controlling your presentation

Goals: This session will provide an introduction to the basic tools used to format and manage PowerPoint presentations. Upon completion of this section, a designer would be able to create and manage a presentation of multiple slides using a pre-built design template or a self-created design template. This training session will also present the ability to add headers and footers and display complex data using tables or graphs.

using a slide master

overview

A Slide Master is a template for all slides in the presentation. If used correctly, it will provide one location to control the formatting for the entire presentation.

Here is an example. An instructor creates a Slide Master with the following characteristics:

  • black background
  • white title text
  • silver bullet text
  • small departmental logo in the top right hand corner

    master slide

How does this master impact the rest of the slideshow? All new slides that are created inherit the same formatting characteristics of the master.

goals

  1. Explain why a Slide Master may be used
  2. Compare a Slide Master to the use of a design template
  3. Enter the Slide Master view
  4. Apply text and background formatting to a master

steps

  1. Begin a new presentation.
  2. Choose View | Master | Slide Master from the menu bar.
  3. Select the text placeholder labeled as, Click to edit Master title style. Apply a formatting change.
  4. Select the text placeholder labeled as, Click to Edit Master text styles. Apply a formatting change.
  5. Format the slide background.
  6. Choose View | Normal to return to the slide side of the presentation.

 

using a title master

overview

PowerPoint also includes a Title Master. The concept of the Title Master is that all "title" or "subtitle" slides in a presentation can have a different format than the content slides. The Title Master is found in the same location as the Slide Master. 

using headers and footers

overview

PowerPoint provides two sets of placeholders for header and footer information. The slide layout can display the date and time, the slide number and a customizable footer. There is also a print handout header and footer. This area is referred to as the Notes and Handouts header and footer. Both sets provide placeholders for date and time, slide/page number and a customizable footer area. Additionally, the print handout also provides a placeholder for a customizable header.

goals

  1. Apply a date and time stamp to the presentation.
  2. Apply a slide number to the presentation.
  3. Apply a footer to the presentation
  4. Explore the Notes and Handouts header and footer area.
  5. Identify where the slide header and footer text can be formatted.

steps

  1. Enter the Slide Master area. (View | Master | Slide Master)
  2. View the header and footer configuration. Open this information by choosing View | Header and Footer.
  3. Select or deselect the checkbox for Date and time. Indicate whether the date and time should Update automatically or enter a Fixed (this date will not change) date.
  4. Select or deselect the Slide number checkbox.
  5. Select or deselect the Footer checkbox.
    • Type in appropriate footer text. Keep this text concise.
  6. It is possible to hide the header and footer information on the presentation title slide. Complete this action by selecting the checkbox titled, Don't show on title slide.
  7. Select the Apply to All button to apply the changes to all presentation slides.

Header and footer dialog box

other information

The formatting of Header and Footer placeholders can be modified. Complete this action from the Slide Master. The Slide Master will display each of the placeholders as a text box. Format these text boxes in the same manner as all other slide text.

As mentioned in this section's overview, the header and footer information can also be established for print handouts. Activate the Notes and Handouts tab of the Header and Footer dialog box to establish these settings.

This documentation has provided steps to set the header and footer from within the Slide Master. In most cases this is appropriate as the header and footer is commonly displayed on all presentation slides. Please note that a different set of header and footer information can be displayed on an individual slide if needed. This action can be completed by navigating to the individual slide in question. Then follow the same steps provided above, but be sure to choose the Apply button rather than Apply to All. 

using a design template

overview

A Design Template is intended to fast-track the slide creation process. It is a pre-set formatting package that contains background colors and/or graphics, text color, text size, font, line spacing, etc.

If a Design Template is utilized, the creator is left with only the responsibility to enter content. Investing time in formatting isn't necessary.

goals

  1. Explain why a Design Template may be used
  2. Apply a Design Template to a presentation
  3. Remove a Design Template from a presentation

steps

  1. Click the From Design Template link in the New Presentation Pane:
     

Selecting design template from the new presentation options

Following the "From Design Template" link will result in the display of PowerPoint's Design Templates Scan through the list of Design Templates that are available. Simply clicking on a template thumbnail will apply the design to the entire slideshow.

other information

It is important to note that slide designs can be removed or modified. Selecting another design template will override the existing template. Likewise, there is a Default Design template that will return the PowerPoint presentation to its generic state of black text on a white background. Just click on the Default Design template to move back to the generic format.

structuring data with tables

overview

Not all content fits well in bullets. Complex, relational data can be displayed with more clarity in a table structure. PowerPoint makes it easy to create data tables and allows for flexibility in formatting.

goals

  1. Use the title and table autolayout to create a table.
  2. Dictate the number or rows and columns in a table.
  3. Enter data into a table.
  4. Modify the table's width, height and color.

table creation

steps

  1. Create a new slide. Use the Title and Table autolayout.
  2. Double click on the table placeholder.
  3. Enter the number of columns and rows.
    *Rows or columns can be added or deleted at any time.
  4. Enter the data into the table. Use the first row for column headings and the first column for row headings if necessary.

table modification

steps (to modify width and height)

  1. Position the mouse directly over divider of the column or row to modify. The mouse will switch from its common display to a black two-way pointer.
  2. Click and drag the column/row divider in this mode. Size the table appropriately.

steps (to modify table/cell color)

  1. Click and drag over the cell(s) to format.
  2. Select the Fill Color icon on the Tables and Borders formatting toolbar.
    *If the Tables and Borders toolbar is not visible, choose View | Toolbars | Tables and Borders from the menu bar.

table formatting toolbar

other information

Rows and/or columns can be inserted into an existing table. The Tables and Borders toolbar contains a button labeled Table. This button provides many options including row or column insertion. Likewise, a row or column can be removed. Select the row or column and then look under the Table button on the toolbar for Remove Column/Remove Row.

displaying data with graphs

overview

Data is often more easily interpreted as a visual display than in raw numeric form. A graph is a common tool for visually displaying numbers. PowerPoint uses the term chart for the graphing functionality. The PowerPoint chart tool allows the designer to enter numbers into a data table. The software then converts the numbers into a graph. Graph types can vary. PowerPoint offers a sophisticated variety including bar, line, and pie charts.

goals

  1. Use the Title and Chart autolayout to create a new slide.
  2. Enter data into the chart datasheet.
  3. Create a chart.
  4. Modify chart type.
  5. Format chart elements.

chart creation

steps

  1. Select the Title and Chart autolayout.
  2. Double click on the slide area that requests, Double click to add chart.
    *This action will launch the chart datasheet. The datasheet will appear with fictitious data. This data will need to be cleared out.
  3. Select the first grid block that appears in the top left hand corner of the datasheet. Note this area in the following graphic.
    PowerPoint datasheet - used to select and delete data
  4. Choose Edit | Delete from the menu bar. This will remove the fictitious data.
  5. Enter the new data. Use the first unlabeled column for legend labels. Use the first row for the items that will be charted.
  6. Click outside of the PowerPoint slide area to close the datasheet and activate the graph.

chart modification

steps (to modify chart type)

  1. Double click in the chart area to activate the graph.
  2. Select Chart | Chart Type.
  3. Browse the Chart types. Preview chart types/sub-types by using the Press and Hold to View Sample button.
  4. Select OK to finalize the modification.

steps (to modify chart elements)

  1. Double click in the chart area to activate the graph.
  2. Click once on the element that needs modification. It will display that it is selected by showing a black selection point.
  3. Choose Format | Selected ...
    *The formatting options will vary dependent upon the object to which the formatting will be applied.
  4. Complete the modifications. Close the formatting dialog window.

other information

Data can also be imported into PowerPoint's datasheet from Microsoft Excel or other external database applications. This process can be problematic in functionality. The PowerPoint chart tool works better managing its own content than relying upon an external data source.

creating handouts

overview

Presenters often give handouts of slides to students. While this can be an appealing thing to do, stop and evaluate the reasons for doing this. If handouts are being provided to give students something on which to take notes, this can be useful. Keep in mind, however, that some students like to collate notes in one place, instead of many different locations. If handouts of slides are being provided as a method of content delivery, this is less useful. Remember that slides are meant as a prompting of information covered in lecture. To this end, slide printouts are not going to be of much use to those who have not attended lecture.

Slide printouts can be sent out to a printer, or they can be created as Acrobat (.pdf) or FlashPaper (.swf) files, if Adobe Acrobat Standard and/or FlashPaper* applications is/are installed.
*Note: Adobe recently purchased Macromedia. The product names in this booklet remain the same.

printing handouts to a printer

  1. Choose File | Print.
  2. Under Printer box, choose the printer to which the document is being sent.
  3. Choose Handouts from the Print What: menu.
  4. Choose 3 from the Slides per page menu. This will provide an area on each page for notes.
  5. Choose Grayscale from the Color/grayscale menu if sending to a black and white printer.
  6. Click OK.

printing to adobe acrobat (.pdf)

  1. Choose File | Print.
  2. Under Printer box, choose Adobe PDF printer.
  3. Choose Handouts from the Print What: menu.
  4. Choose 3 from the Slides per page menu. This will provide an area on each page for notes.
  5. Choose Color from the Color/grayscale menu.
  6. Click OK.
  7. Provide a Location and Name for the file.
  8. Click Save.

printing to macromedia flashpaper (.swf)

  1. Choose File | Print.
  2. Under Printer box, choose Macromedia FlashPaper printer.
  3. Choose Handouts from the Print What: menu.
  4. Choose 3 from the Slides per page menu. This will provide an area on each page for notes.
  5. Choose Color from the Color/grayscale menu.
  6. Click OK.
  7. Click Save to Macromedia Flash button.
  8. Provide a Location and Name for the file.
  9. Click Save.

exercise - 5 minutes

  1. Launch PowerPoint.
  2. Open teaching.ppt.
  3. Choose File | Print.
  4. Under Printer box, choose Macromedia FlashPaper printer.
  5. Choose Handouts from the Print What: menu.
  6. Choose 3 from the Slides per page menu. This will provide an area on each page for notes.
  7. Choose Color from the Color/grayscale menu.
  8. Click OK.
  9. Click Save to Macromedia Flash button.
  10. Choose Desktop from the Save In: menu.
  11. Enter teaching_handout.swf in the File name: box.
  12. Click Save.
  13. Choose File | Close.
  1. Open teaching.ppt.
  2. Choose File | Print.
  3. Under Printer box, choose Adobe PDF printer.
  4. Choose Handouts from the Print What: menu.
  5. Choose 3 from the Slides per page menu. This will provide an area on each page for notes.
  6. Choose Color from the Color/grayscale menu.
  7. Click OK.
  8. Choose Desktop from the Save In: menu.
  9. Enter teaching_handout.pdf in the File name: box.
  10. Click Save.

printing notes

overview

Notes can be printing out to reference while in Slide Show mode. Notes can also be printed and given to students, if desired.

printing notes to a printer

  1. Choose File | Print.
  2. Under Printer box, choose the printer to which the document is being sent.
  3. Choose Notes Pages from the Print What: menu.
  4. Choose Grayscale from the Color/grayscale menu if sending to a black and white printer.
  5. Click OK.

printing to adobe acrobat (.pdf)

  1. Choose File | Print.
  2. Under Printer box, choose Adobe PDF printer.
  3. Choose Notes Pages from the Print What: menu.
  4. Choose Color from the Color/grayscale menu.
  5. Click OK.
  6. Provide a Location and Name for the file.
  7. Click Save.

printing to macromedia flashpaper (.swf)

  1. Choose File | Print.
  2. Under Printer box, choose Macromedia FlashPaper printer.
  3. Choose Notes Pages from the Print What: menu.
  4. Choose Color from the Color/grayscale menu.
  5. Click OK.
  6. Click Save to Macromedia Flash button.
  7. Provide a Location and Name for the file.
  8. Click Save.