PP for slide presentations

Using Microsoft PowerPoint to create slide presentations An introduction to creating slide presentations for students studying at the Drill Hall library

PowerPoint basic concepts PowerPoint is a presentation application, used to create slideshows It allows users to mix text, pictures, graphics and charts flexibly and has tools that make designing slides easy and quick PowerPoint is designed for linear presentations which moves from point-to-point in a set path Linear presentations are also referred to as scripted or narrated presentations By their nature, linear presentations are relatively inflexible when being shown

The nature of PowerPoint means that presentations should follow a storyboard Designing a PowerPoint presentation 1 A storyboard is a fixed layout of information points that illustrate the presentation subject Information points may be: Concepts or ideas presented as text points Diagrams or charts Video footage Other suitable media

Begin by collecting all the points you wish to make Designing a PowerPoint presentation 2 Sort them into the order you wish to raise them Distil the points down to a single sentence each PowerPoint is the visual focus of a presentation, your narration conveys the information Once the points are ordered, consider diagrams and other supporting media NOW switch on your computer

Show the fundamental points only – use your narration to develop your presentation Rule 1 – Keep it Simple 1 subject per bullet point, 1 sentence per subject, about 6 bullets per page maximum 1 transition effect per slide 2 or 3 transition effects per point maximum (i.e. questions and responses) Less is More

Storyboarding a presentation keeps it focused Rule 2 – Keep Relevant and Focused Use diagrams only to enhance your points Make your bullet points clear and concise Bullet points are used as memory aids so make them memorable Don’t make bullets funny or too smart – viewers will not remember the point

If your presentation is instructional, include the instructions If your presentation requires statistics, don’t show them all - present a clear graph or diagram Pitch the information at the correct experience level of viewer A presentation is not an essay – for detailed analysis direct a viewer to detailed work Rule 3 – Match Design to Purpose

PowerPoint controls PowerPoint is easy to use but many users struggle to locate the controls they want Think what task it is you want to do, i.e. add text or graphics, change a font Look at the control tabs and think where the task might be located – i.e. inserting an image will be in the Insert tab

PowerPoint layout This is the working area of PowerPoint where you will design your slides This area contains PowerPoint controls This area previews your slides and allows you to select them

Creating your presentation 1 When you start PowerPoint you will be presented with a blank slide, as shown. This is a Title Slide, normally used at the beginning of a show. As directed on screen, click in the top box to add a title to the overall presentation, and the lower box to add a subtitle (i.e. author, description, etc.).

Creating your presentation 2 To add more slides: Click on the Home tab Go to the section marked Slides Click on the New Slide button A new blank slide appears

Creating your presentation 3 As with the previous slide, users can add a title. This title applies to the individual slide only. Users can add bullet points to the slide by clicking in the text box. Each bullet should be separated by a carriage return/enter. Clicking on one of the symbols in the screen centre allows users to insert items on the slide Table Picture Chart Clip art SmartArt Media clip

Bullet points or items added this way will all appear simultaneously on the screen during the slide show. It can be effective to make them appear one-by-one to synchronise with narration. Creating your presentation 4 To achieve this, click on your bullets then on the Animations tab... Then select the pull down menu in the Animation box All At Once effects display all bullet points at the same time By 1 st Level Paragraphs effects displays bullets one-by-one when you click the mouse

Creating your presentation 5 Instead of simply clicking New Slide designers can use the pull down menu at the bottom of the button When this option is clicked, a selection menu is displayed. The user can then choose a predefined screen layout for their slide. PowerPoint defaults to Title Slide for the first screen and Title and Content for subsequent slides. Whatever layout you choose, you can always add content.

Running your presentation You may run your presentation at any time in order to review your it. There are 3 easy ways to do so: First, click on the play button in the top-left corner of the screen Second, click on the play button in the bottom-right corner of the screen Third, press the F5 key on the keyboard Pressing the Esc key when running a presentation will return you to the development screen

Tailoring your presentation 1 The previous instructions have enabled you to: Create new slides of various formats Place titles and text in your presentation Insert images or other media onto your slides Run your presentation Control your slides by use of mouse clicks So far, the presentation may work technically but may look plain. Adding background colours and patterns and changing the slide fonts can give a presentation impact.

Tailoring your presentation 2 The easiest way to give your presentation colour is to apply a Theme to it. PowerPoint has several useful stock themes. Click on the Design tab Select one of the pre-defined themes available (more are available if you click the pull-down at the right end) Moving the mouse over a theme previews your presentation with that theme applied.

Tailoring your presentation 3 Once a theme has been applied it can be modified to suit the user’s requirements or taste. At the right-hand end of the Themes area in the Design tab are some useful pull down menus Colors – apply a different colour scheme to the selected theme Fonts – allows a different font to be used throughout the presentation Effects – advanced control, mainly applies to presentations with flowcharts and graphics

Tailoring your presentation 4 While most users are content to use and modify PowerPoint’s standard themes, it is possible to add a user’s own graphics to the background of a presentation. In the design tab click on the Background Styles pull down There are 12 styles of pre-set backgrounds that can be selected (move mouse over each for preview) To create a personalised background, click on the Format Background button (continued on next slide....)

Tailoring your presentation 4 (cont.) The Format Background box allows you to personalise your presentation by allowing you to apply your own background Here you can select: Solid fill for single coloured background Gradient fill to blend 2 or more colours Picture or texture fill for a specific image Select the source of the required image here Increasing transparency ‘washes out’ the image, often increasing clarity and reducing distraction Close to apply to just this slide, Apply to all for the whole presentation There are some basic image controls (i.e. contrast) available here

Notes and handouts Notes (such as a script) can be added to the presentation. To add notes simply type in the white field at the bottom of the slide. These notes will only appear on ‘Notes Pages’ printouts, not handouts. Notes pages can be printed by selecting ‘Notes Pages’ in the printer dialogue box. This will print one slide per page along with the notes entered. Similarly, selecting ‘Handouts’ will print multiple slides per page.

Presentation tips If you have been given a time limit for your presentation, stick to it – don’t run longer or shorter Practice your presentation & get familiar with speaking – private space can be booked at Drill Hall reception Presentations generally take the same form as other work – an introduction, a body and conclusions Be familiar with your presentation – it will help you relax Notes or cue cards can be useful Talk to the audience, not the screen

Student support IT assistance and support available from the roaming station located to the left of the library entrance More complex enquiries dealt with via the Student Support Zone , located in the teaching block near the Green Group Zone of the library, to the right of the entrance. (Note that due to demand you may need to book in advance for a session with an IT expert) Contact: [email_address] Click here for purchasing details -

PP for slide presentations

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PP for slide presentations