Slide shows, output, and presentation options Lesson objectives - - PDF document

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L E S S O N 7

Slide shows, output, and presentation options

Lesson objectives

To learn how to run a slide show and to become familiar with slide show options for printing and presenting, you will: a Rearrange the order of slides by dragging in Slide Sorter view. b Add transition effects to slides and animation to bullet items by using tools in the Slide Sorter and Slide views. c Set slide timings and automatic slide show options by using the Slide Transition dialog box. d Add notes text by switching to Notes Page view. e Investigate slide and print options by using the Page Setup and Print dialog boxes.

Suggested teaching time

40-50 minutes

PowerPoint 2000: Introduction Ashbury Training

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a Slide show options

Concepts > PowerPoint provides several options to control how your slides are displayed during a slide show. You can set a transition effect (how the slides move on and

• ff the screen) and the speed with which the transition occurs. You can also

control whether or not to have the slides advance automatically, and you can set the amount of time each slide is displayed. You can run a continuous slide show, and you can branch to another presentation from within the current slide show. You can also change the order of slides in the Slide Sorter view. To change the order of slides:

• 1. In the Slide Sorter view, point to the slide to be moved.
• 2. Press and hold the mouse button.
• 3. Drag the slide to its new position.
• 4. Release the mouse button.

Deleting slides

At times it might become necessary to permanently remove a slide from a presentation. To delete a slide in Normal view:

• 1. Move to (or display) the slide you want to delete.
• 2. Choose Edit, Delete Slide.

To delete multiple slides, switch to Slide Sorter or Outline view. While holding the Shift key, click on the slides you want to remove and then choose Edit, Delete Slide.

Task A-1: Rearranging the order of slides

Before you begin: No files are open.

What you do Comments/Prompts

• 1. Open Slide Show

Presentation

• 2. Switch to Slide Sorter view

(Click on the Slide Sorter View button.)

• 3. Select Slide 5

(The Clip Art & Text slide.)

• 4. Drag the slide to the left of

Slide 4 Release the mouse button The mouse pointer changes to a vertical line and a slide miniature. It is now Slide 4 in the presentation.

• 5. Double-click on Slide 4

To display the slide in Slide view.

• 6. Observe the slide number

It is changed from 5 to 4 to reflect the new slide

• rder.
• 7. Return to Slide Sorter view

Demonstrate by moving a slide rather

• slowly. This way you

can point out the appearance of the mouse pointer.

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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Hiding slides

Concepts > It is not necessary to display all of the slides in a presentation file in a slide

• show. For instance, your presentation might contain "backup" slides or slides

with information not pertinent to a particular audience. Rather than deleting those slides from the presentation file, you can temporarily hide them from the slide show. When you run the slide show, if you decide to view the hidden slide, right-click on the slide preceding the hidden slide and choose Go, By Title and select the slide number in parentheses. To hide a slide in a slide show:

• 1. In Slide Sorter view, select the slide that you want to hide.
• 2. On the Slide Sorter toolbar, click on the Hide Slide button.

To unhide a slide, select the slide and click on the Hide Slide button.

Task A-2: Hiding slides

What you do Comments/Prompts

• 1. Select Slide 5

The drawing flow chart.

• 2. On the Slide Sorter toolbar,

click on the Hide Slide button

• 3. Observe Slide 5

The Hide Slide icon is displayed under Slide 5. This slide will not be displayed when you are viewing a slide show.

PowerPoint 2000: Introduction Ashbury Training

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b Adding transitions and animation to a slide show

Concepts > For each slide, you can set a different transition effect and how fast the transition will take place. When you set transition effects from within Slide Sorter view, you can preview the transition by clicking on the transition icon below the slide. To set transition effects:

• 1. Select the slide.
• 2. On the Slide Sorter toolbar, click on the Slide Transition button.
• 3. From the Slide Transition drop-down list, select a transition effect.
• 4. Select a speed (Slow, Medium, or Fast) for the transition effect.
• 5. Click on Apply.

Figure 7-1: The Slide Transition dialog box.

Task B-1: Adding transitions

q Objective: To view and select transition changes between slides. Before you begin: My Presentation is displayed in Slide Sorter view.

What you do Comments/Prompts

• 1. Select Slide 1

(You might need to scroll up.)

• 2. On the Slide Sorter toolbar,

click on the Slide Transition button To display the Slide Transition dialog box.

• 3. From the Slide Transition

drop-down list, select

Checkerboard Across

(A preview of the effect takes place in the Effect sample box.)

Use the following questions to encourage students to think about why they might want to use different display techniques.

• 1. Will you be

producing slide shows?

• 2. How does a slide

show fit into an oral presentation?

• 3. What is the slide

show supposed to accomplish?

• 4. How can transition

effects add to a presentation?

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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• 4. Under Effect, select Medium

Click on Apply To change the speed at which the transition

• ccurs.

To add the new effect and speed to Slide 1. The effect is displayed on the slide after you click on Apply.

• 5. Observe the small transition

icon under the slide Click on the transition icon The checkerboard transition is displayed on the slide.

• 6. Select Slide 2
• 7. Display the Slide Transition

drop-down list Select any effect

• 8. View the transition effect for

Slide 2 (Click on the transition icon under the slide.)

Practice Task

• 1. Use the Slide Transition

drop-down list to add transition effects to the remaining slides.

• 2. Use the transition icons to

view the transition effects you selected.

Animation

Concepts > Animation is a slide show technique that adds each major bullet (and its sub- bullets) one by one to a bullet slide during a slide show. You can use the Custom Animation dialog box to select the effect you want to display when the new bullet is added to the screen. You can dim the previous bullets in order to emphasize the currently displayed bullet. If the slide is set to advance automatically with the Transition command, each animation is displayed for an equal portion of the time set for that slide. For example, if a slide has a timing set for eight seconds and there are four bullets, each bullet is displayed for two seconds.

PowerPoint 2000: Introduction Ashbury Training

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To add animation:

• 1. In Normal view, select a bullet text.
• 2. Choose Slide Show, Custom Animation and select the Effects tab.
• 3. In the Entry Animation And Sound drop-down list, select the animation

effect of your choice.

• 4. In the Introduce Text drop-down list, select the effect of your choice.
• 5. Click on OK.

Figure 7-2: The Custom Animation dialog box with settings specified in Task B-2.

Task B-2: Adding animation to bullet slides

What you do Comments/Prompts

• 1. Double-click on Slide 2

To display Slide 2 in Slide view.

• 2. Select the text Consumer

demand

To select the text that will appear first in the animation.

• 3. Choose _Slide_Show_

_Custom_Animation..._

To display the Custom Animation dialog box.

Start this task by defining the term animation as it relates to slide show presentations. Animation is a slide show technique used in bullet slides to create the effect of one bullet being displayed

• n the screen at a

time.

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• 4. Observe the tabs near the

middle of the Custom Animation dialog box Under Entry Animation And Sound, display the first drop-down list Select Dissolve The Effects tab is selected, and the available options are displayed. To have bullets appear in the slide through the Dissolve effect.

• 5. Verify that the Grouped By

drop-down list is checked and set to 1st To animate bullet text from the first level.

• 6. Under Introduce Text,

display the drop-down list Select By Word To have bullet text be displayed one word at a time.

• 7. Display the After

Animation drop-down list Select More Colors... Select a dark shade of gray

• 8. Click on OK

To close the Colors dialog box.

• 9. Click on OK

To close the Custom Animation dialog box.

Practice Task

Use the Custom Animation dialog box to animate bullet text in Slide 3.

Take the time to talk about all the options in the Custom Animation dialog box. Help students understand why and when they might select the different options. In step 6, students select the option to display bullet text by individual word. This is a good time to remind students that bullet text should not be narrative or lengthy.

PowerPoint 2000: Introduction Ashbury Training

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c Running a manual and an automatic slide show

Concepts > When a slide show is running, you can display a shortcut menu by clicking the right mouse button. You can then choose Go, Slide Navigator to move to any

• ther slide in the presentation or view a hidden slide. Or you can choose Pointer

Options, Pen to draw on the slide, or choose End Show to return to Normal view. Other menu choices are also available. You can also type the letter B to blank the screen. This key works as a toggle, so pressing B a second time will display the slide again.

Starting a slide show on any slide

In most instances, you will want to start your slide show at the first slide in your presentation, but PowerPoint enables you to start a slide show on any slide. For example, you might decide that the first two slides of your nine-slide presentation are not needed. You can then start the slide show on Slide 3. To start a slide show on any slide:

• 1. In Normal view or Slide Sorter view, move to the slide on which you want to

start the slide show.

• 2. Click on the Slide Show button or choose View, Slide Show.

The slide show will start with the selected slide and continue to the last slide in the presentation. Figure 7-3: Slide 8 with annotated check mark.

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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Task C-1: Slide show options

What you do Comments/Prompts

• 1. Display Slide 1 in Normal

view

• 2. Click on the Slide Show

button The first slide is displayed on the screen.

• 3. Click the left mouse button

To advance to Slide 2.

• 4. Click the left mouse button

To advance to the first bullet in Slide 2 (the animation).

• 5. Click the left mouse button

To advance to the second bullet in Slide 2. The previous bullet changed color.

• 6. Click the left mouse button

To advance to the third bullet in Slide 2.

• 7. Click the right mouse

button To display the slide show shortcut menu.

• 8. Choose _Go_ _Slide_Navigator_

To display the Slide Navigator dialog box, which displays the list of slides and slide titles.

Have students observe how the bullet text is displayed one word at a time, according to the options that were selected. The slide navigator is a useful tool when a presenter has an interactive audience. It provides the option of displaying information when the audience asks about a previous

• r future topic.

PowerPoint 2000: Introduction Ashbury Training

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• 9. Select Slide 8

Click on Go To To display the bar chart.

• 10. Click the right mouse

button Choose _Pointer_Options…_

_Pen_

To display the shortcut menu. The mouse pointer looks like a pen.

• 11. Using the mouse pointer,

draw a check mark next to the Overseas column (Refer to Figure 7-3.) To highlight the results.

• 12. Type the letter B

To temporarily blank the presentation screen.

• 13. Type the letter B again

To return to the slide show. (The check mark is gone.)

• 14. Click the right mouse

button Choose _End_Show_ To display the shortcut menu. To close the Slide Show presentation and return to Slide view.

Slide timings for automatic slide shows

Concepts > You can set automatic timings for your slide show to automatically move to the next slide at specified intervals. When you are practicing your slide show presentation, you can determine how long you need between slides in your presentation. To set slide timings for an automatic slide show:

• 1. Select one slide or a few slides, or select all of the slides if you want the same

timing for all slides.

• 2. On the Slide Sorter toolbar, click on the Slide Transition button.
• 3. In the Slide Transition dialog box, select Automatically After.
• 4. Type the number of seconds you want.
• 5. Click on Apply.

Annotations made with the pen are not

• permanent. They are

erased from the slide when the show ends.

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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Task C-2: Setting slide timings

What you do Comments/Prompts

• 1. Change to Slide Sorter view

Select all of the slides (Click on the Slide Sorter View button.) (Choose Edit, Select All, or press Ctrl + A.)

• 2. Click on the Slide Transition

button To display the Slide Transition dialog box.

• 3. Under Advance, check

Automatically After

To advance slides automatically.

• 4. Type 3

To set the timing for three seconds between slides.

• 5. Click on Apply

If all the slides are not selected, click on Apply To All.

• 6. Observe the timing

indicator under each slide (:03).

Task C-3: Running an automatic slide show

What you do Comments/Prompts

• 1. Deselect the slides

(Click in the white area.)

• 2. Select Slide 5

The slide that had been “hidden” in an earlier task.

• 3. Click on the Hide Slide

button To unhide this slide.

• 4. Choose _Slide_Show_

_View_Show..._

To run the automatic slide show.

• 5. Save the presentation as My

Automatic Show

(Choose File, Save As.)

In this task, students learn one way to set slide timings. Point out the Slide Show, Rehearse Timings command, which allows a presenter to rehearse a presentation and have PowerPoint keep track

• f the time needed to

move to the next slide.

PowerPoint 2000: Introduction Ashbury Training

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d Working with speaker notes

Concepts > PowerPoint provides a notes page, containing a slide image and additional space for speaker notes, for every slide in a presentation. Notes pages can be used as a reference tool for the presenter. The Notes Master controls the format for notes pages. Like the Slide Master, the Notes Master has a Master Object Area called the Notes Body Area with five indent levels that you can format. Figure 7-4: A portion of Slide 1 displaying a notes page.

Task D-1: Adding notes on the notes pages

What you do Comments/Prompts

• 1. Select Slide 1
• 2. Choose _View_ _Notes_Page_

To display the first slide in Notes Page view. The lower portion of the slide is the Notes Page view

• bject placeholder.
• 3. Select the Notes Page view
• bject placeholder

Zoom to 75%

• 4. Type We are pleased to

introduce our newest division.

The notes text for Slide 1.

Students can also type notes in Normal view, although the Notes Page view offers more room to enter text. Students can type in a zoom number that best displays their view.

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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• 5. Move to Notes 2

(Press Page Down.)

• 6. Select the Notes Page view
• bject placeholder
• 7. Type Our relocation team

makes solid business sense.

• 8. Switch to Normal view

The notes are displayed in the Notes pane.

PowerPoint 2000: Introduction Ashbury Training

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e

Printing a presentation

Concepts > PowerPoint offers many options for printing your presentation files. You can select the printer and the type of printout. For example, you can print slides, notes pages, handout pages, or outlines. When you are printing handout pages, you can print two, three, four, six, or nine slides per page. You can print the current slide or specify a range of slides to print. You can also select other print

• ptions, depending on your intended output.

Printing in color or in black and white

By default, PowerPoint creates and prints presentations in color. If you want to change the presentation to black and white, click on the Grayscale Preview button on the Standard toolbar. To print a presentation:

• 1. Choose File, Print.
• 2. Select the type of printout from the Print What drop-down list.
• 3. Select the slide numbers to print from the Print Range box.
• 4. Select any other options desired.
• 5. Click on OK.

Exporting an outline to Word

Once you have created your presentation, you can export portions of it to Microsoft Word, including slides, notes, handouts, and outlines. To export notes, handouts, and outlines with slides to Microsoft Word:

• 1. Open the presentation you want to export.
• 2. Choose File, Send To, Microsoft Word.
• 3. Select the appropriate options.
• 4. Click on OK.

Printing overhead transparencies

There are various ways to print a presentation, including color or black-and- white overhead transparencies. To print overhead transparencies, follow the steps for printing slides but substitute clear acetate (sold in most office supply stores) for the standard 8.5" by 11" paper. Consult the directions that accompany the clear acetate. Some products require you to print the slide on paper first and then use a copy machine to transfer the image onto the overhead.

Changing the presentation to black and white will save time (a color presentation takes longer to print) and wear and tear on the printer.

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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Exporting to 35mm slides

In addition to printing a presentation, showing it on screen, and displaying it with an overhead transparency or data show, you can export the presentation file to 35mm slides. In most instances you will have to send your files to a service bureau to have 35mm slides created, or you can use a desktop film recorder to do it yourself. Consult your local telephone book to locate a service bureau in your area. To prepare your presentation file for the service bureau, save it to a file on your hard drive (to send it over the Internet) or on a floppy disk. When you print to a file, you need to know the name of the printer that will print the file. If you are using a service bureau, contact the bureau for the printer information. To print to a file:

• 1. Open the presentation.
• 2. Choose File, Print and check Print To File.
• 3. In the Name drop-down list, select the printer or printer driver.
• 4. Click on OK to open the Print To File dialog box.
• 5. Select a destination, type a name for the file, and click on Save.

PowerPoint also comes with the Genigraphics wizard, which sets up and sends your presentation by modem to a Genigraphics service bureau. For more information, consult the online Help system. Figure 7-5: A portion of the presentation’s preview in black and white view.

PowerPoint 2000: Introduction Ashbury Training

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Task E-1: Printing in black and white

What you do Comments/Prompts

• 1. Switch to Slide Sorter view
• 2. From the Standard toolbar,

click on the Grayscale Preview button

• 3. Observe the slides

The template design is displayed. All colors are changed to black and white.

• 4. Click on the Grayscale

Preview button

To turn off the option.

• 5. Observe the slides

The template color scheme is displayed.

Print options

Concepts > The Page Setup dialog box enables you to change the size and orientation of slides, notes, handouts, and outlines. To display this dialog box, choose File, Page Setup. Figure 7-6: The Page Setup dialog box.

Task E-2: Print options

What you do Comments/Prompts

• 1. Choose _File_ _Page_Setup..._

To display the Page Setup dialog box. You can change the size and orientation of slides, notes, handouts, and outlines.

• 2. Display the Slides Sized For

drop-down list Use this list box to change the size of the output slides.

• 3. Close the drop-down list

M Most of the slide

setup options are determined by the

• template. If students

change these settings, it can alter portions of their presentation, especially when they change the orientation

• f slides.

Ashbury Training Lesson 7: Slide shows, output, and presentation options

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• 4. Observe the other page

setup options You can select a custom height or width for a slide. You can change slide orientation from the default of landscape to a portrait orientation.

• 5. Click on Cancel

To close the dialog box.

• 6. Choose _File_ _Print..._

To display the Print dialog box.

• 7. Observe the Print Range

box You can select a range of slides to print.

• 8. Observe the other print
• ptions

You can check and uncheck options to create your intended output.

Printing slides in a variety of formats

Concepts > The Print dialog box provides several options for printing your presentations. The Print What drop-down list enables you to specify what component of your presentation you want to print; for example, handouts, an outline, or notes.

Task E-3: Printing handouts, notes, and an outline

Before you begin: The Print dialog box is displayed.

What you do Comments/Prompts

• 1. Display the Print What

drop-down list The Print What options are displayed.

• 2. Observe the available
• ptions
• Slides: To print without animation.
• Handouts: To print 2, 3, 4, 6, or 9 slide images

per page.

• Notes Pages: To print your speaker notes.
• Outline View: To print the presentation as it is

displayed in Outline view.

• 3. Close the drop-down list
• 4. Click on Cancel

To close the dialog box.

• 5. Return to Slide view for

Slide 1

• 6. Close the presentation

without saving changes

If students click on the Print button (on the Standard toolbar), PowerPoint will bypass the Print dialog box and send the presentation directly to the printer. If you have printed the Preview Presentation as slides, handouts, notes pages, and an

• utline, pass the

printouts around the room to demonstrate the available printing

• ptions.

PowerPoint 2000: Introduction Ashbury Training

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( Practice Unit for Lesson 7

In this activity, you will add slide show transitions and animation to a

• presentation. You will also set slide timings and run an automatic slide show.
• 1. Open Slide Show Practice.
• 2. Switch to Slide Sorter view.
• 3. Add transition effects to all slides, and set slide timings to 4 seconds.
• 4. Add animation to Slides 2 and 3. You can be creative with your animation
• ptions.
• 5. Run an automatic slide show.
• 6. Save the file as My Slide Show Practice
• 7. Close the file.

Lesson 7: Slide shows, output, and presentation options

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) Wrap-up for Lesson 7

a How do you move a slide to rearrange it in a slide presentation? Switch to Slide Sorter view. Select the slide and drag it to the new location. Why might you want to hide slides? You may have backup slides that you do not intend to display during a presentation. b What view must be active in order to add slide transitions? Slide Sorter view. Why add animation effects to a bullet slide? To display each bullet separately. This keeps your audience focused on the current bullet topic. c What is the advantage of setting automatic slide timings instead of clicking the mouse button to advance to the next slide? The presenter does not have to hold a mouse or use the keyboard. This allows for freedom to present the show from any location. In addition, the presenter does not have to be concerned with advancing slides. d What is Notes Page view used for? To include speaker notes on a page that displays the slide. Speaker notes do not print with the slide, but they can be printed when Notes Pages is selected from the Print What section of the Print dialog box. How do you add a note to your slide? Switch to Notes Page view and click in the Notes Page view object placeholder. e What can you print besides slides in a presentation? Answers might include notes pages, handouts, and outlines.