60 Minutes of PowerPoint Secrets Key Terms Term Definition Introduced In Black out feature A tool that displays a black screen; the keyboard shortcut is B or period. Module 1 White out feature A tool that displays a white screen; the keyboard shortcut is B or period. Module 1 Ribbon A collection of tabs, groups, and controls positioned at the top of PowerPoint 2010 program window Module 2 Quick Access Toolbar The Quick Access Toolbar, or QAT, is a small, customizable set of controls located in the upper left corner or the PowerPoint window, just to the right of the PowerPoint icon. Module 2 Insert tab A group on the Ribbon that contains various graphic features that can be added on to a slide Module 2 Home tab A group on the Ribbon that contains formatting tools and other basic functions Module 2 Design tab A group on the Ribbon that contains design features, including themes and backgrounds Module 2 Transition tab A group on the Ribbon that contains various options for transitioning slides Module 2 Animation tab A group on the Ribbon that contains options for animating text and images Module 2 Slide show tab A group on the Ribbon that contains options for running and recording a slide show Module 2 Review tab A group on the Ribbon that contains options for proofing and collaborating Module 2 Glossary page 1
60 MINUTES OF POWERPOINT SECRETS MODULE ONE AVOIDING THE MOST COMMON POWERPOINT MISTAKES Male: Business presentations have been revolutionized by the availability of Microsoft PowerPoint. Today it's hard to imagine doing a public presentation without that tool. However, not everyone uses the capabilities of PowerPoint effectively. In recent years, it has become popular in some circles to discount or even ridicule PowerPoint presentations. You may have heard of death by PowerPoint. The problem, of course, is not with the software, but rather with users who struggle to master the myriad of features of the program and how to use them effectively. We can fix that. With the wide-spread use of PowerPoint, many people have developed strong opinions about what a presentation should be. When we use PowerPoint, we subject ourselves to critical comparison to other presenters and standards. No pressure, though. So we're going to begin our discussion with how to avoid the best known pitfalls, so we can create the property context to look at all of the exciting effects that can be created with PowerPoint. First, let's look at a list of the most common problems, and then look at each in depth to see how they can be avoided. The good news is that when you learn how to use PowerPoint effectively, you'll stand out that much more by comparison. What are these 10 most common PowerPoint mistakes? The first is too many words or screens full of text. The second is an excess of graphics and animation. The third is text or data that's too small to be read. The fourth is the inclusion of irrelevant graphics. The fifth Page 1
pitfall we want to talk about is too many fonts and backgrounds in a presentation. The sixth problem is an overload of slides. Seventh, we want to talk about inappropriate design choices. Eight, we want to talk about circumstances in which the slides and words don't match. Number nine, we want to talk about presentation problems, reading slides, and turning our backs. And finally, we want to talk a little bit about technical disasters. Let's take a closer look at that first PowerPoint mistake; too many words or screens full of text. If all we're going to do is exchange written words with our audience, we don't even need PowerPoint, we can do that with email. Our message, whatever it is, can lost in a sea of words of text. The human mind is hungry for visual stimulation. If our audience cannot get that from the presentation in front of it, they'll begin looking around and trying to get it somewhere else. With media like PowerPoint, we have the opportunity to send our audience away impact by what they saw, by what they heard, by what they learn. And if we don't use the visual channels, we cut off part of that opportunity. I can keep adding words to this slide, but I think you get the idea. Well, how we avoid this particular mistake? It helps to remember why we put text as part of our presentation. After all, we're going to tell the audience most of the things that we want them to know. We use text to organize the thoughts for the audience and emphasize those points we want to emphasize. Towards that end, bullets should never be sentences. Bullets are memory cues. And to be effective memory cues, they should be short and crisp. We do Page 2
want to add effective visuals throughout are presentation in order to tap into that additional channel of communication of the visual. Bullet lists can become a problem themselves in terms of excess text if we don't break them down or break them up. And one way we can accomplish that is remembering the six by six rule. It's not absolute, but it's a good rule of thumb to spark us off. And that is, in general, bullet lists shouldn't be more than six in number and they shouldn't have more than six words in each bullet. PowerPoint mistake number two; too many graphics and animations in a presentation. Can you really have too many graphics and animations in a PowerPoint presentation? Yes, you can. Busy slides can confuse your audience. At times, graphics can become a distraction. If you have enough of that kind of distraction, your entire message could be lost. We fall into the traps of overusing graphics and animations because we can, because there's so many tools available in PowerPoint, we're going to be talking about later in this presentation. And once you learn them, you just want to show off your capabilities. But I think all of us will admit that that sort of thing can be overdone. So how do we avoid the mistake of too many graphics and animation? Well, we just have to adopt some rules for ourselves. We have to recognize that while we absolutely want to use graphics to break up the texts of our presentation and to tap into the visual channels, we want to use them sparingly, because there can also be a distraction. Animations need to be used even more sparingly. Why? Because they're even a greater distraction. So we want Page 3
to save that impact for those key points of our presentations where it makes the most sense to use them. Don't do something in PowerPoint just because you can. And one thing you might consider, to take advantage of visual impact throughout your presentation and stay very much within your subject matter, you might consider using demos, screen captures such as we'll look into later in this presentation, and other specific visuals to your purpose with your audience. PowerPoint mistake number three; text or data that's too small to read. As you can see from these two scientific studies, readability and impact are inversely related on PowerPoint slides. Now, you can't see that at all from those two charts and graphs. For one thing, that's not what they say. But in addition, even though you may be able to read them if you're close to a large computer screen, I guarantee you if we projected these up on the wall as a presentation to a larger room, your audience would not be able to read all of that data and information. And that would be a problem, because even if I explain to them everything that's on those graphs and charts that they need to know, there's a frustration factor, a negative reaction with putting anything up on the screen that cannot be read. So how we deal with that? We've got to make sure that everything we put into our presentation, including graphics and charts, are readable to all in our audience. To accomplish that, it may mean we need to take some of the busyness out of those charts, some of the detail information, and completely remove it. That way we can enlarge the key necessary information that we're going Page 4
to be talking about for our audience. We need to test for readability under actual conditions, in the actual room with the actual equipment that we're going to be making our presentation. And we need to remember also that color, particularly color contrasts between background and text can impact the readability of our presentations. PowerPoint mistake number four; irrelevant graphics. Well, it's hard to come up with an irrelevant graphic on a slide of irrelevant graphics. Let's talk about that point for a moment. Obviously, we have graphics that don't relate to what it is we're going to be talking about, going to be confusing to our audience. It can be distracting because they're figuring out what the heck the adding machine has to do with anything instead of listening to what we have to say. At the very best, irrelevant graphics accomplish absolutely nothing. How do we avoid that mistake? Well, in order to have relevant graphics, we need to know what our overall purpose is, what the target of our presentation is. Then behind that we need to have an objective for each graphic that we add to our presentation, like have a number of purposes in mind. Could be to clarify. It could be to focus the attention of the audience. It can be to visualize a key point, or it could just be a memory anchor to help the audience recall a particular part of the presentation. PowerPoint mistake number five; too many font and background changes. Those can be distracting. One of the problems you have is that the eye takes time to adjust to the background and patterns we have. If you make changes, you lose that adjustment. And, in fact, may completely lose the focus of Page 5
the audience on the words of your slide. On top of that, those constant changes can be just plain irritating. PowerPoint mistake number six; slide overload. We often have a situation where slide is extremely cluttered, there's just too much on that slide. And it may turn out, when we look at it, that we're trying to do too much with that slide. A PowerPoint presentation can be thought of as a meal, and if we think of it that way, then each slide is a bite. And then a bite has to be small enough for our audience to chew and to swallow. How do we deal with that? How do we make that happen Well, the answer is we want to focus the slide to an individual purpose. Use a separate analogy, a little bit different one, if our PowerPoint presentation is a document, each slide is a paragraph. And so we need to focus that paragraph, that slide on one point and one purpose. And we may need to divide that cluttered slide up into two or three separate slides. We need to edit our presentation for clutter in order to spot that. Need to ask that question about each one of our slides as to whether or not it's confusing and therefore distracting. PowerPoint mistake number seven; inappropriate design choices. What do I mean by design choices? I'm talking about the colors, fonts, graphics, backgrounds, themes that are used in the presentation. Inappropriate to what? Well, they could be inappropriate to the specific purpose we're trying to accomplish. The kind of presentation. They could be inappropriate to our audience on a number of demographic lines such as professionalism, education, age. And the slide choices can be inappropriate to the occasion or the event, to the Page 6
formality or similarity of the event, for example. What do we do about that? Well, I'm afraid I can't give you any help into terms of what colors should be used for a sales presentation, but if you think about all of the factors at the time you are making those design decisions, you'll probably do pretty well. You need to think about your purpose, what it is that your overall presentation needs to accomplish with the audience. You need to know your audience in terms of the demographics. And if those change dramatically from one presentation to another, you need to consider making some changes in your design. And you also need to consider the event. And you take all of those things into account, you'll probably do pretty well. PowerPoint mistake number eight; what we're saying doesn't match up with what we're showing in terms of our PowerPoint presentation. That can often happen. Some of the worst ways that happens is when we've got an out of date slide and the information on that slide is not longer accurate. Maybe even more than one in a presentation. And the presenter has to stop his presentation to explain why true information is not the information on the slides. Very unprofessional and uncomfortable moment. Very similar to that is when we've got the wrong version for our audience. Maybe we had, instead of slides that we put together for one audience and now we're changing it to another without creating a new version. And, again, if the presenter has to make explanations about why the slides don't say what he wants to say, that absolutely breaks the flow of the presentation. A problem that I have had Page 7
a number of times in presentations is when a slide outstays its usefulness, and you've got a perfectly good slide, you talk about it, you move on to talk about something else, but you don't have a PowerPoint slide that pertains to the new subject you moved onto. So you've got a hanging slide up there that now becomes very quickly a distraction. What do we do about these problems? Well, we can make sure we update our slides. But if for some reason you have a last minute change and slides no longer accurate, consider hiding the slide, and then passing out the information directly rather than putting incorrect information in front of your audience. PowerPoint 2010 has some nifty new tools to help you have more than one version of the same slide show and manage those versions. You can actually do it in a single set of slides put together, they look just like a single slide show, but you can call up different versions depending on the audience and occasion that you want to present them to. Presenters, you need to learn to use the white-out and black-out tool feature. I can't -- it turns out it doesn't record if I try it on the screen, so I can't demonstrate that for you, but if you use the W key or the B key on your keyboard, it turns the screen white or black and you don't have that distracting slide up there. Then you can reverse the occasion with the same buttons, and continue with your show once you're ready to start using slides from the presentation again. Mistake number nine; reading slides and turning back on the audience. I don't think I have to spend any time explaining why or that those are things we don't want to have happen. Maybe there's some Page 8
tips, though, we can have that reduce the temptation to committing those sins. Obviously, we need to make a rule for ourselves not to do those, but we're less likely to read from our slides if we do make them into short, crisp memory cubes. And then we'll start adding the rest of the information aside. But we need to edit the slide verbiage to reduce the chance of that happening. In order to reduce the occasions for turning back our audience, a key can be cueing our presentation between ourselves and our audience. I'll talk about how we can do that when we get to the fifth module today and talk about presentation techniques. PowerPoint mistake number 10; technical disasters. We can't completely eliminate the possibility of disasters, but we can reduce the likelihood and reduce the impact of disasters by doing some things. What do we mean by disasters? We're talking about presentation disasters. Maybe our presentation doesn't work on the software version that's available on the presentation equipment where we're going to make a presentation. Maybe the hardware's incompatible or the hardware breaks down at exactly the wrong time. And, of course, we have brain disasters, we cannot for the life of us remember what in the world one of the slides and one of the points in our presentation is, we just lose it for a minute. Well, again, we can't completely guarantee we're not going to have any of those disasters, but we can do some things to reduce them, maybe pretty obvious things. Preparation in terms of planning. But don't ever make a presentation without going in and testing the equipment, and testing the Page 9
versions of the presentation, and testing the screen appearance on the particular equipment and in the particular room that we're going to be in, also checking on the readability of our slides. Looking at all of those things by doing some planning in advance, making changes if they're necessary. Rehearsal will help reduce the chance of having that brain collapse, but will also help us get familiar with the particular kind of hardware that we're going to be dealing with. And then we can also reduce the problems by having some redundancy. When I travel, I always carry three or four different versions of my presentation with me so that I am ready to use whatever media input capabilities and software versions that are available to me. {End of recording.} Page 10
60 MINUTES OF POWERPOINT SECRETS MODULE TWO UNLOCKING THE FULL POTENTIAL OF POWERPOINT 2010 Male: Next, in Module Number Two, we want to talk about some of the new and changed features in the 2010 version of PowerPoint. We want to talk about the return of the file tab. We're going to talk about the PowerPoint options that are available on that file tab. We want to talk about the nifty new capabilities of the save and share features. Want to talk some about ribbon customization in 2010. And we want to definitely talk about the quick access toolbar. Let's visit PowerPoint 2010 in its native habitat. The first thing we want to do is welcome home the file tab. Those of you who have been using PowerPoint 2007 know that in that version the file tab was replaced with a Microsoft Office button. But the file tab is back, and it contains a lot of the fancy new features in PowerPoint 2010 that we want to talk about. Let's take a look at it. Do you see the file tab is arranged different from any of the other tabs in PowerPoint 2010. Instead of the horizontal ribbon divided up into groups, the file tab has all of its options organized vertically down the left-hand side of the screen. Very first option is a save button. And what it will do if I click that, it would save the current file under its current name under whatever default version and default directory I have preset. Speaking of those presets, we might as well look at where they are on PowerPoint 2010, especially they're right here on the file tab. Got an option selection right next to the bottom, and it opens up with our nine different submenus dealing with option settings; general options, proofing options that include all of our dictionary settings Page 1
as well as our auto correct options. The save options that I was just talking about, which not only give us our default directory and the default version of presentations that we want to have in place, but also has our auto recover settings. We got a language tab, an advance tab. Two others we want to talk about just briefly here is a customized ribbon tab, because we have the ability to make all kinds of changes in the ribbons that we have in place. We also have a quick access toolbar that's very similar that help us to control our quick access toolbar options, set of logos and commands that are immediately at our fingertips at all points of time. Okay. Let's go back to our file menu. We got an open tab that simply goes to our default menu and gives us the choice to open any of the programs that we have stored in there. Oh, our close tab. And then we have an information option on the line. And what gives us is what Microsoft is calling a back stage mute. And it's just an entire screen full of information about the currently open file. Great for collaboration, especially if you have more than one file working, and it lists all the different versions as well as the basic statistics of the file. The recent tab will allow us to open up any of the most recent PowerPoint presentations that we have looked at or work with. It also has a number of explorer locations, most recent explorer locations we've gone to. If we go to the new tab, it gives us the ability to open up a brand new PowerPoint, a blank presentation, but a blank presentation based on whatever template or theme we want to open it up to. We've got all of those choices at the time Page 2
we open it. And, although, these are the pre-provided ones, as we either have individual new templates that we add to the list or our group shares individual newly created templates, all of those can become available for opening new files. The print tab, the print controller is new in PowerPoint 2010. You've got this big print button that's the ultimate button you're going to push to get the printout. You've got numbers of copies to select, the printer to select, number of which slide you want to print and select. Most of the options that you're going to be looking for and are familiar with in PowerPoint are down here on this full page slide button, which gives you full page slide as just the first option. You got your note pages, your outline view, and the handouts with different numbers of slides on them as your choices. There's a new button here called save and send. And it has got all kinds of new options and capabilities. At the same time you initially save your PowerPoint presentation, you can send it out. You can send it out by email to your group. You can send it directly to the web. You can send it to the cloud directory that Microsoft Office provides for you, SharePoint. You can immediately broadcast it for presentation. And as a feature, you can control it from here, but you're going to also want to go on into the slide show module, but to the slide show tab to produce a CD or video presentation. You could do that just about a full feature slide show presentation video that you could make right out of PowerPoint in. Okay. Let's look at the other tabs. Each one of those tabs has a ribbon with groups into which like commands are set. We've got a home tab which Page 3
has most of your formatting on it. You've got your insert tab that allows you to put different graphic features onto the slide design, which primarily deals with themes, backgrounds and page setup. Transitions that deals primarily with the transitions between slides. You've got animations that include your text animations on a single tab. Slide show where you both run a standard slide show, you can also record a video of your slide show. The review tabs that have proofing settings as well as a lot of collaborative tools. And a little open space that we could use to demonstrate that customization feature. I don't have to go back to the menu under the file tab. I can go right here to a spot on the ribbon and say I want to customize the ribbon. And what it opens up then for me is a view with the different locations into which I can move popular commands. There's more than one set of commands that I can call up as options to dump onto the various groups and tabs. Right now it's on the review tab. I've got a selection of all of these groups. But I can add a brand new group on there. And then I can call it anything I want to. I won't take the time to do that. But I could then add commands for that new group in any way that I want to. Beyond that, I don't have to just work with the group of tabs that I already have, I can create a new tab and call it Chuck's commands or anything I want to. And within that, on that new tab, I can create a set of new groups and then dump whatever handy commands I want to have at hand and ready to use. Let's see what that looks like. And you can see the part of it there, the new group that I put into the review tab. And I've Page 4
got a new tab here which could be called Chuck or whatever I wanted to call it. And it's got two groups under it, one of which has a few commands dumped with the present time. Very similar to that situation is the quick access toolbar. And let's go to that quick access toolbar, which is located right there underneath the ribbon. We'll go back and look at where it is in a minute. I've got a whole bunch of new commands already added. Let me take those off and add back a few new ones. I'm decreasing the font size, animation pane. And with an okay there, I've got logos that represent each one of those. There's the animation page logo by sliding over I can look at. You've got to learn these logos before this is really quicker than just picking those commands out of drop-down menus. But once you do it, obviously, you've got ready access to a number of the most frequently used commands. Those are the main features we want to start with in talking about PowerPoint 2010. {End of recording.} Page 5
60 MINUTES OF POWERPOINT SECRETS MODULE THREE VISUAL TREATS: USING GRAPHICS Male: In Module Number Three we want to talk about the editing and utilization of graphics to create visual impact. And the subjects we're going to look at, going to include graphics editing with a lot of new graphics editing features with version 2010. We'll be looking at Smart Art which has been greatly expanded in 2010, that has a few new capabilities. We're going to look at ClipArt, again, availability primarily expanded, and accessibility. And then we're going to look at the screen capture capabilities of PowerPoint 2010. In Module Number Three, we want to talk about the editing and utilization of graphics to create visual impact. And the subjects we're going to look at, going to include graphics editing with a lot of new graphics editing features with version 2010. We'll be looking at Smart Art, which has been greatly expanded in 2010. It has a few new capabilities. We're going to look at ClipArt, again, availability primarily expanded, and accessibility. And then we're going to look at the screen capture capabilities of PowerPoint 2010. Let's begin this module on graphics by looking at some of the powerful new graphics editing tools that Microsoft Office has built right into the basic programs. I've got a blank slide here that will be a little easier for us to see. And we'll start off by bringing a picture into PowerPoint to be able to look at the capabilities. Now, I'm going to tell you about something, some of the characteristics rather than exercising them, because my computer operates a little slow on these, and I don't want to leave you watching the paint dry between steps. So in PPT 60 SECRETS POWERPOINT - PPT120402-3a JULY, 2013 Page 1
some cases I'll tell you what the program does. But a few of the capabilities you can definitely see. One thing, as soon as we've got a picture outline and on the screen, automatically we open a brand new ribbon, a new format ribbon under picture tools that shows up on our screen. And it's got some nifty capabilities they built into it. One of those is for corrections. If we want to change the brightness, the lightness of the screen, rather than having to just move slides and see what it does, we've got a whole myriad layout of different options. And we pick the one we like and adopt it for our presentation. We can do the same thing with the color settings. They're typical edit color settings, but rather than just moving the slides, we have a chance to see the combinations in action before we have to actually adopt them. The third screen that has very much the same thing, our artistic effects, done mainly by pixelating but we've also got some edging characteristics, and they create oil paint and sketch effects. A lot of people like them a lot. I haven't fallen in love with those yet, but there are a lot of people who swear by them, so you want to play with them and see what they can do for you. There are a couple of other features here I'd like to show you. One of those is -- two over here, remove background. And whatever slide you want to put in here, the program, once you trip that, does an analysis, tries to figure out what the foreground is and what the background is. Now, you don't have to take their word for it. If you want to bring in some of these white flowers over here or you want to bring in more of the yellow flowers and bring them into PPT 60 SECRETS POWERPOINT - PPT120402-3a JULY, 2013 Page 2
the foreground so that they stay on the picture, we can do that by using these little pens up here to mark areas to keep and mark areas to remove. I'm not going to do that cause it takes them a while on this computer to take effect, and I don't want to just leave you watching and waiting for those to happen. But when I click the slide over here, leaves behind that foreground, whether it be an image, a person, or an object, or something like this where I just want to put these pictures into some other setting, and I've got the capability to do that directly from within PowerPoint. Let's take that off and bring back another image of some kind to show you. I don't that it's going to make too much sense to use one of these flower pictures, but I like pretty flowers. I like to especially take pictures of bugs on pretty flowers, but that's another story. One of the other things that we have is capability, got lots of different border effects, picture effects that occur here. I'll let you explore those on your own. But one of the interesting ones here is picture layout gives you the option of dropping your image directly into a Smart Art format and using it from Smart Art there. You do the same thing the other way, bring up the Smart Art first and drop the pictures into it. But I thought I'd show you this while I was messing with pictures. And we'll talk about how to edit Smart Art here just a second as I enter it from the other side. This off here and Smart Art's a good thing to look at next. Going to drop in Smart Art. It looks like you have pretty much the same number of options that have been available in the past, unless, of course, there's the old familiar version here. But PPT 60 SECRETS POWERPOINT - PPT120402-3a JULY, 2013 Page 3
you've got additional options. Again, as soon as I've got Smart Art on my screen -- and it's what's inside my focus box -- I've got a design Smart Arts tool box up top when -- or could move a lot of other things around. And if I want to fill text into the box, I don't have to go around and skip and make my curser work to get the right text item, I bring up my text plane pain. And then I can type in whatever kind of labels suit my graphic use. No idea what that's supposed to mean. And put those into place. And I can now, not only manipulate that shape, changing color, rearranging -- whoops, that doesn't rearrange them. Rearranging the item. Changing the style on those particular sheets. Changing all of the colors. I can also change the basic layout, change what graphic I'm using and keep my labels, and see what kind of image works best to accomplish what I want to accomplish. And, of course, I've got the capability of setting those into some animation as well. And, of course, I can also rearrange it. And I can expand them in a number of different directions. So that's some of the new flexibility that exists in terms of Smart Art. Let's look at some ClipArt issues. ClipArt been around for a long time, but the ability to get at a lot of images and then to manipulate those images, is expanding. Let's see. Let's move away from clown and call up audience as a reference. I use this particular one to help create my PowerPoint presentation for PowerPoint. Let's look at these images. What would make a good one to work with? Maybe this one here. Let's put this one on the screen. Now, you notice, I've got as a picture doesn't differentiate between ClipArt and a PPT 60 SECRETS POWERPOINT - PPT120402-3a JULY, 2013 Page 4
regular photo. I don't have on this one a remove background, although I got opportunities to play with the contrast, to play with the colors, and change the color combinations, whether to drop it into Smart Art if I want to, change all of the framing, all of those things. But an additional thing I could do with almost all ClipArt -- if I can open the right menu here -- if I move to the grouping section and I ungroup. Give it a yes. And now the different parts of the graphic are disassociated from each other. And I can identify them, and with simply using the delete key, I can take them out of my picture, so that I can lift elements of the art to reuse in another way, put different parts of the art together. That's how I created the theme for our PowerPoint's Secrets, this audience slipped it out of one of the audience slides and put into a format where the audience seems to be looking at a screen for PowerPoint. Okay. The one last graphic feature I want to share with you is that of screen capture. Let's go back here, take that image off. And we go to the insert, we have insert of the screen shot. How hard is that to go get an image off of a different program for a version that's open at the present time and drop it into a slide? Well, I open my screen shot image, I pick screen clipping. I had one other PowerPoint presentation open. And let's highlight it slide on this image, and I got it. I capture right in my PowerPoint presentation to do whatever I want with. So you have extremely powerful screen capture capability that's built in, too. The number of things you can do without leaving PowerPoint are PPT 60 SECRETS POWERPOINT - PPT120402-3a JULY, 2013 Page 5
excellent. Those are the main things I wanted to show you in the graphics interface. {End of recording.} PPT 60 SECRETS POWERPOINT - PPT120402-3a JULY, 2013 Page 6
60 MINUTES OF POWERPOINT SECRETS MODULE FOUR ENERGY: USING ANIMATION FEATURES Male: Module Four. Want to talk about how to use the animation features of PowerPoint 2010 to add energy to our presentations. And within that section, the specific features we're going to take a look at are animated graphics, animated Smart Art, text effects and fall out, transitions and video. Okay. It's finally time to have some fun with PowerPoint's animation features. As I told you, you can't use these too much and overuse them, but let's explore what kind of things we can accomplish. First, we want to look at some simple animated graphics. There are Clip Art elements, Clip Art objects that contain some built in animation. You saw the juggler at the beginning of this module in this presentation. Let's take a look at just one other example. I want to show you the example because I'm pulling it out of the Clip Art folder. The way you find the animated items with Clip Art, you can put a subject, but there really aren't that many animated ones that you need to insert a subject for that. But you go down here in the next category of search and it has media types, all media types illustrations, photographs, videos or audio. And if you snap only video, then you'll get the full list of those animations. But in order to preview it, you need to have the graphic outline. You need to be on the animation tab. And you're going to have to tap one of these other objects in order to activate the preview. And then you can preview it as much as you want to. Going to have to do that each time, tap one of these stars, in order to get the graphic started. Let's take a look at another Page 1
aspect of animated graphics. Graphics that don't contain animation, but that we can animate. Now, we're going to get our animation from a different source this time. Rather than looking in the Clip Art, I've already captured some. We're going to look at another feature of PowerPoint 2010. And that is the Microsoft Office clipboard. You may have used the clipboard in the past, done some copy and pasting, and you knew your clipboard could only contain one object. The new Microsoft Office clipboard contains 24, and that includes text. It's the same way in each one of the Microsoft Office programs. It's extremely valuable new feature. Let's pull a graphic off of my clipboard. We've got a clown here. And he hasn't got any animation at all built into him. He's certainly more intricate, a more interesting figure than most of the ones that were animated. But let's see what we can do with him. We outline him as an object, and go into our animation tab. We find we've got all of our animation choices available to us on this bar. That means we can do any one of these things to introduce our clown onto our stage. And I want him to float in. Oh, I don't want him to float up, though. So I go alongside the basic animations to the effect options. And I want him to float down onto our screen. I could change that. I could have him do other things, or I can add animations to the initial -- in addition to floating in now, I can say I also want him to swivel, spin in place. And I look at my preview tab, he now does first option I put in and a second. Now, I can continue adding actions in large numbers. Now I want him to teeter a little bit. And his whole Page 2
sequence of activity is to float in, spin around, and teeter. And we can use that series of motion however we want to on the screen. You notice we got one, two and three. Each one of those numbers is an animation event I loaded into the program. And I can change the sequence. If I highlight those, I got on the far right, the ability to move any one of those activities earlier or later in the sequence of things that I have him do. Let's look at how that applies some applications in terms of Smart Art. If we insert some Smart Art onto our page to cycle here -- now we got the ability -- we flip over from Smart Art into animations. And I got my full set of animations available here, that I can apply. And I can have our Smart Art object fly in from the left -- from the right. But look, if I look at the effect objects, I can take that -- whoops -- if I take the -- look at the effect -- object effects -- there I didn't have the -- you always have to have the box in place around the object for this to work. Go back again. And I've got a whole set of additional options down here that deal only with the Smart Art. And it will deal with whatever kind of Smart Art object that I've got in place. And I can have them fly in as one object. I could have them fly in like a flock of objects, or I can have them fly in one by one, see what that looks like. And there with the arrows in between them, I can make my point in various ways by the added motion that I put onto my Smart Art. These same kinds of motions and activities can also be applied to text. I can take my program introduction and put the box around it into place, once again, I've got all of my animation objects made available to me. Page 3
And I can have this fly in from the top left. And I can have my PowerPoint secrets box materialize in some way. Let's have it zoom into place. Have got those different ways and different activities. Again, this is something you could overdo on your screen. You got to have a reason for wanting to accomplish it. But again, when I've got that zoom, I've got a new set, I've got a slide center or an object center as the center of the zoom. So I can have it come into play from another part of the screen. Let's see what else I can do, though. Some more practical -- maybe some more practical illustrations. I can use what's called a call-out. And if I create that, as I have already done, had on my clipboard, this a little note, I can have it appear at any time during my presentation on the slide, I can control that with a mouse click or I could build the timing into the timing block here to identify that object. And besides, that is called a call out on my shapes menu. When I want to insert shapes, there's a shape category that's called call outs. But you also have other peer shapes, and we can use those as very valuable, call outs. And if you use that kind of label in conjunction with a screen printout, screen capture on your PowerPoint, obviously, you can really get some powerful instructions and emphasis and explanation to what it is you want to show. All right, there's one last thing we want to take a look at in the animation area. And that's the use of video. Also on our insert tab, we have, over the far right, the opportunity to insert video. Can do that from three different sources. We can introduce it from our file, which we'll do an example of here in just a Page 4
second. You can also go out to a web location and import a video from the internet. The third category it has on here is clip art video, and it's just those same simple animations that we talked about earlier on. So just to see how -- just so we can see how it works, let's insert a video file onto the slide. There we go, and it has its own little control box underneath it. Can watch it's part presentation. Okay. That sums up what we wanted to take a look at in terms of animation features of PowerPoint 2010. {End of recording.} Page 5
60 MINUTES OF POWERPOINT SECRETS MODULE FIVE OPTIMIZING PRESENTATION DELIVERY Male: It's almost impossible to separate the concept of creating a high quality PowerPoint presentation and the successful delivery of that presentation. The decisions we make, even prior to the first design, will deeply impact the success we have when presenting to our audience. Let's look at some of the key steps we have to go through. We need develop early on a purpose for our presentation. No matter how simple and short that PowerPoint presentation is, we need to have a purpose in mind in terms of what kind of impact we want to have on our audience, what we want them to do as a result of our presentation. Then we can design the presentation itself and our delivery of that presentation around that purpose. Of course, there's one other piece of the puzzle that come in putting that together correctly, and that's knowing our audience, being familiar with them, making a presentation that's appropriate for the audience, and then delivering in a style that's going to be successful in achieving our result with that audience. Once we're moving from the design and PowerPoint presentation creation stage and into the delivery stage, one of the most important things is to know our presentation and slides. Probably rehearsal is absolutely the best way to accomplish that. Knowing a presentation in slides is the only thing that's going to give us the freedom, the comfort level, and the freedom that results from that comfort level, to make contact with our audience throughout, to take ourselves out of concentration on the presentation and into concentration on our audience Page 1
for the gaining of our result. For the same reason we need to need to know and test our technology. Cannot overemphasize using our presentation on the same technology and in the same setting in which we're going to have to gain our final results. Again, it's only that familiarity that's going to give us the comfort to move out of concentrating the equipment, the concentrating on moving the minds of our audience. We're going to need to establish and maintain audience contact in order to do what we need to do. We need to be constantly reading our audiences' reactions, and reacting in turn to those. One of the things I mentioned when we were talking about the most common PowerPoint mistakes, was that we need to have your presentation, a cueing of your presentation between you and your audience. Now, that's not between you and your audience in the figurative sense of blocking them, but in front of you so that you can contain more eye contact, you need to make sure that you've got an electronic representation of your slide show, not because you're going to read from it, but because you need to look forward rather than backward to find out what you've got on the screen behind you, and be totally confident that you're aware of that. Then you can look at your audience and different parts of your audience, watch their reactions, and during your presentation make adjustments. You're also going to be looking at them for purposes of continuous improvement. If you have a set of series of presentations you're going to be making with the same slides, you want to make some adjustments to be more effective. Even if Page 2
you're not, you're going to have to be making another presentation of some kind later on, and if you're going to figure out what worked and what did not work, you have to be watching your audience that close. If you do, the contact will be there, and you'll be successful in results. Remember what you've got there is a tool you've put together to accomplish a purpose that you've identified. The tool is your PowerPoint presentation. The purpose is the objective you have for your presentation. And now, as a skilled technician, you're going to wheel that tool to accomplish your purpose. {End of recording.} Page 3