Making a presentation using PowerPoint A beginner’s guide…

1. Making a presentation using PowerPointA beginner’s guide… Lauren Crawley

2. An Introduction to PowerPoint 2007 TABLE OF CONTENTS • During slideshow, select a box to jump to a subject: 1 Getting started - inserting slides, slide designs and backgrounds 2 Inserting shapes, graphics, Smart Art, tables, sounds and movies 3 Using custom animations 4 Hiding and revealing objects in a slide 5 Setting up a PowerPoint show using transitions 6 Handy tips and tricks when creating presentations 7 Advanced PowerPoint

3. Getting started TOOLBAR, INSERTING AND FORMATTING Take a minute to explore the tabs above and look at the options available under each one. Pressing this will take you back to the contents page at any time during the slideshow. 1

4. Creating a presentation When you launch PowerPoint your screen will look like this. All of the tools you need are on the ribbon (highlighted) and many are self-explanatory. Slide sorter: here you can navigate between your slides and also move or delete slides To type text simply click the box. You can edit text just as you would in word using the “home” tab. You may also want to start with a blank slide and add your own text boxes and images. Insert a new slide by selecting “new slide” and choosing “blank slide”.

5. Inserting a new slide A slide is a single page of your presentation. They are the canvas on to which you will insert text, images and objects. 1. Home 2. New slide 3. Select the slide layout you would like. If you select “blank slide” you can insert your own text boxes or images. 1

6. If you choose a content slide you will be able to type bullet points into the text box. 1

7. Inserting a text box A text box is an editable space into which you can type. This is best used on a blank slide since other layouts provide areas to type. 1. Insert 2. Text box 3. Draw a text box on anywhere on your slide; you can move it afterwards. 5. Resize your text box by clicking once and dragging the sides or corners 1

8. Adding a design or theme • Once you have inserted your slide you can add a ready-made design to your presentation. • By hovering your mouse over the designs you can view a preview of the design before applying it to your presentation. • Here you can also edit the page setup and slide orientation as well as change the slide background (which I will demonstrate next). 1

9. Changing the slide background A shortcut can be used here: right-click on the slide away from any textboxes and click format background (fig. 1). 1. 2. Here are your background fill options. Click “close” to apply to current slide or “apply to all” if you want every slide the same. 1

10. Inserting a shape Shapes are useful because you can type in them and use them to hide and reveal objects objects. 1. Insert 2. Shapes 3. Select your shape and draw anywhere; you can move, edit and resize it afterwards 2

11. To edit your shape double click it. • Here are your options: Tip: Change which object is on top using “bring to front”/”send to back” since the last object you added is automatically in front. Put text into your shape by right-clicking and selecting edit text. You can also group objects together so that they behave as one object. 2

12. Inserting other objects There are lots of different objects that you can insert into your presentation. There are pre-loaded objects or you can insert an object from a file. Double-clicking an object once you have inserted it will give you all the options you need to edit your object. Yes Hi 2

13. Inserting sounds and movies PowerPoint comes with some pre-prepared sounds and movies or you can insert some from a CD or from the network. Select this to insert a sound from the network. 2

14. Inserting an object from the Internet Google Images is a very useful place to search for images to insert into your presentation 1. You can right click the image and copy then paste it into your presentation (Ctrl+V). 2. • Or you can Print screen (Prt Sc), paste (Ctrl+V) onto a slide and crop. This is helpful if you can’t copy an image for some reason. Crop tool This removes any unwanted parts from your image. Double click on your image to make the crop option available. 2

15. Custom Animation The sky is the limit when you start using animations! As well as jazzing up your presentation and drawing attention to specific points, animation can be used to do more sophisticated things, some are demonstrated in the advanced PowerPoint section. Animations! 3

16. Animating bullet points This is useful for presenting information bullet-by-bullet • You can make your • Bullet points • Appear one • by one 1. Animations 2. Highlight bulleted text and select “by first level paragraphs”. 3

17. Animating a text box or other object You can make any object appear, disappear or move in any way you wish. This interface will appear: First draw your text box or image then select custom animation. Select Add Effect to see animation options or select More Effects to find the full list of animations 3

18. Once you have added your animation, you can edit how your object appears, the order of your animations and whether the animation starts on click, with previous [animation] or after. This brings up more advanced animation options – experiment with these! This means that you will see a preview of your animation as you add it. 3

19. If you have a complicated set of animations it’s worth previewing the slide to check them.

20. Ma famille ma sœur mon frère mes tantes mon père ma mère mes grands-parents 3

21. Revealing hidden text using animation Insert an object over the text you want to reveal, select the object. Animations  custom animation  add effect  exit  select an animation. Quick Tip: You can select an object and press Ctrl+D to copy and paste it. If you have already animated it it will copy the animation too (you may have to change it to exit “on click” if you don’t want them all to disappear at once! 4

22. Transitions Slide transitions are the visual movements as one slide changes to another. Transition options are found under the animations tab. Selecting this gives you all of your transition options. Below Each of the choices in the listing of transitions can be seen as a Live Preview. In Normal View (the view used to edit a slide) rolling your mouse cursor over any of the transitions will give you a live preview of how the transition looks. 5

23. Transitions continued… You have three decisions to make regarding transition style; associating a sound with the transition, transition speed, and whether to apply the transition to a single slide or to all of the slides in your show. This button gives you your sound options. • Sound • Speed The default speed of a transition is fast. The transition will apply to the current slide only unless you select  • Apply to all slides or just one You can also set the length of time that each slide will be displayed on the screen before advancing to the next slide. 5

24. Handy tricks and tips Some keyboard shortcuts to help you on your way! During a presentation • Spacebar or Click the mouse moves to the next slide or next animation • Press B to blacken the screen during a presentation or W to whiten it • Ctrl + P gives you a pen to draw on a slide (Esc will return to your cursor). • Press the desired slide number + enter on the keyboard to jump to that slide. During Normal View • F5 Starts the presentation from the beginning • Prt Sc copies an image of whatever is on the current screen to the clipboard • Ctrl + Z undoes the last action you did • Ctrl + C copies highlighted text or an object • Ctrl + V pastes the last item added to the clipboard • Ctrl + D copies and pastes in one action 6

25. Using Presenter View You can display the full screen slide show on your projector whilst you have Normal View on your computer screen. 1 2 Slide Show tab > Set up Slide Show > Show Presenter View 6

26. Printing slides You have a number of options when printing slides. A good option is the one below since it leaves room to make notes and prints 3 slides to a page. Print what  handouts  Slides per page  3.

27. Advanced PowerPoint The following slides will help you to get the most out of PowerPoint in the classroom by using some of the more complicated features. 7

28. Advanced PowerPoint techniques TABLE OF CONTENTS • Select a box to jump to a subject: i Hyperlinks I – jump to a page on the internet ii Hyperlinks II – jump to another page in the presentation/file on computer iii Using action buttons to add Hyperlinks iv Using custom animations to insert a basic timer v Using custom animations to add a tickertape vi Using the developer tab to embed a Youtube video into your presentation vii Using the developer tab to enable typing during a presentation

29. Inserting a Hyperlink Hyperlinks enable you to jump to a page on the Internet, to another page in your presentation or to another file on your computer or network. Hyperlinks can be text or images. 1 Hyperlink to a page on the Internet BBC Bitesize Copy (highlight text  Ctrl C) the internet page from the address bar Paste (Ctrl + V) it anywhere on your slide You may need to press space bar after the final / to activate it. Hyperlink will turn blue when activated. You can edit the text afterwards Quick Tip: You can turn any object or text box into a hyperlink by right-clicking it and selecting Hyperlink. 7

30. Inserting a Hyperlink using action buttons This is one way of several to add a link to another page in your presentation or to another file on the computer/network. 2 Hyperlink to another page in your presentation/file on your computer. 1. Under insert>shape you will find a number of “action buttons” (fig. 1) When you draw your shape you will be presented automatically with fig. 2. 3. Choose (from a large list of options) what you would like your shape to be hyperlinked to. I find it useful to link to my listening activities in which case I would link to other file and find the listening activity on the G drive. 2. 7

31. 3 Hyperlink to another page in your presentation/file. Method 2. Insert your shape or select the text box you want to become a hyperlink. Right-click > Hyperlink 3. You will be presented with a number of options: Choose the slide you want to view when the hyperlink is clicked. I have hyperlinked to answers which I placed at the end of the PPT. answers 7

32. Creating basic timers using animation You will need a shape that is circular or rectangular. I will look at a circular shape first of all. Draw your circle Custom animation>add effect>exit>wheel Now you need to edit the animation by clicking effect options (fig.1) Change the animation to 1 spoke (fig .2) Next change the timing for however long you want the timer to last (fig. 3) See the next slide for my example. 7

33. 30 seconds! I filled the circle with the image of a bomb I saved to my computer from Google images. 7

34. Creating basic timers using animation Instructions for a rectangular timer Draw a rectangle and type a duration e.g 30 seconds. Format it so it has “no fill” but a solid outline. Draw another rectangle and fill it with a colour of your choice. Select the rectangle and animate add effect>entrance>wipe Make it wipe from left (fig.1) Now edit the animation by clicking effect options (fig.1) Select the timing tab and type 30 seconds (or duration of your choice) (fig.2) Place the animated rectangle over the “no fill” rectangle, make them the same shape and send it to the back so that you can see the text. 7

35. Click to start the timer! 30 seconds! 7

36. Adding a ticker This is useful if you want to leave some information up for pupils to remind them of something. Insert a text box and place it to the left of your slide (off the slide) Animate as follows: Add effect>entrance>crawl in Change direction to from right Pull down the arrow for more options Select timing Manually change to 20 seconds and repeat Until End of Slide 7 Homework: Learn spellings for next lesson

37. Accessing the Developer tab The two remaining items require the Developer tab, the following instructs you how to show it on the ribbon. • Click the Microsoft Office Button • Click PowerPoint Options • Click Popular, and then select the Show Developer tab in the Ribbon check box. • You will now see the Developer tab in the ribbon. 7

38. Embedding a Youtube video This will guide you to be able to embed a Youtube video directly on to a PowerPoint show. Firstly, you need the Developer tab on the ribbon Firstly, Open the Developer tab and click on More Controls • 2. You will now see a long list of controls that you can add to your PowerPoint presentation. Scroll through the list and select Shockwave flash object • Click OK to continue  use your cursor to draw a rectangular image somewhere on the slide. This rectangular object will eventually hold the YouTube video, so try to draw it accordingly but you can resize it later. • Right-click and select properties. 7

39. Embedding a Youtube video continued Once you click properties you will see the box on the right  5. Now you must add the URL of the YouTube video to the Movie field. You will have to make a couple of changes here to ensure that your video plays correctly. In my example, the original URL of this video on YouTube is: http://www.youtube.com/watch?v=hChq5drjQl4 6. Before adding this URL to the Movie field, delete the “watch?” text and replace the “=” that follows the “v” with a “/” character. The resulting URL would look like this: http://www.youtube.com/v/hChq5drjQl4 7. You may also choose to make other changes in the Properties window, depending on how you want your video to play. In this example, I’ve changed the Loop field to False since I only want the video to play through one time. In addition, I also changed the Playing field to False because I’d rather manually start the video than have it automatically begin to play when the slide is shown. 8. Click on the “x” in the upper right-hand corner of the window to close it. All of your changes will be saved. 7

40. Embedding a Youtube video example Here is a video from Youtube explaining how to embed a video into a PowerPoint presentation. 7

41. Enabling text typing during a presentation This requires the Developer tab, it is useful if you want pupils to label something on a slide. Make a slide on which you want pupils to add information. My example shows a plant cell to label. Colour the background of the slide so that you can see the text boxes easily. Open the Developer tab and select textbox (active X control) The mouse cursor turns into a crosshair, which is a drawing tool. Click and drag diagonally to draw a text box large enough to type into. 7

42. Enabling text typing during a presentation ctd… 5. The default font selection will probably be too small to see easily if you project the computer to a screen. Many properties of a text box can be changed. To do so, right-click the text box and select properties. 6. From the list of properties available select Font. Change the font as you would normally. 7. Copy and paste your text boxes just like you would with any object. See an example on the next slide. 7

43. Label a plant cell Word bank chloroplast > vacuole > cytoplasm > cell wall> mitochondrion > nucleus > cytoplasmic membrane >

44. Adding a scroll bar If you think that you may need more space in which to type than is available in the text box then you can add a scroll bar. Use the same process as for a regular text box object, but add the following step: In the Properties list, find the Scrolling section and click on ScrollBars. Select option 2. When your text no longer fits in the text box object, it will automatically create a scroll bar on the right side. (If your text does fit in the text box object, no scroll bar will appear.) Make sure you have selected MultiLine: True. This feature is also useful if you have a lot of text to describe a picture on a slide. Rather than creating multiple slides with the same picture, you can use a scrollable text box to contain your long text. 7

45. Answers • 120 • 345 • 657 • 827 • 4764 • 7251