PowerPoint 2010 Tips & Techniques IT-Academic Technology Services IT-Client Support & Services University of Delaware

Session Goals Define presentation elements: i.e. hyperlinks. Review basic concepts. Introduce tools to enhance presentations. Hands-on session includes practical application. Note: This presentation has two purposes: (1) a presenter-guided overview and (2) a self-paced review file for attendees. The amount of content on some slides is more than typically recommended in a PowerPoint presentation. Tip about internal hyperlinks: titles containing commas will not link properly; that is why “…” replace the standard commas in the slide titled “Sounds…Movies…Narration.”

Clarity Simplicity Brevity Engagement Content Clarity Know the message. A single mission that can be stated in a simple focused sentence. Simplicity Simple text and images support the story without distracting from the presenter. Brevity “Never use two words when one will do.” – Thomas Jefferson Engagement The message must have meaning to your audience. Clarity Simplicity Brevity Engagement Note: (1) the use of animation to simplify the message, (2) the difference between a placeholder and overlaying textbox, (3) show how this slide would appear if printed in Outline format.

Slide Layout Home ribbon Slides group => Layout Title Title and content Placeholders vs. Textboxes Placeholder: non-printing insertion guide for content included in most slide layouts Textbox: movable, resizable container for text or graphics added to individual slides Activity: Change this slide’s layout to Title slide layout. Note: position, fonts and formatting changes but content remains the same.

Choose a Theme Design Ribbon => Themes Select a theme. Edit the color palette, font group, and effect to shapes as desired. Design => Background group => Background Styles. See options related to the chosen theme Office of Communications and Marketing PowerPoint Templates: www.udel.edu/ocm Save the current theme. (2) Mouse over preloaded themes and apply a new one; select a new color palette; select a new font set.

Images, Smart Art and Charts Insert ribbon Images group: Picture: your pictures Clip Art: Microsoft-provided media Screenshot: captures images Photo Album: collection of images from a single folder. Illustrations* group: Shapes: lines, rectangles, arrows, callout boxes, etc. Smart Art: list, process, hierarchy, matrix, relationship. Chart: column, line, pie, bar, and more. * Illustrations update to match current theme styles. Images can be as important as text when telling your story. (1) Add a new slide and insert three objects.

Printing Hand-outs File menu => Print Settings (to print directly from PowerPoint) Determine the best layout for you Slides Outline Hand-outs Notes Save & Send Create Handouts (sends information to Word for additional formatting flexibility) Only text that appears in Placeholders (not in Textboxes) will appear in the Outline view of the hand-out.

Animations movement added to individual elements Animations ribbon => Animations group Text box:1st level paragraphs => introduce speaking points Custom Animation to draw attention to specific elements, i.e. image entrance, emphasis, or exit Minimal use of animations can accent, not distract, from your presentation. (1) Use Custom Animation to apply entrance, emphasis and exit actions to the text boxes on this slide.

Transitions the effect as slides are advanced Animations => Transition Add to a single slide or apply to all. Animations ribbon => Transition to this Slide => Advance Slide “On Mouse Click” gives presenter full control. For more advanced presenters: Consider setting the slide to advance automatically AND on mouse click. Tip: Consider using a single, subtle transition throughout your presentation. (1) Select a transition and apply it to all slides.

Advance Manually vs. Recorded Timings Slide Show ribbon => Set Up group => Rehearse Timings allow the pace of the presentation to be saved. An ideal method for presentations that will advance automatically, i.e., at a kiosk. Uncheck the “Use Timings” checkbox if content is delivered by a presenter. On Mouse Click is the common method used during speaker presentations. Tip: When recording timing, consider the pace for someone who has never viewed the material. Recorded timing will override pre-timed animations. Activity: Find the locations on the Animations and Slide Show ribbons to control slide advancement.

Sounds…Movies…Narration Insert ribbon => Media group => Video or Audio Short videos or sound clips can support your message. Slide Show ribbon => Record slide Show Capture narrations or add a relevant testimonial. Tip: consider narrating silent videos, inserting testimonials, or provide some visual interest if only using audio. Note that previous versions of Powerpoint created links to large. Because it was not embedded, part of the Powerpoint file, the external media had to be taken to the presentation as well. In Office 2010, media files are automatically embedded and there is an option to save your entire presentation as a .wmv movie file at the end.

These directions are only necessary for those using pre-2010 versions of Powerpoint Packaging Your Presentation Images and sounds are usually embedded within the file. Music, narrations and videos are more often external files. Keep files in a single folder for transportation on a USB/thumb drive. Office Button => Publish => Package for a CD ensures that all necessary presentation files and a PowerPoint player are copied into a single place for deployment: a CD, shared drive, or folder. Tip: Prepare your final content in more than one form in case of technical difficulty. (1) Practice the Publish to CD technique (2) At the end of the session, close PowerPoint and move the entire folder to a USB key.

Hyperlinks and Additional Resources Online Tutorials www.microsoft.com Select: Office => Office Online Training and Demos Type search keywords: “interactive reference guide” to find Flash demonstrations that illustrate tool locations in the new version. Or, select any Office product in the “Browse by program” section in the middle of the page. Direct link to: PowerPoint 2007 Training. IT-Support Center: consult@udel.edu or 831-6000 Tip: Include “next steps” ideas. (1) Hyperlink: short url shown on slide (www.microsoft.com), long hyperlink hidden behind related text (PowerPoint 2007 Training link - http://office.microsoft.com/en-us/training/HA102184981033.aspx), link from an image like the Office logo. (2) Use of comments boxes to collaborate. (3) Prepare for publication before distribution to remove personal identifiers and mark-up: Office Button => Prepare => Inspect Document.