Advanced PowerPoint Tutorial 2013
Advanced PowerPoint Tutorial 2013
George Zeiset
Director
[email protected]
Christof Daetwyler, MD
Associate Professor
[email protected]
Greg McGee
Web Developer, Technology in Medical Education
[email protected]
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A. The Basics: Working with Menus/Slide Layouts/Design
When you first start-up Power Point any recent files you worked on will be listed in the left-hand column.
Various design templates are shown which you can pick now or later. To start with a simple blank slideshow
click Blank Presentation as shown circled below.
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At the top of the screen is a horizontal menu called the RIBBON which contains all of the items you will need
in PowerPoint. These include HOME, INSERT, DESIGN, TRANSITIONS, ANIMATIONS, SLIDE SHOW, REVIEW
and VIEW. Each item has more sub-menu items under it. Power Point can be customized to always see the
sub-menu items or have them appear and disappear. This is called collapsing the ribbon and can be adjusted
by right-clicking on any part of the ribbon and checking COLLAPSE THE RIBBON.
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TASK 1: Inserting New Slides – Picking a Layout
- Select the HOME menu item, then click the New Slide button (#1 below). A new slide will appear.
Now click the Layout pull down menu (#2 below) and choose a slide layout for your slide.
TIP: Any menu item that has a down arrow on it will have additional options in a drop down menu. In the
above task you could save a step by simply clicking on the down arrow next to NEW SLIDE and choosing the
layout for the new slide there.
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Using Design Themes
Several Design Themes are built-in with fonts, colors and designs planned out for you. You can apply
design themes after your slides are created but it is best to pick one early since sometimes elements
on your slide may need to be adjusted when changing designs themes.
Notice under DESIGN there are “Themes” and “Variants”. Variants are subtle changes to a theme,
usually the color palette used.
TASK 2: Select DESIGN in the ribbon, then use the drop-down arrow to see more themes. Select one here
or click “Browse for themes” to see more on Microsoft’s website.
- From the HOME menu, create 1 Title Slide layout and then add a title just by clicking in the area that
says “add title”. Layouts provide areas to add text and other objects, but you should know that you
can also always add you own new text boxes anywhere. Select the HOME menu item in the ribbon
and choose the TEXT tool to manually add text anywhere on your slide, not just in these pre-
designated areas of a layout.
nd
- Create a 2 slide which is a “Title and Content” layout, then create a list name and add 4 or 5 items in
a bulleted list.
- Highlight some of the text and use the font, size, color, etc attributes in the HOME menu to change
the look.
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TASK 5: Add a Chart
- You can pick a slide template
that includes content, then
click the Chart icon to insert
a chart (see picture to right)
or Select the INSERT menu
and click the “Chart” button.
- Automatically, the chart will appear on your slide AND another window with the data will open as an
Excel spreadsheet (as shown below).
- Sample data is used but you can now enter your own data OR copy and paste other data. If you close
the Excel spreadsheet, just right click on your chart and select “Edit Data” to get it back.
- Use the CHART TOOLS in the ribbon to edit the Design and Format of your chart.
TIP: The web has many great resources for medical images, just make sure you read and understand the
acceptable use policy for the website where you are downloading images.
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Video, Audio and Screen Recording
TIP: Use caution and always test out your PowerPoint and videos before your actual presentation to make
sure they will work properly.
TIP: Click on the video to select it, then check out the VIDEO TOOLS in the ribbon. You can trim the
length of the video, add bookmarks, crop your video if you over-captured too much and more.
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TASK 10: Animating Chart Data
- Select the chart by clicking on it. In the ANIMATIONS menu, click Animation Pane. Click Add
Animation. Choose an Entrance effect such as Appear or Wipe
- Select Effect Options… and then change the option from “As one object” to either “By series”, “By
category”, “By element in series” or “By element in category” (series corresponds to the rows in the
Datasheet, while category corresponds to the columns)
Animating Objects
Animation isn’t just limited to flying bullet points and progressive
disclosure. You can set up very complex animations within
PowerPoint to visually enhance your presentations. Animate
shapes, pictures, arrows and even videos.
Objects can be animated not only for how they enter the screen
but also for how they exit the screen or for emphasis. “Motion
Paths” or paths that objects follow can also be created for
interesting effects.
TIP: Before you begin to use these tools, make a copy of your original PowerPoint presentation that has no
audio or timings in it. This way you have the original, clean file (unaltered) somewhere else.
WARNING: When asked, if you click “Yes” to save the slide timings AND if you save this PPTX file and use
it in your live presentation, each slide will have a time associated with it and the slide will advance
automatically. This is why you should work with a copy of your presentation to Rehearse Timings. If you
present with the PPT file that has timings, your slides will automatically advance.
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TASK 13: Recording Narration
You may want to record your audio in PowerPoint to practice your presentation or to save it and give it
to someone to view later.
To record audio narration you will need a microphone. Built-in laptop microphones vary in quality.
Using an external microphone or even a webcam with a microphone is advisable. Plug the mic into the
mic input jack on your computer or USB port if it is a USB microphone. Open the Control Panel and go to
“Sound”. Click on the “Recording“ tab to get to the adjustments for the microphone.
In PowerPoint
- Under the SLIDESHOW menu, choose “Record Slide Show”
- Options are presented to also record slide animation and timings as well as the laser pointer mouse or
ink drawings. These tools are available in Full-Screen/Presentation mode, by left-clicking on the
screen and choosing “Pointer Options”.
- When you are ready to begin, click “Start Recording”, wait for the slides to appear in Presentation
mode and then begin talking.
- When you want to finish recording, press the “Esc” key.
TIP: Do NOT speak when changing slides. A recording occurs for each slide and momentarily the audio will
stop when you change slides. For this reason do not speak or a few of your words will be cut off and not
heard.
After you have recorded narration with your slides, make sure you save your presentation. Put the word
“narrated” in the filename so you know this version has audio narration. The file will contain the audio and
may be quite large. Often this is a good way to narrate a presentation to be used on an educational website
however the file will need to be converted by technical staff in order to be accessible on the internet. A
better solution at Drexel to record and edit presentations is to use a program called Camtasia (see box
below).
• Camtasia will capture everything that happens on your screen, in a high quality format so text
and image details are very readable
• You can choose to capture you mouse arrow to show your mouse movements, what you point
to, etc.
• You can choose to capture video (such as a shot of yourself speaking)
• Later you can edit your presentation to cut things out and re-record sections as needed.
• You can arrange where the screen capture and the video windows are placed and add text,
titles and other objects onto your video.
• You can display a table of contents when you produce the presentation
• After everything is captured, edited and placed the program needs to render (or publish) the
presentation into a movie or a web-ready HTML 5 package that you can post to a website or
distribute.
For more information on Camtasia please contact IRT to find out when training sessions are held.
www.drexel.edu/IRT
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E. Using Dual Monitors When Presenting
Your audience will see only your slides full-screen (see image on right) and at the same time you
can have your own presenter’s view (image on left) to control your presentation. On your
monitor, see your notes for each slide, preview upcoming slides, skip slides, view the timer, black-
out the main screen, etc.
Presenter View (from laptop screen) Audience View (from laptop to a projector)
To use this powerful feature, your computer must be capable of dual monitor support. Laptop
computers with Windows 7 or newer have this capability, allowing you to see the presenter’s
view on your laptop’s screen while projecting just the slides through the external monitor port.
You must also know how to select the output of your laptop to go to the external monitor.
Usually this is done by using a combination of keyboard keys, the “Fn” key and one of the “F”
button keys. Look for a monitor-like icon on the keyboard keys or the words “LCD/CRT”.
To set up your computer for dual monitor support, follow these steps:
1. Connect a monitor or LCD projector to your laptop’s VGA connector.
2. Either use the keyboard keys as described above to alter the display so that you are in
EXTENDED mode OR go to Control Panel, Appearance, Display, Adjust Resolution and change
Multiple Displays to be “Extended”
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Once dual monitor support has been enabled, you can set up PowerPoint to use it:
1. On the SLIDESHOW menu, click “Set Up Slide Show”, and choose “Monitor 2” (representing
the output which is going to the projector) under “Multiple Monitors”.
4. To move between slides or trigger the next animation, click the arrow buttons. To show
a slide out of sequence, click a slide in the thumbnail list.
You can use PowerPoint to lay out your poster, and then take the Power Point file to a
commercial graphics house or to a Drexel department with a large format printer for printing.
First figure out how big your poster needs to be. For our example, we’ll use a final poster size of
3’ high x 6’ wide…. or 36” x 72”.
Next, you will need to set-up your Power Point slide for this size. Select “File”, then “Page
Setup”.
The maximum size for a slide show in PowerPoint is 56” x 56”, so if you want your poster to be 6’
wide or 72”, you will need to set the width of the page to ½ the final size, then tell the printer to
print the poster at 200%. In our example the width would be 36” (1/2 of 72”) and the height
would be 18”
Now you are ready to start adding a title, authors, DrexelMed logos, pictures, charts, etc.
TIP: For copies of logos and usage policies, check out the DrexelMed Brand Identity Manual at
http://www.drexelmed.edu/Home/FacultyandStaffResources/BrandIdentity.aspx
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Choosing the correct size of text
18 pt 72 pt
|--------------------|--------------------|--------------------|--------------------|
0’ 1’ 2’ 3’ 4’
When selecting text size for a poster, keep in mind that posters are generally viewed from a distance of
4’ or more instead of 1’ for regular printed material. Therefore, text on posters should be at least 4
times as large (actually only 2 times as large if you will print the final poster double size) as you would
normally use for a printed document.
It’s best to experience the text size for yourself. Print out a sample 8.5 x 11 sheet of paper with some of
the text on it at the actual size that it will be on the poster. Hang it up and step back 4 feet and see how
it reads.
Add images with a digital camera or use stock images and clipart from online libraries. Just make sure
the image is a high enough resolution so when it prints out it isn’t blurry. Most digital cameras will let
you take a high-resolution image. Most images from websites will be very low resolution and not good
for printing.
Graphs and charts can also help make a more visual poster. A good way to include existing
charts, graphs and even text slides you may already have is to:
st
• 1 create them in Power Point or open your existing slideshow
• Export (Save as) each slide as a .PNG or .JPG file
• Insert these files into your Power Point poster file
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