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Multimedia Communication

Introduction to PowerPoint & Effective Oral Communication

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Objective Presentation planning Presentation establishment Organization chart “Draw” toolbar and its commands Animation and sound effect

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Introduction to PowerPoint & Effective Oral Communication

Presentation planning

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Presentation planning Assume that you are going to make a

formal presentation to a group of audience. Normally, it takes several steps Step 1: Think about what are to be included

in the presentation Step 2: Collect all relevant information about

all included point Step 3: Organize ideas to be presented in a

proper manner

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Presentation planning Step 4: Prepare colorful and attractive slides Step 5: Write down notes containing all the

detail to be presented Step 6: Prepare audience handouts Step 7: Take rehearsal

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Before You Begin You should always rehearse your material. Be well prepared and know your topic. Know your target audience well. Target your presentation to the specific

needs of your audience. Select a subject that you are comfortable

with.

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General Principles Be responsible to the audience: try to be

interesting, challenging, articulate and entertaining.

Make conscious decisions: be mindful of every aspect of your talk. E.G. Clothes, number of slides and equipment.

Be aware of your strengths and weaknesses. Practice makes perfect: be prepared to practice the

material before your presentation.

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Nerves Preparation is the best cure for nerves. Take the focus off yourself. Do not draw attention to your hands. Have notes as a guide and reminder. Think happy thoughts. Be positive. Be conscious of a hostile audience.

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Nerves Breathe deeply. Take a walk. Analyze your fears. A presentation, even a bad one is not the

end of the world. Remember, you talk everyday. Talking in front of a large group of people

is really no different.

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Voice and Speech Patterns Pacing: Try not to rush your presentation. Pausing: Silence allows your audience to to

reflect and absorb on the material being presented.

Accents: Be aware of your accent. Pitch and Volume: Vary the pitch of your

voice and adjust the volume accordingly. Clarity, emphasis and word structure.

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Common Problems Poor preparation and/or lack of practice. Poor time management. Nervous utterances. People that read rather than present. Rushing through a presentation.

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Structure All presentations must have a beginning, middle

and end. The beginning should be motivational and force

the audience to focus on you rather than their preoccupations.

The middle should have a logical sequence Repeat key words, ideas or phrases to maintain the

attention of the audience. Restate your objective and sum up.

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Visual Aids Allow the audience time to read the visual aid. You must be able to read the aid from the back of

the lecture theatre. Try to maintain eye contact with the audience

rather than the aid itself. Know your equipment and anticipate problems. Use bold letters and numbers. Use sans serif fonts.

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Visual Aids Keep them simple. Use clear colors. Explain what the audience is looking at. Use color whenever possible. Font selection should promote easy

reading. Illustrate numerical information

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PowerPoint Slide Convey one major idea per slide. Only list your key points. You should then elaborate on each key point. You should have no more than seven points on an

individual slide. Use reveals to build up a story, caption by caption. Use white space and avoid overcrowding.

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Questions Questions can allow you to clarify

statements and respond to audience needs. Anticipate the questions and practice some

responses. Watch the amount of time that is devoted to

questions. Pause before taking questions. Do not look uncomfortable or defensive.

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Questions Listen carefully and respond to the entire

audience. Keep your answers brief. Maintain your dignity. Be honest. Use your teaching skills.

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Show Time Listen to other speakers. Incorporate current events. Be open about mistakes, you’re only human. Handle disruptions with charm. Gauge the audience reaction. Respond to your audience appropriately. Ask for feedback and learn from others.

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Show Time Listen to other speakers. Incorporate current events. Be open about mistakes, you’re only human. Handle disruptions with charm. Gauge the audience reaction. Respond to your audience appropriately. Ask for feedback and learn from others.

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Introduction to PowerPoint & Effective Oral Communication

Presentation establishment

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Microsoft PowerPoint Microsoft PowerPoint is a presentation

graphics program designed to prepare slide shows.

It is a tool you can use to communicate your ideas through visual aids that appear professionally designed yet are easy to produce.

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Interface and Demonstration

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Presentation establishment Creating a new file

Choose “New” Command from “File” menu Choose option from “New Presentation”

dialog box Choose an auto layout for a new slide from

“New Slide” dialog box

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Adding Text to Slide Placeholders

Select the placeholder. Type without selecting. Press [Ctrl] + [Enter] to access next

placeholder. Text can be added directly to several

different views.

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Adding Slides to Presentations

Click the New Slide button on the Standard toolbar.

Choose Insert, New Slide. Press [Ctrl] + [M]. Press [Ctrl] + [Enter] from last placeholder. When you add a new slide, PowerPoint

allows you to select from a list of templates.

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New Slide Dialog Box

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Navigating Presentations

Use the Slide Navigator

Scroll bar Next Slide, Previous Slide buttons

Keyboard [PgUp] or [PgDn]

Other basic navigation techniques work

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Applying Templates

Templates dress up your presentation quickly.

Templates are stored in the templates presentation designs folder.

Templates are created by professional designers.

Double-click default design on status bar.

Choose format, apply design template.

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Modifying Background Colour

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Adding Slide Objects Some placeholders are for specific objects

such as clip art, graphs, tables, organizational charts or media clips.

Use the insert menu to insert clip art, sound or an external image.

You can also use the insert dialog box to list all the objects that can be embedded into a PowerPoint slide.

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Insert Object Dialog Box

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WordArt Object You can add text with special effects in

your slides using Microsoft WordArt.  

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Different Views You can switch between five views of your

presentation, each view giving you a different way of looking at and working with your presentation.

See your lab sheet for details.

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Different Views Slide view. Outline view. Slide sorter view. Notes page view. Slide show view.

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Moving and Resizing To move or resize an object, first click on

the object to select it. Eight handles appear around the object.

Click and drag a handle to change the size and/or shape of the object.

Click and drag anywhere else on the object to move it.

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Deleting and Re-ordering Slides To delete a slide in slide view, select delete

slide from the edit menu. In slide sorter view, select a slide and hit the

delete key from your keyboard. You can also change the order of your

slides in slide sorter view by clicking on a slide and dragging it to the position where you want it to appear.

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Action Buttons Action Buttons are

objects you can add in your presentation to act as hyperlinks.  

Next, choose Action Buttons from the Slide Show menu.  

A list of pre-made buttons will appear.  

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Creating Summary Slides First, in Slide Sorter View select the slides

whose titles you want to use as bulleted points on your Summary Slide.  To select several slides that are not next to each other, hold down the Control Key as you make your selections.  Once you have selected all the slides you need, click on the Summary Slide button on the Slide Sorter Toolbar

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Introduction to PowerPoint & Effective Oral Communication

Organization chart

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Organization chart Adding organization chart using

“Microsoft Organization Chart” Choose “Organization chart” from “Insert-

Picture” A sample chart will be displayed Functions can be accessed by the options in

the menus and the tools on the toolbar

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Organization chart Operating organization chart

To add text into a box Click on the box Start typing

To add a box to the chart Select the box type (Subordinate, Co-worker, etc.) Click on the chart to place the new box

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Organization chart Operating organization chart

To delete a box Click on it to select Press the “Delete” key

To update the organization chart Choose “Update” from the “File” menu

To return to PowerPoint Choose “Exit and Return” from the “File” menu

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Introduction to PowerPoint & Effective Oral Communication

“Draw” toolbar and its commands

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Drawing object Everything drawn in PowerPoint is known

as “drawing object” Drawing object in PowerPoint is divided

into two categories Line objects

Line, arc, freeform

Shape object Rectangle, oval, other shapes drawn with shape

tools, text tool

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Line objects To draw a straight line with the “Line” tool

or drawing arc with the “Arc” tool Select the Line tool by clicking on it Note that the mouse cursor become a ‘cross’ Move the cursor to where one end of the line

is desired, hold the button and drag Drag mouse cursor to where the other end of

the line is desired, release the button

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Line objects With combination of <Shift> key

Line can be forced to be Horizontal Vertical Inclining at 450

The <Shift> will give no effect to “Freeform” tools

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Shape objects The process of drawing shape objects is

very similar to the drawing of line object Select the desired shape tool Position the mouse cursor (a ‘cross’) to where

the shape to begin Click and drag the mouse to draw the shape Release the mouse button when the shape is

about the right size

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Shape objects Moving drawing objects

The simplest way to move drawing objects is by drag-and-drop Select the shape object by clicking on it Drag the shape object to a new position Release the mouse button to place the shape object

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Shape objects Resizing drawing objects

Select a drawing object by clicking on it. Note that the square are known as resize handles

Dragging any one of the resize handle Release the mouse button when the object is

resized to a right size

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Adjusting objects Some drawing objects are adjustable

Parallelogram Rectangle Rounded rectangle ...

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Adjusting objects Adjusting the shape of an adjustable object

Select the object Drag the adjustment handle to change its

shape Release the mouse button

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Rotate and flip of drawing object

Flip vertical

Flip horizontal

Rotateright

Rotateleft

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Introduction to PowerPoint & Effective Oral Communication

Animation and sound effect

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Animation and sound effect Preset animation

Select a drawing object by clicking on it Choose “Preset Animation” from “Slide

Show” menu Select desired animation effect

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Animation and sound effect Custom animation

Select desired slide for animation Choose “Custom Animation” from “Slide

Show” menu Select desired animation effect