Advanced Design for PowerPoint

2. Advanced Design for PowerPoint …making it work for everyone! Cara Clark Visual Information Specialist Jill Rees Public Affairs Specialist Champaign, Illinois USDA is an equal opportunity provider and employer.

3. What We’ll Talk About When Tovs.When Not To& a littleHow To • Benefits & Challenges of Animation, Video & Audio • Accessibility & Effectiveness • Animation • Sound • Video

4. Benefits & Challenges

5. Benefits • Dynamic presentations on a limited budget • Offers some of the benefits of video • “Ready to go” presentations • Takes pressure off your presenters • Consistency amongst presenters • Provides uniformity for multiple presenters

6. Challenges • Accessibility • Can everyone in the audience hear and see? • Agency Image • Do you maintain a professional look consistent with NRCS standards? • Clarity and Simplicity • When does design overshadow content?

7. Challenges (continued) • Equipment Suitability • Will your equipment project sound or animation adequately? • Troubleshooting • Can the presenter deal with unexpected problems?

8. Accessibility

9. Section 508 • What is it? • Set of general guidelines for reasonable accommodation for persons with disabilities • What does it do? • Improves the effectiveness of our products for all audiences

10. Section 508 • Accessibility Awareness • Know your Audience • Learn in advance if anyone will need accommodations.(Ask the meeting planner for this.) • People with Hearing Impairments • People with Visual Impairments • Accessible Alternate Formats

11. Section 508 • Hearing Impairments • Use sound clips only when necessary. • Announce or make reference to sound/video clips. • Display a sound icon on screen. • Provide handouts and scripts for audio/video clips. • Be Prepared to: • Speak slower and/or louder. • Look toward audience and not at your notes or screen. • Use a pointer.

12. Section 508 • Visual Impairments • Color Deficiency • Handouts and Alternative Formats

13. Section 508 • Color Deficiency– Protanopia • A form of red and green deficiency Original Image Protanopia Simulation

14. Section 508 • Color Deficiency – Deuteranopia • Another from of red and green deficiency Original Image Deuteranopia Simulation

15. Section 508 • Color Deficiency– Tritanopia • Blue and yellow deficiency – very rare Original Image Tritanopia Simulation

16. Section 508 • Color Deficiency (continued)

17. Section 508 • Rules of Thumb for Color Deficiency • Blues and yellows work well in most cases. • Color schemes with high contrast between light and dark work well. • Photographs that represent well in black and white as well as in color work best.

18. Section 508 • Color Deficiency Web site • http://www.vischeck.com/

19. Section 508 • Accessible Alternate Formats • Presentation handouts • Include scripts for video/audio clips. • CD-Rom • Braille and/or Large Print copies if requested in advance • Contact the USDA TARGET center for Braille assistance. • Large Print handouts • Web site or contacts for accessible formats • NOTE:You do not have to provide ALL of these options, but must have ACCESS to them if a request is made.

20. Section 508 • More information on Section 508 • Disability Employment Program Manager (DEPM) • DEP Web site: www.il.nrcs.usda.gov/about/civilrights/dep/dep.html

21. Animation

22. Animating Objects • Always: Use infrequently and carefully • Opening sequence to get attention • Section breaks • Before or after particularly boring content • Never: Use Flashing Animation

23. Animating Objects • Select object or text box • Slide show / custom animation • Add effect • Effect options

24. Sound

25. We Americans have been the greatest destroyers of land of any race or people, barbaric or civilized. Unless immediate steps are taken to restore grass to millions of acres of these sun-scorched, wind-eroded lands, we shall have on our hands a new man-made Sahara where formally was rich grazing land.

26. Script for Audio Clip “We Americans have been the greatest destroyers of land of any race or people, barbaric or civilized. Unless immediate steps are taken to restore grass to millions of acres of these sun-scorched, wind-eroded lands, we shall have on our hands a new man-made Sahara where formally was rich grazing land.”

27. Sound Clips & Narration • Recording Sound • Equipment • Microphone for your PC or Mac • Quiet work area • Software • Windows Sound Recorder • PowerPoint

28. Sound Clips & Narration • Recording Sound • Windows Sound Recorder • Located under: Programs / Accessories / Entertainment / Sound Recorder • Record, then “Save As” • WAV file

29. Sound Clips & Narration • Recording Sound in PowerPoint • Insert / Movies and Sounds / Record Sound

30. Sound Clips & Narration • Recording Sound with other programs • WAV • MP3 • MID • RMI • AIF • AIFC • AIFF • AUI

31. Sound Clips & Narration • Programming Sound • PowerPoint icon • Custom animation

32. Sound Clips & Narration • Programming Sound • Custom animation

33. Video

34. Video • Insert & program same as sound • Compatible formats • AVI • CDA • ASF • ASX • M1V • M3U • MP2

35. Video • Incompatible formats • Files saved in QuickTime • Files saved in Windows Media Player • Files saved in Windows Movie Maker • Link to Quick Time or Windows video clips saved on hard drive • Opens external program

37. Script for Video Clip (Music) “We Americans have been the greatest destroyers of land of any race or people, barbaric or civilized. Unless immediate steps are taken to restore grass to millions of acres of these sun-scorched, wind-eroded lands, we shall have on our hands a new man-made Sahara where formally was rich grazing land.”

38. Troubleshooting

39. Preventing Problems • Always do a test run with the equipment you will use to present. • Use short sound/video clips. • Watch file size. • Choose narrators carefully. • Use handouts.

40. Preventing Problems • Link vs. Insert • Linked photos and sound/video clips do not show up if the presentation is moved from parent location. • Inserted photos and sound/video clips travel with the presentation. • Rules of Thumb • Keep images, sound/video clips, and fonts in the same folder as your presentation. • Always copy all files pertaining to your presentation onto your CD or USB jump drive. • Use your own equipment.

41. Troubleshooting • Animation does not work in a different version of PPT OR timings are off when run from another computer: • Program animation from the laptop used to present. • My fonts do not show up: • All of your fonts may not be installed on another computer. Always copy the fonts you use in your presentation folder. Advise the person setting up your system to install the fonts before opening the file.

42. Troubleshooting • Sound/video clips do not work on another computer: • Save sound/video clips on computer’s hard drive. Shut down. Restart. • My video clip plays on my computer but does not project: • There is a conflict between the computer and the video projector. Try switching the screen view from your computer to go directly through the projector. (Function Key + F8, F4, or F3 look for this icon or the LCD/CRT on your computer keypad.

43. Troubleshooting • More troubleshooting help available at the Microsoft support site at: • http://support.microsoft.com/select/?target=hub

44. More Information • Download this presentation on the ftp site: • ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/PPT_NRCS_IL.ppt • ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/PPT_NRCS_IL.doc • How to Link Video Clips to Power Point & How to Play a DVD from Your Computer to PowerPoint : • ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/LinkVideo2PowerPoint.doc • NRCS PowerPoint Templates: • ftp://ftp-fc.sc.egov.usda.gov/IL/PASConf/templates/

45. Equal Opportunity The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or family status. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA's TARGET Center at (202) 720-2600 (voice and TDD). To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Ave. Avenue SW, Washington D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.