windows may have saved the latest version

before it was corrupted or your computer crashed/froze. If you find a.*tmp file (temporary file) which seems to correspond to your ppt file, rename it with the extension .ppt and open it in PowerPoint.

Use your latest back-up to repopulate a new presentation.

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PASSWORD PROTECT A PRESENTATION Tools>Options>Security Don’t forget the password!

RESOURCES

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Links (and more!) from this presentationhttp://del.icio.us/PowerPoint_tools

Graphics, Color & more

Color Palette Generatorhttp://www.colorschemer.com/online.html

Microsoft Clipart (animations, graphics, sound, music) http://office.microsoft.com/en-us/clipart/default.aspx

Barry's Clipart (animations, graphics)http://www.barrysclipart.com/

Flickr : search by cc (photographs, original artwork)http://www.flickr.com/search/advanced/

For help developing a color palette, try this website: http://www.colorschemer.com/online.html

Search creative commons for all types of mediahttp://search.creativecommons.org/

Internet archive search creative commons tips (all types of media)(from http://www.archive.org/about/faqs.php#263)

Here's how to break it down. See the license types at creative commons. When you want to find all of the items that have a certain license, you'll plug their abbreviation for it into this search query:

/metadata/licenseurl:http*abbreviation/*

So if you're looking for Attribution Non-commercial No Derivatives (by-nc-nd), you'd put this in the search box: /metadata/licenseurl:http*by-nc-nd/* And you'd get about 33,000 items back.

If you want to use this in combination with other queries, like "I want by-nc-nd items about dogs" you'd do this: /metadata/licenseurl:http*by-nc-nd/* AND dog And you'd get 195 items. The AND tells the search engine all the items returned should have that license AND they should contain the word dog. AND has to be in all caps.

See http://www.archive.org/about/faqs.php#263 for pre-formatted searches)

YouTube (use with caution)http://www.YouTube.com

HelpGoogle Groups

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Lots and lots of answers herehttp://groups.google.com/group/microsoft.public.PowerPoint/

Links (and more!) from this presentationhttp://del.icio.us/PowerPoint_tools

MicrosoftPowerPoint 2003 Helphttp://tinyurl.com/y54u6q

PowerPoint tutorials in Element KMS PowerPoint 2003 Level 1 & Level 2 (2 courses)http://tinyurl.com/24l7vm

Help in PowerPoint

Tutorial to link presentations togetherhttp://www.awesomebackgrounds.com/PowerPointlinking.htm

Add-ins

LiveWebhttp://skp.mvps.org/downloads/lwsetup.exe

Microsoft Template Creatorhttp://tinyurl.com/d8f48

PowerPoint Add-ins (Some free, including LiveWeb)http://skp.mvps.org/download.htm

Unshelved commix reprinted with permissionhttp://www.unshelved.com/today

Robin Fay2008This presentation: http://www.robinfay.net/mailto:georgiawebgurl@gmail.com?subject=PowerPoint

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