Presentation

Lesson 1: Presentation Applications Packages

BIT Semester 1 – Application packages

Duration: 7 Hours (3.5 hrs of lectures + 3.5 hrs of practical) Instructional Objectives • • • •

Determine the usefulness of presentation materials Determine the appropriate designs for multimedia presentations Identify the presentation applications built for different Operating Systems Design and develop presentations in MS PowerPoint for different needs

Overview: How to present your work to others? When you want to present something to an audience you may be using lots of techniques like pictures and graphs drawn on papers, boards with text…etc to deliver your presentation. But you may not be able to modify and reuse them easily. What about using a computer and a multimedia projector to present your work /lesson? You can include live content like audio and video as well. There are computer applications built to create and show presentations. They help you to create presentations and deliver them in different media such as over a projector, in handouts, through the Web…etc. Working with those presentation applications to create a presentation and to show a presentation is easy and enjoyable.

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Table of Content 5.1 5.2 5.3 5.4

Usefulness of Electronic Presentation Materials [5 min] ...................................... 5 Design considerations for multimedia presentations [20 min] ............................. 6 Presentation Applications [5 min] ......................................................................... 7 Getting started with MS PowerPoint [1 hrs] ......................................................... 7 5.4.1 Introduction to MS PowerPoint 7 5.4.2 Starting MS PowerPoint 7 5.4.3 Working environment: Menus, Toolbars, Task Panes, Views, Rulers, Grid and 5.4.4 Creating a New Presentation 8 5.5 Modifying Presentations [2 hrs] ..........................................................................11 5.5.1 Adding and Deleting Slides 11 5.5.2 Changing the Order of Slides 12 5.5.3 Hiding Slides 12 5.5.4 Formatting Backgrounds 13 5.5.5 Design Templates 13 5.5.6 Using Slide Master 14 5.5.7 Adding Slide Transition Effects 15 5.6 Adding Media Content [1 Hrs] .............................................................................16 5.6.1 Selecting a slide layout 16 5.6.2 Adding text, graphics, audio, video, graphs, charts…etc 17 5.6.3 Linking / Embedding External Data 27 5.7 Creating Interactions and Animations [45 min]..................................................28 5.7.1 Action buttons 28 5.7.2 Hyperlinks 29 5.7.3 Using custom Animation 30 5.8 Managing and Delivering Presentation [45 min]....................................................33 5.8.1 Setup Presentation 33 5.8.2 Defining Custom Shows 34 5.8.3 Rehearse Timing 36 5.8.4 Selecting Output Formats 36 5.8.5 Adding Notes for the Presenter 36 5.9 Printing [30 min] .................................................................................................37 5.9.1 Using Handout Master 37 5.9.2 Using Notes Master 38 5.9.3 Previewing 39 5.9.4 Page Setup 40 5.9.5 Printing Options 40 5.10 Saving and Publishing for Web [30 min].............................................................41 5.10.1 Saving a File 41 5.10.2 Saving Presentation in Other Formats 42 5.10.3 Publishing for Web 43 5.10.4 Packaging for Using in Another Computer 44

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Lesson 5 Presentation Applications 5.1 Usefulness of Electronic Presentation Materials [5 min] Electronic Presentation materials provide a guide line to the presenter on his/her speech. If you can create them with more graphics and animations to simplify the content of your presentation then you’ll be able to grab their attention and entice them to your speech. Further, a good presentation material posses qualities like; clarity, Simplicity, readability, reusability, time manageability, availability and reusability of the presentation. Reusability A presenter can use same electronic presentation in different times in different speeches. If a teacher uses some electronic presentation material for teaching, hard copies of that presentation can be given to the students as handouts. Time Manageability Presentation materials help to the presenter to plan and manage the time. Presenter can get ready for the presentation and can include necessary graphics animations and text etc… Presenter doesn’t need to memorise all the contents of the presentation. Easy to understand Listeners can easily understand and enjoy the presentation because of text graphics, and animations. Key words of the speech can be put in text while graphics and animations simplify the meaning of text content. Availability Once the presentation material is created, listing the content in the order of the speech the presenter will not miss any information that he hopes to present. He/she can add notes and link other necessary information that he may need for his presentation. He/She can recheck it before going to the presentation.

5.2 Design considerations for multimedia presentations [20 min] How to design a presentation? How to select text, graphics, animations…etc to your presentation? You should plan to present your content in slides. One slide should carry the information relevant to one topic. If there are continuations from one slide to the

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other then on the top of the continued slides you should clearly mention that the content on that slide is a continuation of the previous.

Text: Try to have less number of text lines on a slide and select simple words to express your idea. Font type should be relevant to the topic of the presentation and the audience. However, try to select an easily readable font type. Size of the font should also be increased to improve the readability of the text. If you select the Arial font then the font size should be not less than 24. The text colour should be an opposing colour to the background colour. For example select dark colour of text on light colour backgrounds. Graphics: Graphics should add clarity to the information carrying on the slide. That is, graphics must be matched with what you are explaining and the designer must think about the age, level and the background of the listeners in selecting graphics. (Children/Elders) Animations: Animations help you to show the sequential order of some information or a process and on the other hand the information can be easily passed to the audience with less explanation. Colors: Designer must consider about the audience before choosing the colors. You can use multiple colors for kids but for the professional presentation you have to use less number of colours and apply them wisely to show different categories of text. (Headings, list items, paragraphs...etc) Audio/Video: Select appropriate audio and video to give more meaning to the presentation and keep the audience happy. These clips should take only less play time. For an example in a one hour presentation you can select 10 minutes video presentation.

5.3 Presentation Applications [5 min] Impress from OpenOffice.org and PowerPoint from Microsoft office are two most popular application software used to satisfy your need of creating presentation materials. Working with Impress or PowerPoint to create a presentation and to show a presentation is easy and enjoyable. MS Office: Microsoft Office is the Office application package developed by the Microsoft Cooperation. The application can currently be run only in Windows platforms.

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Open Office.org: This is the most commonly used Open Source office application package. This can be run in Linux environments as well as in Windows environments.

5.4 Getting started with MS PowerPoint [1 hrs] 5.4.1 Introduction to MS PowerPoint Microsoft PowerPoint is the application software developed by Microsoft to help you creating and presenting presentation materials. It is one of the most heavily used and popular presentation applications. It helps you to create presentations that have an impact in person or online. Pen Tools and the Highlighter on slide show provide the facility to write or highlight the key areas on the slide during the presentation. You can play audio, video and add impact to your presentations using images, sounds, photos, and animations. 5.4.2 Starting MS PowerPoint You can start MS PowerPoint from Start > All Programs > Microsoft Office > Microsoft PowerPoint 2003. The program starts with a flash screen showing the product information of the application program and next you’ll see a window with lots of buttons, options and task panes. 5.4.3 Working environment: Menus, Toolbars, Task Panes, Views, Rulers, Grid and Guides…etc Working environment is dividing in to two categories as windows elements and environment settings. Windows Elements: MS PowerPoint working environment is with full of Menus, Toolbars, Task Panes, and Windows which help you to create a presentation to your taste and need. On the top of the Window you can see the title bar carrying the name of the application and just below that you can see the Menu Bar. Menu Bar consists of menu options and if you click on one menu option that lists down the sub menu options in a drop down menu. Below the Menu Bar you can see the Tool Bars with lots of commands. Usually, a task pane takes space on the right hand side of the Window. Environment Settings: MS PowerPoint allows you to customize your working environment as you want. You can show or hide toolbars or task pane, customize the commands on toolbars, display or hide Rulers or Grids and Guides. When you open the

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application for the first time it shows only one slide at a time. But if you scroll down the window you’ll see the rest of the slides coming one after the other. Further there are three main views to see the slides as Normal View, Slide Shorter View and the Slide Show. You can customize your working environment as you want.

5.4.4 Creating a New Presentation How to create a new presentation? To create a new presentation you have to start by selecting the File > New option. This will open you the New Presentation Task Pane to the right hand side of the window. There are several options under the “New” category as follows to create a new presentation. • Blank presentation • From design template • From AutoContent Wizard • From existing presentation • Photo album Your selection should depend on what you’re going to create, how you’re going to create it and your skill of using PowerPoint.

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5.1.1.1 Rapid presentation creation using AutoContent Wizard If you are a beginner then it is better to create your first presentation with the help of the AutoContent Wizard.

How to use the Auto Content Wizard? 1. On the File menu, click New [You’ll get the New Presentation Task Pane opened to the right hand side of the window] 2. Click on the link “From AutoContent Wizard…” in the New category [You’ll open the AutoContent Wizard] 3. Click the Next button 4. Follow the instructions on the Wizard 5. Select the appropriate options 6. Click the Next button to proceed 7. Repeat the steps 4 to 6 to end the steps on the Wizard 8. Finally click on the Finish button to create the presentation 9. Next, you can modify the text content on slides and formats 10 Save your presentation once you finish adding the content 5.1.1.2 Creating blank presentations If you are an expert in using PowerPoint and if you like to have your own background settings then select the option Blank Presentation. You can create a blank presentation by clicking on the new button on the Standard Toolbar or by using the Menu Options as follows; 1.

Select the New option on the File Drop Down Menu

2.

Click on the link “Blank presentation” under the New category

on the New Presentation Task Pane [You’ll create a blank presentation with one slide] 5.1.1.3 Creating a new presentation from General templates There are lots of pre-build design layouts applicable for presentations. Those design layouts are called as templates and they help you to maintain consistency throughout all the slides of the presentation. You can

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create your own templates too by saving the presentation as a Design Template. To create a new presentation using a template; 1.

On the File menu, click New

2.

Click on the link “From design template” under the New

category on the New Presentation Task Pane [You’ll open the Slide Design Task Pane] 3.

Select the template that you want your presentation to be

created with from the Slide Design Task Pane

This will create a new presentation with the selected design template. If you want to apply a different design, then select another design template just by clicking on the design template view on the Slide Design Task Pane.

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5.5 Modifying Presentations [2 hrs] 5.5.1 Adding and Deleting Slides If you have selected the option Blank Presentation to create your presentation then by default, you’ll get only one blank slide. So, you may need to increase the number of slides. But if you have selected the option creating a new presentation using Design Template or an existing presentation then, you may need to delete some of the slides. How to add/insert a slide? Click on the New Slide button on the Formating Toolbar. (Or select the option New Slide from Insert > New Slide) Then you’ll get a slide with the Title and Text layout. If you want to change the layout select the appropriate layout from the Slide Layout Task Pane. How to delete a slide? You can delete a single slide or multiple slides at a time by selecting them. So, first select the slides on the Slide Tab of the Normal View or Slide Sorter View. Use the Shift key or Ctrl key respectively to select multiple slides if the slides are listed next to each other or in discrete positions. Finally press the Delete key on the keyboard or right click on the selection and select the option Delete Slide from the popup menu.

5.5.2 Changing the Order of Slides If you want to change the order of the slides you can do it being on the Outline tab in Normal View or on the Slides tab in Normal view or in the Slide Sorter View. If you are on the Outline tab in normal view then select one or more slide icons, and then drag the selection to a new location. On the Slides tab in normal view, select one or more slide thumbnails, and then drag the selection to a new location. In slide sorter view, select one or more slide thumbnails, and then drag the thumbnails to a new location.

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5.5.3 Hiding Slides Hiding option in PowerPoint helps you to customize a presentation previously created for a new presentation. Because of this feature you don’t need to delete a slide if it covers information which cannot be covered during the new presentation time. Hidden slides get hidden from the normal sequence of presentation slides and they do not appear in the presentation. But if you want to show a hidden slide after a particular slide at the presentation then you should show it through a hyperlink or an action button. To hide: Right clicks on the slide thumbnail view on the Slide Sorter View or on the Slide tab of the Normal View and select the option Hide Slide from the popup menu. To show a hidden slide: Right click on the thumbnail view of the Slide Sorter View or on the Slide tab of the Normal View and reselect the option Hide Slide from the popup menu. If the operation needs to be done on multiple slides then select the multiple slides and right click to select the option Hide Slide. But if you don’t want the slide at all then you can delete the slide by selecting it from the Slide tab of the Normal View or from the Slide Sorter View and pressing the Delete Key on the keyboard. 5.5.4 Formatting Backgrounds Backgrounds can be formatted, to give a different appearance to a slide or all the slides. But you should try to maintain the consistency among all the slides by applying only one design template to all the slides. Any deviation from the main navigation structure can be highlighted with different background fills.

To apply a different background colour or effect; 1

Select the option Background… from Format > Background

2

Click on the down arrow at the combo box on the background fill

frame 3

Select a different colour

4

Click on the button Preview to see how it looks on the current slide

5

Click on the Apply button if you want to apply the setting only to

the current slide

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6 Click on the button Apply to All if you want to apply the setting to all the slides

5.5.5 Design Templates What is a Design Template? Design Template is a template with predefined color schemes and styles for font, bullets and other media place holders. This helps us to create presentations with a fully designed and a professional look and feel. PowerPoint design templates are with professional background designs and transition effects. How to Apply a Design Template? 1.

To apply a design template open the Slide Design dialog box from Format

> Slide Design... 2.

Next, click on a thumbnail view of a design template on the Slide Design

Task Pane

This will apply the design template to all the slides.

To apply the design template only to a selected number of slides, first you have to select the slides on the Slide tab of the Normal View or Slide Sorter View and click on the thumbnail view of a design template on the Slide Design Task Pane.

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5.5.6 Using Slide Master What is the Slide Master? Slide Master is a slide template which helps you to define text, graphics or animations that should be common to all the slides. This will reduce the time needed for repeated tasks like adding organizational / institutional logo, date, page number, text formatting and Next, Back buttons which should appear on each slide. To design the master slide you can follow the guide lines given on the Slide Master. How to Use the Slide Master? 1.

Open the Slide Master from View > Master > Slide Master. Then you’ll

get the Slide Master View as below.

2. Next, you can edit the areas marked on the Slide Master to maintain a common design in all the slides. 3. You can insert graphics and other media clips as well if you want to make them appear in all the slides. 4. Once you finish designing, click on the Close Master View button on the Slide Master View Toolbar to close the Master view.

5.5.7 Adding Slide Transition Effects What are Slide Transition Effects? Not only the objects and text on a slide but also the slide itself can have effects to make your presentation an exciting and live one. The transition from one slide to another can be done in a more attractive way by using a transition effect. MS PowerPoint provides you facility to apply one

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transition effect to all the slides or apply different effects between the slides. Also, you can set the effect play fast, Medium or slow. How to Add Slide Transition Effects? 1. Be on the Slide Sorter View or on the Normal View 2. Next, select the slide/s to apply a transition effect 3. Open the Slide Transition Task Pane from Slide Show > Slide Transition... 4. Select a transition effect from the list of transition effects Modify Transition category helps you to set the speed of the transition and add around effect if needed. Slides can be set to advance with a mouse click or automatically after some time. To apply the same transition effect to all the slides you can simply click on the button, Apply to All Slides.

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5.6 Adding Media Content [1 hrs]

5.6.1 Selecting a slide layout The slide layouts carry content place holders. There are four categories as Text Layouts, Content Layouts, Text and Content Layouts and Other Layouts. Selecting a proper layout helps you to add media content quickly. How to insert a new slide with the required slide layout?

1) Click on the New Slide option

on the Formatting

Toolbar or you have to select the New Slide option from the Insert > New Slide or press Ctrl + M 2) Select the appropriate slide layout to support your media content 3) Click on a slide layout from the Slide Layout task pane But still you can insert media content that doesn’t fit the original layout and if you do so, then the layout adjusts, adding a placeholder for the new item. You can change the layout of an existing slide. How to do so? 1) Be on the Normal View and get the slide to be changed on to the screen 2) Open the Task Pane [If you don’t get the Slide layout Task Pane then, click on the name of the Task Pane to expand the list of other task panes. Select the Slide Layout option from the list.] 3) Click on the relevant slide layout view

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5.6.2 Adding text, graphics, audio, video, graphs, charts…etc 5.6.2.1 How to Add Text to the Slide? Different methods will help you to add test on to the slide. •

You can add text to an existing text field.

•

Use Text Box tool to add new text areas on to the slide

•

Select existing text areas, copy and paste them where you want to

add them

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Add text using the existing text fields: Microsoft PowerPoint slide layouts add text fields automatically to the slide. You can click on an existing text field on the slide to add text to it. Add more text fields: If the existing text fields are not enough for you then you can add more text fields as you wish by using the Text Box tool on the Drawing Toolbar. Click on the Drawing Toolbar and click on the slide where you want to add the text. Draw the text area by clicking and dragging on the slide. Finally, you can add your text to it. You can copy and paste the existing text fields with formatting to duplicate the text fields. Use the Select Tool on the Drawing Toolbar to move the text fields on the slide. How to Set Fonts Attributes? MS PowerPoint provides facilities to add different font styles and sizes. Follow the following steps to set the font attributes. 1) Select the text area/s of which you want to set the font attributes. 2) Open the Font Dialog box from Format > Font...

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3) Do the desired font settings 4) Click OK button of the Font Dialog box to apply your settings How to Modify Line Spacing? 1) Select the text area/s of which you want to set the font attributes. 2) Open the Line Spacing Dialog box from Format > Line Spacing 3) Set the space distance as you want 4) Click on the OK button to apply the settings

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5.6.2.2 How to Add a Picture?

Pictures add a glamorous look to your presentation. It is important to select the suitable images which are relevant to the text on the slide for not to disturb the clarity of the content. MS PowerPoint lets you insert graphics from Windows’ clipart gallery or from any other place in your computer or network. How to insert a picture from the Clip Art? 1) Select the menu option Insert >Picture> Clip Art… 2) Type the text which describes what you want to search for. For example if you want to find a picture of a rabbit, then type the text as rabbit or animal. 3) Select the place from where you want to find the pictures. If you select the Web Collection as well it will take more time for searching depending on the speed of your Internet connection

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4) Next, select the option Clip Art from the list at “Result should be “ field 5) Finally, click on the button Go to start searching the pictures 6) Once the searching is over it shows the list of pictures in thumbnail views 7) Click on the thumbnail view of the picture which you want to insert on to the document

But if you have already selected a slide layout having the Clip Art place

holder then you can click on the 3rd option on the first row to insert a picture from Clip Art Gallery.

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How to insert a picture from a file? 1)

Select the menu option Insert >Picture > From File…

2)

Locate your file from the Insert Picture dialog box

3)

Click on the Insert button to insert the selected picture

But if you have already selected a slide layout having the picture place holder

then you can click on the 1st option on the second row to insert a picture from a file. Next, use the Insert Picture dialog box to insert the required picture. How to Format an Inserted Picture?

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To format an image added on to a slide you can use the Picture Toolbar or right click on the picture and select the option Format Picture…to use the Format Picture dialog box. The clip art images (vector images) can be edited by changing its colors. But you cannot recolor the bitmap images. Anyway, both types of images can be cropped of formatted by changing brightness, contrast or colors scale.

To edit the settings done on the Insert CD Audio dialog box you can right click on the Audio CD icon and you’ll get the same dialog box to edit the settings. How to Record Sounds for a Presentation? If you want to add a narration to your presentation you can use the sound recording facility in MS PowerPoint. The sound recorder can be invoked by selecting the option Record Sound from Insert > Movies and Sounds > Record Sound.

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Connect your mike to the computer and press the Record button on the Sound Recorder to start recording the voice. Finish recording by pressing the Stop button and you’ll get a Speaker icon on the slide.

5.6.2.4 Movies & Animated GIFs for a Presentation Movies with audio and video content give life to the presentation. It can be used to demonstrat something that cannot be accessed from the presentation environment. What type of movie files can be added to presentations? Movie files like AVI, QuickTime, and MPEG with file extensions such as .avi, .mov, .qt, .mpg, and .mpeg can be added to MS PowerPoint presentations. What is an animated gif? Animated gif file is formed of a collection of images. When images are shown one after the other our eye detects it as an animation. Thus an animated gifs are not technically movies but they can be added to slides just as you add movies. These files always have the extension .gif. How to Add Movies & Animated GIFs? You can add movies or GIFs by locating the file in the machine/network or you can use the Clip Art Task Pane as you work to add an audio clip to the slide. Select the menu option “Movie from File” or “Movie from Clip Organizer” from Insert > Movies and Sounds > Movie from or Movie form Clip Organizer.

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Movie files do not get added as embedded files to your slide. Why? As movie files are heavy they get automatically linked to the presentation from the place where they are. So it’s better to move the movie files to a place where the presentation can find it easily and it you are showing the presentation in another computer you should copy the movie files along with the presentation to the that computer. 5.6.2.5 How to Add a Table to the Slide?

Tables help you to present data in a more clear, organized and in a descriptive way. You can insert tables on to the slide by; 1) Using a slide layout which supports to add tables on a slide 2) Drawing a table on any slide layout using the Tables and Borders Toolbar from View > Toolbars > Tables and Borders 3) Importing a table which you have created in another application How to Add a Table Using the Slide Layout? 1) First you should select the appropriate slide layout which supports you to add a table on to the slide. 2)

Click on the New Slide button on the Formatting

Toolbar or select the option New Slide from Insert > New Slide Click on the slide Layout Title and Table to add one slide as that.

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3) Next, you can double click on the area specified as “Double click to add table”. You’ll get a dialog box to mention the number of rows and columns. 4) Click OK button on the dialog box [You’ll get the table structureon the slide.] 5) Next, you can add text on the cells. 5.6.2.6 How to Insert a Chart on to the Slide? A Chart can also be insert as you insert the table. Method 1:

1) First you have to open a slide having the layout supporting for a chart insertion. 2) Click on the Chart Insert option at the 2nd option on the first row 3) Next, edit the records and the field names at the Datasheet 4) Click out side to end the editing You’ll get a chart drawn on the screen according to the values and data you entered on the datasheet. Method 2: If you want to add a chart to an existing slide not having the layout supporting for inserting a chart then, 1) Select the menu options Insert > Chart 2) Next, edit the records and the field names at the Datasheet 3) Click out side to end the editing

5.7 Creating Interactions and Animations [45 min] 5.7.1 Action buttons Buttons which help you to navigate from one slide to the other or to open an external document or to run another application are called Action Buttons in a Presentation Application. You can add Action buttons by selecting the option “Action Buttons” from Auto Shapes > Action Buttons on the Drawing Toolbar. Those are ready-made buttons but can be further modified as you wish. Also you

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can create an Action button by right clicking on any graphic and selecting the option “Action Settings…” from the popup menu. How to use a ready-made Action Button? 1) Click on the Auto Shape button on the Drawing Toolbar 2) Select an Action Button from the menu [You can drag this menu any where on the screen if needed; click on the dotted line appearing on the top of the menu, drag it and drop on another place on the screen.]

3) Draw it on the slide or click on the slide to draw it in the default size [You’ll get the Action Settings dialog box automatically opened] 4) Be on the tab Mouse Click if you want to do the action by clicking on the button or select the tab Mouse Over if you want to do the action when the mouse is over the button 5) Select the slide or the file to which you want to jump / or select the program which you want to execute by clicking on the button at the slide show 6) Click on the check box “Play sound” and select a sound from the combo box if you want to make a sound when the action invokes

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How to create and Action button? 1) Right click on the graphic or the object which you like to convert into an Action Button 2) Select the option “Action Settings” from the popup menu 3) Do the necessary settings on the Action Settings dialog box 5.7.2 Hyperlinks A hyperlink is a connection from one slide to another, another presentation or to an external file. The hyperlink itself can be text or an object such as a picture, graph, shape, or WordArt. How to create a hyperlink? 1) Select the text or object to create the hyperlink 2) Right click on the selection

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3) Select the option Hyperlink... from the popup menu [Then you’ll open the Insert Hyperlink dialog box]

4) Select the appropriate “link to” option from the list of options on the left hand side of the dialog box. 5) Do the necessary settings 5.7.3 Using custom Animation Animation Effects are used to deliver the content in a more meaningful manner. They create interest in the audience too. You can call text character by character, word by word or at once and make it appear on the slide synchronously with the speech. If you use animation effects in diagrams or charts you can show the flow of objects and other information. MS PowerPoint provides you a set of predefined animation effects categorized into 4 as; Entrance, Exist, Emphasize and Motion Path. The “Draw Custom Path” option listed in Motion Path category provides the user to customize the animation effect to satisfy his/her needs. You can apply more than one animation effect to one object on the slide and you can control how and when you want an item to appear on a slide during your presentation. How to make the text appear word by word on the slide show? 1)

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Right click on the selection and select the option Custom Animation…

from the popup; menu or select the option Custom Animation from Slide Show > Custom Animation… [You’ll get he Custom Animation task pane opened] 3)

Select the type of Animation from the Add Effect list

4)

To make it just appear on the slide, select the option Appear [if the

required option is not on the list select the option More Effects… to see all possible effects] 5)

Click on an list item added on to the task pane which describes an

animation event 6)

Select the option which describes how you want to start the animation;

“on click”, automatically with the previous animation or automatically after the previous animation

7)

Double click on a list item or click on the down arrow at the list item and

select 8)

the option Effect Options…

Select the option Word by Word from the Animation text combo box on

the Effects panel

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9) Click on the OK button 10) Click on the Pay button or Slide Show button on the task pane to see how it works on the Slide Show How to animate an arrow on a path? 1) Draw an arrow on the slide or insert a picture of an arrow onto the slide 2) Right click on the arrow and select the option Custom Animation… from the popup menu 3) Add the Effect Motion Paths > Draw Custom Paths > Curve (or any other which helps you to draw the path easily) 4) Draw the path on the slide to mark the path on which the arrow should move 5) Do the other necessary settings on the task pane by selecting the animation

event list.

6) Click on the Play or Slide Show button to preview the animation

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5.8 Managing and Delivering Presentation [45 min] 5.8.1 Setup Presentation How do you want to show your presentation to the audience? You can decide and do the appropriate settings before going to the presentation. Your decisions on what you want to show at the presentation, what slides you want to show, how you want to advance the slides…etc can be set using the Set Up show dialog box. You can open it from Slide Show > Set Up Show…

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How to set up a presentation to run in a continuous loop? 1) On the Slide Show menu, click Set Up Show 2) Select the Loop continuously until ‘Esc’ check box 3) Click on the OK button 5.8.2 Defining Custom Shows Sometimes you may need to create another presentation based on a previously created presentation. If the allocated time for the presentation is less than the previous then again we need to hide some slides. But without hiding the slides and damaging the structure of the previous presentation we can prepare another presentation by selecting the required slides of the previous. Here you don’t need to create another file but within the same presentation you can create a custom Show. Another requirement to have custom shows is that we can use one presentation to a different audiences. How to create a Custom Show? 1) Open your previously created presentation 2) Open the Custom Shows dialog box from Slide Shows > Custom Shows 3) Click on the New button [ You’ll get the dialog box called “Define Custom Show”]

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Lesson 1: Presentation Applications Packages

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4) Give a meaningful name to the custom slide show 5) Select the slides which are to be added to the new show from the list, “Slides in presentation” and click on the button Add [Use the Ctrl key to select multiple slides] 6) Order of the added slides can be changed using the Up and Down arrows stay next to the Slides in Custom show filed 7) Click OK to create the custom show 8) Repeat steps 3 through 8 to create more custom shows with any slides in your presentation. 5.8.3 Rehearse Timing It is good to have a rehearsal before going to the presentation if you have to do the presentation in a tight time schedule. Rehearse timing helps you to adjust the time required to be on the slides. If you know the time you need to spend on a particular slide then you can directly add that time for the slide. How to set the timing in the rehearsal mode? 1) On the Slide Show menu, click Rehearse Timings to start the show in rehearsal mode. 2) Take your time to speak on the content of the slide 3) Click the advance button on the Rehearsal Toolbar to move to the next slide

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Lesson 1: Presentation Applications Packages

BIT Semester 1 – Application packages

4) When you reach the end of the slide show, click Yes to accept the timings or No to start over. 5.8.4 Selecting Output Formats A presentation can be delivered in different formats. You can decide the format or the formats which are best applicable for your need. There are different types of formats; • On-Screen Presentation - Show your presentation using a multimedia projector or a dual monitor •

Online Presentation - Save your presentation as a web page and

upload it to online accessible server • Overhead Transparencies - Print the slides on to transparency sheets and use an overhead projector to show them • Paper Printouts of Slides, Notes, Handouts or Outlines - Prepare the handouts or notes and print them for distribution 5.8.5 Adding Notes for the Presenter You may need to carry some notes that would help you to do the presentation. Presentation application itself provides the facility of creating such notes that would accompany with the slide. If you want you can print these notes as a separate note for the audience or make these notes visible once you save the presentation as Web page. You have to use the Normal View of the presentation to add the notes. Once you have finished you can shift to Print Preview to see how your notes will print and see the full effect of your text formatting.

To add notes to a slide; 1) Be on the Normal View of the presentation 2) Click on the area marked as “click to add notes” 3) Type your note 4) Do the necessary text formatting 5) Preview it using Print Preview and select the Notes Pages from the Print What combo box on the Toolbar

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Lesson 1: Presentation Applications Packages

BIT Semester 1 – Application packages

5.8 Managing and Delivering Presentation [45 min] 5.8.1 Setup Presentation How do you want to show your presentation to the audience? You can decide and do the appropriate settings before going to the presentation. Your decisions on what you want to show at the presentation, what slides you want to show, how you want to advance the slides…etc can be set using the Set Up show dialog box. You can open it from Slide Show > Set Up Show…

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You can use the Notes Master to apply a common formatting and headers and footers. The Notes Master can be opened from View > Master > Notes Master.

5.9 Printing [30 min] 5.9.1 Using Handout Master You may need to distribute some handouts during your presentation. You can use the Handout Master as same as you used the Slide Master to design the common graphics and formations for the slides. You can open the Handout Master from View > Master > Handout Master. Use the Handout Master to create the header and the footer for the handouts, insert the page numbers and place the date if necessary. You can select the number of slides that you wish to print on one page using the “Handout Master View” Toolbar.

Use the Print Preview to see how your handouts will print. 5.9.2 Using Notes Master You may need to distribute some handouts during your presentation. You can use the Notes Master as same as you used the Slide Master to design the common graphics and formations for the slides. You can open the Notes Master from View

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> Master > Notes Master. You can create the header and the footer for the handouts, insert the page numbers and place the date if necessary.

5.9.3 Previewing On the File menu, click Print Preview or click on the Print Preview button on the Standard Toolbar.

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Use the buttons on the Print Preview’s toolbar to check how the printout of the required material will look. This helps you to do the necessary adjustments to the material before printing. 5.9.4 Page Setup Page setup is needed to be done before printing. You can select the paper size, orientation of the slide, notes, handouts or outline and the number from which you want to start numbering the slides.

5.9.3 Previewing On the File menu, click Print Preview or click on the Print Preview button on the Standard Toolbar.

Use the buttons on the Print Preview’s toolbar to check how the printout of the required material will look. This helps you to do the necessary adjustments to the material before printing. 5.9.4 Page Setup Page setup is needed to be done before printing. You can select the paper size, orientation of the slide, notes, handouts or outline and the number from which you want to start numbering the slides.

5.9.5 Printing Options To print your Slides, Handouts, Notes Pages or Outline, you should open the Print dialog box from the File Menu (File > Print). Next, you can select your printer and what you want to print (Slides, Handouts...). If you are going to print handouts then you can specify the number of slides you like to have on a page and their order. If the presentation is created using a design template or if it contains lots of colors and your printer is black and white one then select the colour option as Pure Black and White to have more clear text on your print out. How to Print Handouts? 1) Select the option File > Print from the Menu Bar 2) In the Print dialog box select the option Handouts from the “Print what” combo box 3) Select the number of slides to be on one page from the Slides per page combo box

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5.10 Saving and Publishing for Web [30 min] 5.10.1 Saving a File To save the presentation file click on the Save button on the Standard Toolbar or select the option Save from the File drop down menu. You will be asked to give a file name if you are saving the file for the first time. If you want to save the file in a different name as a copy then use the menu option Save As on the File drop down menu. You can set your presentation files to get automatically saved while working. To make this feature on, you have to; 1)

Click on the menu option Options on the Tools menu [You’ll get the

Options dialog box opened] 2) Click on the Save tab 3) Select the” Save AutoRecover info every” check box. 4) In the “minutes” box, enter the interval for how often you want to save files. 5) Click on the OK button

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5.10.2 Saving Presentation in Other Formats A PowerPoint presentation can be saved in different file formats, such as; •

Web Page

•

Single File Web Page

•

Design Template

•

PowerPoint Show

•

PowerPoint Add-In

•

Picture file formats like GIF, JPEG, TIFF, PNG…etc

•

Outline/RTF

How to save a presentation file in a different file format? 1) On the File menu, click Save As 2) In the File name box, type a name for your new file 3) In the Save as type field, select the appropriate file format that you wish to have 4) Click Save

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5.10.3 Publishing for Web If your presentation is published for web then the others can view it through a Web Browser like Internet Explorer or Netscape Navigator. When you publish a presentation, a copy of it is created in a file location you choose. You can publish a presentation that is in .ppt format or that is saved as a Web page or Web archive. When you publish your presentation to the Web or save it as a Web page, your presentation automatically includes; •

A navigation frame, which is the outline of the presentation

•

A slide frame

•

A control for showing or hiding the outline of the presentation

•

A control for showing or hiding the notes pane

•

A full-screen viewing option

[If you have custom shows in your presentation, they can be viewed only in full-screen mode.]

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How to publish your presentation? 1) Open your presentation 2) Click on the menu option Save as Web Page on the File Drop Down Menu 3) Give a file name for the Web Page in the File name text box 4) Select the file type Web Page or Single File Web Page from the Save as type combo box [Web page option creates a separate folder to hold all the media content and the Single File Web Page option integrates all supporting information, including graphics and other files, into a single file] 5) Click on the Change Title… button to give a title to the Web Page 6) Click on the button Publish to do the publish settings [ You’ll get the Publish as Web Page dialog box opened] 7) Do the necessary publish settings as you want 8) Click on the button Publish

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5.10.4 Packaging for Using in Another Computer When you want to run a presentation on another computer, use the Package for CD feature in Microsoft Office PowerPoint 2003 to put all the required files into one folder and copy it to a disk or network location. But to work with this feature you need to have Windows XP or a later version of it. Package for CD feature creates a Microsoft Power Point Viewer file to run the presentation. Hence you can view the presentation even with a computer not having PowerPoint. But if you want you can exclude the Power Point Viewer from the package. If you have used the True Type fonts in your presentation you can embed them in the presentation so that you can read them in a computer not having those True Type fonts. But if they are with built in copyright restrictions then you will not be able to copy them. How to package your presentation? 1) Select the menu option Package for CD from File drop down menu [You’ll open the Package for CD dialog box] 2) Click on the button Add Files if you want to add some more files to the package 3) Click on the Options… button [You’ll get the options dialog box where you can select what files you like to include in the package]

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4) Add passwords to open and modify the PowerPoint files if you want 5) Click on the OK button to accept the settings [You‘ll return back to the Package for CD dialog box] 6) Click on the button Copy to Folder on the Package for CD dialog box ( or click on the Copy to CD button to cut a CD with the packaged files) 7) Locate the folder/drive where you want to save the file 8) Click on the OK button

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4) Add passwords to open and modify the PowerPoint files if you want 5) Click on the OK button to accept the settings [You‘ll return back to the Package for CD dialog box] 6) Click on the button Copy to Folder on the Package for CD dialog box ( or click on the Copy to CD button to cut a CD with the packaged files) 7) Locate the folder/drive where you want to save the file 8) Click on the OK button

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