mos Powerpoint training

mos Powerpoint training

Dr. Nicole A. Buzzetto-More• Associate Professor and Program Coordinator University of Maryland Eastern

Shore• Director MSDE Program Affiliate for Business, Management, and Finance• Fellow, Informing Science Institute

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• This assignment will give you some useful information, help you develop your skills, as well as require you to complete a number of tasks that will appear on the MS PowerPoint Certification Exam.

• As such, this assignment is part of your test preparation process.

DR NICOLE BUZZETTO-MORE

Convert PowerPoint 2010 Presentation To Different File Types

This is different than just saving a PowerPoint as a different file type so you need to be clear what you are being asked to do in your question.

To begin, launch the PowerPoint 2010 presentation which you want to convert. Head over to File menu, and click Save & Send.

From the main window, under File Types, click Change File Type.

In right sidebar, you will see list of file types. Click desired file type from the list. Under Image File Types, there are two file types; PNG(Portable Network Graphics) and JPG format.


P O W E R P O I N T F I L E T Y P E SSave As file type Extension Use to savePowerPoint Presentation .pptx A PowerPoint 2010 or 2007 presentation, which is an XML-enabled file format, by default. PowerPoint Macro-Enabled Presentation

.pptm A presentation that contains visual basic (vba) code.

PowerPoint 97-2003 Presentation .ppt A presentation that you can open in PowerPoint 97 to Office PowerPoint 2003. PDF Document Format .pdf A PostScript-based electronic file format developed by Adobe Systems that preserves

document formatting and enables file sharing.XPS Document Format .xps A new electronic paper format for exchanging documents in their final form. PowerPoint Design Templates .potx A PowerPoint 2010 or 2007 presentation template that you can use to format future

presentations.POWERPOINT SHOW .PPS; .PPSX A PRESENTATION THAT ALWAYS OPENS IN SLIDE SHOW VIEW RATHER THAN IN NORMAL

VIEW. PowerPoint 97-2003 Design Template .pot A template that you can open in PowerPoint 97 to Office PowerPoint 2003.Office Theme .thmx A style sheet that includes definitions of a color theme, font theme, and effect theme.PowerPoint Macro-Enabled Show .ppsm A slide show that includes pre-approved macros that you can run from within a slide show.PowerPoint Add-In .ppam An add-in that stores custom commands, Visual Basic for Applications (VBA) code, and

specialized features such as an add-in. PowerPoint 97-2003 Add-In .ppa An add-in that you can open in PowerPoint 97 to Office PowerPoint 2003.Windows Media Video wmv A presentation that is saved as a video. PowerPoint 2010 presentations can be saved at High

Quality (1024 x 768, 30 frames per second); Medium Quality (640 x 480, 24 frames per sec); and Low Quality (320 X 240, 15 frames per second). The WMV file format plays on many media players, such as Windows Media Player.

GIF (Graphics Interchange Format) .gif A slide as a graphic for use on Web pages. The GIF file format is limited to supporting 256 colors. Therefore, it is more effective for scanned images such as illustrations. GIF supports animation and transparent backgrounds.

JPEG (Joint Photographic Experts Group) FileFormat

.jpg A slide as a graphic for use on Web pages. The JPEG file format supports 16 million colors and is best suited for photographs and complex graphics.

PNG (Portable Network Graphics) .png A slide as a graphic for use on Web pages.TIFF (Tag Image File Format) .tif A slide as a graphic for use on Web pages.Outline/RTF .rtf A presentation outline as a text-only document tha provides smaller file sizes and the ability

to share macro-free files with others who may not have the same version of PowerPoint or the operating system that you have.

PowerPoint Picture Presentation .pptx A PowerPoint 2010 or 2007 presentation where each slide has been converted into a picture. Saving a file as a PowerPoint Picture presentation will reduce the file size. Some information will be lost.

OpenDocument Presentation .odp You can save PowerPoint 2010 files so they can be opened in presentation applications that use the OpenDocument Presentation format, such as Google Docs and OpenOffice.org Impress. You can also open presentations in the .odp format in PowerPoint 2010. Some information might be lost


You will be asked on your exam to save a file as a PowerPoint Show. Why Should You Be

Saving As a PowerPoint Show Before Sharing?

When you deliver a PowerPoint presentation, you don't want technical issues--such as starting your presentation on the correct slide--to concern you.

Microsoft PowerPoint allows you to save your presentations to start automatically by changing the settings within the program's menu.

A powerpoint show is a presentation that always opens in Slide Show view rather than in Normal view.


Save Presentation as a PowerPoint 2010 Show File

Save the presentation containing the PowerPoint triggers, transitions, animations, sounds, timings, ink marks, etcetera as a PowerPoint show file. This will embed the sound/music files into the presentation so that they will be included when you email this show to others.

1.Choose File > You can select either Save and Send or Save As for this task

2.If you select Save and Send under Type Select PowerPoint Show. If you select Save As in the Save As dialog box, type a name for the file (if it is not already named) and then click on the drop down arrow for Save as type:

3.Scroll to select the option PowerPoint Show (*.ppsx).

4.Click the Save button.


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• You can also create a custom show based on an existing PowerPoint file! This can save you time and allow you to make refinements for the audience. On the exam you will be asked to create a custom show.

• This is done by selecting the Slide Show Tab and in the Start Slide Show group selecting Custom Slide Show. If asked to create a new show, select New. If you are asked to edit an existing show, select Edit (you will be asked to do both).

• If it is a new show remember to enter a name. You will also need to select the slides specified in the question and click Add to move them into the show.


• On the exam you will be asked to use an Audio File. Go to the Insert Tab, in the Media group select Audio, then select Audio from File.

• If prompted to answer “How do you want the sound to start in the show”, select your option. We suggest you choose automatically

• When the sound icon is selected on the slide, the contextual menu changes to reflect options available for sound.

Working With Audio


http://presentationsoft.about.com/od/c/g/contextual_tabs.htm

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Loop until stopped (this means that it will play continuously until the slide show itself stops).

When this is ticked, the song will start playing again from the beginning if it finishes before your presentation is over.

Have the music both fade in and fade out with a 5 second timing for both

Hide the sound icon during the show (it looks better this way)

Select "Play across all slides" under the "Start" list. This setting will cause the song to play throughout the presentation.

Be cognizant of the timing of the music and the slideshow. You can always trim the audio if it is too long.

TIPS FOR USING AUDIO


• While this is not on the exam, you will find that having this knowledge is very useful.

• When creating a video version of a presentation, you'll probably want to “capture” the human element of the presentation by recording and timing voice narration and even laser pointer gestures.

• You can record your slide show prior to sharing it with your audience, or you can record a narration while actively delivering a presentation to a live audience and include their comments and questions in the recording.

NARRATION


Recording Narration• When you record a narration, you run through the presentation and record each slide.

You can pause and resume recording any time.

• Ensure your microphone is set up and in working order prior to recording your slide show.

• On the Slide Show tab, in the Set Up group, click Record Slide Show .

• Select one of the following:

• Start Recording from Beginning

• Start Recording from Current Slide

• In the Record Slide Show dialog box, select the Narrations and laser pointer check box, and if appropriate, select or deselect the Slide and animation timings check box.

• Click Start Recording.

• To end your slide show recording, right click the slide, and then click End Show.

• The recorded slide show timings are automatically saved and the slide show appears in Slide Sorter view with timings beneath each slide.


Your Assignment-You will apply a number of exam tasks to enhance a presentation and also

learn how to make an exciting video file in PowerPoint


• 1. You can upload PowerPoint videos to YouTube, Facebook, the Web, etc

• 2. You can transfer PowerPoint slides to an iPod or a mobile phone and enjoy the presentations while on the move even without a PowerPoint viewer app.

• 3. If your slideshow is like a photo album with lot of images, convert the PowerPoint to video and burn onto a DVD – you can now watch the presentations on a large TV screen.

• The possibilities are endless. PowerPoint files converted to video using this technique also preserve all the voice narrations. And as expected, the total cost is $0.


Why turn your presentation into a video?

• You want to give a high-fidelity version of your presentation to colleagues or to other constituents such as students, alumni, or accrediting/reporting agencies (either as an e-mail attachment, published to the web, on a CD or DVD).


AFTER ALL:

YouTube is the 2nd largest search engine on the Web


Some Tips To Remember When Recording Your Presentation As A Video:

• You can record and time voice narration and laser pointer movements in your video.

• You can control the size of the multimedia file and the quality of your video.• You can include animations and transitions in your movie.• Viewers do not need to have PowerPoint installed on their computers to

watch it.• If your presentation contains an embedded video, the video will play

correctly without your needing to control it.


• You will be using the PowerPoint file Insite Virtual [1]

• You are using an incomplete version of an actual presentation that I made at a conference in June in Montreal, Canada

• It received the best paper award

• While it already exists as a video file you are going to add a sound file, customize the audio play out, modify some of the transitions, prepare a photo album, add a footer that does not display on the first slide, apply text effects, add a border, adjust the timings, adjust text alignment, insert a image file, insert an audio file, add a textbox, adjust alignment of textbox, adjust text alignment, move an image, sharpen an image, apply a artistic effect, apply a colored outline, add texture fill, encrypt the presentation, inspect presentation, and convert the file to a video.

• • .


Step 1: Open the file Insite Virtual [1]Step 2: Switch to the View Tab. Select Zoom and set the slide so that you are viewing it at 92%)Step 3: Select Slide Master

• Navigate to the Master Title Slide• Go to the Insert Tab and Select Clip Art• Type Hawk in the Search Box• Select the 20th Hawk (10 rows down- see example below) and by clicking on the picture and selecting picture tools change the

height .85 and the width to .93 then drag it to the bottom right corner, then in the arrange group select align and choose align to bottom.• Exit Slide Master

Step 4: Select my photo on the Title slide and click on the Picture Tools On Demand Tab and in the Adjust group select Picture Correction and Sharpen 25%, then in the Styles group add a Simple Frame Black Border


Step 5: Navigate to Slide 3 and select the Image File present. Go to the Animations Tab and Select the Wheel Animation in the timing group and make

sure the timing is set to Start After Previous.

Go to the Drawing Tools on demand tab and sharpen the image by 200%, then adjust the

image by changing the color to Dark Red Accent Color 1 Light.


• Step 6: Find three images related to social networking and save then on your desktop. Insert a new blank slide. Then go to the Insert tab and Select Photo Album, then select New. For layout select two pictures with title. For options select all pictures black and white and for Frame Shape select Rectangle.


• Step 7: Go to slide 32 and on the Drawing Tools Tab:• In the Shape Styles Group apply a water droplets

Texture to the textbox. • In the Arrange Group select Align bottom (you have

moved the text box to the bottom of the slide). • Go to the Home Tab and with the text selected from the

Paragraph Group select Align Text and then Top. • Then from the Font Group apply a text effect (you pick).


Step 7: Go to Slide 17. Select the image and under Drawing Tools in the Adjust Group select

Artistic Effect and apply a CrissCross Etching Effect.

Step 8: Select the Transitions Tab and Add a Honeycomb transition, In the timing group set the

slide to Advance on Mouse Click

Step 9: In the Drawing Tools on demand tab set the picture border to dark red, accent 1, 50%

darker slide and set the weight to 3/4


Step 10: Go to Slide 18 select the Transitions Tab, In the timing group set the slide to

advance after 8 seconds

Step 11: Scale the picture to 640 x 480 (best scale for slideshow)

Step 12: Go to the Insert Tab. In the Text Group Select Header/Footer. Add a custom

text footer that says BUAD 313 (see below) make sure it does not display on the first/title

slide.


Step 13: Go to Slide 33 and from the Transitions Tab select the Vortex transition

Step 14: Add a Breeze Effect (hint it is a transition sound) and set the duration to 1.75

Step 15: Select the final slide. Go to the Animations Tab and apply a motion path to the centered text and set the path shape to loop de loop

Step 16: Go to slide 19 and select the bulleted list then from the Home Tab convert the text to Smart Art, choose Vertical Bulleted list and then under Styles select Subtle Effect and Finally under change colors select something pleasant .


Step 17: Click the File Tab

Step 18: On the Right Select Properties and then Show Document

Panel

Step 19:

Change the Author to Nicole Buzzetto-More,

The Title to Insite 2012 Best Paper,

the Subject to Social Networking,

the Category to Conference Presentation, and

University of Maryland Eastern Shore under comments section


Step 20: Go back to the first slide by selecting Ctrl HomeStep 21: Go to the Insert Tab and Select AudioStep 22: In the media group expand audio and select Audio From FileStep 23: Select the file MP3 file (If you do not have a music file you will need to pause until you locate an acceptable file)

(you need to use a royalty free music file. Go to http://freemusicforvideos.com/ Tom Cusak makes his music available for video use at no charge)


http://freemusicforvideos.com/



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• Step 24: With the audio selected select the Playback on demand tab and select• Play across slides• Select To Either

• Loop until stopped (this keeps it going as long as the presentation is running and is done when the video run time is longer than the duration of the audio file) or

• Play the video as a slide show by clicking the Slideshow button on the bottom right side of your screen. Pay attention to where in your presentation the audio ends. On the slide where the audio ends insert another song. Now what you will want to do is adjust each audio file so that they blend into each other making a smooth transition. You do this by adjusting the Fade on the audio tools playback on demand tab. My suggestion is to adjust the fade out of the first song to 15 seconds and the fade in of the second song to 10 seconds.

• Hide During Show• Set the volume to high. • Step 25: Preview by viewing as a slide show. If the audio begins or ends abruptly then

you will want to adjust the fade on the audio tools playback on demand tab.


NOW IT IS TIME TO MAKE THE VIDEO!


1.On the File menu, click Check for Issues and inspectthe file making sure to remove any comments and Annotations. If any comments and/or annotations are Detected remove them. Then protect the presentation byEncrypting it with the password 3456

2. On the File menu, click Save & Send.Under Save & Send, click Create a video.

To display all video quality and size options, under Create a video, click the Computer & HD Displays down arrow; however, this is not what we want selected as the file will be HUGE.

3. We want to select Internet and DVD


• To create a video with very high quality, yet a large file size, click Computer & HD Displays.

• To create a video with a moderate file size and medium quality, click Internet & DVD.

• To create a video with the smallest file size, yet low quality, click Portable Devices.


• Step 3: Make sure that the drop down under the format is set to Don't Use Recorded Timings and Narrations:

• Tip This is a drop down. If you were in a hurry you can use this feature. The default time spent on each slide is set to 5 seconds. To change that, to the right of Seconds to spend on each slide, click the up arrow to increase, or the down arrow to decrease the seconds.

• Step 4: Since we recorded and timed narration, click Use Recorded Timings and Narrations.

• Step 5: Click Create Video.

• Step 6: In the File name box, enter the file name for the video “Social Networking in Undergraduate Education”, browse for folder that will contain this file, and then click Save. • You can track the progress of the video creation by looking at the status bar at the bottom of

your screen. It often takes a while so be patient.


What to do with your video after creating it?

• Go to YouTube where you can • Create a free account• Easily upload videos (once you have an account you just select the

upload video button after log in)• During the upload process you will add a description about your video as

well as meta-tags so that it comes up in searches.• You will also be able to set it to public or private as well as set the

thumbnail.• More advanced features allow you to use the video enhancement tool

and/or use the audio tool to change your audio to one of the many royalty free songs made available through YouTube.

• Finally, you can promote your video through YouTube if you so desire by using the promote feature.


WANT TO SEE EXAMPLES OF FINISHED PRODUCTS

HERE ARE FIVE OF MINE

http://youtu.be/-nNFTMDWaqEhttp://youtu.be/pc4tvLVCZqQhttp://youtu.be/-k4JnrOjOs4

http://youtu.be/SJSjdwPKMNwhttp://youtu.be/0307dyY0vmg


http://youtu.be/-nNFTMDWaqE

http://youtu.be/-nNFTMDWaqE

http://youtu.be/pc4tvLVCZqQ

http://youtu.be/pc4tvLVCZqQ

http://youtu.be/-k4JnrOjOs4

http://youtu.be/-k4JnrOjOs4

http://youtu.be/SJSjdwPKMNw

http://youtu.be/SJSjdwPKMNw

http://youtu.be/0307dyY0vmg

http://youtu.be/0307dyY0vmg

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