powerpoint tips |
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| For more PowerPoint FAQs, visit the new IT web site for EICC. | |||||
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Faculty/Staff Development Day, September 21, 2007 "punching up your powerpoint, I" "punching up your powerpoint, II" "handout" |
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| spacing bullets | animation duplication | modify color schemes | graphic formats explained | ||
| using slide masters | rehearsing your presentation | presenter tools | non-linear slideshows | ||
| switching out of powerpoint (and back into it) | create your own backgrounds | navigating within a presentation | split one slide into two | ||
| web sites | |||||
It's easy to adjust the space between a bullet point and its corresponding text on a presentation slide. In Microsoft PowerPoint, begin by displaying the ruler (VIEW » RULER), then select the line of bullet-point text. On the ruler, locate the left-indent marker (the marker on the lower side of the ruler, pointing upward; be careful not to move the square marker below it). Drag the indent marker to the right to increase the space between the bullet symbol and the text; drag it to the left to decrease the space. The marker moves in increments of half the distance of the ruler marks. To further fine-tune the spacing, hold down the CTRL key as you drag the marker. (Tip provided by Presentations columnist Ellen Finkelstein.)
Adding the same animation effect to individual objects in Microsoft PowerPoint 2003 can be tedious, but here's a trick. Create your first object and apply an animation effect to it. Then select the object with the mouse. Hold down the CTRL and SHIFT keys simultaneously until a little plus sign appears next to your cursor. With the mouse, drag downward across the screen, and you will notice that your object has now duplicated itself along with the animation effect assigned to the original object.Under the program's Format menu, choose Slide Design. When the Slide Design task pane appears on the right side of the screen, choose Color Schemes. At the bottom of the task pane, select Edit Color Schemes and a dialog box will appear. Under the Custom tab, you can reset the default colors for Background, Text and Lines, Shadows, Title text, fills and three accent colors. Simply select the category you want to change by clicking on it, then choose Change Color to access the color wheel. After making your selection, click Apply.
When you're ready to do a run-through of your PowerPoint presentation, pull down the Slide Show menu and choose Rehearse Timings. The slideshow will begin automatically, and as you change from slide to slide, PowerPoint will record the time it takes to present each slide, along with the accumulated time. At the end, PowerPoint will offer to show all the slides in Slide Sorter mode. This view shows the time, in minutes and seconds, it takes to present each slide. [from Presentation magazine.]
When creating graphics for PowerPoint presentations, there are several formats that you can choose for saving your images. The most common formats are BMP, GIF, JPG and PNG. Each of the formats is described below; how they are used and which format is best for which purpose. If your PowerPoint is going to be used on the web stick to JPG or GIF and keep the file size for each picture as small as you can.BMP (Microsoft Windows Bitmap)--
Bitmap (BMP) is the standard Microsoft Windows raster file format that has no compression rate. Normally, it is not a very efficient format because it is not compressed, which makes it unsuitable for online use and will increase the size of your source PowerPoint files considerably.
GIF (Graphics Interchange Format)--
If the image has fewer than 256 colors, GIF can render the image exactly. When the image contains many colors, the software that creates the GIF approximates the colors with the limited palette of 256 colors available. GIF is a very popular format due to its ability to animate using multiple layers and its support for transparency.
JPEG (Joint Photographic Experts Group)--
JPG or JPEG works best for images with lots of subtle color variations, such as a photograph, but is not so suitable for graphics with areas of continuous color. It does not work so well on non-realistic images, such as cartoons or line drawings. It can contain millions of colors, but it does not support transparency. If you have any kind of image that has smooth, shaded transitions, in most cases JPEG is a better choice than GIF.
PNG (Portable Network Graphics)--
PNG uses a lossless compression method (i.e. no degradation of image quality) like GIF. It has two formats, PNG-8, which supports up to 256 colors, and PNG-24 which supports millions of colors. PNG is of principal value if you have an image with large areas of exactly uniform color, but that contains more than 256 colors. Use PowerPoint’s "Slide Master" page to design the style of your pages BEFORE you start designing your presentation. This is the place to put your company logo, instead of placing it on every single slide. This is also the place to set up all your fonts, size, and slide color scheme. This will save you hours of extra work formatting every single slide and it will keep your source PowerPoint file size to a minimum. You can use multiple masters for one presentation.
To change slides that use a Title Slide layout change the title master. On the View menu, point to Master, and then click Slide Master. In the thumbnails on the left, click the slide master or title master that you want to change. If you don't see the title master that you want, insert it. To insert a title master, click the slide master whose title master you want to insert. On the Master View toolbar, click Insert New Title Master. On the slide master or title master, make the changes that you want. To return to normal view, on the Slide Master View toolbar, click Close Master View. It's confusing the first few times you do it, but then it will start to make sense -- at least it did for me!
Note: If there is more than one slide master in your presentation, you must make your changes to each master if you want to affect all of the slides.
http://www.ellenfinkelstein.com/powerpoint_tip.html
This has lots and lots of good
information on making more effective PowerPoint presentations as well as using
the program.
If you're presenting with Microsoft PowerPoint and you want to see your upcoming slides, a run-time clock and your notes – all without revealing these items to the audience – put PowerPoint's Presenters Tools to work. The catch is, you need multiple monitor support. Remember that often when you use a projector with a laptop or a desktop and a monitor, you have two monitors. You have the projector as one monitor and the monitor with the computer. To see if your Windows OS computer has this support, go to Start » Control Panel » Display, and when the Display Properties box appears, select the Settings tab. If you see two blue boxes labeled "1" and "2," you're in luck.
To use Presenters Tools in the Windows version of PowerPoint, go to the SLIDE SHOW menu and select SET UP SHOW. In the dialog box, find the "Multiple monitors" submenu (lower-right) and under "Display slide show on:" select "Monitor 2 Plug and Play Monitor" from the pull-down menu. Check the "Show Presenter View" box and click OK. The next time you present, your system will automatically show the Presenters Tools view for you, while the image projected to the audience will be the current slide only. [from Presentation magazine, 7/27/2005.]
Tired of doing slideshows that go from one slide to the next in a strictly linear fashion? Do you want to be able to jump around more easily from one slide or set of slides to another? Do this by creating a "home page" slide or "table of contents" slide that lists the various topics you wish to cover. To link from this "home page" slide, select the text on the "home page" that will be used for a link, right click on it, and double click on PLACE IN THIS DOCUMENT on the left of the Insert Hyperlink window. Then select the slide you wish to go to and click OK. Of course, with a hyperlink you can also link to other documents, other slideshows, or the web.
How do you get back to the home page? If you stay in PowerPoint, you can always link back to the "home page" slide by creating a link on the Master slide. Just click VIEW, then MASTER, then SLIDE MASTER. Add your text to this slide, select the text, and right click on it, and double click on PLACE IN THIS DOCUMENT on the left of the Insert Hyperlink window. Then select the slide for the "home page". If you have more than one slide master for a slide show, you may need to copy this link to those as well.
switching in and out of powerpoint
Need to toggle quickly between two programs during a presentation on a Windows computer? The most seamless way to switch from, say, a Microsoft PowerPoint slideshow to an Excel document involves a little trick with the ALT and TAB keys. Simply press and hold down the ALT key and then tap the TAB key once. (Make sure to continue to hold down the ALT key after tapping the TAB key.) You will see a small window pop open in the middle of the screen displaying all programs and documents that are currently open. Continue to hold down the ALT key and press the TAB key to highlight another open document or program. When you let go of the ALT key, the new selected program or document will open immediately. [from Presentations Industry Update e-newsletter, 9/22/2005.]
To start, simply insert an image of your choice onto a blank slide or the slide master (INSERT >> PICTURE >> FROM FILE). Make the image fit on the slide by selecting it and dragging its corners in or out to shrink or expand it until it fits precisely. You can also crop an image to fit by using the Crop button on the Picture toolbar. To open the Picture toolbar, go to VIEW >> TOOLBARS and then select PICTURE. The final step is to wash out the photo to give it a subtle, low-contrast appearance. To do this, select the photo again and click the Color button on the Picture toolbar (the second button from the left side). When the drop-down list appears, choose Washout from the options; the image will automatically fade out and become a pretty, subtle background over which you can add text, charts and other graphics to complete your presentation.
[from Presentations Industry Update e-newsletter, 9/28/2005.]
navigating within a presentation
There are several ways you can easily move about in a PowerPoint Presentation. For example, if there is no animation or other media, clicking on the
spacebar will move you forward to the next slide. If you want a list of all the keyboard shortcuts click on
Help and then select Microsoft Office PowerPoint Help (or click
F1) and type in slide show keyboard shortcuts.
If you want to jump to a different slide but don't remember it's number, use
Control + S during your presentation.
Control + S keyboard shortcut brings up a menu of all
the slides in your presentation and with a quick glance over the titles of the
slides you can see which one you wish to use. Scroll through the list and
select the one you want (or just type the number of the slide) and then hit
Enter.
You can open the shortcut menu with the keyboard shortcut SHIFT+F10. You then click an underlined key on the menu to complete the action. For example, SHIFT+F10 and then G opens the Go to Slide submenu; SHIFT+F10 and then E ends the show. Once you have completed one action in the shortcut menu, you will have to reopen it to do something else.
split one powerpoint slide into two
If your text doesn't fit easily on one slide, spread the text onto a second slide. If the text is in a text placeholder, you can easily do this with the Outline toolbar. To display the Outline toolbar, right-click any toolbar and select Outline, then follow these steps:
- Work in the Outline pane, not on the slide. (If necessary click the Outline tab of the Outline pane.) Place the cursor at the end of the last line of text that you want on the first slide and press ENTER.
- On the Outline toolbar, click Promote until a New Slide icon appears in the Outline pane.
- Type a title for the new slide.
- Adjust the rest of the text as needed by clicking Demote or Promote on the Outline toolbar.
[from Presentations Industry Update e-newsletter, 10/20/2005.]
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