Information Communication Technology Centre

Waymba University of Sri Lanka Makandura Gonawila

Introduction to Presentation PowerPoint 2007 -2010

LFN1130 Module 05

Name:. .. Practise Dates

By IK

Contents Introduction .............................................................................................. 1 Design Guideline ...................................................................................... 1 Design ................................................................................................... 1 1. Compose Slides ............................................................................ 1 2. Use Consistency ........................................................................... 1 Colours ................................................................................................. 1 3. Use Contrast ................................................................................. 1 4. Apply Brilliance ........................................................................... 2 Text ....................................................................................................... 2 5. KISS ............................................................................................. 2 Images .................................................................................................. 2 7. Add Images ................................................................................... 2 Animations & Media ............................................................................ 2 8. Dont Be Silly ............................................................................... 2 Target & Content .................................................................................. 3 9. Keep Your Audience in Mind ....................................................... 3 10. Practice ....................................................................................... 3 Write a script. ....................................................................................... 3 One thing at a time, please. ................................................................... 3 No paragraphs. ...................................................................................... 4 Pay Attention to Design. ....................................................................... 4 Use Images Sparingly ........................................................................... 4 Our First Presentation ............................................................................... 5 Script .................................................................................................... 5 The PowerPoint Window.......................................................................... 6 Creating a New Presentation .................................................................... 8 Select a Design ..................................................................................... 8 Select a Slide Layout ............................................................................ 9 Change the Font and Size ..................................................................... 9 Save the Presentation ............................................................................ 9 Add new Slide ...................................................................................... 9 Insert Pictures ....................................................................................... 9 Adding Animation .................................................................................... 9 Slide Transition .................................................................................... 9 Custom Animation .............................................................................. 10 Animate the Individual Items ......................................................... 11 Insert Headers & Footers ........................................................................ 12 Insert Movies and Sound ........................................................................ 12 Setup the Slide Show .............................................................................. 12 Set the Resolution ............................................................................... 12 Present on a Wide screen .................................................................... 13 Save as a Slide Show .......................................................................... 13 Page ii

LFN1130 Module 5 By IK

Graphical Presentation
Introduction
Presentations whether they are made with PowerPoint or other applications, are a great way to support a speech, visualize complicated concepts or focus attention on a subject. However, a bad presentation can achieve the opposite. Badly designed slides with too much text or bad graphics can distract or worse, irritate the audience. Heres is a short guide that will help you create presentations with a pr ofessional look and concise content, avoiding the most common mistakes

Design Guideline
Design The first thing that gives a professional touch to any presentation is the design. Whether you download a free template or create your own, keep the following in mind: 1. Compose Slides Dont copy & paste slides from Different sources. Keep the design very Basic and Simple. Pick an Easy to Read Font. San Serif Fonts Carefully select font sizes for headers and text. Leave Room for highlights, such as images or take home messages. Decorate scarcely but well. 2. Use Consistency Consistently use the same font face and sizes on all slides. Match colours. You may use your company logo, highlight headers, create a special frame for figures/images or the whole slide but dont overload your slides with these elements. Colours A poor choice of colours can shatter the presentation. If youre unsure which colours match best, test it to get a set of matching colours. 3. Use Contrast Black text on a white background will always be the best but also the most boring choice.

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 If you want to play with colours, keep it easy on the eyes and always keep good contrast in mind so that your readers do not have to strain to guess what youve typed on your slide. 4. Apply Brilliance Carefully use colour to highlight your message! Dont weaken the colour effect by using too many colours at an instance. Make a brilliant choice: match colours for design and good contrast to highlight your message. Text
5. KISS

Keep It Straight and Simple. Keywords only. No sentences! Never read your slides, talk freely. Remember that your slides are only there to support, not to replace your talk! Youll want to tell a story, describe your data or explain circumstances, and only provide keywords through your slides. If you read your slides and if you do it slow and badly, the audience will get bored and stop listening. Images Images are key elements of every presentation. Your audience has ears and eyes theyll want to see what youre talking about, and a good vi sual cue will help them to understand your message much better. 7. Add Images Have more images in your slides than text. But do not use images to decorate! Images can reinforce or complement your message. Use images to visualize and explain. A picture can say more than a thousand words. Animations & Media In animations, there is a fine line between a comic and a professional impression. However, animations can be rather powerful tools to visualize and explain complicated matters. A good animation can not only improve understanding, but can also make the message stick with your audience. 8. Dont Be Silly Use animations and media sparingly. Use animations to draw attention, Use animations to clarify a model or emphasize an effect. LFN1130 Module 5 By IK Page 2

Target & Content Target your audience, defines the content of your presentation for them. For example, you wont be able to teach school kids about the complicated matters of economy. However, you may be able to explain what economy is in the first place and why it is important. 9. Keep Your Audience in Mind What do they know? What do you need to tell them? What do they expect? What will be interesting to them? What can you teach them? What will keep them focused? Answer these questions and boil your slides down to the very essentials. In your talk, describe the essentials colourfully and choose your weapons i.e. text, images and animations wisely (see above). If you lose the attention of your audience, everything will be lost it wont matter how ingenious your design is or how brilliantly you picked colours and keywords. 10. Practice A well-prepared and enthusiastic talk will help you convince your audience and maintain their attention. There are some key points that define a good talk. Know your slides inside out. Speak freely. Speak with confidence loud and clear. Dont speak too fast. Maintain eye contact with the audience. Write a script. A little planning goes a long way. You should know what you intend to say and then figure out how to visualize it. Unless you are an expert at improvising, make sure you write out or at least outline your presentation before trying to put together slides. And make sure your script follows good storytelling conventions: give it a beginning, middle, and end; have a clear arc that builds towards some sort of climax; make your audience appreciate each slide but be anxious to find out whats next. One thing at a time, please. At any given moment, what should be on the screen is the thing youre talking about. Our audience will read slide as soon as its displayed . if
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you have the next four points you plan to make up there, theyll be three steps ahead of you, waiting for you to catch up rather than listening with interest to the point youre making. Plan your presentation so just one new point is displayed at any given moment. Bullet points can be revealed one at a time as you reach them. Charts can be put on the next slide to be referenced when you get to the data the chart displays. Your job as presenter is to control the flow of information so that you and your audience stay in sync. No paragraphs. Your slides are the illustrations for your presentation, not the presentation itself. They should underline and reinforce what youre saying as you give your presentation you can use notecards, a separate word processor document. Just dont put it on the screen and for goodness sake, if you do for some reason put it on the screen, dont stand with your back to your audience and read it from the screen! Pay Attention to Design. PowerPoint and other presentation packages offer all sorts of ways to add visual flash to your slides: fades, swipes, flashing text, and other a nnoyances are all too easy to insert with a few mouse clicks. Avoid the temptation to dress up your pages with cheesy effects and focus instead on simple design basics: Use a sans serif font for body text. Sans serifs like Arial, , Calibri tend
to be the easiest to read on screens.

Use decorative fonts only for slide headers, and then only if theyre easy to read. Decorative fonts are hard to read and should be reserved only for large headlines at the top of the page. Better yet, stick to a classy serif font like Georgia or Baskerville. Put dark text on a light background. Again, this is easiest to read. If you must use a dark background Align text left or right. Centred text is harder to. Line up all your text to a right-hand or left-hand baseline it will look better and be easier to follow. Avoid Clutter. A headline, a few bullet points, maybe an image anything more than that and you risk losing your audience as they sort it all out.

Use Images Sparingly Use images only when they add important information or make an abstract point more concrete.

Have a hook. Ask questions from your self, Moderate, Finally break the rules if it really required.
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Our First Presentation

Script Title Computer Hardware Outline Introduction Input Devices Processing Devices Memory Devices Output Devices Storage Devices Communication Devices Busses Body Slide 1 Computers are used to Process input Store input or output Transfer input or output Slide 2 Input Devices Analogue Digital Example pictures Slide 3 Processing Devices Row Data information Example pictures Slide 4 Memory Devices Keep input out put temporary Example pictures Slide 5 Output Devices Digital Analogue Example pictures Slide 6 Storage Devices Permanent storage Example pictures Slide 7 Communication Devices Communicate with computers Example pictures Slide 8 Busses Transfer Data Example pictures Audience: A/L leavers Count: 50 Environment: A Classic Lecture Hall Type: Lecture

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The PowerPoint Window

Open PowerPoint 2007 Start>all Programs>Microsoft office>PowerPoint 2007

Slide plane

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Status Bar Outline Tab Slides Tab View Buttons Zoom

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Vertical & Horizontal Bars Minimize Button Maximize/Restore Button Close Button

The Status bar generally appears at the bottom of the window. The Status bar displays the number of the slide that is currently displayed, the total number of slides, and the name of the design template in use or the name of the background. The Outline tab displays the text contained in your presentation. The Slides tab displays a thumbnail of all your slides. You click the thumbnail to view the slide in the Slide plane.

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The View buttons appear near the bottom of the screen. You use the View buttons to change between Normal view, Slider Sorter view, and the Slide Show view. Normal View Normal view splits your screen into three major sections: the Outline and Slides tabs, the Slide pane, and the Notes area. The Outline and Slides tabs are on the left side of your window. They enable you to shift between two different ways of viewing your slides. The Slides tab shows thumbnails of your slides. The Outline tab shows the text on your slides. The Slide pane is located in the centre of your window. The Slide pane shows a large view of the slide on which you are currently working. The Notes area appears below the Slide pane. You can type notes to yourself on the Notes area. Slide Sorter View Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can easily add, delete, or change their order of your slides. Slide Show Use the Slide Show view when you want to view your slides, as they will look in your final presentation. When in Slide Show view: Esc Returns you to the view you were using previously. Left-clicking Moves you to the next slide or animation effect. When you reach the last slide, you automatically return to your previous view. RightOpens a pop-up menu. You can use this menu to navigate clicking the slides, add speaker notes, select a pointer, and mark your presentation. Zoom allows you to zoom in and zoom out on the window You can click and drag the vertical and horizontal splitter bars to change the size of your panes. You use the Minimize button to remove a window from view. While a window is minimized, its title appears on the taskbar. You click the Maximize button to cause a window to fill the screen. After you maximize a window, clicking the Restore button returns the window LFN1130 Module 5 By IK Page 7

to its former smaller size. You click the Close button dow and close the program.

to exit the win-

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Slide Placeholders Notes

Slides appear in the centre of the window. You create your presentation on slides. Placeholders hold the objects in your slide. You can use placeholders to hold text, clip art, charts, and more. You can use the notes area to create notes to yourself. You can refer to these notes as you give your presentation.

Creating a New Presentation

Office Button>New> Blank Presentation>Create Select a Design

Design Tab> Designs on themes Group> Preview can be seen by placing mouse on the available designs.
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Select a solstice design Select a Slide Layout Home>Slides>Layout> Title Slide Change the Font and Size Change the font to Arial Black Select the title Home>Font> select the Arial Black, Size 50 Or Click on font in the left side of the themes group and select a font Save the Presentation Click on the save button on the quick access tool bar or press Ctrl + S Save as Dialogue Box will appear Create a folder if you want Supply a name Save Add new Slide Home >slides>new Slide> Select a suitable layout to your content and click on it (Select Title and Content layout) Complete the slide complete all slide Insert Pictures Insert>pictures on illustrations Select the picture Or copy & past the picture

Adding Animation
Slide Transition

When the presentation is on, the way slide are change is the slide transition. Slide transition is used to add pause or a change to the on-going presentation. Use the same transition thought whole presentation or if the presentation is large use different transition on different section of the
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presentation. Use simple transitions only. Do not let to diffuse the important of your presentation using funny transition although they are available in the software. Select the slide Animations> Transition to This slide Then keep mouse on a transition type for a while to see a preview To apply a selected transition to selected slide click on the selected type To add the transition to all slide click on Apply to All To change the speed select the speed Fast Medium or slow To see the preview click on the button. Animations> Uncover Down on Transition to This slide Then Apply To All and change the speed to medium Custom Animation Individual items in a slide can be animated using custom animation. But use the same animation thought the whole presentation. Keep in mind to use simple animations only. Select the item or items Animations>Custom

Once the custom animation is click custom animation plane is displayed on the right side of the window. Click Add Effect> Place the mouse on Entrance > click on Fly In

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Emphasis, Exit, Motion paths are also available but very complex avoid using complex custom animation. Use them on if really they are required only. Now Animation plane let you to modify the added animation. Start method, direction, Speed can be change. Modify the direction from Top and speed to fast You can further change the animation. Identify the animation item and the number from the animation plane. Click on the arrow head You can change the available option. Select all other outline items and add Entrance>More Effects>Appear Animation to the Second Slide Select introduction Animations>Custom Animations on Animation Group Add Effects> Entrance> Fly In Modify Direction to From bottom and Speed to Fast

Animate the Individual Items Select all three Items

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Add Effects>Entrance>Fly In From the custom animation plane Change the Direction to From Right And Speed to Fast You can see all three items are having the animation Number 2 this means all three items fly in together To change them One By One Click on the second Item Store Input, Output Select Start On Click Repeat for the other two items

Insert Headers & Footers

To add headers, footers, date, Slide numbers user Insert>Headers & Footers on Text Group Now you can add date, Slide Number and Footer Headers cannot be added to Slides but it can be added to notes and Handouts Add slide numbers and footer as CCAS 2010 Module 05

Insert Movies and Sound

Insert>Movies or sound on Media Clips

Setup the Slide Show

You can change the setting of the presentation slide show setting using Slide Show>Set Up Side Show on the setup group Then Set Up Show will appear See the available options Set the Resolution

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Important to change the resolution to a supported value by your Projector Present on a Wide screen By default PowerPoint use 4:3 format for the presentation View. If you need to change it Design> Page Setup Change the Slides Size For to On-Screen Show (16:9) Save as a Slide Show If you want, you can save this as a Slide Show

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