BUSINESS COMPUTER APPLICATION
Eyad M. AlMassri
BGMS4101
Introduction
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POWER POINT TUTORIAL
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POWERPOINT
PowerPoint is a powerful communication tool for presenting information to a group. This section covers:
Communicating with Microsoft PowerPoint Adding pictures to a presentation Adding charts to a presentation Adding movies and sound to a presentation Adding simple animations to a presentation Adding transitions to a presentation Adding web links to a presentation Publishing PowerPoint onto the web PowerPoint overview
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COMMUNICATING WITH MICROSOFT POWERPOINT
In this section you will learn the basics of creating PowerPoint presentations.
With PowerPoint you can create:
On-screen presentations 35mm slides or
overheads Speaker's notes, outline
pages, and audience handouts
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COMMUNICATING WITH MICROSOFT POWERPOINT
You can project your PowerPoint presentation onto a lecture theater screen directly from a computer.
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COMMUNICATING WITH MICROSOFT POWERPOINT
You can create 35mm slides or overheads for presenting your ideas. You can print your slides to overhead transparencies if you do not have a data projector available.
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COMMUNICATING WITH MICROSOFT POWERPOINT
You can print handouts to help your audience follow your presentation.
You can choose to print one, three or six slides per page, with or without additional notes, depending on how much detail you would like to provide.
You can also print speakers notes to help you deliver your presentations
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COMMUNICATING WITH MICROSOFT POWERPOINT
PowerPoint can help you be prepared and confident in the quality of your presentation. PowerPoint gives you an environment in which to outline your thoughts, turn those thoughts into slides, and then add interesting visuals to amuse and inform your audience. Often a picture can be used to convey ideas or information quickly and effectively to your audience.
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COMMUNICATING WITH MICROSOFT POWERPOINT
To create a presentation in PowerPoint you have three choices:
Use the AutoContent Wizard Build your presentation from a
template Start from scratch
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COMMUNICATING WITH MICROSOFT POWERPOINT
The AutoContent Wizard
The Wizard helps you with the structure and the layout of the presentation. It will step you through the process of creating a presentation based on any of the 23 preset presentation types.
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COMMUNICATING WITH MICROSOFT POWERPOINT
Use a Template PowerPoint
provides a range of templates giving you a choice of different layouts and backgrounds for your presentations.
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COMMUNICATING WITH MICROSOFT POWERPOINT
Start from scratch PowerPoint also gives
you the choice to create your own background and design your own layouts. This gives you the greatest flexibility but requires more time and effort.
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MAIN FEATURES
Create SLIDES to project on a screen, from PC to print-out as transparencies & use with overhead
projector Integrate text and multimedia content Deliver presentations
in formal or informal settings in classrooms or conferences
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TODAY’S MENU Entering and formatting text Working with the user interface Printing slides Saving your work Running a slide show
approximately 15 mins. per topic,with time to experiment
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WHY BOTHER LEARNING PPT?
Is it just a glorified word processor?
yes, but…
PPT (and other similar software titles)ISN’T (aren’t) JUST FOR MANAGING TEXT
to use Microsoft’s jargon:
“you can easily organize, powerfully illustrate, and professionally deliver your ideas”; PPT gives you “the tools you need to communicate with impact”
found somewhere on the Microsoft.com website 15
WORD PROCESSORS
Designed for entering large amounts of text And for printing text, or displaying it on a small
computer screensmall fonts, aligned
left, portrait orientation
can manage incorporation of multimedia objects, but can’t display them well
keyboard commands great for entering and formatting text, but not necessarily ideal for presentations
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PRESENTATION SOFTWARE Designed for making slides
default font sizes are big
default alignment and spacing of text varies, depending on slide layout
default image is orientedas landscape
ideal for overhead projectors
with data projectors, takes advantage of screen size
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PRESENTATION SOFTWARE Designed for running slide shows
features to maximally use screen when running a presentation
keyboard commands to simplify presentation tasks
browsing from slide to slide
changing color of screen
using a pen or a pointer
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PRESENTATION SOFTWARE AND you can associate a
slide with notes, an outline, etc. simplifies making handouts
and summaries helps organize ideas improves efficacy of
presentation
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PRESENTATION SOFTWARE
FINALLY, you can save presentations as HTML files, to upload to the web
for asynchronous delivery oflectures / talks
PPT has features to set up “Online Broadcasts”
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HOW DOES IT WORK?
A PPT file = a sequence of “slides” screens with text and/or multimedia content each associated with an outline (generated
automatically) and notes (generated by author)
Multi-panel user interface workspace (slide) outline or thumbnails of slides notes scrollbars, menus, toolbars
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MULTILANE (“NORMAL”) VIEW
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SLIDE SORTER VIEW
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FINDING THE PROGRAM
In my machine: somewhere in the Start button menu C:\Program Files\Microsoft Office\Office\
POWERPNT.EXE
Find it in your lab machines now
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WORKING WITH THE USER INTERFACE
Menusfile, edit, view, insert, formattoolsslide show
Toolbarsstandard, formattingoutlininganimation
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ENTERING TEXT
Adding slides: default layout Title slide Bulleted list 2 column text Table etc.
Advantage of using default layouts: generates outline automatically
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FORMATTING TEXT
“Format” menu “Formatting” toolbar
change font size change line spacing, paragraph alignment changing / adding / deleting bullets
also, “Slide Layout” and “Apply Design”
Remember to right click for formatting(and other such) options
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CHANGING THE DEFAULT FONT
For a given text box, or part of text box: select text, change font
For all the text entered so far: “Format” > “Replace Fonts...” > “Replace”
For any text to be entered: “Format” > click on “Default for new objects”
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PRINTING SLIDES
As overheadson plain paperon transparencies
As handoutsthe black-and-white print-outthe outline print-out
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SAVING YOUR WORK
“Save” & “Save As…”presentation (*.ppt)show (*.pps)outline (*.rtf)set of slides (*.gif, *.jpg, *.tif, etc.)
“Save As HTML…”
(possibly next session) Embedding true-type fonts “Pack and Go…”
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RUNNING A SLIDE SHOW
the “full screen” viewkeyboard v. mouseblack-outs, white-outsnavigating through slidesthe mouse as pointer or pen
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KEYBOARD SHORTCUTS
Advance to next slide:space, N, right or down arrow, enter,
page down
Return to previous slide:backspace, P, left or up arrow, page up
Go to slide number “#”:“#” + enter
End show:esc, ctrl+break
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MORE KEYBOARD SHORTCUTS
Black-out:B White-out: W
Show / hide arrow pointer: A
Pointer-to-pen: ctrl+P Pen-to-pointer: ctrl+A
Hide pointer & button: ctrl+H Erase drawing: E
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PUBLISHING POWERPOINT ON THE WEB
PowerPoint allows you to save your presentations in HTML format so it can be published on the World Wide Web. Each slide in your presentation is saved as a separate HTML file, and navigation buttons are automatically added so that the user can easily move from one slide to the next. The only drawback is all the fancy transitions, movies and sounds that you may have added to your presentation in PowerPoint will not be a part of your 34
PUBLISHING POWERPOINT ON THE WEB PowerPoint allows you to save
your presentations in HTML format so it can be published on the World Wide Web. Each slide in your presentation is saved as a separate HTML file, and navigation buttons are automatically added so that the user can easily move from one slide to the next. The only drawback is all the fancy transitions, movies and sounds that you may have added to your presentation in PowerPoint will not be a part of your Web presentation.
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HOMEWORK:
Make your own PPT presentation… focus on making the text appear the way you
want it to save it in various formats and see what
happens print out some slides, a handout, an outline
As a reference, download a copy of this presentation: http://www.up.edu.ps/~test.html
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FINISHING A PRESENTATION
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UNDERSTAND MASTERS
Changes made to the Slide Master will appear on all the associated layouts
Layouts can be individually modified as well
Slide Master layouts
Slide Master
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CUSTOMIZE THE BACKGROUND STYLE
The background, which is on every slide, is the area behind the text and graphics
A background graphic is an object placed on the slide master
You can modify the background with images and color to enhance slides
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CUSTOMIZE THE BACKGROUND STYLE
You can also apply a background style which is a set of color variations derived from the theme colors
Theme colors are a set of twelve coordinated colors that determine the colors for all slide elements in your presentation
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CUSTOMIZE THE BACKGROUND STYLE
Every theme has it own theme colors
Theme colors are used for text, lines, hyperlinks, shadows, accents, and backgrounds
Theme colors
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CUSTOMIZE THE BACKGROUND STYLE
To view Background Styles, click the Design tab, choose a theme, then click the Background Styles button
Background Styles button (in the
Background group)
Selected theme Backgrounds available for
selected theme
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CUSTOMIZE THE BACKGROUND STYLE
Click the Format Background button to modify the background
The Format Background dialog box opens
Format Background button
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CUSTOMIZE THE BACKGROUND STYLE
In the Format Background dialog box, you can change Fills Textures Tiling options Transparency
Format Background dialog box
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USE SLIDE SHOW COMMANDS
With PowerPoint, you can show a presentation on any compatible computer using Slide Show view
Slide Show view fills the entire screen
In Slide Show view, you can annotate slides (draw on them) or jump to specific slides
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USE SLIDE SHOW COMMANDS
To get started click the View tab, then click the Slide Show button in the Presentation Views group
The Slide Show toolbar buttons are semitransparent and blend in with the background color on the slide
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USE SLIDE SHOW COMMANDS
Slide Show
toolbar
Navigation options
Annotation tools
Previous slidebutton
Next slidebutton
Pen Options
menu button
Slide Show menu button
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USE SLIDE SHOW COMMANDS
Other useful Slide Show commands include:Esc key – to end slide showSpacebar – to advance to next slideLeft and right arrow keys – to
advance or go back one slide
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SET SLIDE SHOW TRANSITIONS AND TIMINGS
Slide transitions determine how a slide moves in and out of view during the slide show
Transitions are organized by type into five groups
Click the Animations tab on the Ribbon, then choose a transition
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SET SLIDE SHOW TRANSITIONS AND TIMINGS
Animations tab
Click More button to see more
transition choices
Transition settings
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SET SLIDE SHOW TRANSITIONS AND TIMINGS
Transition categories
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SET SLIDE SHOW TRANSITIONS AND TIMINGS
Slide timing refers to the amount of time a slide is visible on the screen
Each slide can have a different slide timing
Use the Advance Slide settings in the Transition to This Slide group
Number of seconds slide will appear
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SET SLIDE ANIMATION EFFECTS
Animation effects define how the objects in your presentation appear on the screen during a slide show
For example, you can have each bullet in a list appear one at a time
You can animate text, graphics, sounds, hyperlinks, SmartArt diagrams, charts and chart elements
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SET SLIDE ANIMATION EFFECTS
Standard animation effects:FadeWipeFly In
Custom animation effects:EntranceEmphasisExitMotion Paths
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SET SLIDE ANIMATION EFFECTS
To set animation, select object, then click the Animation tab on the Ribbon
Click the Animation list arrow, then click Fade, Wipe, Fly In, or Custom Animation
Animation tag—indicates order that objects will animate
on slide
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SET SLIDE ANIMATION EFFECTS
Animated objects appear in the
Custom Animation list
This information refers to the
sunshine clip art
Type of animation applied
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SET SLIDE ANIMATION EFFECTS To choose a custom animation, choose one of
the four types in the Custom Animation task pane
Exit categoryTypes of Exit
animations
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SET SLIDE ANIMATION EFFECTS
Custom AnimationEntrance—causes an object to enter
the slide with an effectEmphasis—already visible object has
an effectExit—causes an object to exit slide
with an effectMotion Paths—causes object to
move on specified path on slide58
INSPECT A PRESENTATION
Before you post a presentation, you should inspect it using the Document Inspector
The Document Inspector looks for hidden data and personal information stored in the file itself or in the document properties
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INSPECT A PRESENTATION
Document properties are also known as metadata and includes specific data about the presentation
Document properties include:Author’s nameSubject matterTitleWhen file was created 60
INSPECT A PRESENTATION
Document Inspector can also find and remove:Presentation notesCommentsInk annotationsInvisible on-slide contentOff-slide contentCustom XML data
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INSPECT A PRESENTATION
To use the Document Inspector, click the Office Button, point to Prepare, then click Inspect Document
The Document Inspector dialog box opens
Results will appear in a new window
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INSPECT A PRESENTATION
Choose options, then click Inspect
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INSPECT A PRESENTATION
To create a read-only file, click the Office Button, point to Prepare, then click Mark as Final
A read-only file cannot be edited or modified
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EVALUATE A PRESENTATION
To evaluate a presentation means to look at its design as well as its content
Evaluate your presentation to determine how well your audience will receive it
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EVALUATE A PRESENTATION
Audience impact from a visual presentation
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EVALUATE A PRESENTATION
Important points about evaluating your presentationKeep your message focusedKeep your text conciseKeep the design simpleChoose attractive colors
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EVALUATE A PRESENTATION
Important points about evaluating your presentationChoose fonts and styles that are easy
to readEmphasize important textUse visuals to help communicate your
message
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CREATE A DESIGN TEMPLATE
You are not limited to using just the standard themes PowerPoint provides
You can use a template, a type of presentation file that contains custom design information
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