Transcript Creating Effective Presentations Using MS PowerPoint 97

Creating Effective Presentations
Using MS PowerPoint 97
A staff development day workshop
November 5, 1999
Nicholas Duchon
11/4/1999
Creating Effective PPt Presentations
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Overview
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Creating an instant presentation
Posting a presentation to the web
Design guidelines
More PowerPoint Features
Fun and games: graphics, animation and
multimedia
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Instant Presentation
• Open PowerPoint
• “Blank Presentation”
• Select AutoLayout
– First page as title
• Add slides (about 5)
– Insert  New Slide (or ctrl-M, or on toolbar)
– Layout as you wish
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Saving a Presentation
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File  Save As …
Select a good folder
Give the file a good name
<Embed TrueType> (check box)
– if presentation will be viewed on some other
computer
• <save>
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Posting Presentation to Web
• Save presentation in HTML
– GIF - simplest
– JPEG - compressible
– PPT - active but requires plug-in, see end
• Send presentation to server
– nova.umuc.edu or polaris.umuc.edu or ?
• Connect to presentation
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Saving as HTML - 1
• File  Save as HTML  (use wizard)
• Steps in the Wizard:
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Start: <next>
Layout selection: <new>  <next>
Page style: <standard>  <next>
Graphic type: <gif>  <next>
Resolution: <640 x 480>  <next>
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Saving as HTML - 2
– Information page: (fill out as desired, e-mail a
good idea)  <next>
– Colors: (as you wish)  <next>
– Button style: (as you wish)  <next>
– Layout: (as you wish)  <next>
– Create in folder: (select one)  <next>
– End: (if all OK): <finish>
• or use <back> to edit some selections
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Viewing HTML Presentation
• Use Netscape or InternetExplorer to view
presentation
• Start in folder just created
• File: “index.htm”
• Check for “look and feel”
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Posting to Web - Outline
• FTP files to nova or polaris account
– Install WSFTP (See end) or similar ftp tool
– Use mkdir to create a good directory
– Select all files and send files to server
• Set permissions
– ~duchon/www: other: execute
– ~duchon/www/stuff: other: read & execute
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Connect to Presentation
• Create link on regular home page
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Default: nova.umuc.edu/~duchon/index.html
In directory /~duchon/www
To: sample/index.htm (relative addressing)
Notes:
• Use your account name instead of “duchon”
• Use your presentation directory instead of “sample”
• View presentation
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Design Guidelines
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Have a purpose and audience
Balance
Tempo
Slides
– Slide-to-slide consistency
• Fonts
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Good Presentations
• Know your audience
• Backup plans
• Hardware
– Consider size of audience
• Time for pauses, feedback, questions
• Use handouts effectively
• Make sure audience listens, not reads
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Good Slides
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Single idea per slide
Do not clutter slides
Do not read slides
Use color and graphics wisely
– Do not detract or distract from point
• Repeat features as guide to audience
– Use slide masters
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Font Guidelines - 1
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Use few fonts & use them consistently
Use serif and sans-serif wisely
Avoid fancy fonts
Use readable font sizes
Choose colors that work well together
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Font Guidelines - 2
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Use upper case with restraint
Don’t place text at an angle
OK to use drop shadows (?)
Use appropriate alignment settings
Limit use of italics and underline
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Giddy Fonts
• Too many fonts
• Serif vs Sans Serif
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Too small (10 point)
• Cool Colors
• TOO MUCH!
• Drop Shadows (?)
• Alignment
• Another
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• This is really too much
• Underlines can be
extreme
• Beyond the pale with
shadows
Creating Effective PPt Presentations
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More PowerPoint Features
• Starting
• Views
– Slide show controls
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Moving among slides
Reordering
Inserting objects
Handouts
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Starting PowerPoint
• At startup time
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AutoContent Wizard
Template
Blank Presentation
Open existing
presentation
• Already running:
• File  New  (Select
from choices:)
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General
Presentation Designs
Presentations
Web Pages
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Views in PowerPoint
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Slide
Outline
Slide Sorter
Notes
Master
Miniature
Speaker notes
Comments
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• Slide show
– Start with “view 
slide show” or control
button on lower left
– Navigation:
• Right mouse button
• Left mouse button
• Keys - esc, pg up, pg
down
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Slide Show Control
• Starting
– View  Slide Show
– Icon at lower left
• Controlling
Does this slide
look better
than the
previous one?
– Right mouse button
– Left mouse button
– Keys: <esc>, <PgUp>, <PgDn>
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Moving Among Slides
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Scroll bar on right side
Slide sorter view
Keys: <PgUp>, <PgDn>
Outline view (double click)
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Reordering Slides
• In slide sorter view
– Grab and move using mouse
• In outline view
– Also grab and move
– Use collapse/expand entries
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Inserting Objects
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Next??
Clip art and images - see next section
Drawings
Charts
Tables
Organization charts
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Text and Chart
• This is how to add a
chart
• Double click chart to
modify:
– Data
– Look
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East
West
North
1st 2nd 3rd 4th
Qtr Qtr Qtr Qtr
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Tables
Name
Title
Children
House
Jane
Locator
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Yes
111-1111
Joe
Finder
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No
222-2222
Jeff
Bagger
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Yes
333-3333
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Phone
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Organization Chart
Disney
Creator
Snow White
Assistant
Doc
Doc
Sneezy
Explosives
Dopey
Observer
Smiley
Spy Catcher
Jane
Cleaner
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Joe
Wiper
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Handouts
• File  Print ...
• Choices:
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Slides
Handouts - 2, 3 or 6 per page
Notes pages
Outline view
• Each choice has its own master
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Fun and Games
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Getting graphics from web pages
Animation effects
Master slides & backgrounds
Linking
Multimedia
Help
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Graphics from the Web
• Able to use any image from a web page
– Copyright issues - may not be legal
• Save as appropriate file
• Insert using:
– Insert  Picture  From File ...
– Resize as desired
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Animations Effects
• Select object
• Slide show 
Custom animation 
– Timing
– Effects
– Chart effects - for
charts on page
– Play settings
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East
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1st 2nd 3rd 4th
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Master Slides and Backgrounds
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• Fields:
Title
Slide
Handout
Notes
• Handout types:
– 2, 3 or 6 slides per page
– Outline
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Title
Text or subtitle
Date/time
Footer
Slide number
Header area on
handouts
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Linking
• Hyperlinks
– Insertion
– Action settings
– Buttons
• To internet or presentation pages
• OLE - object linking and embedding
– Stuff from other applications
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Multimedia
• Video
– AVI and QuickTime formats
• Audio clips
– Wave and MIDI formats
• Editing and mode selection, compression
• Audio synched to presentation
• Variety of control options
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Help
• Paper-Clip help
– Type a question or some key words
• Contents and Index
• Web help
• About
– Copyrights, licenses, system info
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Conclusion
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PowerPoint is powerful
Have fun exploring it
Can post to web easily
Good slides contribute to a good
presentation
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Useful Resources
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http://www.presentations.com
http://www.dale-carnegie.com
http://www.bitbetter.com
http://www.microsoft.com/education/tutorial
http://info.umuc.edu/ugp/resources
http://duchon.umuc.edu
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WSFTP
• Download from
– www.ipswitch.com/support/ws_ftp_le_support.html
• Install & Configure
• Use:
– Copy files
– Set permissions
• select files  right mouse click  chmod  set
permissions  click <ok>
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PPT Plug-in
• http://officeupdate.microsoft.com/downloadDetails/axplayer.htm
• Download plug-in & install
• Allows the user to see the PPT version of
your presentation in Netscape/IE
• The user will see the presentation animated
• Without this, the viewer will nothing of the
PPT version
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