Exercise Eleven PowerPoint Background Notes Picture this: You have graduated from college and you are working at a job where you need to make an important sales presentation to a prospective client. Making this sale is important to both you and your company, so you want to do a good job. Thus, you have come prepared. You have practiced your presentation until it is smooth and polished, and you have brought visual aids to help display financial data--a slide show. You arrive early and make sure that the slide projector is working. Your presentation begins well, until you get to the first slide and find that it is upside down. Oops. Fortunately for us, the computer can now do everything that a slide projector can, and more. We can edit slides, add slides, delete slides, change the order of slides, and even create new slides with just a few clicks of the mouse. In this exercise you will learn how to: enter information onto slides. insert graphics to illustrate your slides. animate your slides. format text, bullets, and background of slides. arrange slides for a slide show. print different presentation layouts. web-enable your presentation. Creating a New Presentation File and Saving 1. Go to Start and Programs. Find Microsoft PowerPoint in Office 97. 2. You will now see a gray box which asks you whether you want to create a new presentation or open an existing file. For this class, we will create a new presentation file. To create a new presentation you have three options, to use a: (1) AutoContent wizard (2) Template (3) Blank Presentation. Even if you choose the AutoContent wizard you still have to type in your own content. Try this option when you have time. In this class we will choose Templates. The Templates menu has four tabs (some of you may have only three tabs depending on the configuration and the version. Don't panic!). The 2 "General" tab has a plain blank presentation without any design applied. "Presentation Designs" has many samples of presentation designs to choose from. "Presentations" has ready-made presentations with blank text boxes in them. Whichever approach you choose, you must still move between slides and type in the content. Choose Presentation Designs and pick highvoltage for this exercise. 3. A gray box titled New Slide will appear. On the right side of the box you can see the name of the slide layout. For the first page of your presentation, choose title slide. You will see a sky-blue colored slide, which contains two boxes: "Click to add title" and "Click to add sub-title" respectively. These are called "text boxes". Whenever you want to write something in a slide you have to use these text boxes. 4. Put your mouse on Click to add title and press the left button once. The outline of the box becomes thicker and the words will disappear. If you look at the box carefully, you will find that the prompt is flickering. Now you can edit the content of the text box. Type "My First PowerPoint Exercise”. Press Enter. The line you just typed will move upward so that you can write another line in the same text box. But we don't want another line so press the Backspace button on the keyboard to it. Now put your mouse outside of the text box and click. The thick line surrounding the first text box will disappear. Referring to the above step, type your name, student ID and today's date in the “Click to add sub-title” box. Each should occupy one line. Then get out of the edit mode by clicking somewhere on the slide outside of the text box. 5. After you have finished editing the file don’t forget to save it. When saving a file for the first time put it in your personal folder using the Save As command. Go to the L:drive; open your CS111 section folder, and then your personal folder. Save the file in your personal folder under the name "power1.ppt". Make sure you have "Presentation" in the Save as Type box. Exit PowerPoint. Opening Existing Files and Different View Modes 1. We have a ready-made PowerPoint file in the Cs111 Data Folder named powptex.ppt. Copy the file (NOT move or cut, COPY) into your personal folder. Then close the Cs111 Data folder as well as your personal folder. Now let's get back to PowerPoint. You will see the same gray box asking whether you want to create a new or open an existing file. 2. This time select "Open an existing presentation" (If you have accidentally pressed something other than that, don't worry. Just go to File and select Open). Locate the file you just copied, powptex.ppt, in your personal folder. Make sure you have "Presentations and Shows" in the Files of Type box otherwise you may not see the file. Open powptex.ppt. Do you see a slide with the title "Target Events for Market Analysis”? 3 3. To move between slides and to view the different slides, you can use the scroll bar on the right hand side of you window. Take a look at what you have in this presentation file. 4. PowerPoint has five different view modes and you have to select which best fits your work. On the bottom of the screen, above the task bar of the window, there are three gray bars (Note the one which tells you the presentation page you are working in – very handy!). The first of those three bars has five small icons representing different view modes. You can use these icons for changing the view mode, but for now we will use the menu bar at the top of the screen. 5. What you are in now is "Slide" mode. Go to the menu bar press View and see that Slide is selected. In this mode you can edit any single slide. Most of the time you will work in this mode but suppose you want to change the order of your slides. In order to do this you will need to see the whole sequence of slides. 6. Slide Sorter mode allows you to do this work easily. However, you cannot edit the specific content of a slide in this view. Outline mode is a kind of combination of Slide and Slide Sorter. You can edit the existing content of a specific slide and change the slides’ order. But, in this mode you cannot add an additional text box or a graphic file into a slide. Make sure you understand how they are different. In short, Slide View is better for typing and entering the content of each slide while Slide Sorter or Outline view is best for editing your presentation. 7. Notes Page view allows you to write notes for a specific slide. It is very useful when you are preparing for your presentation. The last mode is Slide Show in which the entire screen is filled with each completed slide. You won't see any menu or tool bar in this mode. This is the mode you use for the actual presentation. Press the Page Down and Page Up buttons on the keyboard. Do you see how the pages change? You can also use the mouse. 8. Now save this file with another name. Go to Save As in the menu bar and find the L:drive. Open the section folder and your personal folder. Save the file in your personal folder under the new name of "firstname.ppt" (your first name.ppt) so that your GSI can check it. Remember to continue to save the changes you make to this file so that your GSI can mark your completed exercise. Playing with PowerPoint : Editing 1. Text box: Text box is one of the many components that comprise PowerPoint. Put your mouse on the title of the slide and click the left button. Now you will see the title “Target Events for Market Analysis”, nested within a dash-lined box with the prompt flickering within it. You are now able to edit the content of the text box. If you put your mouse on the outline of the box you will have either a four-way or a two-way arrow. At the same 4 time the flickering cursor will disappear. Now you can enlarge or shrink the size of the text box. When you shrink the text box you also have to change the size of the font otherwise, part of the text will show up outside the box. This will cause a problem especially when you want to put fancy borders on your text. 2. Editing a Chart: Double click on the chart below. A new window entitled Microsoft Organization Chart will appear which will allow you to manipulate the chart itself. Let's change the size of the text in the boxes entitled “Dining” and “Cultural Events” to a larger font. Select the “Dining” box by clicking on it using the mouse then go to Text in the Organization Chart window, then Font. After you change the font size go to the File menu and press Update “firstname”.ppt. Now change the size of the “Cultural Events” font. But our organizational chart looks unbalanced. Lets add another text box underneath the heading “AnnArbor.com”, adjacent to the “Cultural Events” box. To do this use the right-sided Co-Worker button from the toolbar. Click on the tool labeled right Co-Worker, your cursor will have changed into a right Co-Worker symbol. With your new cursor, click on the “Cultural Events” box, and voila! You now have a new text box on the same level as “Dining” and “Cultural Events”. Title it with an activity different from the others listed. Be creative! How about Outdoor Pursuits? Make sure the font size matches the other two boxes. Update the chart, then close out of the Organizational Chart window by clicking on the “X” in the upper right hand corner of the window. 3. Inserting a new slide: If you want to add a new slide between two existing slides, go to the Insert menu and New Slide. You will see the same gray box that you saw when you first started the program asking which layout you want. We want to create a title slide for our presentation. Choose the Title slide option (Hint: it’s the first layout with two lines). Type AnnArbor.com on the first line, hit return, and on the next: A Study on Trends of Internet Use for Business Development. Please include your name and section in the second box entitled Click to add sub-title. 4. Applying a different layout to your presentation: You decide that the slide Trends of Internet Use (the third slide we now have) should have the graph and text flip flopped. Suddenly, you are overcome with panic. You don’t want to mess up with shrinking or moving the text box or graph. Don't worry. Go to the Format menu and choose Slide Layout. Do you see the gray box with many layouts? Choose the one with the chart on the right and text on the left. Its name is Text & Chart. Press Apply and it will automatically change the layout for you without distorting any other property of the slide. 5. Applying a different design to your presentation: You are fed up with both the design and the background (plain white), go to Format and select Apply Design. The right side of the gray box shows you a preview of the design. Choose the one with the name Dads tie and press Apply. This will change the design for your entire presentation. 6. Changing the background color: Move to The Future of AnnArbor.com slide. Go to Format then Background. Press the downward arrow under the box that contains a 5 simple chart, then choose the color you want. Pick one you think best matches the design. Then press Apply (NOT “Apply to all”). 7. Bulleted list and Adding Clip Art as Bullets: Activate the large text box under the title. Select all three points by pressing and dragging your left mouse button. Then go to the Format menu and Bullet. Choose your favorite bullet design, a color and size, then apply your changes. But wait, we found a snazzy graphic from Clip Art that we want to add to this slide. Using the Insert menu, choose Picture, then Clip Art. Scroll down the images until you find the guitar that is half pink and half black. Insert the Clip Art image. It will pop up as a large icon. Use the tic marks at each corner to adjust its size and then place it over the existing 3rd bullet. Fantastic! 8. Moving slides and changing the order of slides in a presentation: You probably realize that the slides, in their current order, make no sense. In order to fix this problem, in View, choose the Slide Sorter option. You will see small miniature versions of your slides arranged along the top of your screen. Select the slide you would like to move and drag it to the front of another slide. Arrange these slides logically, so that you are able to make a coherent presentation. Very professional! Presentation 1. Go to Slide Show on the menu and press View Show. Or, press Slide Show in the View menu. Or, you can even click on the Slide Show icon at the bottom of your screen. 2. You can proceed with the slide show (and view earlier slides) a number of ways: PAGE UP/DOWN button Space bar and backspace Left mouse button/right mouse button to select Previous 3. After the last page, PowerPoint will go back to the previous View mode. If you want to get out of Slide Show in the middle of your presentation, just press ESC. Special effects and Hyperlink 1. Now let’s give a fancy touch to your presentation. The Preset Animation in the Slide Show menu provides you with a fan-out list of format options to the right of the arrow. First select (click on) an object you want to animate. It can be a text box, picture, chart, or whatever you choose to put in your slides. Then go to the Slide Show menu Preset Animation. You will see styles like "drive-in", "flying", "flash once", "laser text" etc. You can see the result of this animation setting only in Slide Show mode. Choose an 6 animation style and see how it changes your presentation by running the Slide Show once more. 2. More advanced skill: Suppose you are on the last page of your presentation and suddenly you want to refer to the Trends of Internet Use slide. Will you just press Page Up/Down and move between slides confusing your audience? NO. Use hyperlink! First go to the last slide in your presentation, once there choose Insert then Picture. Select Clip Art and find an image that you would like for your hyperlink icon. There are quite a number of images in Clipart, therefore you might want to decide on the category of the clips you want to insert first. After picking one just click on Insert (Outside the lab: if you have found a terrific image on some web page, all you have to do is save that image on a floppy disk or on your C drive and click on import clips when you are in Clip Art). 3. Now the icon appears somewhere in your slide. Do you see it? Move that icon to the corner of the page or wherever you want it. Click the image once to select it, then select Slide Show on the menu bar then Action Setting. Go to the Mouse Click tab and select Hyperlink To. Choose SLIDE…, this setting allows you to view each slide before deciding. Select Trends of Internet Use. 4. Go to the Slide Show menu and View Show. Click on your hyperlink icon (it will change into a pointing hand) and watch the presentation reference the “Trends of Internet Use” slide. Printing Now, you’ll learn how to print out your slides as handouts. 1. From the View menu, select Master then Handout Master and see what your handout will look like. You’ll see a small pop-up menu where you can choose the number of slides per page (1,2,3 or 6) but you won't see the actual slides within each small box. It just displays the layout. 2. From File menu, choose Print and a new menu will appear. Find the Print what: option (in the bottom left corner); instead of the Slides option that is already selected, choose Handouts (6 slides per page). You should also tick scale to fit paper and the frame slides options. Click on OK and your handout is on its way to the printer! Don't forget to select pure black&white if your printer doesn't support color. Please remember to hand it in to your GSI! Inserting Charts, Graphic Files, and Linking 7 1. The easiest way to include graphic files, charts, or tables, is to use the layout option. Open the “power1.ppt” file you created and saved in your personal folder. Currently in this file you have only one page, let's insert a new slide. Go to Insert and New Slide. If the program asks you which layout you want, pick ClipArt & Text, which has a small picture of a man's face on the left and another small box with three lines on the right. Now you should have a new slide on your screen. 2. Double click on the picture icon showing the small man. You will have another menu window from which you can choose a piece of clip art. (Here is where you can put in sound and video files, but unfortunately this lab doesn't support sound thus you have to practice it somewhere else. Sorry). Since we have already rehearsed putting a piece of clipart in a slide we will now insert a picture: “hardware.bmp” (found in the Cs111 Data folder). Select Pictures and Import Clips. Find the file and double click or press Open. You will see the picture in your picture gallery, just press OK, then Insert, it will appear in your slide. Be creative and put a title in the title box and two lines of comments in the box on the right side of the picture. 3. Now you will link a chart from the Excel file you made last week to your presentation. In order to link we will need to insert another new slide with Title Only layout (NOT Title layout! Title Only layout is the one with a single thick line). Go to Insert menu and Object. Select Create from File and locate your Excel file using Browse (it is in your personal folder with the extension .xls). Don't forget to check the Link button. Now you should see your Excel table on the slide. Change the size of the table/chart to fit the page. Give it a nice title and save this presentation file (power1.ppt). Print out this file in handout format (the same way you did for “firstname.ppt”) and hand it in to your GSI. Saving as HTML Finally, you’ll learn how to save your PowerPoint presentation as an HTML (Hyper Text Mark- up Language) document; by doing this, your presentation will be ready to be posted to the Web! 1. Open the file “firstname.ppt”. Go to the File menu, choose Save as HTML and a pop-up menu will appear. Saving as html has a few stages, but they are all simple and straightforward. On the menu page you will see your current position in the process; simply proceed by clicking on the NEXT button. The “Layout Selection” menu appears; again hit the NEXT button, because we’ll be using a new layout. For “Page Style” click on Standard (you can play with this in your spare time) for “Graphic Type”, select GIF format. For “Graphic Size” choose 640 by 480 and ½ width of screen options (you can experiment with this again on your own). In the “Information Page” you can fill in the blanks but you do not have to (your e-mail address would be preferred, however). Hit the NEXT button again! For “Page Colors”, browser colors should be selected. “Button Style” selection is up to you, but hit NEXT when you are done. You have the freedom of choice to select the layout you like. 8 Finally, Browse to find your CS111 section folder, and then your personal folder; hit NEXT and then FINISH (DO NOT save the settings if the computer asks you to -- Press Don't Save ) 2. Now, hide the PowerPoint program window and go to the Cs111 Section Folder. Open your personal folder. PowerPoint has created a new folder with the file name: “your firstname”. In other words, find the folder with your first name somewhere in your personal folder. Open the folder, you will see many graphic files as well as several html files. Double click on the file index. Internet Explorer will then start and you can view your presentation in a Web format (albeit off-line). You are done!! Log off and have a great day!
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