off106: ms powerpoint for legal aid advocates october 17 th, 2008

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OFF106:OFF106:MS PowerPoint for Legal Aid MS PowerPoint for Legal Aid AdvocatesAdvocates

October 17th, 2008

Today’s PresenterToday’s PresenterJeff Narabrook, NTAP Training

Coordinator

Our audience Our audience This is an intermediate training,

which assumes you can construct a basic presentation

The training will focus on versions of PowerPoint earlier than 2007, but most information is transferable

Six PowerPoint Topics Six PowerPoint Topics

Part ICreate a master template Part II Embedding and linking Creative cut and paste Basic animationPart IIITools for distributing your

presentation Using Word and PowerPoint

together

PART 1PART 1

Building a presentation template

Why build a common Why build a common template? template? Save time in the long runStandardize your materialsBrand your presentations and

discourage infringement Make it less intimidating to your

colleagues

Did you know…Did you know…Every presentation comes with a

templateThe default template is intentionally

bland so that users can define their own design and style

PowerPoint comes with pre-made templates that can be applied to yours

There are high-quality, pre-made templates to be found online

Defining our termsDefining our termsSlide Master

◦A pre-formatted slide template that can be applied to slides in a presentation

Slide Master View Slide Master View

Live Demo Live Demo

Matching colors in Matching colors in PowerPointPowerPointPowerPoint understands RGB color

codesInstant Eyedropper

◦Will reveal RGB codes of web pages Online color scheme generator

Finishing touches on your Finishing touches on your slide template slide template Choose to enable/disable:

◦Footer◦Slide number◦Date/time

Design title master Design title master A template for your first title slide

Saving your design as a Saving your design as a templatetemplate

Using your template Using your template Start a new presentation, open

slide design toolbar

Find your template Find your template

Slide Layout Slide Layout

Getting started with pre-Getting started with pre-made templates made templates Templates WiseMicrosoft Office Live Presentation Helper

Questions? Questions? Raise your hand, please!

PART IIPART II

Embedding and linking Creative cut and paste

Basic Animation

Linking to slides Linking to slides You can link to other slides that

you might need to refer back to◦Select object or text to serve as

anchor

Linking to slides Linking to slides

Custom showCustom show‘A show within a show’

Custom show Custom show

Linking to media Linking to media Embedding audio and video

◦Very large files will be problematic ◦Plays directly from your slideshow

Linking to external files Linking to external files

Opening the external link Opening the external link

Link to external file Link to external file Don’t forget to bring that file with

you if you switch computers or the link will be dead!◦Pack and Go (2003) or Package for

CD (2007)

Link to an online source Link to an online source Type in URL as a regular

hyperlinkYouTube linking instructions

Should I include audio or Should I include audio or video? video? Embedding a file is generally reliable,

but you are more limited in the range of files you can do this with

Linking a file requires that the linked file reside on the computer or disc you present from

If linking to an online file, be sure to verify◦You will have a reliable internet connection◦The online video does not require extra

software to play (such as Flash)

Creative Cut and Paste Creative Cut and Paste Print Screen

◦Great for pictures, graphs, logos, and text that won’t copy and paste the conventional way

How can I get this pie How can I get this pie chart? chart?

Enlarge your view Enlarge your view

Paste into your slide Paste into your slide thumbnail thumbnail

CropCrop

……and resize and resize

Creative Cut and Paste Creative Cut and Paste When copying formatted text,

use ‘Paste Special’

Copy and Paste Slides from Copy and Paste Slides from other presentationsother presentations

Select slide thumbnails on right-hand side◦Hold ‘Shift’ to select multiple slides

Paste them into your presentation on thumbnail view

Does not work well between different versions of PowerPoint

Animation Animation Keep audience focused on one

line at a timeSynch what you say with what

your audience seesMakes the structure of your

argument more clear

Animation Animation Animate all slides

Animate one slide Animate one slide

AnimationAnimationYou can also set your slide

master to have animation Go easy! Only use this if it will

help you present more effectively!

Questions? Questions? Raise your hand, please!

PART III PART III

Tools for distributing your presentation Using Word and PowerPoint together

Tools for distributing your Tools for distributing your presentationpresentationPrinting with notes

◦Slides◦Handouts◦Notes ◦Outline

Should I even print at all? Should I even print at all? Keep your audience’s attention

betterSave resourcesConsider printing the following:

◦A resource page with important outside resources

◦Information on how to obtain the entire PowerPoint later

◦A general notes page

Share your work Share your work electronically electronically Upload your presentation to a

website Online Broadcast (2003)Record Narration (2007) SlideSharePDF

◦Free PDF Convert◦PDF995

Using Word and PPT Using Word and PPT Together Together

Formatting translation:

When to build your When to build your presentation in Wordpresentation in WordYou already have a lot of text in

a document You work better in Word than in

PowerPoint during the creation process◦Switch to ‘Outline’ view in

PowerPoint

Using Word and PPT Using Word and PPT Together Together Utilize ‘Outline’ view in Word to

best visualize how PPT will display text

You can also export PTT into Word ◦Save as ‘Outline/RTF’

Word 2007 and Word 2007 and CompatibilityCompatibility2007 file extensions: .pptx

(.docx, .xlsx) Download this compatibility pack to

view 2007 documents in previous versions

If you use 2007, make sure you ‘Save As’ PowerPoint 1997-2003 Presentation to ensure universal compatibility

More options to lock your work to prevent unwanted changes

Making your presentation Making your presentation smoothersmootherKeyboard shortcuts in presentation

mode◦Go to specific slide (Slide number + enter)◦Display black screen (b or period) ◦Display white screen (w or comma)◦End presentation (Esc)◦Pointer to pen (Ctrl + p) ◦Pointer to back to arrow (Ctrl + a) ◦ Erase drawing (E)

Wireless slide advancers ◦$30-60

Thanks for joining us!Thanks for joining us!You will be receiving a post-

training survey, please help us gather feedback from you!

Contact information: Jeff Narabrook◦jeff@lsntap.org

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