Created by Robyn Harm for demonstration/notes 1 MICROSOFT POWERPOINT 2007 BASICS Powerpoint Views Slide Design Guidelines Slide Layout Slide Design.
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Created by Robyn Harm for demonstration/notes
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MICROSOFT POWERPOINT 2007 BASICS
Powerpoint Views Slide Design Guidelines Slide Layout Slide Design Slide and Title Masters Differences between Templates and Masters Moving from Slide to Slide
Created by Robyn Harm for demonstration/notes
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MICROSOFT POWERPOINT 2007 BASICS (cont)
Status Bar Printing Speaker Notes Charts and Graphs Diagrams and Organisational Charts Inserting Tables Importing Graphic formats you may use
MICROSOFT POWERPOINT 2007 BASICS (cont)
Animations and Transitions Choosing the right transitions/effects Slide Show Action buttons Insert/Remove Hyperlinks Running your Slide Show Actions during a Slide Show Adding Sound and Movies
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POWERPOINT VIEWS
Normal View Can work with an outline Can work on the slide Can add speaker’s notes Strip on left side can show thumbnails of
slides or outline or presentation Tab at top of left panel can be changed from
Outline to Slides
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POWERPOINT VIEWS (cont)
Slide Sorter View See a miniature of each slide Can see all slides at once Can see how presentation flows Can use to reorder/shift slide around
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POWERPOINT VIEWS (cont)
Slide Show View See actual slide show presentation Each slide fills the screen Can see effect of any transitions, timing,
animations Can use the mouse or page down button or
space bar to progress through the slides if no automatic timing
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VIEW NOTES PAGE
Choose View|Notes page
Useful for adding speaker’s notes which can be later printed
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SLIDE DESIGN GUIDELINES
Simplicity Use key phrases, one thought per line 5 to 7 lines per slide – or fewer
Consistency Layout format unified
Design and colour in harmony Text colour should stand out – easily read
over background colour and design
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SLIDE DESIGN GUIDELINES (cont)
Clarity – explicit and to the point Readability
Font size no smaller than 18 point White space – enough for eye movement
Avoid overly crowded slides Avoid lengthy text
Do not use whole sentences
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SLIDE LAYOUTS Choose Home, then Layout Click on drop down arrow Diagrams of various layouts are illustrated Title Slide, Title and Layout, Section Header,
Two Content, Comparison, Title Only, Blank, Picture with Caption, Content with Caption
Includes text layouts, content layouts, text and content layouts and other layouts
Allows user to present with bullets, tables, charts, graphics or combinations
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SLIDE DESIGN
Choose Design Tab Lots of designs to choose from –
Backgrounds and Themes Are really a type of template
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SLIDE AND TITLE MASTERS
Choose View Tab Useful if you want a logo/text on every
slide Applies backgrounds to a title slide at the
beginning of a presentation (Title Master) or all slides (Slide Master) or to Handouts (Handout Master) or Notes (Notes Master)
Click to edit the outline text format
Second Outline Level Third Outline
Level Fourth
Outline Level Fifth
Outline Level
Sixth Outline Level
Seventh Outline Level
Eighth Outline Level
Ninth Outline LevelClick to edit Master text styles
Second level Third level
Fourth level» Fifth level
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DIFFERENCES BETWEEN TEMPLATES AND MASTERS
Master Set of formatting characteristics, graphics, text placements and
information which gives consistency to whole presentation Can be used in just one presentation or saved as a template to
be used for all company presentations
TemplatePresentation that has a set of colour and text characteristics that can be applied to your presentationSaved as a .potx fileIf setting up as a proper template, can access by selecting File|New, choosing Templates|On my computer and making a selection
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MOVE FROM SLIDE TO SLIDE
Method 1 Buttons with double arrows on lower right side of
“slide” screen
If pointer is placed over each, small yellow pop-up shows description – previous slide, next slide
Method Two Click on thumbnail at left side of screen in normal
view
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STATUS BAR
As you move from slide to slide, information shown at bottom of screen
This area is called the status bar Gives which slide in the series Gives design of the slide Gives name of the slide
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PRINTING
Choose File|Print or press Ctrl+P Can print Slides, Handouts, Notes or Outline
view Need to select “print what” and choose preferred
option If printing handouts, can print 1, 2, 3, 4, 6, 9
slides to a page Choice will depend on “why” you are printing If printing as notes for an audience, 3 to a page
gives area for participants to write notes
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PRINTING (cont)
Can enter page numbers, headers and footers and dates
From Insert Tab, choose Date & Time, Slide No. or Header and Footer.
Select relevant requirements for slide number, date and time, etc
Can include on each slide, all slides or on speaker’s notes and handouts
If pronounced background may wish to print in grayscale or black and white (economises on ink and is read more easily)
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CREATE SPEAKER NOTES
Use Normal View At bottom of slide can see “click to add
notes” Click here and type May wish to change to larger view by
choosing View|Notes Page
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INSERTING CHARTS/GRAPHS
Either:
1. Use Insert|chart
or
2. Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption
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CHARTS (cont)
When the datasheet window and chart appears, replace the data given with the information/data you wish to illustrate
Press ENTER or TAB to move from cell to cell
Colours, legend, axes etc can be modified similar to Excel charts
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CHARTS (cont)
Chart types can also be changed according to needs
Datasheet window can be turned on and off via Chart Tools|Edit Data
Can also use View Datasheet Button Can also click the chart and choose Edit|
Data
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DIAGRAMS AND ORGANISATION CHARTS
Many different types of diagrams can be added through SmartArt.
List Process (progression or sequential tasks) Organisation chart (hierarchical relationships) Cycle diagram (continuous cycle of a process) Relationships Matrix (relationship of components to a whole) Pyramid diagram (foundation-based relationships
Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption
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INSERTING TABLES
1. Choose Insert|table
or
2. Use a Title and Chart Layout from the Slide Layouts given (Title and Content, Two Content, Comparison, Content with Caption
• Table can then be formatted according to needs
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IMPORTING
Can import from Word (copy and paste or Insert from Outline View
Can import from Excel (Insert|Object) Can import Slides (Home|Reuse Slides)
Task Pane appears on right, Browse and select.
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GRAPHIC FORMATS TO USE
Format Extension
Enhanced metafile .emf
Graphics Interchange Format .gif
Joint Photographic Experts Group .jpg
Portable Network Graphics .png
Microsoft windows bitmap .bmp
Windows metafile .wmf
Tag Image Format .tif
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ANIMATIONS AND TRANSITIONS
Can apply Animations or Transitions to some or all of your slides
Can insert from either Normal or Slide Sorter view Choose Animations Tab and use More (bottom one)
arrow in middle of Transition to This Slide section. List of possibilities appears – fades & dissolves, wipes,
push and cover, stripes and bars, random If unfamiliar with these options, it is a good idea to run
through and try out before making a choice Can modify the speed and add sound Can choose to advance to next slide automatically or by
mouse click
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ANIMATIONS AND TRANSITIONS (cont)
Once an option is selected, you may wish to slow it down to see effect properly
Once sure, click on “apply to all slides” or to “this slide only”
Click play to test out Good idea to use same transition from Slide
2 onwards Simple is best so that there is no distraction
from your given message
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CUSTOM ANIMATIONS
Choose Animations|Custom Animation Information appears in Task Pane at right of
screen Select element/section to be “animated” Click on “add effect” Choose which section you wish to alter –
entrance, emphasis, exit Can show motion paths on screen if desired (not
part of slide show) Can add or remove effect (top of Task Pane)
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CHOOSING THE RIGHT TRANSITIONS/EFFECTS
Is the message intended to be entertaining, instructional or motivational
Should the message be serious or lighthearted Subdued transitions eg fades through black project a
quiet, professional image Dissolves and boxes project a more dynamic image What level of technology is needed for your presentation Are you using advanced transition effects – this adds
more demands on the computer Know your computer and the version of Powerpoint used
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CHOOSING THE RIGHT TRANSITIONS/EFFECTS (cont)
Consider your presentation length Realise that transitional effects appropriate for short
presentations become tiring during long presentations Use transitions as a pacing tool – divide your
presentations into smaller sections like chapters in a book
Consider subdividing the presentation into sections with a sub-title slide before each section
Each sub-title slide can be introduced by a dramatic transition to signal to the audience that a new topic has been introduced
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CHOOSING THE RIGHT TRANSITIONS/EFFECTS (cont)
Use the same transition effect for each slide in each section
Focus on function not decoration Practise restraint with a minimum number of effects that
contribute to the message/image you are projecting The longer the presentation, the more restraint is
important Be consistent with animation – don’t have text builds left-
to-right in one slide and top-to-bottom in the next
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SLIDE SHOW ACTION BUTTONS
An action button is a ready-made button that you can insert into your presentation and define hyperlinks for.
Action buttons contain shapes, such as right and left arrows, and commonly understood symbols for going to next, previous, first, and last slides, and for playing movies or sounds.
Action buttons are most commonly used for self-running presentations
Hyperlinks become active when you run the presentation
SLIDE SHOW ACTION BUTTONS (cont)
Select Insert tab, Illustrations Group, Shapes, Action Buttons and appropriate symbol
Move cross hairs to position where you want button to be
Draw diagonally to outline the size of the action button
Click mouse button to set new action button in place
In actions settings, choose to have button activated by mouse movement over the button or by mouse click on it
Set up required actionCreated by Robyn Harm for demonstration/notes
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Created by Robyn Harm for demonstration/notes
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INSERT/REMOVE HYPERLINKS
Select item (slide in same or different presentation, email address, new file, page/file in web) you want to represent hyperlink
Select Insert/Hyperlink Click on Place in this document Select slide you want to go to To remove, right click text/object representing
the hyperlink Click Remove Hyperlink
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RUNNING YOUR SLIDE SHOW
Select first slide or start of presentation Click Slide Show button (status bar) or press
F5 Can also choose Slide Show tab and make a
selection Click mouse, press PageDown key or press
spacebar to move to next slide or next point unless slides have automatic transitions
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ACTIONS DURING A SLIDE SHOW
Go to certain slide Number + Enter Advance to next slide Spacebar or
click mouse or press PageDown key Return to previous page Backspace Black screen on/off b or B White screen on/off w or W Show pointer on/off a or A Stop/restart automatic show s or S End Show Esc
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ADDING SOUND TO SLIDES
Sounds via transitions and animations (use drop
down arrow) Inserting from a CD or the Clip Organiser
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SOUND VIA INSERTION
Insert|Sounds Sound/Movies from Clip Organiser, from
File, Play CD track or Record Sound Set up as required Sound icon appears on slide (unless you
hide display) Can be dragged into any position on slide Movies can be inserted in a similar fashion
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