Tara Peters

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Presenting with PowerPoint

• Tara Peters

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Outline - Day 1

• Presenting with PowerPoint
• Using PowerPoint
• Slide template
• Design considerations
• Presenting tips

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Using PP - Let's Create a Template

• Open PowerPoint
• Blank presentation
• Unique
• Pictures/logos
• Flexibility

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Using PP - Choose Slide Layout

• Choose the blank slide to design your own

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Using PP - Slide Master

• Select View?Master?Slide Master
• All slides will have your template
• Add your own style

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Using PP - Header Picture

• Insert?Picture?From File
• Select Desktop/Honors/mountain.gif
• Drag image to upper left corner

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Using PP - Format Title

• Click the title text box outline
• Change font (Tahoma)
• Change font size (36)
• Select justification (Right)
• Move to upper right corner
• Select View?Toolbars?Draw
• On the Draw toolbar select Draw?Order?Bring to
  Front

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Using PP - Format Title

• Do you see this on your screen?

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Using PP - Modify Slide Master Template

• Delete the three text boxes at the bottom
• While holding shift select them
• Press delete

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Using PP - Create Footer

• Add color
• Use logos from Web sites

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Using PP - Create Footer Border

• Create a footer border
• Select rectangle tool from the Draw toolbar
• Draw a rectangle to cover the bottom of slide
• Double-click rectangle to format
• Change fill
• Pull down Fill?Color menu
• Select Fill Effects then Texture
• Select Paper Bag

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Using PP - Getting Web Logos

• Open Web Browser
• Enter www.ualberta.ca/ualberta/img/UA6.jpg
• Right click the logo
• Select Save Picture As
• Save in Desktop/Honors folder
• Get Canadian Psychological Association logo from
  www.cpa.ca/
• Close Browser

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Using PP - Web Logos Note

• Most logos are proprietary and should never be
  altered or used unless you are certain that the
  institution would appreciate your
  acknowledgement.

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Using PP - Insert, Place, Link Logos

• Insert?Picture?From File
• Shrink the images
• Move logos to each corner
• Press Ctrl and use arrows to position just right
• Insert?Hyperlink
• www.cpa.ca
• www.ualberta.ca/ualberta/img/UA6.jpg
• Links only work during Slide Show

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Using PP - Is This What You See?
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Using PP - Format Text Area

• Text area options
• Font (Arial/Times)
• Font Size (32-28)
• Placement (center)

• Bullets
• Colors
• Level

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Using PP - Format Background

• Change background color
• Format?Background
• Select More Colors from the pull-down menu
• On the Standard tab page, pick a brown
• Click the Custom tab
• Use the bar on the right to pick a beige
• Select OK then Apply

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Using PP - Create Slides

• See your template on a slide/slide show
• View?Normal
• View?Slide Show
• Check Hyperlinks
• Right click?End Show
• Create more slides with the template
• Insert?New Slide
• Insert Title Slide
• Insert Bulleted List slide

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Using PP - Opps, Looks Funny

• The background breaks the title header
• View?Master?Slide Master
• Draw a rectangle over the header
• Keep same height as the mountains
• Double-click the rectangle
• Fill white Line no line
• Draw?Order?Send to Back

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Using PP - That's Better!

• View?Normal
• All of your slides should reflect this change

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Using PP - "I don't need a Template"

• You may not want the clutter of the template
  design when showing figures or data tables

• Insert the new slide you want to be different
• Format?Background
• Then check omit background graphics from master
• Be sure to click Apply, not Apply to all
• Don't worry, there's always undo

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Using PP - What's Next

• What have we covered?
• Design considerations
• Presenting tips

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Using PP - What did we cover?

• Using drawing tools
• Inserting slides
• Editing slide template
• Erasing template
• Hyperlinks

• Creating new slides
• Using Slide Master
• Inserting images
• Saving Web logos
• Formatting text

You're practically an expert! Remaining
functions will be covered next week
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Design - Why Did We Do What We Did?

• You rattled off a number of instructions on how
  to build templates, but why should we follow
  these suggestions?

Q
A

• Important elements of presentation design

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Design - Tips Disguised as QA

• Why insert a title slide?

Q

• Presentation title, name and institution.
• Good slide while you're waiting to begin
• Introduce your talk

A
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Design - Tips Disguised as QA

• Why use a template?

Q
A

• Saves time
• Adds life with little work
• Consistent look
• Directs audience's attention

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Design - Tips Disguised as QA

• Why use headers?

Q
A

• Logical place for slide title
• Create outline and follow it
• Use outline sections as slide titles
• Keep title on relevant slides
• Add some visual appeal
• Directs attention
• Easily find your title
• Content is consistently below

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Design - Tips Disguised as QA

• Why use footers?

Q
A

• Your, your lab's or institution's logo
• Logo of funding provider
• Acknowledge resources
• Context for the audience
• Visual appeal

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Design - Tips Disguised as QA

• Why did we use those fonts?

Q
A

• Easy to read
• Title different but easy to read
• Content usually Times or Arial
• Keep fonts consistent

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Design - Tips Disguised as QA

• Why did we use those font sizes?

Q
A

• Easy to see
• Title 36-point
• Content 32 or 28-point
• Dictates slide capacity
• Consider the room where you present
• larger room, larger font

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Design - Tips Disguised as QA

• Why center text box?

Q
A

• Balance slide
• Leave white space around edges

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Design - Tips Disguised as QA

• Why bother with bullets in the template?

Q
A

• Force yourself to be concise
• Keep any sentences short
• Point form
• Say it, audience shouldn't read it

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Design - Tips Disguised as QA

• Why insert new slides?

Q
Obviously presentation won't fit on one so why
ask a silly question?
Q
A

• To make a point
• Don't overload slides, insert another
• Text shouldn't fill more than 50 of slide
• Don't worry!
• The rest of the information

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Design - Tips Disguised as QA

• is only a click away!

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Design - Tips Disguised as QA

• Why "waste space" with header and footer?

Q
A

• Previously mentioned advantages
• Visual appeal
• Limit amount of text you can add
• If you wonder if you've exceeded slide capacity,
  you have!

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Design - Tips Disguised as QA

• Why use background color?

Q
A

• White can seem too bright
• Soften your slides
• Add elegance

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Design - Problem
Problem ? spending more time designing slides
than content

• Impress audience with content, not slides
• Design must not take away from content

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Design - Problem

• Consider

• Colours
• Fonts
• Slide capacity
• Structure
• Consistency
• Simplicity

But
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Presenting - Content

• Focus on content!

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Presenting - Content

• Most Importantly
• Know your topic!
• Practise your presentation!

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Presenting - Communicating

• Communicating to audience
• Be enthusiastic
• Speak loud and clear
• Make eye contact
• Move and point to screen if need be
• but don't fidget

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Presenting - Communicating

• Communicating with audience
• Does your audience understand?
• Ask them questions
• Engage but don't scare your audience
• Good presentation may amuse
• Excellent presentation will leave audience with
  greater understanding

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Presenting - Handouts

• Provide Handouts
• From PowerPoint
• File?Print
• Print What Handouts
• Customize
• Develop handouts from scratch

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Presenting - Etiquette

• Etiquette
• Be prepared
• Be rested
• Dress appropriately
• Practise
• Test presentation equipment
• Relax

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Presenting - Etiquette

• Etiquette
• Remain focused on your topic
• Consider audience knowledge level
• Explain topics clearly yet concisely
• Gauge your audience

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Outline - Day 2

• Presenting with PowerPoint
• Graphing
• Inserting objects
• Data representation
• Animation
• Slide Transition
• Sounds
• Transporting presentation

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Graphing

• Lots of work today!
• Many, many graphing features
• Touch on basics
• Try on your own!

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Graphing Insert Object

• Insert Word object
• Can be edited within PP
• Survey data
• Insert?Object
• Choose "create from file"
• This uses existing file
• Browse for file

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Graphing - Entering Data

• Insert?Chart
• Or Insert?New Slide Type Chart
• Complete data table
• Enter variable names and values

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Graphing - Edits

• Has no title
• Useless legend
• Missing labels along x-axis
• Too much going on along y-axis
• Too 3D
• Too green
• Etc

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Graphing - Edits

• Chart?Chart Options
• Title Tab, add title
• Legend Tab, uncheck Show Legend
• Double click on x-axis labels
• Select Scale Tab
• Enter 1 in "Number of CategoriesLabels" box
• You can also change the font in this window

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Graphing - Edits

• Double click on y-axis labels
• Select Scale Tab
• Enter desired values in check boxes
• Major Unit controls labels
• Chart?Chart Type
• Let's use first column type (just bars)
• Double click on green bars
• Format (lines/colors)

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Graphing - Data Presentation

• Is there a better way to the present data?
• Let's take a look

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Computers
PowerPoint
Presenting
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Graphing - Recode Data

• With the chart selected, View?Datasheet
• Reorganize data

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Graphing - Data Presentation

• Need legend
• Chart?Chart Options
• Change groupings
• Data?Series in Columns
• These options reverse the groupings
• Change orientation
• Chart?Chart Type
• Select Bar

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Graphing - Inserting Charts

• Use graph saved from another application
• If Word, Excel etc Insert?Object
• For gif, jpg etc Insert?Picture?From File

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Graphing - Enter Line Values

• On Draw toolbar select line tool
• Draw the line
• Format line
• Color ? something salient
• Width ? 4pts
• On Draw toolbar select text tool
• Enter box with r-value (.64)
• Enter box with p-value (lt .05)

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Graphing - Animate Graph

• Slide Show?Custom Animation
• Under "Check to animate slide objects"
• Check the box beside "Line"
• Appears in "Animation Order" window on the "Order
  Timing" tab
• Click the "Effects" tab
• Select an effect (how the line will appear)
• Repeat for each text box

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Animation - Details

• Gradual revelation as topic is explained

• Only works during slide show

• Can be timed instead of on mouse click

• Animations can disappear on next event

• Can add sound to an event

• Don't overdo it!

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Slide Transition

• Slide Show?Slide Transition
• Select features
• Againdon't annoy your audience

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Sounds

• Insert?Movies Sound?Sound from File
• Use with discretion
• Can also play movies

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Transport - Options

• Print slides make into transparencies
• Transparencies available at SUB copy shop
• File?Pack and Go
• May require more than one floppy disk
• Presentation uploads to any computer
• File?Save as Web Page
• FTP into GPU account to post on Internet

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Transport Plan Ahead

• Back up plan computers fail!
• Don't leave transfer to the last minute!

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Questions
Questions?
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Evaluation
Please take a moment to tell me what you thought
of this presentation.
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Design - Tips Disguised as QA

• Why center text box?

Q
A

• Balance slide
• Leave white space around edges

70
Design Tips Disguised as QA

• Why insert new slides?

Q
Obviously presentation won't fit on one so why
ask a silly question?
Q
A

• To make a point
• Don't overload slides, insert another
• Text shouldn't fill more than 50 of slide
• Don't worry!
• The rest of the information