October 22, 2009 1

PowerPoint Seminar

October 22, 2009Abby Wiertzema

http://www.oswego.edu/~wiertzem

abby.wiertzema@oswego.edu

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Topics – Part 1 Definitions Notes, Backups, and Printing Simple Customization – Color Schemes & Design

Templates Activity 1 Simple Slide Graphics, Sounds, & Animations Activity 2 Colors & Image Management Activity 3 Break

October 22, 2009

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Topics – Part 2 Advanced Slide Design – Master Slide View,

Custom Design Template Activity 4 Advanced Slide Design – Sounds, Movies, &

Animations Activity 5 Copy Slides Package for CD and Impatica Tips & Tricks Internet Resources

October 22, 2009

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Definitions A pane is a window within an Office application that

provides commonly used commands.

A PowerPoint background is an image file, often a JPEG (.jpg), that you insert on the background of your slides.

A PowerPoint design template is a POT file (.pot) that includes a background, font specifications, images (such as a logo), and perhaps some text.

Definitions from: http://www.ellenfinkelstein.com/portfolio.htm

October 22, 2009

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Multiple Ways to use Common Commands

Using a Menu Using keystrokes

Open Go to , Open Ctrl-O

Save Go to , Save or File, Save As Ctrl-S

Print Go to , Print Ctrl-P

Cut Go to Home tab, (Cut) Ctrl-X

Copy Go to Home tab, (Copy) Ctrl-C

Paste Go to Home tab, (Paste) Ctrl-V

Undo Go to Quick Launch, (Undo) Ctrl-Z

Redo Add to Quick Launch, (Redo) Ctrl-Y

October 22, 2009

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, PowerpointOptions

Popular – Name and Initials Save – Allow fast saves, Autosave interval, Save

location Advanced – <When selecting,select entire word>

October 22, 2009

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Using Notes

Use the Notes pane to record notes and other information about your slides. These can be printed so you have them while making your presentation.

The Notes pane is located under the slide pane.

All common text-editing functions are available in Notes.

October 22, 2009

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Backups

Take backups frequently in case you make a change you cannot undo (e.g. running a macro, modifying

the Slide Master). Set the AutoRecover function using

Powerpoint Options, Save tab. If you are going to make a change that you are

unsure of, SAVE the file. Then make the change. If it does not do what you want, then CANCEL and go to your saved version.

October 22, 2009

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Printing

Select , Print “Slides” prints one slide per page “Handouts” prints 1,2,3,4,6, or 9 slides per page “Notes” prints the slide on top and your notes to

use as a presentation aid Select just the slides to print

singly separated by commas – 6,4,8,2 Hyphenated – 3-5, 9-12

October 22, 2009

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Slide Layout

Select from the Home tab, New Slide or Layout Title slide Title and content Title only Blank Title and table

October 22, 2009

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Simple Customization - Color Schemes (1 of 2)

A PowerPoint color scheme is a palette of eight colors which you can apply to pre-defined parts (e.g. the background) of a slide, similar to a style in Microsoft Word. If you choose a different scheme or change one of the colors in the palette, all objects defined as using that scheme or color will automatically be reset to reflect the change. http://www.its.rdg.ac.uk/documents/training/powerpoint/colour/

This changes the scheme only in open presentation

October 22, 2009

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Simple Customization - Color Schemes (2 of 2)

To change the background color : Go to Design tab, Colors Select a theme Select <Create new Theme Colors> Use Dropdown box

75% of presentations use midnight blue (color of the sky)

October 22, 2009

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Simple Customization – Design Templates

A Design Template is a file that contains styles (type/size of bullets & fonts, background design, and slide master)

Select Design tab, <arrow to right of themes> To change the whole presentation, click one of the

designs Right-click on theme to :

Apply to Selected Slides Apply to all slides

Templates can be downloaded from the Internet

October 22, 2009

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Activity 1

Create a new PowerPoint presentation with a Title slide and one “Title and Text” slide

Give the presentation a title and the date on page 1. Type 3 bullet items on page 2. From the Design tab, select a different design for all

slides Change the “Title Text” scheme color to Oswego

green Change the Background to pale yellow Save the presentation to your Desktop

October 22, 2009

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Simple Slide Graphics

Select Insert tab Select Picture to add images from:

From file From scanner or camera

Select Clip Art for images Select Word Art to add some visual interest Use mover tools to change the size & location of the

graphic by grabbing one of the 8 circles or use green circle to rotate

October 22, 2009

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Simple Slide Sounds

Use files, Clip Organizer, a CD, or a recorded message

Fair Use only allows 30 seconds of commercial music

PowerPoint will only Play sounds that Windows Media Player recognizes (.mid, .mp3, .wav)

Select Insert tab, Movies or Sounds, then your source

A sound icon will appear on the slide

October 22, 2009

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Simple Slide Animation & Transition

Select Animation tab (Powerpoint XP/2003) There are predetermined sequences

that apply to the entire slide.

A transition is a display effect that changes how you move from one slide to another. Only one transition per slide.

To select the same transition for all slides in the presentation, select Slide Transition from the Task Pane. Select your transition, then click on the <Apply to All Slides> button.

October 22, 2009

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Activity 2 Use the presentation you saved earlier. Insert a SUNY logo to page 2. Move it to an

appropriate location. Size it to fit. Add a Bomb sound Apply a Design Template Select a Transition scheme and set the speed to

Slow SUNY Oswego logos:

http://www.oswego.edu/administration/publications/idguide.html

October 22, 2009

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Understanding Colors

Know your audience “Balance between professionalism and

attractiveness” Use the color wheel to help make a strong

impact on the audience “Use complementary colors for dynamic effect” “Use analogous colors for harmonious and unified

feeling”

http://office.microsoft.com/en-us/assistance/HA010120721033.aspx

October 22, 2009

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Font Sizes Arial 12 point

Arial 16 point

Arial 20 point

Arial 24 point

Arial 32 point

Arial 40 point

Times 12 point

Times 16 point

Times 20 point

Times 24 point

Times 32 point

Times 40 point

October 22, 2009

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Image Management

“More Pixels=More Quality

But…

More Pixels=Bigger Files”

Shrinking the size of the image will not loose quality just file size.

October 22, 2009

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Formatting Images (Windows)

Use Microsoft Office Picture Manager Start-All Programs-Microsoft Office-Microsoft

Office Tools-Microsoft Office Picture Manager OR Paint.NET (open source)

Start-All Programs-Paint.NET Important image properties

File size Image size

October 22, 2009

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Formatting Images (Mac)

Use iPhoto to format images Macintosh HD- Applications- iPhoto File-Import to Library

Important image properties File size Image size

Can view image size by selecting the photo then press command+I

http://www.apple.com/ilife/tutorials/iphoto/

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Activity 3 - Can you replicate this image?

Image Size: 448 X 336 File Size: approx. 32 KB

http://www.oswego.edu/~wiertzem Powerpoint Seminar, select Image

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Break

October 22, 2009

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Advanced Slide Design – Master Slide View

Master is a slide that contains everything that appears by default on all slides in the presentation: background image, header/footer details, text formats, size/placement of placeholders

Use View tab, Slide Master (XP version)Two views: Title Slide and Title & Text (2007) Multiple views Can modify each element on the slide Any changes are immediately effective and apply to

the entire presentation

October 22, 2009

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Advanced Slide Design – Using Downloaded Templates

File extension is .pot You must save it to the default folder for

templates. This is the folder that PowerPoint defaults to when you select Design Template as the file type in the Save As dialog box. If you saved the .pot file to a different folder, PowerPoint will not find it.

Close and reopen PowerPoint. Then you will see the downloaded template in the list.

October 22, 2009

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Advanced Slide Design – Creating your own Template

Open a new presentation Start with a blank template Start with a template from PowerPoint or one you have

downloaded Select View, Master, Slide Master Rearrange/modify as you wish File, Save as, .pot file – DO NOT change the folder

Microsoft selects

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Activity 4 - Create your own Master From Slide Design, click on “Design Templates on

MS Office”. Pick a template. Download it. It should open automatically. Open Slide Master. Make a background change. Change the font. Add the picture from Activity 3. Make similar changes to the Title & Text slide. Exit Slide Master. Save as a Design Template. Close Powerpoint and reopen. The new design

template will appear in the list.

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Advanced Slide Design – Inserting Sounds

Use Insert tab, Sounds Move the sound icon out of the way, but on the slide Options to play the sound:

Set it to automatically play when the slide displays Start on mouse click Play as an animation sequence Start with a time delay

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Advanced Slide Design – Inserting Movies

Movies are difficult To play automatically, use Windows format

(.avi, .mpg3, .wav, .wmv) Any other formats, use a hyperlink and start it from

your open presentation Use Zamzar to create a video in a Windows format

Type in the URL or file name - http://www.youtube.com/watch?v=9qPpI6WfTcg&feature=related

Select the type of file to be created Type your email address Click on <Convert>

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Advanced Slide Design – Using Animation

Select Custom Animation from Animations tab for special effects or animating individual elements

Highlight the element to be animated Use the drop-down arrow, Effect Options

to modify the effect Can have sound associated with each

animation

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Activity 5 – Animate your Presentation

Add an organizational chart. Fill in the blanks. Add a Animation scheme to the Org Chart. In a new slide, add a graphic. Add text using

Word Art. Add bulleted text. Animate each element individually (custom) on

the graphics slide. Add sound if desired. Add a Transition scheme to the whole

presentation.

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Copying slides from other presentations

Select Home tab, New Slide, Reuse slides <Browse> to find the second presentation. To keep the design elements of the copied slides,

click on the <Keep source formatting> button. Otherwise, the inserted slides will have the design

elements of your current presentation. Select <Insert All> or use the SHIFT/CTRL keys to

highlight the desired slides. When you have selected all the slides, click on <Insert>.

Use the Slide Sorter to re-arrange the inserted slides.

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Package for CD

Select , Prepare, Package for CD Office versions prior to XP were called Pack

and Go Packages all files used in the presentation

(sound, graphics, video) and creates a CD Include the PowerPoint Viewer (Options) just

in case PowerPoint is not installed where you are playing it

October 22, 2009

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Impatica

Site-wide license for all faculty and staff Allows you to present your PowerPoint

presentation as a compacted, unmodifiable show

Reduces size to about 30% of original Excellent for SLN students who are using

slow Internet connections

Call the Help Desk x3456 for installation

October 22, 2009

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Tips & Tricks Use the Notes field Using headers and footers

Go to Insert tab, Header and footer Allows you to add the date/time, a slide number, and

special notation to either the header or footer Use a font size of 24 point or larger Use pleasing color combinations Use a light background for overheads and a dark

background for on-screen presentations. Use the Slide Master to make design changes that

apply to all slides, such as a logo

October 22, 2009

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Tips & Tricks Macs – Use Slide Show, View Presenter Tools for

options Slide show in a mini-window

Use CTRL-SlideShow to display the slide show in a small window

Blank the screen Press “B” for a black screen or “W” for a white screen

Start automatically in Slide Show Save as a .pps (.ppsx) file or rename to .pps (.ppsx)

Change the Default design template Use Slide Master to change a design template; save as .pot In Slide Design, right-click and select “Use in all new

presentations:”

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Internet Resources Microsoft Office Web site

http://office.microsoft.com/en-us/templates/default.aspx MS Office Templates for Presentations & Backgrounds

http://office.microsoft.com/en-us/templates/ Free Backgrounds - Read EULA

http://www.websiteestates.com/education/templatesindex.html http://www.brainybetty.com/ http://www.maniactive.com/powerpoi.htm http://powerbacks.com/index_us.html

Free, open source imaging and drawing programs Paint.NET - http://www.getpaint.net/index.html Inkscape - http://www.inkscape.org/

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Internet Resources (continued) Free PowerPoint Templates

http://www.graphicsland.com/powerpoint-templates.htm http://www.inzones.com/free-templates.htm http://www.indezine.com/powerpoint/templates/index.html http://www.soniacoleman.com/templates.htm http://www.websiteestates.com/

Free Animations http://www.freebackgrounds.com/free_gifs.htm http://www.flamingtext.com/

Free Clipart http://www,fundraw.com http://www.dailyclipart.net http://www.openclipart.org

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Downloading from the Web Read EULA (End User License Agreement) Be sure to give credit in your presentation.

Copyright Basics by the U.S. Copyright Officehttp://www.loc.gov/copyright/circs/circ1.html

Fair Use Guidelines For Educational Multimedia by Georgia Harper; prepared by the Educational Multimedia Fair Use Guidelines Development Committee, 7/17/1996http://www.utsystem.edu/OGC/IntellectualProperty/ccmcguid.htm http://www.utsystem.edu/OGC/IntellectualProperty/copypol2.htm

October 22, 2009