Saturday, June 13, 2015 [email protected] PowerPoint (PPT) Faculty Development Chris Cimino Bill...

Tuesday, April 18, 2023

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PowerPoint (PPT)PowerPoint (PPT) Faculty Development Faculty Development

Chris CiminoChris Cimino

Bill BurtonBill Burton

Bill ParedesBill Paredes

Office of Computer Based EducationOffice of Computer Based Education

[email protected]@aecom.yu.edu


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Getting StartedGetting Started

Turning on the computerTurning on the computer Windows BasicsWindows Basics Starting PowerpointStarting Powerpoint Menu Bar similar to other applicationsMenu Bar similar to other applications

• File, Edit, Tools, Windows, HelpFile, Edit, Tools, Windows, Help• Help includes a basic PowerPoint tutorialHelp includes a basic PowerPoint tutorial

View, Format, Insert, and Slide Show View, Format, Insert, and Slide Show menus are unique to PowerPointmenus are unique to PowerPoint


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View MenuView Menu

PowerPoint stores a minimum of PowerPoint stores a minimum of information about your presentation in information about your presentation in the form of an outline. the form of an outline.

The view menu provides different visual The view menu provides different visual effects layered on top of this outline.effects layered on top of this outline.

Also in this menu (and covered later) Also in this menu (and covered later) are the View => Toolbars and View => are the View => Toolbars and View => Master menus.Master menus.


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View => Notes and printingView => Notes and printing

View Notes provides a way to insert View Notes provides a way to insert speaker’s notes. These are only visible when speaker’s notes. These are only visible when editing or if you print speakers notes.editing or if you print speakers notes.

File => Print opens a dialog box. Near the File => Print opens a dialog box. Near the bottom it says “Print What”. (on Mac clip the bottom it says “Print What”. (on Mac clip the pop up menu that says “General” and select pop up menu that says “General” and select “Microsoft PowerPoin”t).“Microsoft PowerPoin”t).

Handouts with 3 slides per page also include Handouts with 3 slides per page also include lines for audience note writing. Other options lines for audience note writing. Other options are self explanatory.are self explanatory.


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View ButtonsView Buttons

PowerPoint 95 doesn’t provide the “normal” PowerPoint 95 doesn’t provide the “normal” view (a combination of Outline, Slide, and view (a combination of Outline, Slide, and Notes views). PowerPoint 2000 doesn’t Notes views). PowerPoint 2000 doesn’t provide Outline or Slide in the menu. provide Outline or Slide in the menu.

View choices appear as small buttons in the View choices appear as small buttons in the lower left corner of the window. lower left corner of the window.

These buttons act the same as the menu These buttons act the same as the menu choices with the exception of the Slide Show choices with the exception of the Slide Show button (not to be confused with the Slide View button (not to be confused with the Slide View button). button).


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View => Master MenuView => Master Menu

The Slide Master and Title Masterwork the The Slide Master and Title Masterwork the same but effect different slides. If you want an same but effect different slides. If you want an effect on all slides you must edit both Master effect on all slides you must edit both Master slides.slides.

Using Format => Font, Format => Bullets etc., Using Format => Font, Format => Bullets etc., on the text boxes of the Master Slides will on the text boxes of the Master Slides will effect the format of all your text. Save effect the format of all your text. Save changes on individual slides for last.changes on individual slides for last.

To exit the Master Slides, select a different To exit the Master Slides, select a different view (e.g. View => Normal).view (e.g. View => Normal).


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View => Master MenuView => Master Menu

Inserting name, institution, or logos, at the Inserting name, institution, or logos, at the bottom of the Master Slides is a good way to bottom of the Master Slides is a good way to personalize you presentation.personalize you presentation.

To insert today’s date, click once on the text box To insert today’s date, click once on the text box at the bottom. You must get a blinking cursor at the bottom. You must get a blinking cursor inside the box. If you only “select” the box (gray inside the box. If you only “select” the box (gray border with 6 white squares) press “ enter” or border with 6 white squares) press “ enter” or “return”.“return”.

Select insert => Date and Time menu. Decide if Select insert => Date and Time menu. Decide if you want to check the box that says “Update you want to check the box that says “Update Automatically”.Automatically”.


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View => Slide SorterView => Slide Sorter

Slide Sorter is an easy way to rearrange your Slide Sorter is an easy way to rearrange your talk.talk.

You can open two presentations in Slide Sorter You can open two presentations in Slide Sorter view and easily move slides between talks. Try view and easily move slides between talks. Try holding down different keys (Control, Shift, holding down different keys (Control, Shift, Option) until the cursor has a little + sign. This Option) until the cursor has a little + sign. This will copy the slides instead of moving them.will copy the slides instead of moving them.

Edit => Copy, Cut, and Paste will also work.Edit => Copy, Cut, and Paste will also work. Some menus (like insert picture and format) Some menus (like insert picture and format)

don’t work in slide sorter.don’t work in slide sorter.


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Using Outline ViewUsing Outline View

Tab to indent (move right or make a Tab to indent (move right or make a subheading)subheading)

Shift+tab to unindent (move left)Shift+tab to unindent (move left) Moving the first line of a slide right will cause Moving the first line of a slide right will cause

it to join the previous slideit to join the previous slide Moving a line left as far as it will go will cause Moving a line left as far as it will go will cause

it to split into a new slideit to split into a new slide Outline Toolbar doesn’t add much to thisOutline Toolbar doesn’t add much to this


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View => Slide ShowView => Slide ShowSlide Show => View Show Slide Show => View Show

These menus start the slide show at the first These menus start the slide show at the first slide.slide.

Mouse click, space,r right cursor arrow key , Mouse click, space,r right cursor arrow key , or “N” key to move forward. Left cursor arrow or “N” key to move forward. Left cursor arrow key or “P” key to move back.key or “P” key to move back.

““B” for black screen, “W” for white screen.B” for black screen, “W” for white screen. Move the mouse and look for the pop up Move the mouse and look for the pop up

menu in the lower left for more options.menu in the lower left for more options. Press “/” to see a list of additional keyboard Press “/” to see a list of additional keyboard

commands.commands.


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Format MenuFormat Menu

Apply changes starting with the most global and Apply changes starting with the most global and do detailed changes (e.g., fonts, colored words) do detailed changes (e.g., fonts, colored words) as final touches when your presentation is done.as final touches when your presentation is done.

Most of the format changes you will use once or Most of the format changes you will use once or not at all but they are worth learning to not at all but they are worth learning to understand how PowerPoint adds visual effects understand how PowerPoint adds visual effects to your outline.to your outline.

Many people tinker with format changes on their Many people tinker with format changes on their first presentation. All future presentations are first presentation. All future presentations are copies of a previous presentation.copies of a previous presentation.


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Format => Background is useful for matching Format => Background is useful for matching background color to an inserted imagebackground color to an inserted image

Format => Slide Color Scheme changes the Format => Slide Color Scheme changes the background, font, and many other colors.background, font, and many other colors.

Apply Design provides colors and master Apply Design provides colors and master slides including background pictures, text box slides including background pictures, text box placement and animations.placement and animations.


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Changing a slide layout effects which master Changing a slide layout effects which master slide is applied to a slide.slide is applied to a slide.

The first slide layout is linked to the Title The first slide layout is linked to the Title Master.Master.

The other slide layouts link to the Slide The other slide layouts link to the Slide Master.Master.

You can use the Title slide to break up a long You can use the Title slide to break up a long talk into sections.talk into sections.

You can use the blank and title-only slides for You can use the blank and title-only slides for inserting imagesinserting images


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Inserting PicturesInserting Pictures

Using a web browser you can obtain Using a web browser you can obtain pictures from the internet in two ways.pictures from the internet in two ways.

Right Click (in Windows) or Click and Right Click (in Windows) or Click and Hold (in Mac) on an image to get a Hold (in Mac) on an image to get a menu of choices. Select “Save Image menu of choices. Select “Save Image As”As”

Then use PowerPoint’s Insert => Then use PowerPoint’s Insert => Picture => From File menu choice.Picture => From File menu choice.


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If “Save Image As’ is not a choice it may be the If “Save Image As’ is not a choice it may be the image is part of a PDF file (commonly used by image is part of a PDF file (commonly used by online journals). online journals).

For Windows, press the “Print Screen” key on For Windows, press the “Print Screen” key on the keyboard. Then use PowerPoint’s Edit => the keyboard. Then use PowerPoint’s Edit => Paste.Paste.

For Mac, Press Command+Shift+3. Then use For Mac, Press Command+Shift+3. Then use PowerPoint Insert => Picture => From File. The PowerPoint Insert => Picture => From File. The file will be named Picture 1 on the main hard file will be named Picture 1 on the main hard disk. Warning: Mac PICT format pictures will not disk. Warning: Mac PICT format pictures will not display in Windows PowerPoint. (see below)display in Windows PowerPoint. (see below)


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The two most common The two most common things to do with a picture things to do with a picture are resizing it and are resizing it and cropping it (getting rid of cropping it (getting rid of extraneous words or extraneous words or images at the edges). images at the edges).

Click once on an image Click once on an image to select it (gray border to select it (gray border with 6 white boxes).with 6 white boxes).

You can resize the image You can resize the image by grabbing a corner box.by grabbing a corner box.


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Look for the Picture Look for the Picture Toolbar (the crop tool is Toolbar (the crop tool is overlapping angle overlapping angle brackets). It may appear brackets). It may appear on a floating tool palette on a floating tool palette or be part of the side, or be part of the side, top, or bottom menu top, or bottom menu toolbars.toolbars.

If you can’t find the If you can’t find the Picture tool bar, go to the Picture tool bar, go to the View => Toolbars menu View => Toolbars menu and look for a check and look for a check mark next to Picture. mark next to Picture.


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Click once on the crop Click once on the crop tool (angle brackets). It tool (angle brackets). It should appear should appear depressed. depressed.

Selecting and moving Selecting and moving the white boxes around the white boxes around a picture will now trim a picture will now trim the edges of a picture.the edges of a picture.

Click the crop tool again Click the crop tool again to deselect it.to deselect it.

You probably want to You probably want to crop before resizing.crop before resizing.


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If you resize a picture If you resize a picture from a side box, it will from a side box, it will distort the picture.distort the picture.

Double click the picture Double click the picture to open the Picture to open the Picture Format Dialog.Format Dialog.

Click the Reset button Click the Reset button to restore the picture to to restore the picture to its original format.its original format.


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PowerPoint saves the entire image, inserting PowerPoint saves the entire image, inserting large images will make your PowerPoint file large images will make your PowerPoint file large even if you only crop it to a small piece. large even if you only crop it to a small piece.

If you do a lot of editing (or need to convert PICT If you do a lot of editing (or need to convert PICT to JPEG or GIF) you should use Photoshop or a to JPEG or GIF) you should use Photoshop or a free editing software programs from the internet.free editing software programs from the internet.

JPEG is best for photos. GIF is best for JPEG is best for photos. GIF is best for drawings.drawings.

Insert from clip art gives access to a library of Insert from clip art gives access to a library of drawings including a Microsoft web site.drawings including a Microsoft web site.


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If you scan images you need to consider the If you scan images you need to consider the combination of “resolution” (dots/pixels per combination of “resolution” (dots/pixels per inch), enlargement factor, and whether you inch), enlargement factor, and whether you plan to print. plan to print.

For printing you want to end up with an image For printing you want to end up with an image that is at least 300 dots per inch. (for an that is at least 300 dots per inch. (for an image that is two inches wide that will be image that is two inches wide that will be enlarged 3 times, scan at 900 dots per inch.enlarged 3 times, scan at 900 dots per inch.


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For presentations your goal is to end up with For presentations your goal is to end up with 600 dots across by 400 dots high. So a 3 by 2 600 dots across by 400 dots high. So a 3 by 2 inch image should be scanned at 200 dots inch image should be scanned at 200 dots per inch, a 12 by 8 inch image at 50 dots per per inch, a 12 by 8 inch image at 50 dots per inch.inch.

The size of presentation screen make little The size of presentation screen make little difference except for the first few rows of the difference except for the first few rows of the audience.audience.

Higher resolution scans create larger images Higher resolution scans create larger images with little noticeable improvement. with little noticeable improvement.


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Copyright IssuesCopyright Issues

Fair use doctrine allows the use of a small Fair use doctrine allows the use of a small amount of material for a spontaneous amount of material for a spontaneous presentation in a teaching setting.presentation in a teaching setting.

Unless you purchase an image outright (or it’s Unless you purchase an image outright (or it’s your own) you should always site where you your own) you should always site where you obtained it.obtained it.

The damage done to an author is directly The damage done to an author is directly related to the number of copies made.related to the number of copies made.


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Slide Show => TransitionSlide Show => Transition

Provides the same effects but is applied Provides the same effects but is applied in moving from one slide to the next.in moving from one slide to the next.

Small icons in Slide Sorter mode Small icons in Slide Sorter mode indicate which slides have transitions, indicate which slides have transitions, timings, and notes.timings, and notes.


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Slide Show => AnimationsSlide Show => Animations

Can be applied to any text box or object on Can be applied to any text box or object on the screen. Can be applied to objects on the the screen. Can be applied to objects on the master slides.master slides.

Dialog box has multiple tabs. Dialog box has multiple tabs. • Order and timing effects which objects are Order and timing effects which objects are

animated, in what order, and whether they follow animated, in what order, and whether they follow one after another or wait for mouse clicks to occur.one after another or wait for mouse clicks to occur.

• Effects provides a variety of movements and Effects provides a variety of movements and sounds (but you should probably avoid sounds. sounds (but you should probably avoid sounds. They can be annoying)They can be annoying)


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Text box animations have additional options.Text box animations have additional options.• Use “Text Enters All At Once”. By Word and By Use “Text Enters All At Once”. By Word and By

Letter are annoying.Letter are annoying.• Grouped by “1st”, “2nd” etc. level controls how the Grouped by “1st”, “2nd” etc. level controls how the

outline text appears. When set to “2nd”, outline text appears. When set to “2nd”, subheadings appear separately. When set to 3rd, subheadings appear separately. When set to 3rd, sub-subheadings, and so on.sub-subheadings, and so on.

Avoid “Preset Animations”. They include Avoid “Preset Animations”. They include sounds.sounds.

Use the Slide Show button (bottom left of Use the Slide Show button (bottom left of window) to test a single slide animation.window) to test a single slide animation.


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If you are planning complicated If you are planning complicated movements, making copies of an object movements, making copies of an object appear and disappear provides the appear and disappear provides the most flexibility.most flexibility.

Create one object, animate it, then Create one object, animate it, then make copies; the copies will be preset make copies; the copies will be preset to be animated.to be animated.


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For complex objects, create simple For complex objects, create simple drawings and then group them into drawings and then group them into more complex objects.more complex objects.

Copy and animate the complex objects.Copy and animate the complex objects. Use “wipe” animation to make line Use “wipe” animation to make line

segments appear to be drawn.segments appear to be drawn. Use “background colored” rectangles to Use “background colored” rectangles to

hide pieces of complex objects.hide pieces of complex objects.


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Slide Show => ActionsSlide Show => Actions

Allow you to create buttons toAllow you to create buttons to• Create a user driven menu of choicesCreate a user driven menu of choices• Skip excess materialSkip excess material• Jump to extra materialJump to extra material• Split and link a large PowerPoint files into twoSplit and link a large PowerPoint files into two• Jump to other software or web sitesJump to other software or web sites

Pick an action button based on what picture you Pick an action button based on what picture you want. You can always change the action later.want. You can always change the action later.

After selecting a button, the cursor is a After selecting a button, the cursor is a crosshair. Click and drag to draw the button.crosshair. Click and drag to draw the button.


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Additional TopicsAdditional Topics

Sound EffectsSound Effects MoviesMovies FiguresFigures PC to Mac and BackPC to Mac and Back Software settings and preferencesSoftware settings and preferences Export to WebExport to Web

Saturday, June 13, 2015 [email protected] PowerPoint (PPT) Faculty Development Chris Cimino Bill...

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