instructions for creating a poster in powerpoint 2007

8/11/2019 Instructions for Creating a Poster in PowerPoint 2007

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PowerPoint 1:Essentials

Using Microsoft PowerPoint 2007

Produced by the IT Training and AssessmentUnit

2007

Poster Presentations

Using PowerPoint 2007

Produced by the IT Training and Assessment Unit

2007


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Information Services ICT Packs

2007 Queens University Belfast Page 2

Table of Contents

Table of Contents ..................................................................................................... 2Introduction ............................................................................................................. 3Creating a PowerPoint Poster Presentation ............................................................ 4

Starting PowerPoint 2007 and Creating a Presentation ....................................................... 4Displaying Drawing Guides ..................................................................................................... 5

Changing the Background Colour of your Poster ................................................... 6Applying a Gradient .................................................................................................................. 6

Adding Text to your Poster ..................................................................................... 7Using WordArt to Create a Title ............................................................................................. 7Using a Text Box to Insert Text .............................................................................................. 8Inserting Text from Another Program ................................................................................... 9

Using Diagrams and Images .................................................................................. 11

Creating a Diagram ..................................................................................................................11Aligning and Grouping Shapes ..............................................................................................13

Inserting an Image ...................................................................................................................13

Applying a Background Image ..............................................................................................14Changing the Fill Colour of Text Boxes .............................................................................. 14Using SmartArt ........................................................................................................................15

Getting your Poster Printed .................................................................................... 17Large Scale Plotting Services ..................................................................................................17


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Introduction

This practical will show you how to create a poster presentation similar to those used

frequently at conferences and exhibitions. PowerPoint is an ideal application forproducing posters as it is allows you to communicate ideas in a highly visible manner andit is a program that most people are already familiar with. This practical will show youhow to insert text and pictures and how to manipulate data and images to produce eye-catching presentations that will enable viewers to quickly discern your message.

As this practical will involve some of the more advanced features of PowerPoint 2007, itis assumed that you are already familiar with basic PowerPoint, Windows, Word and FileManagement techniques. If you have never used PowerPoint before you may find itbeneficial to complete the PowerPoint 1: Essentials and Advanced PowerPoint exercisesavailable on the Training Resources Web site. To download the exercises and associated

files, go to http://www.qub.ac.uk/is/Training/FlexibleTrainingSolutions/ and right click on each file and selectSave Target As.

What you will learn

By the end of the practical you should be able to:

Create a poster presentation

Change the background colour

Insert WordArt and SmartArt

Use text boxes

Insert text from another program

Insert and format AutoShapes and arrows

Apply a background image

Approximate time

This practical should take you approximately 2 hours to complete.

Associated files

The following files should be downloaded and saved to your Home Space (H: drive)prior to beginning this exercise:

PosterText.doc

alcopops.jpg

alcohol.jpg

The files are available from the Training Resources Web site:http://www.qub.ac.uk/is/Training/FlexibleTrainingSolutions/

To download the files, right click on the filename and select Save Target As, navigateto the H: drive and click Save.


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Creating a PowerPoint Poster Presentation

For this practical you will create a new presentation using text which is already saved as a

Word file. You should have already copied this to your Home Space (H: drive). Insteadof using a predefined template you will start with a blank slide and create your ownlayout and colour scheme.

Starting PowerPoint 2007 and Creating a Presentation

1. Double click the PowerPoint 2007icon on the Desktop. PowerPoint will openwith a blank title slide.

2. Click the Layout button in the Slidesgroup to view the different slide layouts

and select the Blank layout (see Figure 1) to remove the placeholders.

Figure 1 PowerPoint Window

You are now going to specify the size and orientation of your poster. Often conferenceswill provide guidelines for poster presentations, indicating what size posters should beand whether they should be landscape or portrait. The most common size is A0 (approx.4ft x 3 ft).

3. Go to the Design tab on the Ribbon and click Page Setup. The Page Setupdialog box will appear.

4. In the Slides sized for: box (see Figure 2) select Custom.

5. In theWidth: box enter 90and in the Height: box enter 120(see Figure 2). In

the Orientation section, make sure that Portrait is selected under Slides(seeFigure 2) and click OK.


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Figure 2 Page Setup Dialog Box

Note: The maximum width and height that PowerPoint will allow you to enter is 140cmhowever the maximum poster size that can be printed in the University is 90.6cm wideby 124.5cm high.

6. Go to theViewtab and click Zoom. Change the Zoom level to 20%.

7. Save your poster as a PowerPoint presentationunder the filenamePosterPresentation in your H: drive.

Tip: If you prefer you can create your poster as A4 and then have it scaled when it isprinted. This is particularly beneficial if you want to keep the file size small.

Displaying Drawing Guides

Guides should be used to ensure text and images are aligned. They will not be printedand are not displayed in Slide Show view. For example, you can use vertical guides tocreate margins on the left and right or a horizontal guide to align your title and graphicsat the top.

1. Right-click on a blank part of the slide (not a placeholder) and select Grid andGuides. The Grid and Guides dialog box will appear (see Figure 3).

2. Select the Display drawing guides on screen option and click OK.

Figure 3 Grid and Guides Dialog Box

Slides sizedfor: box

Width: box

Height: box

Portrait

Using Drawing Guides

To move the guides, drag them with themouse. The distance from the centre of theslide will be displayed as you drag the guide.

To duplicate the guide, hold down the Ctrlkey as you drag. To delete a guide, drag itoff the screen.


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Changing the Background Colour of your Poster

PowerPoint offers you a variety of options for backgrounds for presentations. You can

simply change the colour, or you can add shading, patterns, textures or pictures. Thebackground of your poster should not detract from the content and careful considerationshould be given to the choice of colours and/or images so as to ensure that your posteris still legible. Remember that slide colour schemes that are suitable for projection arenot always suitable for printing.

Applying a Gradient

You can use any of the predefined PowerPoint colour schemes for your poster, or youmay prefer to design your own.

1.

Make sure that the Designtab is selected and move your mouse over thedifferent options in theThemesgroup to see how your poster would appearusing each of the themes.

2. In the Backgroundgroup on the Design tab, click Background styles andselect FormatBackground. The Format Background dialog box will appear.Select Gradient fill (see Figure 4).

Figure 4 Format Background Dialog Box

3. Make selections from the Preset colors,Typeand Directionoptions. You willsee the result of your selections on your slide behind the dialog box.

4. Adjust the Stop position and Transparency sliders and make sure that yourbackground will not make any text difficult to read. Click Closewhen you havefinished.

Note: When applying a gradient, make sure that you choose colours which are

compatible. Generally colours should be light to lighter or dark to darker not lightto dark.


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Adding Text to your Poster

The title of your poster is your first communication with the viewer and should clearlyconvey the essence of your message. As well as containing the title of your project, the

poster title may also include the names of the people involved and their affiliation. Thetitle should be readable from about three metres away and therefore should usually havea minimum font size of 40 points.

Using WordArt to Create a Title

WordArt allows you to create high impact text and offers a variety of styles. You canstretch, curve or rotate your text, or you can even make it 3-D or vertical.

1. Go to the Inserttab and, in theTextgroup, clickWordArtand choose aWordArt style from the gallery (see Figure 5).

Figure 5 WordArt Gallery

2. A textbox will appear in the centre of your poster containing the text Your texthere. Replace this text with the following title:

The influence of family relationships on adolescent siblings alcohol useClick the Boldbutton and change the font size of the text to 72 (or larger).

3. Click thetitleto select it. Use the four headed arrow to drag the title to the top

of the poster, making sure that it is centred. If you wish to resize it you can usethe drag handles that appear on the corners and sides of the WordArt.

When the WordArt is selected, you will notice a Format tab under Drawing Tools will beadded to the Ribbon (see Figure 6).

Figure 6 Format Tab


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4. Select your text and click on the Format tab (see Figure 6). Experiment with thedifferent options in the WordArt Styles group or click the dialog box launcher inthe WordArt Styles group to open the Format Text Effects dialog box (seeFigure 7).

Figure 7 Format Text Effects Dialog Box

5. Adjust various features of your WordArt to ensure that the colours and stylesused will make the text easy to read.

Tip: To split your title over two lines you will need to insert a hard return by pressingthe Enter key when entering the text. To use features like subscript or superscript, use

the dialog box launcher in the Fontgroup on the Hometab.

Using a Text Box to Insert Text

Although WordArt is useful for creating fancy text, it is not suitable for large amounts oftext. Another way of inserting text is to use a Text Box.

1. Go to the Inserttab on the Ribbon and clickText Box and then click belowyour main title. Enter the following text:D. D. Gossrau & J. M. WilliamsSchool of Education, University of Edinburgh, UK.

The text box will resize to accommodate the text.

2. Centre the text box horizontally on the poster.

3. Select the names of the authors within the text box and make them bold.

4. Select all the text in the text box, make it font size 72and centre it. Click outsideof the text box to deselect it. Save your changes.

Note: If you are creating your poster on a small scale, use between 6pt and 10pt for the

main text and between 20pt and 24pt for the title text.


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Inserting Text from Another Program

1. Insert a new text box on the left of the poster.

2.

Minimise the PowerPointwindow and start the Word application by doubleclicking on theWord 2007icon on the Desktop.

3. Open the PosterTextfile that you saved earlier to your H: drive. Select the firsttwo paragraphs entitled Introductionand Sampleand copythem to theclipboard (Ctrl + C).

4. Minimise theWordwindow and maximise the PowerPointwindow again.

5. Click within the empty text box and press Ctrl + V to paste the copied text.

6. Select all the text in the text box by clicking inside the text box and pressing Ctrl

+ Aand change the font size to 32. Make the titles Introductionand Samplefont size 40. Resize and reposition the text box so that it fits within the firstquarter of the poster (see Figure 8).

Figure 8 Inserting Text

7.

Repeat the above procedure to copy and paste the Method and Procedureparagraph into a text box in the bottom left quarter of the poster. Make sure thetext has the same formatting as outlined above.

8. Position the Resultsparagraph in the top right quarter and the Summary andDiscussionand Conclusionsparagraphs in the bottom right quarter, applyingthe same formatting as before.

9. Copy the Referencessection and paste it into the poster. Make the text size 24and resize the text box so that it spans the width of the bottom of the poster.

The poster should resemble Figure 9 when you have finished. Save your

changes.


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Figure 9 Dividing Text into Textboxes

Tip!

If you are inserting a table from Word, use Paste Specialand select Picture (EnhancedMetafile). This will import the table as a graphic file so that it cannot be manipulated orchanged and therefore is much better for printing purposes. If you simply paste the tableinto PowerPoint it may change appearance when printed.


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Using Diagrams and Images

As space is limited on a poster presentation, you should use images and diagrams to

explain processes or results where possible.

Creating a Diagram

You are now going to create a diagram in the space in the middle of the right column ofyour poster using the Shapes gallery.

1. Adjust the Zoomin your PowerPoint window so that the space in the rightcolumn of your poster fills most of your screen.

2. Go to the Inserttab on the Ribbon and click Shapes. Choose the Rounded

Rectangleshape (see Figure 10).

Figure 10 Shapes Gallery

3. Click where you want to place the first rectangle and drag it out to an appropriatesize. Use Figure 11 as a guide.


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Figure 11 Diagram

4. Go to the Hometab and change the size in the Font Sizebox to 40and typeParental Alcohol Problemsusing the Enter key to place each word on a newline (see Figure 11). Resize the rectangle as necessary.

5. With the rectangle still selected, go to the Formattab under Drawing Tools. Usethe options in the Shape Stylesgroup to adjust features of the shape like the fill

colour.

6. Right-click on the rectangle and select Copy. Right-click again and select Paste.A copy of the rectangle will appear over the top of the first. Drag the newrectangle below the first, click inside it and replace the text with Poor MaritalQuality (see Figure 11).

7. Repeat this process to recreate the other rectangles as shown in Figure 11.

8. Click theArrow button on the Insert Shapesgroup on the Formattab and clickand drag an arrow from the Parental Alcohol Problemsrectangle to theParenting OSrectangle (see Figure 11).

9. With the arrow still selected, use the Shape Stylesgallery to increase thethickness and colour of the arrow.

10. To create the other arrows, copy and paste the first arrow, resizing andrepositioning each as necessary.

11. To change an arrow from a solid line to a dashed line, select the arrow and clickon the Shape Outlinebutton in the Shape Stylesgroup. Point to Dashesandchoose a dash style from those shown.

12.

When you have finished your diagram, save your changes.


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Aligning and Grouping Shapes

To position your shapes evenly on the poster, you can use the Align option in theArrange group. You can then group all your shapes so that they can repositioned as one

object.

1. Using the Ctrl key, select the three rectangles on the left of your diagram.

2. Select the Formattab and, in theArrangegroup, clickAlign. SelectAlign Leftto align the objects based on the object on the extreme left.

3. Align the middle two rectangles to the middle and the two rectangles on the rightto the right. Adjust the positions of any arrows as necessary.

4. To select all the shapes and arrows in the diagram, use the mouse pointer to clickand drag a box over the diagram.

5. In theArrangegroup, click Groupand select Group. The objects will now begrouped together and can be moved, resized or formatted together.

Tip: You can still modify an individual object in a group by selecting the group andthen clicking the object and editing it as normal. To ungroup the objects again, you canclick Groupin theArrangegroup and select Ungroup.

Inserting an Image

You may wish to include an image such as a digital photograph on your poster. You cando this as follows:

1. From the Insert tab, select Picture in the Illustrations group.

2. Navigate to your H: driveand select the alcopops.jpgfile that you saved thereearlier and click Insert.

3. Position the image above the heading Introduction and resize it as appropriate.

4. Go to the Formattab under Picture Tools and, in the Picture Stylesgroup,

click Picture Borderand select a colour for the border. A thin, dark bordertends to work best around a picture.

5. Experiment with the different Picture Styles available in the Picture Stylesgroupbut avoid anything that will distort the picture too much.

Note: Some images may become distorted when enlarged for posters. Images takenfrom the WWW and pictures saved as a gif file tend not to scale well. Images with ahigher resolution will look better when printed so always try to use the best quality imageyou can.


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Applying a Background Image

Images can also be used as the background to your poster however this feature should beused with caution as it may be difficult to find an image that allows your text to be readeasily.

1. In the Backgroundgroup on the Design tab, click Background styles andselect FormatBackground. The Format Background dialog box will appear.

2. Select Picture or texture filland click the Filebutton under Insert from (seeFigure 12).

Figure 12 Format Background Dialog Box

5. In the Select Picture dialog box, navigate to your H: drive, select the alcohol.jpgimage that you saved earlier and click Insert.

6. Click Closein the Format Background dialog box and save your changes.

Tip: If your image file is very large, make sure that you have finished creating yourposter first before inserting the background to avoid wasting time waiting on your poster

refreshing each time you make a change.

Changing the Fill Colour of Text Boxes

To make your text easier to read you can apply a fill colour to the text boxes or makethem semi-transparent.

1. Right-click on the first text boxand select Format Shape. The Format Shapedialog box will appear (see Figure 13).


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Figure 13 Format Shape Dialog Box

2.

Make sure that Fillis selected in the list on the left and select Solid fill(seeFigure 13).

3. Selectwhitein the Color:box and set theTransparency:level to 50% (seeFigure 13). Click Closeand view the result.

4. Click on the next text boxand then click again on its border to select it. Pressand hold down the Ctrlkey and click on the remaining text boxesto select themall simultaneously.

5. Select the Format tab under Drawing Tools and click the dialog box launcher in

the Shape Stylesgroup to open the Format Shape dialog box. Change the FillColourtowhiteand theTransparencyto 50%and click OK. All the textboxes should now be semi-transparent.

6. View your presentation in Slide Showview by clicking the Slide Showiconin the Status barto see the finished effect. Press the Esc key to return toNormal view when you have finished.

7. Save your changes.

Using SmartArt

A quick way to create basic diagrams such as flowcharts, cycle diagrams, pyramids and soon is to use the new SmartArt feature.

1. Click the Microsoft Office Buttonand select New. Make sure that BlankPresentationis selected and click Create.

2. Click Layoutin the Slidesgroup and change the layout to a Blanklayout.

3. Go to the Inserttab and, in the Illustrationsgroup, click SmartArt. The

Choose a SmartArt Graphic dialog box will appear (see Figure 14).


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Figure 14 Choose a SmartArt Graphic Dialog Box

4. Use the scrollbar to scroll through the layouts or select a type from the list on theleft to view the layouts for that type.

5. Click a SmartArt graphic to view an example and a description of it in the area tothe right (see Figure 14). To insert a layout, select it and click OK.

6. The SmartArt graphic will appear on your slide along with a Text pane. A designtab and a Format tab will be added to the Ribbon under SmartArt Tools. Use the

Text pane to add text to each component of your diagram. Press the downarrowkey to move to the next component and press the Enterkey to insert anew component. If you want to create a sublevel bullet point, press theTabkey.

Figure 15 SmartArt Text Pane

7. When you have finished creating your SmartArt graphic, use the Designtabunder SmartArt Tools to make changes to it such as changing the order of thecomponents, the Layout or the SmartArt Style.

8. Exit from Microsoft PowerPoint when you have finished.

Using the SmartArt Text Pane

To close the Text pane, click the Xinthe top right corner of it. To displaythe Text pane again, click the arrows tothe left of the SmartArt graphic orselect the Designtab under SmartArt

Tools and, in the Create Graphicgroup, clickText Paneor the TextPane icon.


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Getting your Poster Printed

Large Scale Plotting Services

Large scale posters can be printed using a high quality colour plotter, located close to theInformation Services Computing Helpdesk room in G010N in Lanyon North. It has aresolution of 600 dots per inch (dpi) providing a high level of precision. Plots arenormally up to A0 in size i.e. 34 inches (86.36cm) x 44 inches (111.76cm) on Standardpaper (90gm) or High Gloss Photo paper but plots up to 42 inches (106.68cm) wide canbe accommodated.

Access to the plotter can be obtained either from the Information Services ComputingHelpdesk or via a Computer Assistant in the SCCs. Files can be brought on a USB penor CD to the Helpdesk, or emailed as an attachment [email protected] printing

with details of the size of output and paper type required. A staff/student number and acontact phone number should also be included.

Files should be brought/sent to Advisory a minimum of 4 working days before theprinted output is required. Prices for an A0 or A1 sized poster range from 8 to 15 forhigh gloss photo paper.

For more information about large scale plotting services contact the Helpdesk on 3760or go to the following web page:http://www.qub.ac.uk/directorates/InformationServices/Research/Services/LargeScaleplotting/

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