Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Introduction to Microsoft® PowerPoint® 2010: Tools You May Need 1. Templates:PowerPointhasmanypre‐formattedtemplatescalledDesign,whichallowyoutoget
yourpresentationcompletedwithminimalformattingwork.Unfortunately,severalofthesetemplatescangiveyourpresentationanunprofessionaland/orbusylookandfeel.(see#17formoreinformationrelatedtocreatingandeditingtemplatestomakethemmoreprofessional)Inaddition,someofthetemplateswillviolatetheartandscienceofgreatpresentations1andthereforeshouldnotbeused.
2. BlankPresentation: Togetawayfromacannedlookyouwouldwanttostartanewpresentation
fromscratch.Tostartfromscratch,yousimplyopenPowerPointanditwillopenablankunformattedsingleslidepresentation(seebelow).
1 Slide:ology by Nancy Duarte http://www.duarte.com/book/slideology/
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
3. SlideInsertion,Navigation,andSlideLayout:Afteryouhavestartedanewpresentation,youmaywanttoaddadditionalslidesandthennavigatebetweenslidestoedit.
a. YoucanaddmoreslidesbyclickingontheNew SlidetoollocatedontheHometab.IfyouclickonthedownarrowbytheNew Slidetool,youcanchoosewhichtypeofnewslidetoadd(e.g.,TitleandContentslide)Note: If you don’t select a type, PowerPoint will choose the type.
b. Toseehowmanypagesareinyourpresentation,lookatthelefthandsideofyourscreen.Youwillknowwhatslideyouareoninthepresentationbecauseitwillhaveayellow‐goldareaaroundtheslideyouarecurrentlyviewing.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
c. Tonavigatetoaslide,inthelefthandarea(seeexamplefor3b),clickontheslideyouwantandPowerPointwilljumpyoutotheselectedslide.
d. Ifyoudecidetochangethelayoutofaslideafteryouhaveaddedit,DON’Tstartdeletingorinsertingtextboxes.
Instead,clickonthedownarrowbytheLayouttoollocatedontheHometabandchoosethelayoutyouneed.
e. Youcanalsozoominonyourslide,sothatitappearsbigger.(Itdoesnotactuallychangesize‐itjustappearsbiggeronyourscreen,sothatyoucanmoreeasilypositionframesandsoon).Holdingdownthe“Ctrl”keyonyourkeyboardandmovingthewheelonyourmouseupordowntozoominandoutrespectively.
4. TextBox:SincePowerPointtreatseverythingasanobjectinsteadofacontinuousflowofcharacters,youneedtousetextboxestoaddanytextyouwantinyourpresentation.
a. InsertingaTextBox:toinsertaTextBoxinyourpresentation,youwouldselecttheText BoxtoollocatedintheundertheInserttab.Youonlyneedtoclickonthetoolonce.Youwouldthenmoveyourcursortotheslideyouareworkingon.Note: If you have selected the Text Box, your cursor will change to a “cross hairs” when the cursor is on the viewing slide. BygoingtothedesiredlocationontheslideofthepresentationandleftclickingyoucaninsertaTextBox.
OncetheTextBoxhasbeeninserted,youcantypeinthetextyouwant.Youcanalsoformatthetext:font,size,color,bold,italicized,andunderlined.WhenyouwanttotypetextinaTextBox,youclickontheTextBoxanditwillbecomeselectedwithcirclesatthecornersandcenterpoints(seeright).
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
PowerPointallowsyoufinecontroloverhowyourtextappears.TheFont Selectionboxshowsthefontchoicesavailableonyourcomputerandwhateachfontwilllooklike.
Butthat´snotall!FromtheFormatmenu,youcanselectanynumberofdifferentformattingoptions,includingborders,colors,indenting,fancyinitiallettersandsoon.Belowaresomeofthelittleknownfontformattingoptionsthatwillbebeneficialforyou.
TheAtoolswiththeupanddownarrow(picturedleft)letyouautomaticallyincrementallyincrease(uparrow)ordecrease(downarrow)selectedtextsimplybyclickingoneitheroneofthesetools.Eachclickincreases/decreasesonesize.
TheAatoolwiththedownarrowwillletyouformatthecharactersformattingforanytextyou.
TheAVtoolwiththedownarrowwillletyouformatanyofthespacingbetweencharactersofthetextyouselect.Thisoptionisusefulifyouwanttouseafontthatisalittlehardtoreadbecausethecharactersarealittleclosetogether(seeEMSCexamplebelow).Tospreadthecharactersofthetext,youcanchooseLoose,Very Loose,orMore Spacing…ifyouneedmoreoptions.Thisisalsoveryusefulwhenyouaretryingtomakefontsalign(oneoftheprinciplesofdesign).Note: each menu item which ends in an ellipses (three dots) leads on to a further dialog box from which you can select more options
b. AdjustingaTextBoxSize:IfaTextBoxisselected,youcanmakeittaller,shorter,wider,ornarrowerbymovingyourcursortooneofthecornersuntilitbecomesadoublearrow().Holdingdowntheleftmousebuttonyoucandragtore‐adjustthesizeoftheTextBox.
c. MovingaTextBox:IfyoudecideyouwanttomoveaTextBox,youcandothatinPowerPointsincetheTextBoxisanobject.TomoveaTextBoxtoanewlocationinyourpresentation,makesuretheTextBoxisselected.ThenmoveyourcursortoanyoftheTextBoxbordersuntilyougeta4‐wayarrow().Whileholdingdowntheleftbuttononyourmouse,youcandragtheentireTextBoxtothenewlocation. Note: A Text Box is selected when it has circles at the corners and midpoints of the box (see example for 4a on previous page)
EMSC E M S C
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
d. PasteSpecialintoTextBoxes:IfyoualreadyhavetextinanotherlocationorpresentationthatyouwanttopasteintoyourPowerPointpresentation,butdonotwanttopasteintheformatting,fontstyle,fontsize,etc.,thenyouwouldusethePaste Special…option.ThePaste SpecialoptionislocatedunderthePasteontheHometab.Toseethepastingoptions,clickonthedownarrow.AfteryouhavecopiedthetextyouwanttopasteintoyourPowerPointpresentation,placeyourcursorintheTextBoxthetextistobepastedinto.ClickonthedownarrowunderthePastetool.Severaloptionswillbeavailabletoyou: Warning: always use spell check for all text boxes!
TheAoptionwillkeeponlythetext.Thismeansthatthetextyoupasteusingthisoptionwillbeformattedtowhateversettingsyouhavesetfortheinsertedtextbox.Ifyouhavenotsetanyformattingyet,thetextwillpasteinforwhateverdefaulttextsizeandstyleisonyourcomputer–likelythedefaultisCalibri10pt.ThisoptionisthesameasselectingthePaste Special…optionandchoosingUnformatted TextTheoptionwiththebluearrowwillmergetheformattingbetweentheoriginalpresentationandtheoneyouarepastinginto.Ifyoucomparethetextintheexampleabovetotheexampletotheleft,youwillnoticedifferencesinthefontstyleaswellasspacinginthetextboxeventhoughitisthesametextandsamesizetextbox.
Theoptionwiththelittlepageisthesimplepasteoption.ThisoptionwillpasteallformattingthatwasappliedtothetextyoucopiedfromandwillpastethatformattingintoyourPowerPointpresentation. Note: If you want the copied text to keep its original formatting, you can simply select Paste.
5. Images:WorkingwithapictureorimageinPowerPointismuchthesameasworkingwithaTextBox.
a. InsertingaPictureorImage:WhenyouwanttoinsertapictureorimageinyourPowerPointpresentation,youclickontheInserttab.Youwillthenseeseveralpicture‐relatedoptionstochoosefrom.
Picture:PowerPointallowsyoutoinsertpicturesfromotherlocationssuchasyourdesktoporashareddrive.
ClipArt:Microsofthasalargelibraryoffree clip art which is also copyright freesoyoucanuseitinanypresentation.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Screenshot:arelativelynewfeatureinPowerPoint,youcannowinsertascreenshotdirectlyintoPowerPoint.WiththeScreenshotoption,youcanchooseanentirescreenorclipasectionofthescreen.
Warning: You should NOT use a picture or image from a website or a picture that someone other than you took unless you have permission from the other party. Using pictures/images without permission or attribution is copyright infringement and could incur you or your office a substantial fine ($5,000+/image).
Toinsertapictureorimage,youwouldonlyneedtochooseoneofthe3optionslistedabove.IfyouchoseClip Art,youwillbeabletosearchforapicture/image.
Ifyoufindclipartyouwant,simplyclickonit.PowerPointwilldefaulttoputtingthepicture/imageinthecenterofslideinthepresentationyouareworkingon.Ifyoudonotfindapicture/imageyoulike,typeinanewsearchworduntilyoufindapicture/imagethatfitsyourneeds.Ifyouareoutofideasforotherwordstosearchfor,inthesearchresultsarea,clickonanimageyoulikeandadownarrowwillappear(seebelow).
ChooseEdit Keywords…fromtheoptionsandyouwillseeaKeywordsdialogboxthatwillgiveyouideasofotherpossiblekeywordstouseforsearchingforimages(seeright).
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
IfyouchosePictureanInsert Picturewindowwillopenthatwillletyounavigatetoanimage.
ForScreenshot,clickonthedownarrowandyoucanchoosetoinsertanentirescreenshotorjustasectionofascreenbyusingScreen Clipping
IfyouchooseScreen Clipping,yourscreenwilllooklikeithasfrostedoverandyoucandrawouttheareayouwantclipped.PowerPointwillthenautomaticallydroptheimageintoyourslide.Remember,ifyouclipapicturefromawebsite,youneedtonotethesourceonyourslide(seebelow).
b. AdjustingthePicture/ImageSize:Ifapicture/imageisselected,youcanmakeitlargerorsmallerbymovingyourcursortooneofthecornersofthepicture/imageuntilitbecomesadoublearrow().Holdingdowntheleftmousebuttonyoucandragtore‐adjustthesizeofthepicture/image.
Warning: If you do not resize the picture/image from the corner, it will distort the picture/image.
c. MovingaPicture/Image:Ifyoudecideyouwanttochangethelayoutofyourpresentationandyouneedtomoveapicture/image,youcandothatinPowerPointsincethepicture/imageisanobject.Tomoveapicture/imagetoanewlocationinyourpresentation,makesurethepicture/imageisselected.Thenmoveyourcursortoanyofthepicture/imagebordersuntilyougeta4‐wayarrow().Holdingdowntheleftbuttononyourmouse,youcandragtheentirepicture/imagetothenewlocation.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
d. FlippingaPicture/Image:Sometimesyoufindtherightimage,butthedirectiontheimageisfacingiswrongforyourneeds.Inthesecases,youwillwanttofliptheimage.Ifyoudoubleclickontheimageafterinsertingit,PowerPointwillautomaticallytakeyoutothePicture Tools Formattab.
ClickontheRotatetooldownarrowlocatedonthetopandchoosetheappropriatedirectionyouwanttofliptheimage.
e. LayeringaPicture/Image:PowerPointshipswithmorethan5,000clipartimagesandphotographs.Asdiscussedearlier,youcaninsertanyoftheseintoyourpresentation.However,foranevenmoredramaticandcreativelook,whynot"layer"twoormoreimages?
Ifyouplacetwoimagesontopofeachother,thesecondimageyouinsertwillobscurethefirst–likestackingpaper.However,youcanachievereallyeye‐catchingresultsbydecidingwhichoftheimagesshouldbeontop.Likethis….
Herewehavetwographics,anambulanceandtwoEMTs,buttheambulanceispartiallyobscuringthestretcher,makingthegraphicunusable.
Whatyouneedtodoistosendtheambulanceimagetotheback,sothattheimagewiththestretchercanbeontop.Selecttheambulanceimagebyclickingonit.ClickontheSend to BacklocatedonthePicture Tools Formattab.
Dependingonwhichimageyouhaveselectedandwhereyouwantittoappearinthelayer,willdeterminewhichoftheseoptionstochoose.Inthiscasesinceyouselectedtheambulanceandyouwantittobebehindtheimagewiththestretcher,youwouldchooseSend BackwardorSend to Backdependingonhowmanylayers(objects)areonthepage.
Note: if the selected image does not appear to move, when you select Send Backward, there are other layers and a shortcut is to choose Send to Back. The same can be applied to Bring Forward and Bring to Front.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
And suddenly your graphic takes on a whole new clarity!
Before After
Note: when you use the Send to Back or Bring to Front options, the top graphic becomes "transparent" and does NOT totally obscure the graphic beneath it.
f. RotatingObjects:Youcanalsorotateimages(aswellastextboxes)byplacingyourcursor
overthe (locatedatthetopofyourimage/textbox)untilyougetablackcirclearoundit. Thenholddowntheleftmousebuttonandrotatetheimageanydirectionyouneed.
g. Grouping/UngroupingObjects:Oftenwhenyouinsertmultipleobjects(whetherimagesand/ortextboxes)youmightwantsomeoftheseobjectstobeadjusted,moved,orrotatedtogetherasthoughoneobject.Todothis,youwouldwantto“Group”objects.
Togrouptwoormoreobjects(textboxes,image,and/orshapes): Selectoneobjectbyclickingonit.Youwouldonlyneedto
clickontheobjectonce.Selectedobjectswillhavecirclesatthecornersandcenterpoints(seeright).
Whilethefirstobjectisselected,holddownthe“Ctrl”keyonyourkeyboardandmoveyourcursorovertheotherobjectyouwanttogroupandclickonit.Repeatthisprocessforanymoreobjectsyouwanttogroupasone.Whenyouhave2ormoreobjectsselected,eachobjectwillhavethecirclesatthecornersandcenterpoints(seeright).
Ifyouright‐clickontheselectedobjects,adialogboxwillappear
withseveraloptions.Togrouptheobjectsasone,clickonthe
Groupoption. ThisoptionisalsoavailableonthePicture Tool Formattab.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Alloftheobjectsthathadbeenselectedwillbe“grouped”intooneobjectthatcanlaterbeungroupedifneeded.Also,eachobjectwillnolongerhavecirclesatthecornersandcenterpoints—insteadtherewillbeoneset.(seebelow).
Thetoolwillthenchangetotwooverlappingsquareswithdotsateachcorner.ThisoptionisalsoavailableontheDrawing Tools FormatandPicture Tool Formattabs.Oncetheobjectsaregrouped,theycanbeadjusted,moved,orrotatedtogetherasthoughoneobject.
Toungrouptwoormoreobjects:
Toungroupobjects,selectthegroupedobjectandclickonthetoolshowninthepreviousstep.Byclickingonit,theobjectswillbeungroupedandwillnolongerbeeditableasasingleobject.
Note: once you ungroup the objects, all of the objects will be selected. If you want to modify just one of the objects, you will need to click outside of the area and then click back on the one object you want to unselect the other objects.
h. Transparency:Sometimesyouwillfindanimageyouwanttouse,butthebackgroundcoloristoodarkoryoudonotwanttheimagetohaveabackgroundcolor.Inthesecases,youwillwanttomakethebackgroundtransparent.Youcancreateatransparentareainmostimages,butnotall.
Selectthepicturethatyouwanttocreateatransparentareain OnthePictureTools Formattab, ClickonthedownarrowbyColorand SelecttheSet Transparent Coloroption
Note: you will not be able to create a transparent area in all images. If this option is not available for an image, the tool will be grayed out.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Yourcursorwillchangeshapetolooklikealittlemarker.Moveyourcursortotheimageandclickontheareayouwanttomaketransparent.Inthefollowingexample,wewantedtogetridoftheblackbackgroundtoaddtextboxesaroundthetransparentareasintheimage.
Before After
Thenyoucanputatextboxinfrontoftheimageandmakeitpartofthemessage(seeright).
i. RemovinganImage’sBackground: ThenewerversionsofPowerPointhaveaddedsomeotherbasicimageeditingtools.Someimagesyoumightwanttousehavebackgroundsthathavemanydifferentcolors.Sincethetransparencytoolonlyworksonremovingasinglecolor,anothertoolthatcanhelpyouwithbackgroundsiscalledRemove BackgroundwhichislocatedonthePicture Tools Formattab(seebelow).
First,doubleclickontheimage–whichwilltakeyoutothePicture Tools Formattab SelectRemove Background
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
PowerPointwillthenmakeareaspurplethatitplansonremovingwithaboxaroundtheareaitplanstokeepaspartofthepicture.
Resizetheboxareatothedesiredsizedependingonhowmuchoftheimageyouwanttokeep(seebelow).
Afteryouhavetheimagethewayyouwant,selectKeep ChangesontheBackground Removaltab.
Yourimageistransformedfromaboringboxshapetoaninterestingorganicshape
Ifsomeartifactsremainthatyoustillwanttogetridof,usetheRemove Backgroundtoolagain.
ChoosetheMark Areas to RemovetoollocatedontheBackground Removaltab.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Yourcursorwilllooklikeapencil.Clickontheareas/artifactsyouwanttoremove.Theareastoberemovedwillhavelittlewhitecircleswitha‐(seebelow).
Afteryouhaveselectedtheareas,clickontheKeep ChangeslocatedontheBackground Removaltab.
j. RecolorImages:Anotherimageeditingoptionistomodifyorchangethecolorofanimage. Doubleclickontheimageyouwanttomodifythecolor.
ClickonthedownarrowundertheColortool.
Nowyoucanconvertyourimageintoa1.blackandwhiteversion,2.morevibrantincolor,3.sepiaeffect,4.tolooklikeasketch,5.washedoutcolorversion,and6.washedoutblackandwhiteversiontonameafew(seeabove).
Experimentwiththepresetstofindwhatworksbestinyourpresentation.
1 2
3 45
6
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
k. CroppingImages: Therearetimeswhenforthepurposesofyourpresentation,youneedtocropanimage.PowerPointhassomebasicphotoeditingcapabilitiesthatallowyoutocropanimagetoarectangularorsquareshape.Youwillfindthe Crop toollocatedonthe Picture Tools Formattab(seebelow).
Firstselecttheimageyouwanttocropbyclickingonitwithyourcursor. Thenmoveyourcursortothe Picture Tools Formattab
andclickontheCrop tool.Afteryouclickonthe Crop toolthecirclesontheselectedimagewillgoawayandtherewillbedarkblacklinesaroundtheimage(seeright).
Ifyouputyourcursorononeofthemidpointblacklines,thecursorwilllooklikeaT.Ifyouputyourcursorononeofthecornerblacklines,thecursorwilllooklikeanL
Whenyoumoveyourcursortothecornerorsideyou
wanttocropfrom,holddowntheleftbuttononyourmouseandmoveinthedirectionyouwanttocrop.Youcancropfrommultipledirections(seeright).
Whenyouaredonecroppinganimage,moveyourcursoroutsideoftheimageandclick.Thedarkblacklineswillgoaway.
Note: You can un-crop any image you have cropped using this method. If you want to remove the cropping on an image, just click on the image and then the Crop tool. Then move your cursor to the areas of the image you want to un-crop and holding down the left mouse button, drag it out, down, or up.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
6. AutoShapes: Itiseasytoinsertready‐madeshapes(autoshapes)intoyourpresentation.
ClickonthedownarrowunderShapeslocatedonthe Insert tab.
Asyoudoso,PowerPointshowsyoualltheshapesfromwhichyoucanchoose.
IfyouchooseLinesyouwillgetsomebasiclineshapestochoosefrom.Onceyouhavemadeyourselection,thecrosshairswillappearagain.Clickanddragonyourpresentationto"draw"theshape.
7. Insertingapictureinanobject: PowerPointallowsyoutoinsertapictureinanAutoShapeoravectorimage2
FirstinserttheAutoShapeorvectorimageyouwanttoinsertapictureinto Right‐clicktheshape/imagewithyourcursorandchooseFormat Shape ...
2 Vectorimagesaremadeupofmanyindividual,scalableobjects.Theseobjectsaredefinedbymathematicalequationsratherthanpixels,sotheyalwaysrenderatthehighestquality.Thismeansyoucanmakeavectorimageaslargeorassmallasyouneedandretainahighqualityimage.Tolearnmoreaboutvectorimagesgotothislink:http://graphicssoft.about.com/od/aboutgraphics/a/bitmapvector_2.htm
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
AFormat Picture dialogboxwillappear
SelectPicture or texture fillundertheFill
SelectFile…
Navigatetothepictureyouwanttoinsert
SelectthepictureandclickOpen
IntheFormat PicturedialogboxadjusthowtheimageappearsintheshapebyplayingwiththeOffsetandScaleoptions
SelectClosewhendoneadjusting
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
8. InsertingSmartArt:SmartArtgraphicsaredesignedfortextualinformation.Theyareavisualrepresentationofinformationandideassuchasorganizationalchart,stepsinaprocess,orforadecisiontreetonameafew.
IfyouhavetheappropriateinformationforaSmartArt,gototheInserttab
ClickontheSmartArttool
AChoose a SmartArt Graphicdialogboxwillappear
Thinkaboutthetypeofinformationyouaretryingtoportrayandwhatyouwanttoshow
(e.g.,organizationalchartHierarchy)
Thenchoosethelayoutthatwouldworkbest
ClickOK
PowerPointtheninsertstheSmartArtlayoutyouchoseintoyourslide
OntheSmartArt Tools Designtabyoucanaddtext,modifythelayout,changecolors,andchangestyles
TheSmartArt Tools Formattabwillletyouchangetheshapesaswellasshapestyles
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
9. Creating&EditingChartswithinPowerPoint:Chartsaredesignedfornumbers.Theyareavisualrepresentationofnumericvaluesordata.
IfyouhavetheappropriateinformationforaChart,gototheInserttab
ClickontheCharttool
AnInsert Chartdialogboxwillappear
Thinkaboutthetypeofdatayouaretryingtoportrayandwhatyouwanttoshow(e.g.,
compareBLStoALSColumn)
Thenchoosethelayoutthatwouldworkbest
ClickOK
AChart in Microsoft PowerPoint – Microsoft Excelwindowwillopenforyoutoenterdata
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Manuallyenteryourdatainthespreadsheetandsetitupthewayyouwantittoappearinthechart
Onceyouhaveyourdataentered,closetheExcelwindowandyourchartisreadytoformatthewayyouwant
Ifchangesaremadetothedata,youcanedityourchartbyrightclickinginthechartandchoosingEdit Data…fromthelistofoptions
TheChart in Microsoft PowerPoint – Microsoft Excelwindowwillreopenforyoutoeditthedata
Whendoneeditingthedata,closetheExcelwindow
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
10. InsertVideo:Tomakepresentationsmoreinteresting,demonstrateanaction/idea,andoftentomakeapoint,youmightwanttoinsertavideoonaslide.
Toinsertavideoonaslide,gototheInserttab
ClickontheVideotooldownarrow
YoucanchooseClip Art Video…
OryoulikelyhaveoneonourcomputerVideo from File…
Ifyouchooseavideoonyourcomputer,therearetwowaystoinsertthevideo1)Embed,2)Link
Embeddedvideosarestoredinsidethepresentation.Thiswayyourvideowon’tgetlostevenifyousendittosomeoneormovethepresentation.Anissuethoughisthatpotentiallyyourpresentationfilesizecangetquitelarge.
Linkedvideosarestoredoutsideofthepresenation.Thiswillallowforasmallerfilesize,butlinkscanbreak.Ifyourlinkbreaksthevideowon’tworkinyourpresentation.
AlistofsupportedvideofileformatsforPowerPointare:
WindowsVideofile(.avi) Moviefile(.mpgfor.mpeg) WindowsMediaVideofile(.wmv)
MPEG‐4file(.mp4) QuickTimeMoviefile(.mov,.qt) AdobeFlashMedia(.swf)
Ifyouchooseembeddedyouwillneedtonavigatetowherethevideoisstoredonyourcomputerandselectit.
Formoreinformation,gotohttp://office.microsoft.com/en‐us/powerpoint‐help/embed‐a‐video‐4‐22‐RZ102673174.aspx?CTT=1&client=1§ion=3
Ifyoudecidetolinkinstead,putthevideofileinthesamefolderasthepresentationtomitigatethelinkbreaking.ThengototheslideyouwantthevideoandselectinsertVideo from File….ThenclickonthedropdownfortheinsertbuttonandchooseLink to File.
Formoreinformation,gotohttp://office.microsoft.com/en‐us/powerpoint‐help/link‐to‐a‐video‐2‐20‐RZ102673174.aspx?CTT=1&client=1§ion=4
Youcanalsofindmoreinformationaboutsizingavideo(http://office.microsoft.com/en‐us/powerpoint‐help/size‐a‐video‐2‐27‐RZ102673174.aspx?CTT=1&client=1§ion=5)and
Playbackoptions(http://office.microsoft.com/en‐us/powerpoint‐help/playback‐options‐7‐21‐RZ102673174.aspx?CTT=1&client=1§ion=6)
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
11. ChangingPresentationViews:PowerPointallowsforyoutoseeyourpresentationin4primaryviewsdependingonyourneeds.Togglingbetweenthese4viewsisdonebyclickingononeofthetoolslocatedonthebottombaronthescreen.
Normalview :isthedefaultandmaineditingviewinPowerPointTheworkingareasinthisviewaretheslidestablocatedontheleftside,theoutlinetablocatedundertheslidestab,theslidepanewhereyoueditaslide’scontent,andthenotespanebelowtheslidepanetoenteryourtalkingpoints.Clickingonaslideonaslideonthelefthandsidewilljumpyoutothatslide.Thecurrentviewingslidewillbedenotedwithayellow‐goldareaaroundit(seestep3b)
SlideSorterview :Thisviewwillletyouseeallofyourslidesinthumbnailforminorder,readingfromlefttoright.Thisviewmakesiteasiertoseeyour“story”andgrabandmoveslides(seestep12forinformationrelatedtorearrangingslides)
Readingview :Thisviewresizesthecurrentslidetofilltheentirescreenwhilehidingtheribbonandquickaccesstoolbar.Thisviewisusuallyusedwhenthepresenterissharingtheirpresentationwithsomeoneontheirowncomputerinsteadofprojectingthepresentation.Notavailablein2007orolderversionsofPowerPoint.
SlideShowview :Thisistheviewforlaunchingyourpresentationthatwillbeprojectedontoascreen.
12. Moving/RearrangingSlideOrder:PowerPointletsyoumoveyourslide(s)intoadifferentorder(s)withinyourpresentation.TheSlideSorterviewisthebestviewtousetorearrangeyourslides.WhileintheSlideSorterview,clickontheslideyouwanttomoveanddragitbetweentheslidesyouwantittobe.
13. HidingSlides:Sometimesyouwanttohaveslidesavailable,butdon’twantthemtoappearwhenyouarepresenting.Essentiallytheseslidesmighthavesomeadditionalinformationordataincaseyouraudiencewantsmoredetail.TheSlideSorterviewistheeasiestviewtoseeslidesandhidethem.Simplyrightclickontheslide(s)youwanthideandchoosetheHide Slideoption.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
HiddenslideswillappearwithabarthroughtheslidenumberintheNormalslidesview.
Youcanpullupanyhiddenslideduringapresentationby
leavingtheSlideShowview
clickingonthehiddenslideinthenormalview,
andthengoingbacktotheSlideShowview.
14. AutomaticallyAdvanceSlides:Sometimesaremoteisnotavailableforapresentationoryouneedtocreateonethatwillbeavailableonlinefordownloadingandyouwantittoautomaticallyadvancefortheaudience.
Selecttheslidesyouwanttoadvanceautomatically
GototheTransitionstab
OnthefarrighthandsideyoushouldseeAdvance SlidewithOn Mouse Clickchecked
UncheckOn Mouse Click
CheckAfter
SetthetimeyouwanttoelapsebeforeadvancingtothenextslideNote: 00:01.00 is one second, not one minute.
Ifyouwantthesametimeforeachslide,youcanselecttheApply to All tool
Ifyoudon’twanttohavethesametimingforallslides,youwillhavetomanuallysetthetimingforeachslidefollowingtheabovesteps.
15. LoopPowerPointSlides:Youcanhaveyourpresentationcontinuouslyloopifyouneed.
TocontinuouslyloopyourslidesgototheSlide Showtab
SelecttheSet Up Slide Showtool
ASet Up Showdialogboxwillopen
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
CheckLoop continuously until ‘Esc’
ClickOK
Launchyourpresentation
16. ChangeaSlide’sBackground:sometimesyouneedtochangethebackgroundcolororimageforyourpresentation,butdon’twanttochangethebackgroundforallslides.Forexample,maybeyouwantthebackgroundforavideoslidetobeblacklikethevideoframe.
Firstnavigatetotheslideyouwanttochangethebackground
Rightclickanywhereontheslideoutsideoftextboxesandoutsideofanyimages
ChooseFormat Background…fromtheoptionslisted
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
ChangetheFill Colortothedesiredcolor(e.g.,blackforthevideoslide)
SelectClose
Note: If you want to change the background to a picture, repeat the same steps, but click on Picture or texture fill and navigate to the picture you want to be the background.
17. CreateandEditaPowerPointTemplate: a template isapatternorblueprintofaslideorgroupofslides.It’sbesttocreateyourtemplatebeforeyoustartaddingcontenttoyourslides.
a. Createatemplate:Asstatedearlier,severaloftheavailablePowerPointDesignsareunprofessionaland/orhaveabusylookandfeel.Youcancreateatruetemplatecalleda.potor.potxfilebutthereisaneasierwayistocreateyourowntemplatebymodifyingthedesign.Note: The steps in this section can be used to edit any PowerPoint Design if you choose to use one to make it more professional.
GototheViewtab
ClickontheSlide Mastertool
PowerPointwillthenopenaSlideMastertabandisreadyforyoutostartsettingupyourtemplate.Ifyouhavealreadyaddedsomecontenttoslidesyouwillnotbeabletoviewwhilecreatingand/oreditingusingtheSlideMaster.Insteadyourpresentationwilllooklikethefollowing
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Makesuretoclickonthefirstslideshownonthelefthandsideofthescreen.AnyformattingyouwanttobeappliedtoALLslidesshouldbedoneinthefirstslide.Onthisslideiswhereyouwillchangethefonttofollowgoodpresentationprinciples,fontsize,textalignment,resizetextboxes,anddeletethe3smalltextboxeslocatedalongthebottomoftheslide.Youcanalsoaddanimageorlogobutrememberanychangeyoumakeontheslidewillbeonallslides.
Tochangeanyoftheformatting,gototheHometab
Makeanychangesyouwant(seeexamplebelow)
I made the following header changes:
1. Left aligned headers 2. Changed font to Calisto MT 3. Bolded the header
I made the following body changes:
1. Increased the font size for the entire text box so that the fifth level was 32 point font size
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Thenyoucangothroughthedifferentslidelayoutstyleslistedbelowthefirstslideonthelefthandslideanddosomecustomformattingforeachslide.
Forexample,maybeyouwantyourlogotoappearonallslidesthatusetheTitlelayout
Afteryouaredoneformattingeachlayoutslide,gototheSlide Mastertab
ClickontheClose Master Viewtool
Yourslidesnowhaveamatertemplate.
b. EditTemplate:sometimesyoudecideyouwanttomakechangestothetemplateforvariousreasonssuchasyoudon’twantthelogooneveryslide,youwantthelogosmaller,youdon’tlikethefontstyleyouoriginallychose,oranynumberofotherreasons.
Openyourpresentation
GototheViewtab
ClickontheSlide Mastertool
Makeanyofthechangesyouwant
Afteryouhavemadeallchanges,gototheSlide Mastertab
ClickontheClose Master Viewtool
Yourmatertemplateisnowedited.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
18. UsePresenterViewTool: allows you to viewyourpresentationwithyourspeakernotesprivately,seeelapsedtime,whichslidenumberyouareonandtheupcomingslideononecomputer(yourlaptop),whiletheaudienceviewsthenotes‐freepresentationonadifferentmonitor(screen)(seebelow).
TosetupPresenterView,gototheSlide Showtab
CheckUse Presenter View
DetermineifyouwanttheslideshowtoShow On:yourPrimary Monitororyourothermonitor(applicableonlyifyouhave2monitors)
Note: If you only have a single monitor, the F5 key will let you see the presenter view on your monitor.
Whenyoulaunchyourpresentationonemonitorshouldshowthepresentationandtheothermonitorshowthepresenterview.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Youcanuseyourmousetopointtosomething,drawon,orhighlightsomethingonaslideusingthepentoollocatedonthepresenterview
Togetridofanydrawingorhighlightingyouaddedtoaslide,clickonthepentoolinthepresenterview
SelectEraserorErase All Ink on Slide fromthedropdownmenu
InthePresenterViewside,putyourcursorovertheareayouwanterasedandclick—yourcursorwilllooklikeaneraser(seebelow).
*
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
19. ConvertPowerPointintoaVideo:PowerPointhasabuiltinfeaturetoconvertapresentationintoavideowhichyoucandistributeonadisc,theWeb(includingYouTube),oremail.Onceyourpresentationisfinalandyouarereadytoconvert
GototheFiletab
SelectSave & Sendlocatedalongthelefthandsideofthescreen
ChooseCreate a Video
TheCreate a Videooptionswillbecomeviewable
Youcancreatemultipleviewingversionsdependingonhowyouraudiencewillviewyourvideopresentation.TheavailableoptionsarelocatedunderthedropdownarrowbyComputer & HD Displays. Choosetheoptionappropriatebasedonyourneeds.
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Youcanalsosettimingsaswellasrecordsoundforyourpresentations.IfyouchooseRecord Timings and Narrationsandhaveamicrophone,youcanrecordaudiofortheslidesandthetimingforeachslidewillbeunique.Note:youcanuseandrecordthePowerPointcursorlaserpointer(Ctrl+leftmousebutton)topointoutthingsonyourslides.
ThenextstepistoselecttheCreate Videobutton
Decidewhereyouwanttosaveyourvideoalongwithwhatyouwanttonameit.TheSave as type:shouldbeWindowsMediaVideo.
20. Printing: Oftenyouraudiencewillaskforaprintedorelectroniccopyofyourpresentation.Note: If you are sharing electronically, it’s best to share as a PDF document to ensure they can read all slides as well as protecting your intellectual property.a. SettingupPrintingOptions:PowerPointhasafewdifferentoptionsthanWordforprintingitspresentations.
First,clickontheFiletab ThenchoosePrint Severalprintoptionswillbeavailable UnderPrinter,choosewhichprinteryouwantbasedonifcolorvs.blackandwhite
Note: Printer Properties will give you more printing options
UnderSettings,youcanchoosewhatareaorpagesyouwanttoprint
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
Youcanalsoselectifyoujustwanttheslide,slidewithnotes,outline,andthenumberofslidesperpagefortheprinting.Clickoneachonetoseehowitchanges
Afinaloptionisprintingsingle‐ordouble‐sided
b. ConvertingtoPDF:Whenthepresentationisfinalandyouwanttosendout
electronicallyorpostonyourwebsite,youshouldconvertittoaPDFpresentationbeforesendingorposting.By converting your presentation to PDF people will not be able to change it and everyone should be able to read it.ThereareseveralwaystocreateaPDFversionofyourpresentation.
First,inthe2010version,youmighthaveanoptioncalledSave as Adobe PDF
Thisoptionisadequateforinternalreview;however,thisoptiondoesnotallowforcreatingahighqualitycopyofyourpresentation(ie.,yourpresentationcanappearfuzzywhenyousendforprinting)
Workshop Communicating Your Performance Measure Results June 2014
ForMicrosoft®PowerPoint®2010.NotallofthefunctionsinthispresentationwillbeavailableorworkthesameinolderversionsofPowerPointDevelopedbytheNationalEMSforChildrenDataAnalysisResourceCenter(NEDARC):www.nedarc.org
AnotheroptionisgotoPrintundertheFiletab
ChooseAdobe PDFfromthePrinterdropdownoptions
ClickonPrinter Propertieslocatedundertheprinterdropdown
GototheAdobe PDF SettingstabontheAdobe PDF Presentation Properties dialogbox
ChangeStandard toHigh Quality Print underthe Default Settings: (seebelow)
ClickOK
Clickthe Print button
Note: If you do not have Adobe Acrobat Pro, then there are several freeware options available. At the time this tutorial was created, these two programs were available for free and without any malware. However, check with your IT before downloading any programs
doPDF:http://www.fileparade.com/listing/121922/doPDF?did=10844&pid=1&ppd=search,33433359980,dopdf,e,,c,0,,,&gclid=CM-boYCZ6rwCFewRMwodtioAbg
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