PowerPoint for Scientific Presentations

PowerPoint for Scientific PresentationsPowerPoint for Scientific Presentations

A Hands-On Workshop

Medical University of South CarolinaMedical University of South CarolinaJames H. NicholsonJames H. Nicholson

March 27, 2002March 27, 2002

A Hands-On Workshop

Medical University of South CarolinaMedical University of South CarolinaJames H. NicholsonJames H. Nicholson

March 27, 2002March 27, 2002

Practice Slide

If you would like hands-on practice, use the PowerPoint File practice.ppt

This file and all necessary material is also available in zipped format in handout.zip

D.O.A.D.O.A.Most bad presentations started that way; without a clear concept of exactly what the presenter wanted to say.

Most bad presentations started that way; without a clear concept of exactly what the presenter wanted to say.

Practice Slide



Planning the PresentationPlanning the Presentation

1.Who is the audience and what do they already know?

2.What information do they really need to leave with?

3.Everything else is irrelevant

1.Who is the audience and what do they already know?

2.What information do they really need to leave with?

3.Everything else is irrelevant

I am going to give you a long speech today

I didn’t have time to prepare a short one

Winston Churchill

I am going to give you a long speech today

I didn’t have time to prepare a short one

Winston Churchill

Practice Slide



Things you should NEVER say in an oral presentationThings you should NEVER say in an oral presentation

•I apologize for this slide…..

•I don’t really want you to read this slide…..

•This isn’t something you need to remember……

•You already know this..

•THEN FIX IT

•THEN DON’T SHOW IT

•THEN DON’T WASTE MY TIME WITH IT

Practice Slide



Basic PowerPoint StepsBasic PowerPoint Steps

1. Format presentation2. Enter text3. Insert

– Images– Tables– Graphs

4. Set up presentation5. Output and storage

1. Format presentation2. Enter text3. Insert

– Images– Tables– Graphs

4. Set up presentation5. Output and storage

Setting the LookSetting the Look

Use the MASTER Use the MASTER slide to set:slide to set:

–ColorsColors

–FontsFontsStyleStyle

Save style as .pot file

Practice Slide



1. Set Up Master Slide• Go to View- Master – Slide Master

• Change the background

• Change the font and font color

• Insert “logosm.bmp” in the upper right corner and size appropriately

• When finished – go to View – Normal to return to the slide you were working on

Practice Slide



WARNING !!!WARNING !!!

Fonts have to be present on the presentation computer in order to display correctlyUse basic “universal” fonts

ArialTimes New RomanGreek symbols can be a problem!

Create and present with the same computerOr test run your presentation

Fonts have to be present on the presentation computer in order to display correctlyUse basic “universal” fonts

ArialTimes New RomanGreek symbols can be a problem!

Create and present with the same computerOr test run your presentation

Practice Slide



(As Presented)

Comic Sans(Symbol)

BroadwayBrush ScriptBeeskneesCurlzOld English Text

(As Presented)

Comic Sans(Symbol)

BroadwayBrush ScriptBeeskneesCurlzOld English Text

Font WarsFont Wars

Any difference between the fonts (as typed) and (as presented) represent a font that is not available on the presentation computerAny difference between the fonts (as typed) and (as presented) represent a font that is not available on the presentation computer

Practice Slide



Creating Text SlidesCreating Text Slides

Slide layoutsRelative formatting

X Different from word processingBulletsPromoting/demoting text

X Don’t use tabCut & paste Text boxes

Slide layoutsRelative formatting

X Different from word processingBulletsPromoting/demoting text

X Don’t use tabCut & paste Text boxes

Practice Slide



Make a Bullet List of Things You Like in a Presentation

• Click to add text

• Enter another line– Demote

– Demote again

• Promote

– Promote Again

Practice Slide



Going, Going, GoneGoing, Going, Gone•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the classjust get smaller and smaller until it becomes very hard to read from the back of the class

•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class

•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class

•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class

•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class

•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class

•If you are too long winded and just keep on adding to your slides word after word after word and try to put it all on one slide you will soon notice that your writing will just get smaller and smaller until it becomes very hard to read from the back of the class

Practice Slide



Text TipsText Tips

•Use phrases•Present the essentials•Use your oral presentation to:

•Elaborate, explain, illuminate•Dazzle, amaze, amuse

•That at least justifies your presence•Reading the slides to your audience is boring and insulting

•Use phrases•Present the essentials•Use your oral presentation to:

•Elaborate, explain, illuminate•Dazzle, amaze, amuse

•That at least justifies your presence•Reading the slides to your audience is boring and insulting

Practice Slide



Memory by AssociationThe Audio Visual EffectMemory by AssociationThe Audio Visual Effect

•We remember things by association.

•Every piece of information in our memory is connected to other pieces in some way

•Information that is presented as both audio AND visual is better remembered

• One image can only support one concept

•We remember things by association.

•Every piece of information in our memory is connected to other pieces in some way

•Information that is presented as both audio AND visual is better remembered

• One image can only support one concept

Practice Slide



Adding Adding ImagesImages

Graphic files–Photos

–Line art

–Clip art

–Drawing

Graphic files–Photos

–Line art

–Clip art

–Drawing

Practice Slide



Image SizesImage Sizes

PowerPoint–1024 x 768 – LCD projector

•Note: physical size of 7.5 x 10 makes dropping the image easier into the PowerPoint format

PowerPoint–1024 x 768 – LCD projector

•Note: physical size of 7.5 x 10 makes dropping the image easier into the PowerPoint format

Practice Slide



• JPEG files– Most universal– Most compact

• Resolution– Full screen

(projector) 1024x768 pixels

– Approx 1MB file

• JPEG files– Most universal– Most compact

• Resolution– Full screen

(projector) 1024x768 pixels

– Approx 1MB file

Photos (Bit Maps)Photos (Bit Maps)

Practice Slide



Insert Images

Insert “lm.jpg”

Make a label and draw an arrow

Practice Slide



Line Art & Graphic ImagesLine Art & Graphic Images

•Indexed Color (Limited Palette)

•Use .BMP or .GIF file

•Set transparent color

•Indexed Color (Limited Palette)

•Use .BMP or .GIF file

•Set transparent color

Practice Slide



.GIFs & .BMPs

1. Go to Format – Background – and change the background to dark blue – Apply – to this slide only

2. Insert “image_rev.bmp

3. Click on the image and use the “Transparency” tool to make the black background transparent

GIFs & .BMPs

1. Go to Format – Background – and change the background to dark blue – Apply – to this slide only

2. Insert “image_rev.bmp

3. Click on the image and use the “Transparency” tool to make the black background transparent

Practice Slide



Clip Art (Vector Graphics)Clip Art (Vector Graphics)

•“Drawing” files

•Resolution is independent of size

•Can be easily “taken apart” and edited

•Small file size

•Use .WMF

•“Drawing” files

•Resolution is independent of size

•Can be easily “taken apart” and edited

•Small file size

•Use .WMF

Practice Slide



Clip Art1. Insert “chest.wmf”

2. Double click on picture

3. Convert to Microsoft Office Drawing Object

4. Use Draw – Ungroup to separate image into parts

5. Select one item and change color

6. Delete one part

7. Draw a box around the image and use Draw - Regroup

Practice Slide



Drawing ToolsDrawing Tools•Use to annotate images

•Use to generate images•Draw Tools

–Grouping

–Order

–Distribute

–Align

•Use to annotate images

•Use to generate images•Draw Tools

–Grouping

–Order

–Distribute

–Align

Practice Slide



Draw Tools1. Insert “computer.gif”

2. Use Edit – Copy – Paste to create more

3. Use Draw –Align –Distribute – Group

4. Use the Line tool to connect

5. Use Draw – Order to put lines in back

6. Final figure should look like sample

Practice Slide



Your Drawing Should Look Like ThisYour Drawing Should Look Like This

Practice Slide



WARNING!!!WARNING!!!

•Use standard file types (JPEG)–Avoid platform specific file types (PICT)

•Make sure that the graphic supports the text•Use graphics and effects selectively•Avoid excess “cuteness”

•Use standard file types (JPEG)–Avoid platform specific file types (PICT)

•Make sure that the graphic supports the text•Use graphics and effects selectively•Avoid excess “cuteness”

Practice Slide



Step action use

1 Set up columns and rows

Table tool

2 Enter text Keyboard

3 Highlight key points Format & color

Creating TablesCreating Tables

Practice Slide



Create a Table

Double Click to Create Table

Practice Slide



Widgets

Inserting PowerPoint ChartsInserting PowerPoint Charts

•Select slide layout - graph

•Insert data

•Choose chart type

•Use chart options to customize

•Select slide layout - graph

•Insert data

•Choose chart type

•Use chart options to customize

Practice Slide



Add a Chart

Double Click to Create a Chart

Practice Slide



0102030405060708090

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North

Your Chart Might Look Like This Depending Your Chart Might Look Like This Depending on the Choices You Madeon the Choices You Made

Practice Slide



Insert an Excel Worksheet

1. Insert Object – Create from File – 01.xls

2. Answer NO to update links

3. Size figure

Practice Slide



7E

-0.8

-0.6

-0.4

-0.2

0

0.2

0.4

0.6

0.8

1

1.2

6/2/

2001

6/16

/200

1

6/30

/200

1

7/14

/200

1

7/28

/200

1

8/11

/200

1

8/25

/200

1

9/8/

2001

9/22

/200

1

10/6

/200

1

10/2

0/20

01

11/3

/200

1

11/1

7/20

01

12/1

/200

1

12/1

5/20

01

12/2

9/20

01

1/12

/200

1

1/26

/200

2

2/9/

2002

Week of

% H

emo

lyze

dExcel WorksheetExcel Worksheet

Practice Slide



Using Slide Sorter to Arrange Your PresentationUsing Slide Sorter to Arrange Your Presentation

•Use slide sorter–To arrange and hide slides–To cut & paste slides–To generate automatic summary slides

•Use notes page to annotate slides•Use outline to generate handouts

–Exporting to text

•Use slide sorter–To arrange and hide slides–To cut & paste slides–To generate automatic summary slides

•Use notes page to annotate slides•Use outline to generate handouts

–Exporting to text

Practice Slide



Arrange Presentation

1. Go to View – Slide Sorter

2. Arrange the order of slides

3. Edit – Copy Slide #2 - Paste to create a new slide after this slide

4. You will use this slide later to animate text

Practice Slide



35mm Slides

Hardcopy

Handouts

.ppt file.ppt file

Zip

CD

Network

.pps file.pps file

Presentation Show FileLCD Projector

PowerPoint Output FilesPowerPoint Output Files

Practice Slide



Web Site

.htmlWeb PageWeb Page

Universal Format

Adobe Acrobat File

Adobe Acrobat File

.pdf

Export Options (Export Options (save assave as)).gif

.jpg

.bmp

.png

.wmfDocuments

imagesimages

AnimationAnimation

Reasons To AnimateReasons To Animate

•To give eye relief•To keep audience attention•To keep the audience focused

–animate bullet lists–animate graphs

•by element•by series

•To better illustrate dynamic processes

•To give eye relief•To keep audience attention•To keep the audience focused

–animate bullet lists–animate graphs

•by element•by series

•To better illustrate dynamic processes

Practice Slide



REMEMBER

Less is More!!!!!

If in Doubt

Leave it OUT!

Practice Slide



Animating Text• Go to View – Slide Sorter• Arrange the order of slides• Edit – Copy Slide #2 - Paste to create a new slide

after this slide

• Animate the text in the slide you copied in slide sorter previously

– Use the demote text arrow to create sub-bullet categories

• Change the animation from “grouped by1st level paragraph to 2nd level

• Change the animation from “grouped by 2nd level paragraph to 3rd level

HELPHELP

HELPHELP

Practice Slide



Your Result Should Animate Like This• Go to View – Slide Sorter• Arrange the order of slides• Edit – Copy Slide #2 - Paste to create a new slide after

this slide

• Animate the text in the slide you copied in slide sorter previously

– Use the demote text arrow to create sub-bullet categories

• Change the animation from “grouped by1st level paragraph to 2nd level

• Change the animation from “grouped by 2nd level paragraph to 3rd level

Practice Slide



Animate This Chart (by series)

0

10

20

30

40

50

60

70

80

90


Lost

Confused

Bewildered

HELPHELP

0

10

20

30

40

50

60

70

80

90


Lost

Confused

Bewildered

Your Chart Animation Should Look Something Like ThisYour Chart Animation Should Look Something Like This

Practice Slide



Adding Sound Files

Insert file “crashburn.wav” here from your practice_files folder HELPHELP

Insert file “crashburn.wav” here from your floppy (a) drive

Insert file “crashburn.wav” here from your floppy (a) drive

Your Sound File Should Play Like ThisYour Sound File Should Play Like This

Practice Slide



Adding Movie Clips

The Main Requirement for Being Successful at MUSC

Insert file “waterwalk.avi” here from your floppy (a) drive HELPHELP

The Main Requirement for Being Successful at MUSCThe Main Requirement for Being Successful at MUSC

Insert file “waterwalk.avi” here from your floppy (a) drive

Insert file “waterwalk.avi” here from your floppy (a) drive

Your Movie File Should Play Like ThisYour Movie File Should Play Like This

Practice Slide



Animate this object to spiral-in to the sound of applause

HELPHELP

Your Animation Should Play Like ThisYour Animation Should Play Like This

•Sailing

•Snorkeling

•Partying

•Sailing

•Snorkeling

•Partying

Complex AnimationsComplex Animations

Spring Break in the Bahamas

•Sailing

•Snorkeling

•Partying

HELPHELP

•Sailing

•Snorkeling

•Partying

•Sailing

•Snorkeling

•Partying

Your Animation Should Play Like ThisYour Animation Should Play Like This

Practice Slide



Animating Your Presentation- Slide Transitions

• Click on Slide Show – Slide Tramsition– Select an Effect and Speed– Select Automatic or Mouse Click

• Go Back to the first slide and play the presentation to see the transition

HELPHELP

Practice Slide



Congratulations!

You can now safely turn off your brain

Congratulations!

You can now safely turn off your brain

PowerPoint for Scientific Presentations

Documents

Transcript of PowerPoint for Scientific Presentations