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PowerPoint 2003 Manual - Advanced Level

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- Powerpoint 2003 - Advanced Level Manual

© 1995-2010 Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: www.cheltenhamcourseware.com.au/agreement Contact Information Australia / Asia Pacific / Europe (ex. UK) / Rest of the World Email: [email protected] Web: www.cheltenhamcourseware.com.au USA / Canada Email: [email protected] Web: www.cheltenhamcourseware.com UK Email: [email protected] Web: www.cctglobal.com

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COURSE BASICS ......................................................................................................................................................6

TOOLBARS .................................................................................................................................................................6 The Title Bar .......................................................................................................................................................6 The Menu Bar .....................................................................................................................................................6 The Tool Bar .......................................................................................................................................................7 The Status Bar....................................................................................................................................................7

INSTALLING THE SAMPLE FILES ................................................................................................................................7

SPEECH AND HANDWRITING RECOGNITION ..................................................................................................9

WHAT IS SPEECH AND HANDWRITING RECOGNITION? ............................................................................................9 Understanding Speech Recognition................................................................................................................9 Understanding Handwriting Recognition ........................................................................................................9

SETTING UP SPEECH RECOGNITION.......................................................................................................................10 Installing Speech and Handwriting Recognition ..........................................................................................10

USING SPEECH RECOGNITION................................................................................................................................12 Using the Language Toolbar ..........................................................................................................................13

USING DICTATION AND VOICE COMMANDS ............................................................................................................14 Working with verbal punctuation ....................................................................................................................15 Working with verbal Voice Commands .........................................................................................................15

USING HANDWRITING RECOGNITION ......................................................................................................................15 Using Handwriting Recognition ......................................................................................................................15

REVIEW QUESTIONS ...............................................................................................................................................17

COLLABORATING AND CONSOLIDATING ......................................................................................................18

SHARING A WORKSPACE ........................................................................................................................................18 Understanding Shared Workspace..........................................................................................................19

SHARING A PRESENTATION ....................................................................................................................................20 Sending a Presentation for Review ...............................................................................................................20 Sending a Presentation for Comments .........................................................................................................21 Reviewing a Presentation ...............................................................................................................................21

REVIEWING A PRESENTATION.................................................................................................................................22 Reviewing a Presentation sent for Review...................................................................................................22 Inserting Comments.........................................................................................................................................22 Editing Comments............................................................................................................................................22 Deleting Comments .........................................................................................................................................23 Scrolling through Comments ..........................................................................................................................23

MANAGING A REVIEWED PRESENTATION ...............................................................................................................23 Merging Presentations.....................................................................................................................................23 Displaying or Hiding Reviewer Changes ......................................................................................................23 Using the Revisions Pane...............................................................................................................................24 Displaying or Hiding the Revisions Pane......................................................................................................24 Selecting Reviewer Changes to Display.......................................................................................................24 Applying and Unapplying Changes ...............................................................................................................24 Ending a Review ..............................................................................................................................................25

COLLABORATING ONLINE........................................................................................................................................25 Using Online Meetings ....................................................................................................................................26 Scheduling an Online Meeting .......................................................................................................................26 Starting an Unscheduled Online Meeting .....................................................................................................27 Adding or Deleting Online Meeting Participants ..........................................................................................27 Allowing Online Participants to Edit the Shared Document .......................................................................28 Using Chat.........................................................................................................................................................28 Using the Whiteboard ......................................................................................................................................28 Sending a File to Online Participants ............................................................................................................29


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Ending an Online Meeting...............................................................................................................................29 Participating in Web Discussions...................................................................................................................29


CUSTOMIZING POWERPOINT 2003 ...................................................................................................................33

CONFIGURING POWERPOINT 2003 OPTIONS ........................................................................................................33 Opening the Options Dialog Box....................................................................................................................33 Customizing View Options ..............................................................................................................................34 Customizing General Options ........................................................................................................................36 Customizing Edit Options................................................................................................................................37 Customizing Print Options ..............................................................................................................................38 Customizing Save Options .............................................................................................................................40 Customizing Security Options ........................................................................................................................41 Customizing Spelling and Style Options.......................................................................................................42

CONFIGURING AUTOCORRECT OPTIONS ...............................................................................................................43 Opening the AutoCorrect Options Dialog Box .............................................................................................43 Customizing AutoCorrect Options .................................................................................................................44 Customizing AutoFormat Options..................................................................................................................45

CUSTOMIZING TOOLBARS .......................................................................................................................................46 Using Toolbars..................................................................................................................................................46 Creating a Custom Toolbar.............................................................................................................................46 Adding or Removing Commands from a Toolbar ........................................................................................47 Customizing Toolbar Options .........................................................................................................................48 Resetting a Toolbar..........................................................................................................................................48 Renaming a Toolbar ........................................................................................................................................48 Deleting a Toolbar............................................................................................................................................48 Modifying a Toolbar Button.............................................................................................................................49

WORKING WITH SMART TAGS.................................................................................................................................51 Using Smart Tags.......................................................................................................................................51

WORKING WITH THE RESEARCH PANE ...................................................................................................................54 Using the Research Task Pane ...............................................................................................................54


MORE ON PRESENTING PRESENTATIONS ....................................................................................................57

CREATING CUSTOM SHOWS ...................................................................................................................................57 Using Custom Shows ......................................................................................................................................57 Creating a Custom Show ................................................................................................................................57 Editing a Custom Show ...................................................................................................................................58 Copying a Custom Show.................................................................................................................................59 Deleting a Custom Show.................................................................................................................................59 Presenting a Custom Show ............................................................................................................................59 Linking to a Custom Show ..............................................................................................................................59

CUSTOMIZING THE SHOW SET UP ..........................................................................................................................59 Using Set Up Show Options ...........................................................................................................................60 Setting the Show Type ....................................................................................................................................60 Setting Show Options ......................................................................................................................................61 Using a Custom Show .....................................................................................................................................61 Advancing Slides Options ...............................................................................................................................61 Using Multiple Monitors ...................................................................................................................................62

PACKAGING PRESENTATIONS ON TO A CD ............................................................................................................62 Using Package for CD ...............................................................................................................................62

Starting Package for CD .................................................................................................................................62 Running a presentation in PowerPoint Viewer ............................................................................................64

BROADCASTING A PRESENTATION..........................................................................................................................64 Using Presentation Broadcasts......................................................................................................................64


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Starting a Live Broadcast ................................................................................................................................67 REVIEW QUESTIONS ...............................................................................................................................................68

WEB SCRIPTS .........................................................................................................................................................70

WORKING WITH WEB SCRIPTS ...............................................................................................................................70 Understanding Web Scripts ............................................................................................................................70

USING THE MICROSOFT SCRIPT EDITOR................................................................................................................71 Working with the Microsoft Script Editor .......................................................................................................71 Using the HTML pane......................................................................................................................................73 Working with the Project Explorer..................................................................................................................73 Working with the Properties pane..................................................................................................................74

USING EVENT HANDLERS .......................................................................................................................................75 Using Event Handlers ......................................................................................................................................75

CREATING WEB SCRIPT COMMANDS .....................................................................................................................76 Inserting Web Script Commands into the Tools Menu ...............................................................................76


CONCEPT AND DESIGN........................................................................................................................................79

UNDERSTANDING THE NEEDS OF THE AUDIENCE ..................................................................................................79 Determining Audience Needs.........................................................................................................................79

CREATING A STORYBOARD .....................................................................................................................................80 Planning and designing the presentation using a storyboard and time-line............................................80

CAPTURING AUDIENCE ATTENTION ........................................................................................................................82 Determining the most effective way the audience will learn by viewing the presentation .....................82 Using color to capture audience attention ....................................................................................................82 Using Font Style ...............................................................................................................................................83 Sequencing Slide Information ........................................................................................................................84

USING DESIGN CONSISTENCY ................................................................................................................................84 Designing the Presentation.............................................................................................................................84 Designing the Accompanying Handouts.......................................................................................................85


THE PRESENTATION ENVIRONMENT ..............................................................................................................88

WORKING WITH THE PHYSICAL LOCATION .............................................................................................................88 Planning a presentation for physical environment ......................................................................................88

SETTING THE STAGE ...............................................................................................................................................89 Setting up audience seating appropriate to the venue, room size, and presentation style...................89 Designing a presentation for the environment in which it will be delivered .............................................91

WORKING WITH THE EQUIPMENT............................................................................................................................92 BEING PREPARED ...................................................................................................................................................94 REVIEW QUESTIONS ...............................................................................................................................................96


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Course Basics

Toolbars

The Title Bar The title bar is displayed along the top of almost all program, folder and dialog

box windows. It is used to display information such as the name of the application (or folder) and the document you are working on. Information which is displayed here may vary. The example shown illustrates the title bar for a program called Microsoft Word, in which a document called Document1 has been opened or saved:

The Menu Bar The menu bar is located under the title bar, and contains a series of drop down

menus. The example shown illustrates the Microsoft Word Menu Bar:

To execute Menu commands In most cases, you are asked to use the mouse to execute a series of menu

commands (e.g., File > Save As). What this means is that you select File from the main menu, followed by Save As:


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The Tool Bar The tool bar contains a series of icons, which allow you to achieve a desired

effect as quickly as possible. In the example shown, taken from the Microsoft Word Formatting toolbar, to make the selected text bold, you would click on the Bold icon:

The Status Bar Most application windows have a status bar displayed along the bottom of the

window. In the example illustrated, taken from Microsoft Word, the status bar conveys information about the page within the document which you are working on, along with other relevant information:

Installing the Sample Files

Use Windows Explorer to create a folder called PowerPoint 2003 Advanced Samples, in the My Documents folder.

If you are installing the sample files from the CD-ROM, place the CD-ROM in the CD drive and copy the files from the powerpoint_2003_advanced_usa\exercise_files to the My Documents\PowerPoint 2003 Advanced Samples folder. If these files have been copied to your network server, then ask your trainer/supervisor for more information about how to copy these files to your PC’s hard disk.

Notes for tutors: The above instructions are for Windows that has not been set-up for a multi-user environment (with individual profiles). The instructions above may require modification within a Windows mutliuser environment. Where possible pre-install the relevant work files prior to use by students/delegates. The following system requirements for the exercises are: For Speech Recognition: Headset or microphone, speakers, Internet Explorer 5.0 or later. For Shared Workspace: All collaborators must be connected to a MS Windows


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SharePoint server. For Handwriting Recognition: Where possible pre-install from the Microsoft Office Setup CD.


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Speech and Handwriting Recognition When you have completed this learning module you will have seen how to:

Understand Speech and Handwriting Recognition Install Speech Recognition Install Handwriting Recognition Use the Language toolbar Dictate text using Dictation mode Use Voice Commands Add unrecognized words to Speech recognition Add words to the dictionary Do additional voice recognition training Add an input language Add verbal punctuation Work with verbal Voice Commands Use Handwriting Recognition Use the Writing pad Use the Writing toolbar

What is Speech and Handwriting Recognition?

Understanding Speech Recognition Speech and Handwriting Recognition is included in all Office applications. Speech Recognition enables you to use voice commands to dictate content,

rather than using the keyboard or mouse. Note: Speech Recognition is designed to recognize the American English accent, and therefore English-speakers of other countries may experience some difficulty with this tool.

Understanding Handwriting Recognition Handwriting Recognition enables you to write, using a tablet and pen stylus,

into the computer where the text is converted into typed text. Note: Both these tools are used in conjunction with the regular methods of input.


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Setting up Speech Recognition

Installing Speech and Handwriting Recognition There are system requirements that are necessary in order to use the speech

and handwriting recognition tools, and for them to function successfully. These are listed below.

To use Speech Recognition You need a headset or microphone, speakers, and Internet Explorer 5.0 or later.

To use Handwriting Recognition You need a pen stylus and tablet, or mouse.

To install Speech Recognition From the main menu, choose Tools > Speech. The following dialog box will open and lead you through the set-up procedure. Click Next:


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Click Next:

When you have read aloud the following as instructed in the dialog box, click Next:

The following test depends on whether a headset or a microphone is installed. If you have a headset, read the text as instructed, and Finish. (If you have a

microphone and not a headset, click Finish):


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Follow the step-by-step instructions for Voice Training. Read the detailed text as directed so that the speech recognition engine can

record your speech patterns.

To install Handwriting Recognition Insert the Office Setup CD into the CD-ROM drive. In the Office Setup dialog box, select Add or Remove Features, and click

Next. Check the Choose advanced customization of applications checkbox. Click Next. Click Alternative User Input in the Office Shared Features folder, and select

the Handwriting option. Choose Run from My Computer and click Update. Office will be updated with the handwriting recognition tools.

Note: Once the Speech and Handwriting Recognition has been installed on the computer, both are accessible in all Office applications.

Using Speech Recognition


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Using the Language Toolbar The Language toolbar will display automatically on the screen as soon as the

installation has been completed. The toolbar is displayed when any Office application is open. The Language toolbar displays the following options:

Language - the default language. Microphone - switches the microphone on and off. Callout - displays the current status of recognition, for example, Microphone is On, Dictation, Voice, Command. Tools - Learn from document, Option, Training, Add/Delete Word(s), Current User. Toolbar Options - Speech Tools, Help, Settings, Restore Defaults.

To turn the microphone on Click Microphone on the Language toolbar:

To dictate text using Dictation mode Click Microphone on the Language toolbar. Click the Dictation button Dictate your text by speaking into the microphone:

To activate a toolbar or menu item using Voice Command Click Microphone on the Language toolbar. Click the Voice Command button. Issue the voice command:


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To add unrecognized words to Speech Recognition On the Language toolbar, click Tools > Learn from document… Speech Recognition will list any unrecognized words in the current document

which may be added to the standard dictionary:

To add words to the dictionary On the Language toolbar, choose Tools > Add/Delete Word(s). Record the pronunciation of the word and it will be added to the dictionary.

To do additional voice recognition training On the Language toolbar, select Tools > Training. Follow the instructions in the Voice Training Wizard.

To add an input language On the Language toolbar, click the Options down arrow and select Settings. Click Add, and select the new language from the drop down list:

Using Dictation and Voice Commands


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Working with verbal punctuation When writing or typing text, punctuation is often used without conscious

thought. However, with speech recognition dictation, you must vocalize the punctuation.

To add verbal punctuation Say the word for the particular punctuation or special character.

Examples of verbal punctuation are as follows:

Working with verbal Voice Commands Voice commands open menus, and control toolbars, fields in dialog boxes, and

task panes. Examples of voice commands are as follows:

New line moves to the next line New paragraph commences a new paragraph Enter presses the Enter key Tab tabs once Forcenum enters a numeral, not the spelled number (i.e. "2" rather than "two") Expand will expand the current menu for additional options

Using Handwriting Recognition

Using Handwriting Recognition By using Handwriting Recognition, you can enter text into your PowerPoint

slides without having to use the keyboard.


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Using a tablet and pen stylus is the most comfortable and successful way to enter text.

As you handwrite the words on your tablet with the pen stylus, the handwriting recognition engine will convert them to typed text on the screen.

On the Language toolbar, the Handwriting drop-down menu options are: Writing Pad - to write in a lined-pad environment. Write Anywhere - to write anywhere on the screen. (The Drawing Pad is only available in MS Word or Outlook, and the On-Screen Keyboards are used with touch screen computers.)

To use the Writing Pad Click the Handwriting button on the Language toolbar, and select Writing Pad

from the drop-down menu OR say "writing pad" into the microphone (make sure your microphone is "on").

Position the cursor in the required position on the slide. Using your pen stylus, write the text on the tablet. The Writing Pad is a "lined" note pad, and the text will be typed along the solid

line:

The Writing toolbar is illustrated below:


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Note: The Write Anywhere button is a toggle for switching to and from Writing Pad.

Review Questions How would you:

Understand Speech and Handwriting Recognition? Install Speech Recognition? Install Handwriting Recognition? Use the Language toolbar? Dictate text using Dictation mode? Use Voice Commands? Add unrecognized words to Speech recognition/ Add words to the dictionary? Do additional voice recognition training? Add an input language? Add verbal punctuation? Work with verbal Voice Commands? Use Handwriting Recognition? Use the Writing pad? Use the Writing toolbar?


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Collaborating and Consolidating When you have completed this learning module you will have seen how to:

Understand Shared Workspace How to create a document workspace How to manage workspace using the Shared Workspace task pane Send a Presentation for Review Send a Presentation for Comments Review a Presentation sent for Review Insert Comments Edit Comments Delete Comments Scroll through Comments Merge Presentations Display or Hide Reviewer Changes Use the Revisions Pane Display or Hide the Revisions Pane Select Reviewer Changes to Display Apply and Unapply Changes End a Review Schedule an Online Meeting Start an Unscheduled Online Meeting Add or Delete Online Meeting Participants Allow Online Participants to Edit the Shared Document Use Chat Use the Whiteboard Send a File to Online Participants End an Online Meeting Participate in Web Discussions Use Web Discussion Add a comment to the presentation Subscribe to be notified of any change to the document Stop communicating with the discussion Server Show/hide the discussion pane Close the Web discussion

Sharing a Workspace


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Understanding Shared Workspace The Shared Workspace task pane is a new addition in PowerPoint 2003. This workspace enables co-workers to collaborate on a presentation, share

files, review and comment, and even hold discussions. The document workspace is a MS Windows SharePoint Web site. All collaborators working on the presentation(s) must be connected to a MS

Windows SharePoint server. The document workspace must be created to use the Shared Workspace task

pane.

To create a document workspace In the Document Workspace name field of the Shared Workspace task pane,

type a name for the presentation. In the Location for new workspace field, and using the drop down menu,

choose the MS Windows SharePoint server. Click Create.

To manage the workspace using the Shared Workspace task pane The Shared Workspace task pane tabs are:

Status - the status of the open presentation, and if it is synchronized with other copies. Members - list of users collaborating on the presentation. Tasks - lists and/or assigns the tasks to be shared by the other members. Documents - list of shared documents in the presentation. Links - link of references that could assist with the presentation Document Information - lists the document properties:


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Sharing a Presentation

Sending a Presentation for Review Sending a presentation for review is useful when you want other people to edit

and add comments to your presentation. If you send the presentation for review through Microsoft Outlook, Outlook will generate an e-mail including the presentation, a follow up flag, and a request to review the presentation.

Changes made by the reviewer in the actual presentation can be viewed by the author in the Revisions task pane. Note: If you don’t use Microsoft Outlook to send your presentation for review, you will have to manually track any changes made.

To send a presentation for review From the main menu, choose File > Send To > Mail Recipient (for Review).

This opens an e-mail window:


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Enter the e-mail addresses of the presentation recipients. Click Send.

Sending a Presentation for Comments Send a presentation for comments if you only want people to view or comment

on your presentation, but not make edits.

To send a presentation for comments From the main menu, choose File > Send To > Mail Recipient (as

Attachment). This opens an e-mail window. Enter the e-mail addresses of the presentation recipients. Click Send.

Reviewing a Presentation Reviewers can revise a presentation by making the actual changes in the

original presentation, or by using comments for revision by the author. Actual revisions can be viewed in the Slide Changes window of the Revisions

task pane. When a reviewer changes the presentation's content, PowerPoint will track the

following: Presentation-level changes - slide size, content and list of named shows, headers and footers. Slide-level changes - color schemes, animation settings, list of shapes, Slide


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master IDs, slide master list of color schemes, slide transition, slide layout, headers and footers. Shape-level changes - action settings, recolor information, external objects. Paragraph-level changes - bullets, paragraph formatting. Text-level changes - font, languages, hyperlinks.

Reviewing a Presentation

Reviewing a Presentation sent for Review Open the file sent to you for review. If the Reviewing toolbar is not displayed, from the main menu, choose View >

Toolbars > Reviewing:

When you have finished reviewing the presentation, from the main menu, choose File > Send To > Original Sender.

Click Send.

Inserting Comments

Click the Insert Comment button on the Reviewing toolbar: OR from the main menu, choose Insert > Comment.

A yellow note box will appear which displays the date, and your name as the reviewer.

Type your comments for the slide into the note box. Click outside the note box to insert your comment in the slide. A small numbered Comments tag will appear in the top left corner of the slide. If there are multiple comments, each one can be moved to a preferred position

on the slide, for example, next to the text or object relating to the comment.

Editing Comments Select the comment you want to edit.


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Click the Edit Comment button on the Reviewing toolbar: OR double-click the Comments icon on the slide.

Deleting Comments Select the comment you want to delete. Click the down arrow on the Delete Comment button on the Reviewing

toolbar. Delete the selected comment or all markers on the slide/presentation:

Scrolling through Comments Click the Previous Item or Next Item button on the Reviewing toolbar:

Managing a Reviewed Presentation

Merging Presentations When you open a reviewed presentation, PowerPoint gives you the option to

merge it with your existing presentation. Click the Yes button to merge the presentations and then review changes. Click the No button to see only the edited presentation.

Displaying or Hiding Reviewer Changes

Click the Markup button on the Reviewing toolbar: OR from the main menu, choose View > Markup.


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Using the Revisions Pane The Revisions Pane is an easy way to view and manage the changes or

comments made to your presentation. The Gallery tab displays a thumbnail of the current slide and allows you to

apply or unapply all changes by the selected reviewer/s. The List tab lists all comments and changes applied to the current slide by the

selected reviewer/s. Note: Click the Previous and Next buttons to navigate to the previous or next slide.

Displaying or Hiding the Revisions Pane

Click the Revisions Pane button on the Reviewing toolbar:

Selecting Reviewer Changes to Display

To display reviewer changes using the Revisions Pane Click the down arrow next to the Reviewers drop-down menu. Select the reviewer/s whose changes you want to display.

To display reviewer changes using the Reviewing toolbar Click the Reviewers button on the Reviewing toolbar. Select the reviewer/s whose changes you want to display.

Applying and Unapplying Changes Click the List tab. Click the change you want to apply or unapply in the Slide Changes area. This

will highlight the change on the slide:

Check the box on the slide to apply the change. Uncheck the box on the slide to unapply the change.


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To apply changes using the Reviewing toolbar Select the change you want to apply on the slide. Click the down arrow next to the Apply button on the Reviewing toolbar:

Apply changes to the selected change, the current slide, or the entire presentation.

To unapply changes using the Reviewing toolbar Select the change you want to unapply on the slide. Click the down arrow next to the Unapply button on the Reviewing toolbar:

Unapply changes to the selected change, the current slide, or the entire presentation.

Ending a Review Click the End Review button on the Reviewing toolbar. This opens a dialog

box asking if you’re sure you want to end the review. Click Yes to end the review.

Collaborating Online


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Using Online Meetings Online meetings allow you to share and edit documents with people at

different locations in real time. You can also chat, transfer files, and work with a whiteboard:

Note: The host and all participants of an online meeting must have NetMeeting installed on their computer.

Scheduling an Online Meeting From the main menu, choose Tools > Online Collaboration > Schedule

Meeting. If this is the first time you have scheduled an online meeting, the Net Meeting

dialog box opens requesting information about you and the name of the directory server where you can be found:

Click OK. This opens an e-mail window requesting an online meeting. Select the online meeting participants and meeting options.


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Click Send.

Starting an Unscheduled Online Meeting From the main menu, choose Tools > Online Collaboration > Meet Now. If this is the first time you have requested an online meeting, the Net Meeting

dialog box opens requesting information about you and the name of the directory server where you can be found.

Click OK. This opens the Find Someone dialog box. Select an online meeting participant from the list. Click Call. Repeat this step for additional online meeting participants. Close the Find Someone dialog box. This opens the Online Meeting toolbar

that displays participants who have accepted your online meeting request:

Adding or Deleting Online Meeting Participants

To add a participant during an online meeting Click the Call Participant button on the Online Meeting toolbar:

This opens the Find Someone dialog box. Select the new online meeting participant from the list. Click Call. Repeat this step for additional online meeting participants.

To delete a participant during an online meeting Select the name of the online participant you want to remove from the

Participant List drop-down menu on the Online Meeting toolbar.


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Click the Remove Participants button on the Online Meeting toolbar:

Allowing Online Participants to Edit the Shared Document Click the Allow others to edit button on the Online Meeting toolbar:

This opens the NetMeeting dialog box. Click Accept.

Note: Online participants who want to edit the shared document must select Control > Request Control.

Using Chat Click the Display Chat Window button on the Online Meeting toolbar:

Using the Whiteboard Click the Display Whiteboard button on the Online Meeting toolbar:


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Sending a File to Online Participants From the main menu, choose File > Send To > Online Meeting Participant.

Ending an Online Meeting Click the End Meeting button on the Online Meeting toolbar:

Participating in Web Discussions Web Discussions allow participants to attach comments to your PowerPoint

presentation that are stored on a discussion server. A discussion server is a Web server installed with Office Server Extensions

software.

To use Web Discussions From the main menu, choose Tools > Online Collaboration > Web

Discussions. This opens the Web Discussions toolbar. Click the Discussions button on the Web Discussions toolbar and select Insert

about the Presentation:

If a message dialog box is displayed, click Yes. If a discussion server has not been set, click Add. This will open the Add or Edit Discussion Servers dialog box.


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Enter the name of the discussion server into the text box:

Click OK. On the Web Discussions toolbar, click the Discussions button and choose

Discussion Options. In the Discussion Options dialog box, select a discussion server. Check the required Discussion fields to display options:

Click OK.

To enter a comment about the presentation Click the Insert Discussion About the Presentation button on the Web

Discussion toolbar:


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To subscribe to be notified of any changes to the document Click the Subscribe button on the Web Discussions toolbar:

To stop communicating with the discussion server Click the Stop Communication with the Discussion Server button on the

Web Discussions toolbar:

To show or hide the discussion pane Click the Show/Hide Discussion Pane button on the Web Discussions toolbar:


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To close the Web discussion Click the Close button on the Web Discussions toolbar:


Create a document workspace? Manage workspace using the Shared Workspace task pane? Send a Presentation for Review and/or Comments? Review a Presentation sent for Review? Insert, Edit and Delete Comments? Scroll through Comments? Merge Presentations? Display or Hide Reviewer Changes? Use the Revisions Pane? Display or Hide the Revisions Pane? Select Reviewer Changes to Display? Apply and Unapply Changes? End a Review? Schedule an Online Meeting? Start an Unscheduled Online Meeting? Add or Delete Online Meeting Participants? Allow Online Participants to Edit the Shared Document? Use Chat and the Whiteboard? Send a File to Online Participants? End an Online Meeting? Participate in Web Discussions? Add a comment to the presentation? Subscribe to be notified of any change to the document? Stop communicating with the discussion Server? Show/hide the discussion pane?


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Customizing PowerPoint 2003 When you have completed this learning module you will have seen how to:

Customize View Options Customize General Options Customize Edit Options Customize Print Options Customize Save Options Customize Security Options Customize Spelling and Style Options Open the AutoCorrect Options Dialog Box Customize AutoCorrect Options Customize AutoFormat Options Create a Custom Toolbar Add or Remove Commands from a Toolbar Reset a Toolbar Rename a Toolbar Delete a Toolbar Customize a Toolbar icon Set Up Smart Tag Options Activate the Smart Tags menu Use Smart Tags Use the Research pane

Configuring PowerPoint 2003 Options

Opening the Options Dialog Box The PowerPoint Options dialog box allows you to modify settings such as

screen appearance, spelling, editing, printing, and other settings.

The Options dialog box displays the following tabs: View - to show or hide task panes, status bar, vertical ruler, slide show features. General - user information, sound for screen elements. Edit - for editing text and charts. Print - for setting printing options. Save - file saving, default file location, fonts. Security - file encryption settings, password, file sharing, macro security. Spelling and Style - spelling, punctuation.


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To open the PowerPoint options dialog box From the main menu, choose Tools > Options:

Customizing View Options Click the View tab in the Options dialog box:

To show or hide the task pane at start up Check or uncheck the Startup Task Pane box.

To display the slide layout pane when you insert a new slide Check the Slide Layout task pane when inserting new slides box.


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To show or hide the status bar Check or uncheck the Status bar box.

To show or hide the vertical ruler Check or uncheck the Vertical ruler box.

To show or hide separate buttons on the Windows taskbar for each open file in the application Check or uncheck the Windows in Taskbar box.

To display the popup menu when you right-click in a slide show Check the Show menu on right mouse click box.

To show or hide the popup toolbar in the lower-left screen in a slide show Check or uncheck the Show popup toolbar box.

To end the slide show with a black screen Check the End with black slide box.

To change the default view Select a default view from the Open all documents using this view drop-

down menu.


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Customizing General Options Click the General tab in the Options dialog box:

To add sounds to PowerPoint actions or events Check the Provide feedback with sound to screen elements box.

To change the number of recently used files displayed in the File menu Check the Recently used file list box. Enter the number of recently used files you want displayed.

To change user information Enter new user information in the User Information area.

To customize Web options Click the Web Options button. Make the Web changes you want. Click OK.


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Customizing Edit Options Click the Edit tab in the Options dialog box:

To show or hide the Paste Options button (Smart Tag) when you paste content Check or uncheck the Show Paste Options button box.

To use smart cut and paste Check the Use smart cut and paste box.

To automatically select an entire word Check the When selecting, automatically select entire word box.

To move text when you drag it with your mouse Check the Drag-and-drop text editing box.

To use PowerPoint fonts for inserted charts Check the New Charts take on PowerPoint font box.


SAMPLE


To change the maximum number of Undos Adjust the number of Undos you want using the spinner box arrows.

To disable PowerPoint 2003 animation features Check the New animation effects box.

To disable PowerPoint 2003 multiple masters Check the Multiple masters box.

To disable PowerPoint 2003 password protection Check the Password protection box.

Customizing Print Options Click the Print tab in the Options dialog box:

To print in the background while working on the presentation Check the Background printing box.


SAMPLE


To print True Type fonts as graphics Check the Print TrueType fonts as graphics box.

To print inserted objects at printer resolution Check the Print inserted objects at printer resolution box.

To use the printer settings that you have used previously Check the Use the most recently used print settings box.

To modify the print settings for printing slides, handouts, or notes Select the Use the following print settings option button. Select the item to be printed from the Print what drop down menu. Choose color or grayscale for printing from the Color/Grayscale drop down

menu. For the elements to fit on the paper as sized, check the Scale to fit paper box. Check the Frame slides box to place a border around the slides. Check Print hidden slides box if there are "hidden" slides in the presentation

that you want to include in the printing process.


SAMPLE


Customizing Save Options Click the Save tab in the Options dialog box:

To speed up saves by saving only the changes to the presentation Check the Allow fast saves box.

To open the File Properties box when you save a file for the first time Check the Prompt for file properties box.

To convert charts into a usable format when using an earlier version of PowerPoint Check the Convert charts when saving as previous version box.

To change the default save file format Select a default format from the Save PowerPoint files as drop-down menu.


SAMPLE


To change the default file location Enter the file path you want.

To embed TrueType fonts Check the Embed TrueType fonts box. Select the option you want.

Customizing Security Options Click the Security tab in the Options dialog box:

To set a password to open the presentation Enter a password in the Password to open box.

To set a password to modify the presentation Enter a password in the Password to modify box.

To view or add a digital signature Click the Digital Signature button. View or add digital signatures. Click OK.


SAMPLE


To remove personal hidden information Click the Remove personal information from file properties on save

button.

To set a Macro security level Click the Macro Security button. Set the security level you want. Click OK.

Customizing Spelling and Style Options Click the Spelling and Style tab in the Options dialog box:

To check spelling automatically Check the Check spelling as you type box.

To hide the red wavy line under spelling errors Check the Hide all spelling errors box.

To display suggested spellings when running a spelling check Check the Always suggest corrections box.


SAMPLE


To ignore words in uppercase during a spelling check Check the Ignore words in UPPERCASE box.

To ignore words containing numbers during a spelling check Check the Ignore words with numbers box.

To automatically check style against the style options you set Check the Check style box.

To set style options Click the Style Options button. Make the style changes you want. Click OK.

Configuring AutoCorrect Options

Opening the AutoCorrect Options Dialog Box The PowerPoint AutoCorrect Options dialog box allows you to modify settings

for correcting text automatically.


SAMPLE


To open the AutoCorrect Options dialog box From the main menu, choose Tools > AutoCorrect Options:

Customizing AutoCorrect Options Click the AutoCorrect tab in the AutoCorrect Options dialog box.

To show or hide the AutoCorrect button (Smart Tag) when an automatic correction is made for you Check or uncheck the Show AutoCorrect Options buttons box.

To automatically correct two consecutive uppercase letters Check the Correct TWo INitial CApitals box.

To automatically capitalize the first letter of a sentence Check the Capitalize first letter of sentences box.

To automatically capitalize the word in a table cell Check the Capitalize first letter of table cells box.


SAMPLE


To automatically capitalize days of the week names Check the Capitalize names of days box.

To automatically correct accidental capitalization Check the Correct accidental use of cAPS LOCK key box.

To stop automatically correcting words as you type Uncheck the Replace text as you type box.

To add custom words to replace and correct as you type Type the word you want to replace in the Replace box. Type the replacement word in the With box.

Customizing AutoFormat Options Click the AutoFormat As You Type tab in the AutoCorrect Options dialog

box.

To replace text as you type Check the AutoFormat option you want to use in the Replace as you type

area.

To turn off automatic bullets and numbered lists Uncheck the Automatic bulleted and numbered lists box.

To turn off the AutoFit button (Smart Tag) when an automatic text resize is made for you Uncheck the AutoFit title text to placeholder box. Uncheck the AutoFit body text to placeholder box.


SAMPLE


To turn off the Automatic Layout button (Smart Tag) when an automatic layout resize is made for you Uncheck the Automatic layout for inserted objects box.

Customizing Toolbars

Using Toolbars Toolbars contain buttons, drop-down menus, or a combination of both. You can

add or delete toolbar buttons to customize a toolbar to your preferences and most commonly used tasks.

Creating a Custom Toolbar From the main menu, choose Tools > Customize

OR select View > Toolbars > Customize.

This opens the Customize dialog box, displaying the following tabs: Toolbars - to show or hide the toolbars available in PowerPoint. Commands - to customize menus. Options - to personalize menus and toolbars:

Click the Toolbars tab. Click New. This opens the New Toolbar dialog box. Enter in a toolbar name. Click OK.


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This inserts a "Custom" toolbar item in the Toolbar window, and displays a new "floating" toolbar.

Click the Commands tab. Select a category in the Category window.. Select a toolbar button from the Commands box. Drag a toolbar button out of the Commands box, into your new toolbar. Click Close.

Adding or Removing Commands from a Toolbar Display the toolbar you want to customize. Click the Toolbar Options button at the right-end of the toolbar:

Select Add or Remove Buttons >(toolbar name). Check or uncheck the commands you want to add or remove:

To add a command to a toolbar Drag a toolbar button out of the Commands box, into the toolbar.

To remove a command from a toolbar Drag a toolbar button out of the toolbar, into the Commands box.


SAMPLE


Customizing Toolbar Options From the main menu, choose Tools > Customize. This opens the Customize

dialog box. Click the Options tab. Make the changes you want. Click Close.

Resetting a Toolbar From the main menu, choose Tools > Customize. This opens the Customize

dialog box. Click the Toolbars tab. Select the toolbar you want to reset. Click Reset.

Renaming a Toolbar From the main menu, choose Tools > Customize. This opens the Customize

dialog box. Click the Toolbars tab. Select the toolbar you want to rename. Click Rename.

Note: You can only rename a custom toolbar.

Deleting a Toolbar From the main menu, choose Tools > Customize. This opens the Customize

dialog box. Click the Toolbars tab. Select the toolbar you want to delete. Click Delete.

Note: You can only delete a custom toolbar.


SAMPLE


Modifying a Toolbar Button In PowerPoint, it is possible to change the look of a toolbar button, or even

design your own. When creating a new toolbar, you may want to add a command that does not

have an icon, and therefore you would need to create one. The Modify Selection menu displays the following options:

Reset - to reset the PowerPoint default Delete - to remove the toolbar button Name - the name for the button Copy Button Image - copies the selected button on the Clipboard Paste Button Image - pastes the copied button image to the toolbar Reset Button Image - resets the button to the original Edit Button Image - opens the Button Editor for changing the color and shape of the button Change Button Image - displays a selection of button images Default Style - displays the button as an image Text Only (Always) - displays text only, not an image Text Only (in Menus) - displays only text when the command is in a menu Image and Text - displays both image and text Begin a Group - adds a vertical line to the left of the button, indicating the start of a button group Assign a Hyperlink - to add a link to a button:


SAMPLE


To customize a toolbar icon From the main menu, choose Tools > Customize. Click the Toolbars tab. Select the button on the toolbar that you wish to change, and a black border

will appear around it. Right-click on the selected icon to display the Modify Selection menu. Select Change Button Image, and choose an icon from the list displayed:


SAMPLE


OR select Edit Button Image to open the Button Editor:

In the Picture window, you can change the shape and color of the icon, pixel by pixel OR click the Clear button and design a new icon completely.

Click OK.

Working with Smart Tags

Using Smart Tags Smart tags enable you to perform tasks in PowerPoint which would normally be

done using other applications.

To set up Smart tag options From the main menu, choose Tools > AutoCorrect Options. Select the Smart Tags tab. Select or deselect the following options:

Label text with smart tags - select the checkbox to enable smart tags. Date (Smart tag lists) - creates smart tags out of dates.


SAMPLE


Financial Symbol (Smart tag lists) - creates smart tags out of stock symbols. Person Name (Outlook mail recipients) - creates smart tags from names in your Outlook address book. Properties - opens the Microsoft Web site to a page with information regarding recognizers. Check Presentation - checks the presentation for text that matches the selected recognizers and creates smart tags. More Smart Tags… - opens a Microsoft Web site page for downloading more smart tags. Embed smart tags in this presentation - when checked, this saves the smart tags with the presentation:

In the presentation, when you type one of the smart tag recognizers, for example, a date, a smart tag symbol will appear:

To activate the Smart Tag menu Click on the Smart tag icon and a drop down menu will appear with options

relating to the tag recognizer:


SAMPLE


For example, if the smart tag is a date, and you select Show my Calendar, your Microsoft Outlook Calendar will open for the appropriate date:

Set the time in the calendar and the smart tag will retain a link to Outlook. Close Outlook. Choose Schedule a Meeting from the Smart Tag drop down menu, and

Outlook will open:

In the Scheduling tab, the time and duration of the meeting and the list of attendees can be recorded.

The Appointment tab enables you to send an email to all meeting attendees specifying the meeting time and related information.

The smart tag will link to Outlook.


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Working with the Research pane

Using the Research Task Pane The Research task pane is new to PowerPoint 2003. Built into Office are several reference books, dictionaries, and thesauruses. The Research pane also enables you to search for information on the Web,

retrieving information from news sites, as well as financial and business sites.

The Research Task pane drop-down reference menu lists to following research options: All Reference Books Encarta Dictionary: English (US) Thesaurus: English (US) Translation All Research Sites eLibrary Encarta Encyclopedia: English (North America) Factiva Search MSN Search All Business and Financial Sites Gale Company Profiles MSN Money Stock Quotes.

To access the Research task pane reference options From the main menu, choose View > Task Pane, and select Research from

the task pane drop-down menu. Enter the word or phrase you are researching into the Search for text box, and

choose the reference book(s) or site(s) that you wish to search from the reference drop-down menu:


SAMPLE


Click the Start searching arrow to begin the search. The response information will be displayed in the task pane window. Additional information on the subject may be available by clicking a hyperlink, or

expanding a plus-sign beside the response:

If the word or phrase cannot be found, the task pane will offer alternate research options. Note: Some research services may require registration plus a nominal fee.

Review Questions


SAMPLE


How would you:

Customize View Options? Customize General Options? Customize Edit / Print / Save / Security / Spelling and Style Options? Open the AutoCorrect Options Dialog Box? Customize AutoCorrect Options? Customize AutoFormat Options? Create a Custom Toolbar? Add or Remove Commands from a Toolbar? Customize Toolbar Options? Reset a Toolbar? Rename a Toolbar? Delete a Toolbar? Customize a Toolbar icon? Set Up Smart Tag Options? Activate the Smart Tags menu? Use Smart Tags Use the Research Task Pane?


SAMPLE


More on Presenting Presentations When you have completed this learning module you will have seen how to:

Create a Custom Show Edit a Custom Show Copy a Custom Show Delete a Custom Show Present a Custom Show Link to a Custom Show Set the Show Type Set Show Options Use a Custom Show Advance Slides Options Use Multiple Monitors Use Package for CD Include files on the CD Package the Presentation to a CD Run a Presentation in PowerPoint Viewer Record and Save a Broadcast Schedule a Live Broadcast Start a Live Broadcast Apply Broadcast Settings

Creating Custom Shows

Using Custom Shows A basic Custom Show takes slides from within a presentation and groups them

as an independent slide show. Basic custom shows are useful when you only want to display a subset of slides in your presentation to a particular audience.

A hyperlinked Custom Show uses hyperlinks to link to a custom show. Hyperlinked custom shows are useful when you to present the whole show, but only want to discuss the custom slides if time permits.

Creating a Custom Show From the main menu, choose Slide Show > Custom Shows. This opens the

Custom Shows dialog box. Click New. This opens the Define Custom Show dialog box.


SAMPLE


Enter a name for your custom show. Select the slides you want to add to your custom show. Click Add. Click OK:

Click Close.

Editing a Custom Show From the main menu, choose Slide Show > Custom Shows. This opens the

Custom Shows dialog box. Select the custom show you want to edit. Click Edit:

To remove slides from your custom show Select the slides you want to remove in the Slides in custom show list. Click Remove.

To reorder slides in your custom show Select the slides you want to reorder in the Slides in custom show list.


SAMPLE


Click the up and down arrows to reorder the slides.

Copying a Custom Show From the main menu, choose Slide Show > Custom Shows. This opens the

Custom Shows dialog box. Select the custom show you want to copy. Click Copy.

Deleting a Custom Show From the main menu, choose Slide Show > Custom Shows. This opens the

Custom Shows dialog box. Select the custom show you want to delete. Click Remove.

Presenting a Custom Show From the main menu, choose Slide Show > Custom Shows. This opens the

Custom Shows dialog box. Select the custom show you want to present. Click Show.

Note: You can also use the Set Up Show dialog box to present your custom show. Go to Customizing the Show Set Up section for more information.

Linking to a Custom Show Highlight the text or object you want to link to your custom show. Click the Insert Hyperlink button on the Standard toolbar. This opens the

Insert Hyperlink dialog box. Select Place in This Document in the Link to area. Select the custom show you want to link to, from the Select a place in this

document list. Check the Show and return box. Click OK.

Customizing the Show Set Up


SAMPLE


Using Set Up Show Options The Set Up Show dialog box gives you the opportunity to set your presentation

type, alter animation and slide advancement options, and run a custom show.

Setting the Show Type From the main menu, choose Slide Show > Set Up Show. This opens the Set Up Show dialog box displaying the following options:

Show type - check how the presentation will be viewed, with a speaker, by an individual, or at a kiosk. Show options - check for looping the presentation, showing with or without a narration, and pen color. Show slides - to show all slides, selected slides, or a custom show. Advance slides - to advance the slides manually or by using timings. Multiple monitors - to select the primary monitor for viewing if more than one monitor is used. Performance - check to use hardware graphics acceleration. Tips - button to access Help, in order to improve slide show performance. Slide show resolution - to select the monitor resolution for the show.

The Set Up Show dialog box:


SAMPLE


Setting Show Options From the main menu, choose Slide Show > Set Up Show. In the Show options area on the Set Up Show dialog box, check the

presentation options you want:

Using a Custom Show From the main menu, choose Slide Show > Set Up Show. This opens the Set

Up Show dialog box. In the Show slides area on the Set Up Show dialog box, check the Custom

show option button. Select the custom show you want to present from the drop-down menu:

Note: When you use the Set Up Show dialog box to present your custom show, it becomes the default slide show until you change your show preferences.

Advancing Slides Options From the main menu, choose Slide Show > Set Up Show. This opens the Set

Up Show dialog box. In the Advance slides area on the Set Up Show dialog box, check how you

want to advance slides:


SAMPLE


Using Multiple Monitors From the main menu, choose Slide Show > Set Up Show. This opens the Set

Up Show dialog box. In the Multiple Monitors area on the Set Up Show dialog box, select the

secondary monitor that you want to show your slide show on. Check the Show Presenter View box to view the presentation in Normal view

on your primary monitor.

Packaging Presentations on to a CD

Using Package for CD Package for CD ensures any linked files, fonts, or other required files are

available when you run your presentation. It is useful when running your presentation on another computer.

Starting Package for CD From the main menu, choose File > Package for CD:

This opens the Package for CD dialog box displaying the following options: Name the CD - the name for the Presentation CD. Add Files - to add additional presentations to the CD. Options - select files to include on the CD, e.g. the PowerPoint Viewer. Copy to Folder - copy the presentation and all the accompanying files to a folder on your hard drive. Copy to CD - copies all the files to a blank CD:


SAMPLE


To include files on the CD Click the Options button in the Package for CD dialog box. Check the following:

PowerPoint Viewer - to play the presentation without using PowerPoint. Select how presentations will play in the viewer - choose the method for playing the presentation(s). Linked files - to package linked files. Embedded TrueType fonts - to package the fonts used in the presentation(s). Password to open each file - to set a password required to access each file. Password to modify each file - to set a password required to modify each file:

Click OK.

To copy all files being packaged to a CD onto your hard drive Click the Copy to Folder button in the Options dialog box.


SAMPLE


In the opened Copy to Folder dialog box, enter a name for the folder. Browse for a location for the new folder, and click OK:

To package the presentation to CD Insert a blank CD into the CD-R or CD-RW drive. In the Options dialog box, check all the options as required. Click Copy to CD. When PowerPoint has completed creating the CD, it will give you the option of

copying the files to another CD. To do so, insert another blank CD and click Yes.

Running a presentation in PowerPoint Viewer A PowerPoint Viewer is necessary if the computer you will be running your slide

show on does not have PowerPoint. The Office PowerPoint Viewer is installed by default when using Package to CD.

Broadcasting a Presentation

Using Presentation Broadcasts Broadcasting a presentation is useful when your audience is too large for one

room or audience members are located in different geographical areas. Broadcasting a presentation to 10 people or less, you will need Microsoft

Internet Explorer 5.1 or later, a video camera and/or a microphone to offer video and/or audio narration.

Broadcasting to 11 people or more, you will need to have access to Microsoft Windows Media Server.

For the menu option to be available, Online Broadcast Add-in software must be installed on your computer, and can be downloaded from the Microsoft Web site.


SAMPLE


(To download the add-in from the Microsoft website: http://office.microsoft.com/OfficeUpdate/ - Click Downloads for Office 2003 - Click PowerPoint 2003 Add-ins - Click PowerPoint 2003 Add-in: Presentation Broadcast):

To record a broadcast From the main menu, choose Slide Show > Online Broadcast. The sub-menu displays the following options:

Record and Save a Broadcast. Schedule a Live Broadcast. Start Live Broadcast Now. Settings.

The following information will be seen by the audience in the presentation "lobby" page: Title - title of the broadcast presentation. Description - a description of the broadcast. Speaker - the name of the speaker or narrator. Copyright - copyright information. Keywords - keyword information. Email - the email address of the broadcast organizer:


SAMPLE

http://office.microsoft.com/officeupdate/downloads.aspx?CategoryID=CD010224941033&CTT=4&Origin=ES790020041033


Click the Settings button to display the Presenter and Advanced tabs. The Presenter tab gives you the option to check and test the audio and video,

screen, presentation options, and the location of the broadcast files:

The Advanced tab enables you to set up a remote Windows Media Encoder and a Windows media Server:

When you are satisfied with the settings, click Record.


SAMPLE


The Broadcast Presentation dialog box will open, and will automatically run the camera and microphone checks.

When the checks are complete, click Start:

Record your broadcast. When you are finished, a dialog box will open congratulating you on completing

your broadcast. Click Replay Broadcast to view your broadcast, or click Continue.

To Schedule a Live Broadcast From the main menu, choose Slide Show > Online Broadcast > Schedule a

Live Broadcast. This opens the Schedule Presentation Broadcast dialog box.

Enter the presentation information. Click the Settings button to select advanced presentation options. You must specify a shared file location before proceeding with your broadcast. Click Schedule. Schedule the broadcast in your e-mail program. Click Send.

Starting a Live Broadcast From the main menu, choose Slide Show > Online Broadcast > Start Live

Broadcast Now. This opens the Live Presentation Broadcast dialog box:


SAMPLE


Select the presentation that you wish to broadcast. Click Broadcast. Select the Record the live presentation checkbox if you want to record and

save your live broadcast for later viewing. Click Broadcast to open the Broadcast Presentation dialog box. Click Settings to open the Broadcast Settings dialog box, and specify exact

settings for this broadcast. Click Invite Audience to send an email to your audience. Click Start to open the Broadcast Presentation dialog box. Camera and microphone checks are performed automatically. Click Start again.


Create a Custom Show? Edit a Custom Show? Copy a Custom Show? Delete a Custom Show? Present a Custom Show? Link to a Custom Show? Set the Show Type? Set Show Options? Use a Custom Show? Advance Slides Options? Use Multiple Monitors? Use Package for CD? Include files on the CD? Package the Presentation to a CD? Run a Presentation in PowerPoint Viewer? Record and Save a Broadcast? Schedule a Live Broadcast?


SAMPLE


Start a Live Broadcast? Apply Broadcast Settings?


SAMPLE


Web Scripts When you have completed this learning module you will have seen how to:

Open Microsoft Script Editor Use the Document Outline pane Use the HTML pane Use the Project Explorer pane Use the Properties pane Modify Document Property Pages Use Event Handlers Create Web Script Commands Insert a Web Script Command into the Tools Menu Remove a Web Script Command from the tools menu

Working with Web Scripts

Understanding Web Scripts A Web Script is HTML code that is read by the browser and converted into the

images and text you see on a Web page. PowerPoint can save presentations as HTML documents. The Microsoft Script Editor provides a powerful tool for editing HTML

documents and Web scripts. Event handlers are scripts that run in response to an action taken by the user,

for example, a mouse click. As the Web page viewed in the Script Editor is a copy of the presentation, when

editing the script, the changes will not automatically be reflected in the PowerPoint copy, and vice versa.

When a change is made in one of the applications, a Refresh button will be available in the other.

By clicking Refresh, the applicable file will be updated with the changes.

To open Microsoft Script Editor From the main menu, choose Tools > Macro > Microsoft Script Editor:


SAMPLE


Note: If this tool was not installed, the Office Assistant will ask if you want to install it.

The Microsoft Script Editor will open.

Using the Microsoft Script Editor

Working with the Microsoft Script Editor The Microsoft Script Editor features four main panes:

Document Outline - displays the elements in each slide of the presentation. HTML - displays the HTML code for each slide in the presentation. Project Explorer - displays the file in the folder created when the presentation was saved. Properties - displays the HTML and scripting properties in the Web page:


SAMPLE


To use the Document Outline pane Click the Documents Outline tab to the left of the Script Editor screen. The Document Outline pane displays the elements that are already set in the

slide. Double-click the element in the Document Outline pane, and navigate to

specific the code in the HTML code pane.

The Document Outline pane features are: Client Objects and Events - the elements that support client scripts. Client Scripts - a node for each client script on the slide or page. Server Objects and Events - a node for each element supporting a server script on the slide or page. Server Scripts - a set of nodes for each server script on the slide or page.


SAMPLE


The Document Outline pane:

Using the HTML pane The HTML pane allows you to edit the raw code in a Web document. Modifying raw code requires knowledge of HTML:

Working with the Project Explorer The Project Explorer pane displays the individual pages (or slides) in the

presentation that have been saved as a Web page.


SAMPLE


Select a file in the Project Explorer pane and the raw code for the page will be displayed in the HTML window:

Working with the Properties pane The Properties pane displays the various element properties on the Web page. For example, these elements could be background color, links, page layout,

text, margins, etc. Double-click Custom in the Properties pane to open the Document Property

Pages dialog box:

In this dialog box, you can modify page titles, background images, page layout, colors, page margins, and keywords:


SAMPLE


Using Event Handlers

Using Event Handlers Event handlers are scripts that respond to user actions, for example a mouse

click.

To add an event handler to the HTML code Open the Document Outline pane, expanding the node until the event names

are displayed. Place the cursor in the code in the HTML pane where you want to insert the

event handler. Double -click the event name in the Document Outline pane and the event

script will appear in the code:


SAMPLE


You can now add your required script to the basic event handler function.

Creating Web Script Commands

Inserting Web Script Commands into the Tools Menu There are three Web Script Commands that can be inserted into the Tools

menu: Insert Script Remove All Scripts Show All Scripts

To insert a Web Script Command in the Tools menu From the main menu, choose Tools > Customize. Select Tools in the Categories window in the opened Customize dialog box. In the Commands window, scroll down to the script commands and select

Insert Script:


SAMPLE


Drag it to Tools on the menu bar, then into the Macro sub-menu:

Add Remove All Scripts and Show All Scripts to the Macro submenu. Close the Customize dialog box. Now when you choose Insert Script from the Macro sub-menu, the Microsoft

Editor will open and display the page that is currently open in PowerPoint.

To remove the Web Script Command from the Tools menu From the main menu, choose Tools > Customize. Select Tools in the Categories window of the Customize dialog box. Select the command in the menu that you wish to remove, and drag it into the

Commands window.


SAMPLE



Open Microsoft Script Editor? Use the Document Outline pane? Use the HTML pane? Use the Project Explorer pane? Use the Properties pane? Modify Document Property Pages? Use Event Handlers? Create Web Script Commands? Insert a Web Script Command into the Tools Menu? Remove a Web Script Command from the tools menu?


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Concept and Design When you have completed this learning module you will have seen how to:

Determine Audience needs Plan and design a presentation Create a presentation storyboard Create a presentation timeline Use color to capture audience attention Recognize Red/Green deficiency problems Use font styles effectively Sequence slide information Use design consistency Design accompanying printed material Print Handout material

Understanding the Needs of the Audience

Determining Audience Needs It is important to determine the needs of your prospective audience when

designing a presentation. The demographics of your audience will impact the design of your presentation:

Determine the attendees’ level of knowledge of the subject, for example: Basic - keep the presentation simple and concise. Define any specifically related terms. Moderate – presentation can contain more detail, specific terms and


SAMPLE


abbreviations where applicable. Expert – can contain in-depth information, jargon, and specific terms.

What is the average age of the audience? The style of presentation, for example, color, style, images, and sound can be effective when people can relate positively to those that they were familiar with in their teens. Nostalgia!

The educational level of the audience will determine the simplicity or complexity of the presentation’s subject information: non-graduate, high school graduate, college graduate, university graduate, or experts in the subject.

What is the cultural demographic of the audience? When attendees are mainly those who speak English as a second language, the presentation may need to be more visual, i.e. images, with less text, to tell the “story”. When using text, keep the words simple.

If the attendees have a common occupation, the presentation can be a direct message to inform. This type of presentation usually contains new information about the company, marketing, sales analysis or projections, staff training, company successes, etc.

Avoid gender stereotypes. Maintain the corporate image.

Creating a Storyboard

Planning and designing the presentation using a storyboard and time-line It is important to plan and design the presentation to ensure the slides follow a

logical sequence, and to tailor content to the time available. It is also important to consider the likely attention span of audience, and to

consider an appropriate time interval for each slide in a presentation. Planning a presentation using a “storyboard” and a “time-line” provides the

opportunity to focus on the key points, with the use of images and text to “tell the story”.

Each slide in the presentation is similar to a chapter in a book - one piece of information leads to another in a logical sequence in the story.

To create a storyboard and timeline Determine the following:

Type of presentation, i.e. speaker, individual user, trade show. Time interval between each slide. Length of the presentation.


SAMPLE


Usually a presentation requires a "storyteller", i.e. a speaker on the podium, or a narration within the presentation.

Write the narration for the presentation. Include audience "attention grabbers" in the narration, for example:

Stories. Ones that illustrate the topic or key point. Humor. People remember things that make them smile, or even laugh! Examples. Use an example to illustrate a point. Statistics. Special effects. Don't overdo it. It could have the reverse effect! Interaction. Questions/Answers.

Select the key points in the narration that will be illustrated by a slide in the presentation.

Using the key points, create a series of storyboard "pictures". The "pictures" can be descriptive text or small sketches, and each "picture"

will become a slide in the presentation:

Note: Remember you can import a text document outline into PowerPoint and it will create a slide for each line of text.

Calculate the time interval between each slide that will be needed for the information it contains, and/or for the audience to absorb the slide's content:


SAMPLE


When calculating the time interval between slides, consider the attention span of the audience. For example, a younger audience may have a shorter than average attention span, or will it be presented at the end of a work day?

Calculate the total time of the presentation by adding the time intervals of all the slides. If this total exceeds the time available for the entire presentation, the number of slides will need to be reduced without compromising the key points in the “story”.

Capturing Audience Attention

Determining the most effective way the audience will learn by viewing the presentation The majority of people are visual, rather than auditory, that is, they retain

visual images in their memory often more easily than the spoken word. Pictures, charts, graphical images can all “tell the story” in a visual manner,

however, to retain the clarity keep the slide layout clean, simple, and uncluttered.

When text is used to clarify a point, or list information, ensure the image and the text support each other. In other words, do not use an image that bears no relationship to the text on the screen, or vice versa.

Using color to capture audience attention Certain colors, or a collection of colors, can elicit different emotional

responses in individuals, for example: BLUE – calm, security, sensitivity, tradition, loyalty, credibility. GREEN – precise, self-assured, control, resistance to change, stimulates interaction. RED – impulse, vitality, achievement, passion, success. PURPLE – fantasy, charming, unrealistic, mystical, magical, immature, unimportant. BROWN – passive, less credible, receptive, reduced vitality, unstable. GREY - lack of commitment, concealment, escape, neutrality, uninvolved. BLACK – powerful, strong, unemotional, stubborn, surrender, unchangeable.


SAMPLE


Color blindness or Red/Green deficiency occurs when the combination of the two colors cannot be perceived.

For example: Brown & green can be mixed up and not seen as separate colors, Tan, orange and beige will all look the same. Purple will be seen as blue:

This Red/Green deficiency is usually found in almost 15% of men. Although occurring rarely in women, it is important to be aware of this problem when designing the color schemes for a presentation.

Too many font colors will distract the viewer, rather than focusing the viewer on the message that the text represents.

Use contrasting colors between the background and the text. The text information should be prominent on the slide so that it does not

disappear into the background.

Using Font Style Typefaces can make a difference in how the audience sees and interprets the

text. Serif fonts have curls, or serifs, at the ends of the letters; san serif fonts are

plain.


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The more fancy the font, the more the eye slows down when reading it. With a plain font, the eye speeds up, and therefore the information is absorbed

more quickly. In print, a serif font, such as Times, is common and comfortable for reading. For screen viewing, a sans serif font, such as Arial, is easier to read:

Sequencing Slide Information Capturing the attention of the audience to specific information on the slide can

be done by "building" the sequence in which the data is displayed. For example, hide bulleted text as the slide appears on screen, then reveal

each element one at a time, allowing the audience to focus on the point being discussed.

When the next element is revealed, the previous text fades to a lighter color, and therefore, will not distract the audience:

Additionally, graphic images can also be developed in a similar manner. For example, the basic image is on the slide when it appears on screen.

Additional images are overlaid in sequence to emphasize various elements, i.e. on a map, on a chart, on a flowchart, and so on.

Using basic arrows can control the eye movement of the audience. These arrows can also be built in sequence.

Using Design Consistency

Designing the Presentation Design the presentation using a pre-determined scheme of colors and style.


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When the presentation is consistent, the audience will focus on the information rather than the “scheme”.

If slide elements change to different design schemes throughout the presentation, the audience could be distracted from the subject information.

PowerPoint offers a selection of design templates that are preformatted fonts, colors, styles.

Remember to take into consideration the demographics and type of the audience, for example: Age Groups, i.e. children, youth, adult, senior. Knowledge of the topic Language Corporate Sales Staff Community Training Note: Keep your slides as "clean" and as uncluttered as possible.

Designing the Accompanying Handouts Handout material is important for the audience to take with them after the

presentation is over. The handout should not just be a copy of the presentation, as slides generally

contain keywords and phrases. Printed support material in the form of a handout can include more detailed

information on the topics discussed that the audience can take with them for further review.

Note-taking handouts can be an alternative. Each page has a copy of the slide, with an area below for note-taking. Basic handouts can be created using PowerPoint, however, more detailed

handouts can be polished further using MSWord.

To send the PowerPoint handout to Word From the main menu, choose File > Send To > Microsoft Office Word. In the opened Send to Microsoft Office Word dialog box, select a layout for

the handout. Selecting Paste will embed the slides into the Word document. Selecting Paste link will link the document to the presentation, and any

changes made to the presentation in PowerPoint will be reflected in the Word document the next time it is opened. Click OK:


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Microsoft Office Word application will open to display the slides in the selected layout:

Text information can now be entered into the new document.


Determine Audience needs? Plan and design a presentation? Create a presentation storyboard? Create a presentation timeline?


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Use color to capture audience attention? Recognize Red/Green deficiency problems? Use font styles effectively? Sequence slide information? Use design consistency? Design accompanying printed material? Print Handout material?


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The Presentation Environment When you have completed this learning module you will have seen how to:

Plan a presentation for the physical environment Consider room size in relation to audience size Consider natural and artificial light sources Plan for the necessary hardware equipment Plan the style of audience seating Set up audience seating Set up the screen for distance and visibility Check audio requirements Plan the set up for kiosk presentations Work with the equipment Distribute printed material Prepare a checklist

Working with the Physical Location

Planning a presentation for physical environment Become familiar with the physical environment in which the presentation will

be delivered. This could be a classroom, company boardroom, meeting room, auditorium, or a

trade show booth. It could even be over a computer network or the Internet. Each venue will present unique opportunities to maximize your presentation’s

success.

Check the following: Room size - in relation to the anticipated number of attendees. Avoid over-crowding, or too large a room for a small audience. Light sources - both natural and artificial. Determine varying light distribution. Brightest light on the presenter where possible, medium light over the audience, and no light around the screen, or between the screen and the projector, if possible.. Electrical outlets – locations available for setting up equipment. Electrical extension cables – approximately 18 feet/6 meters long.


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Electrical power bar - with a minimum of 6 sockets and power-surge protection. Podium or raised dais - for the presenter’s maximum visibility in relation to the audience. Projector and screen - for the viewing by a larger audience. Microphone and amplifier - for the presenter in a large venue. Computer speakers – for the presentation’s audio. Cordless Presenter – enables the presenter to activate slides, indicate key points in the slide from a distance.

Setting the Stage

Setting up audience seating appropriate to the venue, room size, and presentation style

The seating can be set up as follows, always ensuring clear sight-lines for the audience Classroom – row(s) of tables, with chairs facing towards the presenter and

screen at the front of the room:

U-shaped – tables set up in a U-shape with chairs around the outer edge, with the presenter positioned at the open end of the ”U:


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Boardroom – one long table with chairs around three sides, and the presenter positioned at the head of the table:

Auditorium - chairs only, set up in rows, facing towards the presenter at the front of the room:


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Discussion Group – several round tables, with chairs, placed in a semi-circle facing towards the presenter. This style enables small groups to participate in discussion and interaction:

Screen placement – determine the best position to place the screen in relation to the audience seating.

Designing a presentation for the environment in which it will be delivered The environment in which the presentation will be delivered can impact design,

color, text, and sound. Consider the following:

Distance - What is the distance from the furthest audience member to the screen? For example, the distance ratio is 8 to 1 (eight times the height of the visual is the maximum distance for reading 24 point size text). For example, if the visual is 5 feet high, then people seated 40 feet away should be able to read the text comfortably. Style - Will there be tables and chairs, or only chairs? Will it be a boardroom, classroom, hotel banquet room? Visibility - Is the sight-line clear from the seats to the screen? Light Source - Is there a light source that would impact screen visibility? Can the presenter be seen? Audio - Is a microphone necessary for the presenter? Can the presenter be heard? Trade Show Kiosk - Is the screen angled to attract the main flow of traffic? Will the colors and images in the presentation "hook" the potential audience to stop and watch the presentation?

If the presentation you are designing is generic, and will be viewed in a variety of locations, than all of the above must be considered.


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Working with the Equipment

When working as a presenter, ensure you have the correct, and are familiar with, the equipment:

Electrical Outlets or Sockets: Check that there are sufficient outlets available for setting up equipment. If outlets are located in areas that could impact your set up, you may have to rearrange the audience seating. Electrical extension cables: Always have sufficient extension cables available. It is advisable to have cables that are approximately 18 feet long. Electrical power bar(s): A minimum of 6 sockets and power-surge protection. Video Coax SVGA Monitor Cable: For connecting the computer/laptop to the projector, as distance between the two items is often necessary. (15 feet/5 meters long is recommended) Podium or raised dais: A raised dais to ensure presenter’s maximum visibility in relation to the audience, and a podium for the presenter's notes, and a desk lamp. Projector and screen: For viewing by a larger audience. Projector and computer: Consider simultaneous display. For example, having a laptop computer at the podium so the presenter can see exactly what the audience is seeing on screen without having to turn his/her head, and at the same time, retain eye contact with the audience.


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Practice, practice, practice: It is very important to practice with the equipment before an actual presentation. Be familiar with every piece. Practice setting up the computer, screen, speakers, etc. Practice running the presentation; stop and start it again in the same place; check for possible problems.

Audio/Visual checks: Particularly when presenting in a new environment, it is important to do audio and visual checks. Is the audio at the correct level? Is there any static? Audio feedback? Can the visuals be seen clearly from all seating points?

Handouts and printed material: Ensure that you have a good supply of printed handouts. Distributing the handouts can depend on the presentation, audience style, etc. For example: Note-taking handouts - place on the tables at each seating position so the


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audience members can make notes during the presentation, e.g. a workshop. Informational handouts -can be distributed at the beginning or end of the presentation. If the handout could distract the audience during the presentation, then distribute the handouts at the end.

Know how to fix a "problem" quickly. Glitches tend to happen when you least expect them.

Always remember to check the "signal flow", i.e. make sure that all cables are firmly connected. If necessary, disconnect all cables, then reconnect them firmly.

Being Prepared

Being prepared will make your presentation experience a positive one. Use a checklist. Section the checklist as follows:

Presentation Schedule Venue Audience Equipment Associated material Special Requirements Notes

In the heading of the checklist, enter the name and/or topic of the presentation.

In the Presentation section, list the following: Name or topic of the presentation Length of the presentation, (time) Format (board meeting, lecture, panel) Outline of the presentation Narration notes

In the Schedule section: Date of meeting or presentation Time Object of the meeting or presentation

In the Venue section: Location of the meeting or presentation


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Address and directions Set up style (classroom, boardroom, auditorium, discussion group) Lectern or podium Stage or dais

Audience section: Who will be attending How many Men? Women? Mixed?

Equipment section: Computer Laptop computer Projector Screen Speakers Microphone Cordless presenter Power bar/Surge Suppressor Electrical extension cables(s) Computer cables Video Coax SVGA Monitor Cable

Associated material section: Promotional material - brochures Printed handouts - informational Printed handouts - note-taking

Special Requirements section: Several blank lines for adding information regarding special requirements.

Notes section: Several blank lines for any additional notes.


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An example of a checklist:

Be prepared!


Plan a presentation for the physical environment? Consider room size in relation to audience size? Consider natural and artificial light sources? Plan for the necessary hardware equipment? Plan the style of audience seating? Set up audience seating?


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Set up the screen for distance and visibility? Check audio requirements? Plan the set up for kiosk presentations? Work with the equipment? Distribute printed material? Prepare a checklist?

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