Microsoft PowerPoint presentations advanced training manual
Microsoft PowerPoint presentations advanced training manual PDF
After mastering the skills of preparing a basic PowerPoint presentation, you can develop the ability to format those presentations so that they display information in an interesting and visual way. In this lesson, you will learn how to create and modify text boxes, tables, and chart elements to make your presentation more attractive and interesting. Using Quick Styles and SmartArt diagrams can also help add variety to your presentations and to highlight important information.
Plan Your Presentation Just as a blueprint guides workers in creating a building, effective presentations start with planning. As you plan a presentation, ask yourself some questions. What is the purpose of my presentation? Who is my audience? What visuals can enhance my presentation? What will add variety and keep my audience’s attention? What do viewers of my presentation need to know and what is the best way to display that information? Knowing the answers to these questions will help you create a presentation that gives your audience the information it needs in a way that is interesting. Why is it important to plan your presentation before creating it?
Prepare a Plan Before starting the lesson, think about the last time you studied for an exam. How did you prepare for the test? What strategies helped you gather the information you needed to study for the test? Which strategies did not help you remember the information? Make a list of ways to improve your strategies in order to prepare for your next exam.
Read to Learn
- Understand basic principles of planning an effective presentation.
- Explore different ways to emphasize the main points of your presentation.
- Consider how to organize information on a slide using text boxes, SmartArt, tables, and charts.
- Learn how to manipulate and compress images to increase visual impact and reduce fi le size.
Planning the content and the order in which the slides will be presented can make your PowerPoint presentation more effective and professional looking.
Quick Write Activity Describe
On a separate piece of paper, describe a presentation that you have seen. What was the message of the presentation? Was the presentation customized to the message? Did the contents of all the slides work together? Was the presentation professional-looking? If so, what do you think made the presentation’s appearance and delivery appealing and professional? Include any other details that you remember.
Create a Plan If you have trouble sorting through your ideas, try creating a list, outline, or diagram. These tools will help you plan your thoughts so that you can create consistent professional-looking presentations that are easy to follow.
EXERCISE 1-1 Insert and Remove Text Boxes
When you create new slides, they contain preset text boxes for the titles, subtitles, and text. Text boxes make organizing information easier. A text box is also a convenient way to add text and images to existing slides. You can move, delete, or modify text boxes to increase the effect, or impact, of your message and create a more persuasive presentation. You can also manipulate the shape, outline, or formatting of a text box and then set the current text box formatting as the default for all new text boxes that you create.
EXERCISE 1-2 Format Text Alignment and Direction
In order to highlight, or focus attention on, important information, you can change the position of text in a text box. You can change the vertical alignment, or position of the text relative to the top and bottom of the text box. Changing the orientation, or direction, of text and graphics in a text box can also improve readability and add variety to a presentation. You can also drag the rotation handle in the direction that you want to rotate, or turn, a text box and its contents, change the text formatting, or apply text effects.
EXERCISE 1-3 Set Text Box Margins and Indentation
Just as you can adjust the amount of space between the text and the edge of a document, you can modify the margins and indentation of the text within a text box to improve the appearance and readability of the slide’s text. A margin is the amount of space between the text and the edge of the text box. An indent is the space between the margin and the text in the text box. You can also change the line spacing of text within a text box using the Line Spacing command.
EXERCISE 1-4 Create Columns in Text Boxes
Presenting the text in a slide into a column format can make your presentation more attractive and professional looking. Columns allow you to organize, or arrange, information, vertically. Organizing content into columns can make it more appealing and easier for an audience to follow. PowerPoint enters the information in the fi rst column and then adds the second or third columns as you type
EXERCISE 1-5 Use Cut and Paste Special
Paste Special allows you to cut or copy and paste information from another PowerPoint fi le or from a fi le from a different Offi ce application. For example, you can paste Excel data into PowerPoint to create a dynamic and effective chart. Use the Paste Special dialog box to specify what format the pasted information will have.
EXERCISE 1-6 Format and Add Effects to Text
Boxes As with any document, you can increase the visual impact of a text box by adding a border, applying a background color, or changing the shape or visual effects of the box. The effects you choose should add interest and increase the readability of the presentation without overwhelming your audience. Use Shape Fill to apply a fill effect such as a solid color, gradient, picture, texture, or pattern to a selected text box. Use Shape Outline to specify the color, weight, and line style of the outline of a text box. To add a shadow, bevel, glow, or 3-D rotation effects to a text box, use the Shape Effect button.
… … …
EXERCISE 1-8 Modify Table Alignment and Orientation of Table Text
As with text in any text box, you can change the size, alignment, and orientation of text in a table. You can change the orientation of text in a table to vertical or stacked, or rotate it to the desired direction. For example, you can rotate and center align the header of a table to make it stand out from the rest of the table. Moving the text will give you space to add graphics or images to the table.
EXERCISE 1-9 Add Images to Tables
Images add strong visual interest to a slide presentation. You can choose from the Microsoft Clip Art Gallery or add your own images. You may want to modify an image after you have inserted it, or use a different picture altogether. When you have fi nished adding images to the presentation, you may want to reduce the resolution, or compress the size of images, to reduce the presentation’s fi le size. This will discard any unwanted information, such as the cropped parts of a graphic. If you decide that you want to use a different image, choose Format>Adjust>Change Picture. To change the order and visibility of images or other objects in a table, choose Layout>Arrange>Selection Pane