Introduction to PowerPoint 2007
Major Changes The layout of all Microsoft Office products changed dramatically with the release of Office 2007. Ribbons replace Menus and Toolbars with one easy-to-browse location main set of commands. This centralizes commands for each program into three main components; tabs, groups, and commands.
Ribbon for PowerPoint 2007: shows Ribbon with tabs for Home, Insert, Design, Animation, Slide Show, etc., groups for slides, fonts, etc., and a variety of commands. Contextual Tabs appear when an object is selected. Common tasks (edit, format, manipulate, etc…) can then be performed. When object is no longer being edited, the corresponding the tabs go away. The number of steps required for making changes is reduced.
Table Contextual Tabs for PowerPoint 2007 showing how the Picture Tools contextual tab appears when an image is selected
Mini Toolbars appear when text or other objects are selected. Mini toolbars contain the most common tasks used for the selected object. The mini toolbar disappears when the object is deselected.
. Mini toolbar appears when an object is selected (in this case it is text)
Creating a custom presentation (Experiment later on your own with templates) 1. Open PowerPoint 2. Create a new presentation (Office Button/New) 3. Select the “Design” tab from the tab menu. Note the various templates available by hovering over the icons. If none of these suit you, leave the background white by selecting the first icon and develop an interesting style in Photoshop. 4. Select the “Layout” command from the “Home” tab menu. Notice the little downward pointing triangle indicating additional choices. Click this triangle to display all of the preset layout choices within this theme. Select the layout of your preference. Make a Slide Master First The slide master controls certain text characteristics — such as font type, size, and color — called "master text," as well as background color and certain special effects, such as shadowing and bullet style. You make your changes once on the Slide Master, and PowerPoint automatically updates the existing slides and applies the changes to any new slides you add that are associated with a specific slide master. You can create and customize a slide master to use with a single presentation, and then save the slide master as a PowerPoint presentation (.ppt or .pptx) file. Additionally, you can customize a second slide master for a single presentation to make sections of your presentation use different backgrounds, placeholder sizes, text styles, theme colors, graphics, effects, animations, and more. Because slide masters affect your entire presentation, it is a good idea to create a slide master before you start to build individual slides, rather than after. When you create the slide master first, all of the slides that you add to your presentation are based on that slide master. However, if you create a slide master after you start to build individual slides, some of the items on the slides may not conform to the slide master design. You can override some of the slide master customizations on individual slides by using the background and text formatting features, but others (such as footers and logos) can be modified only in Slide Master view. 1. Select the “View” tab from the tab menu. 2. Select the “Slide Master” command from the “Presentation Views” group. A slide will appear with the Theme and Layout that you have already selected. 3. At his point, whatever we save on the Slide Master will appear on every slide. If you want to have information in the “Footer” add it now to the box at the bottom of the slide. If your presentation does not require the footer, delete this box now. 4. Do likewise with the date and page number boxes.
5. Once you have the Slide Master the way you want, “Rename” your master from the “Edit Master” tab. 6. Now be sure to click the “Close Master View” on the far right side of the Ribbon. This will return you to the “Normal” view where you can insert new slides by choosing your renamed masters. Add more slides 1. Near the bottom right of the PowerPoint main screen, select the “Sorter View“ button (the middle of three). You will see the one slide we have already created with the Theme, Layout, and Slide Master attributes in place. 2. From the “Home” tab in the tabs menu, click on the “New Slide” button four times. You now see a total of five slides in the sorter window. Notice that the background, etc., is the same on all slides because of our setup in Themes, Layout and in the Slide Master view. 3. You can also create new slides using this button in the Normal view and by hitting the “Return” button on your keyboard while in the Outline view. The outline view is accessed by selecting the small tab at the top of the left hand column (next to “Slides” tab). You can copy and paste text from a Word document into the Outline” view in order to “rough out” your slide presentation. 4. You can layout your entire slide show or parts of it in the Outline view. “Shift Return” keeps you on the same slide. 5. Your preferred workflow will determine where you add new slides. Creating the Content 1. From the Sorter view, double click slide one. This opens slide one in the Normal view. 2. If you had placeholders with formatted text on your Master Slide, your presentation’s title box will appear here on your slide. Add whatever text you want to describe your presentation’s title. 3. Repeat this process for your sub-title. 4. To add images to your presentation, select the “Insert” tab from the tabs menu, then select the “Picture” command. In the “Insert Picture” dialog box, browse to the image you want to insert and select “Insert” from the bottom of the box. 5. IMPORTANT NOTE – This is when you add Alternate Text to your images 6. Right-Click on your image and navigate to the “Size and Position” item in the menu which opens a new dialog box. In this new box select the “Alt Text” tab. Type a reasonable explanation of your image so that a machine reading the text would convey the meaning to a viewer with disabilities. 7. You can resize, crop and otherwise change the format of your image by using the “Contextual Tab” menu tools that activate only when an image is selected. 8. Create a list that comes on screen one item at a time Select the “Insert” tab from the tab menu. Select the “Text” command from the Text group. Using the mouse, draw out a text box and type the name of your list. Hit the “Return” button on your keyboard and type the first item on your list, hit “Return” again, and add the second item. Repeat this into your list of four or five items is complete. With an individual item from the list selected, select the “Animations” tab, then select the “Custom Animations” command from the Animations group. In the “Custom Animation” dialog box that appears, select from the “Add Effect” bar, “Entrance” and “Fade”. You may need to look in the “more effects” drop down list to initially find the “Fade” operation. Repeat this process for each item on your list Preview your list animation by clicking on the Slide Show icon in the lower left corner.
Printing When printing from PowerPoint, you have the option of printing all or some of the Slides. Additionally, you may print Handouts, Notes, and your Outlines. The handouts page is quite useful for your audience as it provides a small image of the slide along with a few blank lines where they can take notes and keep them associated with the appropriate slide. Adding other elements like video and audio Unlike pictures or drawings, movie files are always linked to your presentation, rather than embedded in it. When you insert a linked movie file, PowerPoint creates a link to the movie file's current location. If you later move the movie file to a different location, PowerPoint cannot locate it when you want the file to play. It is a good practice to copy the movies into the same folder as your presentation before you insert the movies. PowerPoint creates a link to the movie file and can find the movie file as long as you keep it in the presentation folder, even if you move or copy the folder to another computer. 1. To add a video to your presentation, select the “Insert” tab from the tabs menu, then select the “Movie” command from the “Media Clips” group. In the “Insert Movie” dialog box, browse to the image you want to insert and select “Insert” from the bottom of the box. 2. To add audio to your presentation, select the “Insert” tab from the tabs menu, then select the “Sound” command from the “Media Clips” group. You will be offered to select a choice between “Sound from File”, “Play CD Track”, or “Record Sound”. 3. In the “Insert Sound” dialog box, browse to the clip you want to insert and select “Insert” from the bottom of the box. Setting up your Slide Show 1. Select the “Slide Show” tab from the tab menu. Select the “Set up Slide Show” command. In the dialog box that opens, select the options that are appropriate to your presentation. For example, if your presentation is running at a “poster session” at a conference, you may wish to select the box for “loop continuously until ESC”. 2. If you are presenting on a large screen, you may wish to select the box for “Show Presenter View” which will show the presentation on the large screen, and show a smaller version of the presentation on your laptop, along with your notes, a mini-slide sorter, and a timer to help you stay within your time limits. Rehearse Slide Show 1. Select the “Slide Show” tab from the tab menu. Select the “Rehearse Timings” command. Once this is selected, your presentation practice session will begin, with a timer in the upper left hand corner that displays the number of seconds elapsed for each slide and a cumulative total. Click the mouse every time you want the next event to happen. An event can be the next item on a list or the next slide etc. 2. If you are satisfied with the pace during your practice session, you can save the timings and have the presentation play automatically as a standalone presentation, or just to move at an appropriate pace in order to ensure that you do not exceed your time limit 3. Play the movie to review your timings – re-rehearse as necessary. ATI When you post images to the web, it is important to remember to add “alternative text” so that individuals with disabilities who access your materials are able to have a description of the photo read to
them through assistive technology devices. Alternative text is usually added during the creation of the web site, (i.e. in Dreamweaver), but they are also added during the creation of PowerPoint presentations and PDFs which are often uploaded to the web. Checking your online materials should become as natural as using the spell checker in a Word document. This is just one more step in the creation of a professional level learning object. Photoshop itself does not offer an opportunity to add alternative text to the image; however, Image Ready, Photoshop’s companion, web-based program offers this feature. The California Accessible Technology Initiative (ATI) Vision: To create a culture of access for an inclusive learning and working environment. Mission: To help CSU campuses in carrying out EO926 by developing guidelines, implementation strategies, tools and resources. Principle: To apply universal design, an approach to the design of products and services to be usable by the greatest number of people including individuals with disabilities. Strategy: To stimulate collaboration to effect changes that will ultimately benefit all. The ATI timeframe is available here: http://www.humboldt.edu/~ati/timeframe.html Top 10 Accessibility Tips 1. Images and animations: Use the alt attribute to describe the function of each visual. This is important for all media types, including MS Word, PDF, and PowerPoint documents. 2. Image maps: Use the client-side map and text for hotspots. 3. Multimedia: Provide synchronized captioning and transcripts of audio, and descriptions of video. 4. Hypertext links: Use text that makes sense when read out of context. For example, avoid "click here." 5. Page organization: Use headings, lists, and consistent structure. Use CSS for layout and style where possible. 6. Graphs and charts: Summarize or use the longdesc attribute. 7. Scripts, applets, and plug-ins: Provide alternative content in case active features are inaccessible or unsupported. 8. Frames: Use the noframes element and meaningful titles. 9. Tables: Make line-by-line reading sensible. Summarize. 10. Check your work: Use tools, checklist, and guidelines at validator.w3.org and http://www.w3.org/TR/WCAG