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EFFECTIVE USE OF POWERPOINT AS A PRESENTATION TOOL. Castro, Rancie SY1219
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EFFECTIVE USE OF POWERPOINT AS A

PRESENTATION TOOL.

Castro, RancieSY1219

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http://eglobiotraining.com/

What is PowerPoint ?

PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools- all designed to be easy to use and learn. The following gives you a quick overview of what you can do in PowerPoint: When you create a presentation using PowerPoint, the presentation is made up of a series of slides. The slides that you create using PowerPoint can also be presented as overhead transparencies or 35mm slides.

In addition to slides, you can print audience handouts, outlines, and speaker's notes.

You can format all the slides in a presentation using the powerful Slide Master which will be covered in the tutorial.

You can keep your entire presentation in a single file- all your slides, speaker's notes, and audience handouts.

You can import what you have created in other Microsoft products, such as Word and Excel into any of your slides.

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PowerPoint is one of the simplest computer programs to learn. It is the number 1 program used worldwide for presentations. Anyone can create stunning presentations that look like they were designed by a professional.

PowerPoint presentations can be made into photo albums, complete with music or narrations, to distribute on CDs or DVDs. If you are in the sales field, it involves just a few simple clicks to add an illustrative chart of data or an organizational chart of your company's structure. Make your presentation into a web page for emailing purposes or as a promotion displayed on your company's website.

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Before You Create a PowerPoint Presentation

Before getting all caught up in the gee-whiz features of PowerPoint, remember that the purpose of a presentation is to present information — not overwhelm the audience with a demonstration of all the software bells and whistles. In that respect, using PowerPoint is similar to using a page layout program. The software is merely a tool. Avoid the typical pitfalls of PowerPoint presentations with purpose, simplicity, and consistency.

1. Match Design to PurposeDecide if your presentation is meant to entertain, inform,

persuade, or sell. Is a light-hearted or a more formal approach most appropriate to the subject and your audience? Keep colors, clip art, and templates consistent with your main objective.

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2. Keep It SimpleAs with any design, cut the clutter. Two font

families is a good rule of thumb. No more than one graphic image or chart per slide is another good rule (excluding any corporate logo or other recurring element in the design).3. Be Consistent

Use the same colors and fonts throughout. Select graphic images in the same style. Templates go a long way toward helping to maintain consistency.

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The 10 Most Common PowerPoint 2010 Terms 1. Slide - Slide Show

Each page of a PowerPoint presentation is called a slide. The default orientation of the slide is in landscape layout, which means that the slide is 11" wide by 8 1/2" tall. Text, graphics and/or pictures are added to the slide to enhance its appeal.

2. RibbonThe ribbon, first introduced in PowerPoint 2007, is the strip

of buttons across the top of the main window, and it replaces the toolbar in earlier versions of PowerPoint. Here on the ribbon you will find access to anything the program has to offer. You no longer have to hunt endlessly through many menus and sub menus to find the command you want. Commands are located in logical places now, unlike in earlier versions of all things Microsoft.

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3. Contextual Menus and TabsContextual Menus or Contextual Tabs were

introduced in PowerPoint 2007. Instead of scrolling through the longer menus as in previous versions of PowerPoint, once a topic is accessed, the ribbon changes to objects pertaining to that option.

For example - After choosing to insert a picture from the Insert tab of the ribbon, the ribbon changes to show more graphical options that can pertain to this picture. Several style layouts are shown, but more options can be seen by clicking the arrow to the right of the layouts. This expands the selection choice. In many cases, you will see a preview of your choice. It is not necessary to apply the selection first.

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4. Slide Layouts - Slide Types

The terms slide type or slide layout can be used interchangeably. There are several different types of slides / slide layouts in PowerPoint. Depending on the type of presentation you are creating, you may use several different slide layouts or just keep repeating the same few.

Slide types or layouts include - title slides title and content slides comparison slides picture with caption slides

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5. Slide Views Normal View - is also commonly known as Slide View. It is the main

working window in the presentation. The slide is shown full size on the screen.

Outline View - shows all the text of all slides, in a list on the left of the PowerPoint screen. No graphics are shown in this view. Outline View is useful for editing purposes and can be exported out as a Word document to use as a summary handout.

Slide Sorter View - is a window in PowerPoint that displays thumbnail versions of all your slides, arranged in horizontal rows. This view is useful to make global changes to several slides at one time. Rearranging or deleting slides is easy to do in Slide Sorter view.

Reading View - is similar to slide show view. The difference between the two views is that while slide show view takes over the whole screen, the slide in reading view is also shown in full screen, but you will also see the PowerPoint title band at the top of the screen and the PowerPoint status bar and the Windows task bar displayed at the bottom of the screen. The ribbon and the slides/outline pane are no longer visible.

Notes Pages - shows a smaller version of a slide with an area below for notes. Each slide is created on its own notes page. The speaker can print these pages out to use as a reference while making his presentation. The notes do not show on the screen during the presentation.

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6. Design Theme

Think of a design theme as a coordinated packaged deal. When you decorate a room, you use colors and patterns that all work together. A design theme acts in much the same way. It is created so that even though different slide types can have different layouts and graphics, the whole presentation goes together as an attractive package. The background color / images and fonts are all coordinated to achieve a cohesive look.

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7. Transition or Slide TransitionSlide transitions are the visual movements as

one slide changes to another.

8. Animation or Custom Animation

In Microsoft PowerPoint, animations are visual effects applied to individual items on the slide such as graphics, titles or bullet points, rather than to the slide itself.

Preset visual effects can be applied to paragraphs, bulleted items and titles from a variety of animation groupings, namely Subtle, Moderate and Exciting.

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9. Animation PainterThe Animation Painter is new to PowerPoint

2010. It is a tool that works similarly to the Format Painter, which has been part of any Office product for many years.

The Animation Painter will copy all the animation features of an object to: another object, another slide, multiple slides or to another presentation. This is a real time-saver as you do not have to add all these animation properties separately to each object. The added bonus is many fewer mouse clicks. 

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10. Slide MasterThe default design template when starting a

PowerPoint presentation, is a plain, white slide. This plain, white slide is the Slide Master. All slides in a presentation are created using the fonts, colors and graphics in the Slide Master. Each new slide that you create takes on these aspects.

Each design theme has a number of different slide masters, unlike some earlier versions, which contained only an additional Title Master. Another nice feature of slide masters in PowerPoint 2010 is that you can create your own text placeholders. This was not possible in version 2003 and earlier.

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Use Keyboard Shortcuts to Speed Up PowerPoint Presentations

How to Use the Keyboard Shortcut List When the instructions show the keystroke combination Ctrl + C for

example, it means to hold down the Ctrl key and then press the letter C, holding both at the same time. The plus sign (+) indicates that you need both of these two keys. You do not press the + key on the keyboard.

Letter case does not matter when using shortcut keys. You can use either capital letters or lower case letters. Both will work.

Certain key combinations are specific to PowerPoint, such as the F5 key playing a slide show. Many other shortcut combinations however, such as Ctrl + C or Ctrl + Z are common to a number of programs. Once you know these common ones, you will be surprised at how often you can use them.

Here are just a few examples of shortcuts that can be used for most programs Copy Paste Cut Save Undo Select All

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The Most Commonly Used Keyboard Shortcuts

Ctrl + A - Select all items on the page or the active text boxCtrl + C - CopyCtrl + P - Opens the Print dialog boxCtrl + S - SaveCtrl + V - PasteCtrl + X - CutCtrl + Z - Undo last changeF5 - View the complete slide showShift + F5 - View the slide show from the current slide forward.Shift + Ctrl + Home - Selects all text from the cursor to the start of the active text boxShift + Ctrl + End - Selects all text from the cursor to the end of the active text boxSpacebar or Click the mouse - Move to next slide or next animationS - Stop the show. Press S again to restart the showEsc- End the slide show

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Alphabetical List of letter keys that can be used with the Ctrl key as a keyboard shortcut to common tasks in PowerPoint.

Ctrl + A - Select all items on the page or the active text boxCtrl + B - Applies bold to the selected textCtrl + C - CopyCtrl + D - Duplicates the selected objectCtrl + F - Opens the Find dialog boxCtrl + G - Opens the Grids and Guides dialog boxCtrl + H - Opens the Replace dialog boxCtrl + I - Applies Italics to the selected textCtrl + M - Inserts a new slideCtrl + N - Opens a new blank presentationCtrl + O - Opens the Open dialog boxCtrl + P - Opens the Print dialog boxCtrl + S - SaveCtrl + T - Opens the Font dialog boxCtrl + U - Applies Underlining to the selected textCtrl + V - PasteCtrl + W - Closes the presentationCtrl + X - CutCtrl + Y - Repeats the last command enteredCtrl + Z - Undo last change

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Other keyboard shortcuts using the CTRL Key

Ctrl + F6 - Switch from one open PowerPoint presentation to another• See also Alt + Tab Fast Switching for WindowsCtrl + Delete - Removes the word to the right of the cursorCtrl + Backspace - Removes the word to the left of the cursorCtrl + Home- Moves cursor to the beginning of the presentationCtrl + End - Moves cursor to the end of the presentation

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Advantages Of PowerPoint

Can easily input images Templates are built in for different

appearances Can add notes pages Can easily add media and recordings More exciting than a simple word

document or hand written presentation Master slides make presentations

consistent

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Disadvantages Of PowerPoint

Some features such as animations and backgrounds can distract the audience from the actual information in the presentation

File size can become quite large on medium to large presentations

Some of the features can be quite complicated to use and even the simple features require some getting used to

When at work, you cant rely on someone else's computer or laptop to run your presentation, there are too many software conflicts and disk space barriers.

Takes quite a bit of time to create a complete presentation

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Respectfully Submitted to: Prof. Erwin Globio

MSIT

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