PowerPoint Tips v5.PPT PowerPoint Tips for CERT Instructors Paul Lufkin Palo Alto Fire Department.

PowerPoint Tips v5.PPT

PowerPoint Tips for CERT Instructors

Paul Lufkin

Palo Alto Fire Department

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Why PowerPoint?

De facto standard for presentations Basic CERT slides from FEMA are in PowerPoint

FEMA slides need to be localized & customized

PowerPoint is a powerful tool if you know a little about how it works

PowerPoint® is a registered trademark of Microsoft

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Controlling Your Slides’ “Look”

PowerPoint has several mechanisms for controlling the “look and feel” of a presentation Design Templates Masters Slide Layouts

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Design Templates

Design templates contain color schemes, slide and title masters with custom formatting

Changing the design template replaces the slide master, title master, and color scheme of the original

After you apply a design template, each slide you add has the same look *

Tip: Create a “look” then save as a templateFile, Save As…, Save as type: Design Template

* PowerPoint 2002 and later allow multiple designs in single presentation!

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Masters

Slide master controls the format and placement of the titles and text you type on slides

Title master controls the format of the title slide Masters also hold background items, such as

graphics you want to appear on every slide Any change you make to a slide master is

reflected on each slide in the set You can change any individual slide to look

different from the master

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Slide Master

Tip: Change the location & color of the page number on the Slide Master via View, Master, Slide Master

Placeholders

Page Number Placeholder

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Slide Layouts

PowerPoint comes with 24 pre-designed slide layouts. For example: Most commonly used: layout that has

placeholders for a title and bulleted text Another has placeholders for a title and clip art

The title and text placeholders follow the formatting of the slide master

Tip: After pasting text from Word, re-apply the slide layout to fix font and font size Format, Slide Layout, Reapply

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Headers, Footers & Page Numbers

To turn on or modify Footer or Page Numbers Select View, Headers & Footer…

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Outline Bulleted Lists

Slide layout is “outline bulleted list” Bullets and fonts change on sub-topics

• Like this…

– …and like this

Tip: Turn bullets off to create a subheading

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Numbered Lists

1. New feature in PowerPoint 2000 Will get “interesting” results if played back on

PC with PowerPoint ’97

2. Select from Toolbar

Tip: Right click in tool bar area to select additional tool bars. Numbering is in Formatting toolbar

Numbered Lists

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Clip Art and Pictures

Inserting Clip Art & Pictures Search for clip art by topic keyword

• May need “custom installation”

• Default install doesn’t put clip art on PC Web sites with topic search also available

Tip: Connect to Microsoft’s free Web site: Insert, Picture, Clips Online

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Inserting Pictures

Scale large digital photos outside of PowerPoint Use Adobe Photoshop or Paint Shop Pro

Don’t “drag and drop” pictures into slides Makes resulting files much larger

Tip: Insert pictures via: Insert, Picture, From File…

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Notes Pages

Use to add reminders and supplemental information for instructors

Print by selecting Print what: Notes Pages from Print control panel

Tip: To make them more readable, format Notes text to be 14 points or larger

Tip: Switch to notes page view (View, Notes Page), to draw or add a picture to Notes

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Handouts

6 Slides per Page Saves paper, but hard to read

3 Slides per Page Same slide size as 6-up Room for notes

2 Slides per Page Easier to read Less efficient use of paper Better for reference materials

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Handout Examples

6 Slides/Page 3 Slides/Page 2 Slides/Page

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Handouts Without Backgrounds

Tip: Disable printing of slide backgroundsSelect File, Print,Check Grayscale

Grayscale checkbox

2 Slides/Page without

Background

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Handouts: Preview

Preview how handouts will look in black & white before printing and duplication PowerPoint’s conversion from color to gray-

scale can sometimes be surprising

Tip: Select View, Black and White or click on toolbar

Grayscale Preview

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PowerPoint Do’s…

Use meaningful titles Use readable size text

Tip: Set properties via File,Properties Summary tab

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…and PowerPoint Don’ts

Avoid “fly-in’s”

…from every direction

…that seen to come

Moderation is the key when using animation and sound effects

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Disabling Animation

When given an “exuberant” PowerPoint presentations, you can temporarily disable the animation effects

Tip: Select Slide Show, Set Up Show…, Check Show without animation

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Importing Outlines From Word

Create a presentation by importing an outline from Word

Tip: In Word, open the document, select File, Send To, Microsoft PowerPoint

Insert an outline into an existing presentation

Tip: In PowerPoint select Insert, Slides from Outline

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PowerPoint Resources: Books

Beginning to Intermediate

How to Do Everything with PowerPoint

Ellen Finkelstein, 433 pages, McGraw-Hill Osborne Media, March 26, 2002, ISBN: 0072223979,$24.99 (Amazon)

Advanced

PowerPoint Advanced Presentation Techniques

Faithe Wempen, 600 pages, John Wiley & Sons, July 5, 2004, ISBN: 0764568817, $27.19 (Amazon)

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PowerPoint Resources: Web

Microsoft PowerPoint Homepage http://office.microsoft.com/home/office.aspx?

assetid=FX01085797 Indezine

http://www.indezine.com• PowerPoint Links• Techniques And Tutorials

Insert and Play Movies in PowerPoint 97/2000 Presentations http://office.microsoft.com/assistance/preview.aspx?

AssetID=HA010551891033&CTT=6&Origin=EC010553071033

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Questions?

Paul Lufkin

[email protected]

(650) 494-1316