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Exploring Microsoft Office PowerPoint 2010
by Robert Grauer, Cynthia Krebs, and Mary Anne Poatsy
Chapter 1
Introduction to PowerPoint
It is easy to create presentations with consistent and attractive designs using the tools the PowerPoint provides such as templates and slide layouts.
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Objectives
Use PowerPoint views
Save as a slide show
Plan a presentation
Assess presentation content
Use slide layouts
Apply themes
Review the presentation
After reviewing this chapter you will know how to:
Use PowerPoint’s views
Save your presentation as a slide show
Plan your presentation
Assess presentation content
Use slide layouts
Apply themes
Review the presentation you created
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3. Objectives (continued)
Insert media objects
Add a table
Use animations and transitions
Insert a header or footer
Run and navigate a slide show
Print in PowerPoint
Insert media objects such as a picture
Add a table to your presentation
Use animations and transitions
Insert headers and footers
Run, navigate and annotate a slide show
Print your PowerPoint presentation, as handouts, notes, or full page view.
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4. Introduction to PowerPoint
Using Microsoft PowerPoint 2010 will allow you to create an electronic presentation as shown here. A PowerPoint presentation is an electronic slide show that can be edited or displayed. A slide is the most basic element of PowerPoint. Several slides make a slide show.
Presentations should be consistent in design and color scheme. By keeping these elements in mind you are allowing your audience to focus on the text, images, and other objects in your slides.
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5. Using PowerPoint Views Normal View
PowerPoint provides six different views while working on your presentation.
One view is the Normal view. The Normal view is the default view. It has three panes that provide maximum flexibility in working with presentations. The pane on the left has two tabs, the Slides tab and the Outline tab. The Slides tab shows a thumbnail view or miniature slides. The Slide pane displays the current slide. The pane on the bottom is the Notes pane. You as the author, can add notes about the current slide.
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6. Using PowerPoint Views Normal View
Along the bottom of the slide, is the status bar. The status bar contains the slide number, the design theme name and the View buttons.
If you close the Slides or Outline pane, you can restore them by going to the View tab, Presentation Views group and clicking Normal.
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7. Using PowerPoint Views Notes Page
The next view is the Notes Page view. The Notes Page view is used for entering and editing large amounts of text to which the speaker can refer when presenting. The is particularly helpful for presenters who may have a lot of technical details to remember. The Notes pane is not displayed when a presentation is shown. If you are using audience handouts, you can choose to print your slides to include the notes.
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8. Using PowerPoint Views Slide Sorter
Another view is the Slide Sorter view. The Slide Sorter view displays thumbnails of the slides in the presentation. This view can be very helpful when needing to reorder or delete multiple slides. This view also allows you to set transition effects for multiple slides. In addition, if you double-click a slide in this view, your view will return to Normal view.
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9. Using PowerPoint Views Reading View
Another view PowerPoint provides is the Reading View. The Reading View is new to PowerPoint 2010 and displays a full-screen view of the presentation that includes bars and buttons for additional functionality. As shown in this slide, a Title bar is easily seen and the status bar includes additional navigation buttons for moving to the next or previous slides. The status bar also provides print options.
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10. Using PowerPoint Views Slide Show
A fifth view PowerPoint provides is the Slide Show view. The Slide Show view displays a full-screen view of a presentation to an audience. Once in this view, the presenter can move from one slide to the next by clicking the mouse or it can be done automatically if the presentation is set up with transitions. To end the Slide Show view, press the Esc key on your keyboard.
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11. Using PowerPoint Views Presenter View
The final view is the Presenter view. The Presenter view delivers a presentation on two monitors simultaneously. Normally the one monitor is the projector which shows the full screen presentation. The second monitor is the laptop or computer which shows the slide, speaker notes, and slide thumbnails. The presenter can easily jump from one slide to the next or use annotations. A timer is also shown which you can use to keep track of the length of your presentation. The Presenter view will only work if you have a computer that has multiple monitor support activated.
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Save as a Slideshow
Use the Save As command to save as a.ppsx extension (PowerPoint Show).
Normally when you save a PowerPoint presentation, it is saved with the file extension .pptx. The .pptx is saved as an editing view.
A PowerPoint Show is an electronic slide show format used for distribution. This file extension is saved as .ppsx, which is a non-editing view.
When sharing your finished presentation with others, save the file as a PowerPoint Show. By doing this, when the receiver opens the file it will automatically open in the Slide Show view.
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Plan a Presentation
Goal or purpose of presentation
Research your audience
Create a visual plan
Polish your presentation
When planning a presentation, first you have to determine the goal or purpose of your presentation. Is your presentation an educational, sales, informative or goodwill presentation?
Next, who is your intended audience? Are they expecting high level content or basic?
Once you have determined what type of presentation you are creating and who your intended audience is, create a visual plan. Write down your thoughts to help formulate your presentation. Create a storyboard, which is a visual plan that displays the content of each slide in the slide show.
Finally, once you have created your presentation, polish it by using layouts, applying design themes, and reviewing your presentation for errors.
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14. Plan a Presentation Prepare a Storyboard
This slide shows a rough draft of a sample storyboard.
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15. Plan a Presentation Prepare a Storyboard
Create a Title Slide and Introduction
Create the Main Body of Slides
Create the Conclusion
The first block in the storyboard should be used to create a title slide and introduction to your presentation. Try to capture the title in two to five words. The title slide should also include the speaker’s name and title, the speaker’s organization and logo, and the date. The introduction slide should show the agenda for the presentation. It can also include a thought provoking quotation or question or an image related to the topic.
The main body of slides should be the meat of your presentation. Each key thought should be on a separate slide with supporting details. The slides should be bulleted points or short paragraphs. Try to show your audience what you want them to remember or take away with them. Supporting content such as facts, examples, charts or graphs, illustrations, images or video clips should be used to enhance your presentation.
The final blocks in your storyboard should be the concluding slides. Have a slide that summarizes your presentation, or invokes a call to action. Follow up with a question slide and a slide with your contact information if appropriate.
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16. Assess Presentation Content
Use Active Voice
Use Parallel Construction
Follow the 7 x 7 Guidelines
After you have created your storyboard, review what you have written. Edit your presentation to shorten sentences to phrases so they can be used as bullet points. Your phrases should begin with an active voice. An active voice allows the subject of the phrase to be perform the action expressed.
An example:
Active Voice: Students need good computer skills for problem solving.
Passive Voice: Good computer skills are needed by students for problem solving.
Use parallel construction with your bullet points. If you begin your phrase with a verb, continue the rest with a verb. This will allow your audience to see the connection between your phrases.
Follow the 7 x 7 guideline- no more than seven words per line and no more than seven lines per slide. Sometimes this may be unavoidable, but it is a great practice. Remember this is a PowerPoint presentation, keep your points to a minimum and use the Notes pane to fill in the details during your presentation.
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Using Slide Layouts
As mentioned earlier, PowerPoint provides a predefined slide layout which determines the position of objects containing content on the slide. Within these layouts, a placeholder is used. Placeholders are objects that contain content such as titles and images.
The layouts are found on the Home tab, Slides group. Some of the available layouts are the Title and Content, and the Two Content and Comparison layout.
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Applying Themes
Themes are found in the Design tab.
Themes are a great way to enhance the appearance of your presentation. Themes are a collection of design choices that include colors, fonts and special theme effects. Once a theme is applied, it is carried throughout the slides, regardless of how many slides you add. This way your slides will always appear consistent in design.
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19. Reviewing the Presentation
Proofread
Spell Check
Thesaurus
Peer Review
After you have created your presentation, be sure to review it. Review it first by proofreading. Then use spell check to check for spelling mistakes. Spell check is found on the Review tab, Proofing group. If you notice you are using the same work multiple times, use the thesaurus to suggest another word with the same meaning. Finally, have a peer review your work. If you are to close to your work, you may overlook something that may be clear to someone who is not as familiar.
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Insert Media Objects
As mentioned earlier, inserting objects to support your topic enhances your slide show. The Two Content layout slide, displayed here, provides buttons for you to insert content quickly. If you have a picture on your hard drive or USB device that you would like inserted, click the Insert Picture from File icon. If you have a video or media clip you would like to include, click the Insert Media Clip icon. You can also choose to insert Clip Art, SmartArt graphics, a Chart or a Table.
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Adding a Table
Add a table from the Insert Tab, Tables group
Create a table from the Insert Table on the slide
Inserting a table is a very helpful tool when trying to show the audience structured data. A table organizes information in columns and rows. This slide shows there are two ways you can insert a table into a presentation.
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22. Using Animations &Transitions
Apply motion to an object on a slide.
Use sparingly, can be a distraction
Transitions
An animation applied to the previous slide to move to the new slide.
Animations, as defined on this slide, can be added to control the entrance, emphasis, exit and/or path of objects.
Transitions provide visual interest as the slides change from one to the next.
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Using Animations
Animations can be found on the Animations tab, Animation group. As shown on this slide, the Animation gallery includes entrances, emphasis, exits, and motion paths.
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Using Transitions
Transitions are found on the Transitions tab, Transition to This Slide group. Choices range from the subtle transitions to the exciting and dynamic.
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25. Using Headers and Footers
Adding information to headers and footers in your presentation can be very valuable. A header contains information that generally appears at the top of pages in a handout or notes page. A footer contains information that generally appears at the bottom of slide in a presentation or at the bottom of pages in a handout or of a notes page.
As shown on this slide, once the insert Header & Footer icon on the Insert tab and Text group is clicked, the Header and Footer dialog box appears. You can choose where you would like the header and footer to appear by clicking the Slide tab or Notes and Handouts tab. From here, you decide how and what information you would like displayed such as the date and slide number.
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Running a Slide Show
Run your show from the status bar or
Run your show from the Slide Show tab
To run your slide show, either to review it or as a finished product, click on the Slide Show button on the status bar. You can run your show from the Slide Show tab and Start Slide Show group.
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27. Navigating a Slide Show
To move through your Slide Show, try these methods:
This slide demonstrates many of the different ways you can navigate through your slides while the Slide Show is running.
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28. Annotating a Slide Show
Add notes or drawings to your presentation.
You can annotate your slides during the presentation. An annotation is a written note or drawing on a slide for additional commentary or explanation. As shown in this slide, you can choose to use a pen or highlighter and choose the color. These annotations are not permanent unless you save them with the presentation when exiting the slide show.
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29. Printing in PowerPoint
Print Full Page Slides
Print Handouts
Print Notes Pages
Print Outlines
If you decide to print your presentation, you have several options. You can choose to print the slides as a full page, as handouts, with printed notes, or as an outline.
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30. Printing in PowerPoint
Printed full page slides are great to use as references for the audience or as a backup. As shown in this slide, you have many different options to choose from.
When printing handouts, there are several different layout options. You have the option to place up to 9 slides per page. Printing 3 slides per page is a popular option because it allow lines on the right side of the printout for notes.
If you have a lot of notes on your slides with technical details that need to be remembered, you have the option of printing the Notes page with the slides.
The outline will provide the fewest amount of pages. It only provides the slide titles and main text from each of your slides.
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Summary
PowerPoint is a powerful tool that can greatly enhance your presentations. Follow these tips for a successful presentation:
Use media objects, transitions and animations.
Prepare, review, practice and print your presentation.
PowerPoint is a great tool to help aid you in a presentation. By using themes, animations, transitions, and following the principles learned in this chapter, you will have a successful presentation!
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Questions
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