Module 4: Software Proficiency

PRESENTATION SOFTWARE FLUENCY
USING POWERPOINT

• Introduction to PowerPoint
• PowerPoint Tutorial
  1. Exploring PowerPoint
  2. Creating a Basic Slide Show
  3. Advanced Work with Text and Graphics
  4. Design Guidelines
  5. Animating Graphics and Text Boxes
  6. Adding Multimedia Elements
  7. Using Action Buttons
  8. Finishing Touches
• Module 5: Using Presentation Software to Support Teaching/Learning
  • Supporting Classroom Instruction
  • Putting It Into Practice
• Jump to another topic in module 4.

Introduction to Microsoft PowerPoint

Note: New versions of the PowerPoint interface ultimately lead to a core of classic dialogs that remain mostly the same between versions. The classic PowerPoint instructions appear in black font. Instructions for PowerPoint 2013 appear in red.

POWERPOINT TUTORIAL

DEMONSTRATION: EXPLORE1.PPTX   Learn about PowerPoint by watching this introduction to PowerPoint. Learn about some of the powerful features of PowerPoint, why you might use it, and how it can benefit an instructor and students.

How to view a slide show
(In PP 2013: select the slide show tab, then select from beginning or press F5.)

• View a slide show by performing one of the following:
  • Select slideshow--view show from the menus. (Starts the show from the beginning.)
  • Press the view show mode. (Starts the show from the current slide.)
  • Press F5. (Starts the show from the beginning.)
• To navigate through slides in a show, do one of the following:
  • Press the left mouse button.
  • Press the arrow keys (right to go forward, left to go backward).
  • Press the space bar.
  • Use the mouse wheel.
• To end the show at any time, press the escape key.

Understanding the screen

• View modes
  (In PP 2013: select the view tab, and select options from the presentation views group.)
  
  • When editing in PowerPoint, you have choice in selecting an editing mode. In the lower left-hand portion of the PowerPoint window, select one of the following buttons:
    • normal view (View slide, speakers' notes, and outline. Most popularly used view.)
    • outline view (View primarily the outline. Not popularly used.)
    • slide view (View slide only.)
    • slide sorter (View miniatures of all slides. Ideal for moving or deleting slides.)
    • slide show (Runs the slide show. Same as pressing F5 or selecting slide show -- view show from the menus.)
    • notes page (Found in view menu. View speakers' notes as they will print out.)
  • OR select the various views from the view menu.
• Navigating to different slides
  • page up/page down
  • click next/previous little buttons in lower right
  • use wheel on mouse

Creating a Basic Slide Show
(Tutorial Part 2)

1. To begin with a new PowerPoint file, press the new button OR select file-- new--blank presentation from the menus.
2. Create a new slide. Begin by choosing a slide layout.

Create a slide in PowerPoint
(In PP 2013: select the home tab, and select options from the slides group.)

1. Press the new slide button OR select insert--new slide from the menus.
2. Select the layout of the slide you want to insert from the dialog on the right. Choose which elements you want on the slide (e.g., titles, bulleted text, graphics, blank slide). The slide is automatically placed after the current slide. (Note that title is default for first slide, and title with bullets is default thereafter.)
3. Click where indicated to add text or graphics.
4. Click the click to add notes area of the PowerPoint editing screen to add speakers' notes if desired. (TIP: Click a border of an area of the screen and drag to make it large enough to work with.)

Delete a slide

• From slide sorter view:
  1. Go to slide sorter view.
     (In PP 2013: select the view tab, and select slide sorter from the presentation views group.)
     
  2. Highlight slide you wish to delete.
  3. Press delete OR cut to delete a slide.
• From the editing main screen
  1. Select the slides tab on the left panel. Select a slide and press delete.

Reorder slides

1. Go to slide sorter view.
   (In PP 2013: select the view tab, and select slide sorter from the presentation views group.)
   
2. Highlight a slide(s) and drag & drop to a new location.
   OR
   Highlight a slide(s) and cut & paste to a new location.

Download REORDER.PPT (Slide Reordering Exercise). Practice reordering, deleting, and inserting slides in the slide sorter view.

Save the slide show
(In PP 2013: select the Office home button, then select save or save as.)

1. Press the save button OR select file -- save from the menus.
2. If you have not yet named the file:
   1. When the dialog opens, the cursor will be in the file name field, with a suggested name (such as Presentation1) highlighted. Make up a file name and type it in.
   2. Determine a location for the file to be stored. Select from the following:
      • Press my documents or desktop in the left column.
      • Press the drop-down arrow in the save in field at the top.
      • Press the new folder button on the top right to create a new folder.
      • Press the save button.

Print the presentation
(In PP 2013: select the Office home button, then select print.)

1. Select file--print from the menus. (TIP: Pressing the print button on the toolbar prints one slide per page with no opportunity to change options.)
2. Under print range, select how much of the presentation to print (all, current slide, or particular slide numbers).
3. Under print what, select the type of product you wish to print:
   • slides (Prints one slide per page. Ideal for printing to plastic overheads.)
   • handouts (Prints a student handout. On the right, select number of slides per page. If you select 3, lines are added to the right of slides for learner's to take notes.)
   • notes page (Prints 1 slide per page plus speakers' notes.)
   • outline view (Prints out the outline text.)

PUT IT INTO PRACTICE: Start with a blank PowerPoint file. Using text and graphics, create a brief presentation that describes an exciting place that you have visited OR a great vacation that you have taken (or some other topic you might present to your students). Add speaker's notes to assist you in making the presentation.

Advanced Work with Text and Graphics
(Tutorial Part 3)

Add a text box
(In PP 2013: select the insert tab, then select text box from the text group.)

1. Select the text box tool from the drawing toolbar.
   OR
   Select insert--text box from the menus.
2. Click and drag to create a text box. (Notice that regardless of the size text box you drag, the text box will appear small to begin, but will expand as you type.)
3. Type some text immediately. (If you do not type immediately, the text box will disappear and will not exist any longer.)
4. Highlight text and select format--font from menus to change color and size of text as desired.

Resize a text box

1. Click anywhere in the text to highlight the text box.
2. Drag the handles to resize the text box.

Move a text box

1. Click anywhere in the text to highlight the text box.
2. Place the cursor on any border of the box until a cross-shaped cursor appears.
3. Click, hold, and drag the text box with the cross-shaped cursor.

Delete a text box

1. Click anywhere in the text to highlight the text box.
2. Click on any border of the box in order to highlight the box vs. the text within the box.
3. Press the delete key.

Rotate a text box

1. Grab the green rotate handle associated with the text box, press and hold the left mouse button, and rotate the box.

Formatting text

1. Highlight the text to be formatted (text that exists in any text box).
   (In PP 2013: highlight text, then select options from the floating toolbar that appears.)
   
2. To quickly change the text size, press the increase/decrease font size buttons on the toolbar.
3. OR From the menus, select format--font.
   1. Select font name, font style (i.e., regular, bold, Italic), font size (measured in points), font color, and any desired effects.
   2. Hit enter or click OK to accept.

When creating presentations, use large fonts with plenty of spacing on the page to enable all students to read the material easily.

Applying special formats to bullets

1. Select bulleted text.
2. Select format--bullets from the menus.
   (In PP 2013: select the home tab, and select bullets from the paragraph group.)
   
3. Select either the bulleted or numbered tab.
4. Select a bullet character or number style.
5. Select the size of the bullet character as a percentage of text size.
6. Select a special option for bullets if desired:
   • Press the picture button and select a bullet character from ClipArt.
   • Press the character button and select a special bullet character.
     • Select a font name. Use a special font designed for this purpose: wingdings, webdings, symbol.
     • TIP: Click a character to make it larger to read. Then, use the arrow keys to quickly view other characters.
     • Press OK to select character.

Inserting a graphic (advanced)

1. If you have selected a slide layout that contains a graphic, simply double-click the box that will contain the graphic to find clip art.
2. To add a clip art graphic to any slide:
   (In PP 2013: select the insert tab, and select Clip art or picture from the illustrations group.)
   
   • Select insert--picture--clip art from the menus.
   • Select insert--picture--from file from the menus to add a graphic file you downloaded from the Web.

1. Right-click outside of a text box (blank part of slide) and select slide layout from the pop-up menu to open the slide layout panel.
2. Then, simply click on a new slide layout.

Download BACKGROUNDS WHY.PPTX (Why Should I Improve Slide Backgrounds?) Discover how many people miss educational opportunities by the way they use PowerPoint.

Download BACKGROUNDS IMPROVE.PPTX (Improving Backgrounds in PowerPoint: Hands-on Demonstration). Learn how to create effective slide backgrounds that will support the content of a presentation.

When creating backgrounds on slides, ensure that there is sufficient visual contrast between text and background. Otherwise, some learners may not be able to read the text.

Create backgrounds on slides
(In PP 2013: select the design tab, then select background styles from the background group, then select format background.)

1. Select format--background from the menus.
2. Select the skinny drop-down box on the bottom of this dialogue box.
3. Select one of the following:
   • Select a previously used color from the list.
   • more colors
     1. Choose a standard color, or create a custom color.
   • fill effects
     1. Select a gradient, texture, or pattern.
4. Press apply (applies background only to current slide) OR press apply to all (applies background to all slides).

CHEATER'S METHOD: There is a shortcut method to create backgrounds on slides. In PowerPoint 2003 press the "design button" on the toolbar and select design templates, color schemes, or animation schemes. (In PP 2013, you can select themes from the design tab.) (In PowerPoint 2013 you can select themes from the design tab.) In general, I do not suggest this! This method takes away all creativity from the teacher, and tends to create a dull, monotonous presentation. Creative teachers design their own backgrounds.

PUT IT INTO PRACTICE: Download BACKGROUNDS PRACTICE.PPTX. This exercise will afford you an opportunity to create artistic backgrounds to enhance the topic presented on a slide, making slides more meaningful and instructionally effective.

Design Guidelines
(Tutorial Part 4)

Making PowerPoint Accessible to All Learners

Use the following standard design guidelines in order to make your PowerPoint presentations accessible to ALL learners.

Download DESIGNGUIDELINES.PPTX (PowerPoint Design Guidelines presentation). Discover why these guidelines are important in putting together a well-designed presentation. Learn to make your presentations accessible to ALL learners.

• Use plenty of white space.
  • Plan to use much white space. Don't feel you need to fill ever inch of the slide. If you have a long slide, break it into several slides.
• Keep slide content brief.
  • Don't put long information on slides and then read from it. Create bulleted text that highlights the main points that you will be speaking about to enable the class to follow your presentation. Place the bullets in the order you will be presenting the information. Do not include any extraneous data on a slide that you will not cover in your presentation.
• Relate graphics/effects to content.
  • Remember that the content and the teacher should take center stage. Draw attention to the presentation, not special effects. Select graphics and effects that will add to the instructional effectiveness of the presentation.
• Use color for meaning and contrast.
  • Remember that different colors can convey different feelings. Use color to add to the instructional effectiveness of the lesson. Remember that different colors appear differently on light vs. dark backgrounds, and in differently lighted rooms.
• Use fonts appropriately.
  • Limit the number of different fonts and font sizes you use on a slide. Don't use fonts smaller than 28 point size. Use simple fonts. Avoid script and Italics because they are hard to read. Don't use all capital letters because it is hard to read. Use upper and lower case letters as you would in normal typing.

Animating Graphics and Text Boxes
(Tutorial Part 5)

Download ANIMATION.PPTX (Hands-On Demonstration of Animation) to use throughout the next section.

When using animations and effects in PowerPoint, remember to use effects that support the material in the lesson/presentation. Don't over-do it! Work to minimize distractions that can negatively impact some learners.

Animate objects on a slide
(In PP 2013: select the animations tab, then select custom animation from the animations group.)

1. Select an object (a text box or a graphic) and press add effect.
2. Select from the following:
   • Entrance (Animate the way an object enters the slide.)
   • Emphasis (Animate an object after it enters the slide.)
   • Exit (Animate an object to exit the slide.)
   • Motion path:
     • Select a path that is provided.
     • Select "custom path." Draw out a path to be followed. If you select "freeform," you will need to double-click the path you are drawing to end the drawing.
   • TIP: To change the selected effect, click object's play listing. Notice that the add an effect button changes to the word change. Now you can change the effect you have chosen (vs. adding an additional effect).
3. Start:
   • Choose "on click" (default), "with previous" to run simultaneously with the previous event, or "after previous" to run at a specified delay time later.
4. Direction:
   • If a direction applies to the effect you have selected to apply, select it here.
5. Speed:
   • Select the speed of play for the effect you have selected.
6. To select from more options, press the drop-down arrow in an event from the play list.
   • Effect options:
     • Effect tab: Add a sound.
     • Timing tab: Select speed.
7. Reorder buttons:
   • Select a play event. Click the up or down arrow reorder buttons to change the sequence of play events.
8. Make the slide animations play:
   • Play (Makes the slide effects play in the editing mode.)
   • Slideshow (Displays the current slide in slide show mode (same as pressing the slide show mode button).)

TRICK: You can purposely drag a graphic (or text box) off a slide. Then, when you animate the object, it continues to move off the screen.

Create a callout to point to something specific
(In PP 2013: select the insert tab, then select shapes from the illustrations group.)

1. Select autoshapes from the drawing toolbar.
2. Select callouts, or select particular callouts in block arrows.
3. Drag the mouse on a slide to create a callout.
4. With the callout highlighted, type to add text.
5. Resize with yellow diamonds and regular handles.

Adding Multimedia Elements
(Tutorial Part 6)

Download MULTIMEDIA.PPTX (Hands-On Demonstration of Creating Multimedia) to use throughout the next section.

Recording a sound to add to a presentation

1. Select insert--movies and sounds--record a sound from the menus.
   (In PP 2013: select the insert tab, then select sounds from the media clips group.)
   
2. Type a descriptive name for the sound.
3. Use the buttons provided to record and playback the sound.
4. PowerPoint inserts a sound icon. It functions like any other graphic. If you set the sound to play automatically, you can hide this icon. If you display the icon, the user can click it to play the sound.
   • Note: As you work with this PowerPoint file, your home-made sound is available every time you access the list of sounds.
5. Troubleshooting:
   1. Open the Windows START menu. Select settings--control panel. Double-click the multimedia icon.
   2. Ensure the correct devices are selected for recording and playback.
   3. Press the button under recording or playback to change volume levels.
   4. Check the show volume control on the taskbar option. (This option allows you to set playback volume by selecting the volume tool from the system tray.)

Download sounds to use with custom animation

1. Using a search engine, search for sounds (.wav).
2. Custom animate a graphic (or other screen element) as usual.
3. Take the drop-down for the play-listed item, and select effect options to add a sound as usual.
4. Instead of selecting a standard sound, select other sound.

Make animations play with a trigger

1. Animate an object as usual.
2. Specify a trigger object.
   1. Select the drop-down arrow from the play-listed item. Select timing.
   2. Select trigger--start on click of an object.
   3. Select trigger object. (Realize that clipart will be named as a number.)

Download and install new fonts

1. Search for "fonts" at a search engine.
2. Download a font.
3. Copy the font file into the following folder: Start�control panel�fonts.

Embed fonts (so they will be seen when you present on another computer)

1. Embed fonts within the file: Select tools--options--save--embed TrueType fonts. OR
   (In PP 2013: select the Office button, then select PowerPoint options -- save.)
   
2. Use only universal fonts, such as Arial, Times New Roman, or Courier New.

Expand Clip Art

1. Open the Clip Art pane in PowerPoint by selecting insert--Clip Art from the menus.
   (In PP 2013: select the insert tab, then select Clip art from the illustrations group.)
   
2. From the bottom of the pane, select Clips online.
3. At this online search engine, search out clips in various media as desired. When you download them, they will become part of your Clip Art gallery.

Specify slide transitions
(In PP 2013: select the animations tab, then select options from transition to this slide group.)

1. Select slide show--slide transition from the menus.
2. Select an effect.
3. Select speed of the effect.
4. Select sound (if desired).
5. Select "on mouse click" or "automatic" (if automatic, set seconds to delay).
6. Select apply OR apply to all.

Capture screen shots for use in PowerPoint

1. Open the program you wish to capture (such as Word, Excel, or an educational program).
2. Perform a screen capture by doing one of the following:
   • print screen: Press the print screen key on the keyboard. This action will capture a picture of the entire PC screen.
   • alt-print screen: Press the alt key and the print screen key on the keyboard. This action will capture just the active window on the PC screen.
3. Use the paste function in PowerPoint to paste the image of the PC screen onto a slide.
4. Because this image is a standard graphic, you can now resize it or move it as usual.
5. If needed, perform rudimentary picture cropping:
   1. Bring up picture toolbar (right-click over existing toolbars and select).
   2. Select the cropping tool.
   3. Grab a handle and drag to crop. (Notice that this only hides parts of the picture, and does not discard any graphic information.)

PUT IT INTO PRACTICE: Download CUTANDPASTE.PPT (Cut and Paste Assignment). Practice using animated effects, sounds, and advanced techniques with graphics in this assignment.

Create video to play on a PowerPoint slide

1. Within PowerPoint, select insert--movies and sounds--from file to include the video on a slide. Select whether the video should start automatically or whether the user should click to start the video.
   (In PP 2013: select the insert tab, then select movie from the media clips group.)

Download MUSIC.PPTX (How to Add Background Music to PowerPoint). Also, download PRELUDEIII.MID, a MIDI music file.

Add background music within a presentation
(In PP 2013: select the insert tab, then select movie from the media clips group.)

1. Select insert--movies and sounds. Select a sound source.
2. When prompted, respond yes when asked if you want the sound to play automatically.
3. Bring up the custom animation panel by selecting slideshow--custom animation from the menus.
   • Effect tab: Indicate when to stop playing OR
   • Timing tab: Indicate how many times to repeat the music/sound file.

Using Action Buttons
(Tutorial Part 7)

Download INTERACTION.PPTX (Hands-On Demonstration of Interactivity) to use throughout the next section.

Create an action button
(In PP 2013: select the insert tab, then select shapes from the illustrations group, then select action buttons.)

1. Select slide show--action buttons from the menus.
2. Select button type. (Suggestion: Select the blank custom button type.)
3. Click and drag on the slide to create button.
4. You are automatically placed in the action settings dialogue. Specify settings as desired.
   • mouse click tab
     • Select hyperlink to to set navigation to particular slides, to a URL, or to another file (such as a Word document).
     • Select run program to open and run another program.
     • Select play sound to have a sound effect play when the button is clicked.
   • mouse over tab
     • If you want actions to take place when the user rolls the mouse over the button (vs. pressing the button), then select the mouse over tab. Options are the same as listed above.
5. With the button highlighted, type a label onto the button as desired.
6. Resize/relocate button as desired.

Changing action settings "after-the-fact"
(In PP 2013: click to highlight an existing action button, then right-click the button and select edit hyperlink from the pop-up menu to edit action settings.)

1. Right-click an existing action button and select action settingsfrom the pop-up menu.
2. Select options as desired (as described above).

Edit the appearance of buttons
(In PP 2013: select the drawing tools format tab, then select options.)

1. Click a button to highlight it.
2. Select fill color from the drawing toolbar.
3. Select line color from the drawing toolbar.

Copy and paste buttons

1. Highlight a button.
2. Select copy.
3. Navigate to another slide.
4. Select paste.

Make hot areas on graphics (using invisible buttons)

1. Create a button over the area of the graphic that you want to make hot.
2. Make the button invisible:
   (In PP 2013: highlight the button, then select shape fill -- no fill and shape outline -- no outline from the shape styles group in the drawing tools format tab.)
   
   1. Highlight the button.
   2. Select fill color on drawing toolbar. Select no fill.
   3. Select line color on drawing toolbar. Select no line.
3. Select hyperlink to to set navigation to a particular slide, to a URL, to another file (such as a Word document), another PowerPoint presentation, or to end the show.

1. Create a button.
2. Highlight the button.
3. Select fill color on drawing toolbar. Select no fill.
4. Select line color on drawing toolbar. Select no line.
5. Right-click and select action settings. Go to the mouse over tab. Specify sound to be played.

Triggering a sound (or other) effect on mouse over an object

1. Highlight a graphic or text box.
2. Right-click and select action settings. Go to the mouse over tab. Specify sound to be played (or other effect).

PUT IT INTO PRACTICE: Download interact.ppt (53 Kb). Practice action buttons and other aspects of interactivity.

Finishing Touches

Download CORRECTSLIDES.PPTX. Play "What Is Wrong with This Slide?" to review good design when using PowerPoint.

Creating Classroom Games

Download CLASSROOM GAMES.PPTX. Review advanced PowerPoint elements while creating classroom games with PowerPoint.

Create video to play on a PowerPoint slide

1. Within PowerPoint, select insert--movies and sounds--from file to include the video on a slide. Select whether the video should start automatically or whether the user should click to start the video.
   (In PP 2013: select the insert tab, then select movie from the media clips group.)

Download VIDEO RECORDING.PPT. Create a video using a Logitech QuickCam, and learn to insert video directly into PowerPoint.

Linking to Web Pages for Offline Presentation

In some schools, you may not be able to get online while you are using PowerPoint. But you may wish to link to Web pages as part of your lesson. To allow you to link to Web pages when you are not online, do the following:

1. Navigate to a Web page you want to link to using Internet Explorer. Select file--save as from the menus, and be sure to indicate "Web page complete" as the save type.
2. Save both the PowerPoint file and the resources to the same folder. (This will ensure the Web page files will be found when you transfer them to CD-ROM or USB memory stick.)
3. In PowerPoint, instead of linking to a URL, create a button that opens the Web page file.
4. When you transfer your files for transporting to school, make sure you copy the Web page files as well as the PowerPoint file.

Create a folder on the desktop to hold your PowerPoint presentation. Navigate to a Web page in Internet Explorer. Save the Web page. Open PowerPoint. Create an action button to link to the Web page file. Test the button.

Module 5: Teaching with Technology

Using Presentation Software
to Support Teaching/Learning

In addition to using PowerPoint as a teacher's projection system, innovative teachers find other creative ways to support teaching/learning using this tool.

Some examples of activities:

• Students describe a concept using multimedia elements.
• Students create a multimedia notebook.
• Students create a visual portfolio of their work.
• Students use slides to maintain a record/journal.
• Students create a self-running multimedia presentation to tell a story.

Putting It Into Practice. Form a small group. Pretend you are an elementary or secondary school student. Then, select and complete one of the following activities. As you work, take note of your experiences, including: 1) your motivation and interest in the activity, and 2) the benefits, drawbacks, challenges of using the activity. Use PowerPoint as a multimedia canvas to describe a topic. Select a topic in astronomy (e.g., one of the planets, the space shuttle, the Hubble telescope. Navigate to NASA's Multimedia Gallery. Collect multimedia elements (photos, animations, video, audio, text information) about your topic. Use PowerPoint as a multimedia canvas on which you illustrate information about your topic. Prepare teaching materials. Select a concept you are teaching in class, such as understanding the holidays of the year or weather. Gather multimedia elements (text, graphics, photos, animations, video, audio). Combine these elements into a multimedia presentation for display to your class. Use multimedia elements to tell a story. Select a story that you know (e.g., a fable, a poem, a movie, or a legend). Depending on the nature of the story you have selected, do one of the following: Group members each select a part of the story to tell. One group member elects to tell the story. Another member elects to describe the characters and the setting. Another member describes the moral or meaning of the story. Using PowerPoint as a multimedia canvas, illustrate your part of the story by using text, photos, animations, video, and audio.