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Module 6 Session 5 Getting the message

across

An interactive tutorial

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Learning Objectives

participants should be able to create a PowerPoint presentation using the

good practice guide match presentation message to the target

audience Understand the importance of pre-

presentation preparation deliver a PowerPoint presentation with

confidence

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Contents

What & How Help facilities Beginning new

presentations using different methods

Creating your own presentations

Designing your own templates

Slide sorters

Animation Some useful extras

Planning your presentation

Packing & Delivering

Creating your presentation

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Content & audience

Title Punchy Attention grabber

Main message I minute test: can you put your key point in one

sentence Structure

Introduction / main body / summary Approach

Brainstorm, cluster ideas

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Beginning a new presentation

File – New:

Ways of beginning a new presentation

Opening & editing anexisting presentation

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AutoContent Wizard

Provides ideas and organization for your presentation

Can be used as a starting point for your presentation

Provides headers & content suggestions for the type of presentation you choose

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Exercise 1

Using the AutoContent Wizard

Select AutoContent Wizard (or Press A)

Press OK

Follow instructions

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Templates

Design Templates contain color schemes

Once you apply a template, each slide has the same custom look

The slide masters control the format & placement of the text on slides

They also hold the background items that you want on every slide eg graphics

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Template option

Click on the previews in the Designs template window to preview the template choices in the box on the right

Select template

Design Template section

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Exercise 2

Browse through the different template designs, and choose two that you feel could be appropriate for your presentation.

Remember, to get to the design templates select:

File – New, Design Templates

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Layout options

DescriptionDifferent layouts

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Exercise 3

Look at the different layouts By pressing on different layouts and

checking what each icon represents

In the New Slide dialogue, select the Bulleted option

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By the way

When selecting the type of output you want to create: The output screen dimensions may differ with

each selection . If you change the output options after your presentation is complete, page layouts may be modified, and objects may even be cut off

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Exercise 4

Choose your Page set up

File

Page set up

Slides sized for

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Power Point Views PowerPoint gives you different views on which

you create and organize your presentations. As you work on your presentation, you can switch between the views (either from the icons on the lower left hand corner or from the menu bar)

Slide view

Slide sorter view

outline view

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Exercise 5

In the outline view , key in the presentation for which you have prepared your points

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Saving Your Presentation

Whenever you work with any type of document on a computer, you should get into the habit of saving your work frequently FILE SAVE ( OR SAVE AS)

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Examining your Presentation

Click the slide view ( if you have been working in the outline view) – to check if your presentation flows smoothly

Use the double scroll down button ( on the right hand of your screen) to move from slide to slide

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Re-ordering the Slides

There is a slide sorter in PowerPoint which enables you to reorder the slides

You can also delete slides or insert slides into the middle of your presentation

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Playing your Slide Show

The slide view gives you a good feel for what each slide looks like but it displays all the layout placeholders, including the ones that you choose not to use

To view the slides as they will look when you do the presentation, select the Slide show view(what is the difference when you view the show using the menu bar and when you use the lower icon?)

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Checking individual slides

Insertions

Tables/graphs

Pictures

Audio/video

Slides from other files

Hyperlinks

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Tidying the Presentation

Slide show / slide transition

Speed

Sound

Timing

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Tidying the Presentation cont

Checking flow Slide show

Slide show / view show - to begin show from 1st slide

Using slide sorter To change the order of the slides

Shift F5 or icon in the left hand corner to resume the slide show

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Enhancing the Slide Show

You can add special effects to your slide showThere are transition effects which determine how a

new slide appears on the screen

There are also build effects which determine how each bullet point or object appears on the screen

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Adding Transitions

Go to Slide Show on the menu-bar

Choose the slide transition from the drop down listClick how fast you want the transition to take place

Decide how you want to advance to the next slide

Click OK

Creating a Build Slide

Start with a slide which has bulleted pointsSelect custom animation from Slide show on the menu-bar

Choose the options you want to use in building the slide

Click OK

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Exercise 6

Enhance your presentations as necessary

Remember to use colours and animations which add to the effectivity of your presentation; too much ‘whizz- bang’ can distract the attention from the message you are trying to give

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Exiting PowerPoint

Click on the close button at the top right of the screen

Alternatively use

FILE

EXIT

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Saving & Closing

Saving Always save periodically as you go along to avoid losing

work If you save a copies under different names, make sure you

know which is the final copy you are working on Always have a backup copy

Saving as a webpage

Pack & Go Package for CD

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Printing

Handouts ( of the slides for the audience) Remember if the printing is in black & white you

have to make sure that everything is

Notes page ( for yourself)

Any other handouts that you will be referring to and need for your audience

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Notes Page

In addition to your slides, you can also produce Note pagesThe notes page includes a copy of the slide

and includes any additional notes you want to record

These can act as handouts to go with your presentation or as reminders to yourself

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Preparing for Delivery

Practise, practice, practice Make sure you can deliver within the allocated

time Make sure you are absolutely clear about what

you are presenting and can navigate your presentation with ease

Before the actual presentation Make sure you are familiar with the room,

equipment, etc and that your presentation can be opened!

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Contingency plans

What if

Power fails

Projector does not work

More time / less time

Other unexpected issues

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Conclusion

You have something important to say You have prepared your message for your target

audience in a simple, lucid style You have practised what you want to say - and

ironed out all the ‘wrinkles’ You have thought about what could go wrong – and

prepared for it You are now ready to wow your audience – and

wowing depends on

YOU!