NJ NY ACRAO Annual Spring Conference March 6, 2003

Introduction to PowerPoint XP for College Administrators Chester Barkan, Registrar, Long Island University C.W. Post Campus

Outline

• • • Presentation Graphics & PowerPoint 2002 PowerPoint XP Features Launching PowerPoint & Preparing a Presentation March 6, 2003

Outline

• • • • Developing a New Presentation Viewing the Presentation Editing a Presentation • • • • Using the Outline Tab Editing in the Slide Pane Demoting and Promoting Bulleted Items Splitting Text Between Slides Rehearsing a Presentation Presentation Output March 6, 2003

1. Presentation Graphics & PowerPoint 2002

• Reasons to use Presentation Graphics package – Present graphics in a variety of ways • Onscreen slide shows • Paper (one per page) • Several pages for audience (handouts) – Bring all the components of a presentation together, into a single file – Organization of presentation March 6, 2003

PowerPoint XP Features

• Creating an effective presentation is a complicated process – Made Simply with Presentation programs • • • Content Development Layout and Design Support materials – Content Development • • • Deciding on the topic of your presentation Organization of the content Ultimate message you want to convey to audience – PowerPoint 2002 (XP) helps you organize thoughts based on the type of presentation you are making – PowerPoint provides layout designs that enable you to choose an appropriate layout – Professionally designed templates – Presentation of the slides in a variety of formats March 6, 2003

2. Launching PowerPoint & Preparing a Presentation

• Several Basic Steps – Plan – Understanding its purpose. Need to find out the length of time you have to speak, who the audience is, what type of room you will be in, and what kind of audiovisual equipment is available.

– Create – Develop the content by typing your thoughts or notes into an outline. Each main idea in your presentation should have a supporting slide with a title and bulleted points – Edit – typing & spelling errors – revise the content of what you have entered to make it clearer, or to add or delete information - May need to make changes to existing slides – Enhance – Develop the presentation that grabs and holds the audience’s attention. Design can be chosen that adds dazzle – Add graphics – add effects that control how a slide appears and disappears – Rehearse – Delivery of your presentation – Practice with timing and moving through the slides March 6, 2003

2. Launching PowerPoint & Preparing a Presentation

• Methods to launch PowerPoint • • Start Menu – Microsoft Office – PowerPoint XP Click the appropriate program icon March 6, 2003

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3. Developing a New Presentation

Creating a Presentation • Review the Task Pane (New Presentation) – Open a Presentation – New • Blank Presentation • From Design Template • From AutoContent Wizard – New from existing presentation (Taken from your resources) – New from template –

AutoContent Wizard

• PowerPoint offers 24 different AutoLayouts to help you define the elements you want on a slide Most of the slides have text placeholders – a container for text • Text placeholders that are created with an AutoLayout have a dotted line boundary March 6, 2003

Now It Is Your Turn

• Launch PowerPoint and Insert a blank disk in the computer (Working with the Task Pane) – Select a template of your choice from those provided – You will be working with the topic that you were asked to prepare prior to attending this session.

– On the first slide (title slide) include your name, the name of your university and of course the topic of your presentation. March 6, 2003

4. Viewing the Presentation Working with Views

• PowerPoint offers two main views you can use to look at a presentation – Normal View – Presents three working areas of the window that allow you to work on all aspects of your presentation in one place – Slide Sorter View – Displays a miniature of each slide to make it easy to reorder slides, add special effects such as transitions, and set timing between slides March 6, 2003

5. Editing a Presentation

• • If you are working with one of the AutoContent wizards, there will be a lot of editing that is necessary. You need to fill in your information into the available slides, add additional slides if necessary and complete the formatting If you are working from a blank presentation, you will edit as you go along.

– Using Outline Tab and the Outlining Toolbar – Editing in the Slide Pane – Demoting and Promoting a bulleted item March 6, 2003

Using the Outline Tab

• • • Outline view displays each slide’s title and main text, such as bulleted items, in classic outline form See the structure of your presentation Quick Way to type of series of bulleted lists March 6, 2003

Editing in the Slide Pane

• Each slide can have several different types of placeholders – To indicate which placeholder to work with, you will first need to select it – Note the selection rectangle once you select either the title placeholder or text placeholder – Formatting Features March 6, 2003

Demoting and Promoting Bulleted Items

• Works with Outline tabs or the Normal view – Indenting bulleted points to the right demotes them or makes them lower or subordinate – Promoting a line moves it to the left and up a level in the outline hierarchy – You can promote or demote bulleted items after the text has been entered March 6, 2003

Splitting Text Between Slides

• • • • Good idea to limit the number of bulleted items on a slide to five Number of words per bulleted item not to exceed five words …opps!

– 5 by 5 rule When the number of items exceeds this rule, you may want to split the slide content between two slides Using the Autofit Option Button March 6, 2003

Now It Is Your Turn

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Adding Text Slides

– From the slide layout pane list, select a bulleted list slide option and use it in your presentation – Practice promoting and demoting a bulleted point – Select a text and clip art option • Practice inserting clip art and then a picture from the slide you were provided March 6, 2003

Working with Slides

• Slide Sorter View – Deleting Slides – Moving Slides – Inserting Slides – Working with Slide Layouts – Sizing Placeholders and Moving Placeholders March 6, 2003

Working with Slides

• Advanced Features Available in With Slide Sorter View – Custom Animation (Working with the animation button) – Control how slides are displayed on the screen during a slide show – Not only hold the attention of your audience, but they also add a professional touch.

– Work with Slide Sorter View – Select the slide you wish to effect • Slide Transition & Effects from the tables – Animating a Bulleted List – Slide View – select the bullet placeholder – (Slide Show > Custom Animation – Effects Tab – Choose text checkbox and then your sounds and effects March 6, 2003

Now It Is Your Turn

• • • Complete your presentation with the appropriate formats and enhancements as desired.

Set up necessary transitions to make the presentation appealing to the audience When You Have completed viewing your presentation, fill out the evaluation form.

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6. Rehearsing a Presentation

• • • PowerPoint provides several ways to control a slide show during its presentation Before the show, you should rehearse the presentation Using the Slide Show View – Rehearsing Time – Navigating the Slide Show – Adding Freehand Notations – Hiding Slides – Creating Speaker Notes March 6, 2003

IX. Presentation Output

• Print Dialog Box – Print Options • • • • • • Slides Handouts Speaker Notes Outline View Handouts 35 mm Slides March 6, 2003