Support to learn tips and tricks for efficient use of PowerPoint

Support to learn tips and tricks for efficient use of PowerPoint

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New Slide Show Navigation Tools

The Slide Show toolbar provides easier access to slide show navigation. The toolbar includes ink annotation tools, pen and highlighter options.

Improved Slide Show Ink Annotations

Use ink to mark up slides. The ink annotations can be saved to the presentations and can be turned on or off. Some aspects of the ink feature require the use of a Tablet PC.

Improvements in Media Playback

PowerPoint 2003 features the ability to show your movies full screen. When coupled with Windows Media Player version 8 or later, more movie fi le formats are supported.

New Smart Tag Support

You can save time by using smart tags (Data recognized and labeled as a particular type. For example, a person’s name or the name of a recent Microsoft Outlook e-mail message recipient is a type of data that can be recognized and labeled with a smart tag). To perform actions (Tasks that can be performed by using smart tags. For example, adding a name to a Microsoft Outlook Contacts folder is one action that might be taken with a person name smart tag.) in Microsoft Offi ce PowerPoint 2003 that you’d typically open other programs to do. The purple dotted lines beneath text in your document indicate the smart tags.

Improved Bitmap Export

Bitmaps in PowerPoint 2003 are larger and have better resolution when exported.

Information Rights Management

PowerPoint 2003 allows control by limiting access to fi les. This is a service that is fee based.

Automatic Layout Options

After you insert an item, the automatic layout options button appears that changes the initial layout. To accommodate the added item, PowerPoint will automatically adjust the slide layout.

PowerPoint contains many elements that allow you to communicate effectively. There are many ways that PowerPoint can be used in an educational environment. Below are a few of the possibilities.

Speaker-Supported Slide Show

This is perhaps the most common PowerPoint applications. The presentation is usually projected onto a screen to an audience.

Self-Running Slide Show

This type of slideshow is a continuous show. Before class, announcements can be running a continuous show while the faculty member is preparing for class or talking with students. Another idea is for a list of students in the class to be running as a slide show as the students enter class the fi rst day.

Interactive Slide Show

An interactive slide show is navigated by a user. Usually there are action buttons that allow the user to move through the presentation in a non-linear manner. Interactive Slide Shows can be a fun way to integrate content for the students. For example, PowerPoint can be used in a “game show” format for quiz review.

Poster Session

PowerPoint slides can be used for a larger “poster” to present at a conference. PowerPoint slides can be saved as .jpg fi les and brought into a layout program for printing. Additionally, the slides can be printed individually and mounted on the poster.

Overhead transparencies

PowerPoint slides can be printed onto overhead transparencies. Be certain to use the type of transparency fi lm specifi ed for your printer

View Buttons

There are three different ways to view your document: Normal, Slide Sorter, and Slide Show.

Normal

Displays three areas: Outline, Notes and Slides. Can work in all areas to format and develop the presentation.

Slide Sorter

Displays miniatures of all slides in a presentation.

Slide Show

Displays slides as an electronic presentation on the full screen of your monitor and see all effects. (transitions, builds, timings, etc.)

PowerPoint Keyboard Short-Cuts

Keyboard shortcuts can be used to perform many of the operations completed with the menus and toolbars. Below is a list of some of the popular shortcuts. For a complete list, ask the Offi ce Assistant for help. Many of the shortcuts are displayed on the pull-down menus to the right of each option.

Insert a New Slide ....................................CTRL + M

Make a duplicate of current slide .............CTRL + SHIFT + D

Start a slide show .....................................F5

Undo an Action ........................................CTRL + Z

Repeat your last action .............................F4 or CTRL + Y

Working with Text

Increase font size ......................................CTRL + ]

Decrease font size ....................................CTRL + [

Working with Objects

Select an object (with text selected) .........ESC

Select an object ........................................TAB

Moving Objects, Text Boxes, etc.

Move selected object .............................................. Arrow Keys

Move selected objects in small increments ............ CTRL + Arrow Keys

The AutoCorrect feature corrects capitalization and spelling or typing errors that occur as you make them. The AutoCorrect options are on by default, but you can turn them off. If there are certain words that you don’t want corrected, you can create exceptions to some of the rules. Also, the AutoCorrect Options button which becomes available near your text right after a correction has occurred, gives you more control over automatic corrections by letting you undo the correction or alter your AutoCorrect settings.

Automatic text correction applies to all types of text including the Notes area except WordArt.

1. To set AutoCorrect Options, go to the Tools pull-down menu and select AutoCorrect Options.
2. The AutoCorrect dialog box appears.
3. Examine the different tabs in the dialog box.

PowerPoint’s Options dialog offers eleven categories of options that you can set to customize the way PowerPoint works for you. To access many of the options, follow the steps below.

1. Go to the Tools pull-down menu and select Options.
2. The Options dialog box will appear.
3. Examine the different tabs in the dialog box.

Task panes in Microsoft Offi ce 2003 help you work more effi ciently by displaying the tools you need. Task panes open automatically when you perform certain tasks, such as start a new document, ask for Help, or Insert Clip Art.

1. To open the Task Pane, click on the View pull-down menu and select Task Pane.
2. The Task Pane can be used for various tasks such as Creating a New Presentation,

Selecting a Layout, Choosing a Design

Template, or Applying Animation to slides.

3. To access more Task panes, click on the down arrow in the opened Task pane and choose from the menu.

PowerPoint 2003 comes with many Clip Art images that can be used in presentations. Microsoft Clip Art Gallery accompanies Offi ce 2003 and offers a variety of pictures, photographs, audio clips and video clips. Along with the clips that are available within Offi ce 2003, with an internet connection, many more can be downloaded from the Microsoft Offi ce Clip Art and Media Home Page website

1. Click on the Insert ClipArt button on the Drawing Toolbar.
2. The Clip Art Gallery will appear within the Task Pane. Type in the name of the clipart fo search for into the Search for: textbox. Click on the Search in: drop-down menu to look in different categories. Click on the Results should be: drop-down menu to search for the type of Media. Click on the Go button to begin the search.
3. At the bottom of the Clip Art Task Pane, Clip Art can be Organized. More Clip Art can also be found on the Offi ce Online website. Tips for fi nding clips are also available.
4. After clicking on the Go button, the results that are available will appear in the results area. Find the desired image to be placed in the presentation and click on the down arrow next to it to reveal the menu options. There are several options: Insert, Copy, Delete from Clip Organizer, Copy to Collection..., Move to Collection..., Edit Keywords...,Find Similar Style, and Preview/Properties. Clip to Favorites and Find Similar.
5. The clip will be inserted into the presentation, however, the Clip Art Task Pane will continue to remain open to allow other clips to be added. Either add more clips, select another Task pane or close the gallery. To close, click the X in the upper right corner of the Clip Art Task Pane.

Stop Annoying Audiences with Bad PowerPoint

In September 2003, a survey was conducted to discover what viewers considered the most annoying aspects about PowerPoint presentations. Each person was asked to select the top three annoying elements from a list of elements. Participants could also write in annoying elements. The responses indicated that the most annoying aspect of bad PowerPoint slides is the text.

1. The speaker read the slides to us ..............................60.4 %
2. Text so small I couldn’t read it .................................50.9 %
3. Full sentences instead of bullet points .....................47.8 %
4. Slides hard to see because of color choice ...............37.1 %
5. Moving/fl ying text or graphics .................................24.5 %
6. Annoying use of sounds ...........................................22.0 %
7. Overly complex diagrams or charts .........................22.0 %

Nine Common Mistakes in PowerPoint

1. Too Much Emphasis on PowerPoint Features

The bells and whistles are the main part of the presentation. Each slide has a different transition, all animation effects are used, sounds accompany each slide, and each slide has a different color scheme.

How to Correct This Common Mistake

Content is the most important element.

Each slide should have meaning and relevance to the content.

Slides should not be thought of as ornaments.

PowerPoint features should be used to:

• Increase student engagement
• Improve content comprehension
• Increase retention rates
• Explain complex facts and processes
• Reinforce key points
• Make abstract ideas concrete
• Leave a lasting impression