AskIT PowerPoint 2011 Level2

© University of Queensland Library 2011 PowerPoint 2011 for MAC – Level 2

MAC PowerPoint 2011 Level 2

CourseObjectives

• Use design themes to enhance your presentation

• Modify the Slide Master in your presentation

• Insert charts

• Insert links to items within the presentation and externally

• Set-up a slide show with animations and transitions

• Publishing Options

Phone: (07)33568811or1300738082 E‐mail: [email protected] Web: http://www.library.uq.edu.au/ask‐it/

© University of Queensland Library 2011 2 of 18 Microsoft PowerPoint 2011 for MAC – Level 2

Table of Contents Design Themes ........................................................................................................................ 3

Apply a Design Theme ................................................................................ 3Exercise 1.

Slide Masters ........................................................................................................................... 3 Modify the Master Slide .............................................................................. 4Exercise 2.

Diagrams, Graphics and Charts .............................................................................................. 5 Create a diagram ........................................................................................ 5Exercise 3. SmartArt Graphics ...................................................................................... 7Exercise 4. Paste a Chart .............................................................................................. 8Exercise 5.

Presentation Tips ..................................................................................................................... 8 Hide a slide ................................................................................................. 8Exercise 6.

Hyperlinks ................................................................................................................................ 9 Add a Linked Summary Slide ...................................................................... 9Exercise 7.

Animation and Transition ....................................................................................................... 10 Building and Reordering Animations ......................................................... 10Exercise 8. Add a Slideshow transition ........................................................................ 12Exercise 9.

Media Options ........................................................................................................................ 13

Movie clips ............................................................................................................................. 13 Add a movie clip ...................................................................................... 13Exercise 10.

Sound clips ............................................................................................................................ 15 Add a sound clip ..................................................................................... 15Exercise 11. Play sound over multiple slides ............................................................... 16Exercise 12. Add a sound to an animation effect ........................................................ 16Exercise 13. Add a sound to a transition ..................................................................... 17Exercise 14.

Publishing and Printing .......................................................................................................... 18 Publishing Options .................................................................................. 18Exercise 15.


Notes © University of Queensland Library 2011 3 of 18 Microsoft PowerPoint 2011 for MAC – Level 2

Design Themes Open the PresentationTips_pp1.pptx presentation from Ask I.T. website and download the PowerPoint Level 2 Exercise Materials, including: Excel, image and media files.

Apply a Design Theme Exercise 1.

Toapplyathemetothewholepresentation1. Click on Themes tab 2. Click on a design to apply it

Toapplyathemetospecificslides1. Hold command ⌘ and then mouse

click to select slides to theme 2. Click on the Themes tab 3. Right click a design 4. Click Apply to Selected Slides

Slide Masters What is a Slide Master?

When you insert a slide into a presentation, its layout is based on a Slide Master (a slide design template) located in the Slide Master View. You can modify Slide Masters to customise theme slide layouts and their elements quickly. You can also create your own slide layouts.

Each theme used has a Master and a set of slide layouts. Set the theme/s before changing the master and layouts.

Close the Master View to return to the Presentation.



Modify the Master Slide Exercise 2.

EditthepresentationSlideMasterandLayouts1. Click on Themes tab 2. Click on Edit Master button

IdentifyThemesandTemplatesinuse• Each theme used in the presentation

will have a Slide Master and layouts • Mouse over specific layouts to find

out which presentation slides use them

Tocustomiseanappliedtheme• To make a change on every slide of

the presentation, alter the Slide Master for each theme

• To alter a specific slide type, alter

that layout, e.g. Title and Content

Putanimageoneveryslide1. Find a picture in Clip Art or on the

Internet 2. Insert or copy the picture onto the

Presentation Slide Master 3. Resize and Style the image using

the Format Picture Tab tools

The image will appear on every slide using that theme. A possible exception is the title page layout, which often behaves differently from other slide types.

Customisethepresentationbullets

1. Select your theme’s Slide Master Click beside a bullet level to change one bullet, highlight multiple bullets to make them the same. 2. On the Home tab click Bullets and

Numbering 3. Click Define New Bullet



4. Select a new bullet from Characters or Pictures

5. Click Insert

Returntothepresentation1. Click the Slide Master tab in the

ribbon 2. Click Close Slide Master You can also click Close Master on the yellow notification above the slide window.

Diagrams, Graphics and Charts

Create a diagram Exercise 3.

1. Go to Slide 2 The aim is to produce a diagram similar to that on the right.

Collecttheresources• Search and download an image for

“Spices and Herbs” and “Belladonna plant” from images.google.com.au

• Ensure you downloaded person1.png and person2.png from the Ask I.T. website as mentioned on page 3.

Formatandaligntheimages

2. Click Picture > Picture from file on the Home tab of the Ribbon to insert the Spices and Belladonna plant images

Alternatively, simply copy and paste each image directly from the Internet. Do the following for each web image: 3. Select the image 4. Click the Format Picture contextual

tab 5. Apply the Oval Style



6. Open Border tool in the Picture Styles group

7. Adjust the border weight to be 1 point or less thick and Black

8. Use the Alignment Guides to make

the images the same size The guides are activated by object proximity 9. Align the images vertically leaving

space in between for Word Art Alternatively, place the images one above the other:

• Hold command to select multiple images

• On the Format Picture tab use the Align tools to align your images

Insertandformatanovalshapedborder1. Click Shape > Basic Shape > Oval on

the Home tab 2. Draw a large oval across the page

partly covering both placed images 3. Rotate the image using the green

Rotate Handle above the shape 4. Click the Format Contextual tab 5. Set Fill > No Fill 6. Select Border > Border Effects In the popup: 7. Select the Gradient tab 8. Set Style to Radial 9. Use 3 colours in Colour and

Transparency Use the Add and Delete Color buttons and drag the sliders to shift the colours

10. Click OK Put the shape behind the images: 11. Right-click > Arrange > Send to back

Insertandformattext



1. Click Text > WordArt on the Home tab 2. Type “PowerPoint” 3. Use the Format contextual tab to

format the text • Pick a raised style • Orange Fill • Red Border

4. Add a textbox and type: “Add Spice, not Belladonna.”

5. Locate and size the text appropriately

Insertandplacethepeople1. Insert and place person1.png and

person2.png 2. Use Crop on the Format Picture

contextual tab to remove unnecessary whitespace

Note: the people images were created in PowerPoint using shapes and applying 3D effects. Try experimenting to achieve similar results.

SmartArt Graphics Exercise 4.

ConverttexttoSmartArt1. Go to Slide 3 2. Select the content placeholder 3. Click the SmartArt tab 4. Choose the Relationship category and

choose Diverging Radial

AdjustyourSmartArt

The crosses indicate information, which is not displayed. This could be because there aren’t enough shapes in the SmartArt, or because the information is structured incorrectly. 1. Open the SmartArt text editor 2. Use the SmartArt text tools to indent,

add to and reorganise the bullets 3. On the diagram move and resize objects

as necessary



Paste a Chart Exercise 5.

Toaddachartfromanotherapplication

1. Insert a new Title and Content slide 2. Enter title “Pasted Chart”

3. Open Excel file “Books Borrowed” Instructions for these files on page 3. 4. Select and copy the Chart on the

spread sheet

5. Return to PowerPoint 6. Right click on the content placeholder

border 7. Click Paste If pasting onto the border, the chart object will replace the content box.

Presentation Tips There are different things you can try with your presentation. These include Hiding Slides so they don’t appear in your presentation and darkening the screen during a presentation,

Hide a slide Exercise 6.

1. Right click on your chart slide in the film strip

2. Select Hide Slide The slide will be greyed out and marked as hidden in the filmstrip. It will not be viewable during the presentation, except via hyperlink etc.

Darkenthescreenduringapresentation• During a presentation, press “B” or “W” on

the keyboard for a Black or White Screen

For other keyboard options during a presentation click “?” on the keyboard while viewing your show



Hyperlinks You can quickly and easily link to slides within the presentation or to websites. This will provide a more flexible presentation. Links are only active when viewing your show in Slideshow mode.

Add a Linked Summary Slide Exercise 7.

Toaddasummaryslide1. Insert a new Title & Content slide 2. Enter summary points

Tohyperlinkyoursummaryslide1. Highlight text to link or select an

object 2. Right click Hyperlink… or

command ⌘ + K You can also insert a hyperlink via the Insert menu > Hyperlink

LinktoaslidewithinthepresentationIn the popup:

1. Select the Document tab 2. Click Locate… 3. Click the Arrow to expand the list of

Slide Titles 4. Select the destination slide 5. Press OK x 2

LinktoawebpageAfter opening the hyperlink window:

1. Type or paste a URL into the Link field e.g. http://mac.microsoft.com

2. Click OK Note: at UQ you maybe required to sign into UQ Internet Traffic Management to access external websites. Do this before you begin your presentation to prevent disruption.

TousethelinksView your presentation from the beginning or from the current slide

TohavealinkoneverypagePerform the link in the slide master. To edit the link, return to the slide master.



Animation and Transition Animations allow objects to move, change, disappear or move around on your slides. Transitions are a short animation between slides.

Building and Reordering Animations Exercise 8.This example constructs an animation in which the previous bullet point fades as a new point appears on screen. This animation helps control the flow of a presentation.

ApplytheanimationsGo to Slide 6

1. Select the content placeholder border 2. Click the Animations tab 3. Apply the Fade Entrance Effect The entrance effect will be applied to all bullets in the placeholder. They will now appear on mouse click during the presentation.

1. Select the placeholder again 2. Apply the Font Colour emphasis

effect You will note the effects applied and then number of required mouse clicks beside the slide bullet point

OpentheCustomAnimationToolboxtabClick Reorder on the Animations tab

This opens the Toolbox on the Custom Animations tab.

Understanding animations Each animated action will have an animation listing in the Custom Animation tab of the Toolbox. If you animate a placeholder, each text point will generate an animation listing.

The icons indicate the animation type: Entry, Emphasis, Exit or Motion Path The numbers indicate the mouse click order for animations to be executed. Animations can be changed to occur after or at the same time as a previous click or timed event. Drag and drop animations to change the order in which they are executed.



ChangethefadecolourThe emphasis effect should fade the bullet points to an unobtrusive colour 1. Select the Emphasis Animation

placeholder listing It will have an arrow to expand or collapse the emphasis animations 2. Go to the Effect Options section of

the Toolbox and change the colour property to a new colour

3. Go to the Timing section of the Toolbox

4. Change the Start field to After Previous

These changes will be applied to all emphasis elements of that animation summary

ReordertheanimationAnimations will occur in the order that they were applied in unless reordered. 1. Expand the animations by clicking the

Arrows 2. Select the first Enhancement

animation with an animation mouse click number

3. Drag and drop the animation over the 2nd Entrance animation

You could also use the Up and Down reorder arrows. 4. Select the next emphasis animation

and drop it on the 3rd Entrance animation

5. Repeat this for all but the last entrance animation

6. Remove the last emphasis animation After the last slide point is discussed, the presentation should usually continue without delay to the next slide.

TestyouranimationPeriodically test your animation by playing your presentation from the current slide. Correct any mistakes as necessary by further reordering or updating of animations.



Add a Slideshow transition Exercise 9.Transitions, an animation between slides, can be a subtle alternative to applying animation to presentation text and objects. For consistency consider applying the same transition to all slides. Office 2011 offers some interesting 3D transitions, be mindful these are not compatible with earlier version of PowerPoint.

Toapplyatransitiontoapresentation1. Click the Transitions tab 2. Select a transition

3. Click Effect Options for basic customisations

4. Click All Slides to apply the transition throughout the presentation

ViewSlideshowtochecktransitions1. Press function key F5 2. Advance to next slide



Media Options Restrict the use of media to movies and sounds that provide maximum impact and benefit to the audience.

Movie clips Movies are desktop video files with formats such as AVI or MPEG and file extensions such as .avi, .mov, .mpg, and .mpeg. For compatible media file types, refer to http://mac.microsoft.com In office 2011, movies can be embedded in the presentation or linked to an external file. The trade off is convenience vs. file size. Previous versions of office only support linked movie. When you insert a linked movie file, PowerPoint creates a link to the movie file's current location. If you move the movie file to a different location, PowerPoint cannot locate it when you want the file to play. It is a good practice to copy the movies into the same folder as your presentation before you insert the movies. There are several ways you can start the movie: have it play automatically when the slide is displayed, play when clicked, or create a timed delay.

Add a movie clip Exercise 10.

1. Create a new Title Only slide 2. Type the title: “Movies” 3. On the Home tab click Media >

Movie from file… 4. Locate the movie file

UQRainyDay.mov downloaded from the Ask I.T. website

If you wish to link to the external movie: click Link to file 5. Click Insert

Editthemovieclip1. Select the movie clip 2. Click the Format Movie contextual

tab

To alter play behaviour: 1. Ensure the movie starts On Click 2. In the Playback Options select Play

Full Screen



To resize the movie: 1. Hold the Shift key This ensures that the movie will maintain its proportions. 2. Position the mouse cursor at one of

the corners and click and drag to enlarge or shrink the movie

To style the movie frame: • Apply a movie style and adjust the

border or effects



Sound clips Before using sound, consider whether the venue has sound capabilities and whether its use will enhance the presentation in a seamless way.

When you insert audio on a slide, an icon that represents the sound file appears. The sound can play on chick, automatically or as part of an animated sequence. You can also play music from a CD or add narration to your presentation. Compatible audio file types can be viewed at: http://mac.microsoft.com. Like Movies, Office 2011 allows you to embed sound files in the presentation, or link them to the external file. When you insert a linked sound file, PowerPoint creates a link to the sound file's current location. If you later move the sound file to a different location, PowerPoint cannot locate it when you want the file to play.

Add a sound clip Exercise 11.

1. Ensure you have downloaded a sound clip from the Ask I.T. as mentioned on page 3.

2. Select a slide without animation or media content

3. On the Home tab click Media > Audio from File…

4. Locate the audio file. If you wish to link it to an external file rather than embed it, click Link to file. 5. Click Insert

6. Select the sound icon 7. Click the Format Audio contextual tab

• Click the Playback Options and click Hide Icon During Show



Play sound over multiple slides Exercise 12. Insert the sound as described previously and either: Select the Format Audio contextual tab

1. Click Start and choose play across slides This will create a custom animation 2. Click the Toolbox icon in the Standard

Toolbar to open the Custom Animations OR Select the Animations tab

1. In emphasis animations select the Play media animation

2. Click Reorder to open the Custom Animations tab of the Toolbox

NEXT: In the Toolbox:

3. Select the sound animation 4. In the Media Options tab enter the

number of slides Note: Sounds can be animated and reordered in the same way as text or an image.

ViewSlideshow

1. Press function key F5 Note: the movie and sound clip will start

2. Advance to next slide Note: The sound will continue to the next slide.

3. Press ESC to end show

Add a sound to an animation effect Exercise 13.

1. Go to Slide 6 Or which ever slide you used to complete Building and Reordering Animations from page 10 2. Click the placeholder containing

animations and ensure the Toolbox (custom animations) is open



Applythesoundeffect1. Select an animation To apply a sound to each bullet point (not recommended) select the Placeholder Summary Animation instead. (The animation with an arrow beside it). 2. Go to the Effect Options tab of the

Toolbox and open the Sound drop down 3. Select a stock sound Alternatively, scroll to the bottom of the stock sounds and select Other Sound… to insert a sound from file.

Add a sound to a transition Exercise 14.When you move from slide to slide you can alert your audience by adding a sound effect to the slide transition.

1. Click on Transitions tab 2. Click the Transition Sound button 3. Select Chime 4. Click on Apply to All Slides

View the slideshow to test your animations



Publishing and Printing Click the File Menu > Print You can modify the printed output of the presentation by choosing what to Print:

• Slides • Handouts • Notes

OR • Outline

Publishing Options Exercise 15.The package to CD feature is different from on windows. There is no free viewer tool, so you will be required to have PowerPoint to deliver a presentation.

PublishasamovieIt is possible to publish your slideshow as a movie file (.mov). The movie could be used as a cycling presentation on a computer without a PowerPoint. You would have to set slide timings for this to work effectively. File Menu > Save as Movie…

AskIT PowerPoint 2011 Level2

Documents

file menu

linked summary slide

custom animations tab

themes tab 2

home tab 2

custom animations

animation effect

publishing options