Presenting with PowerPoint: Intermediate

Opening a Saved Presentation

• At Create New Presentation/Open Existing Presentation, choose Open an existing presentation
• If you've created a folder for PowerPoint presentations under My Documents, you will open to that folder. If not, you may need to organize your files so your presentations will be easier to find. (You may choose to store larger presentations using a Zip or Jaz drive or similar media.)
• Select the presentation you want to edit and click open

Editing a Presentation

To rearrange slides:

• click the Slide Sorter view icon (or go to Slide Sorter under the View menu)
• drag and drop slides anywhere
• to add a slide, place the cursor at the insertion point and click the new slide button
  NOTE: You need to change to Slide View in order to create the content for the new slide.
• to delete a slide, select it and press the delete key

To change templates:

• Choose Apply Design under the Format menu
• Select a new design and click apply
• To change colors, choose Format/Slide Color Scheme (Follow directions from BASIC class.)

To import slides from another presentation:

• While still in the slide sorter view, select Insert from the dropdown menu.
• Select Slides from Files.
• Use browse to find the presentation you want to import from.
• Select the file and click open.
• Double click display.
• Select the slide(s) you want and click insert.
• Close the Slide Finder.
  NOTE: The content of the inserted slide(s) assumes the background and attributes of the presentation you're editing.
• Drag and drop the inserted files wherever you want them.

To insert sounds from the MS Clip Gallery:

• Click on Sound from Gallery under Movies and Sounds on the Insert menu.
• Locate the desired sound in the Clip Gallery, or click on the Clips Online button to download additional sounds.
• Click on the desired sound clip.
• Click on the Insert Clip icon on the popup menu.  Close the Clip Gallery.
• If prompted whether you want your sound to play automatically in the slide show, click Yes or No.
• Position and resize (click and drag the corners) the sound icon on the slide.
• Right click on the sound object, and click on Animation Settings. 
• Select the Order & Timing, Effects, and Multimedia Settings options.
• Click OK.

To insert sounds from a file (.wav or .midi):

• Click on Sound from File under Movies and Sounds on the Insert menu.
• Locate and click on the sound file name on your hard drive, floppy drive, or CD-ROM.
• Click OK.
• If prompted whether you want your sound to play automatically in the slide show, click Yes or No.
• Position and resize (click and drag the corners) the sound icon on the slide.
• Right click on the sound object, and click on Animation Settings. 
• Select the Order & Timing, Effects, and Multimedia Settings options.
• Click OK.

To insert movies from a file (.avi or .mov):

• Click on Movie from File under Movies and Sounds on the Insert menu.
• Locate and click on the movie file name on your hard drive, floppy drive, or CD-ROM.
• Click OK.
• If prompted whether you want your movie to play automatically in the slide show, click Yes or No.
• Position and resize the movie object.
• Right click on the sound object, and click on Animation Settings. 
• Select the Order & Timing, Effects, and Multimedia Settings options.
• Click OK.

To add transitions:

• Change to the Normal view
• Select Slide Show/Slide Transition from the dropdown menu
• Choose an effect from the Effects dropdown menu
• Indicate how you want the effect to appear: slow, medium, or fast
• Notice that you can control timing to advance the slides instead of advancing them manually
• Explore the Sounds dropdown menu (NOTE: Sounds are rarely effective when applied to all transitions.)
• When ready, click Apply to All to add the transition to the entire slide show or Apply to add to just one slide

To add action buttons to your slides:

• Go to the Normal View so you can edit each slide
• Work with your title slide first
• Select Slide Show/Action Buttons from the dropdown menu
• Select the forward button
• Drag the button to a proportionate size and place it where you want it to appear on this and every slide
• From the Hyperlink to dropdown menu, select Next Slide
• Right click your forward button to select it and then click the copy button
• Strike the Page Down key to advance to the next slide
• Place the cursor where you want to plus the button, right click and click the paste button
• Continue the process for all appropriate slides
• Add back action buttons to all slides except the first one
• Add a return button to your final slide

To record timings w/out narration:

• Click on Rehearse Timings under the Slide Show menu. The PowerPoint presentation will automatically switch to Slide Show view displaying the first slide.
• Set the timing for each slide by pressing the right arrow key on your keyboard to advance to the next slide at the appropriate time.
• When prompted to record the slide timings, click Yes.
• You will be returned to Slide Sorter view.  The recorded timings will be displayed underneath each slide.

To record narration:

• Click on Record Narration under the Slide Show menu. 
• Click on the Set Microphone Level button. Read the display screen out loud to permit the software to adjust the microphone volume to your voice level.  Click OK.
• Click on the Change Quality button.
• Select PCM from the Format dropdown menu and 22.050 kHz, 8 Bit, Mono from the Attributes dropdown menu.  Click OK.
• Click in the checkbox labeled Link narrations in.  Click on the Browse button and select a folder to save the narration files.  Click Select.
• Click OK.
• Record your narration for each slide, pressing the space bar or the right arrow key on your keyboard to advance to the next slide.
• When prompted to save the slide timings, click Yes if you want the presentation to automatically advance the slides; otherwise, click No.
• You will be returned to Slide Sorter view.  If you selected Yes in Step 8, the recorded timings will be displayed underneath each slide.

Setting Up the Slideshow

• Click on Set Up Show under the Slide Show menu.
• Select the desired Show Type, Slides, Advance Slides, and Pen Color options. 
• Click OK.
• To preview the show, switch to Slide Show view.

Printing a Presentation

CAUTION: Do not use the print button unless you want 8.5x11 pictures of each slide!

• Click on Print under the File menu.
• Select the Name of your printer from the dropdown menu.
• Select the Print range.
• Select the Number of copies.
• Select Slides, Handouts, Notes, or Outline from the Print what dropdown menu.
• Select the desired B&W, Scale, and Frame options.
• Click OK.

 Pack and Go

• Click on Pack and Go under the File menu.
• Click on the Next button.
• Select the presentation which you want to Pack and Go.   
• Choose the Destination for the Pack and Go files. Click on the Next button.
• Select Include Linked Files, but generally avoid Embedding True Type Fonts. Click on the Next button.
• If you plan to playback the presentation on a machine which does not have PowerPoint, select the option to include the PowerPoint Viewer. Click on the Next button.
• Click on the Finish button.
• A pngsetup.exe file has been created in the designated folder.  This file will unpack the presentation and its media into the designated folder on the playback machine.

Note: You do not have to Pack and Go in order to send a PowerPoint presentation by e-mail, put it on the web, or copy it to video tape. This process is most often used when you want to use someone else's equipment or when you've created an instructional program that may need to run on machines that don't have PowerPoint installed. 

Converting the PPT file to a Web Page:

• Click on Save as Web Page under the File menu.
• Select the desired Save in folder on your hard drive.
• If you want to change the title of the PPT presentation, click on the Change Title button, and enter the desired title.
• Enter a File name for the converted PPT web page.
• Click on the Publish button.
• Select the slides that you want to publish.
• Decide whether you want to display the speaker notes.
• Click on the Web Options button.
• Click on the General tab, and select the desired Appearance settings.
• Click on the Files tab.  Check all of the options under File names and uncheck the option under Default Editor.
• Click on the Pictures tab. Don't check either option under File Formats unless you are certain about your audience browser types. Select the desired Screen size from the dropdown menu.
• Click OK.
• When you return to the Publish as Web Page window, select Microsoft Internet Explorer 4.0 or later under Browser Support.
• Verify that the Page title and File name are correct.
• Click in the checkbox labeled Open published web pages in browser.
• Click on the Publish button.
• Using MS FrontPage, import the .htm file and the corresponding folder to your web.

Note: The .htm file must be imported in a directory which is one level higher than the imported folder to reflect the file structure that was created on your hard drive.  Link to the .htm file.

If you want to create a distinctive template, make a MasterSlide:

• Choose File/New from the dropdown menu
• Select a blank presentation or a template that you like (example is from a blank)
• From the New Slide autolayouts, choose title only
• Choose Format/Slide Color Scheme and adjust to your liking
• Click Apply to All
• Choose View/Master/Slide Master
• Select and apply a headline style from Format/Font
• Select and apply a text style
• Add extras if these appeal to you, for example:
• Activate Internet Explorer
• Right click the Clayton State University logo
• Click copy and close IE
• Click anywhere on the slide that is not in a text box
• Click the paste icon
• Reduce the size (get a 2-headed arrow on a corner and drag proportionately)
• Click close on the Master toolbar
• If you want to apply this master design only to the current presentation, you can start building slides.
• If you think you'll want to use this design again, save it as a template:
• Choose file/save as
• Type in a unique file name
• Click the down arrow beside save as type
• Select Presentation Template (NOTE: You are now saving in the MS Office 97 template folders.)
• Double-click Presentation Designs to open the folder
• Click save to save this file as a presentation design
• Now you can use it just like any other template

ADDENDUM:

Save an object from the Internet to your hard drive

 example: Take I.E. to http://www.freeimages.com/

Choose a category

Left click any graphic you like

Right click on the image

Click save picture as to save the image for future use

Save in C: My Pictures (or any other subdirectory)

Exit I.E.

To insert an image that you've saved in your Multimedia folder:

Choose insert from the dropdown menu

Choose picture/from file

Look in C:/My Pictures

Select the file you want

Click insert
NOTE: Similar procedures will work for any object, including sound and movie files.

The file types that work best for PowerPoint and Front page are:

• clip art .gif for smaller files & if you want transparent background

• .jpg for larger files

• photographs .jpg

• sounds .wav

• movie clips .avi

Make an Object's Background Transparent

If a .gif image has a background that you don't want:

• Select the image and right click
• Choose Picture Tool Bar
• Click the set transparent color button
• Click your cursor anywhere in the area you want to make transparent, and the background will disappear

Link to Free Clip Art

Creating a Photo Album

• Download the Photo Album add-in from Microsoft: http://office.microsoft.com/downloads/2000/album.aspx
• Double click on the album.exe file on your hard drive to install the program.
• The first time you open PowerPoint after installing the add-in you will get a message that the program has been installed.

Note: The following instructions were copied from Microsoft's website.

To create a photo album using pictures on your local machine or a network drive

• In PowerPoint 2000, click New on the File menu.
• On the General tab, click PhotoAlbum, and then click OK.
• The Photo Album dialog box appears. Click File/Disk, and then locate the folder that contains the pictures you want.
• Select the pictures you want, and then click Insert.
• Choose the other options you want for your photo album.
  Note: For Help on an option, click the question mark button in the dialog box and then click the option.
• Click Create. The photo album is created and you are returned to PowerPoint.

To create a photo album using pictures from a scanner or digital camera

• In PowerPoint 2000, click New on the File menu.
• On the General tab, click PhotoAlbum, and then click OK.
• The Photo Album dialog box appears. Click Scanner/Camera.
• If you have more than one scanner or digital camera connected to your computer, under Device, select the device you want to use.
• Do one of the following: If the selected device is a scanner and you want to use default settings for scanning the image, click Insert to scan the picture. If the selected device is a digital camera or you want to customize any settings before you scan the picture, click Custom Insert. For help customizing settings, follow the instructions that come with the software for the device you're using.
• Choose the other options you want for your photo album.
  Note: For Help on an option, click the question mark button in the dialog box and then click the option.
• Click Create. The photo album is created and you are returned to PowerPoint.

Note: For more information about scanners and digital cameras, type scanners and cameras in the Office Assistant or on the Answer Wizard tab in the PowerPoint Help window, and then click Search.

To modify your photo album

Once your photo album is created, you can modify the album any way you like in PowerPoint, but you can't go back to make changes using the Photo Album Wizard.

Revised 09/25/02