introduction to microsoft® powerpoint® 2010: tools … communicating your performance measure...

Workshop Communicating Your Performance Measure Results June 2014

ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org

Introduction to Microsoft® PowerPoint® 2010: Tools You May Need 1. Templates:PowerPointhasmanypre‐formattedtemplatescalledDesign,whichallowyoutoget

yourpresentationcompletedwithminimalformattingwork.Unfortunately,severalofthesetemplatescangiveyourpresentationanunprofessionaland/orbusylookandfeel.(see#17formoreinformationrelatedtocreatingandeditingtemplatestomakethemmoreprofessional)Inaddition,someofthetemplateswillviolatetheartandscienceofgreatpresentations1andthereforeshouldnotbeused.

2. BlankPresentation: Togetawayfromacannedlookyouwouldwanttostartanewpresentation

fromscratch.Tostartfromscratch,yousimplyopenPowerPointanditwillopenablankunformattedsingleslidepresentation(seebelow).

1 Slide:ology by Nancy Duarte http://www.duarte.com/book/slideology/



3. SlideInsertion,Navigation,andSlideLayout:Afteryouhavestartedanewpresentation,youmaywanttoaddadditionalslidesandthennavigatebetweenslidestoedit.

a. YoucanaddmoreslidesbyclickingontheNew SlidetoollocatedontheHometab.IfyouclickonthedownarrowbytheNew Slidetool,youcanchoosewhichtypeofnewslidetoadd(e.g.,TitleandContentslide)Note: If you don’t select a type, PowerPoint will choose the type.

b. Toseehowmanypagesareinyourpresentation,lookatthelefthandsideofyourscreen.Youwillknowwhatslideyouareoninthepresentationbecauseitwillhaveayellow‐goldareaaroundtheslideyouarecurrentlyviewing.



c. Tonavigatetoaslide,inthelefthandarea(seeexamplefor3b),clickontheslideyouwantandPowerPointwilljumpyoutotheselectedslide.

d. Ifyoudecidetochangethelayoutofaslideafteryouhaveaddedit,DON’Tstartdeletingorinsertingtextboxes.

Instead,clickonthedownarrowbytheLayouttoollocatedontheHometabandchoosethelayoutyouneed.

e. Youcanalsozoominonyourslide,sothatitappearsbigger.(Itdoesnotactuallychangesize‐itjustappearsbiggeronyourscreen,sothatyoucanmoreeasilypositionframesandsoon).Holdingdownthe“Ctrl”keyonyourkeyboardandmovingthewheelonyourmouseupordowntozoominandoutrespectively.

4. TextBox:SincePowerPointtreatseverythingasanobjectinsteadofacontinuousflowofcharacters,youneedtousetextboxestoaddanytextyouwantinyourpresentation.

a. InsertingaTextBox:toinsertaTextBoxinyourpresentation,youwouldselecttheText BoxtoollocatedintheundertheInserttab.Youonlyneedtoclickonthetoolonce.Youwouldthenmoveyourcursortotheslideyouareworkingon.Note: If you have selected the Text Box, your cursor will change to a “cross hairs” when the cursor is on the viewing slide. BygoingtothedesiredlocationontheslideofthepresentationandleftclickingyoucaninsertaTextBox.

OncetheTextBoxhasbeeninserted,youcantypeinthetextyouwant.Youcanalsoformatthetext:font,size,color,bold,italicized,andunderlined.WhenyouwanttotypetextinaTextBox,youclickontheTextBoxanditwillbecomeselectedwithcirclesatthecornersandcenterpoints(seeright).



PowerPointallowsyoufinecontroloverhowyourtextappears.TheFont Selectionboxshowsthefontchoicesavailableonyourcomputerandwhateachfontwilllooklike.

Butthat´snotall!FromtheFormatmenu,youcanselectanynumberofdifferentformattingoptions,includingborders,colors,indenting,fancyinitiallettersandsoon.Belowaresomeofthelittleknownfontformattingoptionsthatwillbebeneficialforyou.

TheAtoolswiththeupanddownarrow(picturedleft)letyouautomaticallyincrementallyincrease(uparrow)ordecrease(downarrow)selectedtextsimplybyclickingoneitheroneofthesetools.Eachclickincreases/decreasesonesize.

TheAatoolwiththedownarrowwillletyouformatthecharactersformattingforanytextyou.

TheAVtoolwiththedownarrowwillletyouformatanyofthespacingbetweencharactersofthetextyouselect.Thisoptionisusefulifyouwanttouseafontthatisalittlehardtoreadbecausethecharactersarealittleclosetogether(seeEMSCexamplebelow).Tospreadthecharactersofthetext,youcanchooseLoose,Very Loose,orMore Spacing…ifyouneedmoreoptions.Thisisalsoveryusefulwhenyouaretryingtomakefontsalign(oneoftheprinciplesofdesign).Note: each menu item which ends in an ellipses (three dots) leads on to a further dialog box from which you can select more options

b. AdjustingaTextBoxSize:IfaTextBoxisselected,youcanmakeittaller,shorter,wider,ornarrowerbymovingyourcursortooneofthecornersuntilitbecomesadoublearrow().Holdingdowntheleftmousebuttonyoucandragtore‐adjustthesizeoftheTextBox.

c. MovingaTextBox:IfyoudecideyouwanttomoveaTextBox,youcandothatinPowerPointsincetheTextBoxisanobject.TomoveaTextBoxtoanewlocationinyourpresentation,makesuretheTextBoxisselected.ThenmoveyourcursortoanyoftheTextBoxbordersuntilyougeta4‐wayarrow().Whileholdingdowntheleftbuttononyourmouse,youcandragtheentireTextBoxtothenewlocation. Note: A Text Box is selected when it has circles at the corners and midpoints of the box (see example for 4a on previous page)

EMSC E M S C



d. PasteSpecialintoTextBoxes:IfyoualreadyhavetextinanotherlocationorpresentationthatyouwanttopasteintoyourPowerPointpresentation,butdonotwanttopasteintheformatting,fontstyle,fontsize,etc.,thenyouwouldusethePaste Special…option.ThePaste SpecialoptionislocatedunderthePasteontheHometab.Toseethepastingoptions,clickonthedownarrow.AfteryouhavecopiedthetextyouwanttopasteintoyourPowerPointpresentation,placeyourcursorintheTextBoxthetextistobepastedinto.ClickonthedownarrowunderthePastetool.Severaloptionswillbeavailabletoyou: Warning: always use spell check for all text boxes!

TheAoptionwillkeeponlythetext.Thismeansthatthetextyoupasteusingthisoptionwillbeformattedtowhateversettingsyouhavesetfortheinsertedtextbox.Ifyouhavenotsetanyformattingyet,thetextwillpasteinforwhateverdefaulttextsizeandstyleisonyourcomputer–likelythedefaultisCalibri10pt.ThisoptionisthesameasselectingthePaste Special…optionandchoosingUnformatted TextTheoptionwiththebluearrowwillmergetheformattingbetweentheoriginalpresentationandtheoneyouarepastinginto.Ifyoucomparethetextintheexampleabovetotheexampletotheleft,youwillnoticedifferencesinthefontstyleaswellasspacinginthetextboxeventhoughitisthesametextandsamesizetextbox.

Theoptionwiththelittlepageisthesimplepasteoption.ThisoptionwillpasteallformattingthatwasappliedtothetextyoucopiedfromandwillpastethatformattingintoyourPowerPointpresentation. Note: If you want the copied text to keep its original formatting, you can simply select Paste.

5. Images:WorkingwithapictureorimageinPowerPointismuchthesameasworkingwithaTextBox.

a. InsertingaPictureorImage:WhenyouwanttoinsertapictureorimageinyourPowerPointpresentation,youclickontheInserttab.Youwillthenseeseveralpicture‐relatedoptionstochoosefrom.

Picture:PowerPointallowsyoutoinsertpicturesfromotherlocationssuchasyourdesktoporashareddrive.

ClipArt:Microsofthasalargelibraryoffree clip art which is also copyright freesoyoucanuseitinanypresentation.



Screenshot:arelativelynewfeatureinPowerPoint,youcannowinsertascreenshotdirectlyintoPowerPoint.WiththeScreenshotoption,youcanchooseanentirescreenorclipasectionofthescreen.

Warning: You should NOT use a picture or image from a website or a picture that someone other than you took unless you have permission from the other party. Using pictures/images without permission or attribution is copyright infringement and could incur you or your office a substantial fine ($5,000+/image).

Toinsertapictureorimage,youwouldonlyneedtochooseoneofthe3optionslistedabove.IfyouchoseClip Art,youwillbeabletosearchforapicture/image.

Ifyoufindclipartyouwant,simplyclickonit.PowerPointwilldefaulttoputtingthepicture/imageinthecenterofslideinthepresentationyouareworkingon.Ifyoudonotfindapicture/imageyoulike,typeinanewsearchworduntilyoufindapicture/imagethatfitsyourneeds.Ifyouareoutofideasforotherwordstosearchfor,inthesearchresultsarea,clickonanimageyoulikeandadownarrowwillappear(seebelow).

ChooseEdit Keywords…fromtheoptionsandyouwillseeaKeywordsdialogboxthatwillgiveyouideasofotherpossiblekeywordstouseforsearchingforimages(seeright).



IfyouchosePictureanInsert Picturewindowwillopenthatwillletyounavigatetoanimage.

ForScreenshot,clickonthedownarrowandyoucanchoosetoinsertanentirescreenshotorjustasectionofascreenbyusingScreen Clipping

IfyouchooseScreen Clipping,yourscreenwilllooklikeithasfrostedoverandyoucandrawouttheareayouwantclipped.PowerPointwillthenautomaticallydroptheimageintoyourslide.Remember,ifyouclipapicturefromawebsite,youneedtonotethesourceonyourslide(seebelow).

b. AdjustingthePicture/ImageSize:Ifapicture/imageisselected,youcanmakeitlargerorsmallerbymovingyourcursortooneofthecornersofthepicture/imageuntilitbecomesadoublearrow().Holdingdowntheleftmousebuttonyoucandragtore‐adjustthesizeofthepicture/image.

Warning: If you do not resize the picture/image from the corner, it will distort the picture/image.

c. MovingaPicture/Image:Ifyoudecideyouwanttochangethelayoutofyourpresentationandyouneedtomoveapicture/image,youcandothatinPowerPointsincethepicture/imageisanobject.Tomoveapicture/imagetoanewlocationinyourpresentation,makesurethepicture/imageisselected.Thenmoveyourcursortoanyofthepicture/imagebordersuntilyougeta4‐wayarrow().Holdingdowntheleftbuttononyourmouse,youcandragtheentirepicture/imagetothenewlocation.



d. FlippingaPicture/Image:Sometimesyoufindtherightimage,butthedirectiontheimageisfacingiswrongforyourneeds.Inthesecases,youwillwanttofliptheimage.Ifyoudoubleclickontheimageafterinsertingit,PowerPointwillautomaticallytakeyoutothePicture Tools Formattab.

ClickontheRotatetooldownarrowlocatedonthetopandchoosetheappropriatedirectionyouwanttofliptheimage.

e. LayeringaPicture/Image:PowerPointshipswithmorethan5,000clipartimagesandphotographs.Asdiscussedearlier,youcaninsertanyoftheseintoyourpresentation.However,foranevenmoredramaticandcreativelook,whynot"layer"twoormoreimages?

Ifyouplacetwoimagesontopofeachother,thesecondimageyouinsertwillobscurethefirst–likestackingpaper.However,youcanachievereallyeye‐catchingresultsbydecidingwhichoftheimagesshouldbeontop.Likethis….

Herewehavetwographics,anambulanceandtwoEMTs,buttheambulanceispartiallyobscuringthestretcher,makingthegraphicunusable.

Whatyouneedtodoistosendtheambulanceimagetotheback,sothattheimagewiththestretchercanbeontop.Selecttheambulanceimagebyclickingonit.ClickontheSend to BacklocatedonthePicture Tools Formattab.

Dependingonwhichimageyouhaveselectedandwhereyouwantittoappearinthelayer,willdeterminewhichoftheseoptionstochoose.Inthiscasesinceyouselectedtheambulanceandyouwantittobebehindtheimagewiththestretcher,youwouldchooseSend BackwardorSend to Backdependingonhowmanylayers(objects)areonthepage.

Note: if the selected image does not appear to move, when you select Send Backward, there are other layers and a shortcut is to choose Send to Back. The same can be applied to Bring Forward and Bring to Front.



And suddenly your graphic takes on a whole new clarity!

Before After

Note: when you use the Send to Back or Bring to Front options, the top graphic becomes "transparent" and does NOT totally obscure the graphic beneath it.

f. RotatingObjects:Youcanalsorotateimages(aswellastextboxes)byplacingyourcursor

overthe (locatedatthetopofyourimage/textbox)untilyougetablackcirclearoundit. Thenholddowntheleftmousebuttonandrotatetheimageanydirectionyouneed.

g. Grouping/UngroupingObjects:Oftenwhenyouinsertmultipleobjects(whetherimagesand/ortextboxes)youmightwantsomeoftheseobjectstobeadjusted,moved,orrotatedtogetherasthoughoneobject.Todothis,youwouldwantto“Group”objects.

Togrouptwoormoreobjects(textboxes,image,and/orshapes): Selectoneobjectbyclickingonit.Youwouldonlyneedto

clickontheobjectonce.Selectedobjectswillhavecirclesatthecornersandcenterpoints(seeright).

Whilethefirstobjectisselected,holddownthe“Ctrl”keyonyourkeyboardandmoveyourcursorovertheotherobjectyouwanttogroupandclickonit.Repeatthisprocessforanymoreobjectsyouwanttogroupasone.Whenyouhave2ormoreobjectsselected,eachobjectwillhavethecirclesatthecornersandcenterpoints(seeright).

Ifyouright‐clickontheselectedobjects,adialogboxwillappear

withseveraloptions.Togrouptheobjectsasone,clickonthe

Groupoption. ThisoptionisalsoavailableonthePicture Tool Formattab.



Alloftheobjectsthathadbeenselectedwillbe“grouped”intooneobjectthatcanlaterbeungroupedifneeded.Also,eachobjectwillnolongerhavecirclesatthecornersandcenterpoints—insteadtherewillbeoneset.(seebelow).

Thetoolwillthenchangetotwooverlappingsquareswithdotsateachcorner.ThisoptionisalsoavailableontheDrawing Tools FormatandPicture Tool Formattabs.Oncetheobjectsaregrouped,theycanbeadjusted,moved,orrotatedtogetherasthoughoneobject.

Toungrouptwoormoreobjects:

Toungroupobjects,selectthegroupedobjectandclickonthetoolshowninthepreviousstep.Byclickingonit,theobjectswillbeungroupedandwillnolongerbeeditableasasingleobject.

Note: once you ungroup the objects, all of the objects will be selected. If you want to modify just one of the objects, you will need to click outside of the area and then click back on the one object you want to unselect the other objects.

h. Transparency:Sometimesyouwillfindanimageyouwanttouse,butthebackgroundcoloristoodarkoryoudonotwanttheimagetohaveabackgroundcolor.Inthesecases,youwillwanttomakethebackgroundtransparent.Youcancreateatransparentareainmostimages,butnotall.

Selectthepicturethatyouwanttocreateatransparentareain OnthePictureTools Formattab, ClickonthedownarrowbyColorand SelecttheSet Transparent Coloroption

Note: you will not be able to create a transparent area in all images. If this option is not available for an image, the tool will be grayed out.



Yourcursorwillchangeshapetolooklikealittlemarker.Moveyourcursortotheimageandclickontheareayouwanttomaketransparent.Inthefollowingexample,wewantedtogetridoftheblackbackgroundtoaddtextboxesaroundthetransparentareasintheimage.

Before After

Thenyoucanputatextboxinfrontoftheimageandmakeitpartofthemessage(seeright).

i. RemovinganImage’sBackground: ThenewerversionsofPowerPointhaveaddedsomeotherbasicimageeditingtools.Someimagesyoumightwanttousehavebackgroundsthathavemanydifferentcolors.Sincethetransparencytoolonlyworksonremovingasinglecolor,anothertoolthatcanhelpyouwithbackgroundsiscalledRemove BackgroundwhichislocatedonthePicture Tools Formattab(seebelow).

First,doubleclickontheimage–whichwilltakeyoutothePicture Tools Formattab SelectRemove Background



PowerPointwillthenmakeareaspurplethatitplansonremovingwithaboxaroundtheareaitplanstokeepaspartofthepicture.

Resizetheboxareatothedesiredsizedependingonhowmuchoftheimageyouwanttokeep(seebelow).

Afteryouhavetheimagethewayyouwant,selectKeep ChangesontheBackground Removaltab.

Yourimageistransformedfromaboringboxshapetoaninterestingorganicshape

Ifsomeartifactsremainthatyoustillwanttogetridof,usetheRemove Backgroundtoolagain.

ChoosetheMark Areas to RemovetoollocatedontheBackground Removaltab.



Yourcursorwilllooklikeapencil.Clickontheareas/artifactsyouwanttoremove.Theareastoberemovedwillhavelittlewhitecircleswitha‐(seebelow).

Afteryouhaveselectedtheareas,clickontheKeep ChangeslocatedontheBackground Removaltab.

j. RecolorImages:Anotherimageeditingoptionistomodifyorchangethecolorofanimage. Doubleclickontheimageyouwanttomodifythecolor.

ClickonthedownarrowundertheColortool.

Nowyoucanconvertyourimageintoa1.blackandwhiteversion,2.morevibrantincolor,3.sepiaeffect,4.tolooklikeasketch,5.washedoutcolorversion,and6.washedoutblackandwhiteversiontonameafew(seeabove).

Experimentwiththepresetstofindwhatworksbestinyourpresentation.

1 2

3 45

6



k. CroppingImages: Therearetimeswhenforthepurposesofyourpresentation,youneedtocropanimage.PowerPointhassomebasicphotoeditingcapabilitiesthatallowyoutocropanimagetoarectangularorsquareshape.Youwillfindthe Crop toollocatedonthe Picture Tools Formattab(seebelow).

Firstselecttheimageyouwanttocropbyclickingonitwithyourcursor. Thenmoveyourcursortothe Picture Tools Formattab

andclickontheCrop tool.Afteryouclickonthe Crop toolthecirclesontheselectedimagewillgoawayandtherewillbedarkblacklinesaroundtheimage(seeright).

Ifyouputyourcursorononeofthemidpointblacklines,thecursorwilllooklikeaT.Ifyouputyourcursorononeofthecornerblacklines,thecursorwilllooklikeanL

Whenyoumoveyourcursortothecornerorsideyou

wanttocropfrom,holddowntheleftbuttononyourmouseandmoveinthedirectionyouwanttocrop.Youcancropfrommultipledirections(seeright).

Whenyouaredonecroppinganimage,moveyourcursoroutsideoftheimageandclick.Thedarkblacklineswillgoaway.

Note: You can un-crop any image you have cropped using this method. If you want to remove the cropping on an image, just click on the image and then the Crop tool. Then move your cursor to the areas of the image you want to un-crop and holding down the left mouse button, drag it out, down, or up.



6. AutoShapes: Itiseasytoinsertready‐madeshapes(autoshapes)intoyourpresentation.

ClickonthedownarrowunderShapeslocatedonthe Insert tab.

Asyoudoso,PowerPointshowsyoualltheshapesfromwhichyoucanchoose.

IfyouchooseLinesyouwillgetsomebasiclineshapestochoosefrom.Onceyouhavemadeyourselection,thecrosshairswillappearagain.Clickanddragonyourpresentationto"draw"theshape.

7. Insertingapictureinanobject: PowerPointallowsyoutoinsertapictureinanAutoShapeoravectorimage2

FirstinserttheAutoShapeorvectorimageyouwanttoinsertapictureinto Right‐clicktheshape/imagewithyourcursorandchooseFormat Shape ...

2 Vectorimagesaremadeupofmanyindividual,scalableobjects.Theseobjectsaredefinedbymathematicalequationsratherthanpixels,sotheyalwaysrenderatthehighestquality.Thismeansyoucanmakeavectorimageaslargeorassmallasyouneedandretainahighqualityimage.Tolearnmoreaboutvectorimagesgotothislink:http://graphicssoft.about.com/od/aboutgraphics/a/bitmapvector_2.htm



AFormat Picture dialogboxwillappear

SelectPicture or texture fillundertheFill

SelectFile…

Navigatetothepictureyouwanttoinsert

SelectthepictureandclickOpen

IntheFormat PicturedialogboxadjusthowtheimageappearsintheshapebyplayingwiththeOffsetandScaleoptions

SelectClosewhendoneadjusting



8. InsertingSmartArt:SmartArtgraphicsaredesignedfortextualinformation.Theyareavisualrepresentationofinformationandideassuchasorganizationalchart,stepsinaprocess,orforadecisiontreetonameafew.

IfyouhavetheappropriateinformationforaSmartArt,gototheInserttab

ClickontheSmartArttool

AChoose a SmartArt Graphicdialogboxwillappear

Thinkaboutthetypeofinformationyouaretryingtoportrayandwhatyouwanttoshow

(e.g.,organizationalchartHierarchy)

Thenchoosethelayoutthatwouldworkbest

ClickOK

PowerPointtheninsertstheSmartArtlayoutyouchoseintoyourslide

OntheSmartArt Tools Designtabyoucanaddtext,modifythelayout,changecolors,andchangestyles

TheSmartArt Tools Formattabwillletyouchangetheshapesaswellasshapestyles



9. Creating&EditingChartswithinPowerPoint:Chartsaredesignedfornumbers.Theyareavisualrepresentationofnumericvaluesordata.

IfyouhavetheappropriateinformationforaChart,gototheInserttab

ClickontheCharttool

AnInsert Chartdialogboxwillappear

Thinkaboutthetypeofdatayouaretryingtoportrayandwhatyouwanttoshow(e.g.,

compareBLStoALSColumn)

Thenchoosethelayoutthatwouldworkbest

ClickOK

AChart in Microsoft PowerPoint – Microsoft Excelwindowwillopenforyoutoenterdata



Manuallyenteryourdatainthespreadsheetandsetitupthewayyouwantittoappearinthechart

Onceyouhaveyourdataentered,closetheExcelwindowandyourchartisreadytoformatthewayyouwant

Ifchangesaremadetothedata,youcanedityourchartbyrightclickinginthechartandchoosingEdit Data…fromthelistofoptions

TheChart in Microsoft PowerPoint – Microsoft Excelwindowwillreopenforyoutoeditthedata

Whendoneeditingthedata,closetheExcelwindow



10. InsertVideo:Tomakepresentationsmoreinteresting,demonstrateanaction/idea,andoftentomakeapoint,youmightwanttoinsertavideoonaslide.

Toinsertavideoonaslide,gototheInserttab

ClickontheVideotooldownarrow

YoucanchooseClip Art Video…

OryoulikelyhaveoneonourcomputerVideo from File…

Ifyouchooseavideoonyourcomputer,therearetwowaystoinsertthevideo1)Embed,2)Link

Embeddedvideosarestoredinsidethepresentation.Thiswayyourvideowon’tgetlostevenifyousendittosomeoneormovethepresentation.Anissuethoughisthatpotentiallyyourpresentationfilesizecangetquitelarge.

Linkedvideosarestoredoutsideofthepresenation.Thiswillallowforasmallerfilesize,butlinkscanbreak.Ifyourlinkbreaksthevideowon’tworkinyourpresentation.

AlistofsupportedvideofileformatsforPowerPointare:

WindowsVideofile(.avi) Moviefile(.mpgfor.mpeg) WindowsMediaVideofile(.wmv)

MPEG‐4file(.mp4) QuickTimeMoviefile(.mov,.qt) AdobeFlashMedia(.swf)

Ifyouchooseembeddedyouwillneedtonavigatetowherethevideoisstoredonyourcomputerandselectit.

Formoreinformation,gotohttp://office.microsoft.com/en‐us/powerpoint‐help/embed‐a‐video‐4‐22‐RZ102673174.aspx?CTT=1&client=1&section=3

Ifyoudecidetolinkinstead,putthevideofileinthesamefolderasthepresentationtomitigatethelinkbreaking.ThengototheslideyouwantthevideoandselectinsertVideo from File….ThenclickonthedropdownfortheinsertbuttonandchooseLink to File.

Formoreinformation,gotohttp://office.microsoft.com/en‐us/powerpoint‐help/link‐to‐a‐video‐2‐20‐RZ102673174.aspx?CTT=1&client=1&section=4

Youcanalsofindmoreinformationaboutsizingavideo(http://office.microsoft.com/en‐us/powerpoint‐help/size‐a‐video‐2‐27‐RZ102673174.aspx?CTT=1&client=1&section=5)and

Playbackoptions(http://office.microsoft.com/en‐us/powerpoint‐help/playback‐options‐7‐21‐RZ102673174.aspx?CTT=1&client=1&section=6)



11. ChangingPresentationViews:PowerPointallowsforyoutoseeyourpresentationin4primaryviewsdependingonyourneeds.Togglingbetweenthese4viewsisdonebyclickingononeofthetoolslocatedonthebottombaronthescreen.

Normalview :isthedefaultandmaineditingviewinPowerPointTheworkingareasinthisviewaretheslidestablocatedontheleftside,theoutlinetablocatedundertheslidestab,theslidepanewhereyoueditaslide’scontent,andthenotespanebelowtheslidepanetoenteryourtalkingpoints.Clickingonaslideonaslideonthelefthandsidewilljumpyoutothatslide.Thecurrentviewingslidewillbedenotedwithayellow‐goldareaaroundit(seestep3b)

SlideSorterview :Thisviewwillletyouseeallofyourslidesinthumbnailforminorder,readingfromlefttoright.Thisviewmakesiteasiertoseeyour“story”andgrabandmoveslides(seestep12forinformationrelatedtorearrangingslides)

Readingview :Thisviewresizesthecurrentslidetofilltheentirescreenwhilehidingtheribbonandquickaccesstoolbar.Thisviewisusuallyusedwhenthepresenterissharingtheirpresentationwithsomeoneontheirowncomputerinsteadofprojectingthepresentation.Notavailablein2007orolderversionsofPowerPoint.

SlideShowview :Thisistheviewforlaunchingyourpresentationthatwillbeprojectedontoascreen.

12. Moving/RearrangingSlideOrder:PowerPointletsyoumoveyourslide(s)intoadifferentorder(s)withinyourpresentation.TheSlideSorterviewisthebestviewtousetorearrangeyourslides.WhileintheSlideSorterview,clickontheslideyouwanttomoveanddragitbetweentheslidesyouwantittobe.

13. HidingSlides:Sometimesyouwanttohaveslidesavailable,butdon’twantthemtoappearwhenyouarepresenting.Essentiallytheseslidesmighthavesomeadditionalinformationordataincaseyouraudiencewantsmoredetail.TheSlideSorterviewistheeasiestviewtoseeslidesandhidethem.Simplyrightclickontheslide(s)youwanthideandchoosetheHide Slideoption.



HiddenslideswillappearwithabarthroughtheslidenumberintheNormalslidesview.

Youcanpullupanyhiddenslideduringapresentationby

leavingtheSlideShowview

clickingonthehiddenslideinthenormalview,

andthengoingbacktotheSlideShowview.

14. AutomaticallyAdvanceSlides:Sometimesaremoteisnotavailableforapresentationoryouneedtocreateonethatwillbeavailableonlinefordownloadingandyouwantittoautomaticallyadvancefortheaudience.

Selecttheslidesyouwanttoadvanceautomatically

GototheTransitionstab

OnthefarrighthandsideyoushouldseeAdvance SlidewithOn Mouse Clickchecked

UncheckOn Mouse Click

CheckAfter

SetthetimeyouwanttoelapsebeforeadvancingtothenextslideNote: 00:01.00 is one second, not one minute.

Ifyouwantthesametimeforeachslide,youcanselecttheApply to All tool

Ifyoudon’twanttohavethesametimingforallslides,youwillhavetomanuallysetthetimingforeachslidefollowingtheabovesteps.

15. LoopPowerPointSlides:Youcanhaveyourpresentationcontinuouslyloopifyouneed.

TocontinuouslyloopyourslidesgototheSlide Showtab

SelecttheSet Up Slide Showtool

ASet Up Showdialogboxwillopen



CheckLoop continuously until ‘Esc’

ClickOK

Launchyourpresentation

16. ChangeaSlide’sBackground:sometimesyouneedtochangethebackgroundcolororimageforyourpresentation,butdon’twanttochangethebackgroundforallslides.Forexample,maybeyouwantthebackgroundforavideoslidetobeblacklikethevideoframe.

Firstnavigatetotheslideyouwanttochangethebackground

Rightclickanywhereontheslideoutsideoftextboxesandoutsideofanyimages

ChooseFormat Background…fromtheoptionslisted



ChangetheFill Colortothedesiredcolor(e.g.,blackforthevideoslide)

SelectClose

Note: If you want to change the background to a picture, repeat the same steps, but click on Picture or texture fill and navigate to the picture you want to be the background.

17. CreateandEditaPowerPointTemplate: a template isapatternorblueprintofaslideorgroupofslides.It’sbesttocreateyourtemplatebeforeyoustartaddingcontenttoyourslides.

a. Createatemplate:Asstatedearlier,severaloftheavailablePowerPointDesignsareunprofessionaland/orhaveabusylookandfeel.Youcancreateatruetemplatecalleda.potor.potxfilebutthereisaneasierwayistocreateyourowntemplatebymodifyingthedesign.Note: The steps in this section can be used to edit any PowerPoint Design if you choose to use one to make it more professional.

GototheViewtab

ClickontheSlide Mastertool

PowerPointwillthenopenaSlideMastertabandisreadyforyoutostartsettingupyourtemplate.Ifyouhavealreadyaddedsomecontenttoslidesyouwillnotbeabletoviewwhilecreatingand/oreditingusingtheSlideMaster.Insteadyourpresentationwilllooklikethefollowing



Makesuretoclickonthefirstslideshownonthelefthandsideofthescreen.AnyformattingyouwanttobeappliedtoALLslidesshouldbedoneinthefirstslide.Onthisslideiswhereyouwillchangethefonttofollowgoodpresentationprinciples,fontsize,textalignment,resizetextboxes,anddeletethe3smalltextboxeslocatedalongthebottomoftheslide.Youcanalsoaddanimageorlogobutrememberanychangeyoumakeontheslidewillbeonallslides.

Tochangeanyoftheformatting,gototheHometab

Makeanychangesyouwant(seeexamplebelow)

I made the following header changes:

1. Left aligned headers 2. Changed font to Calisto MT 3. Bolded the header

I made the following body changes:

1. Increased the font size for the entire text box so that the fifth level was 32 point font size



Thenyoucangothroughthedifferentslidelayoutstyleslistedbelowthefirstslideonthelefthandslideanddosomecustomformattingforeachslide.

Forexample,maybeyouwantyourlogotoappearonallslidesthatusetheTitlelayout

Afteryouaredoneformattingeachlayoutslide,gototheSlide Mastertab

ClickontheClose Master Viewtool

Yourslidesnowhaveamatertemplate.

b. EditTemplate:sometimesyoudecideyouwanttomakechangestothetemplateforvariousreasonssuchasyoudon’twantthelogooneveryslide,youwantthelogosmaller,youdon’tlikethefontstyleyouoriginallychose,oranynumberofotherreasons.

Openyourpresentation

GototheViewtab

ClickontheSlide Mastertool

Makeanyofthechangesyouwant

Afteryouhavemadeallchanges,gototheSlide Mastertab

ClickontheClose Master Viewtool

Yourmatertemplateisnowedited.



18. UsePresenterViewTool: allows you to viewyourpresentationwithyourspeakernotesprivately,seeelapsedtime,whichslidenumberyouareonandtheupcomingslideononecomputer(yourlaptop),whiletheaudienceviewsthenotes‐freepresentationonadifferentmonitor(screen)(seebelow).

TosetupPresenterView,gototheSlide Showtab

CheckUse Presenter View

DetermineifyouwanttheslideshowtoShow On:yourPrimary Monitororyourothermonitor(applicableonlyifyouhave2monitors)

Note: If you only have a single monitor, the F5 key will let you see the presenter view on your monitor.

Whenyoulaunchyourpresentationonemonitorshouldshowthepresentationandtheothermonitorshowthepresenterview.



Youcanuseyourmousetopointtosomething,drawon,orhighlightsomethingonaslideusingthepentoollocatedonthepresenterview

Togetridofanydrawingorhighlightingyouaddedtoaslide,clickonthepentoolinthepresenterview

SelectEraserorErase All Ink on Slide fromthedropdownmenu

InthePresenterViewside,putyourcursorovertheareayouwanterasedandclick—yourcursorwilllooklikeaneraser(seebelow).

*



19. ConvertPowerPointintoaVideo:PowerPointhasabuiltinfeaturetoconvertapresentationintoavideowhichyoucandistributeonadisc,theWeb(includingYouTube),oremail.Onceyourpresentationisfinalandyouarereadytoconvert

GototheFiletab

SelectSave & Sendlocatedalongthelefthandsideofthescreen

ChooseCreate a Video

TheCreate a Videooptionswillbecomeviewable

Youcancreatemultipleviewingversionsdependingonhowyouraudiencewillviewyourvideopresentation.TheavailableoptionsarelocatedunderthedropdownarrowbyComputer & HD Displays. Choosetheoptionappropriatebasedonyourneeds.



Youcanalsosettimingsaswellasrecordsoundforyourpresentations.IfyouchooseRecord Timings and Narrationsandhaveamicrophone,youcanrecordaudiofortheslidesandthetimingforeachslidewillbeunique.Note:youcanuseandrecordthePowerPointcursorlaserpointer(Ctrl+leftmousebutton)topointoutthingsonyourslides.

ThenextstepistoselecttheCreate Videobutton

Decidewhereyouwanttosaveyourvideoalongwithwhatyouwanttonameit.TheSave as type:shouldbeWindowsMediaVideo.

20. Printing: Oftenyouraudiencewillaskforaprintedorelectroniccopyofyourpresentation.Note: If you are sharing electronically, it’s best to share as a PDF document to ensure they can read all slides as well as protecting your intellectual property.a. SettingupPrintingOptions:PowerPointhasafewdifferentoptionsthanWordforprintingitspresentations.

First,clickontheFiletab ThenchoosePrint Severalprintoptionswillbeavailable UnderPrinter,choosewhichprinteryouwantbasedonifcolorvs.blackandwhite

Note: Printer Properties will give you more printing options

UnderSettings,youcanchoosewhatareaorpagesyouwanttoprint



Youcanalsoselectifyoujustwanttheslide,slidewithnotes,outline,andthenumberofslidesperpagefortheprinting.Clickoneachonetoseehowitchanges

Afinaloptionisprintingsingle‐ordouble‐sided

b. ConvertingtoPDF:Whenthepresentationisfinalandyouwanttosendout

electronicallyorpostonyourwebsite,youshouldconvertittoaPDFpresentationbeforesendingorposting.By converting your presentation to PDF people will not be able to change it and everyone should be able to read it.ThereareseveralwaystocreateaPDFversionofyourpresentation.

First,inthe2010version,youmighthaveanoptioncalledSave as Adobe PDF

Thisoptionisadequateforinternalreview;however,thisoptiondoesnotallowforcreatingahighqualitycopyofyourpresentation(ie.,yourpresentationcanappearfuzzywhenyousendforprinting)



AnotheroptionisgotoPrintundertheFiletab

ChooseAdobe PDFfromthePrinterdropdownoptions

ClickonPrinter Propertieslocatedundertheprinterdropdown

GototheAdobe PDF SettingstabontheAdobe PDF Presentation Properties dialogbox

ChangeStandard toHigh Quality Print underthe Default Settings: (seebelow)

ClickOK

Clickthe Print button

Note: If you do not have Adobe Acrobat Pro, then there are several freeware options available. At the time this tutorial was created, these two programs were available for free and without any malware. However, check with your IT before downloading any programs

doPDF:http://www.fileparade.com/listing/121922/doPDF?did=10844&pid=1&ppd=search,33433359980,dopdf,e,,c,0,,,&gclid=CM-boYCZ6rwCFewRMwodtioAbg

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