Creating a basic MS PowerPoint 2007 presentation on the topic of presentation software alternatives

September 17, 2009

Overview

Filed under: Creating a basic MS PowerPoint 2007 presentation — admin @ 2:08 pm and

Note: If you find the font too small in this assignment, you can increase the size by pressing on the “Ctrl” and the “+” key. To make the font smaller you can press on “Ctrl” and the “-” key.

Here’s the scenario: You just found out from your boss that you need to develop a presentation in MS PowerPoint 2007 for a conference that is happening approximately two hours from now. Your boss was going to be presenting on the topic of Presentation Software Alternatives to some of your top customers, but she just found out she has a family emergency and you need to jump in to create and deliver the presentation.

Your boss has some outline notes prepared using MS Word 2007 and also has some slides from a draft MS PowerPoint 2007 presentation containing screen shots of presentation software websites that you can use for part of your presentation.

All the files needed are available in the steps where they are required. Just right-click and then select “Save Target As…” on any of the files used to save them to your Desktop or other storage location temporarily.

Your boss told you that you must use MS PowerPoint 2007 since she didn’t want to appear “behind the times” by using MS PowerPoint 2003 and she didn’t want to use one of the Web 2.0 type presentation software options (e.g. Google documents) because a lot of people in the audience were going to be Microsoft employees and she didn’t want to upset them by using a competitor’s product.

Follow the steps below to create this presentation.

You can see what the final presentation should like by going to ShareOut in the BSYS | 1000 | FMGT INTT MKTG RMGT Fall 2010 | Labs | Week2 folder and dragging the file called final-presentation-answer-key.pptx to your computer. This answer key PowerPoint file is an example of what the final presentation should look like and includes some tips in the notes section of each slide.

Don’t just copy this answer key and submit as your own work; use this as a guide in your own work so you can learn how to do it!

Good luck!

Step 1 – See if there is an appropriate template on your local computer

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Why re-invent the wheel? When you are creating a new presentation, it’s a good idea to first check to see if there are some existing templates that you can use as the basis for your presentation.

Open PowerPoint and click on the Office Button (located in top left corner) and then Click on New and then Installed Templates (templates on your local computer).

Select the Contemporary Photo Album template. If you don’t have this template, you can skip this step.

installed-template-screen-shot

You can see your presentation instantly has a number of colourful slides. It looks like you have put a lot of work into your presentation, but in fact it has taken just seconds to put together.

installed-template-screen-shot-2

Although it looks pretty good, you decide that it’s not the kind of template you need for the presentation you are working on.

Go back to the Office Button and click on Close.

Step 2 – See if there is an appropriate template on Microsoft Online

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Now click on Office Button | New and take a look at the templates that are available from Microsoft Office Online in the Presentations, Business area. Scroll down and see the options you have to choose from.

template-office-online

After you see the various options, you decide that you don’t want your presentation to look like any of the templates. Instead, you decide to build it “from scratch”.

Step 3 – Create a new presentation from scratch and save

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You have decided that this time rather than starting from a template, you are going to just “start from scratch”.

To do this, go to the Office Button | New and then double-click on the Blank Presentation option.

Create your first slide (the title page) and add the following presentation title: Presentation Software Alternatives. In the subtitle text box below, enter your name.

presentation-title-page-just-one-page

Step 4 – Import content from Word outline document

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Your boss has his rough notes already set up and saved in MS Word 2007 Outline format.

Here is the file for download (right click and select Save Link As… if that doesn’t work, left click and save the file to your computer)
presentation-software-alternatives-rough-notes-word-outline

For now, you can save this file to your Desktop.

You will use most of this content, so the next step is to import this content into your presentation.

To do this in PowerPoint, click on the New Slide drop down list from the Home tab and then select Slides from Outline.

import-word-outline-content

You should then browse to your Desktop and select the presentation-software-alternatives-rough-notes-word-outline file.

Notice, how quickly you can get the content from this Word Outline set up nicely in MS PowerPoint in well structured format.

after-inserting-word-outline-content

Step 5 – Insert some slides from another related presentation

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Your boss left you a PowerPoint 2007 presentation containing some screen shots of different types of presentation software.

Here it is for you to download and temporarily store on your Desktop (right click and then select Save Link As… or select Save Target As… if you don’t see the Save Link As option).

presentation-software-screen-shots

You would like to add these to your presentation. Again, go to New Slide and the drop down list (within the Home tab) but this time select Reuse Slides.

A Reuse Slides Task Pane will then appear on the right hand side of your screen. From here you can browse to the presentation-software-screen-shots file saved on your Desktop.

screen-shot-after-reusing-slides

Select each slide in the Reuse Task Pane by clicking on each one (i.e. you will have to do this six times)

After finishing, you realize that you should have also tried importing the screen shot slides’ design theme as well. To get back to where you were before you imported these slides, click on the undo button six times. The undo button is located in the Quick Access Toolbar at the top left hand side of your screen.

Step 6 – Try applying the design theme from existing presentation

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Now try again to add the new slides from the presentation-software-screen-shots file (If you have closed the Reuse Slides dialog, open it again by clicking on New Slide drop down list (in the Home tab) followed by Reuse Slides and clicking on the slides to import.) But this time check the Keep Source Formatting option at the bottom part of the Reuse Slides Task Pane.

This should then bring the “Flow” design theme into the presentation for the imported slides (you may only notice this on the title page slide,  i.e. the first slide, since the other slides’ images cover the entire slide and therefore the design theme isn’t apparent).

Close the Reuse Slides dialog now that you are done with it.

Step 7 – Apply your own theme to the presentation

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Instead of using the design theme from the screen shot slides, you decide to select your own design them.

Click on the Design tab, click on the pull down arrow to display all designs, and then right-click on the Concourse Design theme and select Apply to All Slides.

Hint: To see which theme icon represents “Concourse”, just hover over the different design themes and you will see the design theme name. They are in alphabetical order.

Step 8 – Modifying design

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Try experimenting with modifying the design by clicking on the Colours drop down list.

Once you have modified to a new colour, use the Undo icon (on the top left hand side of the screen in the Quick Access Toolbar) to restore to the original design colours.

Step 9 – Use the slide sorter to change order of presentation

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Use the Slide Sorter view to change the order of the slides so they start to match that of the final presentation (remember: the final presentation answer key is in ShareOut).  There will a number of slides in the answer key that are not in your presentation yet so don’t worry if it doesn’t match exactly.  The purpose of this step is just to introduce you to the Slide Sorter.

To get to the Slide Sorter view, click on the View tab and then the Slide Sorter button. To move slides around, you can just click on them and while holding your mouse button, drag them to where you want them.

There will be several slides that are not yet in your version of the presentation; you just need to put the ones you have in the correct order for now.

Step 10 – Change the layout for some slides

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Change the layout for the Presentation Software History slide to the Two Content layout.

In the right hand area, insert a picture of one of the first electronic presentations (you can get this picture at: http://upload.wikimedia.org/wikipedia/en/thumb/3/32/VCN_Slide1.jpg/180px-VCN_Slide1.jpg

Step 11 – Resize a text box window

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Resize the text box windows as appropriate so they match the final presentation answer key.

To resize a text box window, click on the border of the text box and expand or contract it using the sizing handles.

Step 12 – Autofit

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Use the help menus to learn about Autofit.

To access the help menu, select the question mark on the top right side of the PowerPoint window. Type autofit into the dialog that pops up to access help on this topic.

You don’t have to “do” anything with Autofit for this step, the purpose of this step is just to learn about how to access the Help menu.

Step 13 – Add Slide Numbers and Date to footer area

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Add Slide Numbers and a Date to the footer area of all slides except the first one (title slide) using the answer key presentation as a guide to the format required.

Slide Numbers and Dates can be added to presentations using the Insert tab on the Ribbon.

Step 14 – Research Creative Commons

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Go to CreativeCommons.org and take a look at their search interface.

Although we aren’t going to use a video from there for this assignment, it’s a great place to go to find free videos that you can legally use for future assignments.

Step 15 – Start the presentation to see how it looks

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Try pressing F5 to start the presentation and see how it looks so far. To go back to normal view, click on the Escape key.

Step 16 – Inserting a SmartArt diagram that shows evolution of PPT

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Create a new slide using the Title and Content Layout and then insert a SmartArt Diagram on this slide as seen in the Answer Key file.

Here is what the SmartArt Diagram should look like:
smart-art-you-will-be-adding

Here is a a tutorial on inserting a SmartArt diagram

Step 17 – Adding simple animation to Smart Art flowchart showing evolution of MS PPT

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Add animation to the SmartDiagram so that each part of the diagram fades in one after the other (to match up with the Answer Key file).

Hint: Make sure the SmartArt is selected, and then click on the Animations tab. Click on the drop down list to the right of Animate to select the “One by one” animation (in the Fade group).

Step 18 – Insert a contacts slide at the end of the presentation

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Insert a new slide using the Title and Content Layout for your contact information at the end of your presentation as in the Answer Key file.

Hints:

You could use the help menu to find how to do these things in the hints area. That is a good habit to get into since you won’t always have a textbook or instructor handy and it’s difficult to remember all the various ways to do things. Generally, if you type in a keyword into the help menu you will find a good resource showing step by step how to do something.

That being said, here are the hints:

To insert the rectangle, you will need to go to the Insert tab then click on the Shapes drop down list then click on the rectangle shape. On your slide you will see a “+”… left click and drag your mouse and it will add the rectangle. The default rectangle will be “filled” so you won’t see your contact info. To “unfill” the rectangle, right click on the rectangle, and click on the Paint can drop down and select the No Fill option.

To insert the picture of the mailbox, go to Insert tab and select Clip Art then in the right Task pane type “mailbox” in the search area. You can then click on any of the mailbox Clip Art images to bring into your slide.

To insert the applause sound, go to the Insert tab and select Sound from Clip Organizer. Type “applause” in the Task Pane search area. Select any of the applause sounds.  When you insert the sound you can select the “have it start automatically” option.

Step 19 – Find the “death by PowerPoint” video on YouTube and watch

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Take a look at this stand-up comic’s YouTube video where he talks about “What not to do with MS PowerPoint”. It’s about four minutes long and offers some good insights on what to avoid when designing a PowerPoint presentation.

Step 20 – Insert videos into MS PowerPoint 2007 presentation

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There are many different ways to insert videos into MS PowerPoint 2007 presentations. Here is a good article on different approaches for embedding a YouTube video into MS PowerPoint 2007 presentation.

There are several videos you are going to insert into your MS PowerPoint presentation. The first video is the Death by PowerPoint YouTube video that you viewed in Step 19.

Life after Death by PowerPoint Video
Life after Death by PowerPoint

We will use the MediaConverter.org tool to convert this into “.WMV” format, a format that MS PowerPoint 2007 can import. The good thing about this MediaConverter.org tool is that it’s browser based so you don’t need to install anything on your computer.

Here are screenshots of the steps you want to use. Be sure to save the video to “WMV” format and don’t get sidetracked by playing the games on MediaConverter.org though while your file is being processed!

Converting-YouTube-video-to-WMV-format-using-Media-Converter-Org

If you have troubles using MediaConverter, you can also get this file from share-out under the Week 2 lab folder. MediaConverter also has a daily limit of how many videos you can convert so you may get locked out for the day after too many tries.

Google Cloud Computing Video

Google Cloud Computing: For this Google Cloud Computing video, you should just take a screen shot of the web page with the video and set it up so that if someone clicks on the screen shot they will go to the web page where they can click to watch the video.  You should insert a new slide for this Google Cloud Computing video (after slide 16).

 See the answer key file (slide 17) for more details on how to create a “screen shot” of the BBC video, how to “crop” (i.e. cut) parts of the screen shot out, and how to insert a hyperlink (for inserting a hyperlink, you can type in “insert hyperlink” in the help area… i.e. click on the question mark in the top right corner of the ribbon).

Microsoft PowerPoint 20007 Overview Video

The video is available for download here but only as an executable file that can then be run to get the video file. Rather than doing this, you can access it in ShareOut in the Week 2 Lab folder.

You should insert this video directly into your slide. See the answer key to see how it is set up (it’s on slide 15).

Step 21 – Insert Pictures

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Insert a picture on your presentation title page. It can be the same one as is on the title page in the answer file or you can select a different one.

Step 22 – Modify the picture on your title slide

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Modify the size of the picture you put on your title slide so that it only takes up a bit of space in the top left hand corner. If you’re not sure how to modify the picture, type “Modify Picture Size” in the Help menu.

Step 23 – Modify picture style

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In Step 22 you modified the picture size on your title page. Now, try modifying the picture style. Click on the Picture and on the Format Tab that should come up, select one of the Picture Styles.

Step 24 – Insert audio file about MS PowerPoint history to a slide

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Please skip this step.

Step 25 – Add new slide with chart showing market penetration of MS PowerPoint

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Insert a new slide after Slide 6 and insert a pie chart (go to the Insert tab and then select the Chart icon in the Illustrations group).

Use the answer key as a guide for how the chart should look.

Step 26 – Edit text on a slide

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On the slide entitled: Using Camtasia Screen Capture tool, edit the text on the first bullet so it says “Camtasia Website” and then have this hyperlinked to: www.TechSmith.com/Camtasia

Step 27 – Add a MS PPT 2003 vs. 2007 slide (use a table for this)

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See the answer file for how this table should look and the content in it (it’s on slide 19). You can insert a table from the Insert tab and then click on the Table icon.

Step 28 – Delete a slide

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Delete the slide entitled: Inserting Audio into MS PowerPoint 2007 from Audio Track on CD

Step 29 – Add a comment to one of the slides to remind yourself to tell a joke

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Add a comment on the second slide of your presentation to remind yourself to tell a joke (note this isn’t on the answer key file but you should still add it in). This comment should appear in the “Notes” section of your slide (just underneath the slide when you are in Normal View)

Step 30 – Insert a footer

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Edit the footer if necessary so that it matches the answer key file (i.e. so that the slide numbers are displayed on the bottom right hand side and the date is just to the left of this with the format MM/DD/YYYY).

Resources:
Inserting Headers, Footers & Slide Numbers

Step 31 – More info about inserting audio

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Here is a video with more info on inserting audio to your presentation. 

Inserting audio video

Step 32 – Presenting to two monitors

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Spend a few minutes researching on how you would present on two monitors.

Resources:
View your speaker notes privately, while delivering a presentation on multiple monitors

Step 33 – Print preview of MS PowerPoint 2007 presentation

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For Steps 33 to 44, just look through the resources provided. These give you more information on all the different ways you can output your presentation.

Resources:

Search PowerPoint help using the topic “Print Preview”

Step 34 – Preparing speaker notes for MS PowerPoint 2007 presentation

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Resources:

Create and print notes pages

Step 35 – Printing handouts for MS PowerPoint 2007 presentation

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Resources:
Microsoft Online Help: Create and Print Handouts

Step 36 – Save to PDF format

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Resources:
Microsoft Online Help: Save a file in PDF format

Free PDF Add-On from Microsoft

Step 37 – Pack MS PowerPoint 2007 presentation to CD

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Resources:
Copy a presentation to a CD, network, or local disk drive

Demo: Distribute a PowerPoint presentation on CD

Step 38 – Congratulate yourself

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Give yourself a pat on the back for making it this far in the assignment!

Step 39 – Using Pointer Pen in MS PowerPoint 2007

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Try to Google this one to see what you can find out about using the Pointer Pen in MS PowerPoint.

Step 40 – Prepare MS PowerPoint 2007 presentation for another computer

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Resources:
Download MS PowerPoint 2007 Viewer

Step 41 – Print MS PowerPoint 2007 presentation as MS Word 2007 outline

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Note: You don’t need to actually print anything for this exercise!

Resources:
Microsoft Office Online:
Create and print a presentation in Outline view

Step 42 – Add box shape around contact info on contacts slide

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Add a box around the contact info slide (last slide). To do this, go to the Insert tab and select shape then choose the box shape. Use the answer file as an example.

Step 43 – Add clipart of mailbox to contacts slide

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Resources:
Microsoft Office Online: Insert a Picture or ClipArt

Step 44 – Check presentation for spelling mistakes

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Spell check your presentation for typos/mistakes.

Resources:

Microsoft Office Online – Check spelling and grammar

Microsoft Office Online: Check spelling (video)

Step 45 – Save final presentation

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Save your final presentation in regular MS PowerPoint 2007 format.

If your instructor gave you a file naming convention, be sure to follow that; otherwise, you can name it whatever you like.

You’re done!

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