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Introduction to Introduction to PowerPoint XPPowerPoint XP

Using Templates and the WizardUsing Templates and the Wizard

William R. McNutt Jr., CNA, William R. McNutt Jr., CNA, MCPMCP•20 Years in Information Technology

•15 Years with UT Distance Education and Independent Study

•Infrastructure Design – PEMBA (M.B.A.)

•Technical Support Architect – W.VA. M.L.S.

•Technical Support Manager – Engineering Management (M.S.)

•Technology Coordinator For the Southern LINCS RTC

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Before You BeginBefore You Begin Is PowerPoint the right platform for your purpose?Is PowerPoint the right platform for your purpose?

What is PowerPoint?What is PowerPoint? PowerPoint is a presentation tool, designed to make ideas PowerPoint is a presentation tool, designed to make ideas

and concepts look good when displayed in front of a large and concepts look good when displayed in front of a large audience.audience.

PowerPoint can be used to create interactive presentations PowerPoint can be used to create interactive presentations and learning environments. and learning environments.

What PowerPoint is not:What PowerPoint is not: A graphic design package. PowerPoint is not well-suited to A graphic design package. PowerPoint is not well-suited to

drawing pictures.drawing pictures. A publication designer. PowerPoint is not well-suited for A publication designer. PowerPoint is not well-suited for

designing brochures, newsletters, circulars, or handouts.designing brochures, newsletters, circulars, or handouts. A word-processor. PowerPoint is particularly poorly suited A word-processor. PowerPoint is particularly poorly suited

to producing text-rich documents. to producing text-rich documents. For example, this is really too much text for a PowerPoint For example, this is really too much text for a PowerPoint slide.slide. •mcnutt@utk.edu

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More Before You BeginMore Before You Begin

Content – PowerPoint doesn’t write Content – PowerPoint doesn’t write your words for you. your words for you.

Have your concepts and Have your concepts and organization at least in your head, if organization at least in your head, if not on paper before you begin.not on paper before you begin.

Pre-scan or generate any graphics Pre-scan or generate any graphics you wish to use.you wish to use.

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The Template ProvidesThe Template Provides

What does the template provide you What does the template provide you with?with?

A default:A default: BackgroundBackground Font ChoiceFont Choice

Bullet Color And SizeBullet Color And Size Heading SizeHeading Size

And Bullet SizeAnd Bullet Size For Five Headings DeepFor Five Headings Deep Five is as far as it goesFive is as far as it goes

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Save Early, Save OftenSave Early, Save Often

Save your presentation every time Save your presentation every time you stop to think. Don’t let a sudden you stop to think. Don’t let a sudden power-failure cost you work.power-failure cost you work.

Don’t depend on the auto-save Don’t depend on the auto-save feature. feature.

After selecting a template is a good After selecting a template is a good time to save.time to save.

Name your presentation a simple, Name your presentation a simple, short name.short name.

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Adding TextAdding Text PowerPoint provides you with very PowerPoint provides you with very

rudimentary instructions as you proceed. rudimentary instructions as you proceed. Each slide comes with a “click here to add” Each slide comes with a “click here to add” instruction.instruction.

You can save typing by cutting and pasting You can save typing by cutting and pasting text from other documents such as word-text from other documents such as word-processing documents, the web,processing documents, the web,** or or spreadsheets.spreadsheets.

If you fill a text window, PowerPoint will try If you fill a text window, PowerPoint will try to make it fit by changing font size to make it fit by changing font size automatically.automatically.

** Be aware of copyright issues. Be aware of copyright issues.

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Text and Content LayoutText and Content Layout

There are many choices for the There are many choices for the layout of your content.layout of your content.

Content has pictures, bulleted text, Content has pictures, bulleted text, and titles.and titles.

The default layout has a title and The default layout has a title and text. You can change it for each text. You can change it for each slide.slide.

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All About BulletsAll About Bullets

Each “carriage return” (enter) is called a Each “carriage return” (enter) is called a “hard return” or “paragraph break.” Each “hard return” or “paragraph break.” Each of these will create a new bullet. of these will create a new bullet. To “return” without creating a bullet, To “return” without creating a bullet, strike shift-enter.strike shift-enter.

To decrease the rank of a bullet, click on To decrease the rank of a bullet, click on the “increase indent” button at the top of the “increase indent” button at the top of the screen.the screen.

To increase the rank of a bullet, click the To increase the rank of a bullet, click the “decrease indent” button.“decrease indent” button.

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What Ranks Look LikeWhat Ranks Look Like

Critical Point OneCritical Point One Subordinate Point OneSubordinate Point One

Sub Sub Point OneSub Sub Point One Sub Sub Point TwoSub Sub Point Two

Subordinate Point TwoSubordinate Point Two Critical Point TwoCritical Point Two

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Removing BulletsRemoving Bullets

Select the lines you wish to “de-bullet”Select the lines you wish to “de-bullet” Click on the “bullet” button at the top of Click on the “bullet” button at the top of

the screen.the screen. Numbered PointsNumbered Points

Numbers points are used instead of bulleted Numbers points are used instead of bulleted points in two casespoints in two cases1.1. When points are listed in order of importanceWhen points are listed in order of importance

2.2. When describing a specific order. As in “first this When describing a specific order. As in “first this happens, then that happens”happens, then that happens”

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Adding a PictureAdding a Picture

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Inserting Clip ArtInserting Clip Art

Scroll to an Scroll to an appropriate image appropriate image or . . .or . . .

Search on simple, Search on simple, one word concepts one word concepts such as “horse”such as “horse”

Click on the image Click on the image you want to you want to highlight it in bluehighlight it in blue

Click OK to insertClick OK to insert

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Inserting an ImageInserting an Image

Click on the Insert Click on the Insert Picture IconPicture Icon

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Navigate to the FileNavigate to the File

Inserting a non-Inserting a non-clipart image is as clipart image is as simple as using the simple as using the File Manager.File Manager.

Navigate your hard Navigate your hard drive, floppy, or CD drive, floppy, or CD until you find the until you find the picture you want to picture you want to use.use.

Click to chooseClick to choose Click InsertClick Insert

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Matters of StyleMatters of Style General GuidelinesGeneral Guidelines

Using templates avoids the need to Using templates avoids the need to make design decisionsmake design decisions

If you frequently present to the same If you frequently present to the same audience, change your template audience, change your template annually.annually.

Keep it simpleKeep it simple The fewer bullets on a page the betterThe fewer bullets on a page the better Graphics should compliment, not Graphics should compliment, not

distractdistract

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More Matters of StyleMore Matters of Style Color SelectionsColor Selections

Contrasts should be sharpContrasts should be sharp Avoid red except for very important pointsAvoid red except for very important points

Animated graphics are distracting.Animated graphics are distracting. Consistency in backgrounds is a virtue. Consistency in backgrounds is a virtue.

If you change backgrounds, change them for a If you change backgrounds, change them for a reason.reason.

Do not let a clever background obscure the content.Do not let a clever background obscure the content. Watch your file size. You may have to move it.Watch your file size. You may have to move it.

Files bigger than 1.44 MB will Files bigger than 1.44 MB will notnot fit on a floppy. fit on a floppy. Files bigger than 660 MB will Files bigger than 660 MB will not not fit on a CD.fit on a CD.

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Starting the ShowStarting the Show

Open the file in PowerPointOpen the file in PowerPoint Select Slideshow from the tool bat at Select Slideshow from the tool bat at

the top.the top. Select “View Show”Select “View Show” ““Click” to advance each slide.Click” to advance each slide. ““Esc” to exit showEsc” to exit show

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PrintingPrinting

Don’t – Don’t – Most slideshows contain highlights, Most slideshows contain highlights, thinking points, and structure. They make poor thinking points, and structure. They make poor reference documents. Accordingly, they tend to reference documents. Accordingly, they tend to end up in the wastebasket, wasting paper and end up in the wastebasket, wasting paper and expensive color toner to no point.expensive color toner to no point. Send them the slideshow via e-mailSend them the slideshow via e-mail Distribute Via WebDistribute Via Web

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If You If You MustMust Print Print Options will vary by Options will vary by

printerprinter Select “what” Select “what”

SlidesSlides Handouts (most common)Handouts (most common) OutlineOutline Note PagesNote Pages

Select Grayscale (unless Select Grayscale (unless you you really, really really, really need need color)color)

Select Number of slides Select Number of slides per page per page

Select “frame slides”Select “frame slides”

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Presenting – A Few TipsPresenting – A Few Tips Bring your own equipment if at all possible.Bring your own equipment if at all possible. Set up and test your equipment the night before Set up and test your equipment the night before

your presentation.your presentation. Investigate wireless mice.Investigate wireless mice. Learn your pace. It’s different for every Learn your pace. It’s different for every

presenter. You can start by assuming roughly presenter. You can start by assuming roughly two minutes of talk per slide. One of the classic two minutes of talk per slide. One of the classic mistakes is way too many slides.mistakes is way too many slides.

If the technology doesn’t work, be prepared to If the technology doesn’t work, be prepared to speak “a capella” from your notes.speak “a capella” from your notes.

Expect the location to be hot.Expect the location to be hot. Make lots of eye contact.Make lots of eye contact.

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Finding MeFinding Me

Send e-mail to Send e-mail to mcnutt@utk.edumcnutt@utk.edu Visit Visit

http://www.outreach.utk.edu/mcnutthttp://www.outreach.utk.edu/mcnutt This slide set will be available under This slide set will be available under

“recent presentations.”“recent presentations.” Call 877-340-0546Call 877-340-0546