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Tips on Polishing Powerpoint Presentations

Editing Pictures, Adding Graphs, music etc. in Powerpoint

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Tips on Polishing Powerpoint Presentations

  1. 1. Polishing up PPTs Using PowerPoint to edit images, add graphs etc.
  2. 2. Learning Scope - Polishing <ul><li>Jazzing up : </li></ul><ul><ul><li>Spell Check </li></ul></ul><ul><ul><li>Using pictures and graphs </li></ul></ul><ul><ul><li>Slide transition </li></ul></ul><ul><ul><li>Adding effects to text and pictures </li></ul></ul><ul><ul><li>Sound and Music </li></ul></ul>
  3. 3. Common Issues Form a squaer to a triengle? That’s not what I really meant…
  4. 4. Spell check <ul><li>Set Language from TOOLS> LANGUAGE option. </li></ul><ul><ul><li>Colour or Color? </li></ul></ul><ul><ul><li>Analyse or Analyze? </li></ul></ul><ul><li>Use F7 Function Key OR </li></ul><ul><li>Select TOOLS> SPELLING AND GRAMMAR option </li></ul>
  5. 5. Tips <ul><li>Writing in CAPS? </li></ul><ul><ul><li>TOOLS> OPTIONS </li></ul></ul><ul><ul><li>SPELLING AND STYLE TAB </li></ul></ul><ul><ul><li>Ignore words in UPPERCASE </li></ul></ul>
  6. 6. Spelling options
  7. 7. Learning Scope - Polishing <ul><li>Jazzing up : </li></ul><ul><ul><li>Spell Check </li></ul></ul><ul><ul><li>Using pictures and graphs </li></ul></ul><ul><ul><li>Slide transition </li></ul></ul><ul><ul><li>Adding effects to text and pictures </li></ul></ul><ul><ul><li>Sound and Music </li></ul></ul>
  8. 8. Why use Pictures? <ul><li>Makes your presentation more powerful </li></ul><ul><li>People remember images better </li></ul><ul><li>May be apt </li></ul><ul><li>Add a touch of humor </li></ul>
  9. 9. A point to note… People leave behind too much dirt on the paths on a picnic. They make it difficult and untenable for others to enjoy the nature …and then …blah ..blah
  10. 10. A point to note… These pictures say it all..
  11. 11. Adding a Picture <ul><li>To use a picture as part of template </li></ul><ul><ul><li>Mouse option </li></ul></ul><ul><ul><li>Right click </li></ul></ul><ul><ul><li>Select SLIDE LAYOUT </li></ul></ul><ul><ul><li>Menu option </li></ul></ul><ul><ul><li>FORMAT> SLIDE LAYOUT </li></ul></ul>
  12. 12. Adding a Picture <ul><li>Select the layout you want </li></ul><ul><ul><li>Reapply to ALL </li></ul></ul><ul><ul><li>SELECTED Slide </li></ul></ul><ul><ul><li>Insert NEW Slide </li></ul></ul><ul><ul><li>OR </li></ul></ul><ul><ul><li>Directly insert Picture into the slide </li></ul></ul><ul><ul><li>Use Menu option INSERT> PICTURE </li></ul></ul>
  13. 13. Slide Layout
  14. 14. Adding a Picture <ul><li>To ADD a Picture </li></ul><ul><ul><li>Click on the Picture icon in template </li></ul></ul><ul><ul><li>OR Use INSERT> PICTURE Menu option </li></ul></ul><ul><li>Options </li></ul><ul><ul><li>From Clipart </li></ul></ul><ul><ul><li>From file </li></ul></ul><ul><ul><li>Scanner/ Camera </li></ul></ul><ul><ul><li>Photo album </li></ul></ul>
  15. 15. Formatting Picture <ul><li>Mouse option </li></ul><ul><li>Double click on picture/object </li></ul><ul><li>Menu option </li></ul><ul><li>FORMAT>OBJECT </li></ul><ul><li>Add outline </li></ul><ul><li>Change size </li></ul><ul><li>Rotate </li></ul>
  16. 16. Format Object Colours and lines <ul><li>Fill in Color </li></ul><ul><ul><li>Set color </li></ul></ul><ul><ul><li>Set transparency </li></ul></ul><ul><li>Set outline </li></ul><ul><ul><li>Color </li></ul></ul><ul><ul><li>Style </li></ul></ul><ul><ul><li>Width/Weight </li></ul></ul><ul><li>Set defaults for new objects </li></ul><ul><ul><li>Standardize size </li></ul></ul>1 2 3
  17. 17. Format Object Size <ul><li>Rotation angle </li></ul><ul><li>Resize </li></ul><ul><ul><li>Enter size </li></ul></ul><ul><ul><li>OR percentage resize </li></ul></ul><ul><ul><li>Lock the size ratio </li></ul></ul><ul><ul><li>Reset to original size </li></ul></ul>1 2b 2a 2c 2d
  18. 18. Format Object Position <ul><li>Set Horizontal/ Vertical position </li></ul><ul><li>Reference location </li></ul><ul><ul><li>From top left corner </li></ul></ul><ul><ul><li>From centre </li></ul></ul><ul><li>Copy from another picture </li></ul>2 1
  19. 19. Multiple Pictures <ul><li>To adjust a picture in relation to others </li></ul><ul><li>Mouse option </li></ul><ul><li>Right click, select ORDER </li></ul><ul><li>Menu option </li></ul><ul><li>DRAW> ORDER ( Drawing tool) </li></ul><ul><ul><li>Bring to front : Take forward one step </li></ul></ul><ul><ul><li>Bring Forward : Take forward completely </li></ul></ul><ul><ul><li>Send to back : Send back one step </li></ul></ul><ul><ul><li>Send backward: Send back completely </li></ul></ul>
  20. 20. Editing a Picture <ul><li>Ensure picture toolbar is available </li></ul><ul><ul><li>Use VIEW >TOOLBAR from Menu </li></ul></ul><ul><ul><li>OR Right click on picture </li></ul></ul><ul><ul><li>VIEW PICTURE TOOLBAR </li></ul></ul>
  21. 21. A point to note… How do I put it all back together? Use Reset Button
  22. 22. Picture Tools <ul><li>Insert Picture </li></ul><ul><li>Color – change to Black and white or washout to use as watermark </li></ul><ul><li>Contrast </li></ul><ul><li>Brightness </li></ul><ul><li>Crop : to cut out unwanted edges </li></ul><ul><li>Rotate </li></ul>1 2 3 4 5 6
  23. 23. Picture Tools <ul><li>Outline : Insert an outline </li></ul><ul><li>Compress : To reduce size </li></ul><ul><li>Re-color Picture: Change color in edited picture </li></ul><ul><li>Format Picture: Size, position etc. </li></ul><ul><li>Transparent color : Make selected color transparent </li></ul><ul><li>Reset Picture: Restore picture to original, undo all changes </li></ul>1 2 3 4 5 6
  24. 24. Adding a Graph <ul><li>To use a graph as part of template </li></ul><ul><ul><li>Mouse option </li></ul></ul><ul><ul><li>Right click </li></ul></ul><ul><ul><li>Select SLIDE LAYOUT </li></ul></ul><ul><ul><li>Menu option </li></ul></ul><ul><ul><li>FORMAT> SLIDE LAYOUT </li></ul></ul><ul><li>Select the layout with graph </li></ul><ul><ul><li>Reapply to ALL </li></ul></ul><ul><ul><li>SELECTED Slide </li></ul></ul><ul><ul><li>Insert NEW Slide </li></ul></ul>
  25. 25. Graphs: Insert chart button
  26. 26. Editing Charts <ul><li>To modify default Chart </li></ul><ul><ul><li>Right click on chart </li></ul></ul><ul><ul><li>Select CHART OBJECT> EDIT Option </li></ul></ul><ul><ul><li>Edit the data in Excel sheet </li></ul></ul><ul><ul><li>Add more data points </li></ul></ul><ul><ul><li>Chart is automatically changed </li></ul></ul><ul><ul><li>Can ADD Animation to it </li></ul></ul>
  27. 27. Charts Editing
  28. 28. Other options <ul><li>Table </li></ul><ul><ul><li>Any table copied from word or excel </li></ul></ul><ul><li>Chart </li></ul><ul><li>Clipart : from PowerPoint collection </li></ul><ul><li>Picture: browse from File </li></ul><ul><li>Diagram </li></ul><ul><ul><li>Organisation chart </li></ul></ul><ul><ul><li>Can use drawing objects for this </li></ul></ul><ul><li>Media clip : Movie </li></ul>
  29. 29. Tip <ul><li>If you find adding chart from PowerPoint tedious </li></ul><ul><li>Make the Pivot Chart in Excel and copy to PowerPoint </li></ul>
  30. 30. Learning Scope - Polishing <ul><li>Jazzing up : </li></ul><ul><ul><li>Spell Check </li></ul></ul><ul><ul><li>Using pictures and graphs </li></ul></ul><ul><ul><li>Slide transition </li></ul></ul><ul><ul><li>Adding effects to text and pictures </li></ul></ul><ul><ul><li>Sound and Music </li></ul></ul>
  31. 31. Setting transition <ul><li>Transition is </li></ul><ul><ul><li>the way the slide appears in slide show </li></ul></ul><ul><ul><li>When entering or exiting </li></ul></ul><ul><li>Standard transitions available </li></ul><ul><li>Only these can be applied </li></ul><ul><li>Menu option </li></ul><ul><ul><li>SLIDESHOW > SLIDE TRANSITION </li></ul></ul>
  32. 32. Slide Transition option Slide Transition options
  33. 33. Modifying Transition <ul><li>Set type of transition </li></ul><ul><li>Change transition speed </li></ul><ul><li>Add sound </li></ul><ul><ul><li>- Existing / Import own </li></ul></ul><ul><li>Show Slide </li></ul><ul><ul><li>After Mouse click </li></ul></ul><ul><ul><li>Or Automatically </li></ul></ul><ul><li>Apply change to all slides </li></ul><ul><li>Show Preview </li></ul><ul><ul><li>For this slide </li></ul></ul><ul><ul><li>Start Slide Show </li></ul></ul>1 2 3 4 5 6
  34. 34. A point to note… Catch it….. Practice timing speech with slide transitions
  35. 35. Learning Scope - Polishing <ul><li>Jazzing up : </li></ul><ul><ul><li>Spell Check </li></ul></ul><ul><ul><li>Using pictures and graphs </li></ul></ul><ul><ul><li>Slide transition </li></ul></ul><ul><ul><li>Adding effects to text and pictures </li></ul></ul><ul><ul><li>Sound and Music </li></ul></ul>
  36. 36. <ul><li>Adds spice to your presentation </li></ul><ul><li>Highlights some important points </li></ul><ul><li>Show a lot of information in parts </li></ul><ul><li>Animate text/ pictures </li></ul><ul><ul><li>On mouse click </li></ul></ul><ul><ul><li>Automatically after an event </li></ul></ul><ul><ul><li>Automatically after some seconds </li></ul></ul>
  37. 37. Adding Animation <ul><li>To add animation </li></ul><ul><li>Select object – text or picture </li></ul><ul><li>Mouse option </li></ul><ul><li>Right click </li></ul><ul><li>CUSTOM ANIMATION </li></ul><ul><li>Menu option </li></ul><ul><li>SLIDE SHOW> CUSTOM ANIMATION </li></ul><ul><li>See Panel displayed on right or popped up </li></ul>
  38. 38. Custom Animation Panel
  39. 39. Custom Animation Panel <ul><li>The Effect option </li></ul><ul><ul><li>Add/ Remove/ Change </li></ul></ul><ul><li>Start </li></ul><ul><ul><li>Event on which animation should start </li></ul></ul><ul><li>Additional options as per Effect </li></ul><ul><ul><li>E.g. Effect to grow has option for size </li></ul></ul><ul><li>Speed </li></ul><ul><ul><li>Speed of animation </li></ul></ul>1 2 3 4
  40. 40. Custom Animation Panel Cont.. <ul><li>List of objects </li></ul><ul><ul><li>for which animation has been added </li></ul></ul><ul><ul><li>In order of animation </li></ul></ul><ul><li>Re-order </li></ul><ul><ul><li>a) the animation sequence </li></ul></ul><ul><li>Play </li></ul><ul><ul><li>To preview </li></ul></ul><ul><ul><li>Time in seconds for animation </li></ul></ul><ul><li>Uncheck Autopreview if not required. </li></ul>1 2 3 4
  41. 41. Tips <ul><li>Make objects appear one by one Automatically </li></ul><ul><ul><li>In Custom Animation Panel </li></ul></ul><ul><ul><li>Set START option to After Previous </li></ul></ul><ul><li>Making multiple objects appear together </li></ul><ul><ul><li>Select the multiple objects and add animation </li></ul></ul><ul><ul><li>OR Set START option to With Previous </li></ul></ul><ul><ul><li>OR Group the objects and add animation </li></ul></ul>
  42. 42. How do I Group objects? <ul><li>Select the objects to group </li></ul><ul><ul><li>Use Shift and left mouse click to select multiple objects together </li></ul></ul><ul><li>Mouse option </li></ul><ul><li>Right click and selection GROUP option </li></ul><ul><li>Menu option </li></ul><ul><li>In the drawing toolbar use DRAW> GROUP </li></ul><ul><li>Same to UNGROUP </li></ul>
  43. 43. Effect options <ul><li>Settings </li></ul><ul><ul><li>Based on Type of animation </li></ul></ul><ul><li>Add Sound </li></ul><ul><li>Change text behaviour after animation </li></ul><ul><ul><li>e.g. dim or change color </li></ul></ul><ul><li>If text </li></ul><ul><ul><li>Animate all at once </li></ul></ul><ul><ul><li>Or by word/ by letter </li></ul></ul>1 2 3 4
  44. 44. Timing options <ul><li>Start </li></ul><ul><ul><li>On Mouse click OR </li></ul></ul><ul><ul><li>Automatically </li></ul></ul><ul><ul><ul><li>Set delay timing </li></ul></ul></ul><ul><li>Set speed </li></ul><ul><li>Set Repetition </li></ul><ul><ul><li>As 2,3,..till next click or slide </li></ul></ul><ul><ul><li>Not available for EXIT effects </li></ul></ul><ul><li>Set triggers to begin animation </li></ul>1 2 3 4
  45. 45. Timing options <ul><li>Animate text </li></ul><ul><ul><li>As a group </li></ul></ul><ul><ul><li>All paragraphs at once </li></ul></ul><ul><ul><li>By one paragraph at a time </li></ul></ul><ul><li>Set Automatic delay timing </li></ul><ul><li>Display paragraphs in reverse order </li></ul>1 2 3
  46. 46. Exercise: Animation <ul><li>Create a PowerPoint with text and picture </li></ul><ul><li>Animate text to appear word by word </li></ul><ul><ul><li>Automatically after 0.5 seconds </li></ul></ul><ul><li>Animate picture to enter from left </li></ul><ul><ul><li>On mouse click </li></ul></ul><ul><ul><li>With sound of applause on entrance </li></ul></ul>
  47. 47. Exercise: Can you do this? NEW NEW NEW NEW NEW NEW NEW ( This is just an exercise! Please don’t use this animation!)
  48. 48. Exercise explained <ul><li>Insert an Explosion type AUTOSHAPE </li></ul><ul><li>ADD TEXT to Autoshape as “NEW” </li></ul><ul><li>Select CUSTOM ANIMATION </li></ul><ul><ul><li>ENTRANCE as Appear </li></ul></ul><ul><ul><li>EXIT as Dissolve out </li></ul></ul><ul><ul><li>2 animations listed in panel </li></ul></ul><ul><li>Copy the same object onto itself multiple times </li></ul>
  49. 49. Tips <ul><li>Copying an object with animation </li></ul><ul><ul><li>Copies animation effect </li></ul></ul><ul><li>During slide show </li></ul><ul><ul><li>If there are many animations on a slide </li></ul></ul><ul><ul><li>Pressing back arrow or Page up or using Next option from Mouse click </li></ul></ul><ul><ul><ul><li>Will not go to next slide </li></ul></ul></ul><ul><ul><ul><li>But reverse previous animation </li></ul></ul></ul>
  50. 50. Tips <ul><li>Custom animation can be added to a grouped object </li></ul><ul><li>Ungrouping object </li></ul><ul><ul><ul><li>Animation is lost. </li></ul></ul></ul><ul><li>Not all animations supported in previous versions of PowerPoint </li></ul><ul><ul><li>In TOOLS> OPTIONS> EDIT disable new animation effects </li></ul></ul>
  51. 51. A point to note… Z…Z.. Inanimate Overanimate Find a balance
  52. 52. Learning Scope - Polishing <ul><li>Jazzing up : </li></ul><ul><ul><li>Spell Check </li></ul></ul><ul><ul><li>Using pictures and graphs </li></ul></ul><ul><ul><li>Slide transition </li></ul></ul><ul><ul><li>Adding effects to text and pictures </li></ul></ul><ul><ul><li>Sound and Music </li></ul></ul>
  53. 53. Sound of Music <ul><li>Add sound to an animation </li></ul><ul><li>Add sound to a slide </li></ul><ul><li>Sound could be </li></ul><ul><ul><li>Recorded audio </li></ul></ul><ul><ul><li>Music file </li></ul></ul><ul><li>INSERT > SOUND FROM FILES / RECORD </li></ul>
  54. 54. More on sound <ul><li>Music icon indicates sound </li></ul><ul><ul><li>Can be played automatically OR </li></ul></ul><ul><ul><li>On mouse click. </li></ul></ul><ul><ul><li>Can edit how long it plays using EFFECT OPTIONS in the Custom Animations panel. </li></ul></ul><ul><li>Other sounds </li></ul><ul><ul><li>Activate from ACTION BUTTONS </li></ul></ul><ul><ul><li>Insert along with ANIMATION </li></ul></ul>
  55. 55. Exercise <ul><li>Create a presentation </li></ul><ul><li>Add a sound track to the entire presentation. </li></ul><ul><ul><li>Tip: Sound started from Action Button continues throughout presentation . </li></ul></ul><ul><ul><li>View the presentation in slide show view. </li></ul></ul>
  56. 56. This Presentation is ROCKING!!!!