2011-2012 FIMC-VI Webinar Series

PowerPoint for the Teachers of the Visually Impaired

1:00 Welcome and Instructions1:10 PowerPoint Basics1:45 Break 1:50 PowerPoint for Braille Students 2:10 PowerPoint for Large Print Students2:20 FIMC-VI update2:30 Adjourn

AGENDA – PowerPoint Session One

September 26, 2011

To provide teachers of the visually impaired ◦Timely information in a cost-effective

manner◦Overview of upcoming events◦Technology tools for managing:

Instructional materials access - PowerPoint Student management and data collection -

Excel

Objectives of Webinar Series

Participants are expected to produce a PowerPoint between session one and two and submit it.

Certificates of completion will be provided to participants that satisfactorily complete both sessions and all practice activities

Inservice points are at the discretion of the local district or agency

Key Points for Webinars

Session One◦ Introduce basic PowerPoint development

techniques with emphasis on accessibility features

◦ Participants will be able to create an appropriate PowerPoint

Session Two◦ Provide guidelines for working with classroom

teachers that use PowerPoint◦ Introduce the fun aspects of PowerPoint such as

sounds, narrations, music, etc.

Goals for PowerPoint Webinar

PowerPoint

What TVIs need to know

Accessibility Tips

• Use color scheme which provides contrast • Use sans-serif fonts (Arial, Tahoma,

Verdana) or APHont • Title every slide • Use Alt Tags for pictures and images

Screen Set-Up

• Left side – Slide preview– Use this to navigate between slides– The one we are working on is highlighted

• Bottom – Presenters notes• Middle – Working slide is what you will see

in the presentation or print• Top - menu bar

Getting Started

• Open PowerPoint to a blank slide. – Two text boxes – Title and Body– Click inside the Title text box and type a title– Click inside the Body text box and type

content• Default setting is a Bulleted List• Default font and size depends on the design

Menu Bar

• Home Tab– Slides Section

• New Slide• Layouts – different configurations for how the

slides look. Ones we will use are: – Title and content (this slide))– Title slide– Section slide– Comparison: two text boxes

– TO OPEN: Click on the down arrow next to the word Layout

This is a Title Slide - text box is centered on the page

Second text box is beneath with different font/color/size

Ok …next??

SECTION SLIDE – TEXT BOX IS LOWER AND ALL CAPS

Section Slide: smaller font size above, different font/color/size

Comparison of PowerPoint 2003 to PowerPoint 2007

PowerPoint 2007

• Tabs for Menu Bar:• Home Tab

– New Slide– Slide Layout– Fonts– Alignment

• Insert Tab– Pictures– New text box– Table

PowerPoint 2003• Menu Bar w/ drop downs• Toolbars instead of tabs• Insert

– New Slide– Pictures– New Text Box– Table

• Format– Fonts– Alignments– Slide Layouts– Slide Designs

Comparisons Continued

PowerPoint 2007• Design Tab

– Templates for backgrounds– Colors / Fonts/ Effects

• Animations• Slide Show – set-up

presentation• Review

– Spell Check

• View – Masters– Slide Show

PowerPoint 2003

• Tools– Spelling

• View– Masters– Slide Show

• Slide Show – set up presentation

• Window

PowerPoint Tips

• You must be working inside a textbox for the menu bar to be active. In presentation mode, you can’t make changes

• Resize text boxes by running your mouse over the small circles or squares on the dotted lines. When you see the arrows, click and drag.

• To keep the text box proportional use the corners to stretch or shrink.

PowerPoint Tips

• You can tilt the text box by using the green dot at the top of the box. Click on the lines of the box, run your mouse over, when you see the arrows, click and drag to the position you want.

• If you need to delete a text box, right click and then cut to delete. Never leave an empty text box in your presentation, it shows up on the screen or in print.

EDITING TEXTAfter Layouts, we move to ….

Editing Text

• In the Home Tab, FONT Section:– As in MS Word – highlight (click and drag) the

word or phrase, then click to change to BOLD, Italic, or underline

– You can use Keyboard Commands such as ctl B for bold, ctl I for Italics, ctl U for underline

– You can select colors – drop down arrow next to the A with the color under it. Select the color you want to use

Text Alignment

• Home Tab and Paragraph Section • Bullets• Numbers• Indents: Decrease Level and Increase Level• Alignment: Left Justify, Center, Right Justify

PowerPoint TIPS

• CTL z is the undo command. If you goof-up, use CTL Z to “erase” and take you back

• Fonts should always be at least 24 points• Slides should not have more than 5 bullets• Keep text to a minimum

MENU BAR - INSERT TAB FOR INSERTING PICTURES

Fun stuff!

Insert Tab: Pictures and Clip Art

• Click on Insert Tab in menu bar• Choices are

– Picture (downloaded and saved on your computer)

– Clip Art (from PowerPoint or Microsoft)– Shapes: arrows, lines, smiley faces, etc.– Smart Art: graphic diagrams– Charts: data representation

Clip Art and Pictures

Insert Tab: Pictures and Clip Art

• ALWAYS INSERT – do NOT cut and paste• Add a caption to your pictures

– Insert Text Box under the picture and type in a brief description. Added text boxes do not export to Ms Word.

Image of a braille book

Insert Tab: Pictures and Clip Art

• To resize or move a picture: – Click on the picture. You will see a box with

edit points (small circles). Click and drag the corners

Insert Tab: Pictures and Clip Art• To tilt a picture:

– Click on the picture. Find the small green circle usually at the top of the picture.

– Click on the green dot and arrange the picture (or text box) as you want.

Alt Tags for Pictures for Screen Readers

1. Click on the picture or image

2. Right click to bring up the “Context Menu”

3. Select Size and Position from the Context Menu

4. Choose the “Alt Text” tab

5. Type in your description of the image or picture

PowerPoint Tips

• To rearrange slides, click and drag from the side menu bar.

• Keep your titles consistent• Check for capitalization consistency in

bullet points • Export to word to check for spelling,

spacing, and consistency

Design Tab - ThemesDramatically different than 2003 versionChoices for themes, colors, and fonts

As you put your cursor on the icon for the different themes, you get a preview

To see more choices, use the drop down arrow next to the themes

You can change ALL slides or just SELECTED slides Right click on the choice to apply to all slides or

selected slides

EXPORTING FOR BRAILLE IN POWERPOINT 2007

1. Open “OFFICE Button”

2. Select Publish

3. Select Create Handouts in MS Word

4. Select Outline Only

Export to Braille Step 1

Export to Braille Step 2

Export to Braille Step 3

1. Open the word file2. CTL - A to select all3. Change the font size to a 12 (to

make it easier to manage)4. Remove the Bullets (Home tab,

down arrow next to bullets, select None)

5. Left Justify

Exported File Ready for Braille

6. Label each slide as Slide 1, Slide 2, etc.

7. Include descriptions of pertinent pictures

8. Open in Duxbury, translate, emboss.

Exported File Ready for Braille

When presenting to students with visual impairments, add sound cues when advancing to next slide

Insert tab – Sound – Sound from clip organizer – Chimes

Start automatically when clicked

PowerPoint TIPS

Large PrintMoving on ….

Print Settings1. Office Button / Print / Print (CTL P)

2. Print What? Handouts

3. Slides Per Page – One or Two

4. Color or Grayscale?

5. Print Slide Numbers or Current Slide

Print Settings for Large Print #1

Print Settings for Large Print #2

Print Settings for Large Print #3

Print Settings for Large Print #4

Ready to Show???

• Menu Bar – Slide Show– From Beginning or From Current Slide– Go through the presentation prior to showing.

Slides appear differently when in presentation mode

– ESC to return to edit mode

For next time◦ Create a PowerPoint and email to me

At least 10 slides Two layouts (title, section, body) One background Three pictures or clip art

◦ Prepare the PowerPoint for braille and email a copy of the word file

Your Turn

Review homework projects Discuss ways to assist classroom teachers

to create accessible Power Points Fun stuff – animations, sounds, music, etc.

Next Time

Resources

• Keyboard Shortcuts for Powerpoint: http://office.microsoft.com/en-us/support/keyboard-shortcuts-for-powerpoint-2007-HP010154710.aspx

• Accessibility and Usability Guide for Penn State: http://accessibility.psu.edu/microsoftoffice#ppt

Resources

• 188 Useful Keyboard Shortcuts -: http://www.shortcutworld.com/en/win/PowerPoint_2007.html#link_0

• Access Project at Colorado State Univ. http://accessproject.colostate.edu/udl/modules/powerpoint/tut_alt_text.cfm?display=pg_3 (good alt tag demo)

QUESTIONS??

FIMC-VI

Statewide resource center for the K-12 students who are visually impaired and enrolled in public or private educational program

Operates under the Department of Education Bureau of Exceptional Education and Student Services (BEESS) on an annual grant

Hillsborough County School District is the fiscal agent of the Center

FIMC-VI Information

Procurement or productions and distribution of accessible instructional materials

Professional Learning◦ Working with the Experts◦ Quality Programs for Students with Visual

Impairments (QPVI)◦ QPVI- Building Local Capacity

Braille FCAT development Volunteer services for braille and audio Professional Loan Library NIMAS Florida Braille Challenge

FIMC-VI 2011-12 Services

Braille books shipped complete*

Ordered in April 2011 – 96% Ordered in May 2011 – 87% Ordered in June 2011 – 75% Ordered in AUGUST – 49%

FIMC-VI Braille “Timely Delivery” as of August 31, 2011

* New transcriptions are shipped in volumes (i.e. partial shipments) as they are completed. These numbers represent the complete books that have been shipped and does not include partial shipments

Large print books shipped complete Ordered in April, May or June – 100% Ordered in July – 95% Ordered in August – 72%

FIMC-VI Large Print “Timely Delivery” Update (as of August 31, 2011)

Professional LearningEnhancing competencies of teachers,

administrators, and families of students with visual impairments

Florida Braille Challenge

Affiliated with the National Braille Challenge sponsored by

Braille Institute of America

September 26: Webinar - Power Point for the TVI (part 1 of 2)

October 24: Power Point for the TVI (part 2)

October 31 – November 1: QPVI Facilitator Training in Tampa

November 2 - 3: QPVI - Building Local Capacity in Lake Placid (Session 1 of 3)

November 4: QPVI - Building Local Capacity in Sanford

FIMC-VI 2011- 12 Workshops and Webinars

November 17: Ushers Screening Training at FIMC-VI

November 28: Excel for the TVI Webinar (part 1)

December 1 – 2: Working with the Experts - Math Strategies (“But I’m not the math teacher. Oh, but you are the ECC – Nemeth code, abacus, math concepts, manipulatives, assistive technology and math access – teacher. ) in Daytona Beach.

December 7 -10: Getting In Touch With Literacy Conference in Louisville, Kentucky

FIMC-VI 2011-12 Workshops and Webinars

January 10: QPVI Building Local Capacity in Miami January 11-12: QPVI Building Local Capacity

(session 2 of 3) Lake Placid January 13: QPVI Building Local Capacity in Sanford January 20: Braille Challenge - Tallahassee January 30: New Teacher Orientation Webinar

(part 2) February 2: Braille Challenge - Orlando February 20: Excel for TVIs (part 2) Webinar February 24: Braille Challenge - Ft. Lauderdale March 2: Braille Challenge - Tampa

FIMC-VI 2011-12 Workshops and Webinars

April 3 - 4: Working with the Experts – Intensive Reading Strategies (“But I’m not the reading teacher. Oh, but you are the ECC – braille, assistive technology, concepts, and access to reading – teacher.’) in Tampa

April 5: New Teacher Orientation and Vision Contact Meeting at FIMC-VI - Tampa

April 10-11: QPVI Building Local Capacity (part 3) Lake Placid

May 3-5: FAER and AFB Leadership Institute in St. Pete

May 11: New Teacher Orientation Webinar (part 3)

FIMC-VI 2011-12 Workshops and Webinars

Suzanne Dalton – Supervisor Kay Ratzlaff – Coordinator Donna Ross – District Resource Teacher Cynthia Cookson – Secretary and NIMAS Florida Kathee Cagle – Order Processing and APH Census Cathy Babbitt – Clerk Diana Moyer- Large Print Production Vernon Underwood – Braille Production Siew Ng – Braillist Denise Battle – Shipping Curtis Nelson - Receiving

FIMC-VI Full-Time Staff

Follow-up and Next SessionYou will be emailed evaluation questions,

please reply (we need this information for our grant.)

Next session is October 24 at 2:00 p.m.Suggestions for other topics or Webinars?Email: kratzlaff@fimcvi.org This PowerPoint will be posted at

www.fimcvi.org